Skip to content

The East Sussex Local Offer uses some essential and optional cookies. We’d like to set some optional cookies to help us understand how people use the site and to make improvements. To find out more, read about our cookies.

This website is only one part of the Local Offer; we also have a directory which you can visit at 1space.eastsussex.gov.uk/localoffer

EHCP: Phase Transfer

A teacher lecturing a class of children / young people.

Phase Transfer Process

Local Authorities 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 the Local Authority to review and update your child’s EHCP. It also allows them to identify the most appropriate school or college for them 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 school or college preferences very carefully.

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

Mainstream and special schools hold open days or evenings every September. Families can also contact the schools to arrange a separate visit. You can also arrange to meet the school Headteacher/SENCo.

SENCo stands for Special Educational Needs Co-ordinator. Every school has one.

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.

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

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

When your child is in Nursery 1, Year 1, Year 5

The phase transfer process will begin the year before 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 5.

In March of that year, we will write to you to notify you that the Phase Transfer process is starting.

We will ask schools to hold Phase Transfer reviews in June or July of that year. This is similar to a standard annual review but also has a focus on transition.

Schools will send the review paperwork to us before the end of the academic year.

If your child is receiving education at home, the meeting can take place in the home or at an alternative venue. Your Assessment and Planning Officer (APO) will coordinate and conduct the review.

When your child is in Nursery 2, Year 2, Year 6

During the Autumn term of your child’s final year, 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.

During the Autumn term, we will consult with your schools. This includes your preferred schools and any other schools that we consider appropriate.

Following the consultation responses, the Local Authority will decide which school to name. They base this decision on the schools':

We will finalise all phase transfer EHCP, including naming a placement, by 15 February. 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

When the young person is in Year 10 or Year 13

The process will begin the year before 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 10.

In May of that year, 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.

When the young person is in Year 11 or Year 14

We will ask schools and colleges to hold Phase Transfer reviews before the October half-term of your child's final year. This is similar to a standard annual review. However, this has a specific focus on transition and preparation for adulthood.

Schools and colleges will send the review paperwork to us in November.

If your child is receiving education at home, the meeting can take place in the home or at an alternative venue. Your APO will coordinate and conduct the review.

We will use the review to decide whether the EHCP needs to be maintained. 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 stop the plan from the end of the academic year.   

The young person and their family can disagree with this decision. Any responses are fully considered.

If the EHCP is maintained, we will send out a Proposed Amended EHCP and college preference form. We will send this by 25 December. You and your child should use this preference form rather than applying for college places directly. In most cases, young people will attend their local mainstream education, training or apprenticeship provider. They can often meet their needs can in accordance with their EHCP.

Once the placement has been named, the college or further education provider may need an application form. This may be for a specific course.

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.

During the Spring term, we will consult with your preferred education, training or apprenticeship providers. We will also consult with any other providers that we consider appropriate.

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

We will finalise all phase transfer EHCPs, including naming a placement, by 31 March.

Travel Assistance

Your child or young person 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 applications until the EHCP has named a placement.

Parents or the young person must 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 office by:

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

Get in touch