When you are logged in you will find the full list of your caseload under EPEP, My Case Summary.
This will show your cases with basic level details regarding other professionals linked to the young person. There is also a link which will take you directly to the PEP document.
Go To (Young Person’s Name) PEP
Alternatively, you can click on EPEP on the top menu bar which will bring up the EPEP homepage. You are able to view the status of your caseload which appears across 3 columns labelled ‘overdue PEPs’, ‘No PEP dates’, and ‘Upcoming PEPs’.
How to complete the PEP
When you have accessed the PEP document, 1 of 3 colours will be shown across the tab headings which is to highlight which user is responsible for which sections of the PEP document:
- The Designated Teacher sections of the PEP are highlighted in RED
- Social Worker sections of the PEP are highlighted in BLUE
- Sections where there is a joint responsibility to complete are highlighted in PURPLE
When all of the necessary information has been added to the PEP document you will need to press the ‘click when completed’ button situated at the top of the PEP.
Click the button that says '! 'Click' when completed'.
(Please be aware that this will only appear from the date that the PEP meeting takes place).
By clicking the complete button this will send a notification to the virtual school to notify them that you have completed your sections.
When the PEP has been signed off by DT and SW, the virtual school will quality assure the document and rate this Red, Amber or Green based on the quality of the information inputted. After this the PEP will be fully completed and can be found in the previous PEPs section. The system will provide a new PEP form ready for the next meeting.
ePEP Notifications
Notifications will be sent as prompts to complete the PEP when a PEP date has been entered onto the document. If you receive an email from Welfare Call in regards to a meeting that may have been cancelled, it is important that when a new date has been arranged that this is entered onto the document. Please be aware that any notifications sent via email will not include the young person’s name, you will need to log into the system and check your internal mails for further details.
Saving information input into the PEP
Information input into the PEP must be saved per page. There is not an autosave function built into the ePEP and where the system does not detect any navigation or input for a period of 40 minutes, it will time you out. When the system notices you are within your last 10 minutes, a small green box will appear in the bottom right of your screen which will countdown your last 10 minutes. (We recommend that you save your page at this point to reset the timer and ensure no work is lost).
If your PEP timer runs out, you must choose 'save'. The system will then log you out but due to pressing save we should have a record of it. When you log back in a prompt will appear at the top of your page asking whether you want to retrieve the information you were currently entering or alternatively you will receive an email from Welfare Call to tell you that we have a record of your work. You can call us to recover this information.
Pre-populated fields
Fields that have a grey background are pre-populated with information that the Virtual School have provided. If inaccurate, please ensure the Virtual School are informed so that they are able to keep records provided to Welfare Call up to date. When the first ePEP is completed, around 80% of the information will be pre-populated to the next PEP and new information will need to be collected in regards to pupil’s voice and targets. We hope that this will make completion of PEPs much easier and less time consuming however, the information within the pre-populated fields must be checked for accuracy and changed/removed if no longer applicable.
Young Person Contribution
For most children and young people the Virtual School expect that the standard forms/questions will be completed on the online form. However, for those with communication difficulties or refusing to engage there is a facility to upload more relevant documents.
Access for delegated users (under ePEP)
To add any additional users to the system please follow the below:
EPEP > DT/SW Delegation > Enter name and email address of the new user > Request set up
- The delegate user must have the same school/authority email address as the user requesting
- Access given can be made restricted to certain young people and sections
- It is up to you to maintain list of delegated users
(Please note that this is only for additional staff members within school or for a student social worker, if the DT or social worker is to change the virtual school must be made aware so they are able to notify Welfare Call).
Support Helpline
To get help, phone 01226 716333 or send an email to epep@welfarecall.com
Alternatively, send a message on the Wefare Call website.