Class roster template
A class roster in Excel with student name, student ID, parent or guardian, phone, email, allergies or notes and a head count.
- ๐บ๐ธ US format ยท Letter size
- Free
Pick your options and the preview updates. The file opens in Excel, Google Sheets or Numbers.
The file is built in your browser. Nothing is uploaded or saved.
Sheets
- How to use
- Roster: number, student last name, first name, student ID, grade, parent or guardian, phone, email, allergies or notes, photo release (dropdown), head count (formula)
Color key
- Yellow cells: fill these in
- Blue cells: formulas, leave them as they are
- Gray rows: examples you can delete
A working list, not the official record
The roster holds what you need in the classroom. Keep birth dates, addresses and medical records in the school's student information system and share the roster only with staff who need it.
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Class roster
| # | Student last name | First name | Student ID | Grade | Parent or guardian | Phone | Allergies or notes | Photo release | |
|---|---|---|---|---|---|---|---|---|---|
| 1 | Lee | Jordan | 204418 | 3 | Casey Lee (mother) | (555) 010-0101 | casey.lee@example.com | Peanut allergy, EpiPen in the nurse's office | Yes |
| 2 | Kim | Taylor | 204422 | 3 | Sam Kim (father) | (555) 010-0102 | sam.kim@example.com | Yes | |
| 3 | Nguyen | Riley | 204431 | 3 | Morgan Nguyen (guardian) | (555) 010-0103 | morgan.nguyen@example.com | Glasses for reading | No |
This shows the first part of each sheet as it prints on Letter paper. The file also has a how-to sheet and formulas, and every column fits one page width when you print from Excel.
How to use it
Type the class name, your name and the school year, pick how many rows you want and download. Each row is one student with the name, student ID, grade, the parent or guardian you call first, phone and email, a notes cell for allergies and pickup details, and a Yes or No dropdown for the photo release. The head count under the table counts the names by itself.
Sort by last name once the list is typed, then print one copy for the sub folder and one for the emergency binder. The gray example rows show what goes where; delete them before you print.
Things to watch
A roster travels: it gets printed, left on desks and emailed to subs. Keep it to what a teacher needs during the day and leave birth dates, home addresses and anything medical beyond allergies in the student information system. For the start-of-year form that collects this information from families, use the student information sheet template.
Calculators that go with this
Frequently asked questions
Can I add a column?
Yes. Insert a column anywhere to the right of First name and the head count keeps working, because it counts the last name column.
Where do I record attendance?
Not here. Use the attendance sheet template, which has the class dates across the top and counts present, absent and tardy for you. Copy the names from this roster into it.
Why is there no birth date column?
A birthday list is a separate, happier document. A birth date next to a name, ID and parent contact is enough for identity fraud, and the roster is the file most likely to be left on a copier.
Is what I type saved anywhere?
No. Everything stays in your browser and nothing is sent to our server. If you refresh the page it is gone, so print, save a PDF or download the DOCX when you are done.