Managing EHCP cases

The EHCP tracking tools in SEN Evidence Vault are designed to support collaborative case management between families and advocates. As an advocate with Vault access, you can see everything the family has recorded, their concerns, their annotations, and SENVault-identified flags.

Working with EHCP flags

From a family's EHCP tracking case, open the Flags tab. The extracted flags show potential issues in the EHCP, vague language, unquantified provision, Section B/F disconnects.

As you review the flags:

• Note which flags you agree with and consider significant
• Note any flags you believe are not relevant in this family's context
• Use the Ticket tab in the case workspace to discuss flags with the family: "I've looked at the flags on your EHCP. The Section F flags about unquantified SALT provision look significant to me, the current wording doesn't specify frequency or who delivers it. I'd like to discuss this before the annual review."

You cannot confirm or dismiss flags in the family's account, these actions are for the family to take. Your role is to interpret and advise through the message thread.

Reading section annotations

If the family has added annotations to EHCP sections, these give you a direct view into their concerns, the specific wording they are questioning, the evidence they have linked to specific sections.

Build on these in your advice. If a family has annotated Section F with "this doesn't match the OT report", you can review the linked OT report, verify the concern, and advise on what to do about it.

Reviewing the case timeline and actions

From the EHCP case, review:

• Status history: where the case has been and when key changes happened
• Next actions: what is due and by whom
• Overdue actions: any actions past their due date (which may evidence LA delays)

If you identify overdue statutory timescales, flag this to the family immediately. Missed statutory deadlines are actionable.

The Ticket tab

Each EHCP case has a Ticket tab in the case workspace. This shows the linked support ticket, the conversation thread with the family, the checklist, and current ticket status, all without leaving the case view.

When you close an EHCP case, the linked ticket is automatically resolved. The family receives a notification that their support request has been marked as complete.

Case notes

You can see the family's case notes but cannot add to them. If you have case notes of your own relating to this family, use the private notes field on the linked ticket. These are visible only to you and do not appear in the family's account.