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EHCP Annual Reviews

What are Education Health Care Plan (EHCP) Annual Reviews?

An annual review meeting must be held once a year, the purpose of which is to review a child’s or young person’s EHCP. The review of the EHCP should involve the pupil, parents/carers, the school, the Local Authority (LA) and all professionals from other services who are involved.

The Headteacher is responsible for making sure that the annual review meeting is arranged, however this may be delegated to another member of staff.

The focus of the meeting is to monitor and evaluate the continued effectiveness and relevance of the provision set out in the EHCP. This means ensuring that the provision is meeting the child’s/young person’s needs and that the child/young person is making progress.

For children under compulsory school age, the SEN Code of Practice recommends that consideration should be given to informal six monthly reviews of the EHCP; these could be classed as interim reviews. To view a quick guide version about EHCP Annual Review flowchart open the file within resources at the bottom of this page.

Interim/Early Reviews

There are times when ‘interim or early reviews’ may need to be called. These are reviews that will take place outside of the annual review cycle; they may take the same format, however, they do not need to follow the procedure that is set out in the regulations. These reviews can be instigated by schools, parents or any professional involved with the child or young person.

Interim or early reviews may be needed:

  • if a child has needs that are known to change rapidly,
  • if it was the recommendation from a previous review,
  • to reassure parents and professionals particularly when there was a disagreement at a previous review meeting on a particular course of action.

 

The SEN Code of Practice 2014 advises that where a school/setting identifies a pupil who is at serious risk of disaffection/exclusion then an interim/early review should be called – it will then be possible to consider the pupil’s changing needs and recommend amendments to the EHCP as an alternative to exclusion.

Annual Reviews for Pupils Moving Between Phases

Review meetings held in the year prior to the last in the current school or setting are required for pupils transferring from:

1. A Nursery or Early Years setting to a Reception Class.

2. A Primary School to a Secondary School (see “Transition Matters”).

3. A Secondary School to a 6th Form in School.

Annual Review guidance for Education, Health and Social Care plans

The following factsheet and guidance notes are intended to inform and support the Annual Review process. Those who have an Education, Health and Social Care plan are entitled to an Annual Review at least annually. Click here to view the factsheet

Advice on the management of transitional annual reviews (Years 5 & 6 to 7) for pupils with EHCP.

 

Term

 

Details

Autumn/Spring Term

Year 5

Year 5 Annual Review(s).

  • If the annual review is due before the summer term then hold the annual review early in the autumn term (year 5) and then arrange an early annual review in the summer term of year 5 - this will mean two reviews in year 5.
  •  

Summer Term

Year 5

Year 5 Annual Review is held to discuss the Transition Process.

  • Ensure that reports are received from support services/ educational psychologists (actively involved) for the review to enable there to be a focus on the transfer to secondary school and the curriculum requirements.
  • SEN Officers update the EHCP from the annual review reports.
  • Parents visit secondary school provision.

October

Year 6

Parents in Year 6 make a preference for secondary school.

November/December

Year 6

The Local Authority consider the parental preferences, needs and the nearest available school.

  • In cases where there is a proposed change of provision, the Local Authority reviews the documentation received for the year 5 annual reviews (summer term).
  • Consultation with secondary school provision is undertaken.

February

Year 6

Parents are informed of the Local Authority’s decision as to which secondary school has been named following which transition visits and meetings can begin.

Summer Term

Year 6

Year 6 Annual Reviews are held with a representative from the named secondary school to review and monitor the transition process.

Summer Term

Year 7

Secondary schools hold the Year 7 Annual Review.

 

Secondary schools will then plan to bring forward subsequent reviews on a gradual basis to coincide with options in Year 9.

Year 5 Annual Reviews

  1. Should take place in the Summer Term but if it is due in the Autumn or Spring Term hold the annual review in the Autumn Term and plan to hold an early annual review in the Summer Term to focus on transition.
  2. Should involve an Educational Psychologist or a Specialist Teacher from the Learning Support Service.
  3. Should involve the school’s SEN Officer to support the process.
  4. Schools cannot name a particular school on the annual review paperwork, but should offer supporting evidence relating to the type of provision needed to meet the needs of the child.
  5. It is expected that the young person will transfer to their local mainstream provision.
  6. Should there be a recommendation that secondary mainstream would not be an appropriate, supporting evidence is necessary to present to the SEN Panel whose role it is to advise on the type of provision.
  7. Should it be determined that alternative specialist provision is required, the Authority will consult and name the nearest available appropriate provision to where the young person lives. 
  8. If transport is also deemed appropriate, it will only be provided to the nearest available appropriate provision.  Parents can state a preference for a different setting which is not the nearest and, if there is a place and it is appropriate, the Authority may name it but transport would be the responsibility of the parents.
  9. The law requires that a EHCP must be amended to name the intended secondary placement by February 15th in the year of transfer.

