As A-level and GCSE results days loom, subject leaders are preparing themselves for more difficult outcomes than usual as students await results that we know will be down on the past three years.

This will make for a tricky day perhaps, not least with any students whose expectations exceed their likely result or those who fall just short of a required grade and face an anxious wait on a university place.

For those helping students on the day, there are some things that you can do to make everything that bit easier - for you and them. So here is some advice honed over 22 years as a head of department helping students on results day.

GCSE and A-level results days: a survival guide for middle leaders

1. Expect the unexpected - and stay calm

The day rarely goes as expected. Candidates don’t turn up in order; some don’t turn up at all; and those you need to speak to most often make a dash for the exit, as they, too, need time to process the results.

Don’t expect a perfect day but instead accept that things will be emotional for students and parents, and there will be moments of joy and drama.

Despite all of this you’ll need to manage your own facial expressions - indeed, your whole body language - to project an air of calm authority. This is easier said than done but know that a kind word or calming influence can be just what those around you need.

2. Be prepared 

Doing the above is made a lot easier if you have to hand all of the official guidance from Ofqual, awarding bodies and the school on the various processes to follow around appeals, clearing and resits.

It could be useful to bookmark the key websites from different organisations on your phone or computer beforehand so you know quickly where to go to pass on advice or share important phone numbers or emails.

Oh, and have some tissues ready, too, in case any student burst into tears - of joy or sadness.

3. Triage the results

This is never very easy because there will be many demands piled on you simultaneously. 

But ideally you need to work out who needs help the most and who needs it urgently - perhaps to secure a university place, an apprenticeship or even a job offer. 

For students who are continuing with your subject at university, it’s important to check that they have made the grade in their other A levels, if they have a viable back-up offer and how they may have to adapt to the reality of changing plans.

Furthermore, make sure that you know where the pastoral leaders and careers advisers can be found on the day. They will also know the results and have further information to hand. 

You can sometimes be most helpful just by signposting students to the first available pastoral colleague. It’s not all down to you - you are part of a team.

4. Get an overview of the data

Ideally, when the results are made available to teachers, there would be time to look at the awarding body’s results service and see how your students have performed against their counterparts nationally.

Unfortunately, in my experience, the systems are often overloaded, so you might not get the chance of a good look at the national data before heading into school. 

However, there is a lot to be learned from the experience of each results day to share with colleagues and help the department to improve teaching for the following years. Try to jot down points from the day while it’s all fresh in your mind. Is there a particular element of the course that your cohort performed well in? Is there an area that was more disappointing, where it would make sense to review your planning for the coming year?

If you refer to awarding body data, remember to cut and paste it on to a draft document along with details of appeals in progress. This makes the final write-up of your departmental report much less onerous in September.

5. Don’t accept criticism 

It is unusual to face personal criticism of your teaching, but it’s an emotional day and parents have been known to express their disappointment in the direction of those they believe responsible.

Should such unpleasant conversations arise, be prepared to pass the parents on to senior leaders, who can deal with anxiety and disappointment more objectively.

This can be tough but it’s far better than getting into an argument on the day.

6. Celebrate

The day will pass very quickly once there is a major influx of students into the main hall. GCSE and A-level results are often the most intense mornings of the year. 

You’re human, too, and it’s impossible not to become attached to your students’ outcomes. So when all the noise has died down, consider going out with colleagues to a local restaurant or pub to have a drink, a meal and a celebratory - or consolatory - chat.  

Yvonne Williams was a department head for over 20 years