The following guidance will help you understand the ‘phase transfer process’ that happens when your child is preparing to move to secondary school.
Every child with an EHCP must have a ‘phase transfer’ review to prepare for their move.
The expected timeline
The review meeting
Schools have been asked to hold their year 5 annual reviews (also called a ‘phase transfer review’) in the summer term. This meeting helps us understand:
- your child’s current needs
- if the plan still reflects your child’s needs
- what type of secondary setting might be appropriate
You should receive at least two weeks’ notice of this meeting.
The meeting should include:
- a representative from your child’s local secondary school (where possible)
- discussion on any provision changes needed for secondary
- agreement of outcomes for the end of key stage 3
- clear indication of which school you feel would suit your child (your ‘parental preference’) for secondary placement
Updating the EHCP
Once we receive the review report and associated evidence from professionals who know your child, we will:
- update the plan to be ready for your child’s secondary phase of education
- refresh needs, outcomes and provision to ensure the plan is future-focused and appropriate for the next stage
We will also finalise the plan with your child’s current school, with an end date for their current setting (end of year 6) and will continue working on naming a secondary setting for your child.
If your child is already in a specialist setting, it is likely they will continue to access their specialist provision.
A phase transfer review should still be held to determine whether any changes to your child’s outcomes, needs or provision need to be documented and that their placement remains suitable.
Consulting with schools
- Consultations with mainstream schools – we will consult with designated mainstream secondary(ies) for all children and young people in a primary school setting.
- Consultations with school of parental preference – we will consult with all schools of parental preference providing it is a maintained or independent Section 41 special school.
Naming a school for year 7
Where a mainstream school can be named, we will:
- aim to finalise the placement ahead of national deadlines
- update Section I to show current school end date and secondary school start date
If specialist provision is requested as parental preference (Local Authority special school or a school with Section 41 approval), or appears necessary, a specialist triage team of multi-agency professionals will consider all evidence.
If specialist provision is agreed, we will consult with appropriate special schools (Local Authority special school or a school with Section 41 approval) – they may arrange a visit or observation. This does not guarantee a place.
If specialist isn’t agreed, we will:
- consider the support that might be needed within your child’s local mainstream school to ensure that their needs can be met
- explain this clearly to you as decisions are made and make sure you understand what will happen next
When you will hear from us
You can expect:
- us to make contact once we receive the review paperwork to confirm your parental preference has been recorded
- an updated EHCP within statutory timescales
- regular updates if specialist assessment or panel involvement is required
- a confirmed placement by 15 February, but earlier wherever possible
How to prepare for the phase transfer review
You should:
- gather recent professional reports or advice from health practitioners, if applicable
- visit your child’s designated secondary school and other settings you may be considering so you have an informed parental preference
How to get in touch with us
We want this process to be clear, reassuring and transparent.
During the phase transfer process your child’s EHCP partner is your main point of contact. If you have concerns, please speak to us.
- Email ehcp@devon.gov.uk
- Phone 01392 380434
Please quote your child’s EHC Hub reference number in the email subject or when calling.
A leaflet version of this guidance is available to download and print: Your child’s move to secondary school – a simple guide to the phase transfer process.