Introduction
We are looking at ways to improve response times for children and young people who have an Education, Health and Care (EHC) Plan.
We recognise there is a waiting list for EHC Plans awaiting assessment. There was a 40% increase in cases accepted for assessment in 24/25 compared to the year before. And in the past year, the average waiting time for EHC Plan assessments and finalisations was 32 weeks. The statutory timeframe is 20 weeks.
We are working exceptionally hard to address this very significant rise in demand. We have listened to feedback from families and young people who have told us they would like a quicker, more consistent process. And we have taken onboard the views of our frontline staff who have said they want to reduce the paperwork and spend more time helping children and families.
The Council is proud to be among a growing number of local authorities at the forefront of Artificial Intelligence (AI) and how it can be used for good. Built on safe, responsible foundations, we’re looking to make a meaningful difference and improve outcomes for our residents and communities through the use of AI technology.
These are early days, however one AI tool we’re currently testing to improve the EHC Plan processes is called an EHC Plan ‘Digital Assistant’ which is excellent at processing and organising information. The Council is using data from current and new EHC Plans to test the effectiveness of this technology. This technology is in the testing phase. It is not live.
We have drafted this factsheet to provide extra information about the AI tool, data storage, privacy matters and security. Transparency is important to us as we embark on this journey of change. We know we must work together to make improvements and take our Somerset families, valued partners, representatives and staff with us.
Please take the time to read the information and thank you for your continued support as we work together to improve our services.
Introducing the EHC Plan ‘Digital Assistant’
The EHC Plan Digital Assistant is an artificial intelligence (AI) tool introduced by Somerset Council to help make the process of creating Education, Health and Care Plans (EHC Plans) quicker and more consistent for families and professionals alike.
By automating the initial stages of drafting EHC Plans, the EHC Plan Digital Assistant allows our dedicated team to spend more time refining each plan so that it meets the needs of every young person.
The EHC Plan Digital Assistant is in development. The Council is using data from current and new EHC Plans to test this technology effectively.
The EHC Plan Digital Assistant will never be used to dictate the level of Educational Provision that any child or young person receives. And a human will always be involved in the process.
Intended improvements
The EHC Plan Digital Assistant is excellent at processing and organising information. It makes sure that all EHC Plans are drafted to the same standard, by accurately combining the information given by families, professionals, and providers. This consistency means plans are of a reliable quality, every time.
Using the EHC Plan Digital Assistant helps Somerset Council improve the EHC Plan process by making it more efficient and up to date, while keeping our focus on families’ needs and experiences.
Understanding the EHC Plan Digital Assistant’s role
The EHC Plan Digital Assistant organises information solely from the documents provided from professionals and families during the assessment. It processes and arranges the details given into an initial draft document.
The EHC Plan Digital Assistant does not make any decisions about support or provision. Instead, SEND Officers always review, edit, and approve every draft plan before it is shared with families. As the name indicates, the EHC Plan Digital Assistant is simply a support tool, assisting with administrative processes only.
Keeping your data safe
All information processed by the EHC Plan Digital Assistant is managed securely within Somerset Council, in line with strict data protection regulations (including GDPR).
Your personal data, or that of your child, is never shared with outside companies or used for any purpose other than creating EHC Plans. The data exists within a controlled, licensed environment and is not used to train AI models.
We undertake regular assessments to ensure that our privacy and security measures remain robust and reflect the most current standards. Information about this processing can be found on our Privacy Notices. Scroll down to the ‘Children, Families and Education’ section and select ‘Special Educational Needs and Disabilities (SEND)’ to view the specific Privacy Notice relevant to this use of data.
Access is carefully monitored and controlled as part of the EHC Plan process. Information may be shared with key partner agencies (like the NHS and educational settings). This is only done when necessary, in line with current legislation, and with strict agreements in place to protect your data.
Find out more
Email the Data Protection Officer: informationgovernance@somerset.gov.uk or phone our Customer Service Officers at Somerset Council on 0300 123 222.