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AI agent for headteachers

Special Educational Needs Provision Tracker Agent

Make sure agreed support is actually delivered and ready for every review.

MonitoringManagementEducation
See how it worksGet access
Special Educational Needs Provision Tracker Agent: what goes in, what the agent does and what you get

What it does

Support plans for students with special educational needs state what help should happen each week and when the plan will be reviewed. Provision is not always delivered, because of staff absence or timetable changes. The agent lists each plan's required support, compares it with the timetable and staff logs, and flags provision not delivered. It sets review meetings, prepares an evidence pack, and replans when staffing changes. The school leader approves contact with parents. Edge case: a student is due 3 sessions of reading support, only 2 were logged, so the agent finds an assistant absence and proposes a cover slot.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedYes, continueNoNo 1 STARTS WHEN Weekly provision check 2 USES A TOOL List each plan's required support and weekly amount 3 USES A TOOL Compare with the timetable and staff logs 4 CHECKS THE RESULT Was the full provision delivered? If not: Find the cause and propose a cover slot. Back tostep 3. 5 DOES Update the shortfall record 6 USES A TOOL Set review meetings and prepare evidence packs 7 DOES Draft parent messages about shortfalls and reviews 8 YOU APPROVE School leader approves parent contact 9 CHECKS THE RESULT Is the shortfall resolved next week? If not: Escalate to the SEN coordinator with thepattern. Back to step 3. 10 RESULT Provision report and review packs
Read the steps as a list
  1. Weekly provision check
  2. List each plan's required support and weekly amount
  3. Compare with the timetable and staff logs
  4. Was the full provision delivered?If not: Find the cause and propose a cover slot. Back to step 3.
  5. Update the shortfall record
  6. Set review meetings and prepare evidence packs
  7. Draft parent messages about shortfalls and reviews
  8. School leader approves parent contactThe agent waits here for your OK.
  9. Is the shortfall resolved next week?If not: Escalate to the SEN coordinator with the pattern. Back to step 3.
  10. Provision report and review packs

How it decides

Provision is met when logged sessions equal the plan. A shortfall triggers a cover proposal and, if it continues, a review evidence note.

  • A shortfall of one session is logged and covered
  • Two shortfalls in a month need a parent message
  • Evidence packs are ready 7 days before a review
  • Review dates are set from the plan

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Shortfalls before a parent message (default 2 in a month)
  • Evidence pack lead time (default 7 days)
  • Staff log source
  • Who covers sessions

What keeps you in control

It always asks you first

  • School leader approves parent contact

Hard limits

  • Never changes a plan itself
  • Never shares a student's information outside the staff involved

It stops when

  • Done: provision delivered or plan reviewed
  • Stop: the plan changes at review

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensA student's plan required 3 reading sessions a week, but the log showed 2. The agent found that the assistant was absent on Wednesday and proposed a cover slot on Friday. The following week the check passed. Another student missed 2 sessions in a month, so a parent message was drafted. The leader approved it.

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