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Welcome pack for Schools - AY 2026 to 2027

Welcoming the class of 2026 to 2027!

Please select your school area for further details about the CAP graduated model of support and courses available to your students 

Coventry Alternative Provision (CAP) have produced a starter pack that will support all  school staff when accessing CAP throughout the forthcoming year.

In this welcome pack, you will have access to the following documents:

Safeguarding procedures

Coventry Alternative Provision recognise the importance of keeping our students safe whilst in our care. We do this by having a highly dedicated team of professionals who are trained as Designated Safeguarding Leads and Deputy Safeguarding Leads, who provide advice and guidance to the Training Providers.

As CAP lead on the delivery of Alternative Provision with Schools and Training Providers, it is important to maintain clear communication with the safeguarding teams within these organisations.

CAP Safeguarding Team

  • Donna Wood 
  • Catherine Harding 
  • Jemma Walton 
  • Lynette Whitehouse
  • Janet Gilmore

Reporting a concern

If you have concerns regarding any of your students or if you want to discuss any other safeguarding concerns, please contact one of our DSLs (details below).

Designated Safeguarding Leads

Name

Email

Telephone
Donna Wood

donna.wood@coventry.gov.uk [mailto:Donna.Wood@coventry.gov.uk]

 024 7697 2062
Catherine Harding  catherine.harding@coventry.gov.uk [mailto:Catherine.Harding@coventry.gov.uk] 02475 381107
Jemma Walton

jemma.walton@coventry.gov.uk [mailto:jemma.walton@coventry.gov.uk]

 024 7697 6808
Lynette Whitehouse

lynette.whitehouse@coventry.gov.uk [mailto:Lynette.Whitehouse@coventry.gov.uk]

 024 7697 1399
Janet Gilmore janet.gilmore@coventry.gov.uk [mailto:janet.gilmore@coventry.gov.uk] 024 7697 2774

Please record all incidents of safeguarding on CPOMs.

Effective safeguarding

It is important to remember that safeguarding and child protection are not the same. Safeguarding is what we do for all children and young people to keep them safe whilst in our care. Child protection describes the policy and procedures specifically for those young people who are at risk of serious harm or have been seriously harmed.

As we are a collaborative service working in partnership with many organisations, schools and agencies, it is imperative that our young people are safeguarded and that all safeguarding concerns are reported in the correct way.

All providers have demonstrated how their organisation adheres to all safeguarding requirements and confirmation is received each academic year that staff have completed safeguarding training.

If a safeguarding concern or disclosure arises, CPOMs must be completed and relevant individuals alerted to incident.

These forms must be completed with accurate, detailed information.

The DSL of the provider should have made contact with the School DSL to advise them of any concern as soon as possible and information will be available on CPOMs

If a referral to MASH [https://www.coventry.gov.uk/info/31/children_and_families/2186/coventrys_multi_agency_safeguarding_hub_mash/2] or any other agency is required as a result of the concern or disclosure, provider staff must do this if they are the organisation raising the concern or receiving the disclosure.

LADO

Reports are made when an adult who works with children has alleged to have abused their position of trust within their setting, this includes both employment or in a voluntary capacity.

If you have concerns around another professional's conduct in regards to the safety of young people or children, this should be reported to CAP Service Lead who will investigate and gather information initially. For more information please refer to our Local Authority Designated Officer (LADO) web page [https://www.coventry.gov.uk/info/206/coventry_safeguarding_children_partnership/2628/local_authority_designated_officer_lado].

Accessing Support for Children & Families - Children and Family Response Service

The Children and Family Initial Response Service brings together the former MASH and Early Help Front Door, creating a single access point to receive and action Requests for Support. Accessing support via the Children and Family Initial Response Service no longer requires a MARF or a request to access Early Help. The new, simplified Request for Support enables you to help children and families access support through a single point of referral.

Submit a Request for Support [https://links-1.govdelivery.com/CL0/https:%2F%2Fwww.childrensresponsiveservices.co.uk%2F%3Fform=mash-request-for-support/1/0100019fb37f80ad-5f84147f-6b90-47a5-af13-50b8ea25d8ba-000000/CIHa72vXjZcYT8dMAQup98jR3R0NmAYGwcBNfa7_dRU=452].

The Children and Family Initial Response Service now have a NEW email address! You can contact them at: InitialResponseService@coventry.gov.uk [mailto:InitialResponseService@coventry.gov.uk]

Child Exploitation Indicator Tool

As professionals working with young people it is important that we are aware of signs of child exploitation and abuse. A full breakdown of different types of exploitation [http://www.coventry.gov.uk/info/37/childrens_social_care/2415/child_exploitation/3].

Coventry City Council's Social Care has put together lots of information on how to recognise the signs and what to do if you have concerns.

If at any time you do have concerns around a young person in regards to exploitation, you must complete the Child Exploitation Indicator Tool [http://www.coventry.gov.uk/downloads/download/6695/child_exploitation_indicator_tool].

Once this form has been completed please see below where to send it;

Force Intelligence Bureau (FIB) form

If you have any intel, it may be vital to the police with ongoing investigations.

All concerns and/or knowledge must be reported via completion of this Force Intelligence Bureau (FIB) form [https://www.coventry.gov.uk/downloads/download/6694/force_intelligence_bureau_fib_form].

Please provide as much information as you can, only provide what you know or have heard, do not elaborate or second guess. If needed you can submit more than one form.

Your details will not be shared with the police team investigating the intel. Once completed this must be sent to West Midlands Police at fib@west-midlands.pnn.police.uk [mailto:fib@west-midlands.pnn.police.uk]

Application response

To ensure the application process is efficient, reliable and can evidence information being sought by Schools/academies or sent to Schools/academies (commissioners) by training providers to support placement decisions at any time, Coventry Alternative Provision use an application response form.

