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Welcome pack for Coventry Primary Partnership

Welcoming the class of 2025/26!

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

Please find the Coventry Alternative Provision (CAP) starter pack below;

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

Tier 1 universal offer

Primary schools can benefit from a diverse range of over 30 courses available through the CAP Directory as part of our Universal Offer. Coventry Alternative Provision collaborates with more than 15 Procured Training Providers, delivering an array of courses across three key categories: Work-Based Learning, Curriculum Support, and Employability and Personal Development.

The Universal Offer provides schools with access to programmes designed to assist young people through various practical, supportive, and character-building initiatives. These programmes are carefully crafted to align with a broad and balanced curriculum, aiming to facilitate the attainment of accreditations where possible.

This tier should be viewed as a proactive approach to address the support needs that students may have.

Referral considerations

School considerations when making an application on behalf of a student:

  • Does the student need a bespoke curriculum to meet their learning needs?
  • Does the curriculum offer meet the student's interests, passions and aspirations?
  • How will the course / vocational qualification enhance the student's educational journey?
  • Would an application to Tier 1 provide the right support, at the right time, in the right place?

The duration of these courses may range from half a term to a full academic year, with provisions for progression into a second year as necessary. Coventry Alternative Provision accepts applications for these programmes year-round, without any restrictions on submission timing. Schools are encouraged to finalise a Commissioning Agreement as part of the application process to evidence why the programme is considered the most suitable for the student.

Submit a CAP multi-agency application.

CAP referral pathway

  1. CAP Multi Agency application form completed via CAP website
  2. Application pack received by CAP team and reviewed.
  3. Application pack sent to the requested Training Provider via Datalocker.
  4. School to contact Training Provider upon submission to arrange the interview.
  5. Interview held and Training Provider submit an application response, which is received by CAP.
  6. Application response processed and sent to school to confirm start date.
  7. CAP process on systems and set up training record.

CAP student risk assessment

Coventry Alternative Provision provides a template risk assessment for schools to use if required. Download and print the CAP student risk assessment. [https://www.coventry.gov.uk/downloads/download/8234/cap-risk-assessment-2526]

If schools continue to use their own risk assessments they must be clear, detailed and relevant with updated information upon the point of referral.

We will not accept any risk assessments that have been completed longer than three months prior to the point of referral.

Tier 2 targeted support

Coventry Alternative Provision has established the Targeted Support Programmes to provide specialised assistance to young people in need of focused support. This tier has been further categorised into two distinct offers; 'Insight' and 'Flourish'.

Insight 

Coventry Alternative Provision provides specialised Social Development courses for six weeks, one day per week, designed to address specific areas of concern impacting student development. The team actively seeks new providers offering high-quality courses that address and raise awareness of prevailing social trends. Schools have the opportunity to apply for these courses based on student need.

Flourish

Coventry Alternative Provision has developed the Flourish Programmes, which utilise therapeutic methods to evaluate students facing learning barriers that impede their educational access and affect their attendance.

These programmes are twelve weeks (two days per week) and require a level of commitment from schools to provide a caseworker and attend regular review meetings. All Flourish programmes must be applied for using the CAP Referral linked below, these will all go to the PANEL.

Submit a CAP multi-agency application.

Referral considerations

Questions the CAP review and authorisation panel will seek clarity on:

  • School has a designated case worker (significant adult) assigned to the student?
  • School commitment to attend review meetings?
  • School reviewed and adapted the student curriculum/timetable? (Tier 1?)
  • If other key agencies have previously been involved, have the recommended strategies been implemented and what are the impact/outcomes of these?
  • How will the school create the capacity to implement any suggested strategies from the programme?
  • (If appropriate) How does the provision meet the EHCP requirements?
  • Started an Early Help offer to family? Gained consent from parents and recorded on EHM?

(Discussion outcomes will impact on decision making)

Referral pathway

  1. Multi-Agency application form completed via CAP Website - insight processed the same as Tier 1.
  2. CAP review and authorisation panel
  3. Panel outcome document shared with referring school.
  4. If approved the student interview can be scheduled by Training Provider.
  5. If not approved CAP supports the school by exploring alternatives.
  6. Application response processed and sent to school to confirm start date.

Safeguarding procedures

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].

Multi-Agency Safeguarding Hub (MASH)

The aim of the Multi-Agency Safeguarding Hub (MASH) [https://www.coventry.gov.uk/mash] is to bring together key professionals from across the city to facilitate early, high-quality information sharing, analysis and decision-making to deliver quality outcomes for children, young people and families.

As a result, decisions will be made quicker and support targeted towards the most urgent cases. Indeed, more effective co-ordination between agencies will also lead to an improved service for children and their families, as well as allowing agencies to enhance risk management and mitigation.

Any concerns regarding the safety and welfare of young people must be reported to the MASH service.

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/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 have introduced an application response.

Applications will no longer 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, 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.

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

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 of day/supervision request

On occasion, there may be a requirement to change a student's day at a training provider. 

This must be agreed by both the training provider and the school.

Please see change of day request form and process. [http://myaccount.coventry.gov.uk/service/CAP_change_of_day_request]

  • Step 1 - School/Training Provider have identified a need for a student to change the day of their provision, this may be due to a number of reasons. 
  • Step 2 - School and Training Provider must consider the impact of this change of day on student achievement, health and well-being
  • Step 3 - Both School and Training Provider to agree to the change of day.
  • Step 4 - School representative completes the online change of day form via the service website.
  • Step 5 - Change of day form is received by CAP.
  • Step 6 - CAP admin access the change of day form and input details to CLM and Capita.
  • Step 7 - Change of day form is sent to the Training Provider and School to confirm the change of date for student 

Please allow two working days for this to be processed.

Withdrawal process

Submit a withdrawal form [https://myaccount.coventry.gov.uk/en/service/CAP_Tier_1_student_withdrawal].

  • Step 1 - School or Training Provider have identified a provision/student that they wish to withdraw from CAP.
  • Step 2 - School or Training Provider must consider the impact of this withdrawal on student achievement, health and well being.
  • Step 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.
  • Step 4 - School or Training Provider representative completes the online withdrawal form via the service website.
  • Step 5 - Withdrawal form is received by CAP.
  • Step 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 and Capita.
  • Step 7 - Withdrawal form is sent to the Training Provider or School, dependant on who has requested the withdrawal.

To withdraw a provision, the referring School or Training Provider must submit a withdrawal form and 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.

CAP Complaint Form [https://myaccount.coventry.gov.uk/service/CAP_complaint_form]

Attendance and behaviour monitoring

Behaviour incidents 

When a behaviour incident occurs, the incident will be recorded via CPOMS

Student meetings

When a concern has been raised regarding a student's Attendance and Behaviour the correct process needs to be followed as per CAP policies. 

To ensure all actions and developments are recorded correctly meeting must be completed by CAP Monitoring Officer during the meeting. This meeting should be held with a representative from the Training Provider, School, CAP (where possible) and student with parent/carer. 

If there is not a Monitoring Officer present, it is the Training Providers responsibility to complete the record.

The information on these forms will be recorded on CPOMS by the Monitoring Officers. 

Meeting forms

Attendance meeting form [https://www.coventry.gov.uk/downloads/download/8340/attendance-meeting-form-2526]

Behaviour meeting form [https://www.coventry.gov.uk/downloads/download/8339/behaviour-meeting-form-2526]

Quality assurance

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 25/26

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

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