Reasonable adjustments for students in further education colleges
What reasonable adjustments are, who must make them in FE colleges and training providers, and how to agree, deliver, record and review them with learners.
Template
Reasonable adjustments agreement and plan template for FE
A free reasonable adjustments agreement and plan template for FE and apprenticeship providers: each adjustment, why it helps, who does it and how it is reviewed.
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 reasonable adjustments agreement records the specific changes a provider will make, agreed with the learner, with a named person, a start date and a review date. This template is free to copy and print.
A reasonable adjustments agreement is a short record of what will change, agreed with the learner. It is narrower than a full support plan: it lists the adjustments and who is responsible for each one. Background reading is in our guide to reasonable adjustments in further education.
When should you use a reasonable adjustments agreement or plan template?
Use it when you have agreed specific adjustments to teaching, assessment, facilities or the learning environment. It works as a stand-alone page for a learner who needs only a few adjustments, or as an appendix to a learner support plan. For exam and end-point assessment arrangements, follow the awarding body’s own process and use this page to record what happens day to day.
How do you fill it in well?
State the barrier, the adjustment, and the person responsible. If you decline a request, say why and what you offer instead.
| Weak wording (fictional example) | Stronger wording (fictional example) |
|---|---|
| “Extra time.” | “25 per cent extra time on timed written classroom assessments. Tutor arranges; exams officer for formal tests.” |
| “Quiet space.” | “Use of room B14 for assessed work, booked by the tutor the week before.” |
| “Staff to be understanding.” | “Tutor gives the learner the topic list a week ahead and allows short breaks without asking.” |
| “Not possible.” | “Recording lectures is not possible in the workshop for safety reasons. We will provide the tutor’s notes and a call-back for questions instead.” |
The template
1. Details
- Learner name:
- Course or programme:
- Date agreed:
- Review date:
- Person responsible for this agreement:
2. Adjustments agreed
| Barrier the learner faces | Adjustment | Who is responsible | Starts | Where it applies |
|---|---|---|---|---|
3. Requests we could not agree
| Request | Reason it could not be agreed now | What we offer instead | Revisit on |
|---|---|---|---|
4. Learner’s view
- Does this feel right? [ ] Yes [ ] Partly [ ] No
- What is missing:
- Learner agreement and date:
5. Sharing
- Who has been told about these adjustments, and what did they receive?
- Anything the learner does not want shared:
6. Review
- How will we know it works?
- Reviewed on: [ ] Keep [ ] Change [ ] Stop (reason):
How do you involve the learner?
Ask what has worked before and what they would try. Learners often know exactly which adjustment matters most. Offer the agreement in an accessible format and give them time to read it, with someone to talk it through if they prefer. See the learner voice conversation template for prompts.
What are the data protection notes?
Record the adjustment and its purpose, not the medical history. “Needs extra time” is usually enough for those delivering it. Do not circulate the whole agreement to every tutor if only some adjustments apply to their lessons. Check what the learner is happy to share with an employer, parent or carer before passing anything on. The ICO’s data minimisation principle means holding only what is adequate, relevant and necessary for the purpose.
What does Inclusion Studio add?
Inclusion Studio is pre-pilot and in development. Its support plans are designed to hold agreed adjustments with the learner’s response and a review date. The adjustment ideas finder offers prompts you can adapt. This template is not legal advice. To see how adjustments are followed through delivery and review, read reasonable adjustments tracking.
Frequently asked questions
Is an adjustments agreement a legal requirement?
No. The Equality Act 2010 requires reasonable adjustments to be made, but it does not require a particular form. A written agreement is good practice because it shows what was agreed and lets you review it.
Who decides what is reasonable?
The provider is responsible for deciding, based on the learner's needs, the adjustment's effectiveness, cost, practicality and the effect on others. Record your reasoning, especially if you cannot do something the learner asked for.
What if the learner and the provider disagree?
Record both views and agree what happens next, for example a trial, an alternative or escalation to a senior leader. Do not remove the disagreement from the record.
Do apprentices need a separate agreement?
Often yes, or a combined one with separate sections for the provider and the workplace, because the training provider and the employer each have duties in their own settings.
Sources and further reading
- Equality Act 2010, section 20 (legislation.gov.uk)
- SEND Code of Practice 0 to 25 years (GOV.UK)
- Data minimisation (ICO)
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.