Phase Transfer Process

When a child or young person is transitioning to a different educational phase, their EHCP must be reviewed and amended during the Annual Review. This process, known as the Phase Transfer process, is managed by the EHCP Casework Team and operates alongside Oxfordshire's standard admissions procedures. 

Children and young people involved in the Phase Transfer process include those who are:

• starting school
• moving from Infant to Junior School
• moving from Primary to Secondary School (including all-through schools)
• transitioning to post-16 provision 

The statutory deadline for naming a placement for children with EHCPs for the following September is 15th February for students starting school in reception, moving from infant to junior school or transferring to Secondary School. For young people with EHCPs moving to post-16 provision, the deadline is 31st March.

Typical process for Phase transfers:

1. Annual Review: All reviews should be held by the end of the Summer Term in the year before transfer in the school or setting. E.g. the summer term of year 5 for a pupil moving from primary to secondary school. This review provides the local authority with the necessary information and professional recommendations to amend the EHCP and consider appropriate placements for the next phase. 
   1. It is especially important that this Annual Review is used to ensure that the EHCP is as accurate, relevant and as up to date as possible, so that the child or young person’s needs and provision moving forward for secondary are truly reflected within the plan. This should include evidence of up-to-date learning levels within the cognition and learning Section B.
   2. These will be the documents that the local authority use as part of the consultations for secondary provision and for panel submissions so it is really important that the information provided is accurate and up to date to ensure that these pupils are placed appropriately.
2. Draft Amended Plans & Preference Forms: Draft Amended Plans will be sent to parents/carers by 15 September with a Preference Form.

•  Phase Transfer Preferences for children/young people with EHC Plans (EYP) 2026;
•  Phase Transfer Preferences for children/young people with EHC Plans (SP16) 2026 

Parents/Carers need to complete and return the preference form by 30 September.

3. Final Amended Plans to be issued: Final Amended Plans to be issued within 12 weeks of Annual Review by the EHCP Casework Team. Consultations to schools and settings will be issued at this time by the EHCP Casework Team.
4. Notice of Amendment: The EHCP Casework Officer will communicate with parents/carers around consultation responses and any panel or other decision-making processes which will be followed. A notice of amendment will then be issued alongside a copy of the EHCP.
5. All Phased Transfer Cases Completed: Following the notice of amendments, Final Amended Plans will be issued by 15 February for all Early Years & Primary Phased Transfer cases and by 31 March for all Secondary & Post-16 Phased Transfer cases.

Please note that following the Phase Transfer Annual Review, the EHCP will typically indicate that the child or young person will remain in their current setting until the end of the academic year. Subsequently, an amended EHCP will be issued in accordance with the statutory deadlines mentioned above, specifying the setting or type of setting the child or young person will attend from the beginning of the next academic year.

What can settings do to assist in this process?

• Plan ahead and arrange Annual Reviews for phase transfer to happen in the summer term in the year before the transfer is taking place. E.g. the summer term of year 5 for a pupil moving from primary to secondary school.  
  • To do this efficiently you may wish to bring forward Annual Reviews that are due in the autumn of year 5 to July of year 4 so that it will then fall in the summer for year 5 for phase transfer and year 6 to aid transition
• Encourage parents to begin thinking about potential settings as early as possible, so that they can have discussions with settings they may be considering.
• Ensure that reports are requested from all the professionals currently involved in supporting the child or young person, as you usually would.
• Remind parents that they also need to apply for a secondary mainstream school through the usual admissions process, usually by the end of October.
• Ensure that the Annual Review for phase transfer:
  • gathers the views of parents, the child or young person, and professionals about potential settings for the next phase of education.
  • recommends amendments to the EHCP, including relevant Outcomes for the new phase. 
  • updates information on attainment, progress, needs, and provision.
  • clearly notes if there is consideration that the child or young person’s needs may require provision other than mainstream. 
• Complete processes within the statutory timeframes so that the Draft and Final Amended EHCPs, consultations, and specifying of setting or setting type are completed by the relevant statutory deadline.
• The following year, when the pupil is in year 6, they will be having their last Annual Review at Primary School during the Summer Term.  Please ensure that a representative from the named Secondary School is invited to the Annual Review meeting, so that appropriate transition arrangements can be made. Guidance which schools follow, could look like this: SEND Guidance for a successful primary to secondary transition

For paperwork to support the Annual Review process see Annual Reviews

What can parents/ carers do to assist in this process?

