Missed support recovery plan template (free)

Agreed support that does not happen can disadvantage a learner without anyone intending it. This template helps you spot the gap, put it right and learn from it. It continues from the delivery log.

When should you use this template?

Use it when support has been missed more than once, when a single miss affects something important (an assessment, a placement, a deadline), or when the cause looks systemic, such as a recurring room clash. A one-off missed session with an easy fix can be noted in the log alone.

How do you fill it in well?

Name the specific support, the cause and the fix, with dates. Do not attribute fault to the learner.

The template

1. What was missed?

• Learner:
• Support in the plan:
• Dates or period missed:
• Date this was noticed and by whom:

2. Why did it happen?

• ☐ Staff absence or capacity
• ☐ Timetable or room clash
• ☐ Materials not ready
• ☐ Communication failure
• ☐ Learner unavailable (with their reason)
• ☐ Other:
• Short explanation:

3. What difference did it make?

• Effect on learning, assessment or work (learner’s view first):
• Any deadline or assessment at risk? [ ] Yes [ ] No

4. How will we put it right?

5. Telling the learner

• Date and how the learner was told:
• Learner’s response:
• Agreed with learner: [ ] Yes [ ] Partly [ ] No

6. Stopping it happening again

• Cause fixed by:
• Escalated to (if a pattern):
• Check again on:

How do you involve the learner?

Tell them promptly and plainly, without defensiveness. Ask what would make the gap less harmful and when they can attend. Offer them a say in how it is made up. If the learner is unhappy, record their view and explain how they can raise a concern or complaint under your usual process.

What are the data protection notes?

Record the support, the cause and the fix. Do not add details of staff sickness or other staff personal data: “staff absence” is enough. Share the plan only with people who need it to put things right. If you report patterns to managers, use summaries without learner names unless a name is needed. The ICO expects data to be adequate, relevant and limited to what is necessary.

What does Inclusion Studio add?

Inclusion Studio is pre-pilot and in development. Missed support recovery is designed to record the gap, the recovery and the learner’s confirmation, and link to delivery tracking. The product does not make decisions for you. This template is guidance, not legal advice.