SEND - Private, Voluntary and Independent Early Years Settings

SENCo network meetings

SEND Workshops for PVI settings

Wednesday 6 December 2023, 6.30pm to 8.30pm, on Microsoft Teams, or Thursday 7 December 2023, 9.30am to 11.30am, in-person, at Nightingale Hall, Derby Leisure and Events Venue, The Pavilion, Moor Lane, Derby, DE24 9HY.

At these meetings you will have an opportunity to share your thoughts on how well the Derby local area is meeting the needs of children and young people with SEND. This is one of a series of workshops being held with different partners. Other workshops have been arranged for schools, SENCOs, Headteachers, health professionals, social care colleagues, parents, carers, and others. We are eager to hear your views on whether the local area is delivering the right things, in the right place, at the right time to give the best outcomes for children and young people in Derby. All information gathered will inform the drafting of the new SEND Strategy and help to evidence future inspections. Please see the current SEND Strategy for more information.

Please contact Helen Hayes to confirm your place at either of these events, and if you are attending the in person event on 7 December 2023 letting her know if you have any special dietary or access requirements.

We very much look forward to seeing you on either 6 or 7 December 2023.

Updates and notices

‌‌Keeping us up to date

Please use the Early Years Provider Portal to update any key changes in your setting such as Manager/SENCO role changes, email address/postal address changes or telephone contact. This will be the only way that we can ensure we have up-to-date contact details to pass on important information to you.

Useful documents from the Department for Education

Useful information from the Local Authority

Specialist Teaching and Psychology Service (STePS) - offers more detail on the services available from the three teams within STePS. Information on the page includes services available from the Early Intervention Team, Educational Psychology Service and Specialist Teaching Service, how to refer to the Service, Referral forms and names and contact details of STePS staff.
Primary School Admissions is responsible for coordinating all applications from parents for school places in Derby City Council catchment area.
SEND Information Advice and Support Service provides free, legally impartial, confidential and accessible information, advice and support for children, young people and parents/carers.
SEND Team - The SEND Team can be contacted to discuss the Statutory Assessment Process, Panel decisions, or any cases where children have Education, Health and Care Plans or Statements of Special Educational Needs.
Families Information Service provides free, impartial and confidential information. Families Information Service can help you with finding information about childcare.
Early Help Assessment is our local assessment that is used by all agencies working with children and their families in Derby to agree what extra help may be needed to support a child or young person at an early stage.
Special Educational Needs - Local Offer - ‌Helps you find services and information for 0 - 25 year olds with Special Educational Needs and Disabilities (SEND).

SENCO and Managers Information

Please make sure that we can contact you and are able to correspond with the relevant person in your setting. Please use the Early Years Provider Portal to update any key changes in your setting.

Information and documents you may wish to keep in a file:

Graduated Response

‌‌The has been developed by Derby City Council to help SENCOs to include and support children with special educational needs and disabilities. The file will be evidence the school/early years setting has followed a graduated response to meeting a child’s SEND needs. When children transition from one setting to the next a consistent approach to storing/ holding information will help to make the sharing of information between settings easier.

This link gives example options of how a Graduated Response File (GRF) could look like and the information it should hold. Templates and further information can be found through this link, in the Supporting Documents section- ‘Content guide and links for PVI settings’. You may also find the documents below useful:

Setting up a child's file
File Log Template
File Log Example
Graduated Response leaflet for parents - this leaflet can be given to parents to help them understand about the Graduated Response and about how their child might be supported if they have, or may have, SEND.

SEND Resources

‌You will find here assessment recording tools, strategy and activity suggestions, useful websites and documents.

Assessment recording tools

‌Initial Contact Information
Pre-Verbal Communication Checklist
Pre-verbal Communication Checklist Template
First Words
GL Assessment - Early Years Profiles 'Teaching Talking'
Early Years Profile Recording Guidance
Parents Guide to childrens learning development

Child Views (understanding about me)

Strategies and activity suggestions

Talk to your baby leaflets

Advice and information on specific areas of development

Early Support Booklets

If you give these materials to parents it is important that you do this as part of the work you are doing to support the child and family. We would not recommend giving out the booklets if the child has not had a medical diagnosis.

Medical needs and advice for parents

Supporting Pupils with Medical Conditions - for settings
Contact for Families with disabled children
Looking after yourself Parents Guide‌

For more information on specific areas of needs, including, Visual Impairment, Hearing Impairment, Physical Impairment and Social Communication and Autism, visit the STePS information and strategies page.

