Use this when... you need to record parent consent, student learning needs, access requirements, or support notes that affect how tuition should be delivered.

Before you start... treat learning needs and support information as sensitive. Only record what your organisation needs to teach safely and effectively, and make sure access is limited to people who need the information for their role.

Use Compliance to review consent and sensitive student support information.

Consent records show whether the parent or authorised person has agreed to a specific activity, policy, data use, or support arrangement. Learning needs records help tutors and admins understand how to deliver lessons appropriately. Keep both types of information factual, current, and proportionate.

A useful note tells the team what they need to do differently. For example, it might explain that a student needs written instructions, shorter tasks, extra processing time, or a quiet online setup. Avoid labels without practical guidance.

Open the family or student record and confirm you are working on the correct learner. Check who has authority to provide consent and whether the record belongs to the right branch or programme.

Start from the student record so consent and support notes are attached correctly.

Select the relevant consent type, status, date, source, and reviewer. If consent was collected through a form, keep the linked form response or document where your process expects it. If consent is withdrawn, update the status and notify the people who rely on that consent.

Record the support need, teaching implication, visibility, and review date if applicable. Keep the language respectful and useful. Tutors should understand what to adjust in lessons without seeing unnecessary personal detail.

Check which roles can see the information. Sensitive records should not appear in broad messages, general notes, or exports unless there is a clear need and the user has appropriate permission.

A tutor cannot see support guidance: check role permissions, visibility settings, and whether the guidance is attached to the right student.

Consent status is unclear: review the most recent form, note, or uploaded evidence, then update the record with a clear status and date.

Information appears outdated: contact the responsible admin or parent, then update the record and add a review note.

Review consent and learning needs at sensible points: onboarding, tutor assignment, trial conversion, term review, and whenever a parent provides new information. Keep status changes factual so the audit history is useful later.

Write support notes in practical language. Instead of only recording a diagnosis or label, explain what helps the student learn. For example, say that the student benefits from written examples before independent work, or that the tutor should check understanding after each new method. This makes the note useful without over-sharing.

If a parent updates consent or support information, record the new status and avoid relying on the old note. Where the change affects lessons, tell the current tutor and review future lesson plans. If the change affects data use or visibility, involve the compliance owner.

Use the smallest amount of information that supports safe teaching. Do not copy full reports into general notes if a short teaching summary is enough. Store documents only where your policy expects them.

When discussing consent or learning needs with parents, use clear and respectful wording. Explain why the information helps teaching, who may see it, and how it will be used. If a parent asks for information to be removed or corrected, follow your GDPR or data correction process.

Agree standard wording for common consent and support statuses. Consistent wording makes records easier to audit and helps tutors understand what is confirmed, pending, withdrawn, or due for review.

After updating consent or learning needs, notify the relevant tutor or admin through the approved workflow and check whether upcoming sessions, reports, or assignments need adjustment.