Working with Your Local Authority: Building an EHCP Partnership

Let’s be honest: your relationship with your local authority’s SEN department can feel adversarial. Budget constraints, overworked case officers, and a system struggling under pressure can make it seem like you’re fighting against them rather than working with them.

But here’s what many parents don’t realize: the vast majority of SEN officers genuinely want to help children. They’re working within tight budgets and enormous caseloads, but they’re still people who chose to work in special educational needs for a reason. Understanding how to work effectively with your local authority—while still advocating firmly for your child—can make the difference between a frustrating, drawn-out process and a productive partnership.

This guide will help you navigate the relationship with your local authority strategically, building collaboration where possible while knowing when and how to push back when necessary.

Understanding Your Local Authority’s Perspective

Before you can work effectively with your local authority, it helps to understand the constraints they’re operating under. This doesn’t excuse delays or poor practice, but it does help you understand how to communicate more effectively.

The Reality of Local Authority SEN Teams

What Your LA is Dealing With:

• Overwhelming Caseloads: Most SEN case officers manage 60-100+ cases simultaneously, far above recommended levels
• Budget Pressures: Local authorities face difficult decisions about allocating limited funding across many children with complex needs
• Staff Turnover: High stress and workload lead to frequent staff changes, meaning your case may be passed between officers
• Legal Obligations vs Resources: LAs must meet legal requirements with insufficient resources, creating institutional stress
• Tribunal Pressure: The threat of tribunal appeals influences decision-making, sometimes creating defensive rather than collaborative attitudes

Understanding these pressures doesn’t mean accepting poor service, but it does inform how you approach communication. Being strategic, organized, and respectful while holding firm boundaries will get you further than being purely adversarial.

Building Effective Communication

1. Always Communicate in Writing

Phone calls and face-to-face meetings are valuable for building relationships, but they create no record. Follow up every conversation with a written summary.

Email Template After Phone Calls:

Subject: Summary of Phone Call - [Child's Name] EHCP - [Date]

Dear [Case Officer],

Thank you for speaking with me today about [Child's Name]'s EHCP. To ensure we're both on the same page, I wanted to confirm my understanding of our discussion:

• [Point 1 discussed]

• [Action you agreed to take]

• [Action LA agreed to take, with deadline]

Please let me know if I've misunderstood anything or if you'd like to add any details I've missed.

Best regards,
[Your Name]

2. Be Clear, Concise, and Specific

SEN officers are drowning in emails. Help them help you by being direct and organized:

Communication Best Practices:

• Use clear subject lines: “EHCP Review Query - [Child Name] - [LA Reference Number]”
• State your request upfront: Don’t bury your question in paragraph three
• Use bullet points: Make it easy to scan and respond to multiple points
• Include deadlines: “I understand you need to respond within 15 working days under the SEND Code of Practice”
• Reference policy: Quote relevant sections of the SEND Code of Practice or Children and Families Act 2014
• Attach relevant documents: But keep emails focused—don’t overwhelm with 20 attachments

Strategic Approaches to Common Scenarios

Scenario 1: Your LA Has Refused to Assess

If your local authority refuses to carry out an EHC needs assessment, they must provide clear reasons. Your response should be measured but firm:

Steps to Take:

• Request detailed reasons in writing if not already provided
• Review the reasons against the SEND Code of Practice (Section 9.14 outlines when assessment should occur)
• Consider strengthening your evidence if the refusal cites insufficient information
• Write a formal response challenging specific points in their decision
• Engage with mediation if productive dialogue seems possible
• Proceed to tribunal if the decision is clearly unreasonable

In your response, maintain a respectful tone while being clear that you disagree and why. Reference specific evidence they may have overlooked, and cite relevant sections of the Code of Practice.

Scenario 2: Missed Deadlines

The 16-week timeline for EHCP assessment is a legal requirement, not a guideline. However, LAs frequently breach these timelines. Here’s how to respond:

Addressing Delays:

• Week 14-15: Send a polite reminder referencing the approaching deadline
• Week 17: Formal letter noting the breach and requesting immediate action plus explanation
• Week 18-20: Escalate to the SEN manager or head of service
• Week 20+: Consider formal complaint through LA complaints procedure and inform your local councillor
• Throughout: Document all delays and their impact on your child for potential compensation claim

Scenario 3: Draft EHCP Is Inadequate

When you receive a draft EHCP with vague provision or missing needs, your response must be detailed and evidence-based:

Challenging Draft EHCPs:

• Create a detailed comparison document: Section by section, note what’s missing or vague
• Reference the advice received: If professional reports recommended specific support, quote them
• Be specific about amendments: Don’t just say “more support”—specify exactly what needs to change
• Provide evidence for each request: Link every amendment request to documented need
• Meet the deadline: Submit your response within the 15-day consultation period

Building Positive Relationships While Maintaining Boundaries

The most effective parent advocates manage to be both collaborative and assertive. Here’s how to strike that balance:

The “Iron Fist in a Velvet Glove” Approach

Strategies for Firm but Respectful Advocacy:

