What is an EHCP Annual Review?

If you are a parent of a blind or partially sighted child who has an Education Health Care Plan (EHCP) in place, then you will be asked to attend what is called an Annual Review meeting. In this guide, we provide a summary of what an Annual Review meeting is, how to prepare, and what to expect during the meeting itself.

This guide is aimed at parents or carers, however if you are a student and would like to know more about the Annual Review process, it should still be a handy way to find out more! We also have a range of resources written for students on primary and secondary school as well as College, Sixth form and Apprenticeships which you can check out.

What is an Annual Review?

An Annual Review is a meeting designed to check whether the needs and provision in an EHCP are still up to date and relevant. It is also an opportunity to assess if the key actions outlined in a previous EHCP have been carried out and what might be needed for the next year.

How Often Does an Annual Review Take Place?

If it is the first Annual Review, then it must be held within 12 months of the date your child’s EHCP was issued. After this, the Annual Review should take place within 12 months of the previous review.

If a key transition is coming up, for example from Primary to Secondary school, then there must be enough time before moving to the new school to prepare.

There are specific dates set by the government which must be met by the Local Authority for the Annual Review to take place. These are:

• Moving from Primary to Secondary school: the Annual Review should take place in Year 5 by the 15^th February
• Moving from Secondary to Post-16 education: should take place in Year 9 by 31^st March

From Year 9, upwards, the Annual Review should also include a focus on preparing for adulthood, including employment, independent living and participating in society. Sometimes these meetings can be called a ‘Transition to Adulthood’ meeting. A Careers Adviser should also join the meeting, to help your child start thinking about their next steps.

Top tips! If you are supporting a child moving to Secondary School then we have a handy guide you can share with them all about the Six Steps into Secondary School. If you’re a student preparing to move into College then we also have a guide to help with this too, our Five Steps Into College guide.

What if Something Changes Between Annual Reviews?

Sometimes, additional review meetings may be required which can be called ‘Interim Reviews’. Interim Reviews can take place at times other than the formal 12 monthly Annual Review meeting.

Normally, Interim Reviews take place when:

• Your child may be at serious risk of disaffection or exclusion
• The Local Authority needs to meet the February 15 deadline for naming a new middle or secondary school.
• Your child’s needs have changed suddenly.

At least two weeks before school term, the Local Authority should inform the Head Teacher in writing about which pupils’ EHCPs must be reviewed that term. This will mean they should be in contact with you if an annual or interim review meeting is needed. If you’re unsure if a meeting is needed or haven’t heard anything, it is always a good idea to get in contact to check, just in case.

Who is Responsible for Co-ordinating the Annual Review Meetings?

The Special Educational Needs Co-ordinator (SENCO) for the school is responsible for contacting everyone who should attend the meeting to let them know the date, time and venue for the Annual Review Meeting. The SENCO will often chair the meeting and will ensure all reports are made available 2 weeks in advance for everyone attending the meeting.

Who Should be Present At an Annual Review or a Transition Review?

• Parents or carers
• SENCO
• Class teacher or key teaching professionals
• The child or young person, if appropriate
• Professionals from outside agencies, e.g. Qualified Teacher of children with Vision Impairment (QTVI), Social Services or health professionals, Local Authority representative

 

What Should I Prepare Before the Meeting?

Everyone attending the meeting must receive copies of reports relating to your child 2 weeks in advance of the meeting date. This is to allow everyone the opportunity to read the reports and to prepare questions for the meeting. If you have an additional need yourself then make sure the SENCO is aware of your needs before the meeting so they support you.

Tips for preparing for an Annual Review:

1. Make sure you have all copies of reports and go through these carefully in advance.
2. Highlight any points in reports which are unclear to you and which you would like explained further.
3. Talk to your child about their thoughts and feelings on school and the support provided. Write this down or ask them to write it down in their own words if they are able. You might like to ask them questions about:
4. What they like most about school?
5. What do they least like about school?
6. What do they think about the support and help given in school?
7. Ask them to list what they find helpful and what they don’t find helpful in school.
8. Write down examples of behaviours at home, which are positive or negative, which you feel may prove useful as evidence of how your child is or is not, making progress.
9. Write down all your questions in advance with a space next to each for you to write the answers provided during the meeting.

If you would like further support in the meeting, an independent support person can also attend meetings with you, if you contact them in advance. All Local Authorities have independent SEND Information Advice and Support Services (SENDIASS) who can support you. More information can be found on your Local Authority’s ‘Local Offer’ webpage.

Top tip! If you feel overwhelmed about what you should or shouldn’t prepare, it is useful to remember that the meeting will be focusing on progress. Breaking it down into any progress you think your child has made and any areas of difficulties you think your child is experiencing will help to keep the focus of the meeting.

What Should Happen at the Meeting?

The Annual Review meeting is about your child and therefore you and your child should always remain the primary focus. Don’t feel afraid to ask for an explanation of things you are unsure about or to ask for more time so that you don’t feel rushed.

Below we have summarised a general outline of what you can expect from the meeting:

• A summary of the last meeting and any reports or documents should be shared with everyone at the start of the meeting.
• Everyone should be given the opportunity to share relevant information about the reports or any information they want to share.
• You and your child will be given the opportunity to talk about their views, experiences and wants for the future.
• Any outcomes, actions and plans for the next 12 months should be agreed by everyone and documented by the notetaker of the meeting.
• An agreed date should be set for the next meeting.

Top tip! Within the EHCP there should be clear and measurable outcomes outlined in Section E. The Annual Review meeting should focus on whether your child has met these outcomes and what progress they have made. If an outcome has been met, it may be appropriate to set another outcome for the next academic phase to further challenge your child. If an outcome has not yet been met, the reasons for this must be explored by everyone at the meeting. Discussions may then take place about whether the current provision remains appropriate or whether alternative provision should be considered to support your child meeting the outcomes.

What Happens After the Meeting:

• A summary of the meeting should be provided, and copies made available to everyone including parents.
• If any changes to the EHCP are recommended, these must be noted by the SENCO and reported to the Local Authority and the parents.

If changes to the EHCP have been made, then the following timelines will apply:

• Within four weeks of the review meeting, the Local Authority must decide whether it proposes to keep the EHCP as it is, amend the plan, or cease to maintain the plan. It should also let you and the school or college know of this decision.
• If there are updates to the plan, then the Local Authority should start the process as soon as possible and keep you informed.

If you disagree with the Local Authority’s decision, then parents and young people have the right to appeal. For further information on this, you can read our guide How Do I Raise A Concern About My Child’s EHCP?

Have further questions about the Annual Review process? Contact our Education Information Advice and Guidance Service by email EducationAdvice@pocklington.org.uk or phone 0203 757 8040.

These guides have been created with our partner Guide Dogs, you can read more about the partnership on our news page.