EHCP review checklist versus a digital review workspace

An EHCP annual review is not only a meeting. It is a process for checking progress, deciding whether the plan still describes the child or young person accurately and considering whether the plan should be kept, amended or ceased.

For parents and carers, the best preparation is a simple checklist backed by current evidence. A digital workspace may make that checklist easier to manage, but it does not replace the legal process or professional advice.

Statutory timings at a glance

• At least two weeks' notice of the review meeting.
• Advice and information gathered for the review circulated at least two weeks before the meeting.
• The written review report prepared and sent within two weeks after the meeting.
• The local authority's maintain, amend or cease decision notified within four weeks after the meeting.
• If amendments are proposed, at least 15 days for representations and a final amended plan, or a decision not to amend, within eight weeks of the proposed-amendments notice.

EHCP annual review parent checklist

Six to eight weeks before the meeting

• Confirm the proposed meeting date and contact details
• Ask who has been invited
• Request accessible arrangements or an interpreter if needed
• Read the current EHC plan from Sections A to K
• Gather school reports, professional advice and your own evidence
• Ask your child or young person how they want to contribute
• List provision that was and was not delivered
• Note any change in needs, health, social care or placement

At least two weeks before the meeting

• Check that you received the meeting notice and circulated advice by the two-week deadlines
• Compare each report with the current needs in Sections B, C and D
• Review progress towards Section E outcomes
• Check whether Sections F, G and H still contain the right provision
• Identify missing, outdated or conflicting evidence
• Draft the amendments you want considered

At the meeting

• Confirm who is taking notes
• Make sure the child or young person's views are heard
• Discuss each outcome and the evidence of progress
• Record whether specified provision was delivered
• Discuss proposed changes section by section
• Record disagreements, not only points of agreement
• Ask what happens next and when the report will be sent

After the meeting

• Check the review report arrives within two weeks and accurately records recommendations and disagreements
• Send corrections in writing
• Record the four-week deadline for the local authority's decision
• Check whether the authority will keep, amend or cease the plan
• If amendment is proposed, use the response period of at least 15 days and track the eight-week amendment deadline
• Check appeal and mediation information if you disagree

What the annual review should examine

The review should consider:

• progress towards the outcomes in Section E
• whether the outcomes remain appropriate
• whether needs have changed
• whether the provision remains suitable
• whether shorter-term targets are effective
• whether placement remains appropriate
• any changes required to the plan

From Year 9, the review meeting must consider what provision is required to assist preparation for adulthood and independent living. This may cover education or employment, independent living, health and participation in the community.

Who makes the decision?

The review meeting makes recommendations. The local authority makes the formal decision to:

• maintain the plan without amendment
• amend the plan
• cease to maintain the plan

Under the annual-review process, the authority must notify the parent or young person of that decision within four weeks of the review meeting. The notification should explain appeal rights where they arise.

If the authority proposes amendments, it must send the plan, proposed changes and supporting evidence, then allow at least 15 days for representations. It must issue the final amended plan, or notify the family that it has decided not to amend, within eight weeks of sending the proposed amendments.

What evidence should parents bring?

Useful evidence is specific and dated. It might include:

• records showing whether Section F provision happened
• changes in attainment or participation
• communication from school or professionals
• examples of work
• updated assessments
• attendance or exclusion information where relevant
• the child or young person's account
• your observations at home
• evidence about transitions or independence

Separate evidence of delivery from evidence of impact. A timetable may show that support was planned. Session records show whether it happened. Progress measures help show what difference it made.

Can you ask for an early review?

You can request an early review where there is a good reason, such as a significant change in need, provision no longer being suitable, placement difficulties or risk of exclusion.

Explain the change, provide evidence and state why waiting for the scheduled review would cause difficulty. There is no direct right of appeal against a refusal to hold an early review, although other routes, including a request for reassessment, may be relevant. Seek advice on the facts.

IPSEA publishes a model letter for requesting an early review.

Paper checklist or digital workspace?

A paper or document checklist is often enough when:

• the evidence bundle is small
• one person is coordinating the review
• there are few outstanding actions
• records are already organised

A digital review workspace may help when:

• reports and messages are scattered
• several family members or professionals contribute
• needs, outcomes and provision must be cross-checked
• delivery evidence is difficult to track
• deadlines and follow-up actions are being missed
• the family needs a structured written response

The important question is not whether a tool is digital. It is whether the chosen method helps the family produce a complete, accurate record without creating another source of confusion.

A workspace should also be assessed for privacy, access, export and deletion. EHC plans contain sensitive personal data. Never upload real documents to an unapproved service merely to test it.

What a tool cannot do

A checklist or workspace cannot:

• change statutory duties or deadlines
• guarantee that the authority accepts an amendment
• replace the child or young person's voice
• replace legal, educational or clinical judgement
• prove that provision was delivered without evidence

Use the simplest method that keeps the plan, reports, questions, decisions and dates together.

Unisen is being developed as a shared review workspace for families, with section-by-section checks and structured response preparation.

Explore the family workflow.