Proactive Steps For The EHCP Application Process

Create a dedicated EHCP evidence folder

Keep every email, report, school note, assessment, exclusion, attendance record, and meeting summary in one place (digital and paper if possible). Chronology matters.

Track all statutory deadlines

Local authorities generally have 6 weeks to decide whether to assess and 20 weeks total to issue a final EHCP if agreed. Missing deadlines is common, so keep your own calendar and chase politely but firmly. Be aware of the key people in this process. For example, your SEN caseworker, who else can you contact? Make sure the LA are adhering to the deadlines. Keep that contact going and be mindful about building positive relationships whilst remaining assertive.

Communicate in writing whenever possible

Follow up phone calls with an email summary. Written records are invaluable if there are disagreements later.

Focus on needs, not just diagnosis

EHCPs are based on what your child struggles with, how it affects learning and daily functioning, what provision is required, and a diagnosis can help, but evidence of unmet need is often more important.

Gather independent professional evidence early

This should be done at the application stage, but if you are waiting or need more evidence, send it to your Local Authority to add to your application. Useful evidence can include:

• Educational Psychologist reports
• Speech & Language Therapy
• Occupational Therapy
• CAMHS letters                                         
• Paediatrician reports
• Tutoring evidence
• Behaviour logs

Independent reports can carry significant weight if the school or LA evidence is weak.

Build a relationship with the SENCO

Schools are often stretched. Try to work collaboratively while still advocating clearly for your child’s legal rights and provision needs. Learn the key EHCP sections:

• Section B = needs
• Section F = provision (must be specific and quantified)
• Section I = placement/school
• Section F is crucial because it becomes legally enforceable

Avoid vague wording in the draft EHCP

Push for precise wording such as, “3 x 30-minute SALT sessions weekly” Instead of “Access to speech support when required,” Specific wording is easier to enforce later. Leave no room for ambiguity.

Use support organisations early

Helpful services include:

• SENDIASS
• IPSEA
• Contact
• SOS!SEN

They can help before things escalate to mediation or a tribunal. There will be times during the process when communication with your local authority will go quiet. Use this time to do as much research as possible. Start considering the provision your child needs. Is it a Mainstream setting with an EHCP in place, or do you feel they need a more specialist provision? Start gathering evidence to support this. Speak with other schools and/or provisions to determine what their offers/cohorts look like. Read up on Legislation – Children and Families Act 2014, Education Act, SEND Code of Practice, to name a few.

Prepare for a long process

Even straightforward cases can take months. Some families need mediation or tribunal appeals. Staying organised and consistent is usually more effective than reacting only when problems arise.  A few additional practical habits that experienced parents often recommend:

• Keep a “communication log”
• Take someone with you to meetings
• Ask for meeting minutes
• Read every draft carefully
• Never assume verbal promises will happen unless written into the EHCP