Applications will not be processed by Coventry Alternative Provision (CAP) without receipt of an application response. This process requires training providers to acknowledge receipt of the application documentation or change in commission request documentation, consider whether they can meet the students’ identified needs and risk level and confirm if a student can start provision.

Only upon receipt of this will CAP Admin process any new referrals or changes to commission

School/academies will also receive the application response with full details enabling them to prepare with the student prior to a provision commencing/changing.  

If a training provider feel that they are unable to meet the identified needs of the student, they can decline a provision, but they must document the reason for the decision on the application response. If this occurs, CAP will contact the referring school to discuss alternative training providers that may be more suitable.

If a school/academy has not received an application response, the provision must not commence and if it does, CAP will take no responsibility for the provision that is accessed, this could result in fees being incorrect.

Change to Commissioned place Request

On occasions, there may be a requirement to make changes to an already commissioned student's AP placement.

This could include:

  • Change of time or day
  • Change of Supervision 
  • Increasing hours 
  • Increasing Days 

 This must be agreed by both the School and Training Provider 

Change to commissioned place request form and process

Change to commissioned place request form.  [https://myaccount.coventry.gov.uk/service/CAP_change_of_commissioned_place_request]

  1. School/Training Provider have identified a need to change a students commissioned placement at AP, this may be due to a number of reasons. 
  2. School/Training Provider must consider the impact of this change of commission on student achievement, health and well-being. 
  3. Both the school and training provider must agree to the change of commission for it to take effect.
  4. School representative completes the online change to commissioned place request form via the service website.
  5. Change to commissioned place request form is received by CAP who then send it to the Training Provider for review 
  6. Training Provider completes the application response form confirming they can still meet need of student and accept the change to commission. 
  7. CAP admin to update CLM to reflect the change in commission 

Please allow 5 working days for this to be processed.

Note:

Where a students hours or days are being reduced or completely withdrawn from a provision, a withdrawal form must be completed 

Monitoring of Student Placements

At CAP, we carefully monitor all student placements at our CAP approved training providers to ensure learners receive the support, guidance, and opportunities they need to succeed.

Safeguarding and wellbeing

The safety and wellbeing of our students is our highest priority. We work closely with training providers to ensure robust safeguarding arrangements are in place and that students know how to access support if needed. Regular communication and review meetings help us identify and respond quickly to any concerns, ensuring every learner feels safe, respected, and supported throughout their programme.

Behaviour and engagement

We monitor attendance, punctuality, behaviour, and overall engagement to help students develop positive habits and achieve their goals. CAP maintains regular contact with training providers to review learner participation and address any concerns early, working collaboratively with students, families, and providers to promote success.

Progress and achievement

Student progress is reviewed regularly through provider updates, learner reviews, and performance monitoring. We track achievement against individual learning goals, celebrate successes, and identify any additional support that may be required. This enables us to ensure every student is making positive progress and receiving a high-quality educational experience.

Through strong partnerships with our approved training providers, CAP ensures that all placements are safe, supportive, and focused on helping young people develop the skills, confidence, and qualifications they need for their future.

Withdrawal process

On occasion it may be decided a student will be withdrawn from a provision. In order to effectively monitor changes CAP requires the completion of a withdrawal form 

Withdrawal Process

Submit a withdrawal form [https://myaccount.coventry.gov.uk/service/CAP_student_withdrawal].

  1. School or Training Provider have identified a provision/student that they wish to withdraw or reduce hours/days from CAP.
  2. School or Training Provider must consider the impact of this withdrawal on student achievement, health and well being.
  3. If it is the Training Provider who are requesting the withdrawal a meeting must be arranged with CAP and School to discuss prior to the official withdrawal form being submitted. If the School are requesting the withdrawal, we encourage a discussion with our Monitoring Officers prior to the official withdrawal form being submitted.
  4. School or Training Provider representative completes the online withdrawal form via the service website.
  5. Withdrawal form is received by CAP.
  6. CAP admin access the Withdrawal form and identify whether the request has come from a School or Training Provider. Admin also check if the student is being withdrawn from all provisions/days specific to that course and then proceed with the withdrawal on CLM. 
  7. Withdrawal form is sent to the Training Provider or School, dependant on who has requested the withdrawal.

Please allow 5 working days for this to be processed.

Making a complaint

In the unlikely event that your school wishes to raise a formal complaint about the service received, please see the CAP complaints policy and use the CAP online complaint form [http://myaccount.coventry.gov.uk/service/CAP_complaint_form].

Quality Assurance Process of CAP Training Providers

Quality assurance

We understand how important it is for schools to feel confident when accessing provision through Coventry Alternative Provision. It is essential that schools have a clear understanding of the steps taken by Coventry Local Authority to ensure all delivery centres are safe and of high quality.

Each year, we review and refine our quality assurance processes to maintain and improve the standards of delivery.

This page has been created to give schools direct access to evidence of the ongoing work Coventry Alternative Provision undertakes throughout the year to uphold high levels of quality and performance.

Below, you’ll find key documentation that we encourage schools to review. These resources can also support preparations for visits from Ofsted or other external agencies.

Schools quality pack

New for 2026 to 2027

Schools will now be able to access key documentation from Training Providers—including insurance certificates, risk assessments, and quality assurance materials—via our dedicated Training Provider Quality Assurance SharePoint site. This centralised resource has been developed to support transparency, compliance, and safeguarding, ensuring that schools have immediate access to the necessary documents for each provider their students are engaging with.

It is essential that schools take responsibility for downloading and reviewing these documents for every provider their learners are accessing, as part of their duty of care and quality monitoring processes. This will help ensure that all placements meet required standards and that students are supported in safe, well-managed environments.

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
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