Personal Education Plan (PEP) Process

A Personal Education Plan should be completed within a minimum of every 6 months however; this can vary from child to child and should be confirmed by the allocated Social Worker.

Step One
Following the PEP meeting the PEP and any supporting documents is sent from the Virtual School (VS) to the Social Worker (SW) to enable the Social Worker to check or complete the ‘Record of name and contact details for the child’ on pages 3 and 4 of the PEP, and complete the social worker update field. / Virtual School / Social Worker
Step Two
PEP approval to be emailed to Virtual School, attaching the PEP if any alterations have been made.
VSfiles PEP on the VS system. / Social Worker / Virtual School
Step Three
Once the PEP has been approved by the social worker, it is sent by email to the CIC-Admin Team shared mailbox () or in the case of Disabled Children’s service the PEP is emailed to Tom E Saville ( ). / Social Worker
Step Four
PEP to be uploaded onto FRAMEWORKi into the ‘PEP Episode’ and all internal attendees who have access to FRAMEWORKi are case alerted.
(Please note this step will change slightly following an update to FWi – The date for the PEP will need to be uploaded to the episode outcome on FWI as well as the date for the next PEP) / CIC-Admin
Step Five
Pep to be sent to external attendees via post.
Please note that the VS will send the approved PEP via AVCO to all maintained and academy schools in Leicestershire. Otherwise, CIC-ADMIN will send the PEP to all out of county schools and independent schools. / CIC-Admin
All of the above tasks are to be completed within 10 working days upon receipt of the typed documents from the Virtual School.
Step Six
CIC Admin Team to set a weekly task to look back at the last PEP meeting dates adding these to the ‘PEP awaiting SW approval’ tab to monitor any outstanding PEP’s that have not yet been returned to ensure that the 10 working days turnaround timeframe is met.
CIC-ADMIN Team to send the weekly report to the VS:
Where the 10-days are approaching and a PEP document has not been received a follow-up email is sent to the Social Worker / phone call made prompting return of the PEP ASAP. / CIC-Admin
Step Seven
Once the PEP has been received, the relevant cells recorded on the ‘PEP awaiting SW approval’ tab can be removed and steps 4 & 5 to be completed. / CIC- Admin