Annual Review of an Education Health and Care Plan

The preparation phase that takes place prior to the annual review meeting is critical to ensure the annual review meeting is meaningful, compliant with statutory requirements, and focused on the child or young person's outcomes. The SEND Regulations 2014 and the SEND Code of Practice (2015) set out clear expectations for this stage. Below is a step-by-step guide to what must happen before the meeting.

Setting the date and initial planning

To support schools with their planning, the local authority will issue a list of annual reviews due for the upcoming term, normally sent out two weeks before the start of term. While this provides a helpful overview, it is essential that schools also maintain their own robust internal tracking systems to monitor review dates.

Statutory deadlines remain unchanged regardless of when the local authority (LA) issues the termly list, as Education Health and Care Plans (EHCPs) must be reviewed and the review process completed within 12 months of the previous review (or every 3-6 months for children under five). Schools are therefore expected to track review cycles proactively, schedule meetings in good time, and ensure that advice and reports are gathered and circulated at least two weeks before the meeting, in line with the SEND Code of Practice.

The school (usually the SENCo) is responsible for initiating the process and agreeing a date for the annual review meeting with parents or carers allowing adequate time for all parents or carers to consider the information and advice and make meaningful observations, suggestions or changes. This conversation should take place well in advance of the annual review being due to confirm:

• the proposed date and time
• who is currently involved with the child or young person
• which professionals need to attend or provide updated reports

This early discussion ensures the meeting is scheduled at a time that allows parent or carers, young people and all relevant invitees to attend and to ensure statutory deadlines to be met and gives professionals sufficient notice to attend and write up or provide reports with reflect the current needs, provision and outcomes for the child or young person.
 

Sending invitations

The school or educational setting (SENCo) sends out formal invitations to all required attendees. This includes:

• parents or carers and the child or young person (where appropriate)
• the Local Authority SEN Officer
• relevant education staff (class teacher, headteacher)
• health professionals named in the EHCP
• social care representatives
• any other professionals currently supporting the child

Invitations must be sent as early as possible once the date has been agreed, with a minimum of two weeks' notice before the meeting date, in line with best practice and statutory guidance. The invitations should include the date and time of the meeting and the venue. Although these people must be invited to attend, attendance is not compulsory.
 

Requesting information, advice and reports

Requests for information, advice and reports should be made by the school to the relevant people, at least six weeks before the meeting, allowing time for responses and circulation.

Once the date is confirmed, the school (SENCo) must then at that point, if not already done so, request updated advice and reports from:

• all professionals named in the EHCP or any other professionals who have since become involved with the child or young person, at the request of parents
• parents or carers views
• the child or young person's views

A central principle of the annual review process is the meaningful involvement of the child or young person and their parents or carers. The SEND Code of Practice is explicit that their views, wishes and feelings must be actively sought and considered when reviewing an EHCP.

These contributions form the foundation of the review and should directly inform all other sections of the EHCP, including the evaluation of progress, the identification of new or changing needs, and the setting of outcomes and provision.

The educational setting must request this information in advance of the review meeting, and these views must be circulated alongside professional reports at least two weeks before the meeting, ensuring they meaningfully shape the discussion and decision‑making.

These contributions should cover progress towards outcomes, current needs, and any proposed changes to provision.

If a child is in a year of transition, this must also include transition planning and recommendations.
 

Pre-review information

At least two weeks before the meeting, the school must collate all reports and advice received and circulate this pre-review information to:

• the Local Authority Annual Review Inbox - annualreview@stockton.gov.uk
• parents or carers
• all professionals invited to the meeting

This ensures everyone has time to read and consider the information before attending the annual review meeting, enabling informed discussion. The information and advice should provide details about the child or young person's progress and their access to teaching and learning and consider whether the special educational provision currently being made is effective.
 

Confirming attendance and contributions

The SENCo should confirm in advance of the meeting which professionals are attending the review, who is giving apologies for their attendance and who is providing a report. It is important that all changes from the review are evidenced based, therefore even if a professional is in attendance to share their views in the review meeting, a written record and report of this must be provided.

Where reports are missing or not received, the school should follow up promptly to avoid gaps in evidence and make parents and carers aware of this.
 

Purpose of preparation

This preparation phase ensures:

• the meeting is person centred and focused on progress towards outcomes
• parents, young people or professionals can make suggestions about changes that should be made to the EHC plan
• all statutory duties under Children and Families Act 2014, Section 44 and SEND Regulations 2014 (Regulations 18-21) are met
• the Local Authority can make an informed decision on the outcome of the review after the meeting