• Acknowledge constraints: “I understand you’re managing a large caseload, which is why I’ve organized my concerns clearly below…”
• Assume positive intent initially: “I’m sure this was an oversight, but I notice Section F doesn’t include…”
• Use “we” language when appropriate: “How can we ensure [child] gets the support they need?”
• But hold firm boundaries: “While I understand the budget pressures, my child’s legal entitlement to appropriate provision isn’t negotiable”
• Know when to escalate: If polite persistence isn’t working, don’t be afraid to involve senior management or legal representation

Key Documents and Records to Maintain

Your relationship with your LA will be more productive if you’re organized and have information readily available. Keep these records:

Essential LA Communications File:

• Contact Information: Names, emails, and phone numbers of all LA officers you work with
• Correspondence Log: Every email, letter, and phone call summary with dates
• Timeline Tracker: Key dates, deadlines, and whether they were met
• Commitment Record: What the LA has promised to do and by when
• Case Reference Numbers: Your child’s LA reference number for all communications
• Complaint History: Any complaints raised and their outcomes
• Meeting Notes: Detailed notes from every meeting including attendees and decisions made

Tediverse’s Document Hub feature is designed exactly for this purpose—keeping all your LA communications, commitments, and evidence in one organized, searchable place. When you need to reference a conversation from six months ago or prove that a commitment was made, having this organized system is invaluable.

When to Escalate Beyond Your Case Officer

Sometimes, despite your best efforts, working with your assigned case officer isn’t productive. Here’s when and how to escalate:

Escalation Pathway

Escalation Levels:

1. SEN Team Manager: First level of escalation for unresolved issues with your case officer
2. Head of SEN Service: For systemic issues, repeated failures, or when team manager doesn’t resolve the problem
3. Director of Children’s Services: For serious breaches, legal violations, or when lower levels have failed
4. Elected Council Members: Your local councillor can apply political pressure and raise issues at council level
5. MP Involvement: For systematic failures affecting many families or serious individual cases
6. Local Government Ombudsman: For maladministration after exhausting the LA’s complaints procedure

Signs It’s Time to Escalate

• Repeated failure to meet legal deadlines without adequate explanation or exception
• Case officer not responding to communications within reasonable timeframes (10-15 working days)
• Decisions being made that directly contradict professional advice without explanation
• Your concerns being dismissed without proper consideration of evidence
• Provision in draft EHCP significantly below what professionals recommended
• LA refusing mediation or being unwilling to discuss your concerns

Understanding When Partnership Isn’t Possible

Sometimes, despite your best efforts, you cannot build a productive partnership with your LA. This isn’t a failure on your part—it’s a reality of resource-constrained systems and occasionally poor practice.

When partnership breaks down, you have options:

Options When Partnership Fails:

• Mediation: A neutral third party facilitates discussion (required before tribunal for some issues)
• Independent Supporter: Free advocacy support to help you navigate the system
• SENDIASS: Your local Special Educational Needs and Disability Information, Advice and Support Service
• Legal Representation: Solicitors specializing in education law can write letters or represent you at tribunal
• SEND Tribunal: Legal appeal process for disputes about EHCPs (free, less formal than court)

Moving to tribunal doesn’t mean you’ve failed—it means you’re using the legal protections in place to secure your child’s rights. Many families find that their LA becomes much more reasonable once they realize you’re serious about appealing.

Success Stories: When LA Partnerships Work

While much of EHCP discussion focuses on conflict, many families do build positive working relationships with their LA. What makes the difference?

Characteristics of Successful LA Partnerships:

• Parent is organized and evidence-based: Makes the case officer’s job easier
• Regular, professional communication: Building a working relationship over time
• Realistic expectations: Understanding what’s legally required vs what’s ideal
• Solution-focused approach: “Here’s the need, here are three ways we could address it”
• Recognition of constraints: Acknowledging genuine difficulties while holding firm on legal entitlements
• Continuity of officer: When possible, working with the same person over time

How Tediverse Supports LA Collaboration

Effective collaboration with your LA requires organization, evidence, and clear communication. Tediverse provides tools specifically designed for this:

Tediverse LA Partnership Features:

• Communication Hub: Track all LA correspondence in one place with search and filter capabilities
• Deadline Tracker: Never miss a consultation period or appeal deadline
• Evidence Library: Organize all reports, assessments, and professional advice for easy reference
• Progress Reports: Generate data-driven summaries showing your child’s needs and progress
• Commitment Tracker: Log what your LA has promised and follow up on delivery
• Template Library: Pre-written letter templates for common LA communications

Final Thoughts: Partnership with Boundaries

Working with your local authority doesn’t mean being passive or accepting inadequate provision. It means being strategic, professional, and evidence-based in your advocacy while recognizing that most SEN professionals are trying to do a difficult job under challenging circumstances.

Build relationships where you can. Maintain clear boundaries always. Document everything. Be prepared to escalate when necessary. And remember: being pleasant doesn’t mean being a pushover, and being firm doesn’t mean being aggressive.

The most effective parent advocates master this balance—collaborative when possible, assertive when necessary, and always, always focused on securing the best outcomes for their child.

Related Resources

• EHCP Application Guide: Complete UK Process
• Building Your Appeal Case: Essential Evidence and Expert Reports
• Mediation vs Tribunal: Understanding Your EHCP Appeal Options
• EHCP Transition Planning: Moving from Primary to Secondary School