Preparing for your child's Annual Review: a SENDCO's parent guide

What an Annual Review actually is

A statutory process, not just a meeting. The meeting is the centre piece, but the review runs over several weeks end-to-end.

The Annual Review is set out in section 44 of the Children and Families Act 2014 and chapter 9 of the SEND Code of Practice 2015. The LA has a duty to review every EHC plan at least once every twelve months. Reviews happen earlier in three situations: phase transfer (Year 5 to Year 6, Year 10 to Year 11), where the child's needs have changed significantly, or where you formally request an early review (you have a right to do this). (CFA 2014, s.44; SEND Code 2015, chapter 9. See References.)

The school runs the meeting on behalf of the LA. The LA makes the decision afterwards on whether to maintain, amend or cease the plan.

The statutory deadlines (and what to expect when)

Four key dates. Knowing them lets you push for what should happen, not just what does.

1. At least 2 weeks before the meeting: the school must send invitations and circulate any updated reports to everyone attending. This means you should have written documents in your inbox a fortnight ahead. If you don't, email the SENDCO and ask.
2. Within 2 weeks after the meeting: the school must send a report of the meeting (with the agreed amendments suggested) to the LA, you, the child (where appropriate), and the professionals involved.
3. Within 4 weeks of the meeting: the LA must decide whether to maintain the plan, amend it, or cease it. The LA must tell you their decision in writing.
4. If the LA decides to amend: they must issue a draft amended plan. You then have 15 days to comment on the draft. The final amended plan must be issued within 8 weeks of the original notification of intention to amend.

Preparing in the four weeks before

Most parents arrive at the meeting under-prepared and rely on the SENDCO to drive. Reverse this.

1. Four weeks out: re-read the current plan. Print it. Highlight every claim about provision in Section F. Mark where the reality differs from the plan.
2. Three weeks out: request all current reports. Ask the SENDCO for the SEN information report, any TA tracking, any EP, OT, SaLT, CAMHS reports from the last 12 months.
3. Two weeks out: gather your evidence. A short diary of the last 2 weeks: meltdowns, sleep, school attendance, anything you want to flag. Take photos or videos where useful.
4. One week out: write your parent contribution. Use the LA's template form (usually called the EHC2 or parent-views form). Write what your child does well, what is hard, what you want to change about each section of the plan. Send it to the SENDCO and request that it be distributed before the meeting.
5. Two days out: prepare a one-page agenda for yourself. Three things you want changed in F. Two questions you want answered. One outcome you want agreed.

What to bring to the meeting

Brief, organised, written.

• A printed copy of the current EHCP.
• Your written parent contribution.
• The diary of the last fortnight (2 sides of A4 at most).
• Any professional reports you have privately commissioned (e.g., independent EP).
• Notes on the three changes you want to F, and the agreed outcomes for each.
• An ally where possible: another parent, a SENDIASS adviser, a relative who knows the child well. Two adults holding the conversation is significantly more effective than one.
• A phone or laptop to take written notes during the meeting (or to record with consent, which most schools will agree to).

In the meeting: what to expect and what to push on

A standard Annual Review meeting follows a predictable pattern. Knowing the shape lets you intervene at the right points.

A typical 60 to 90-minute Annual Review meeting runs through:

1. Introductions and the child's views (if attending).
2. School's report on progress in the last year, against outcomes in Section E.
3. Parent's views (this is your moment).
4. Professionals' reports (any specialists attending).
5. Discussion of whether Sections B, E and F still describe the child accurately and the provision delivered.
6. Agreed amendments and outcomes for the next year.
7. Sign-off and next steps.

What to push on:

• Specific changes to Section F. Not “more support” but “the SaLT input currently delivered as termly check-ins needs to become weekly direct therapy.”
• Outdated needs in Section B. If your child has a new diagnosis, or a previous need has resolved, ask for B to be updated.
• Outcomes in Section E. Outcomes should be specific, measurable, achievable in the year, relevant, and time-bound. Vague outcomes (“will improve communication”) are no use to anyone.
• Whether what F says is actually being delivered. If the plan says weekly SaLT and the child has had three sessions this year, flag it.
• Anything missing. Sensory needs, mental health, transitions, social-emotional needs that have emerged since the last review.

The three possible outcomes

The LA has three decisions available after the review. Each has its own consequences.

Phase transfer reviews (Year 5, Year 10) are different

The Annual Review at Year 5 to Year 6 transition and Year 10 to Year 11 transition has a tighter statutory deadline.

The 15 February deadline: for a child moving from primary to secondary, the final amended plan naming the secondary school (Section I) must be issued by 15 February of Year 6. The process should start in Year 5 with the Autumn Term Annual Review focused on phase transfer. By the spring term, the parent has expressed preferences, the LA has consulted schools, and the placement is being agreed. (SEND Regulations 2014, Regulation 18; SEND Code 2015, paragraphs 9.179-9.182.)

See our piece on primary to secondary SEND transition for the month-by-month timeline. The Year 10 to Year 11 equivalent runs to the same logic but with 15 February of Year 11 as the deadline for naming a post-16 placement.

What to do if you disagree with the outcome

Three routes. Use them in order.

1. Comment on the draft amended plan within the 15-day window. Submit a redraft of any section you want changed, in writing.
2. Mediation. You can ask for mediation with the LA after a decision is made. See our piece on EHCP refused for the mediation framework.
3. Appeal to the SEND Tribunal. Within 2 months of the LA decision letter, with a mediation certificate. You can appeal: a decision to maintain without amendment when you wanted amendment, the contents of an amended plan, a decision to cease.

What to do this week

Whether the Annual Review is in three weeks or six months, three things matter now.

1. Print the current plan and start a discrepancy log. Where the plan says X is happening and X isn't happening, note it with dates.
2. Email the SENDCO asking for the date of the next Annual Review and a copy of the LA's parent contribution form.
3. Read the IPSEA Annual Review pages(free, UK-specific, the most authoritative source for parents). Use the template letters. Tribunal helpline 0300 030 0080 if needed.