Annual reviews and Phase Transfer

Education, Health and Care (EHC) Plan Reviews

An EHC Annual Review takes place at least once each year and is ordinarily arranged by your child/young person’s educational setting. For children under 5 a review can be held every 6 months.

It should be a collaborative process involving parents, the child or young person, educational and any other relevant professionals. The purpose of the review is to consider: 

• The views and aspirations of the child or young person and their parents/carers 
• The progress towards the identified outcomes in the EHC plan 
• If there are any changes, such as to their special educational needs 
• Whether the support in place is still appropriate 
• Other matters relevant to their education 

If you have concerns about your child/young person, then it may be appropriate to hold an EHC Annual Review earlier than normal; this is often called an ‘interim EHC Annual Review’. For children in Year 9 and above, the review will also focus on their preparation for adult life.  

Before the EHC Plan review meeting

• Invitations will be sent to all those invited with a date, time and venue
• Written contributions/reports may be requested from those invited to the review
• The views of your child/young person are central to the EHC review. Encouraging them to share their views in a form they are comfortable is really helpful e.g. words, pictures, symbols etc 
• The EHC Annual Review documents will be sent out to all those invited at least two weeks before the meeting. It is important to look at these prior to the review meeting.

During the EHC annual review meeting

It is possible that not all of those invited will be able to attend the review meeting. It is best to involve the child/young person in the meeting as much as is possible.

The chair of the meeting, which is usually the educational settings SENDCO will lead the discussion and focus upon the EHC annual review documents, section by section. The discussion will focus on the following: 

• Your child/young person’s views and aspirations 
• Their attainment and progress over time 
• Their special educational needs and the provision set out in the EHC plan 
• In some cases the suitability of the educational placement 
• Whether there are significant changes required to the EHC plan. If so, a decision will be made to request these changes are considered by the Local Authority 
• If an EHC plan is no longer required and can be ceased 
• Preparing for adulthood for those in Year 9 and above 
• For those in receipt of pupil travel assistance, the suitability of these arrangements  

After the EHC annual review meeting

Within two weeks the education setting must complete the EHC Annual Review documents, including a recommendation as to whether the EHC plan should be either: 

• Maintained with no amendments 
• Amended due to significant changes 
• Ceased as an EHC plan is no longer required 

These documents must be sent to the Local Authority including all those invited to the EHC review. 

Within four weeks the Local Authority must let you know in writing whether the EHC plan will be: 

• maintained 
• amended 
• ceased 

If the Local Authority has agreed to amend your child/young person’s EHC plan, then a ‘proposed amended’ EHC plan will be sent to you without delay setting out the proposed changes. There will be 15 days for you to consider these changes, after which the revised final EHC plan will be issued.  

If you are not in agreement with the outcome of the EHC Annual Review, the letters will advise you about disagreement resolution, mediation and your right to appeal.

Find out more about Disagreement Resolution and Mediation

You can contact your allocated caseworker and if you would like independent advice the you can contact SENDIASS to discuss this.  

Contact SENDIASS

Review guidance and forms

• EHC Plan Annual Review Form
• EHC Plan Review - Careers Annex
• EHC Plan Review Y5 and Y10 Preference Form
• EHCP Travel Review Form
• SEND Review Form Child or Young Person Contribution Sample 1
• SEND Review Form Child or Young Person Contribution Sample 2
• SEND Review Form Child or Young Person Contribution Sample 3
• SEND Review Form Child or Young Person Contribution Sample 4
• SEND Review Form Parent Carers Contribution
• EHC Plan Annual Review Guidelines

Phase transfer

A Phase Transfer is when a child/young person moves between a school phase. The following are examples of this: 

• Moving from an early years setting, like a nursery to an infant or primary school 
• Moving from an infant to a junior primary school 
• Moving from a primary school to a secondary school
• Moving from a secondary school to a Post 16 further education setting, such as a college 

Some children may attend a ‘through’ school, such as a special school where there are primary and secondary age pupils. In these situations your child is usually not affected by the phase transfer process unless you request and it is agreed that they attend a different setting.  

Planning and preparation for your child’s phase transfer is really important, particularly for those with EHC plans. The process starts 12 months prior to your child’s transition to their new setting. A well-planned transition will ensure your child’s new education setting understand their needs and how to support them. This will support your child to have a positive and happy start in their new educational setting.  

Phase transfer (Years 1, Year 2 and Year 6) 

• Firstly, you will have the opportunity to let us know which educational setting you would like your child to attend next. You will usually do this at their EHC annual review by completing a ‘parental preference form’
• We will consult with schools in your child’s catchment area and if your school preference if this is different 
• Any requests for a change in type of setting will be considered and we will inform you of the Local Authority’s decision
• Once the consultation process has concluded, we will issue a final EHC plan naming your child’s next educational setting. You will receive the final EHC plan no later than the 15th February in the academic year before the year they transfer 

Phase transfer (Year 11 and Y13+) 

• Phase transfer applies to those in Year 11 moving into a further education setting, such as a college. It also applies to those moving from one further education setting to another i.e. Year 13+
• You or your child will have the opportunity to let us know which educational setting they would like to attend next. This will usually be done at their EHC annual review by completing a preference form
• Careers advice can sought and inform which setting/course may be appropriate and any information about this can be included with the EHC annual review  
• We will then consult with the preferred FE providers  
• Any requests for a change in type of setting I.e. mainstream secondary to specialist Post 16 will be considered and we will inform you of the Local Authority’s decision 
• Once the consultation process has concluded, we will issue a final EHC plan naming the next educational setting. You will receive the final EHC plan no later than the 31st March in the academic year before the year of transfer

Find more information about transitions