4.4.2 PEP Protocol

"Children in public care are our children. We hold their future in our hands and education is the key to that future."

RELEVANT CHAPTERS

What is a Personal Education Plan (PEP)
The PEP Process
PEP's are Intended...
The Role and Responsibilities of the Social Worker
At Subsequent Statutory Meetings
The Role and Responsibilities of the Designated Teacher

Appendix 1: Initial PEP Meeting Flowchart

Appendix 2: Initial PEP Meeting Request Form

Appendix 3: PEP Reviews at Statutory Review Meetings

1. What is a Personal Education Plan (PEP)

It is a multi-agency planning mechanism focused on identifying a Looked After child's educational needs, and the action to be taken to address these needs.

All children and young people who are Looked After have a Personal Education Plan, whatever their educational circumstance.

2. The PEP Process

A PEP meeting must be initiated by the Looked After child's social worker. The PEP should be agreed as soon as possible and at least within 20 school days of the child becoming looked after.
Every school will nominate a designated teacher to ensure that the PEP is implemented.
The PEP must be reviewed at least every 6 months. Where appropriate, the PEP should take account of any Individual Education Plan (IEP), Pastoral Support Plan (PSP), career plan or any other relevant plans that are in place.
The young person needs to be fully included in the process and full consideration should be given to his/her needs, abilities, wishes, feelings and to what is best for him/her

3. PEP's are Intended...

To identify the educational needs of Looked After children
To ensure access to services and support.
To contribute to educational stability.
To minimise educational disruption.
To highlight any special needs.
To set clear goals/targets/reviews
To provide a record of progress and achievement.
To be a dynamic process, integral to the Care Plan.
To raise expectations.
To celebrate success and achievement

4. The Role and Responsibilities of the Social Worker

The social worker must consult with the child's current school before a child becomes looked after, and within 24 hours of a child being accommodated.
If it is necessary to seek an out-of-borough placement for the child, the social worker must make sure that the child's educational needs can be met in this placement. A school place must be secured before a child is moved to a new placement.
The social worker must ensure that the school and the Looked After Children (LAC) Advisory Teacher are formally notified as soon as a child becomes looked after. The LAC Advisory Teacher must be notified if a child needs to change school.
The social worker must ensure that appropriate educational provision is made within 20 school days for Looked After children who are excluded from school or otherwise without a school place. If there are difficulties with this, the social worker must contact the LAC Advisory Teacher.
The social worker must ensure that the designated teacher in the school is advised of any confidential or specific material concerning the child's circumstances as soon as possible.

The Initial PEP meeting

The initial PEP meeting will be held separately to the Statutory Review meeting, preferably at the school.

The social worker must contact the LAC Education administration officer as soon as a child comes into care.
The social worker must contact the LAC Education administration officer with a selection of dates for the initial PEP meeting, as well as a list of the people who should be invited to the initial PEP meeting, using an Initial PEP Meeting Request Form. See Appendix 3: PEP Reviews at Statutory Review Meetings
The LAC Education administration officer will organise the initial PEP meeting with the designated teacher at the school.
The LAC Education administration officer will confirm the date and time of the meeting with the social worker.
The LAC Education administration officer will send out the invitations. The meeting has to be held as soon as possible, and at least within 20 school days, of the child becoming Looked After or of joining a new school.
The following people should be invited:
- the child (according to age and understanding),
- the parent (if appropriate),
- the primary carer, (e.g. foster carer, residential social worker)
- any other appropriate person (e.g. mentor, educational psychologist, special educational needs coordinator (SENCO) careers adviser, health support staff (for children with disabilities if appropriate)
The social worker must ensure that the designated teacher is included on the invitation list to the first, and subsequent, reviews.
The LAC Education administration officer will send a blank copy of a PEP to the designated teacher for him/her to complete some of the details prior to the meeting.
The meeting will usually be at the school, but a child's individual needs will be taken into account when arranging the venue.
If the child is taken into care during the school holidays, it is acceptable for the initial PEP meeting to take place at the beginning of the next term, so that the designated teacher can be included. This action would need to be minuted at the 28 day Statutory Review meeting.
The meeting itself should be led by the social worker so the social worker must attend.

See Appendix 1: Initial PEP Meeting Flowchart

The PEP meeting

The PEP meeting will:
- accurately record all personnel included in the PEP
- set short and long-term targets
- record the young person's achievements
- record the young person's view
- record any factors affecting educational progress
- identify particular needs early and ensure that these are dealt with within relevant time scales.
The PEP form will be completed by the social worker and sent to the LAC Advisory Teacher within 3 school days.
The PEP will be typed. The LAC Education administration officer will circulate copies to the school, the child (if age appropriate), the social worker, the primary carer and any other appropriate person. A copy will be retained. Copies will be sent out before the first review is held. The first Statutory Review must be held within 28 days of the child first entering the Looked After system.

