‘’Working together with families to meet children and young people’s needs’’ Transferring Statements to Education Health and Care Plans 2014 - 2018 Guidance for schools 1 Contents Page Introduction – What is a Transfer? 2 What the Local Authority will do 2 Schools step by step guidance to the Transfer Process 4 Appendix 1 – Key terms and phrases 7 Appendix 2 – Transfer Process Flow Chart 8 Appendix 3 – Local Authority Template letter Transfer Notification to Parents 10 Appendix 4 – Schools Template Letter Inviting Parents to Transfer Meeting 11 Appendix 5 – Local Authority Template Letter issued with Draft EHC Plan 12 Appendix 6 – Local Authority Template Letter issued with Final EHC Plan 13 Appendix 7 – Year 11,12,13,14 choice letter 14 Appendix 8 - SENDIASS Leaflet 15 Appendix 9 – Local Authority Transition Schedule 2014-18Schools Template for recording the Transfer meeting and Annual Reviews 17 Appendix 10 – Transfer Review/Annual Review Meeting Summary 1-5 2 Guidance for Schools on transfer reviews This advice is for SENCOs, Head Teachers and Keyworkers in schools for completing transfers to EHC plans Introduction – What is a Transfer Review? Under the Children’s and Families Act 2014 there is a requirement to conduct transfer reviews on all children and young people with statements of special educational needs with a view to transferring those statements to Education Health and Care Plans where appropriate. This ‘transfer review’ process is an Education Health and Care Assessment. All transfer reviews must be completed by 1st April 2018. The transfer review will be completed through the annual review process in the relevant academic year. Priority will be given each year to those students moving between phases of education and between educational institutions. The time scale for Coventry’s transfers can be found in appendix 2. The process MUST be person-centred, taking into consideration the needs of both the child/young person and their parents/carers. It will allow for outcomes to be developed for inclusion in their EHC plan and provision identified supporting the child/young person to achieve those outcomes. This can only be achieved with the full participation of agencies working with the child/young person. The following guidance has been written to assist schools in carrying out their responsibilities to ensure this process is undertaken in both a timely fashion and results in outcomes that are SMART, aspirational and person centred. What will the Local Authorities SEN team do to assist schools with this Process? We will inform you which children/young people are due to have a transfer review of their statement each academic year. We will do this by providing an accurate list of named students at least two weeks before the start of the term in which the transfer reviews are due to take place. We will also notify Childrens Commissioning Groups (CCG’s) and Social Care professionals so they are aware of which reviews are to be conducted each term. We will highlight which children/young people need to have their transfer review focussed on preparing for adulthood. Although this should start as soon as the child/young person is known to us it is particularly important that reviews in Year 9 and in subsequent years focus on preparations for adulthood(8.9 SEN Disability Code of Practice 2014). We will notify parents/carers of the commencement of the transfer review process giving at least two weeks’ notice. This will include information about the Independent support available to them. (See Appendix 5) We will request updated advice from professionals if existing information is deemed to be out of date following the family conversation (Family conversations must to be 3 conducted in the term before the transfer review to enable enough time for all appropriate advice to be sought). The Childrens and Families Act 2014 provides young people (a young person who has reached the end of compulsory school age: end of the academic year in which they turn 16) significant new rights, Local Authorities, schools and other agencies should engage direct with the young person rather than a parents, Mental capacity is to be presumed unless proven otherwise. Professionals must ensure the young person is given a choice about their SEN support needs. The Local Authority will write to young people in year 11 to give them a choice as to whether they wish to have their Statement transferred to an EHCP or not. It they choose not to be transferred their Statement will be ceased. See Appendix 8 template letter. 4 What are the school responsibilities with regards to Transfer Reviews? First and foremost, know who it is that needs to be reviewed and transferred. The transfer review process will take a good deal of time so planning is of the essence. Below is a basic step by step guide as to what will need to be done and by whom. Step 1 – The Family Conversation, My Views & information update Section A of the Education, Health and Care Plan is called ‘The views, interests and aspirations of me and my parents.’ The view and the family and child/young person is the principal at the core of the Childrens and Families Act 2014. This meeting will identify the needs of the family across education, health and social care early meaning request for assessments, referrals and reports can be made in plenty of time. In order to enable the full representation of these aspirations and views, schools will need to meet with the child/young person and their family in the term before the transfer review meeting is due to take place. For year 6 this will need to under taken in the summer term of year 5. It is important that the parent/carer/young person is offered independent support through Grapevine (Tel 02476 631040) at this point. Grapevine can help to support the family conversation process for all concerned and are experienced and a great source of help. This will be available until March 2016. If parents/CYP are already receiving support from the Independent Support Service this support can continue (see appendix 9). At this meeting you should complete the Family Conversation and the My Views documents. If parents wish to complete these independently they can but these documents MUST be completed to ensure the EHC assessment accurately reflects their views. Allowing parents to see the forms beforehand will enable them to prepare better for the conversation and think about responses in advance. The local authority insists that any person conducting the Family Conversation must use the templates (CLICK HERE OR PASTE THE FOLLOWING INTO YOUR BROWSER: http://www.coventry.gov.uk/downloads/62/special_educational_needs_and_disabil ities_support_services ) 5 It is at this meeting that school should identify any information that needs to be updated e.g. personal information, professionals’ reports. If the school considers updated professional reports are necessary to inform the transfer review this MUST be requested by the educational setting early enough to ensure that the completed report is available for the transfer review. This will ensure that any up to date advice can be provided within the 14 week timescale within which the review must be completed. Step 2 – Organising your transfer reviews calendar based on the transition timetable A “Transfer review meeting” will start a “transfer review” in Coventry and will take the same form as that of an annual review. Schools are responsible for organising the “transfer review meeting” inviting all appropriate people including SEN Education Officer, health, social care, any other professionals involved with the child or young person, people requested by parents, carers or the young person in the Family Conversation. Whilst notification of the date requires at least two weeks’ notice to all parties, it is expected that participants will be informed of dates well in advance of this to ensure attendance. Please refer to the key dates in the Appendix 7 for transfer reviews so you can organise the dates for the academic year ensuring time scales for the process can be met. You will have a list of students due for transfer supplied to you by the LA well in advance (at least 2 weeks before the start of the term in which the transfer reviews are due to take place) so you can plan these dates and enable plenty of notice to be given to families and professionals. Once the Education Officer has the dates for the meetings, the local authority SEN team will issue notice to parents or carers to notify the start date of the transfer review process. The formal process is fourteen weeks. Step 3 – The Transfer/Annual Review Meeting Using the planned dates in step 2 the school will organise the transfer/annual review meeting inviting all appropriate people including health, social care, any other professionals involved with the child or young person including people requested by parents, carers or the young person. Schools MUST give at least two weeks’ notice of the date of the transfer review meeting. The school MUST ensure that existing advice is circulated to all appropriate people involved with the child/young person prior to the meeting. It is imperative that if advice is out of date e.g. specific health or social care interventions are no longer appropriate that this is identified and recorded at the meeting and MUST be requested at the earliest opportunity to ensure that the EHCP is accurate and current and that any advice is available to enable the review to be completed within the 14 weeks’ timescale. 6 Step 4 – Post meeting Process Formal notes from the meeting using the template at Appendix 8 should be used. This MUST be sent together with family conversation and my views to the SEN Education Officer within two calendar weeks of the transfer review meeting. Step 5 – The Local Authority and the Draft Plan The Local Authority will gather the evidence required and using the information from the transfer review meeting will prepare the draft EHC plan. If the Local Authority decides that an EHC plan is not required as a result of the transfer review process then the decision will be circulated to all involved within ten weeks. In the majority of cases a draft EHC plan will be written and circulated within eight to ten weeks. Step 6 – Consultation The draft plan will be sent to the school that the child or young person is transferring to (if