21 June 2025

Managing the Annual Review of an Education, Health, and Care (EHC) Plan: A Guide for Parents

The annual review is a crucial part of the EHC process. This article outlines what you can expect when you participate in the annual review process.

An Education, Health, and Care (EHC) Plan is a legal document outlining the education, health, and social care needs of a child or young person with special educational needs or disabilities (SEND). The annual review is a critical process to ensure the EHC Plan remains relevant and effective in supporting your child’s progress. As a parent, understanding how to manage this process and what to expect can help you advocate effectively for your child. This article provides practical guidance on preparing for, participating in, and following up on the annual review.

Understanding the Annual Review Process

The annual review is a statutory process required by the Children and Families Act 2014 and the SEND Code of Practice 2015. It must occur at least every 12 months (or every 3–6 months for children under 5) to assess your child’s needs, review the provision in the EHC Plan, and evaluate progress toward specified outcomes. For children in Year 9 and above, reviews also focus on preparing for adulthood, including transitions to further education or employment.

The process involves several steps:

Preparation: The school or local authority (LA) gathers reports from professionals, parents, and the child/young person.

Meeting: A review meeting is held to discuss the EHC Plan, progress, and any changes needed.

Reporting: The school submits a report to the LA with recommendations.

Decision: The LA decides whether to maintain, amend, or cease the EHC Plan.

The review is not just a meeting but a collaborative process that should centre on your child’s needs and aspirations.

How to Prepare for the Annual Review

Preparation is key to making the most of the annual review. Here’s how to get ready:

(i) Gather Your Child’s Views

The review must consider your child’s views, wishes, and feelings, using a person-centred approach. Depending on their age and ability, talk to your child about:

  • What they enjoy or find challenging at school.
  • Their progress toward goals in the EHC Plan.
  • Any changes they’d like in their support.
  • If your child struggles to express their views, work with the school to use tools like visual aids or communication devices.
  • You may also complete an “All About Me” section provided by the LA to capture their perspective.

(ii) Review the Current EHC Plan

Read through your child’s EHC Plan, focusing on:

Section B (Needs): Are all current educational, health, and social care needs accurately described?

Section F (Provision): Is the support detailed, specific, and sufficient (e.g., avoid vague terms like “access to”)?

Section E (Outcomes): Are the outcomes still relevant, and has progress been made?

Note any discrepancies or areas needing updates, such as new diagnoses or changes in needs.

(iii) Collect Evidence

Reflect on the past year and gather evidence to support your input:

  • Academic and Social Progress: Review school reports, test results, or teacher feedback.
    Challenges: Document issues like bullying, anxiety, or attendance problems.
  • Professional Reports: Include recent assessments from therapists, psychologists, or medical professionals.
  • Keep a diary or notes to track significant events or concerns, as these can strengthen your case for changes to the EHC Plan.

(iv) Request Professional Reports

The school or LA should request updated reports from professionals involved with your child, such as speech therapists, occupational therapists, and if deemed “necessary” by the LA advice may be requested from an educational psychologist. These reports must be shared with you at least two weeks before the meeting. If you haven’t received them, contact the school’s Special Educational Needs Coordinator (SENCO) to ensure they’re provided, or request a rescheduling if needed.

(v) Submit Your Views

The school will ask for your written contribution, often via a template. Use this to:

Highlight what’s working well and what isn’t.

Suggest specific changes to the EHC Plan (e.g., increased therapy hours or a different placement).
Share your child’s aspirations and any concerns about their progress.

Be clear and detailed, as your input is a critical part of the review process. Submit your views in advance to ensure they’re circulated to attendees.

(vi) Understand Your Rights

Familiarise yourself with your legal rights under the SEND Code of Practice 2015:

You can request an early review if your child’s needs change significantly (e.g., a new diagnosis or exclusion risk).

You have the right to appeal LA decisions to the SEND Tribunal if you disagree with the outcome.
You can request a personal budget to manage certain provisions, though this is subject to LA approval.

What to Expect at the Annual Review Meeting

The review meeting is typically held at your child’s school or educational setting, chaired by the SENCO or headteacher. It usually lasts at least an hour, depending on the complexity of your child’s needs. Since the Covid pandemic annual reviews may also be held virtually.

Here’s what to expect:

(a) Attendees

The meeting will include:

  • You and your child (if appropriate).
  • The SENCO, headteacher, or class teacher.
  • Professionals like therapists or social workers, depending on your child’s needs.
  • A representative from the LA (less common, but required for Year 9 reviews or significant changes).
  • Other invited guests, such as post-16 institution staff for older students.

