Finding the best time of year to make a request

While a request for an Education, Health and Care Needs Assessment can be made at any time, it is important to consider the date you make the request as this can have an impact.

To help schools, parent carers, and young people over the age of 16 consider the time of year they submit a request for an Educational Health Care needs assessment the guidance below has been developed. This is to support those applying and to make sure it is available in one place.

Schools in Somerset are expected to evidence a graduated response before making a request for an Education, Health and Care Needs Assessment. The Somerset Graduated Response Tool provides information and advice on the graduated approach to meeting the special educational needs of pupils.

Timescales of the process

The timeframe for the Education, Health and Care Needs Assessment process is set out in the Government’s SEND Code of Practice. While a request for an Education, Health and Care Needs Assessment can be made at any time, it is important to consider the date you make the request as this can have an impact, including:

• Schools, parent carers and young people may not be available for meetings.
• Professionals (including Educational Psychologists, EPs) may not be able to observe and assess the child or young person in school or talk to school staff.
• Schools, parent carers and young people may not receive correspondence. This could result in decisions being made without hearing their views. For example, a school may be named in an Education, Health and Care Plan (EHCP) without having the opportunity to be consulted.
• There may not be time to provide transition planning and support if a change of school is required.

Here are the steps, timescales and what will happen at each step:

1. Within 6 weeks – A decision will be made on whether to proceed with the assessment
2. Within 12 weeks – Once a decision is made, professionals, including Educational Psychologists, must provide advice within 6 weeks. This process cannot be delayed over the school holidays
3. Within 16 weeks – If a decision is made not to issue an EHCP , parent carers or the young person will be notified.
4. Consultation period – If a decision is made to issue an EHCP , schools, parent carers or the young person will each be given 15 calendar days to provide responses. If a response is not received during this time period a decision must still be made. For example, this may be about where a child will go to school
5. Within 20 weeks – The whole EHCNA process is completed. This process does not stop during school holidays

Timing of requests

The calendar below is to help you consider the impacts of when you request an Education, Health and Care Needs Assessment.

To allow us to provide the best possible assessment and outcomes, the timing of a request is crucial. Potential impacts of making a request in April, June and July include:

• April – consultations are likely to be sent to schools over the summer holidays.
• June or July – the six-week assessment period will take place during school summer holidays which means professionals (including Educational Psychologists) will be unable to visit pupils in school settings.

Where schools are making the request, all Education, Health and Care Needs Assessment requests should be discussed with your link Educational Psychologist during autumn term planning meetings. We encourage parent carers and young people to work with their school when making a request.

Potential impacts for an Education, Health and Care Needs Assessments in 2024/25

Considering the timing of a request to provide the best possible assessment and outcomes.

PDF, 91KB

Potential impacts for an Education, Health and Care Needs Assessments in 2025/26

Considering the timing of a request to provide the best possible assessment and outcomes.

PDF, 91KB