Policy Guidelines
Please read and sign below:
Child Protection Guidelines
All school staff, including temporary and supply staff, play a crucial role in safeguarding children. As someone in a position of trust, it is a criminal offense to engage in a relationship with or arrange to meet students outside of school, regardless of their age. Staff members contribute to the prevention of abuse and neglect by being familiar with and adhering to child protection policies and procedures. Always review and follow the specific policies of the school you are working in. If you have concerns about a child, report them immediately to the Headteacher.
If a child discloses abuse to you, listen carefully without conducting an interview or asking the child to repeat their story. Avoid leading questions, as they can compromise the validity of evidence in future legal proceedings. Never physically examine the child. Explain to the child that you must inform the Headteacher about the disclosure. Do not promise confidentiality. The Headteacher will decide on the next steps and inform you of any actions taken regarding your concern.
Maintain professionalism at all times. Regular safeguarding training, adherence to appropriate behaviour guidelines, and compliance with both The Youth Education Service and the client’s policies help minimize the risk of accusations of improper conduct.
All school staff should complete regular Child Protection/Safeguarding training. It is recommended to undergo refresher training every 12 months, but it must be done at least annually. If you have not recently completed training, The Youth Education Service can facilitate this for you.
All school staff should read at least Part 1 of "Keeping Children Safe in Education: Statutory Guidance for Schools and Colleges," available at the following link. Ensure you have read this before your registration interview and before signing this document. If you need a printed copy, please ask your consultant.
Important Guidelines for Supply Staff
Upon arrival, it is crucial to inquire about the discipline procedures relevant to your role and adhere to them consistently. Request copies of any individual behaviour plans for pupils with special educational needs and review these thoroughly to ensure compliance with the agreed procedures between the school and parents. Clearly explain your expectations to the pupils and the consequences for not following the rules. Maintain a firm, fair, confident, and consistent approach.
The Youth Education Service advises supply staff to avoid any physical contact with pupils to prevent allegations of inappropriate behaviour. However, under Section 93 of the Education Inspection Act 2006, staff authorised by the Head Teacher may use physical contact in emergencies. In such cases, avoid actions that could cause injury, such as hitting, forcing limbs, excessive holding, pulling, or restraining. Never touch or hold a pupil in a way that could be considered indecent. Communicate calmly and clearly, and seek support from other staff whenever possible.
If you work in a setting where physical contact is likely, seek guidance from a manager on the setting’s policy and practice. Avoid situations where you could be accused of improper conduct and never act out of anger or frustration. It is unlawful to use force as a punishment. Always try to resolve situations through non-physical strategies, ensuring that any physical action is reasonable, appropriate, and proportionate. Using excessive force can result in disciplinary action or criminal charges.
Social Media, Internet, Mobile Phone, and Camera Policy
Social media is an important part of modern communication but can impact yours and The Youth Education Services’ professional reputation. Avoid posting comments about schools, as it is considered unprofessional conduct. Use the internet responsibly, adhering to the school's policies, and never use school equipment for personal internet access.
Many schools have policies restricting mobile phone and camera use as part of their safeguarding measures. In nurseries and SEN settings, having a mobile phone during personal care tasks is unprofessional and grounds for dismissal. Adhere to these policies, using mobile phones only during breaks or for work-related emergencies with Head Teacher approval.
Key points to remember:
Do not use school equipment for personal internet or social media access.
Avoid using social media during school hours while working through The Youth Education Service.
Do not interact with children or vulnerable adults on social media to protect against misunderstandings or allegations.
Only take photographs with the consent of the school and the child’s parents, and never remove these photos from school premises.
Ensure you follow these guidelines to maintain a professional and safe environment for both staff and pupils.
Transfer Fees
Be aware that in certain situations, if a Hirer wants to engage you directly or through another employment agency, or if you are introduced to a third party who then wishes to hire you (directly or indirectly), The Youth Education Service may be entitled to charge the Hirer a Transfer Fee or arrange a Period of Extended Hire. After this period, you may be hired directly by the Hirer or through another employment agency without additional charges to the Hirer. Therefore, it is important to inform The Youth Education Service of any contact you receive from a Hirer or third party indicating this possibility, so we can handle the situation appropriately.
