What happens during an EHC needs assessment?

An Education Health and Care (EHC) needs assessment should take up to 20 weeks. It is coordinated by SEN caseworkers at Newcastle City Council. During this time we will:

  • ask for information and advice from yourself and professionals
  • put the information into a summary of needs document
A group of children standing on space themed blankets in a large bright tent.

Please know that some EHC assessments take longer than 20 weeks because of complexity and delays. If there are likely to be delays, your SEN caseworker will let you know. 

What happens during an EHC needs assessment? 

Request Phase (Weeks 0-6)

  • Parents, young people or a professional submits a request for an EHC needs assessment
  • Newcastle City Council confirm they have received the application
  • Newcastle City Council decides if an EHC needs assessment is or is not needed
  • Parents or young person are told the decision 

Assessment Phase (Weeks 7-16)

  • Parents are asked to share their views, hopes and aspirations
  • Young person is asked to share their views, hopes and aspirations
  • Professional information and advice is requested
  • Newcastle City Council considers the information and evidence gathered
  • Newcastle City Council decides whether an EHCP is required to meet the assessed needs
  • If an EHCP is not required, Newcastle City Council must tell the parents or young person this decision and their right to appeal by week 16
  • If the decision is to issue an EHCP, Newcastle City Council creates a draft and shares it with the parents or young person (which we aim to do by week 16)

EHC Plan Phase (Weeks 17-20)

  • Newcastle City Council shares draft EHCP with parents or young person
  • Parents or young person has 15 days to give feedback
  • Parents and young person can request a specific educational setting to be named in the final plan
  • Personal budget statement is offered
  • Newcastle City Council finalises EHCP
  • A copy is sent to parents, young person and any professionals involved

For more information, you can look at timeline for EHC needs assessment to an EHC plan by IPSEA, a independent charity working in SEND law. 

Who is involved during an EHC needs assessment? 

A caseworker at Newcastle City Council coordinates the EHC needs assessment and writes the EHCP. They will keep in touch with you and give you updates.

For an EHC assessment, we must ask for advice and information from: 

  • parents/carers (or young person)
  • the child or young person's school or setting
  • an educational psychologist
  • health professionals who work with your child
  • social care worker
  • qualified teacher (for those with a vision or hearing impairment)
  • any other relevant person you ask us to contact 

If you are a parent or carer, we encourage you to discuss the questions with your child where possible. 

You can let us know if there is already information from a professional. This can be used in the assessment if everyone agrees it is suitable and up-to-date.

What information do parents and carers need to give? 

You can learn more about information you can give in the parent carer EHC needs assessment request and contribution form.

What can SEND caseworkers help with?

Our SEND Caseworkers will be in touch with you throughout the process. They will:

  • give you updates
  • listen to what you have to say
  • answer any questions you may have. 

Our SEND caseworkers can:

  • Support your EHC needs assessment request
  • Gather and share professional reports with the Inclusion Panel
  • Be your main contact during assessment and review
  • Give advice on the assessment and review process
  • Consult with educational settings about placements
  • Review and process annual review documents
  • Arrange alternative provision and annual reviews for children not on a school roll
  • Attend complex EHCP reviews about placement breakdowns or major changes
  • Work with different teams to share necessary information.
  • Signpost families to helpful advice and information

Our SEND caseworkers do not:

  • Make decisions about assessments, EHCPs, or funding — these are made by a EHCP panel
  • Advise or recommend specific school placements — placement decisions are made by the EHCP panel
  • Handle school complaints — please refer to the school’s complaints policy on their website
  • Control response times of other professional services
  • Manage SEND transport such as taxis or travel budgets
  • Deal with appeals or tribunals
  • Respond to school crises or incidents — for safeguarding concerns, contact the nursery/school/college Safeguarding Lead

SEND Caseworkers can be contacted by emailing sencaseworkers@newcastle.gov.uk.

Please remember to be respectful when emailing or speaking with our SEND caseworkers. They are here to help you as much as they can. 

What happens when the EHC needs assessment is finished?

If the multi-agency panel do not feel that your child needs an EHCP, you will be sent information about how to appeal this decision. 

If it is approved by the multi-agency panel, you will receive a draft of the EHCP. You have 15 days to:

  • give comments
  • ask for a meeting
  • let us know your preference for the school or setting
  • accept or share your disagreement about the draft plan

If we do not hear from you, we may assume that you agree with the draft plan.

We will consult with appropriate school settings.

You will then be sent the final EHCP. This will be reviewed at least once every 12 months and updated when necessary.

Education, Health and Care Plans
Information from https://childrenandfamiliesnewcastle.org.uk/
Printed on October 5th 2026
Page last updated
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