Section 05 · EHCP Tracking
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.
After reading this article you can
- Create an EHCP case for a child
- Understand the case status workflow
- Record next actions and due dates
- Know the difference between family and advocate case views
EHCP cases in SEN Evidence Vault give you a structured way to track where you are in the EHCP process, from initial assessment request through to a resolved or closed case.
Who can create a case
Families: if you are managing your own child's EHCP without an advocate, you can create and manage cases directly from your dashboard.
Advocates: if you are supporting a family, you create the case on their behalf once they have granted you access. The case is visible to both you and the family.
Case statuses
EHCP cases move through a defined set of statuses:
| Status | What it means | |---|---| | Assessment requested | You have submitted a formal request for an EHCP assessment to the local authority | | In assessment | The LA is carrying out the assessment (12-week statutory period) | | Draft EHCP issued | You have received a draft EHCP and are in the consultation period | | Final EHCP issued | The final EHCP has been issued | | Appeal lodged | You have submitted an appeal to the SEND Tribunal | | Tribunal scheduled | A tribunal hearing date has been set | | Resolved | The case has reached a satisfactory conclusion | | Closed | The case is closed without resolution (e.g. child left the authority area) |
You can move a case forward or backward through these statuses as the situation develops.
Creating a case
Go to EHCP from the navigation
Select EHCP from the main navigation or from your child's profile page.
Create a new case
Select New case. You will be prompted to choose the child the case relates to and set the initial status.
Add a case summary
Write a brief description of the situation, what the case is about and what you are trying to achieve. This is for your own reference and is visible to any advocate you give access to.
Set a next action
Add the immediate next thing you need to do, with a due date. Examples: "Submit assessment request letter by 15 May" or "Respond to draft EHCP consultation by 3 June".
Case notes
Case notes are a running log of everything significant that happens. They are dated automatically and can include:
- Conversations with the LA or school
- Decisions made at meetings
- Documents received
- Changes to your strategy
If you are working with an advocate, both you and the advocate can add notes to the case.
Tip
Add a case note every time something significant happens, even a brief phone call. When you later need to reconstruct a timeline of events, these notes will be invaluable.
Next actions and due dates
Every case should always have a clear next action with a due date. When you complete an action, mark it done and set the next one. This keeps the case moving and makes it easy to see what requires your attention when you log in.
What to do next
- 1
Read the guide on EHCP flags
Flags from your uploaded documents feed directly into case tracking. Understanding them will make your case notes more useful.
- 2
If you have a draft EHCP, explore the EHCP section editor
The section editor lets you annotate and compare your evidence against the draft text.
Next in this section
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.
Related articles
The EHCP section editor
How to annotate individual sections of your child's EHCP, attach evidence, record concerns, and track changes between versions.
Case notes
How to keep a running case note log for your EHCP, capturing your thinking, correspondence, decisions, and next steps in one structured place.
Open the app
Try this in SENVault
Track your EHCP case from assessment to tribunal and manage flags and notes.
Open SENVault