Last updated: June 2026
1. Introduction
The Vision and Hearing Team (VHT) support children and young people (CYP) with visual, hearing, or dual impairments across homes, settings (e.g. pre-schools, schools, colleges) and the community (e.g. habilitation support). This protocol outlines the procedures for written feedback on visits and interactions with CYP, their families, and professionals.
2. General Principles
- The VHT provides written feedback to inform and support but also to maintain a record of involvement, interaction and CYP progress and development.
- Feedback is provided for visits, interactions, assessments, provision, interventions and program/skill deliveries e.g. ICT skills and habilitation skills.
- All reports and records adhere to GDPR and Data Protection protocol. (VHT Privacy Notice).
3. Reporting Procedures
3.1 Record of Contact
- A Record of Contact will be written by the VHT professional after each visit or program completion for Habilitation support.
- Exceptions include situations where meeting minutes or email feedback is more appropriate.
- The Record of Contact will include:
- Summary of the visit or interaction
- Findings and observations
- Recommendations for next steps
- Signposting or links to additional resources (if applicable)
- Distribution:
- Specialist Teachers: Sent to Business Support within 10 days of the visit for distribution.
- Habilitation Specialists: Distributed by PCC Business Support within 10 days for program completion or termly report for long-term weekly visits.
- Higher Level Teaching Assistant (HLTA) – ICT & Technology: Distribution within 10 working days of visit on termly basis.
- Option for a single, comprehensive Record of Contact for a series of visits (e.g. lesson observations, teaching specific skill, braille teaching.) This will be sent to Business Support within 10 days of final visit in series of visits.
3.2 Reports
- In most cases, a report will be written once a year
- Reports will:
- Summarise assessment findings
- Provide evidence for annual reviews
- Support transitions (updated reports if needed)
- Habilitation Specialists will provide reports for:
- Annual reviews (if involved that year)
- Transitions (if appropriate)
- Higher Level Teaching Assistant will provide termly reports for IT skills and technology development.
- Distribution:
- Written by the VHT professional and sent to PCC Business Support for distribution within 10 working days.
3.3 Appendix F: Evidence for EHCP Needs Assessment
- All Appendix Fs will be written and distributed by the VHT professional before the designated deadline.
3.4 Case Notes – Contact Log
- These notes are not routinely shared but can be provided upon request.
- Higher Level Teaching Assistant records summary case notes after each ICT or technology session delivery.
- Habilitation Specialists will maintain case notes after each visit to record:
- Skills worked on
- Progress updates
- Any other relevant information
- A separate Contact Log will be maintained by the VHT team to record:
- Phone calls
- Pertinent information from emails
- Any information deemed necessary.
- This log is not shared unless requested or deemed necessary by the VHT team.
4. Email and Text Message Correspondence
- All email and text message communication will be responded to within 5 working days.
5. Additional Considerations
- This policy should be reviewed and updated periodically.
- Staff will be expected to read and know the VHT Reporting Policy.
- Feedback mechanisms will be established to ensure the effectiveness of the reporting system, e.g. Feedback questionnaires, VHT supervision and audit of reports, Record of Contacts and Appendix Fs.