• Attend the Annual Review.
• Discuss with their child to help capture their views on their future aspirations.
• Respond within the 15-day timeframe to the Draft Amended EHCP and provide their setting preference by completing the Local Authority Preference Form sent with the Draft Amended EHCP – by 30th September.
• Apply for a school place via the standard admissions process by 31st October. This is the Local Authority policy to ensure that all relevant organisations are informed about the allocation and number of school places. Detailed information on this can be found at Apply for a school place
• Follow the usual college enrolment procedures for applications if applicable

More information

When does the Phase Transfer process begin?

Settings are contacted for Phase Transfer reviews during the summer term before the phase transfer year to ensure the process follows statutory timescales. For instance, the Phase Transfer Annual Review for primary to secondary transition occurs in the summer term of Year 5, and for post-16 transition, it takes place in the summer term of Year 10.

Where can families get additional support?

If families would like advice, they can get in touch with the Special Educational Needs and Disabilities Information, Advice and Support Service (SENDIASS) at SENDIASS Oxfordshire  There is a lot of useful information provided on their website, which you can direct them to, including advice on ‘How to choose a special school appropriate to your child’s SEND’.

How will parents/carers be kept informed about what happens?

The EHCP Casework Officer will be the main point of contact and will keep parents/carers updated throughout the Phase Transfer process. Parents/carers will also be sent the Preference Form, which must be completed and returned by 30 September.

Who will attend the Phase Transfer Annual Review meeting?

Key attendees include the young person, their family, and relevant professionals. EHCP Casework Officers will attend Phase Transfer Annual Reviews if possible, to advise on processes and timeframes.

How can parents/careers and children and young people comment on the Draft Amended EHCP?

Following the Annual Review, the Draft Amended EHCP will be sent to parents/carers for their comments.  Parents/carers then have 15 days to submit their comments and any proposed amendments for consideration by the Local Authority.

What happens if parent/carers have asked for changes to the Draft Amended EHCP and these are not agreed?

There may be situations where parents/carers request changes to the EHCP which, after careful consideration, cannot be accepted. For example, where changes to provision are requested are not supported by professional reports or evidence. Upon receiving the Final EHCP, parents/carers will find detailed information regarding the steps to take if they disagree with any aspect of the content or the setting specified in Section I of the EHCP.

Does the child or young person have to attend the nearest school or college?

If parents/carers choose a setting that is not the closest to their home, the EHCP Casework Officer will also consult the nearest school or college. For children near Oxfordshire borders, we will usually consult both the neighbouring settings in the neighbouring authorities, and Oxfordshire local settings.

Most children with SEND do not receive Local Authority transport assistance. Transport assistance is typically only available for the nearest suitable school or college; choosing a more distant setting may require parents/carers to arrange their own transport. School travel application deadlines | Oxfordshire County Council The EHCP caseworker completes the transport paperwork if required.

What is a school consultation and how does it work?

Formal consultation with schools or colleges will include a copy of the proposed amended EHCP. Settings have 15 days to respond to the consultation. Settings may consider the placement of a child or young person is unsuitable on the following lawful grounds:

1. The school or college is unsuitable for the child's age, ability, aptitude, or special educational needs, or
2. The attendance of the child at the school or college would be incompatible with the provision of efficient education for the other children or the efficient use of resources.

If a preference is expressed for a mainstream setting, the setting may only raise objections based on point 2.

What happens if parents/carers want their child to attend a special school or a resource base in a mainstream school?

Where it is considered that a child or young person’s needs may require provision other than mainstream the EHCP Officer will consult with those schools and decisions regarding placement offers will be made via local authority decision making panels. If the parental or young person preference is expressed as a specialist provision, the local authority will always consult with the school of parental preference. 

When will parents/carers hear which school/college is named on their child’s EHCP?

The statutory deadline for naming a placement for the following September for children with EHCPs is 15 February each year for those starting school in reception, those moving from Infant School to Junior school, and those transferring from year 6 to Secondary School. For young people with EHCPs transitioning to post-16 provision, the deadline is 31 March. The child's EHCP will list their current setting, where they will remain until the end of the academic year, and the next setting they will attend starting the following September. The Final EHCP will also be sent to the named setting to facilitate transition planning. 

What happens if parents/carers disagree with the setting named in the Final EHCP?

When parents/carers receive the Final EHCP, they will be provided with details on steps to take if they disagree with either the content of the EHCP or the setting named in Section I of the EHC Plan. For further guidance, they can contact SENDIASS at SENDIASS Oxfordshire  

What happens if a child or young person is having an EHC assessment undertaken during or after official Admissions offer dates?

Until the Local Authority agrees to issue an EHCP, parents/carers should proceed with the normal admissions process. If an EHCP is agreed, a formal consultation will be sent to the child or young person’s nearest school or college alongside parental preference.