Impact of learning support
How to review the impact of learning support in FE and apprenticeships: what to ask, who to involve, how to keep, change or stop support, and how to record it.
Template
Support review meeting template (agenda and notes)
A free support review meeting template for FE and apprenticeships: agenda, questions for the learner, decisions to keep, change or stop support, and 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 support review meeting asks whether support helped, and agrees with the learner whether to keep, change or stop it. This free template gives an agenda, prompts and a notes sheet.
Reviews turn a plan into a living process. This template keeps the meeting short and focused on one question: did the support help? Our guide on reviewing whether support worked explains the thinking.
When should you use this template?
Use it at the review date set in a learner support plan, after a significant change, or when the learner asks. It is not the EHCP annual review, which has its own statutory process (see our guide to EHCP annual reviews post-16).
How do you run it well?
Bring the delivery evidence, but start with the learner. Ask for examples, not ratings alone.
| Weak wording (fictional example) | Stronger wording (fictional example) |
|---|---|
| “Support is going fine.” | “Learner says printed notes help. Notes were sent in 8 of 10 weeks. Two missed weeks were during staff absence and were recovered in week 11.” |
| “Continue.” | “Keep printed notes. Change the quiet room to start 10 minutes before the test, because setup time was too short.” |
| “Learner did not engage.” | “Learner did not attend two meetings. We will offer a call or a message check-in instead.” |
The template
1. Details
- Learner:
- Date and attendees:
- Plan being reviewed (date):
- Learner attended? [ ] Yes [ ] No (how was their view collected?)
2. Suggested agenda (30 minutes)
- Welcome and purpose (2 minutes)
- What has gone well, in the learner’s words (5)
- What has not helped or been missed (5)
- What the record shows: support delivered, missed, recovered (5)
- Keep, change or stop each support (8)
- Next steps and review date (5)
3. Review of each support
| Support in the plan | Delivered as agreed? | Learner says it helped? | Decision |
|---|---|---|---|
| [ ] Yes [ ] Partly [ ] No | [ ] Yes [ ] A bit [ ] No | [ ] Keep [ ] Change [ ] Stop | |
| [ ] Yes [ ] Partly [ ] No | [ ] Yes [ ] A bit [ ] No | [ ] Keep [ ] Change [ ] Stop | |
| [ ] Yes [ ] Partly [ ] No | [ ] Yes [ ] A bit [ ] No | [ ] Keep [ ] Change [ ] Stop |
4. New things the learner would like
5. Actions
| Action | Who | By when |
|---|---|---|
6. Learner confirmation
- I agree with this summary: [ ] Yes [ ] Partly [ ] No
- Comments:
- Next review date:
How do you involve the learner?
Send the questions in advance. Let the learner choose who attends and where. If they would rather not attend, collect their view another way and tell them what was decided. Make a note of any disagreement. It is information, not a failure.
What are the data protection notes?
Keep the record short and focused on decisions. Do not paste in full case notes or health detail. If an employer attends, share only workplace adjustments, as in the employer adjustments summary. Store notes where only staff who support the learner can see them. The ICO expects personal data to be adequate, relevant and limited to what is necessary. Send the invitation and outcome with the support plan review letter template.
What does Inclusion Studio add?
Inclusion Studio is pre-pilot and in development. Its reviews feature asks the learner whether support helped and records keep, change or stop. You can prepare now with the review meeting agenda tool. This template is guidance only.
Frequently asked questions
How often should support be reviewed?
Agree a date when the plan is written, and review sooner if circumstances change. Many providers review termly or at key points in the course, but the right interval depends on the learner. For learners with an EHCP, the statutory annual review is separate and still applies.
Does every review need a meeting?
No. A short conversation or a written check-in can work, especially when things are going well. Make sure the learner gets a real chance to say whether the support helped.
What if support is not working?
Record that honestly, ask what would be better, and agree a change with a date. Stopping support the learner no longer needs is also a valid outcome, if the learner agrees.
Should the employer attend an apprentice's review?
If the learner agrees, an employer contact can join for workplace adjustments. Share only workplace-relevant information.
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.