Last updated: 12 October 2026 · Next review: October 2027
For students: after each session we'll email you a short summary with a button. Please press it to confirm the session happened, or reply "I confirm". If something isn't right, tell us instead and we'll fix it. We can't be paid for a session until you've confirmed it.
Recording a session
- Every session is recorded after it has finished, never in advance. Neither the support worker nor the student ever signs for a session before it has happened.
- We record: the date; the start and end time; whether it was face to face or remote, and where; the type of support; and brief notes of the support given.
- Time is claimed in 15-minute blocks, rounded down to the time actually delivered. Breaks are never claimed.
- The support worker signs each record electronically by logging it with a declaration that the session took place as recorded.
Student confirmation
Student Finance England (SFE) needs evidence that every session was confirmed by both the student and the support worker. We use these SFE-recognised methods:
- Email confirmation. After the session we email your registered or university email address with the support type, date, time and support worker's name. You reply to confirm you attended. We keep your reply with the invoice.
- Electronic confirmation. The same email contains a unique, single-use link. It opens a page showing the session details, where you tick a declaration and press "Confirm". We record the time, the email address it was sent to, and the network address and browser used. We use this method where Student Finance England has approved it.
- Wet (ink) signature on a paper timesheet, after a face-to-face session.
We never type a student's name as a signature, and we never confirm a session on a student's behalf.
If a record is wrong
If you tell us something is wrong, the session is not confirmed. We check it, and if it needs correcting, we withdraw the original record (keeping it on file, marked as withdrawn) and send you a corrected one to check.
Invoicing
- We invoice SFE monthly, one invoice per student, never spanning academic years.
- Each invoice includes: student name and CRN (or date of birth); our name, address, email and phone; payment details; a unique invoice number and date; the type of support and hours; the amount in GBP; and the timesheet with student confirmations attached as one PDF.
- We only invoice confirmed sessions, only for the support type and hours on the student's DSA2 letter, and never after the course end date.
- If a student needs more hours, we stop when the approved hours are used and direct them to their Needs Assessor. We don't deliver extra support until an updated DSA2 letter arrives.
- Any overpayment is refunded to SFE promptly.
Keeping records
Timesheets, confirmations, work plans and invoices are kept for at least 6 years from the student's last session and provided to DfE or SFE on request for audit (see the NMH Privacy Notice).
Questions about this policy
Email nmh@neurodivergentminds.com. You can ask for this policy in another format (large print, plain text, or read through together in a session).
← All NMH policies
