Frequently Asked Questions
1. What is Alternative Provision (AP)?
Alternative Provision (AP) is education arranged for pupils who, for a variety of reasons, cannot access suitable full-time education in a mainstream school.
Alternative Provision should provide high-quality, personalised education that improves engagement, attendance, wellbeing and educational outcomes.
2. What is Coventry Alternative Provision (CAP)?
Coventry Alternative Provision (CAP) is Coventry City Council’s service responsible for coordinating and quality assuring Alternative Provision across the city.
CAP works in partnership with schools to ensure placements are safe, appropriate, effective and regularly reviewed.
3. When should a school consider Alternative Provision?
Alternative Provision may be appropriate where a pupil:
- is at risk of permanent exclusion.
- has been permanently excluded.
- requires short-term intervention.
- has significant social, emotional or mental health needs.
- is unable to access mainstream education due to medical needs.
- would benefit from vocational or specialist learning.
- requires a personalised package alongside mainstream education.
- needs support with reintegration.
4. What is meant by “substantive education”?
The substantive education is the pupil’s main educational provision and remains the responsibility of the school while the pupil is on roll.
Alternative Provision should complement or enhance the school’s provision—it should not replace the school’s responsibility for delivering a suitable education.
Schools remain accountable for ensuring pupils receive an appropriate, ambitious curriculum and make progress.
For pupils attending an unregistered Alternative Provision, schools should ensure the provider is not operating as an unregistered independent school by delivering the majority of a pupil’s full-time education without lawful registration.
5. Who is responsible for the pupil while they attend Alternative Provision?
Where the pupil remains on the school roll, the school retains overall responsibility for:
- safeguarding
- attendance
- educational outcomes
- behaviour expectations
- SEND responsibilities
- monitoring progress
- reintegration planning
- statutory duties
The provider delivers education on behalf of the school but does not replace the school’s legal responsibilities.
6. Can Alternative Provision become the pupil’s main education?
Where a pupil remains on roll at a mainstream school, the school should remain the substantive educator.
Schools should avoid commissioning arrangements that result in an unregistered provider effectively operating as an independent school by delivering the entirety or majority of a pupil’s full-time education over a sustained period.
Where longer-term specialist education is required, schools should seek advice from Coventry Alternative Provision and the Local Authority.
7. How many days can a pupil attend Alternative Provision?
Two days per week, 3 days for no longer than 12 weeks per academic year.
However, schools must ensure:
- the placement is lawful
- the curriculum remains appropriate
- the school retains oversight
- the provider is legally operating
- the arrangement is regularly reviewed
8. Can a school commission an unregistered provider directly?
No, in Coventry, Schools should commission alternative provision placements through CAP
Using providers quality assured through Coventry Alternative Provision significantly reduces commissioning risk.
9. Why should schools use CAP-approved providers?
CAP-approved providers have undergone quality assurance covering:
- safeguarding
- curriculum
- attendance
- Health and Safety
- staff recruitment
- leadership
- student outcomes
- student voice
- parent feedback
- continuous improvement
This provides schools with additional assurance that providers meet Coventry’s and the DFE quality expectations.
10. What information should schools share with providers?
Schools should provide:
- attendance information
- safeguarding concerns
- risk assessments
- medical information
- SEND information
- EHCP (where applicable)
- behaviour support plans
- individual targets
- emergency contacts
- pupil profiles
Good information sharing supports successful placements.
11. How often should placements be reviewed?
Placements should be reviewed regularly.
Review meetings should consider:
- attendance
- progress
- behaviour
- wellbeing
- curriculum
- targets achieved
- reintegration opportunities
- next steps
CAP recommends regular reviews throughout the placement to ensure it remains appropriate and effective.
12. Who is responsible for safeguarding?
Safeguarding remains a shared responsibility.
The provider must fulfil safeguarding duties while the pupil is attending.
The commissioning school retains overall responsibility for ensuring appropriate safeguarding arrangements are in place and should maintain regular oversight.
13. Who records attendance?
The provider submits attendance daily through the CLM system
The commissioning school remains responsible for recording attendance on the school’s Management Information System in accordance with Department for Education guidance.
14. What if a pupil does not attend?
Schools should:
- follow normal attendance procedures
- contact parents promptly
- liaise with the provider
- identify barriers to attendance
- review the placement if concerns persist
Attendance remains the responsibility of the commissioning school.
15. How is quality monitored?
Coventry Alternative Provision monitors approved providers through:
- quality assurance visits
- safeguarding audits
- student voice
- parent feedback
- school feedback
- documentation reviews
- continuous improvement planning
- risk-based monitoring
Monitoring frequency is proportionate to provider performance and identified risks.
16. What happens if concerns are identified?
Depending on the level of concern, CAP may:
- request an improvement plan
- increase monitoring
- undertake additional visits
- suspend referrals
- remove providers from the framework where necessary
Schools will be informed where concerns may affect placements.
17. What should schools consider before making a referral?
Schools should consider whether:
- appropriate interventions have already been tried
- parents have been involved
- the pupil’s views have been sought
- SEND needs have been assessed
- risks have been identified
- clear outcomes have been agreed
- exit planning has been considered from the outset
Alternative Provision should form part of a wider support plan.
19. What makes an effective Alternative Provision placement?
Successful placements are characterised by:
- clear objectives
- strong communication
- regular reviews
- good attendance
- shared accountability
- early intervention
- reintegration planning
- partnership working between school, provider, CAP and families
20. Where can schools access support?
Schools can contact Coventry Alternative Provision for advice regarding:
- provider selection
- commissioning
- quality assurance
- safeguarding
- reintegration
- SEND pathways
- statutory guidance
- early intervention
- risk management
Early discussion often leads to better outcomes for children and young people.
Key messages
- the school remains the substantive educator while a pupil is on roll
- Alternative Provision should complement, not replace, the school’s educational offer
- schools retain accountability for safeguarding, attendance, educational outcomes and statutory duties
- high-quality Alternative Provision is built on partnership between schools, providers, families and Coventry Alternative Provision
- regular review, clear objectives and planned reintegration (where appropriate) are essential to successful placements