Managing and supporting children's behaviour

Target Setting

Below are templates and advice documents to help guide you in setting appropriate Targets for supporting children with SEND. The Targets will need to reflect the Longer Term Outcomes you wish the child to achieve and should be reviewed regularly (approximately 3 monthly/termly). The Targets will be evidence that you are providing a Graduated Response to the child’s needs.

Onward Referrals

‌Having followed the Graduated Response procedure, you may still find you have continuing concerns. You should decide with parents if onward referral/s is the next step. You will need documented evidence to support the referral/s, this is explained in each of the relevant services information below. You will need parents’ consent before you make any referrals.

Please refer to SEN Support Checklist, SEN Support Questions and Communicating with Parents documents found in SENCO and Managers section of Portal.

Local Health Visitors
Early Help Assessment
Speech and Language Therapy Referrals - Referral criteria and a referral guidance sheet are shown on the website. There is no longer an advice line for SALT, so you need to speak to the local SALT first and they will give you a reference number, this is to be included on the referral form; parents’ consent is required. Children should be seen within 13 weeks of the referral.
Children's Complex Health - (NHS) support individuals and families living across the city of Derby and South Derbyshire. They offer a range of services that support children and young people with their physical and mental health care needs.
Neurodevelopmental Assessment Pathway - Referrals onto the neurodevelopmental pathway are assessed by a multi-agency team as part of the Children's Services Single Point of Access (SPOA). Settings should make the referrals once they have gained parents’ consent. Please look at the assessment pathway before discussing with parents. Please use caution and sensitivity and be aware of the effects your words may have on parents when you approach them about the referral pathway and when giving them the referral forms. It may be helpful at this time to pass a copy of the journey plan to parents. For further advice and guidance on approaching this referral route with parents please contact your local Speech Therapist, Health Visitor or other involved agencies.

Referral process for support from the STePS Early Years SEND Team

Any requests for STePS support (Early Years Referral and Assessment Panel) contact steps admin for inclusion at the following panel meeting. If they are not able to process the paperwork in time the referral will be added onto the next panel date. The panel usually meets every 3 weeks and dates are available below.

In your referral please include enough information for panel members to be able to make a decision on whether the child meets the criteria for support from the EY SEND Team/include stages of development in all areas, what strategies have you already put in place, do they have a medical diagnosis confirmed? You can either add this information into the form or you might include an attachment with this information such as a SPAO form or questionnaire for a Paediatrician for example.

If the child is under 3 please discuss them with your link EY SEND Specialist so that they agree the referral is appropriate.

If you are a PVI setting making a referral to the STePS EY SEND Team. Please print a copy of the leaflet ‘Leaflet for Parents in PVI’ and give to the parents/carers of the child you are referring. This will help them understand about the team and how we might work with you to support their child. It would be helpful if you familiarise yourselves with the contents of the leaflet before sharing it.

Following the referral being discussed at EY Panel:

If a referral is agreed your link EY SEND Specialist will arrange to follow this up with you, but will be asking what support it is that you think you need for this child (for example sometimes settings might want support with the EHCNA process rather than direct support, or help at termly target setting meetings). We would also like to know what strategies you have already tried and are in place.
If you want advice and support for a child we will make the initial visit and provide a visit record that includes (where appropriate) the observation of the child, discussions with nursery staff and recommendations for adults to implement.
Following this initial visit it will be the setting responsibility to contact us when they need further advice/support. We will not be arranging follow up visits as a standard approach. The setting will need to tell us why a further visit is needed – is it because the child has made progress and the advice needs updating, or are the strategies that were advised not working for the child? The follow up might be a visit, or it might be able to be addressed on a phone/video call.
If there is no evidence that the advice has been reasonably and consistently followed we will ask that you implement the strategies suggested before we will provide any further input unless there is a new reason for advice.

STS Referral Form

Leaflet for parents in PVI‌

Criteria and Guidance for Referrals to STePS

EYRAP Dates 2024 - 2025

Education, Health and Care Needs Assessments

‌‌If after following the Graduated Response procedure and referring onto relevant professionals the child continues to have persistent learning difficulties and longer term support needs, you should discuss and agree the next steps with parents and involved professionals. You may want to consider requesting an Educational Health Care (EHC) needs assessment. If so, you will need to provide documented evidence to show the support and intervention you have already provided and have evidence to validate the ongoing/longer term needs of the child. Please refer to the ‘Guidance for requesting an Education Health and Care needs assessment’ and ‘Meeting the needs of Children in the Early Years’ documents below before completing the request form.

SEND Funding

Early Years Inclusion Fund

The Early Years Inclusion Fund (EYIF) value for 2024 - 2025 is £450,000 and is open to all Early Years settings (Private Voluntary Independent (PVI) and schools).

This fund is to support children with SEND in the Early Years who do not have an Education Health and Care Plan (EHCP).