in a transition year), the parents/young person or carers and any advice providers (the current education provider is not included at this point) for comment at least fifteen days before the final plan must be issued. See template letter issued with draft plan Appendix 6 Step 7 – The Final Plan – conclusion of Transfer Review The final plan will be issued to the parent of the child or the young person and the governing body, proprietor or principal of any school or other institution named in the plan and the responsible commissioning body for health care provision. Form this point the statement is ceased and replaced by the EHC Plan. The education setting named in the plan is responsible for ensuring that special needs provision is put in place and any reasonable adjustments are made. See template letter Appendix 6. 7 Key Terms and Phrases Education, Health and Care Plan: EHC plans set out how services will work together to meet the child or young person’s needs. EHC plans are based on a co-ordinated assessment and planning process which puts the child and young person and their parents at the centre of decision making. They will replace the statement of special need. The Local Authority must secure the special educational provision identified in the plan. Transfer Review: This is a process that MUST take place in order to transfer a student from a statement to an EHC plan. It will also ensure smooth transition for students transferring to a new educational setting. It includes the Family Conversation, My Views, a transfer review meeting, a draft plan, consultation and the issuing of a final plan. Family Conversation: This document must be completed to help the Local Authority (LA) complete Sections A-D in the EHC Plan. The Family Conversation will seek the views of the child or young person and their parents or carers to enable the LA to get a full picture of the child or young person, what’s important to them and their family and what their needs are currently. This is completed with the key worker within the school. Independent support is available to help with this document. My Views: This document is to be completed with the child or young person and the key worker within school. It gives the child or young person a voice in the process and enables all to see their strengths, areas they struggle in and how they feel. Appendix 1: 8 Transfer Process Flow chart Local Authority issues list of students to be transferred to schools/ CCG’s/Social Care at least 2 weeks before the beginning of each term (for year 5 moving to year 6 this will be issued in the summer term) School arranges dates for Family Conversations and My Views throughout the academic year informing the Local Authority. (to take place the term before Transfer Review meeting) Schools plan Transfer Review Meeting dates throughout academic year and sends a copy to the Local Authority, Social Care and CCG’s to aid planning. Local Authority issues notice to parents of start of transfer review at least 2 weeks before the meeting is due to take place Appendix 3 Schools issue transfer review meeting invitation letter to parents and other professionals inviting them to the transfer review meeting using dates already agreed. Forward copies of family conversations and my views to all agencies invited to transfer meeting in advance Appendix 4 Transfer Review Meeting takes place – school to record all actions agreed at meeting, targets, SMART Outcomes (using template at Appendix 8) School forwards Information recorded at Transfer review and Family Conversation/My Views to Local Authority within 15 days of meeting SEN Officer uses Transfer review information to develop the draft plan – requesting further information where required Health, Social Care and other agencies must return advice requested to Local Authority within 6 weeks 9 Local Authority to issue draft EHC plan or notice that EHC will not be written to be sent out by week 10 to parents, schools and other agencies Appendix 5 Parents have 15 days to comment on content of draft plan and name a preferred school/post 16 education provider Local Authority to issue Final Plan by week 14 to school, parents (if student is moving to a new provider EHC plan to be issued to the new provider) Appendix 6 Year 11/12/13/14 – Young Person Choice letter – Appendix 7 Appendix 2 10 Dear parent/carer, Re: Transfer of NAME’s Statement of SEN to an Education, Health and Care Plan. NAME currently has a Statement of Special Educational Needs. I am writing to notify you that the Local Authority is required to conduct a transfer review to determine whether the statement should be transferred to an Education, Health and Care (EHC) Plan under new legislation which came into force on 1 September 2014. Education, Health and Care Plans detail the special educational provision to meet the special educational needs of a pupil to secure the best possible outcomes for them across education, health and social care and, as they get older, to prepare them for adulthood. To transfer a pupil from a Statement of SEN to an EHC Plan, the local authority must undertake a “transfer review” which is an Education, Health and Care needs assessment. A “transfer review” meeting has been arranged for xxxxxxxxxxx(date) at xxxxxxxxxxx(school). This meeting will be similar to an annual review meeting to which the school will also invite relevant professionals to consider NAME’s progress and future provision required. Your views and those of NAME are at the centre of this process. A lot of the information we already have in NAME’s Statement is likely to remain accurate but we need to see whether the advice we already have is sufficient or what new or updated advice is required. At the end of the transfer review process we will have been able to make an informed decision together with you to agree you support needs moving forward. Where these needs can be met through the Colleges’ existing special educational needs funding we will not be issuing and Education Health & care Plan. Where the assessment process identifies additional needs that cannot be met through the colleges SEN funding we will issue a EHC Plan. If you feel you need some support with this process, you can enlist the help of an Independent Supporter. They are trained to support parents/young people through the EHC Plan, and enable you to get your views across. Enclosed is a leaflet explaining the ways in which they can support you, and how to contact them. Within 10 weeks of this notice we are required to notify you if we decide not to issue an EHC Plan or within 14 weeks of this notice we will issue a draft EHC Plan. You have rights to appeal to the First Tier Tribunal Service if you are unhappy with the decision reached. SEN Management Services Contact details……………. Encl: Independent Support Leaflet details Appendix 3 11 Dear parent/carer, Re: Transfer Review Meeting Invitation. NAME currently has a Statement of Special Educational Needs. You will have recently received a letter from the Local Authority notifying you of the transfer review process to consider the transfer of your child from a Statement to an Education Health and Care Plan. I am writing to invite you to the transfer review meeting here in school on XXXXX. This meeting will be similar to an annual review meeting to which we will also invite relevant professionals to consider NAME’s progress and future provision required. If you have anyone in particular that you would like us to invite that is currently supporting XXX then please let us know. I would be grateful if you could confirm that you will be attending this meeting either by telephoning me on XXXX or emailing a confirmation to XXXX If this date is not convenient please let me know within the next 5 days so I can rearrange a convenient date and inform everyone that has already been invited to the meeting. Yours sincerely SENCO XXXX School Appendix 4 12 Dear parent/carer, Re: Transfer of NAME’s Statement of SEN to an Education, Health and Care Plan. Following completion of the transfer review process I am now enclosing the draft plan the contents of which were discussed with you during the recent Transfer Review meeting held in school. Although schools are assisting us in this process, your child’s special educational needs will remain the responsibility of Coventry City Council. We are pleased that you have been able to take part in this process and have had a chance to put your views and your child’s views forward to inform the draft plan. We have had to work to very tight deadlines but have done our best to ensure the draft plan reflects the needs and aspirations of XXX. You now have an opportunity to think about what was said and a chance to comment. The enclosed draft EHCP has been developed using the information discussed at the Transfer meeting held at the school and any updated information received from appropriate professionals involved with NAME. The plan is a draft version so that you have a chance to read it and forward any comments before the EHCP is finalised. If your child is in a transition year and will be moving schools then you have a chance to state your preference along with any comments as part of this process. If your child is not moving school we will still need to name the current school in the final EHC Plan. Legally we have duty to issue the final EHCP within fourteen weeks from the start of the Transfer review process. Therefore we would be grateful if you have any comments about the enclosed plan to let us know within the next fifteen days. If we do not hear anything by XXXX we will assume you are satisfied with the EHCP and will issue the finalised version. SEN Management Services Contact details……………. Appendix 5 13 Dear *** Following the completion of the Transfer process I am now enclosing a copy of ***’s final Education, Health and Care Plan for your information. I do hope you have found the process to be supportive to you and your family and that you feel confident that *** special educational support needs are being met. As we would like to improve our processes your feedback is invaluable in helping us to ensure that we can make it as easy as possible and stream lined for other families. We would be grateful if you could spend a few minutes giving us feedback about your experience of the new processes. You can do this online at the following link: http://www.coventry.gov.uk/localoffer If you have any concerns or disagree with any part of the final Education, Health and Care Plan you can get advice or support from the SEND Information, Advice and Support Service. They can be contacted at Limbrick Wood Centre, Thomas Naul Croft, Tile Hill, Coventry, CV4 9QX, telephone: 024 7669 4307. A mediation service is also available details of which can also be found on the Local Offer website at: http://www.coventry.gov.uk/sendeducation Using either of these services does not prevent you from appealing to the Special Educational Needs and Disability Tribunals Service about the plan at the same time; your rights are not affected and an appeal to the Tribunal can run at the same time as any disagreement resolution. You have 2 months of the date you receive this letter to appeal. You can find out further information from HM Courts & Tribunals Service, Special Educational Needs &Disability Tribunal, 1st Floor, Darlington Magistrates’ Court, Parkgate, Darlington, DL1 1RU, helpline 01325 289350, fax 0870 739 4017 or e-mail sendistqueries@hmcts.gsi.gov.uk. Website: www.sendist.gov.uk If you have any questions, now or at any time, about the plan itself, your case worker *** can be contacted at SEN Management Services, CC2.3, New Council Offices, Earl Street, Coventry CV1 5RS or on telephone number 024 7683 ***. Yours sincerely For the Director of Education & Inclusion Appendix 6 14 Dear *** I am writing to you as you will soon be finishing year 11/12/13/14* and moving to a new college/school. I am sure you are looking forward to a new challenge in the next phase of your education or training helping you to prepare for adulthood and independence. For us to identify your support needs moving into your next educational provision we will be undertaking an education health and care needs assessment. We want to ensure that your views are at the heart of this process and are taken into account about decisions regarding your future. At the end of the transfer review process we will have been able to make an informed decision together with you to agree you support needs moving forward. Where these needs can be met through the Colleges’ existing special educational needs funding we will not be issuing and Education Health & care Plan. Where the assessment process identifies additional needs that cannot be met through the colleges SEN funding we will issue a EHC Plan. If you would like support through the transfer process you can contact Grapevine the Independent Support Service on 02476… If you have any questions, now or at any time, about this process, your case worker *** can be contacted at SEN Management Services, CC2.3, New Council Offices, Earl Street, Coventry CV1 5RS or on telephone number 024 7683 ***. I wish you every success in the future. Yours sincerely For The Director of Education and Inclusion Appendix 7 15 Appendix 8 Special Educational Needs and Disability Independent Supporters Available to assist Parents, Carers, Children and Young People Between September 2014 and March 2016 the Government has made funding available to provide specialist individual support to parents, carers, children and young people who are involved in an Education, Health and Care (EHC) Needs Assessment. Trained Independent Supporters will work with you throughout the assessment period. They can explain each stage, help you to get your views across and ensure you take an active lead role in this process. Independent Support in Coventry will be provided by Grapevine and the SEND Information, Advice and Support Service (formerly Parent Partnership Service). If you would like to find out more please contact: Grapevine will work with families who are transferring from a Statement to an EHC Plan and new assessments of pupils aged 16yrs and over. nbaker@grapevinecovandwarks.org Tel: 024 7663 1040 SEND Information, Advice and Support Service (IASS) will work with families of pupils up to the age of 16yrs who are new to the EHC needs assessment process. www.coventry.gov.uk/iass Tel: 024 7669 4307 16 What does an Independent Supporter do? Independent Supporters will provide parents and young people with time limited help to support the parent or young person during the EHC needs assessment and planning process. The role of the independent supporter is to: Help the parent or young person understand the local referral process and local offer Act as a named contact person for the parent or young person throughout the EHC assessment and planning process Focus on the main task of helping parents and young people to transfer a statement of SEN to an EHC plan (transfer reviews) Work with parents of children who are new EHC referrals, and/or young people (and their parents) who are coming up to school leaving age and would have had a Learning Disability Assessment under the old system Liaise across a range of local services with the parent or young person to help gather information required for an EHC plan Provide information to parents and young people on personal budgets Signpost parents and young people to local Information Advice and Support (IAS) services (formerly Parent Partnership Service) when the issue is outside the remit of Independent Supporter. 