It is a responsibility of the Designated Teacher to complete a pupil's PEP in as much detail as possible before a PEP meeting takes place. 

Each PEP has a status that indicates at what stage of completion it is currently at.

The workflow of the PEP submission process, in summary, is as follows:

How to complete a PEP

To complete a PEP, you will need to be on the relevant PEP Summary Page for the Young Person.

To get to this, select Action > PEP next to the pupils' information on the home screen.

From here you can select a section of the PEP. For example "Personal Information", "Care Information" or "Health and Emotional Wellbeing".

AutoSave

If the Auto save feature is on the PEP saves automatically; autosave will perform every 5 seconds.

You can save your progress by selecting  "Save" button.

It is very unlikely that you will lose progress, however, do be aware that network issues can have an impact in ways that we are unable to control. If you have lengthy entries, please make sure you save your changes.

In case the auto save you have to manually save your changes by selecting "Save" button.

Collaboration

For some sections, information might need to be obtained from other professionals that work with the young person. 

In some cases, the Virtual School will have enabled access for other professionals (i.e. those that are not Designated Teachers or Social Workers), thus allowing them to enter information directly into the PEP, but more often than not you will need to get the information from the professional and type/paste it into the PEP.

Field Types

Mandatory Fields

Please note that there are several mandatory fields used across various sections of the PEP; if these fields are not filled out, you will be unable to finalise the PEP. These are identified by an asterisk and a red background.

If you do not know the required content for a mandatory field at the time of writing, your progress in other fields will be saved so you can come back to it at a later date. You will need to enter the relevant information before you can submit the PEP for review.

Auto Completed Fields

Any fields showing "(auto-inserted)" next to their field labels, get their contents using data from elsewhere in Looked After Call. This data has either been manually entered to Looked After Call by someone at the Virtual School or by the Attendance Calling Team or it may have been obtained from the school's MIS using a synchronisation tool. You may like to read more information regarding Sources of Data for Looked After Call to help you understand more about this functionality of Looked After Call. This data can not be amended in PEP directly.

If you think there is an error in this information data please speak to your Virtual School contact to amend the record. It may be that it requires changing on your school MIS. You should use Secure Messaging Introduction to do this so that the guidance surrounding GDPR is adhered to.

Responsive Questions

Depending on the value set for specific questions, certain follow-up questions will display allowing you to add further detail.

Long Text Fields

Where answers to questions are likely to be more detailed, the text fields are 'long text fields'. They will accommodate more characters to allow you to enter the required answer. In some browsers, you can drag the corner of the field to make it bigger so it displays all content. You can scroll on the field too to read the content.

Section specific notes

Care Information - This should be correct for the young person at the time of PEP completion/in the relevant PEP cycle. If they move placement within a cycle then this information needs to be amended prior to submission.

Health and Emotional Wellbeing - You may need to refer to health care professionals for help on this section.

Educational Information - This should be correct for the young person at the time of PEP completion/in the relevant PEP cycle. If they move school within a cycle then this information needs to be amended prior to submission.

Key Contacts - This should be correct for the young person at the time of PEP completion/in the relevant PEP cycle. If the associated contacts change within a cycle then this information needs to be amended prior to submission.

Exclusions - An "Exclusions" table mapped to child's exclusions data is displayed here. If you wish to add an Exclusion or amend the existing data please do this through the register. PEP Exclusion table will be updated every time the register is edited. 

School history - The previous school information will be pulled from the pupil's data in Looked After Call. You cannot edit the data on this page, if you think there is an error in this information please speak to your Virtual School contact to amend the records.

Attainment levels and achievements - Information about the pupil's level of attainment and achievements will be pulled from data in Looked After Call. If you wish to edit data, do this through pupil's Assessments page. 

SEND - Any information relating to the pupil's Special Educational Needs and Disabilities (SEND) should be entered here.

Young Person's Views and Questions - Please work together with a young person to complete this section.

You may find it helpful to make use of the Export PEP as PDF function to give you a paper copy that you can use with the young person to complete and then transcribe to the Online PEP.

Submit PEP to Virtual School for review