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Alternative Provision / Referrals and Admissions

From the first enquiry to a confirmed placement, one step at a time.

Referrals arrive through your own branded link, or are recorded from a call or an email. Each one moves through five steps with an owner and a due date, and confirming the placement creates the pupil and the placement without typing anything in again.

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Steps, checks and readiness prompts support the decision. Your leaders decide whether a placement goes ahead.

The referral pipeline, with new, overdue and unowned referrals easy to spot.

Five steps, one record

From enquiry to placement confirmation

The five steps are enquiry and triage, referral assessment, professional visit, young person visit and placement confirmation. Leaders can waive or reopen a step with a reason, and the decision log keeps every change.

  1. 01

    Take the referral in

    Share your referral link, or record an enquiry from a call or email. Look the school up by name or URN from the government schools directory.

  2. 02

    Assess and propose

    Decline, ask for more information or issue a proposal with hours, sessions, staffing ratio and start date. The referrer accepts or declines it online with a one-time code.

  3. 03

    Visit and confirm

    Book the professional and young person visits with calendar invites, record the outcome, then confirm the placement with your own agreement or the local authority’s document.

Every capability has a purpose

Inside Referrals and Admissions

Each capability solves a distinct problem for pupils and staff. Explore the part your team needs and the work it supports.

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Referrals

Referrals moves each enquiry through triage, assessment, visits and placement confirmation, with an owner, due date and decision log at every step.

Part of the Referrals and Admissions workflow

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Custom Forms

Custom Forms lets you build the staff forms each referral stage needs, with optional second-person approval and versions kept for referrals already under way.

Part of the Referrals and Admissions workflow

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Pupils

Pupils keeps the provision’s own roll, with a guided add-pupil form, spreadsheet import, staffing ratios and a recorded route for leaving and returning.

Part of the Referrals and Admissions workflow

Referral form

A referral form with your name on it

Leaders switch the referral portal on, add a welcome message and share the link. The form carries your logo and colours, and referrers do not need an account.

  • Four required sections: referrer, child, reason and confirmation
  • A receipt reference for the referrer, starting AP-
  • Supporting documents security-checked before staff can open them
  • Your referral and due diligence pack, ready to download from the form
A saved referral and the placement it became.

Admissions

The roll stays yours

The provision keeps its own pupil roll. Add a pupil with a guided four-step form, import a spreadsheet, and record a pupil leaving or returning without losing their history.

  • A staffing ratio and EHCP flag for each pupil
  • Spreadsheet import that checks each row before anything is saved
  • Pupil numbers shown against the cap on your licence
The pupil roll, with each placement and its next review.

Your workflow

Shape the stages to the way you work

Rename and reorder stages, set a default owner and the evidence each stage needs, and build staff forms with optional second-person approval. Each change is published as a new version, and referrals already under way keep the version they started with.

Referrals that do not get lost between emails

Each referral has a current step, an owner and a next action, and the decisions made along the way stay with it.

A clear pipeline

New arrivals from the referral link, overdue next actions and referrals with no owner are flagged.

Decisions on the record

Notes cannot be edited later, and waiving or reopening a step needs a reason.

No re-keying at the end

Confirming the placement creates the pupil and the placement from the referral.

Related help guides

See how to carry out these tasks in Student Radar, with step-by-step product help for the people using them.

The value of a connected school

A placement touches more than the timetable.

Provider staff use the same safeguarding and health tools as mainstream schools, and commissioning schools on Student Radar have their own side of the placement.

Alternative Provision

Context for the next step

Student Radar

Follow a connection to see what it makes possible

Relevant context, with access set by each staff member’s role and responsibilities. Staff decide the response.

  1. Safeguarding + Alternative Provision

    Raise a concern from the pupil you are working with

    Provider staff can raise a concern and authorised DSLs work it on the DSL Action Board, with the chronology and record transfer in the same place. Safeguarding records are never shared through commissioner access.

    Explore safeguarding

  2. Health + Alternative Provision

    Check medical needs before an off-site session

    Authorised staff can check medical needs, medications and healthcare plans for the young people in the provision before a session, and record first aid when something happens.

    Explore health

  3. Commissioning school + Alternative Provision

    See the placement from the commissioning school’s side

    Schools that commission placements keep a provider register with due-diligence checks, placement checks before, during and after the placement, and an evidence pack they can export.

    Explore commissioning school

See a referral move from enquiry to placement

Ask us to walk through the referral form, the five steps and placement confirmation using your own referral process.

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