4 Coventry City Council Calendar of Transfer Deadlines2014-2018 2014-15 2015-16 2016-17 15th February 2015 31st May 2015 Summer Term 15th February 2015 31st March 2016 Summer Term Year 6’s with Statements transferring to Secondary School Year 11,12,13, 14 moving on and transferring from their current educational setting Complete Step 1 in the guidance for current Year 5’s in preparati on for year 6 transfer Year 6’s with Statements transferring to Secondary School Year 9’s Complete Step 1 in the guidance for current Year 5’s in preparation for year 6 transfer Year 11 moving on and transferri ng from their current education al setting Year 12,13,14 moving on Appendix 9 15th February 2016 31st March 2016 Year 6’s with Year 9’s. Statements transferring Year to Secondary 11,12,13 School 14’s Moving and transfer ring from their current setting 2017-18 Summer Term 15th February 2017 31st March 2016 2018 Complete Step 1 in the guidance for current Year 5’s in preparati on for year 6 transfer Year 6’s with Statements transferring to Secondary School Nursery, Reception, Year 1 and Year 2, 3, 4, 5’s –anyone who was not assessed under the new framework and was issued a statement 1 My Annual/Transfer Review Meeting Summary (insert Name) (Insert School/College) (Insert Date of Meeting) My next meeting will take place on: (insert) Appendix 10 2 Parent/Carer consent to share information with other agencies and the Local Authority (YP if over 16 yrs) Name……………………… Signed………………………………… 1 This is who attended my annual review/transition review meeting Name Relationship to me 2. Changes to my personal information: Yes/No Please note these changes: This is how I think things are going: What’s going well: (Views of all) What could be better: (Views of all) This is how I feel about my life at the moment: (Child/Young Person’s views mandatory) This is what I want for myself in the future (my aspirations): YR9 onwards mandatory (Careers advice attached where available) Date……………………. Report provided – Y or N 3 This is what my family think of my life at the moment: (Parent/carer relative views) This is what my family want for me in the future: (Parent/carer relative views) Attendance: This is what my school think about my progress Academic progress: and what I need to do next (include targets): Social Progress: Inclusion in school life: This is what my social worker thinks: (delete row if n/a) This is what my careers adviser thinks: (delete row if n/a) This is what my health professionals think: (delete row if n/a) This is the support my family would like, to help them to help me progress and achieve my goals: 4 My Action Plan: This includes my overall outcomes (what I need to achieve to help me in adulthood). Targets: My targets are the steps I need to take to help me achieve my goals (outcomes). My action plan records my progress against my agreed targets from last year (taken from my current EHC Plan, Statement of SEN or IEP) including my successes. My current targets include those agreed throughout the year and at my meeting (insert/delete rows and sections as appropriate) The support I need for: Education and learning (for life and work) Intended Overall Outcome: Date set: Target: This is the support I have/will receive(d) to help me achieve my target: Progress The support I need for: Communicating and interacting with others Intended Overall Outcome: Date set: Target: This is the support I have/will receive to help me achieve my target: Progress The support I need for: Friendships, relationships and being part of my community Intended Overall Outcome: Date set: Target: This is the support I have/will receive to help me achieve my target: Progress 5 The support I need for: My social, emotional and mental health needs Intended Overall Outcome: Date set: Target: This is the support I have/will receive to help me achieve my target: Progress The support I need for: My independence and personal care needs (delete if n/a) Intended Overall Outcome: Date set: Target: This is the support I have/will receive to help me achieve my target: Progress This is the support I have/will receive to help me achieve my target: Progress This is the support I have/will receive to help me achieve my target: Progress The support I need for: My physical needs (delete if n/a) Intended Overall Outcome: Date set: Target: The support I need for: My sensory needs (delete if n/a) Intended Overall Outcome: Date set: Target: 6 The support my family needs, to help them to support me Intended Overall Outcome: Date set: Target: This is the support I have/will receive to help me achieve my target: Progress The support (health provision) I need for my health/medical needs (delete if n/a) Date set: Intended Outcome: This is the support I have/will receive to help me achieve my target: Progress The support I need for my social care needs (delete if n/a) Date set: Intended Outcome: This is the support I have/will receive to help me achieve my target: Progress Other information, including actions required e.g. additional assessment advice required/agreed.(if there are changes to health or social care advice/intervention then please state here)