When to use it
Use this after an authorised starter request. Keep names and identity evidence in the school's approved HR and service systems; use the reference here rather than duplicating personal records.
The blank template: what to record
- Request and approved start
- Record the authorised request reference, role and required start date.
- Identity and existing account
- Check the authoritative record and whether an account already exists. Record completion, not identity documents.
- Role and access approval
- Identify the approver for groups, shared resources, licences and school systems.
- Managed equipment
- Record the approved asset reference, necessary applications and relevant management checks.
- User handover
- Check the actual sign-in and task, then explain support, security reporting and the agreed account-recovery route.
- Exceptions and completion
- List missing access with owners and dates. Record who verified the completed handover.
Download the TXT version to edit these headings, or print the PDF pack for a paper draft.
Fictional training example
A completed example
- Request and approved start
- DEMO-JOIN-12. Fictional teaching role; HR-authorised start recorded in the approved request.
- Identity and existing account
- Authoritative record checked; no duplicate active account identified.
- Role and access approval
- Role owner approved the recorded teaching groups and shared resource access.
- Managed equipment
- DEMO-LT-12 prepared; approved teaching application and management status checked.
- User handover
- User completed sign-in and opened the intended teaching material. Support and incident-reporting routes explained.
- Exceptions and completion
- One optional application remains with its application owner; review before the first lesson requiring it.
Check the finished record
- Is the request authorised through the school's own process?
- Was the user's intended task tested?
- Are unresolved permissions owned rather than assumed complete?
Use an explicit “unresolved” or “workaround” outcome when a service has not been fully restored. A neatly completed form is useful only when it represents the evidence accurately.
Put it into practice
Choose one recent, non-sensitive example with your team. Ask another person to read the draft and explain the next action. Revise any field that leaves them guessing, then transfer the agreed structure into your approved record system.