Case Sampling Support Pack

This comprehensive pack provides everything you need to understand and prepare for Ofsted's case sampling approach, reflect the 2025 - 2026 School Inspection Toolkit.

Case sampling has become a central evidence-gathering method during inspections, where inspectors closely follow approximately six pupils throughout the inspection to evaluate their lived experiences, the support they receive and the progress they're making from their starting points.

The pack includes seven practical resources designed to build your confidence and help you prepare systematically:

You'll get:

☑️ 12-page Case Sampling Support Pack guidance document – Comprehensive explanations of what case sampling is, which pupils are eligible (including socioeconomically disadvantaged pupils, those with SEND, pupils known to children's social care and those facing context-specific barriers), how the process works during inspection and how inspectors gather evidence through learning walks, conversations, work scrutiny and documentation review. The guidance also explains how to integrate case sampling approaches into your existing monitoring calendar without adding to workload, positioning it as a lens through which to view your current practice rather than an additional task

☑️ Vulnerable Groups – Identification and Planning Template – Addresses one of the most common challenges leaders face: whilst SEND and disadvantaged pupils are easy to identify through existing tracking systems, Ofsted also expects schools to identify pupils facing "additional barriers to learning and/or well-being" specific to their context. This template provides structured prompts across four key areas (data analysis, local context, school improvement priorities and staff knowledge) to help you identify context-specific vulnerable groups such as young carers, pupils with English as an additional language at early stages, those affected by local issues like county lines, refugee pupils or those experiencing housing instability

☑️ Vulnerable Groups – Pupil Tracking Template – Once you've identified your vulnerable groups, this template helps you organise the information Ofsted will want to discuss during the planning call, including each identified group, your rationale for identification, approximate numbers and any overlap between groups. Having this information prepared ensures confident, evidence-based discussions from the start of inspection

☑️ Case Sampling Preparation Checklist – Comprehensive checklist covering all aspects of preparation, from identifying eligible pupils and reviewing their current provision to preparing staff for discussions, organising documentation and considering reasonable adjustments. The checklist also covers what to discuss during the planning call, including why particular groups are significant in your context, how you've identified needs, what support is in place and any sensitivities around individual pupils

☑️ Case Sampling Gathering Evidence Template – Step-by-step framework for conducting your own case sampling activities as part of your monitoring cycle. The template guides you through preparation (selecting focus pupils, identifying key stakeholders, reviewing existing information), evidence gathering during the day (arrival routines, morning and afternoon lessons, unstructured time, pupil perspectives, staff conversations) and follow-up actions. Using case sampling as your own monitoring approach helps you see what inspectors would see and strengthens your self-evaluation

☑️ Case Sampling Messages to Parents and Carers – Example letter and message templates for communicating with families if their child is selected for case sampling, either during inspection or as part of your own monitoring. The templates explain the process sensitively, emphasise that selection doesn't indicate concerns and reassure parents about how the information will be used. This addresses potential anxieties and supports partnership working

☑️ Case Sampling Analysis and Action Plan – After conducting case sampling, this template helps you analyse findings systematically across three levels: individual pupil (what's working, where are gaps, is progress appropriate), whole-school systems (are identification processes effective, do staff have needed knowledge and skills, are resources deployed effectively) and patterns across multiple case samples. The template then guides you through sharing findings appropriately, taking action at individual, staff development and whole-school levels, and tracking impact over time

All templates (except the PDF guidance) are fully editable so you can adapt them for your school's specific context, cohort and priorities.

This pack is essential for headteachers, deputy headteachers and assistant headteachers preparing for Ofsted inspection or wanting to strengthen their understanding of how inspectors evaluate inclusion. It's particularly valuable when you're reviewing your monitoring approaches or preparing for your next inspection window.

Inclusion leads, SENDCos and designated safeguarding leads will find the pack invaluable for understanding how their areas of responsibility are evaluated during case sampling and for conducting focused monitoring of vulnerable pupils. The identification templates are especially useful when you need to look beyond obvious SEND and disadvantaged groups to consider context-specific vulnerabilities.

Senior leadership teams, school business managers and trust executives can use this pack to ensure consistent understanding across leadership about Ofsted's case sampling approach and to quality assure how well the school knows and supports its vulnerable pupils.

The pack is essential when you're approaching an inspection window but want to feel genuinely prepared rather than anxious, when governors or trustees are asking how the school can evidence inclusive practice, or when you need to strengthen your monitoring systems to focus more clearly on pupils' lived experiences rather than just curriculum delivery.

This comprehensive pack helps you tackle the most common challenges leaders face when preparing for Ofsted's case sampling approach:

"How can I confidently identify which pupils might be selected for case sampling?" The Vulnerable Groups templates guide you through identification systematically, helping you move beyond obvious SEND and disadvantaged groups to consider context-specific vulnerabilities. You'll be able to present a clear, evidence-based rationale during the planning call about why particular groups are significant in your context.

"What exactly will inspectors look at during case sampling activities?" The guidance document clearly explains how inspectors gather evidence through learning walks, conversations with pupils and staff, work scrutiny, documentation review and parent discussions. Understanding this process removes uncertainty and helps you see your provision through inspectors' eyes.

"How can I use case sampling approaches in my own monitoring without adding to workload?" The pack shows you how case sampling is simply a different lens for viewing monitoring you're already doing, providing a comparison table between traditional monitoring and case sampling approaches. The Gathering Evidence template gives you a practical framework for conducting your own case sampling as part of existing monitoring cycles.

"How do I know if our support for vulnerable pupils is actually effective?" The Analysis and Action Plan template helps you systematically examine findings across individual pupils, whole-school systems and patterns across multiple case samples. This triangulation with other monitoring forms gives you robust evidence about impact and helps identify where adjustments are needed at individual, staff development or whole-school levels.

"What should I do with the information from case sampling?" The pack guides you through sharing findings appropriately with support teams, senior leaders and families, then taking evidence-based action and tracking impact over time. This ensures case sampling genuinely improves provision rather than becoming just another monitoring exercise.

The resources can help:

Complete School Leadership Audit Pack – Comprehensive self-evaluation tools covering all aspects of the Ofsted Inspection Toolkit and best practice, helping you develop deep understanding of your school's strengths and priorities.

Ofsted Phone Call Preparation Pack – Prepare for the crucial planning call that happens at the start of inspection, ensuring you're ready to discuss your case sampling approach, vulnerable pupil groups and inspection logistics with confidence.

The Role of the Nominee Support Pack – Support your designated nominee in understanding their role during inspection, including coordinating case sampling activities, managing inspector requests and ensuring smooth logistics throughout the process.