From the moment of referral, Thrive works alongside you, your SENCO, your DSL and your pastoral team, to ensure the right tutor is matched to the right pupil and that everyone involved is informed, aligned and working toward the same goals.
A school referral is straightforward. The process is designed to move a young person from referral to first session in a clear and realistic way, while making sure the right safeguarding, GDPR and quality conversations happen in the right order.
Who can make a referral
School referrals usually come from the SENCO, but we accept referrals from Designated Safeguarding Leads, Head Teachers, Inclusion Leads, Heads of Year or other senior staff with delegated authority. For larger MATs, central SEND teams sometimes coordinate referrals across multiple schools. We work to whatever process the school has in place.
What we need at referral
To match a tutor or mentor effectively, we need enough information to understand the young person. At minimum:
- Year group, age and current attendance pattern
- Primary SEN or SEMH need, and any diagnoses
- EHCP status and copy of the plan if applicable
- Brief summary of what previous support has been tried and how the pupil responded
- What outcomes the school is looking for
- Preferred delivery setting (on-site, home, online)
- Any safeguarding considerations
- Commissioning route — direct school, pupil premium, LA framework, etc.
If you do not have all of this at the point of enquiry, that is fine — we will work with what you have and ask follow-up questions as we go.
Our response timescale
We aim to acknowledge school referrals promptly and provide realistic next steps once we have reviewed the young person's profile. This may include clarifying questions, an indication of whether we can match the pupil, and indicative timescales for placement start. Where the profile is unusual, paperwork is incomplete or coverage is tight, we will say so honestly rather than commit to something we cannot deliver.
Matching and confirming the placement
Matching takes into account the pupil's needs, learning profile, EHCP targets where applicable, and the tutor's specialist experience. We propose a specific tutor by name, with a brief profile, and confirm with the school before sessions begin. Where the school or pupil's parent has a preference — particular subject specialism, gender, neurodivergent experience — we accommodate where we can.
Once the match is agreed, we issue a service agreement covering scope, fees, safeguarding, data protection and review arrangements. Sessions begin once the agreement is signed and any required paperwork — DBS confirmation, photo ID, safeguarding declaration — has been shared.
Safeguarding, GDPR and information sharing
Schools share pupil information with us under their existing data sharing arrangements and Working Together to Safeguard Children duties. We process this information under our published Privacy Notice and only what is necessary for the placement. All Thrive tutors and mentors are enhanced DBS-checked before placement and operate under Thrive's Safeguarding Policy.
Where a safeguarding concern arises during placement, the tutor reports through both Thrive's internal safeguarding route and to the school's Designated Safeguarding Lead. Clear reporting protocols are agreed at the point of placement.
Starting and the first review
Most placements begin with one or two settling sessions, followed by an initial review at four to six weeks. The first review covers how the pupil is responding, what has worked, what needs adjustment, and any emerging considerations for the next phase. Subsequent reviews follow at intervals agreed with the school — typically half-termly.