Pay
You will be given the option to be paid via PAYE or our umbrella company (Giant group). The Youth Education Service will transfer your weekly pay in arrears at the agreed rate for the assignment, as detailed in the Booking Confirmation. Your minimum remuneration rate will comply with National Minimum Wage requirements, plus an additional 12.07% to cover accrued holiday pay. Bookings may be subject to late changes and cancellations, and payment will be made only for the actual hours worked if they are fewer than initially planned. You are engaged in a contract for services under the terms outlined in The Youth Education Services’ Terms of Engagement. When you are employed by an umbrella company, the umbrella company is responsible for paying you for the work you perform. The Youth Education Service will transfer your weekly pay in arrears to the umbrella company at the agreed rate for the assignment, as detailed in the Booking Confirmation. Your minimum remuneration rate will comply with National Minimum Wage requirements, plus an additional 12.07% to cover accrued holiday pay. Bookings may be subject to late changes and cancellations, and payment will be made only for the actual hours worked if they are fewer than initially planned. Before an agreement with an umbrella company is established, you are engaged under the terms outlined in The Youth Education Services’ Terms of Engagement.
Timesheets
At the end of each week, the Client will be asked to confirm your worked shifts via The Youth Education Service’ online portal. Verify with the Client that they are able to provide this online confirmation. If the Client is unable to do so, ensure a manual timesheet is completed, signed by the Client, and returned to The Youth Education Service. Failure to submit a signed timesheet or to obtain online verification from the Client may delay your payment processing. Payments are processed the week after confirmation is received, subject to a Monday 10am deadline.
Data Protection Responsibilities
Schools manage a substantial amount of personal data, including pupil information such as grades, medical records, images, and more. The General Data Protection Regulations, incorporated into the Data Protection Act 2018, impose stricter obligations on schools and nurseries and provide pupils with more rights regarding the processing and storage of their personal data. It is essential to understand your data protection responsibilities while working through The Youth Education Service. Please read the confidentiality clauses in your terms and conditions and always follow the school's information security policies.
Confidentiality
When interacting with The Youth Education Service, schools, and other clients, it is crucial to maintain professional confidentiality. Do not discuss information about the children in your care, the schools or clients you work for, or any other sensitive issues that may be considered inappropriate or unprofessional. This applies to both verbal and written communications, especially those made via the internet.
You must not disclose any information related to clients, The Youth Education Service employees, business affairs, transactions, or finances to anyone, nor use this information for personal gain or the benefit of others.
At the end of each assignment (or at any time during the assignment if requested), you are required to return all books, documents, papers, materials, and other property related to the business of the client or The Youth Education Service that are in your possession or control. Please review the provided Privacy Notice for further details.
Communications
Whether you are seeking temporary or permanent work, we will need to contact you via our app, email, telephone, or SMS to offer job opportunities, inform you about our free CPD courses, request your feedback, update your records, and keep you informed with work-related news.
While you are registered with The Youth Education Service, we have a legitimate interest in maintaining communication with you regarding the job placement services we provide and to fulfil any contractual obligations we may have to you. You have the right to object to further communications at any time and to request the deletion of any data we hold that is not required for our contractual obligations or compliance with legal or regulatory requirements.
If you decide at any point that you no longer want us to provide job placement services, please contact your recruitment consultant by email or phone to ensure you no longer receive further communications.
Marketing
Occasionally, The Youth Education Service may wish to send you information such as newsletters about products, services, promotions, or events that are not related to job placement services.
If you decide at any point that you no longer wish to receive such marketing communications, please contact your recruitment consultant via email or phone, and they will ensure you do not receive any further messages.
Dispute resolution
To ensure assignments run smoothly for everyone involved, we may occasionally make enquiries and share comments and suggestions between you, the Client, and ourselves. If you encounter any issues—such as the Client's failure to sign a timesheet or any unacceptable treatment—please raise these concerns with us as soon as possible. Additionally, if you have any questions about the Client's instructions, let us know promptly so we can address them appropriately.
We will do our best to facilitate a resolution at all times. If you wish to end the assignment, please inform us, and we will take the necessary action.
Health and Safety Awareness
We prioritise the welfare of our agency workers. Upon arriving at a client's premises, it is your responsibility to gather comprehensive information before starting your assignment. Always adhere to the client’s policies and procedures during your duties.
Upon arrival at the school or client premises, ensure you:
Familiarise yourself with the site’s health and safety guidelines, including specific instructions on equipment use and storage, managing disruptive pupils, and on/off-site pupil supervision.
