For SENCOs, inclusion leads and heads of year
An AP Referral System Built for Schools
Placing a pupil in alternative provision is a big decision. ReferralMS helps you make the referral properly, see where it stands, and keep a close eye on the young person once they start – without chasing emails and spreadsheets.
Making an AP referral, step by step
Our AP referral system replaces paper forms and long email chains with one secure online referral that goes straight to the provider.
One clear referral form
Record the pupil’s needs, risks, the reason for the referral and what you want the placement to achieve, so the provider has what they need from day one.
For every kind of placement
Use the same process whether you are managing school exclusions, arranging off-site direction or a managed move, or putting early support in place.
Always know where it stands
Follow each referral from draft to submitted, accepted and placed, with notifications when something changes.
Tracking pupils in alternative provision
When you place a pupil in AP, you are still responsible for them. ReferralMS gives you the information you need to fulfil that responsibility with confidence.
Attendance you can rely on
Providers record attendance session by session using DfE attendance codes, so you can keep your own register accurate and act quickly if a pupil does not arrive.
Safeguarding in alternative provision
Concerns raised by the provider reach your safeguarding team securely, with a clear record of who saw what and when.
Progress and outcomes
See work completed, progress and qualifications, so you can review whether a placement is working and plan the next step.
Supporting your statutory responsibilities
The DfE’s statutory guidance on alternative provision expects schools to set clear objectives for each placement, share full information about the pupil with the provider, and keep monitoring attendance, progress and wellbeing. Keeping Children Safe in Education (KCSIE) is clear that a school placing a pupil with a provider remains responsible for their safeguarding, and should have written confirmation that the provider has carried out the right checks on its staff.
For suspensions and permanent exclusions, the DfE’s guidance on suspensions and permanent exclusions sets out when suitable full-time education must be in place, and that managed moves should only happen with the agreement of everyone involved, including parents. ReferralMS helps you keep a clear, dated record of each of these steps. It is a tool to support your own processes and professional judgement – it is not endorsed by the DfE and does not replace the guidance itself.
Why schools choose ReferralMS
- Every AP referral and placement in one place
- Timetable changes agreed and evidenced online
- Parental consent forms sent and signed digitally
- Clear records ready for governors and inspectors
- Your data is only visible to your school and the providers you work with
- Built around the latest KCSIE guidance
Frequently asked questions
Can we refer to providers that do not use ReferralMS yet?
Yes. You can record placements with any provider and invite them to join, so attendance and updates come back to you automatically.
Who at our school can see referral information?
You decide. Staff permissions control who can view referrals, attendance and safeguarding information.
Does ReferralMS decide whether a pupil should be excluded or placed in AP?
No. Those decisions stay with your school and follow your own policies and the DfE guidance. ReferralMS helps you record and manage what happens next.
How long does it take to get started?
Most schools can make their first referral on the day they sign up. Book a demo and we’ll walk you through it.
See how ReferralMS works for your school
Book a short, no-obligation demo and we’ll show you how ReferralMS fits the way your school, provision or local authority works.