5. At Subsequent Statutory Meetings

The PEP must be reviewed at every Care Plan review meeting.
The school will be sent a PEP monitoring form by the LAC team, well in advance of the review meeting.
The school will complete the form and return it to the LAC Education Administration officer, in advance of the review meeting.
The LAC Administration officer will copy the form and forward it to the young person's social worker immediately.
The social worker will send a copy of it to the Independent Reviewing Officer in advance of the meeting, if time allows. If the PEP is not available for the first Statutory Review meeting, the social worker will be expected to summarise verbally the decisions that were recorded on the PEP at the initial PEP meeting.
The PEP will be discussed at the Statutory Review meeting.
At the end of the meeting, the Independent Reviewing Officer will send the signed completed monitoring form, and new front page of the PEP, to the LAC Education administration officer.
The LAC Education administration officer will type and circulate the PEP review information to:
- the school
- the child (if the child is 10 years or older)
- the social worker
- the primary carer
- the SEN officer (if the child has a Statement of Special Educational Needs)
- any other appropriate person
The social worker must act upon any particular recommendations arising from the PEP meeting for which Social Services are responsible.
The social worker will ensure that the designated teacher is advised of any significant changes in the child's life that could affect the effectiveness of the PEP.
The social worker will advise Principal Service Managers within the Children and Young People Division of any resource deficits that could affect the effectiveness of the PEP. Appropriate joint funding may need to be identified.
If the child changes schools/educational provision, it is the duty of the social worker to forward the PEP to the relevant professionals, ensuring a speedy transfer of information between individuals.

PLEASE NOTE

The social worker must inform the designated teacher and the LAC Advisory Teacher when the child leaves the Looked After system.

6. The Role and Responsibilities of the Designated Teacher

The designated teacher should:

develop clear communication channels with the LAC Advisory Teacher and social workers, and act as the general contact person within the school
ensure that an initial Personal Education Plan is completed, as soon as possible (at least within 20 days of entering care or joining a new school). This should be prepared with the social worker, the child and the carer, and other relevant support workers/agencies, and should be linked to the Statutory Review meetings. Where appropriate, the PEP should take account of any Individual Educational Plan (IEP), Pastoral Support Plan (PSP), Individual Behaviour Plan (IBP), career plan or any other relevant plans. The PEP should inform, and be reviewed concurrently, with the Care Plan, i.e. within 28 days, 3 months and 6 months and, at least, every 6 months
attend the initial PEP meeting in the school
be an advocate for Looked After children
ensure a smooth and welcome induction for the child and carer, when new to the school, and note any specific requirements
complete monitoring forms when requested, particularly in time to inform review meetings
ensure that each Looked After child has an identified member of staff that they can talk to. This should be based on the child's wishes and may not necessarily be the designated teacher.
coordinate support for the child in the school and liaise with other professionals and carers as necessary
ensure staff receive relevant information and training, and act as an advisor to staff and governors
ensure confidentiality for individual children and only share personal information on a "need to know "basis
attend review meetings for the Looked After children in the school
ensure that the child and carer(s) receive early notification of meetings, parents' evenings and other events, and that communication remains regular and positive
encourage Looked After children to participate in extra-curricular activities and out of hours learning, where feasible
forward the PEP to the relevant professionals when a Looked After child transfers to another school, ensuring speedy transfer of information between individuals and other relevant agencies
seek urgent meetings with relevant parties, for example, the LAC Advisory Teacher, where the child is experiencing difficulties and/or is in danger of being excluded.

The Looked After Children Education team

Aims and Objectives of the team

The aims of the team are

to improve the quality and impact of Personal Education Plans (PEPS) to positively develop attainment
to monitor and review the quality of provision in schools and institutions outside Bromley where some LAC are placed
to ensure that individual LAC have equal access to educational opportunities and support by building professional relationships with designated teachers
to develop clear lines of communication between schools and the Children and Young People Division to ensure prompt action for LAC experiencing difficulties, and where pupils are unable to gain access to mainstream educational provision
to provide training and guidance to designated teachers, and others involved in corporate parenting, and to be a reference source in relation to national and local practice
to work intensively with LAC experiencing complex or acute educational difficulties if appropriate

The LAC team are based in Joseph Lancaster Hall at the Civic Centre, Bromley.

Mrs Christine Hatton, Looked After Children Advisory Teacher, can be contacted on 020 8313 4177 or by email christine.hatton@bromley.gov.uk

Appendix 1: Initial PEP Meeting

Click here to view Initial PEP Meeting Flowchart

Appendix 2: Initial PEP Meeting Request Form

Click here to view Initial PEP Meeting Request Form

Appendix 3: PEP Reviews at Statutory Review Meetings

Click here to view PEP Reviews at Statutory Review Meetings Flowchart

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