Tutor admin checklist

What documentation do I need to keep for my course?

Below is a list of documents or evidence City Lit requires you to keep for each of your courses.

Many of the tasks above are completed on EBS ontrack. More details on how to access EBS ontrack, and links to other useful forms are on the next pages.

For more information on RARPA (Recognising and Recording Progress and Achievement) to which much of this documentation relates, go to www.citylit.ac.uk/rarpa.


At the start of your course

You or your students should complete the following at the start of your course:


  • Individual Record of Learning (IRL) - part 1, or Individual Learning Plan, or equivalent - to find out your learners' starting points. This applies to courses 9 learning hours or longer.

You can share a version of the IRL with your students in Google Classroom, or send them a Word version. Templates and guidance are available on this page.

You can, if you wish, use any reasonable alternative to find out your learners' starting points as long as, if its oral, you take notes on what you find out.


  • Group profile and implications for teaching. This lists your students one by one, their starting points and any implications for teaching (for students where this is relevant eg those with a disability).

You can now see if any of your students have disclosed a support need on EBS (see next pages for how)

The standard group profile form is on www.citylit.ac.uk/rarpa

However, you can use any equivalent


  • Planning documents - Scheme of work and/or lessons plans

You can find templates and examples in Staff Access/Teacher Resources

https://www.citylit.ac.uk/schemes-of-work-lesson-plans


  • Screening and initial assessments

Formal screening/initial assessment is determined by and carried out by the department on accredited /some longer courses.


  • Courses under 9 hours

Tutors should find informal ways of assessing learners' starting points on shorter courses. These do not need to be recorded.

At the end of your course

You and/or your students should complete the following at the end of your course.


  • Individual Record of Learning (IRL) - part 2 or completed ILP or equivalent.

This allows you and your students to reflect on what has been learned on the course.

You can share a Google Form version of part 2 of the IRL with your students in Google Classroom or send them a Word version. Templates are available on this page. This applies to courses 9 learning hours or longer.

You can record your learners' reflections on their achievement in any other reasonable way as long as it is in written or digital form.


  • Evidence of achievement for 3 or 4 learners (for moderation purposes only - your team will notify you if you need to keep this evidence)


  • Class register
    Please make sure your register is up to date with all attendance marks.

Record of Achievement (non-accredited courses 9 GLH or longer)

Please complete the Recording of achievement in ontrack within two weeks of your course finishing.
Please see the attached guidance for more information.

Recording non accredited achievement - ontrack.pdf

Course evaluations

Course evaluations now are online and requested by City Lit.

Please remind your students to check for the course evaluation email and to complete the course evaluation as soon as they can.

Students' personal link to the course evaluation form will remain active until two weeks after the end of term.

You will be able to see students’ comments about the course in ontrack, in the My Course Feedback section. The course feedback database is updated with new feedback every Friday.

When do students receive the course evaluation email?

This will vary depending on the length of your course.

Shorter courses (fewer than 8 sessions)

The course evaluation email will be sent to students in the morning, on the day after the last session. This is to allow student progressions to happen for very short courses, so that we are not sending the email to students who didn’t attend.

Students on online courses will have additional questions about their online learning experience as part of the evaluation form.

Longer courses (8 sessions or longer)

The course evaluation email will be sent to students in the morning, on the day of the last session.

These students will receive a standard evaluation form.

What questions are students asked on the evaluation form?

The course evaluation form consists of the following sections:

Section 1: Student feedback about your specific course
This is the section you see summarised in the My Course Feedback area in ontrack.

Section 2: Student motivations to attend the course, what they have gained from the course and what they intend to do next.

Online learning questions – these are only included for some online courses.

Section 3: Write an online review for your course
If students complete this section of the evaluation form, the information is passed on to our marketing team who may publish it on the website.

Section 4: Student’s overall experience at City Lit. This section asks students to rate our facilities and services.