School documents · Pack 2026-08-29

SEND Progress Tracker — data note

EHCP excerpts, IEP records, voice evidence, and review packs.

Who it is for: SENCOs and DPOs
How to access it: Public. Enable the module only after the school DPIA covers special category data and optional AI.

This pack describes how Five Wells Education designs and operates the platform so schools can complete their own due diligence. It is not legal advice. The school remains the data controller for pupil and staff data it places in the product. A solicitor or DPO should review processing before go-live.

Purpose

The SEND Tracker helps staff turn needs and provision into measurable targets, record classroom evidence, and prepare reviews. It is not a local-authority EHCP casework system and not a safeguarding log.

Data stored in the school tenant

Targets, success criteria, provision notes, progress updates, and review summaries.
Optional EHCP Section F/G drafts while planning.
Optional staff voice-note transcripts attached to progress.
Pupil-voice check-ins recorded by staff (pupils do not log into SEND Tracker).
Group membership for interventions.

Minimise EHCP wording

After targets exist, schools can purge stored EHCP source text. Keep working from targets and evidence rather than retaining the full document in Five Wells. Store the official EHCP in the school’s own records.

AI drafting

Generate IEP / extract EHCP / activities send staff-supplied text to Gemini (see AI processing notice). Treat outputs as drafts. Staff remain responsible for accuracy and for not introducing confidential material that should stay in the official EHCP file only.

Do not record here

Section 47 / child-protection case notes.
Medical diagnoses beyond what is already appropriate in an educational target.
Other pupils’ data in a named pupil’s free text.

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