EHCP Casework Team

The EHCP Casework Team is responsible for statutory duties in relation to SEN.

Contents

The Education Health Care Plan (EHCP) Casework Team is responsible for statutory duties in relation to SEND as detailed in the Children and Families Act 2014 and the SEND Code of Practice 2015.

The team is made up of the following:

  • Assessment team
  • Early Years and Primary team
  • Secondary and Post-16 team
  • Tribunals, Resolutions and Compliance team

The roles of the teams

Assessment Officers will process requests for a statutory Education, Health and Care Needs Assessment (EHCNA) for children and young people aged 0-25, in consultation with other relevant agencies, ensuring that assessments are carried out and decisions are communicated to families promptly.

An EHCP Casework Officer within the Early Years, Primary, Secondary, or Post-16 teams will manage the process once an EHC Plan has been issued.

Their role is to:

  • monitor and process Annual Reviews for Children and Young People with EHCPs
  • work with partners in Education, Health, and Social Care to ensure the best outcomes for all Children and Young People.
  • monitor outcomes for Children and Young People with EHCPs, ensuring that their needs are appropriately identified and that the Special Educational provision required is delivered.
  • resolve disagreement, either by collaborating directly with parents or by working with SENDIASS or an independent Mediation Service
  • ensure value for money.

The Role of Tribunal, Resolutions and Compliance team is to:

  • be the main point of contact for parents, carers or young people who appeal with SEND Tribunal
  • prepare cases for the tribunal, liaising with Legal Services, SEND services and multi-agency practitioners.
  • engage with families to work to resolve areas of dispute around appeals.
  • provide advice on and attend resolution meetings with parents and other practitioners.

Learn more about Special Educational Needs in Oxfordshire through the SEND Framework, including:

Our commitment to you

  • honesty: Be factual, informative and provide helpful guidance
  • clarity: Ensure young people and parent carers are kept updated and ensure decisions are communicated in a supportive manner
  • openness: Share all relevant information, set clear expectations, and explain decisions and reasons for these.
  • understanding: Listen and ensure everyone feels heard and valued.
  • foster good relationships: By being polite and considerate.
  • language: Avoid jargon and keep communication accessible for all
  • informed: Inform young people and parent carers alongside schools and settings decisions or changes that may affect them.
  • feedback: To help improve practices and processes.

How we accomplish this

  • communicate respectfully: Interactions foster a positive relationship.
  • follow the escalation route: This helps us to deal with concerns quickly and effectively and understand the concerns you are encountering

What communication can you expect?

Emails

All incoming email enquiries to individual staff members will be responded to within 5 working days.

Use the format firstname.lastname@oxfordshire.gov.uk for all officers

In the case of staff absence, all incoming email enquiries to individual staff members will receive an automatic out-of-office reply, redirecting you to an alternative contact.

Emails sent by officers within the team are often sent via a service called Egress to protect the content. Should you need the email and attachments in the long term, please save them so they are easily accessible to you.

Phone calls

A member of the SEND Admin team will answer calls immediately during working hours, or if a voicemail is left, a call back will be made on the day (or the next day if after 3pm). They will direct enquiries to the named Officer within the team or signpost to appropriate agencies.

A parent/carer/setting/colleague can expect a full and accurate response to a typical request from named officer or their senior within 5 working days. Ideally, this will be via phone call and followed up with an email.

What happens if my officer leaves or changes?

If your named officer leaves the role a new officer will be allocated. An automated response will direct you to an appropriate officer. If you are unsure of who your school’s Officer may be then you can contact the business support team at 01865 815275 who will be able to let you know.

Decision making panels

See the local offer page on Panels and processes, this also provides information of how parents/carers will be communicated with following panel decisions.

Escalation

All team members are expected to meet our requirements for communication with parents/families and settings, with responses expected within five working days. The escalation process is outlined below if a response is not received within these timescales:

  • Assigned EHCP Caseworker Officer or Assessment Officer: Your primary point of contact.
  • Business Support Team: Call 01865 815275 if no response.
  • Senior Casework Officer: Escalate if concerns persist.
  • Lead Casework Officer: Final escalation step.