Year 6 Annual Reviews

The school will have held a Year 5 review in the Summer Term and provided advice and supporting evidence relating to the type of provision needed to meet the needs of the child. The parents will make a preference for a secondary school via the admissions process with a deadline of the end of October. The Local Authority will consult and name the allocated school, and circulate the amended EHCP by the 15th February. This will ensure that, if parents are not in agreement with the proposed school, any appeals can be resolved well before the pupil is due to transfer.

Transition Reviews (Year 9 and above)

Transition is a word used to refer to the time in a young person’s life where they move from childhood into adulthood. This is the time when the young person and their family decide what hopes and aspirations they have for their future.

The annual review in Year 9 needs to consider the same matters as previous annual reviews but, in addition, takes account of this transition process. The first part of transition is the planning stage, which aims to co-ordinate the different groups involved with the young person.  All services involved with the young person should be in attendance at the Year 9 annual review, including a representative from the LA and Careers Service.

This is to allow for the drawing up of the young person’s Transition Plan.  The plan will outline the aspirations of the young person, the skills they need to develop in preparation for adulthood and their future needs. This plan will then be reviewed and adjusted, if necessary, in Years 10 and 11. This means that there should be a firm plan of action to cover all the young person’s needs when they leave school at the end of Year 11, 12, 13 or 14.

The Annual Review Process

(For a quick guide please see the EHCP Annual Review Flowchart)

Autumn Term

The SEN Team will send a list of pupils with an EHCP to the school in the Autumn Term with a date one year from the previous annual review; SENCOs are asked to confirm the planned date of the review. Schools should return the amended schedules to the SEN Team highlighting any key reviews which may require the attendance of the relevant officer. The team will then enter the information from the schedule into the database to trigger reminders.

The SEN Team will use this information to support and monitor schools in the annual review process.  Please note that the relevant officer is unable to attend all reviews and may not be able to attend certain key reviews.

The school should also send a list of proposed review dates to Social Care (wherever possible Annual Reviews and Looked After Children Reviews should be aligned) and for pupils in Year 9, to the Connexions Service and Transitions Team at Social Care.

Schools have a duty to ensure that the review meetings are held within one year of the last review meeting or date of EHCP following a new assessment.

Annual Review Reminders

Two weeks prior to the start of each term the SEN Team will send a letter to the school to remind them which reviews are due the following term. Schools should return this form if needing to indicate any amendments.

The SEN team will write a reminder letter to the SENCO two weeks following the planned review date stating that the report has not been received. If the review is not received within four weeks of the planned review date a letter will be sent to the headteacher and copied to parents requesting the review paperwork immediately.

Arranging the Meeting

At least 6-8 weeks prior to the meeting, invitations should be sent from the school to all those actively involved requesting written reports or views and attendance at the review. This must include parents and carers or those with parental responsibility, social worker, relevant teacher, services involved with the child, LA representative or any one else deemed appropriate by the Headteacher or parent. If the child or young person is in Year 6 (Summer Term review) it is expected that a representative from the secondary school named in the EHCP is invited. 

Parents may wish to invite another person or professional to offer support or contribute to the meeting. Special Educational Needs & Disabilities Information Advice Support Service (SENDIASS) (was Parent Partnership and Young Peoples Service) is also available to offer support and impartial advice.  As a matter of courtesy parents should inform the school/setting of any additional people they have chosen to invite.

Reports must be requested by the school on an individual basis and views from the parent and child ascertained.

The school should complete part 1 of the annual review report and circulate this and any reports to all those invited to the review and to the SEN Team at least two weeks before the meeting.

Ten Days after the Meeting

Part 2 of the annual review should be circulated to all invited and in attendance at the meeting. Schools should note that they must return their annual review reports within 10 days of the review meeting to the SEN Team. The SEN Team will then process the review.

The LA will monitor the receipt of annual reviews from schools on a weekly basis – schools which do not adhere to the timescales will be written to by the LA and asked to forward the annual review paperwork without delay.

Reviewing the EHCP

Once the annual review paperwork is received by the Local Authority, it is monitored for the quality and outcome of the review. 

The Local Authority will then review the EHCP in light of the review report and any other information they consider relevant.  The LA may decide to maintain the EHCP, amend the EHCP, or start a new statutory assessment.

The LA will write to the parents and school informing them of their decisions with reasons, within seven days of making its decision. The LA will also write to the Headteacher, if necessary, making any recommendations and notes regarding the annual review.

The SEN Team can meet with the parents/school if there are any significant outcomes or amendments that need to be addressed.

To view the EHCP Annual Review Parental Questionnaire and EHCP Annual Review Pictorial example for Children and Young People see the resources file at the bottom of this page.

This page was last updated on 08/01/2019. This page has been viewed 2454 times.