Personal Education Plan (PEP)
All Halton PEPs are now completed on the Welfare Call system as an electronic PEP. All DTs should have a login to Welfare Call to access the ePEP for the children they are responsible for. We are only able to name one main DT per provision but the main DT can then delegate access to other staff in school to complete the document where appropriate.
If you need support with the PEP document or have had a change of DT please let us know by contacting the relevant PEP leads or emailing the team Virtual.School@halton.gov.uk
PEPs need to be completed on a termly basis for children aged 3 - 18.
Halton Virtual School have access to the Boxall Profile Online which can be used to identify any mental and behavioural needs for children aged 4-18 with suggestions for strategies and techniques to support target setting. The Boxall Profile can also be used as a measure of progress following any interventions put in place to support mental and behavioural needs. If DTs would like access to Boxall Profile Online for our CIC please contact the virtual school team. For more information, please visit the Boxall Profile Online page.
Initial PEPs
It is expected that when a child comes into care their social worker will liaise with their setting, parents/carers and the virtual school to arrange an initial PEP meeting. The initial PEP must take place within 10 school days of a child coming into care. Where a child is not in a setting then a member of the virtual school team will take lead in completing the PEP document. A guide to initial PEPs can be found below.
Pupil Premium Plus
Requests for pupil premium plus funding should be made within the child's PEP linked to SMART targets. The impact of the funding should be reviewed on a termly basis alongside review of the targets.
For support with Pupil Premium Plus including how to apply and interventions that have identified, please visit the Pupil Premium Plus page.
PEP Process Flow Chart
The following flow chart outlines the roles and responsibilities within our PEP process:
SOCIAL WORKER initiates PEP process by arranging a date/time/venue for the PEP meeting and ensure all relevant parties are invited (i.e. parent/carer, designated teacher, virtual school & college and any other relevant professional)
DESIGNATED TEACHER accesses the PEP document on Welfare Call to complete with most up-to-date information including the date of the PEP meeting. Support is available through the virtual school & college if needed.
NB: PEPs can be delegated to other staff members but the Designated Teacher must have final overview and sign-off of the document.
PEP meeting takes place with discussions around information on the PEP document.
PARENT/CARER and SOCIAL WORKER to contribute comments and updates that are relevant to the child's education for DESIGNATED TEACHER to record on the document.
Targets and PP+ to be agreed by all parties.
Next meeting date, time & venue must be arranged.
DESIGNATED TEACHER to make final review of the PEP document and attach relevant supporting documents before clicking complete on Welfare Call.
ALL PEPs NEED TO BE SIGNED OFF BY THE DESIGNATED TEACHER.
The PEP document should be received and quality assured within 10 working days of the meeting taking place.
VIRTUAL SCHOOL & COLLEGE will quality assure PEP document and review PP+ requests. Further information will be requested if there are any areas that need clarification. Each PEP will be given a coloured rating based on the quality assurance criteria.
If the PEP does not meet the quality assurance criteria, funding may not be authorised.
DESIGNATED TEACHER should ensure that interventions that have been agreed are put into place rather than waiting for funding to be sent to schools.
VIRTUAL SCHOOL & COLLEGE will upload a copy of the PEP document onto the child's Eclipse case notes under the date the meeting took place on and ensure that PP+ funding is processed to schools.
PEP Meeting Deadlines 2026-27
Autumn Term 2026 | Friday 13th November 2026 |
Spring Term 2027 | Friday 5th March 2027 |
Summer Term 2027 | Friday 18th June 2027 |
PEP documents should be submitted within 10 days of a meeting taking place.
PEP Quality Assurance Criteria
GOLD | GREEN | AMBER | RED |
Consistently ‘Green’ throughout all sections and provides a personalised view of the young person’s progress. | Non-negotiable elements of the PEP have been fully Completed. | Some element of the non-negotiable have been completed. | Most or all non-negotiable elements have not been completed. |
Complete picture of student’s academic and pastoral profile (including alternative provision, exclusions and attendance). | Some key elements missing of student’s academic and pastoral profile (including alternative provision, exclusions and attendance). | Most or all key elements missing of student’s academic and pastoral profile (including alternative provision, exclusions and attendance). | |
Student’s views have been recorded fully and concerns addressed in the PEP. | Student’s views are brief and not all concerns have been addressed in the PEP. | Student’s views are missing and there is no evidence of student input throughout the PEP. | |
Complete picture of student’s SEMH needs and interventions (where applicable). | Some key elements of student’s SEMH needs and interventions are missing (where applicable). | Most or all key elements of student’s SEMH needs and interventions are missing (where applicable). | |
Previous targets have been fully reviewed and recorded. | Some evidence previous targets have been reviewed and recorded. | No evidence previous targets have been reviewed. | |
All academic data has been recorded and SMART targets have been recorded | Some academic data has been recorded and targets are not SMART. | Most or all academic data is missing and targets are missing or not SMART. | |
PP+ spending (where applicable) is directly linked to SMART Targets | PP+ spending (where applicable) is mostly directly linked to SMART targets. | PP+ spending (where applicable) does not link to SMART targets. | |
Contributor comments have been fully recorded and to a good level of detail. | Some contributor comments are missing or lacking detail. | No contributor comments have been recorded. |
Blue grading will be used for PEPs that did not take place or took place without social worker or personal advisor in attendance where it was not possible to be rearranged, and the PEP document is of a gold or green quality level.