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Write-up: say what happened in your own words

Fill in the summary, actions, their own words, positives, evidence and reflection.

Checked against the screens:

Every organisation can choose its own words for the people and roles it works with. When you are signed in, this guide uses your organisation’s words. Otherwise it uses the product’s own.

Watch the third part: what happened.

For the mentor writing up a session. Write as though the next reader was not there. Keep it factual, and in order.

Steps

  1. Under What happened in the session?, fill in the Session summary. Say what was done, in the order it happened.
  2. In Actions taken, write what you did, what you changed and what was agreed next.
  3. Tick the goals the session worked towards. If none fit, write how it related to the plan.
  4. In Pupil voice, write the young person's own words. Use quotation marks only for exact words.
  5. In Positive observations, note at least one strength or small win.
  6. Add a photo or file with Add evidence photos if you have something worth keeping.
  7. In Reflective practice, say what went well and what you would change.

If it goes wrong

  • A box will not take more text? It has a limit. Move the detail into another box.
  • The form says a section needs finishing? Press its name in the message to jump straight to it.
  • Dictation says it is unavailable? Your organisation has switched it off. Type the note instead.
  • Writing up after the day? Pupil voice is optional. Leave it blank rather than guess.

Summary and actions

The summary says what happened. Actions taken says what you did about it. Keep them apart. A reader should see which words are observation and which are your response.

Separate what you saw from what someone told you. Say who told you. Do not write down something you did not witness as if you had.

Goals

For a planned session the goals come from the plan. For an unplanned one the form asks which goals you targeted. A box lets you explain how the session related to the plan when no goal fits. Do not tick a goal you did not work on.

Pupil voice and positives

Pupil voice captures their own words: quotes, phrases or how they described the session. Positive observations records strengths and small progress. A delivered session cannot be sent with either empty, unless you are writing it up late.

Evidence

Add evidence photos lets you take a photo or choose files. If no photography consent is recorded for the young person, the form says so. Evidence is a gentle prompt, not a requirement. You can send without it.

Dictation and spelling

Dictate session records your voice and proposes a summary and strategies. Read the proposal before you use it. Check names, dates, and any sentence that says not. A spelling line under a box offers corrections.

Courses

If the young person is on a course, a card asks whether the session counted towards it. It is optional.

Where your account fitsYour words are what a manager reads before they sign.
  1. BookedA slot with who and when
  2. PlannedGoal, place and intent saved
  3. Delivered or notThe answer on the day
  4. Written upThe account is sent
  5. CountersignedA manager signs or sends it back

How it links together

The goals you tick are linked to the young person's learning plan and show in goal progress. Evidence is stored on the record and appears at the foot of the record page. Your account is read in the countersign queue, can be printed as a PDF from the record, and informs reports. See the guide to times and ratings.

Questions people ask

Do I have to fill in every box?

For a delivered session, the summary, the young person's words, positives and reflection are needed before it can be sent. Evidence is only a prompt.

What goes in Actions taken?

What you did: the support, the changes you made and what was agreed next. The summary says what happened.

Can I use dictation?

Yes, with Dictate session, if your organisation allows it. Read the text it proposes and correct it before you use it.

What if the young person said nothing?

Say so in Pupil voice, in a sentence. An honest short answer is better than an invented quote.

Is the reflection seen by anyone?

Your manager reads it when they sign off the write-up.

Why does the box stop accepting text?

Each box has a limit. When it is full the form tells you, and you can carry on in another box.

Do I need a photo every time?

No. The form asks once if there is none and lets you send without. Plenty of sessions have nothing to photograph.