Recording learner support delivery
How to record learning support delivery as evidence in FE and apprenticeships: what to log, missed support and recovery, and keeping records proportionate.
Template
Learning support delivery log template (free, printable)
A free learning support delivery log template to record support delivered, missed and recovered in FE and apprenticeships, with wording examples and data notes.
Template at a glance
- Print or copy into your own documents
- Free to adapt for your setting
- Written with the learner, not about them
- 6 sections
In short
A delivery log records what support was planned, whether it happened, and what was done if it did not. This free template makes review meetings and evidence requests faster and fairer.
A plan only matters if the support happens. A delivery log shows, week by week, what was planned and what took place. Read more in our guide to recording support delivery evidence.
When should you use a learning support delivery log template?
Use it for any support that is meant to happen repeatedly or at a known time: a note-taker, a weekly check-in, printed materials, a quiet room for assessments. It feeds the support review meeting and, where needed, a controlled evidence summary.
How do you fill it in well?
Record facts: what was due, what happened, and what you did next. Skip opinions about the learner.
| Weak wording (fictional example) | Stronger wording (fictional example) |
|---|---|
| “Support given.” | “Printed notes handed out at start of lesson. Learner used them.” |
| “Learner refused help.” | “Learner declined the note-taker today. Said they would prefer to try without. Offered again next week.” |
| “Missed.” | “Missed: room B14 not available (timetable clash). Used the library study room instead. Told the learner the day before.” |
The template
1. Details
- Learner:
- Support being logged (copy from the plan):
- Responsible person:
- Period covered:
2. Log
| Date | Support planned | Delivered? | If not, why | Recovery or next step | Logged by |
|---|---|---|---|---|---|
| [ ] Yes [ ] Partly [ ] No | |||||
| [ ] Yes [ ] Partly [ ] No | |||||
| [ ] Yes [ ] Partly [ ] No | |||||
| [ ] Yes [ ] Partly [ ] No | |||||
| [ ] Yes [ ] Partly [ ] No | |||||
| [ ] Yes [ ] Partly [ ] No |
3. Learner feedback (short)
| Date | Did it help? | In the learner’s words |
|---|---|---|
| [ ] Yes [ ] A bit [ ] No | ||
| [ ] Yes [ ] A bit [ ] No |
4. Summary for review
- Planned sessions or occasions:
- Delivered:
- Missed:
- Recovered:
- Patterns noticed (for example a particular day or room):
When support is missed, plan the recovery with the missed support recovery plan.
How do you involve the learner?
Tell the learner what you record and show them the log if they want it. Ask in a quick, low-effort way whether the support helped: a thumbs up or a short word is enough. Tell them when support is missed and what is being done. Learners should not have to chase.
What are the data protection notes?
The log needs only enough to show support was or was not delivered. Do not copy health or family detail into it. Restrict access to staff who deliver or manage the support. Keep entries factual because the learner may ask to see them. The ICO requires personal data to be adequate, relevant and limited to what is necessary. Decide how long logs are kept as part of your retention schedule, and do not keep them for longer than you need.
What does Inclusion Studio add?
Inclusion Studio is pre-pilot and in development. Delivery tracking is designed to record delivered and missed support, and missed support recovery records how gaps are put right. A controlled evidence export is planned to draw on those records. Until then, this template works on paper or in a spreadsheet. It is guidance, not a compliance guarantee.
Frequently asked questions
Why log support that did not happen?
Because missed support is the gap a review most needs to see. Recording it honestly lets you recover the support, explain the pattern and avoid blaming the learner for something outside their control.
How detailed should a log entry be?
One line is usually enough: date, support, delivered or not, and a short note. Avoid recording personal detail about the learner's circumstances that is not needed to show the support happened.
Who should write the entries?
The person who delivered or should have delivered the support, as soon as possible afterwards. Agree who is responsible so entries do not rely on memory.
Can a learner see their own log?
Learners can ask for their personal data under UK data protection law, so write entries that are factual and respectful, and tell learners what you record.
Sources and further reading
- SEND Code of Practice 0 to 25 years (GOV.UK)
- Data minimisation (ICO)
- Equality Act 2010, section 20 (legislation.gov.uk)
Official guidance changes. Check the source before relying on any detail, and take professional advice for individual cases.
Help shape the pilot
We are working with a small number of England FE colleges and apprenticeship providers first. Tell us about your learner support and we will be in touch.