Employers

THE HENLEY COLLEGE SUBCONTRACTING FEES AND CHARGES POLICY

Scope

The policy applies to all subcontracted activity supported with funds supplied by the Education Skills and Funding Agency (ESFA), or any successor organisations.

Context

The policy is a mandatory requirement that must be in place prior to participating in any subcontracting activity from 1^st August 2013. The content of this policy has been developed in line with AoC/AELP Common Accord, the ESFA Funding rules 2017-2018 and the LSIS Supply Chain Management document.

Rationale for subcontracting

The college engages with subcontractors to enable us to successfully meet the needs of existing customers and to support the function of engaging new customers. Subcontractors are a vital element which supports our five key priorities which are to develop and deliver high quality training programmes for Apprenticeships, Higher Education, Adult Skills, 16-18 sixth form students and 14-16 year olds. The college will achieve this by:

• Providing access to, or engagement with, a new range of customers.
• Widening participation by subcontracting non-local delivery, for example where subcontractors are able to deliver programmes that The Henley College does not have the resources to deliver or for learners who would find it difficult to access our campus.
• Supporting another provider to develop capacity/quality.
• Providing niche delivery where the cost of developing direct delivery would be inappropriate.
• Supporting employers who have a wide geographic requirement.

Quality Assurance

The quality of the provision will be monitored and managed through the existing College IQA processes and procedures, as amended in order to fully encompass all subcontracted activity. This policy positions sub-contracted provision as a part of College activity to enable continuous improvements in the quality of teaching and learning for both the college and its subcontractors. This will be achieved through the sharing of effective good practice. Subcontractors participate in the College SAR process.

Publication of information relating to subcontracting

In compliance with Education and Skills Funding Agency and other agency funding rules that apply, the college publishes its subcontracting policy on its website before the start of each academic year. This will only relate to ‘provision subcontracting’ i.e. subcontracted delivery of full programmes or frameworks.

It will not include the delivery of a service as part of the delivery of a programme (for example, buying the delivery of part of an apprenticeship framework or outreach support). The college will ensure all actual and potential subcontractors have sight of this policy.

Fees and Charges

The rationale used to determine the level of fee retained through each subcontract uses a risk based approach.

The contributory risk factors that would result in differences in fees charged for, or support provided to, different subcontractors might include:

• Previous track record
• Pass rates
• Type of customers to be engaged
• Type of provision to be undertaken
• Contract duration
• Additional site visits
• Additional lesson observations
• Additional tutor support

The college will also retain funding to cover the cost of any funded activity that it might undertake on behalf of the subcontractor such as:

• Awarding Organisation fees and charges
• Hiring of facilities/equipment with/from the college
• Internal Verification, including the average cost of travel for on-site visits

 A risk assessment is conducted for each existing and potential subcontractor based on factors like credit checks, quality of provision, Ofsted grade. 20% of funding drawn down against the provision is the typical management fee retained by the College, depending on the adjudged level of risk. Furthermore, the college retains a percentage 2-5% of the contract value to ensure the subcontractor participates in the college self-assessment process and collection of destination information. The amounts held back are settled at final reconciliation at year end provided all requirements are met.

Invoices are settled within 30 days of receiving a valid undisputed subcontractor invoice.

Communications

This policy will be reviewed in each summer term and updated as required. It will be published on the college website during the July prior to the start of the academic year in which it will be applied. Potential subcontractors will be directed to it as the starting point in any relationship.