If key professionals can’t attend, their written reports should still be considered.

(b) Agenda

The meeting will focus on:

  • Reviewing your child’s progress toward the outcomes in the EHC Plan.
  • Evaluating the effectiveness of educational, health, and social care provisions.
  • Discussing any changes needed, such as updated needs, provisions, or placement.
  • Setting interim targets for the next year.
  • For Year 9 and above, planning for adulthood, including employment, independent living, and transitions.
  • The SENCO will ensure your child’s views are shared, either directly or through you.

(c) Your Role

As a parent, you’re a key participant. Be prepared to:

  1. Share your views and your child’s perspective.
  2. Ask questions about reports or provisions.
  3. Propose changes to the EHC Plan, supported by evidence.
  4. Raise concerns about unmet needs or inadequate support.
  5. If you disagree with suggestions, express this clearly and calmly, noting your reasons. You can follow up in writing to the LA if needed.

(d) Atmosphere

The meeting should be collaborative, but it can feel overwhelming, especially if reports highlight challenges. Some parents find reading professional reports upsetting, as they may focus on deficits. Stay focused on ensuring the plan meets your child’s needs, and don’t hesitate to seek support from organisations like SENDIASS if you feel anxious.

After the Annual Review Meeting

The process doesn’t end with the meeting. Here’s what happens next and how to stay involved:

1. Review Report

Within two weeks, the school must send a report to the LA, summarizing the discussion, recommendations, and any differences of opinion. You should receive a copy. Check it carefully to ensure it accurately reflects the meeting. If you spot errors, contact the SENCO promptly to request corrections.

2. LA Decision

Within four weeks of the meeting, the LA must inform you of their decision to:

  1. Maintain the EHC Plan as is.
  2. Amend the plan (they’ll issue a draft for your review).
  3. Cease the plan (if they believe it’s no longer needed).

If the plan is amended, you’ll have at least 15 days to comment on the draft.

The final amended plan must be issued within eight weeks of the decision to amend (12 weeks total from the meeting).

3. Appealing Decisions

If you disagree with the LA’s decision (e.g., no changes when you requested them, or ceasing the plan), you have two months from the decision letter to appeal to the SEND Tribunal. You can also appeal health or social care provisions, though tribunal recommendations for these are non-binding. Mediation is often required before appealing, and services like SENDIASS can guide you through this process.

4. Requesting an Early Review

If your child’s needs change significantly (e.g., a new diagnosis, exclusion, or unmet needs), you can request an early review. Contact the SENCO first, then write to the LA if needed, copying the SENCO. Provide evidence, such as professional reports, to support your request.

Tips for Managing the Process

  • Stay Organized: Keep a file of all EHC Plan documents, reports, and correspondence.
  • Build Relationships: Maintain open communication with the SENCO and professionals to resolve issues collaboratively.
  • Seek Support: Contact organisations like your local SENDIASS for free advice if you’re unsure or overwhelmed.
  • Know the Timelines: Hold the LA accountable for statutory deadlines (e.g., four weeks for a decision, eight weeks for a final amended plan).
  • Advocate Confidently: Your input is vital. Don’t hesitate to challenge vague provisions or inadequate support, using evidence to back your case.

What to Expect as a Parent

As a parent, you may feel a mix of emotions during the annual review. It’s normal to find the process daunting, especially if you’re new to it or if your child’s needs are complex. You might feel empowered by advocating for your child but also frustrated if progress is slow or reports are negative. Expect to spend time preparing, attending the meeting, and following up, but know that your involvement can make a significant difference in securing the right support.

The review is an opportunity to celebrate your child’s achievements, address challenges, and plan for their future. While it may not always result in immediate changes, it’s a chance to ensure the EHC Plan evolves with your child’s needs. If the process feels unfair or the LA fails to meet deadlines, you have legal recourse through appeals or complaints. It is essential that the timescales are adhered to as delay can have serious consequences for a child or young person, particularly if you are seeking a change of provision or seeking more support.

Conclusion

Managing the annual review of an EHC Plan requires preparation, active participation, and follow-through. By gathering evidence, sharing your child’s views, and understanding your rights, you can ensure the review process strengthens your child’s support. While it can be challenging, your role as a parent is crucial in shaping an EHC Plan that helps your child thrive.

The biggest challenge facing parents is often because decisions following the annual review meeting are often not taken in accordance with the statutory timescales. This can delay changes being made to a child’s SEN provision and prejudice their future education.

Mark Small

Solicitor-Advocate