Understand the procedures for fire drills and emergency evacuations.
Identify the qualified First Aider on site.
Know the reporting structure for accidents, incidents, or near misses.
Health and safety is a shared responsibility, and you must:
Perform your duties in a safe and controlled manner.
Minimise any potential harm to the pupils under your care and to yourself.
Promptly report any accidents, incidents, or near misses encountered.
These actions are essential to maintaining a safe environment and fulfilling your duty of care while on assignment.
Equal Opportunities
At The Youth Education Service, we are dedicated to promoting equal opportunities both within our own workforce and as an agency placing temporary workers. We adopt a proactive approach to employment practices and unequivocally oppose any form of prejudice in our operations.
We uphold and respect cultural and religious diversity, ensuring non-discrimination based on gender, sexual orientation, race, age, ethnic origin, religion, culture, or disability. Each individual is evaluated solely on their merit.
When working in schools, we expect you to uphold and promote our policy. Specifically, you should advocate for equality in learning regardless of ethnicity, socioeconomic background, gender, age, religion, or special educational needs. This commitment should be evident in your planning, teaching resources, and engagement with the school community.
By adhering to these principles, we contribute to fostering inclusive environments where everyone has equal opportunities to thrive.
Disclosure of Criminal Record
The Youth Education Service requires all applicants to undergo an Enhanced Disclosure check conducted by the Disclosure and Barring Service (DBS). The nature of the work you are applying for exempts it from the Rehabilitation of Offenders Act 1974 due to substantial access to children. It is prohibited for individuals convicted of specified offences or listed on the DBS Barred Lists by the Department for Education (DfE) and the Department of Health (DoH) to apply for roles involving individuals under 18.
Except for "protected" convictions, cautions, reprimands, or final warnings under the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (amended in 2013), you must disclose any criminal record details, including pending prosecutions, convictions, cautions, and bind-overs, even those considered spent. This information is confidential and will only be used for school appointments. Guidance on the filtering of cautions and convictions can be found on www.gov.uk/dbs.
If you have lived abroad for 6 months or more in the past five years, you must provide a police check or certificate of good conduct from your employer covering that entire period. Only original or properly certified documents will be accepted, following guidance on overseas police checks available at https://www.gov.uk/government/publications/criminal-records-checks-for-overseas-applicants.
For applicants from overseas The Youth Education Service requires a police clearance document from the country where you have spent most of your adult life, and from any country where you resided for 6 months or more in the last five years.
Disclosure of a criminal record or other information will not automatically disqualify you from appointment unless The Youth Education Service, or advice from DfE or DoH, deems it unsuitable. Factors considered include the offence's nature, time elapsed, your age at the time, and relevant circumstances.
Failure to declare relevant information may disqualify you from appointment or result in termination if discrepancies are discovered, potentially involving referral to the DBS and NCTL. You must also promptly inform us of any prosecutions during your registration.
References
We require two satisfactory references relevant to the type of work you are seeking. The Youth Education Service will contact your previous employers to confirm employment dates, verify experience and qualifications, and obtain professional references. One of these referees must be your most recent employer. References from relatives or individuals writing solely as friends will not be accepted. Open testimonials will be verified before consideration.
Qualified Teacher Status
For teaching applicants: Qualified Teacher Status (QTS) and Induction Status will be confirmed through the Department for Education via the National College for Teaching and Leadership’s (NCTL) Employer Access Online Service, or the Education and Training Foundation’s (ETF) Society for Education and Training (SET) for holders of QTLS status. This information will be disclosed to hirers. If you believe you hold QTS but it has not been verified by NCTL or SET, you must contact them directly to confirm your status.
NCTL maintains records of all qualified teachers recognized in England. Teachers who hold Qualified Teacher Learning and Skills (QTLS) through SET are also recognized as qualified teachers.
Teachers from the USA, Canada, New Zealand, and Australia who meet the conditions outlined in DfE guidance have been granted automatic QTS since 1 April 2012. They are exempt from induction but must still obtain UK Border Agency permission if required to work in the UK. These teachers must apply to the Teaching Agency for QTS and, if approved, will receive written confirmation similar to other QTS holders.
For more information, you can conduct an online search for details.
Online Search
The Youth Education Service will conduct an online search as part of your registration process, alongside a DBS check and qualifications status check.
