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EHCP: Phase Transfer

A teacher lecturing a class of children / young people.

Phase Transfer Process

We have a responsibility to plan ahead for children and young people with an Education, Health and Care Plan (EHCP). This includes when they are due to transfer to the next phase of their education. This includes children and young people moving from:

These changes or transitions are called phase transfers when a child has an EHCP.

This phase transfer process allows us to review and update your child’s EHCP. It also allows us to identify the most appropriate school or college for your child to move to.

We recognise that transfer to a new school or college is an important stage in your child’s education. You will want to consider your child's school or college preferences very carefully.

This site has more information on finding a school for a child or young person with an EHCP. Please visit our page EHCP: Finding a School.

You can also find out more information about local colleges on our page, College and Adult Life (16+).

Mainstream and special schools and colleges hold open days or evenings throughout the school year. Families can also contact settings to request a separate visit. We recommend that you and your child attend open days or evenings for potential schools and colleges where possible. This will help you pick your preferences. You can use these visits to discuss your child’s needs and how the setting might arrange the provision listed in their EHCP.

Please be aware that a positive visit to a school or college does not mean your child definitely has a place there. This is the case even if you are told that there is a place available. There are further details of the consultation process below.

You may feel that a special school, or specialist provision, might be the right choice for your child. More information is available on our Special Schools and Specialist Facilities page.

Timeline for transfer to Reception, Year 3, and Year 7

The phase transfer process will begin in your child’s final year at their current educational setting. For example, for children moving to Year 7, the process begins when they are in Year 6.

We will write to you to notify you that the phase transfer process is starting.

Phase transfer reviews are likely to be held in September or October of your child’s final year at their current educational setting. This is similar to a standard annual review but also has a focus on transition.

Find out more by visiting our page EHCP: Reviews.

After your phase transfer annual review, we will send out a:

You should use this preference form rather than applying for school places online. In most cases, parents and carers expect their child to attend their local mainstream school. A mainstream school can often meet their child’s needs with some extra support. This will be in line with their EHCP.

You will still need to express a school preference even if your child is attending an all-through school. This includes if your preference is for them to remain there for the next phase of their education. This is the same process if you wish for your child to continue to receive education at home.

School Consultations:

We will consult with your preferred schools and any other schools that we consider appropriate.

We send a formal consultation and your child’s EHCP (with appendices) to your preferred school to consider. This is the case even if your preferred school indicated during a visit that they can meet your child’s needs.

Following the consultation responses, we will decide which school to name. We base this decision on the schools':

Process Conclusion:

We will send you an Amended Final EHCP by 15 February, which will name either:

We are committed to naming a school by this deadline wherever possible.

If an application for statutory assessment is made late in the year, this deadline does not apply.

Timeline for Transfer to Post-16 and Post-19 Education

The process will begin in your child's final year at their current educational setting. For example, for young people moving to Year 12, the process begins when they are in Year 11.

We will write to notify you that the phase transfer process is starting. This will either be to you, or directly to your child if they are over 16.

Phase transfer reviews are likely to be held between September and January of your child’s final year at their current educational setting.  This is similar to a standard annual review. However, this has a specific focus on transition and preparation for adulthood.

The annual review looks at:

Some young people can continue in their education without the need for an EHCP. Where an EHCP is no longer required, we will propose to cease the plan from the end of the academic year. If the young person and their family disagree with this decision, they have 15 days to contact their APO to discuss it.

After your phase transfer annual review, we will send out a:

In most cases, young people will attend their local mainstream:

You will still need to express an educational setting preference even if your child is attending a school with post-16 provision. This includes if it is your preference for them to remain there for the next phase of their education. The same applies if you wish for them to continue to receive education at home.

Post-16 and Post-19 Preference and Consultations:

We will consult with your preferred:

The consultation process for post-16 and post-19 placements is different to the process for reception to year 11 placements. Your child may need to apply to the setting directly. This is as well as the Local Authority sending a formal consultation.

We recommend that you and your child make it clear during all open days or evenings that they have an EHCP and about their required provision.

If the setting is unaware of the EHCP, it may:

After your child’s phase transfer review, you and your child should use the post-16 or post-19 provider preference form to tell us your preferred setting(s). You do not need to specify your preferred course.

If your preferred setting asks for an online application for the course(s) your child wants to do, you and your child should complete this as well. You should make it clear in your application that your child has an EHCP.

Please be aware that the setting accepting your course application does not mean it will definitely be named in your child’s EHCP. We must send them a formal consultation and your child’s EHCP (with appendices) to them to consider.

Following the consultation responses, we will decide which provider to name. This is based on its:

Process Conclusion:

We will send you an Amended Final EHCP by 31 March, which will name either:

We are committed to naming an educational setting by this deadline wherever possible.

Travel Assistance

Your child may be eligible for travel assistance. If you would like to apply or find out more, you can visit the main East Sussex County Council website:

Post-16 travel assistance is discretionary. The Local Authority will consider each application in line with policy. You can learn more on the main East Sussex County Council website:

You should not make an application until there is a placement named in the EHCP.

We recommend parents or the young person apply for travel assistance by 30 April. The Local Authority cannot guarantee that arrangements will be in place from the start of September for applications received after this date.

Additional Help and Support

Assessment & Planning Officer (APO)

Your APO will be able to support you with any concerns. The APO will contact you if there are any delays, or any information that you should know, as things arise.

Some of our APOs work part-time and may not be available immediately if you telephone or email them. However, if you leave a message, they will always respond to your contact as soon as they are able. You will find their direct telephone number on any of the letters you have received.

You can also contact the Assessment & Planning admin team by:

We will return all contact within the Customer Promise. You can learn more about this on the main East Sussex County Council website:

Amaze SENDIASS

Amaze SENDIASS (Special Educational Needs and Disabilities Information Advice and Support Service) are a local charity. They offer free, independent, and impartial advice for all matters relating to SEND. You can get their support throughout this process but we recommend you access their advice or support from the very start of the process. Contact Amaze SENDIASS by:

Visit the Amaze SENDIASS web page.

Amaze have also created an ‘EHC Plans Fact Sheet’:

Preparing for Adulthood (PfA)

PfA programme provides expertise and support to Local Authorities and their partners. This enables them to embed preparing for adulthood from the earliest years.

It also ensures that as young people with SEND move into adulthood, they achieve:

The PfA web page highlights information and resources that help young people when seeking employment. You can find out more by visiting the NDTi website:

Special Educational Needs and Disability Tribunal (SENDIST)

You have the right to appeal. You can appeal to the Special Educational Needs and Disability Tribunal (SENDIST). Appeal may be for the following reasons:

We would hope to sort out any disagreements with you and your child’s educational setting first. Please contact your APO in the first instance. They will try and resolve any issues and address any of your concerns. You will find their direct telephone number on any of the letters you have received.

To find out more, please visit our page on EHCP: Appeals and Mediation.

East Sussex Local Offer directory of services

You can visit our SEND-specific online directory, hosted on East Sussex 1Space. The directory lists many different services both throughout the county and online. Services cover many topics, including:

Visit the East Sussex Local Offer directory.

NHS - Health A to Z

The East Sussex Local Offer aims to provide as much information as possible. There may be some conditions that aren't covered in thorough detail. The NHS website has pages that list all conditions. These pages provide information and advice on how to get extra support:

Visit the NHS Health A to Z web page.

Glossary of East Sussex SEND Terms

We explain some of the terms used on this website on our page, Glossary of East Sussex SEND Terms.

Visit the next page: EHCP Appeals and Mediation

Visit the previous page: EHCP Reviews

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