Before the meeting
Personal Education Plans (PEP) are completed on Welfare Call. The social worker, designated teacher and education support officer has access to the system and their allocated children.
Before the meeting, the social worker should complete their section of the plan. The designated teacher will then partially complete the PEP in readiness for the upcoming meeting, making sure that attainment data and teacher feedback has been added.
The young person should have the opportunity and support to complete their section of the PEP. The young person’s views, and the process of their involvement, is central to the effectiveness of the PEP.
The Virtual School makes sure that this process has happened.
The meeting
Length
As long as the initial paperwork and discussions are complete, the formal meeting should be quite short (around 40 minutes). PEPs are likely to take around an hour to make sure a thorough review takes place.
If the child or young person has an EHCP, the aim would be for the Annual Review to be held in conjunction with a PEP meeting. The meeting may be longer but it will make sure that the Virtual School is aware of the level of need and any changes in need.
Attendance
The PEP should be completed in partnership with:
- the young person
- the designated teacher
- carers
- the social worker
- the virtual school
- any other relevant parties, such as an educational psychologist
The social worker is the best placed professional to determine who should attend the meeting. It may not always be appropriate or necessary to invite all parties to the formal meeting. However, their views should be sought where appropriate.
The views of all attendees should be included in the final document. This makes sure that relevant discussions are had that cover all aspects of the young person’s education by a professional that understands the provisions within the National Curriculum.
The young person’s views must be obtained either at the meeting itself or through discussions outside the meeting. The school is usually best placed to complete this section with the young person.
Preparation checklist
You should check that:
- everyone has confirmed attendance
- the pupil voice has been collected and the Designated Teacher and pupil have had discussion about the meeting (for example, who will be there and possible outcomes)
- attendance, progress and attainment data is to hand and has been given to the Virtual School
- other key documents (such as recent reports, inclusion support plans, SEN documentation, provision mapping and individual tracking documents) are available as needed
- any SEN and other relevant documentation has been attached to the PEP
Suggested agenda
The designated teacher or Virtual School will chair the meeting but all parties should take notes and make sure the detail is included in the final PEP document.
Welcome and introductions
Complete the relevant PEP tab including contact details as necessary.
Educational achievements and aspirations
- What is going well?
- What are the challenges?
- What are the needs and aspirations of the pupil and carers or parents?
- Where is support offered or needed?
- Next steps – actions and SMART targets
It is important to gather views from the child or young person, carer(s), parents (if in attendance), social worker and school.
Outcomes and actions
Agree outcomes based on the conversation.
Outcomes should be specific to the pupil. They should support high aspirations and set high expectations and build on what is working well and address what is not working well.
Make outcomes SMART with a clear purpose. Identify actions that will support the achievement of the outcomes, such as interventions or provision.
Next meeting
Set the date and time for the next meeting.
Think about the best time for the meeting. Don’t take pupils out of lessons unless it is necessary. Talk to them about how best to secure their input.
Attendance at the meeting is a decision that should be made by those people who best know them and their wishes.