Subcontracting policy

University of Staffordshire Higher and Degree Apprenticeship Subcontracting Policy

The University of Staffordshire is committed to working with high quality subcontracted organisations who provide training which will support national, regional, and local economic development. Organisations must be able to demonstrate the ability to deliver high quality training and education and that they have a strong financial standing.  

Scope

This policy applies to all subcontracted arrangements. It sets out how the University will apply fees and charges to contracts with organisations subcontracted to deliver training and education on the Universities behalf. This document outlines Staffordshire’s subcontracting  policy for the 2025-26 academic year. This policy is published in line with The Department for Education (DfE) requirements stated in the Funding Rules 2025-26, and Subcontracting Funding Rules for DfE funded post-16 funding 2025-26. 

Policy Statement

The University of Staffordshire is committed to provide high quality education and training to meet both local and national skills priorities. The University recognises that to provide such services subcontracting work is essential. The main reasons for subcontracting are to: 

  • Enhance the opportunities available for learners 
  • Fill gaps in niche or expert provision, or to provide better access to training facilities 
  • Support better geographical access for learners  
  • Offer an entry point for disadvantaged groups; or 
  • Give consideration of the impact on individuals with shared protected characteristics 

Implementation

The University of Staffordshire will ensure the subcontractor is subject to rigorous Due Diligence process and: 

  • Delivers a high-quality service 
  • Will not further subcontract provision to other training organisations 
  • Employs high calibre staff to deliver to learners and informs the University if these staff change 
  • Complies with the Universities policies and procedures 
  • Complies with the law e.g. Health and Safety, Data Protection, Equality and Diversity 
  • Has been risk assessed 
  • Is aware of the clear lines of responsibility and understands the consequences of any breach of contract 

Subcontractors will participate in:

  • Safeguarding learners, including Prevent responsibilities 
  • Promoting equality, diversity, and inclusion 
  • Monitoring visits which may be scheduled or unannounced 
  • Audit visits, including those at short notice observations of teaching, learning and learner progress 
  • Performance and review meetings  
  • Learner satisfaction surveys 

Enhancing the Quality of Teaching and Learning

In line with the University’s quality assurance framework, we work collaboratively with subcontractors to maintain and enhance high standards. This includes quality reviews, observations of practice, and feedback from learners and employers, with support from relevant teams across the University. 

Management Fees

The University will incur costs to manage the subcontracting process. These costs will be in proportion to the level of pre-contract assessment, performance management and risk management associated with the subcontracted activity. Also included in the costs are the quality assurance requirements outlined in the previous section. The quality assurance costs for subcontractors delivering out of area will be greater than those delivering locally owing to quality visits etc. Based on a risk banded scale the average management fees retained by the University will be no more than 20%. The management fee will be agreed before the contract is confirmed with the subcontractor and will be subject to review and negotiation dependant on performance, risk, and delivery model.  

Payment Terms and Conditions

Payments will be made in proportion to the income generated, per learner, monthly in arrears in line with the Universities financial procedures. Full details of payment arrangements for each individual contract are included in each Subcontractors contract.  

Responsibilities and Duties

The Chief Financial Officer & Deputy Chief Executive has responsibility for ensuring that the Subcontracting Policy is reviewed annually. The Chief Financial Officer will ensure that Subcontracting procedures and other such documents comply with and are implemented in line with DfE requirements and best practice. All potential subcontractors will be made aware of the policy as part of the tendering process. 

Disclaimer

The University of Staffordshire reserves the right to amend its subcontracting arrangements at any time in accordance with the terms and conditions contained in its standard contract for subcontracted provision. 

  • View the report covering the University’s subcontracting fees and charges for the funding year 2021/2022
  • View the report covering the University’s subcontracting fees and charges for the funding year 2022/2023
  • View the report covering the University's subcontracting fees and charges for the funding year 2023/2024
  • View the report covering the University's subcontracting fees and charges for the funding year 2024/2025
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