A complete editable toolkit for Heads of Year and pastoral leaders, including attendance, behaviour, intervention, parent communication, tutor team and strategic planning templates.

The Head of Year Toolkit is a complete set of 18 editable templates designed to help Heads of Year, aspiring pastoral leaders and secondary pastoral teams organise the role with more clarity and confidence.

If you are stepping into the role, preparing for a Head of Year interview, inheriting a year group, managing tutors, tracking students, contacting parents or trying to make sense of attendance and behaviour patterns, this pack gives you practical documents you can adapt straight away.

The resources are fully editable and can be used in Microsoft Word/Excel or uploaded to Google Drive and opened as Google Docs/Sheets.

What is included:

Getting Started

• First 100 Days Action Guide
• Year Group Handover Template
• HOY Role Overview and Self Audit

Tutor Team Management

• Weekly Tutor Meeting Agenda
• Half Termly Programme Planner
• Assembly Planning Template
• Tutor Development Session Planner

Student Tracking

• Student Concern Log
• Focus 5 Intervention Tracker
• Behaviour Monitoring Tracker
• Attendance RAG Dashboard

Communication

• Parent Contact Log
• Positive Postcard Tracker
• Parent Meeting Notes Template
• Safeguarding Pass Up Template

Strategic Planning

• Year Group Improvement Plan
• Data Review and Action Planning
• End of Year Pastoral Report

Useful for:

• New Heads of Year
• Aspiring pastoral leaders
• Assistant Heads of Year
• Progress leaders and year leaders
• Pastoral teams in secondary schools
• Anyone preparing for a Head of Year interview

Why this pack is useful:
The Head of Year role can quickly become reactive. This toolkit helps you create simple systems for tracking concerns, planning interventions, recording parent contact, supporting tutor teams and reviewing year group priorities. It is practical rather than theoretical, and designed around the day-to-day work of pastoral leadership.

File format:

• Word documents (.docx)
• Excel spreadsheets (.xlsx)
• README guidance file

Please note:
These resources should be adapted to your own school context and used alongside your school policies, safeguarding procedures and data protection expectations.

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