When requesting funding from the Early Years Inclusion Fund, please remember to:

Check you are using the most current documents.
Complete all sections.
When requesting funding for a child we would expect staff to discuss the child’s support needs with outside agencies who are involved with supporting the child.
Submit your request before the date you need it to start.
When submitting information electronically please ensure you use the delivery receipt and read receipt functions on the email by checking the boxes. This is your evidence that the items have reached the recipient.
Do not assume you will receive this funding until you are notified of our decision.

The request form, guidance and terms of reference for the EYIF 2023-2024 are below:

Element 3 request forms should be used for a child who has a FINAL EHCP. You should not use the EYIF forms for children with a plan.

Funding requests need to be received 2 weeks before panel so that it's on time for processing. Final dates for panels and submissions can be found below:

Disability Access Fund

Disability Access Fund - For information about a fund for children in receipt of Disability Living Allowance. Disability Access Fund (one off annual payment for 3 and 4 year old children who are accessing their FEEE place and are in receipt of DLA)

DAF funding MAY be available for 2 year olds that are in receipt of DLA funding. This is reviewed on a termly basis and will depend on the demands on this budget. Please contact the Childcare and Families Information Team for clarification if you have a 2 year old getting DLA.

Community Short Breaks

Short Breaks give children and young people experiences that are fun, stimulating and enjoyable independent from their main carers and which reduces their social isolation and helps their personal and social development.

Disability Living Allowance

Disability Living Allowance (DLA) for children - this Guidance is from a website for families who have children with Downs Syndrome but the information is relevant for children with a range of needs.
DLA Guidance for parents completing forms

Transition

‌When a child transitions from one setting to the next, it is important that information is shared between the settings in order to continue consistency of support for the child. The information to pass onto the receiving setting should include the child’s up to date Graduated Response File and a Transition Report (or a Summary of Needs Report if the child has an EHC Plan). This information should be shared with parental consent and in accordance with the General Data Protection Regulations and the settings own policies and procedures.

Starting School Policy and Guidance Transition into School for EYs children SEND
School Admissions Applications Guidance for Settings‌
Transitions for disabled children and children with SEN
Transition Record Template
Starting School Transition Report template
Transition Record Example
Summary of Needs Template - If a child has an EHCP, you may want to use this document instead of completing a Full Transition Report.
Summary of Needs Example
Personal Passport Template
Personal Passport Suggestions
Anonymised Personal Passport - This is an example of a personal passport that you might want to show to parents or use yourself as an example of what to include. Please bear in mind that this is only an example and every parent will have different priorities about the contents, and the needs of every child will be different. Please speak to your Early Intervention Practitioner if you need any more advice about putting together a personal passport.
Starting School Personal Passport template
Transition Checklist
Starting School Transition Meeting template
Starting School Parent Carer Survey template
Starting School Support Plan template
A parents and carers guide to finding a school for your child with Autism
Which Primary School Questions to ask school on a visit
SEN Toileting and Continence Policy

Training and information

Links to online training (SEND EYs) - Some links to online training that PVI settings can access, particularly whilst face to face training is not available due to Covid-10 restrictions.
Training Information from SEN Code of Practice
Early Years SEND resources from NASEN - NASEN’s new online early years training package, which includes webcasts, mini-guides and materials to support you in delivering face-to-face training, and the Focus On SEND CPD course
Making Play inclusive toolkits which contain simple ideas, suggestions and practical tips on making play fully accessible – and are accompanied by ten videos.
The Autism Education Trust - has an Early Years Autism competency framework which sets out the skills, knowledge and understanding that staff require to work effectively with children with autism.
Early Years Toolkit from the Council for Disabled Children - each section of the toolkit provides a briefing on a particular aspect of the SEN and disability reforms as they apply to early years providers.
NDNA has some free SEND courses
Play Talks from Scope - Fun ways to aid communication from SCOPE ‌
Toolkits from SENSE
STePS Training - Advisory Teachers, Specialist Support Workers and Educational Psychologists offer training to school staff and private, voluntary and independent early years settings on a range of topics to support children and young people with special educational needs.
TALK Derby – Speech, Language and Communication
Free training module from NAS - Women and Girls

Contact Information

STePS Staff Contact Details

If you know the person you need to speak to, please contact them directly. You will find their details in the STePS Contact Telephone List

STePS Admin Contact Details

If you are unsure who to speak to or you have a general enquiry, please contact STePS Admin by:

Email: stepsadmin@derby.gov.uk

Phone: 01332 641400

Postal address:

STePS Admin
Derby City Council
The Council House
Corporation Street
Derby
DE1 2FS