In development
Support requests
A support request system for colleges and training providers: one way for learners, tutors and employers to ask for support, so no request is lost in email.
Template
Learning support referral and request form template
A free learning support referral form template for FE colleges and apprenticeship providers. Easy for learners, tutors and parents to use, with no diagnosis asked.
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 support request form lets a learner, tutor, assessor or employer ask for help in one simple step, without needing a diagnosis. This free template keeps the questions few and the data minimal.
A support request form is the front door. If it is hard to find or asks too much, learners will not use it. This template keeps the first step small so that the real conversation can happen next.
When should you use a learning support referral form template?
Use it whenever someone wants support to start: a learner asking for help, a tutor or assessor with a concern, an employer contact noticing something at work, or a parent or carer. It pairs with your triage process, then with a learner voice conversation.
How do you fill it in well?
Write what is happening and what would help, not a judgement about the learner.
| Weak wording (fictional example) | Stronger wording (fictional example) |
|---|---|
| “Learner is disruptive and probably has ADHD.” | “Struggles to stay seated in 3-hour sessions and says breaks would help. Has asked for support.” |
| “Needs help.” | “Finds written instructions hard to follow and would like them given in smaller steps.” |
| “Urgent!!!” | “Has an assessed piece due on 20 November and cannot read the exam paper layout. Needs a reply this week.” |
The template
1. Who is this request about?
- Learner name:
- Course or apprenticeship and start date:
- Contact preference (email, phone, message, in person):
2. Who is asking?
- The learner
- Tutor or assessor
- Employer contact
- Parent or carer
- Other (please say):
- Does the learner know this request is being made? [ ] Yes [ ] No [ ] Not sure
3. What would help?
- What is getting in the way of learning or work?
- What do you think would help? (a few words is fine)
- Is there something that has helped before?
4. Timing
- Is there a deadline, assessment or event coming up?
- Routine [ ] Soon (within a week) [ ] Urgent (please say why)
5. Other information (optional)
- Is there an EHCP, assessment report or previous support plan? [ ] Yes [ ] No [ ] Not sure
- You do not need to attach it now.
6. For the support team
- Date received:
- Triage outcome: [ ] Conversation booked [ ] Support already in place [ ] Signpost [ ] Needs more information
- Owner and next date:
How do you involve the learner?
If someone else raises the request, make the learner’s own view the first step. Accept requests in many forms, including a spoken one written up by staff. Avoid language that implies the learner has to prove need before anything happens.
What are the data protection notes?
Ask the minimum needed to route and prioritise the request. Do not include a diagnosis box, a health history box or a mandatory evidence upload. If someone adds sensitive information in the free text, treat it as special category data: limit who can see it and do not forward it by default. Tell the person raising the request what happens next, who will see the form and how long it is kept. The ICO’s data minimisation principle applies: adequate, relevant and limited to what is necessary.
What does Inclusion Studio add?
Inclusion Studio is pre-pilot and in development. Its support requests and triage features follow the same shape: simple intake, then a clear next step. This template is guidance and works fine on paper or as a form in your existing systems.
Frequently asked questions
Can a tutor submit a request on behalf of a learner?
Yes, but tell the learner and ask what they want. Record who raised the request and whether the learner knows about it, so the first conversation can start from the learner's view.
Should the form ask for a diagnosis?
No. Support can start from what the learner says helps and what is getting in the way. Evidence can be gathered later if needed, and only with the learner's knowledge.
How quickly should we respond?
Set a target and tell people what it is. Many providers aim for a first reply within a few working days. Choose a timescale you can meet, and say when urgent requests will be triaged sooner.
Where should the form live?
Somewhere learners can reach easily and in more than one way, for example online, on paper, by email and in person at reception or a tutor's desk.
Sources and further reading
- SEND Code of Practice 0 to 25 years (GOV.UK)
- Equality Act 2010, section 20 (legislation.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.