Preparing the 2027 Mid-Term Report: Gathering Evidence of AI Teaching

Last updated: 2026-07-22

The mid-term report is due on 30 September 2027 and the final report on 30 September 2028. These two dates are the checkpoints for the whole programme: for a school that fails to complete its commitments, the EDB can ask for the full grant back. Whether the report is easy or painful to write comes down to whether the evidence was filed away as you went over two years, or dug out of boxes three weeks before the deadline.

The reporting timeline and the risk

Under Circular Memorandum 221/2025, the grant can be used until 31 August 2028, the mid-term report is submitted by 30 September 2027, and the final report by 30 September 2028. If a school fails to complete its committed items, the EDB can require the full grant to be returned to the Quality Education Fund. In other words, the report is not an administrative formality. It is the basis on which the grant is finally settled.

The mid-term report matters most of all. It is submitted halfway through the programme and is the EDB's main window onto a school's progress. The five commitments may not all be complete by then, but the report has to show believable progress: three subjects under way, some teaching demonstrations taking shape, and the first activities held.

The five commitments the report answers to

The skeleton of the report is already written in the circular, in the five commitments: AI-assisted teaching in at least three subjects, two year levels each, at least six teaching demonstration examples or resources, at least three open or demonstration lessons, at least three sharing sessions, and at least two student AI literacy activities. Keep a progress column and an evidence folder for each commitment, and the report is a matter of writing up the contents of the five folders.

Six kinds of evidence to gather from today

1. Lesson plans and teaching designs: the plan for each AI-assisted lesson, noting the subject, year level and the AI's role. This is direct evidence for the three-subjects, two-levels commitment.
2. Samples of student work: first drafts against revised drafts, activity outputs and inquiry reports. Keep five to ten per unit, and mind the privacy handling of anything with names on it.
3. Open-lesson records: the lesson plan, observation forms, post-lesson discussion notes and photos, filed within seven days of each open lesson.
4. Sharing session materials: slides, attendance records and discussion points. An in-school panel sharing counts too, so you need not wait for a large event.
5. Usage and results data: platform usage, before-and-after marking times, how often students revise, and activity attendance. Quantitative data is the part of the report that takes the fewest words.
6. Teacher feedback and reflection: a short survey or panel meeting minutes once a term, which show that implementation was reviewed and adjusted.

Setting up a simple evidence system

The system need not be complicated; three elements are enough. A shared folder, divided into five sub-folders by commitment, plus a folder for funding receipts. A master progress sheet, one row per commitment, stating the target, the current position and where the evidence is. And one coordinator, usually the vice-principal or teacher in charge of the programme, whose only job is to review the master sheet once a month. There is one rule: file as you go. Within seven days of an open lesson, within seven days of an activity, and straight away for a purchase.

A common mistake is to treat gathering evidence as a special task for the summer of 2027. By then teachers' memories have faded, photos are scattered across different phones, and student work has long been handed back. Reconstructing it costs far more than filing as you go.

A backward timeline

Within the 2026/27 school year: all three subjects under way with lesson-plan evidence; at least one or two open lessons done; the first student activity done; the master sheet updated monthly.
By June 2027: review progress on all five commitments and catch up on anything lagging early; collate the results data once at the midway point.
July to August 2027: write the first draft of the report. If the materials are all there, this step is organising, not creating.
30 September 2027: submit the mid-term report; from the same day, evidence gathering for the final report carries on as usual.

Common questions

What is the exact format of the mid-term report?

Go by the report template and guidance the EDB issues at the time. Whatever the format, the content comes back to progress on the five commitments and how the funding was used. File your evidence in the six categories in this article and any format is quick to fill in.

If we are behind, will the report trigger a refund?

The refund situation set out in the circular is failing to complete committed items, and the mid-term report is a check at the halfway point. Showing your progress honestly and setting out a catch-up plan is wiser than papering over gaps, and there is still a full year after the report to complete the commitments. The real danger is dragging on to the final report still unfinished.

We are short-staffed. Can we outsource writing the report?

Organising evidence and support with the report can come from outside, but the content has to be what actually happened at the school, with the lesson plans, work and data all coming from your own classrooms. Building the habit of filing early lowers the cost of writing the report. The value of outside support is in helping the school design the evidence system and organise the data, not in ghostwriting.

Sources

EDB Circular Memorandum 221/2025 (Chinese)

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