Section 05 · EHCP Tracking
EHCP case statuses explained
What each EHCP case status means in SEN Evidence Vault, how to update your case status, and why tracking status matters.
After reading this article you can
- Understand each case status and when to use it
- Update the status of your EHCP tracking case
- Use status history to demonstrate case progression
Every EHCP tracking case has a status that reflects where you currently are in the EHCP process. Keeping this up to date gives you a clear overview of your case and creates a status history you can reference later.
Case status options
Pre-assessment: you have not yet made a formal request for an EHC needs assessment, or you are preparing to do so. You may be gathering evidence or seeking advice.
Assessment requested: you or the school have made a formal request for an EHC needs assessment. The 6-week LA decision clock is running.
Assessment underway: the LA has agreed to assess and is gathering advice from professionals. The 20-week clock is running from the original request date.
Draft EHCP received: the LA has issued a draft EHCP. You are in the 15-day window to request changes. This is a critical period.
Final EHCP issued: the LA has issued the final EHCP. If you intend to appeal, the 2-month window to register with SENDIST starts now.
Annual review pending: an annual review is due within the next 3 months.
Annual review completed: the review meeting has taken place and you are awaiting the LA's decision (which they must issue within 4 weeks).
Amendment requested: you have requested amendments to the EHCP following the review. The LA has 8 weeks to respond.
Under appeal: you have registered an appeal at the First-tier Tribunal (SENDIST). This status persists until the appeal is resolved, withdrawn, or mediated.
Resolved: the case has reached a satisfactory outcome. You may still update this status if circumstances change (e.g. provision changes trigger a new review cycle).
Ceased: the EHCP has been ceased by the LA. If this was done unlawfully, seek urgent advice.
Updating the case status
From your EHCP tracking case, the current status is shown at the top. Select Update status to change it. You will be prompted to:
- Select the new status
- Enter the date the status changed
- Add an optional note (e.g. "Draft EHCP received by email, 15-day response window starts today")
Every status change is recorded in the case history with a timestamp.
Why status history matters
A complete status history creates a time-stamped record of where your case has been. If the LA later disputes the timeline of events, or if you need to demonstrate at tribunal that statutory timescales were missed, the status history is corroborating evidence.
Tip
Update the status as soon as something changes. A status change logged on the day it happened is significantly more credible than one logged retrospectively. If you are unsure which status applies, add a case note instead, you can always update the status once you have confirmed the position.
What to do next
- 1
Set the current status of your EHCP case
Open your EHCP tracking case and confirm the status accurately reflects where you are right now.
- 2
Move on to the DLA Helper section
The DLA Helper section explains how SEN Evidence Vault supports you in completing a Disability Living Allowance application for your child.
Next in this section
What is the DLA Helper
How SEN Evidence Vault's DLA Helper guides you through completing a Disability Living Allowance application for your child, using evidence from your Vault.
Related articles
EHCP case tracking
How to create and manage an EHCP case in SEN Evidence Vault, track its status from assessment request to resolution, and record next actions.
Understanding EHCP flags
How SEN Evidence Vault identifies potential issues in your child's EHCP, vague language, missing provisions, and sections that may not meet the legal standard.
The EHCP section editor
How to annotate individual sections of your child's EHCP, attach evidence, record concerns, and track changes between versions.
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Try this in SENVault
Track your EHCP case from assessment to tribunal and manage flags and notes.
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