Oxfordshire SEND local offer

Phase Transfer Process

Parent/Carer Guide to the Phase Transfer Process for Children with Education, Health, and Care Plans

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Introduction

When your child is transitioning to a different educational phase, their EHCP must be reviewed and amended during the Annual Review. This process, known as the Phase Transfer process, is managed by the EHCP Casework Team and operates alongside Oxfordshire's standard admissions procedures. Detailed information on these can be found at Apply for a school place

Children involved in the Phase Transfer process include those who are:

  • starting school
  • moving from Infant to Junior School
  • moving from Primary to Secondary School
  • transitioning to Post-16 provision 

The statutory deadline for naming a placement for children with EHCPs for the following September is 15th February for students staring school in reception, moving from infant to junior school or transferring to Secondary School. For young people with EHCPs moving to post-16 provision, the deadline is 31st March.

Typical process for Phase transfers:

  1. Annual Review: All reviews should be held by the end of the Summer Term in the year before transfer in the school or setting.
  2. Draft Amended Plans & Preference Forms: Draft Amended Plans will be sent to parents by 15th September with a Preference Form. Parent/Carer to complete and return the preference form by 30th September.
  3. Final Amended Plans to be issued: Final Amended Plans to be issued within 12 weeks of Annual Review by the EHCP Casework Team. Consultations to schools and settings will be issued at this time by the EHCP Casework Team
  4. Notice of Amendment: Your EHCP Casework Officer will communicate with you around consultation responses and any panel or other decision making processes which will be followed. A notice of amendment will then be issued alongside a copy of the EHCP.
  5. All Phased Transfer Cases Completed: Following the notice of amendments, Final Amended Plans will be issues by 15 February for all Early Years & Primary Phased Transfer cases and by 31 March for all Secondary & Post-16 Phased Transfer cases

Please note that following the Phase Transfer Annual Review, the EHCP will typically indicate that your child will remain in their current setting until the end of the academic year. Subsequently, an amended EHCP will be issued in accordance with the statutory deadlines mentioned above, specifying the setting or type of setting your child will attend from the beginning of the next academic year.

What can parents/ carers do to assist in this process?

  • Attend the Annual Review.
  • Discuss with your child to help capture their views on their future aspirations.
  • Respond within the 15-day timeframe to the Draft Amended EHCP, and provide your setting preference by completing the Local Authority Preference Form sent with the Draft Amended EHCP – by 30th September.
  • Apply for a school place via the standard admissions process by 31st October each year. This is the Local Authority policy to ensure that all relevant organisations are informed about the allocation and number of school places.
  • Follow the usual college enrolment procedures for applications if applicable

Frequently Asked Questions

Which team manages the Phase Transfer process?

The EHCP Casework Team manages the Phase Transfer process for children with EHCPs. This includes communicating with families and carrying out consultations with local schools, colleges, and parental preference settings. Parents are still requested to apply for a school place through the regular admissions process, to ensure that all relevant organisations are informed about allocation and the number of available school places. 

How does the ECHP Casework Team ensure that the EHCP is up to date and contains relevant information?

The Annual Review before the Phase Transfer year should gather the views of parents, the child or young person, and professionals about potential settings for the next phase of education. The review should recommend amendments to the EHCP, including relevant Outcomes for the new phase. It should also update information on attainment, progress, needs, and provision. If there is consideration that the child or young person’s needs may require provision other than mainsteam, this should be clearly noted. This review provides the local authority with the necessary information and professional recommendations to amend the EHCP and consider appropriate placements for the next phase.

When does the Phase Transfer process begin?

Settings are contacted for Phase Transfer reviews during the summer term before the phase transfer year to ensure the process follows statutory timescales. For instance, the Phase Transfer Annual Review for primary to secondary transition occurs in the summer term of Year 5, and for post-16 transition, it takes place in the summer term of Year 10.

How will I be kept informed about what happens?

Your EHCP Casework Officer will be the main point of contact and will keep parents/carers updated throughout the Phase Transfer process. Parents/carers will also be sent the Preference Form, which must be completed and returned by 30 September.

Who will attend the Phase Transfer Annual Review meeting?

Key attendees include the young person, their family, and relevant professionals. EHCP Casework Officers will attend Phase Transfer Annual Reviews if possible, to advise on processes and timeframes.

How can parents/careers and young people get comment on the Draft Amended EHCP?

Following the Annual Review, the Draft Amended EHCP will be sent to parents/carers for their comments.  Parents/carers then have 15 days to submit their comments and any proposed amendments for consideration by the Local Authority.

Does the child or young person have to attend the nearest school or college?

If parents/carers choose a setting that is not the closest to their home, the EHCP Casework Officer will also consult the nearest school or college. For children near Oxfordshire borders with local settings in neighbouring authorities, we will usually consult both the neighbouring and Oxfordshire local settings.

Most children with SEND do not receive Local Authority transport assistance. Transport assistance is typically only available for the nearest suitable school or college; choosing a more distant setting may require you to arrange your own transport.

What is a school consultation and how does it work?

Formal consultation with schools or colleges will include a copy of the proposed amended EHCP. Settings have 15 days to respond to the consultation. Settings may consider the placement of a child or young person is unsuitable on the following lawful grounds:

  1. The school or college is unsuitable for the child's age, ability, aptitude, or special educational needs, or
  2. The attendance of the child at the school or college would be incompatible with the provision of efficient education for the other children or the efficient use of resources.

If a preference is expressed for a mainstream setting, the setting may only raise objections based on point b.

What happens if I want my child to attend a special school or a resource base in a mainstream school?

Where it is considered that a child’s needs may require provision other than mainstream the EHCP Officer will consult with those schools and decisions regarding placement offers will be made via local authority decision making panels. If the parental or young person preference is expressed as a specialist provision, the local authority will always consult with the school of parental preference. 

When will I hear which school/college is named on my child’s EHCP?

The statutory deadline for naming a placement for the following September for children with EHCPs is 15 February each year for those starting school in reception, those moving from Infant School to Junior school, and those transferring from year 6 to Secondary School. For young people with EHCPs transitioning to post-16 provision, the deadline is 31 March. The child's EHCP will list their current setting, where they will remain until the end of the academic year, and the next setting they will attend starting the following September. The Final EHCP will also be sent to the named setting to facilitate transition planning. 

What happens if I have asked for changes to the Draft Amended EHCP and these are not agreed?

There may be situations where parents/carers request changes to the EHCP which, after careful consideration, cannot be accepted. For example, where changes to provision are requested are not supported by professional reports or evidence.. Upon receiving the Final EHCP, parents/carers will find detailed information regarding the steps to take if you disagree with any aspect of the content or the setting specified in Section I of the EHCP.

What happens if I disagree with the setting named in the Final EHCP?

When you receive the Final EHCP, you will be provided with details on steps to take if you disagree with either the content of the EHCP or the setting named in Section I of the EHC Plan. For further guidance, you can contact SENDIASS at SENDIASS Oxfordshire  

What happens if my child is having an EHC assessment undertaken during or after official Admissions offer dates?

Until the Local Authority agrees to issue an EHCP, you should proceed with the normal admissions process. If an EHCP is agreed, a formal consultation will be sent to your nearest school or college alongside your preference.