When to Apply for an SEN School?
Applying for an SEN School in England
Timelines, EHCP Deadlines, and a Calm Step-by-Step Guide
If you're applying for an SEN school and feeling overwhelmed, you're not alone. The system can feel complicated, the timelines confusing, and the stakes very high — especially when your child is already struggling.
This guide is written to reduce panic, explain the process clearly, and help you understand what happens next, whether your child has an Education, Health and Care Plan (EHCP) or not.
We'll walk through:
- The two different application routes
- Key deadlines that matter
- Common misunderstandings
- Practical next steps you can take calmly and confidently
Many parents find this information only after things have already become difficult — school refusal, anxiety, distress, or unmet needs. That doesn't mean you've failed. It usually means the system hasn't been clear.
There Are Two Different Routes to Applying for an SEN School
The first thing to understand is that how you apply depends on whether your child has an EHCP.
Without an EHCP
You apply through the standard school admissions process, just like other families — even if your child has SEND.
With an EHCP
You do not apply through standard admissions. The local authority SEN team manages the process and must name a school in the EHCP.
Understanding which route you're on removes a lot of confusion straight away.
Route 1: Applying Without an EHCP (Standard Admissions)
If your child is on SEN Support or awaiting assessment, applications follow the usual admissions timelines.
Primary School Applications (Reception)
- Applications usually open in September
- Deadline is typically 15 January
- National Offer Day is in April
If your child has additional needs, it's still important to:
- Visit schools early
- Speak to the SENCO
- Ask how the school supports regulation, anxiety, and transitions
Secondary School Applications (Year 7)
- Deadline is usually 31 October
- National Offer Day is 1 March
- Planning ideally starts in Year 5
For children with SEND, secondary transition can feel particularly daunting. Early conversations matter.
What If You Miss the Deadline?
Late applications are still processed, but you may have fewer options and popular schools may already be full.
If this has happened, it's still worth:
- Applying as soon as possible
- Speaking to your local authority admissions team
- Exploring whether an EHCP assessment should be requested
Route 2: Applying With an EHCP (Phase Transfer Process)
If your child has an EHCP, the process is different and legally structured. This is known as a phase transfer.
What Is a Phase Transfer?
A phase transfer happens when your child moves:
- Into Reception
- From primary to secondary
- From secondary to post-16
The EHCP must be reviewed and amended, and a new placement named.
The Key EHCP Deadlines Parents Need to Know
These dates matter — and missing them can create real stress.
Consultations with schools often start in the autumn term, sometimes as early as Year 5.
Who Does What in the EHCP Process?
Understanding roles can help reduce frustration.
Parents / Carers
- Share preferences
- Provide evidence
- Visit schools
School SENCO
- Contributes reports
- Shares observations
- Supports review
LA SEN Team
- Consults with schools
- Balances suitability
- Names placement
Choosing the Right SEN School: What to Look For
There is no single "perfect" SEN school. What matters is fit.
On a Visit, Look For:
Questions You Can Ask (Without Feeling Pushy)
- How do you support children who struggle to attend?
- What happens if a child becomes overwhelmed?
- How are transitions handled?
- How do staff communicate with parents?
- What does a typical day look like?
These questions help you understand whether the environment aligns with your child's needs.
SEN Support Areas Families Often Ask About
School Refusal and Anxiety
Look for:
SEMH and Trauma Backgrounds
Look for:
Neurodivergence
Look for:
What If the Local Authority Doesn't Name Your Preferred School?
This can feel devastating — and it's important to know your options.
First: Pause and Get Information
Ask:
- Why was the school declined?
- Was it suitability, capacity, or cost?
- What evidence was considered?
Appeals and Tribunals (High-Level Overview)
Parents have the right to appeal to the SEND First-tier Tribunal if they disagree with the placement named.
This process:
- Has clear deadlines
- Requires evidence
- Can feel daunting, but support is available
Signposting families to independent advice services is often helpful at this stage.
A Calm, Practical Checklist You Can Use
- Confirm whether your child has an EHCP
- Speak to the SENCO
- Contact the LA SEN team if needed
- Arrange school visits
- Gather reports and evidence
- Note key deadlines
- Submit preferences or applications
- Follow up in writing
- Keep copies of everything
Gentle Next Steps
If you're early in the process:
- Start visits sooner than you think
- Ask questions — you're allowed to
If you're already overwhelmed:
- Focus on one step at a time
- Seek advice — you don't have to do this alone
Applying for an SEN school isn't just a form — it's an emotional process. Many families feel exhausted by the time they reach this stage. Clarity helps. Understanding the system helps. And taking things step by step really does make a difference.
Frequently Asked Questions
Common questions about applying for SEN schools and EHCP processes.
Not always. Some children with SEND apply through the standard school admissions process while receiving SEN Support. Specialist placements are usually named through an Education, Health and Care Plan (EHCP), which is managed by the local authority.
A phase transfer is the process used when a child with an EHCP moves between key stages, such as from primary to secondary school or from secondary to post-16 education. The EHCP must be reviewed and amended, and a new placement named.
For most primary to secondary transfers, the local authority must name the school by 15 February in the year the child starts secondary school. For transfers to post-16 education, the amended EHCP must usually be issued by 31 March.
Late applications are still processed, but there may be fewer options available, particularly at popular schools. It is still important to apply as soon as possible and speak with your local authority admissions team for guidance.
The local authority SEN team names the school on an EHCP. They must consider parental preference alongside suitability, the child's needs, and whether the placement is an efficient use of resources.
Yes. Visiting schools early can help families understand whether a setting may be suitable and allows informed discussions with the local authority during the consultation process.
Parents often look for calm routines, how staff respond to distress, safe spaces for regulation, strong safeguarding practices, and positive relationships between staff and pupils.
If your preferred school is not named, you can ask the local authority for their reasons and what evidence was considered. Parents also have the right to appeal the decision through the SEND First-tier Tribunal.
SEN Support is provided by schools using their own resources for children with additional needs. An EHCP is a legal document issued by the local authority for children whose needs require more specialist or coordinated support.
A Final Reassurance
Applying for an SEN school isn't just a form — it's an emotional process. Clarity helps. Understanding the system helps. And taking things step by step really does make a difference.
