PEP meeting guidance

Action to be taken before a PEP meeting

1. Key information should be completed on the ePEP as soon as the designated teacher (DT) has received a ‘notification of a child or young person coming into care' form.
2. Social worker (SW) to ensure a PEP takes place every term (3 PEPs a year)
3. SW to ensure all professionals, carers and parents are invited to the meeting and liaise with DT for an appropriate venue, unless via an online platform such as Teams. SW to collect carers’ and parents’ views if they are unable to attend the meeting.
4. SW to ensure the ePEP is pre-populated with the following:
   • Details of the meeting – when and where, next CLA review, next SEND review
   • Pupil details (it is essential that all these sections are completed)
   • Care information
   • Key information and contacts
   • Contact information
   • Health concerns
5. DT to complete the following sections prior to the meeting:
   • Current educational setting
   • Previous school history
   • Additional information
   • Current support from other agencies
   • Online safety
   • Attendance
   • Exclusion
   • SEN
   • Educational attainment

   NB: Some of the information in points 3 and 4 will be rolled forward by Welfare Call and will not need entering prior to every PEP meeting. It is essential though that the information entered is reviewed and updated prior to the next PEP meeting.

6. DT needs to gather pupil views prior to the meeting and review previous PEP targets and draft new targets. Targets 1 and 2 should be academic. Target 3 should be based on the social emotional and mental health needs or wider social skills of the child – it is vital that the targets are child centred and if and where possible that they reflect the child’s views. This can be agreed at the PEP meeting.
7. The academic targets must be SMART and take into account homework, career aspirations and any potential issues surrounding transition. In preparation for writing these targets a work scrutiny, round robin and overview of the child’s progress should be carried out.
8. All targets must have key strategies and demonstrate positive/effective use of Pupil Premium Grant on academic progress and any intervention that has been provided by the Virtual school.
9. Only a designated teacher can set the targets. If a member of the pastoral support team sets targets then they must be verified by the DT.

ePEP agenda

SW to ensure all relevant and appropriate professionals, foster carers and parents are present at the meeting. This is a guide for participants, but the meeting is a dynamic discussion, and everyone should be encouraged to contribute to the conversation. It may appropriate for particular issues or concerns outside the specific areas on the PEP, to be discussed.

1. Introductions – Chair (SW or DT)
2. Those present/Apologies – (SW)
3. Foster Carer/Carer/Parents views (collected by SW)
4. Pupil views (to be collected by SW/DT prior to the meeting and shared by the pupil if attending the meeting)
5. Educational progress – (to be completed by DT prior to meeting and discussed at the meeting):
   • Attendance
   • Any exclusions
   • Any special needs
   • Current levels
   • Target levels
6. Aspirations and interests, including what is going well/achievements
7. Targets and Interventions (SW/DT/Carer):
   • Outstanding actions from the previous PEP meeting
   • Mentoring being accessed
   • Review of previous targets
   • Setting of new SMART targets
   • Use of pupil premium
   • Additional information
   • School transfer/IAG
8. Date of next PEP meeting – time, venue, person responsible (SW)
9. Any other business (SW/DT/Carer)

EPEP to be completed, finalised and signed by DT/SW within 7 working days from the date of the PEP meeting.

Virtual school to sign off within 7 working days of submission.

After the meeting

1. The SW and DT are responsible for completing their relevant sections of the ePEP and both need to sign this off within 5 working days of the meeting:
   • It is the responsibility of the social worker to ensure all parts of the PEP are completed
   • The SW areas are highlighted in blue
   • Designated teacher areas are highlighted in red
   • Both DT and social worker need to check and make sure that the purple sections are completed
2. SW and DT must electronically sign and date the ePEP and check the time and date of the next PEP is entered. The DT/SW should record that the student is aware of what is recorded in the PEP.
3. The social worker should ensure that anyone who does not have access to the online PEP receives a hard copy if required
4. Once the SW has completed their pages, they can click the button on the front page as can the DT when they have added all their sections
5. The ePEP will then be audited by the Virtual School (VS). If all sections are completed the ePEP will be signed off green.
6. The VS may identify that a couple of sections are missing or need amending the ePEP will then be turned red or amber
7. The VS will list the additional information amendments required with the initials of who needs to complete it (SW/DT)
8. The SW/DT needs to complete the missing information within 7 working days
9. Once all sections are complete SW/DT needs to record the ePEP is completed by putting a note on the message section of the ePEP
10. The VS will check the ePEP and sign it off