Continued suitability
To ensure that all Temporary Workers registered with The Youth Education Service consistently meet safeguarding and suitability standards, we conduct checks annually on DBS, DBS Update Service, Teacher Regulation Authority, and Education Workforce Council, as applicable.
If a Temporary Worker has not been active with us for three months or more, we will update checks on the DBS Update Service, Teacher Regulation Authority, and Education Workforce Council, and obtain additional references to cover the gap in employment. For those who have not been active for two years or more, the entire registration process will be repeated.
Additional checks may also occur outside of these intervals in response to safeguarding incidents or changes in the Temporary Worker's circumstances.
Prevention of illegal working
The Youth Education Service is required to ensure that all applicants are legally entitled to work in the UK. All candidates are required to present their passport, or other eligible proof of entitlement to work in the UK before registration can be completed. This must meet the document requirements as advised by the UK Border Agency.
Agency Workers Regulations
Effective from 1st October 2011, the Agency Workers Regulations 2010 (AWR) grant Agency Workers rights equal to those of permanent employees of the hirer concerning pay and other working conditions. Some rights apply after a 12-week qualifying period. It is crucial to inform us of any work you perform for Clients we assign you to, so we can monitor this qualifying period. The Youth Education Service considers the Client (e.g., the school) as the Hirer for AWR purposes, not the Local Authority.
We will liaise with the Client to ensure you understand your responsibilities in an assignment. If the Client imposes or requests changes, you must keep us informed so that we can ensure compliance with AWR requirements for your treatment and pay.
If you have questions or concerns about your rights under AWR or wish to request information on "equal treatment," please contact your consultant or email contact@theyoutheducationservice.com.
Please note, the terms of each assignment are negotiated between the Client and The Youth Education Service. You are not authorised to accept any changes or terms imposed by the Client without our knowledge. Notify us in writing beforehand and seek our approval before accepting any such terms.
Termination
The Youth Education Service or the Client reserves the right to terminate your assignment at any time without prior notice or liability. We will strive to provide you with as much advance notice as possible in the event of termination for any reason.
If you intend to terminate an assignment, please give notice as early as possible, with a minimum of one week's notice for long-term pre-agreed assignments.
Candidate Declaration
I confirm that the information I have given is true and correct
I consent to my personal data, CV and references being forwarded to clients and potential employers
I certify that I possess the qualifications that I claim to hold
I give The Youth Education Service permission to provide work seeking services on my behalf
I confirm I have read Part 1 of Keeping Children Safe in Education: Statutory guidance for schools and colleges.
If, during the course of a temporary assignment, the Client wishes to employ me direct, I acknowledge that The Youth Education Service will be entitled either to charge the client an introduction/transfer fee, or to agree an extension of the hiring period with the Client (after which I may be employed by the Client without further charge being applicable to the Client)
I certify that I am not on DBS Barred Children’s List nor disqualified from work with children
I certify that I have read the Childcare Disqualification guidance and completed the declaration correctly
I certify that I am not subject to sanctions imposed by the DFE Teacher Regulation Agency/ EWC/ SET and I am not currently suspended from work or awaiting the outcome of any investigation
I certify that I am legally entitled to work in the UK
I am aware that physical contact with pupils should be avoided and that inflicting physical punishment could have serious consequences including criminal prosecution and referral to the Disclosure and Barring Service (DBS)
I certify that if, in the event of an assignment with The Youth Education Service I become subject to any kind of investigation, disciplinary or prosecution relating to a criminal act and/or which could lead to a caution or conviction after the most recent DBS/Update Service Check was undertaken I will inform The Youth Education Service immediately
I agree to support The Youth Education Service’s commitment to Child Protection and Equal Opportunities and I have received and understand The Youth Education Service’s Health & Safety Information for Temporary Workers
I understand that if I have knowingly given false information omitted or concealed any relevant fact about my eligibility for work, I will have my name removed from the The Youth Education Service database and will be reported to the DFE Teacher Regulation Agency/EWC/SET/DBS which could lead to barring from work within education and possible referral to the police
I understand that communication between pupils and supply staff, by whatever method, should take place within clear professional boundaries as outlined in The Youth Education Service’s E-Safety Policy
I understand my responsibilities for data protection and agree to familiarise myself with the data protection policy and procedure of the school or nursery at the start of each assignment, and will ensure that I do not do anything to cause them to breach their obligations under the General Data Protection Regulations.