Formed in August 2013, Creative Sport & Leisure provides apprenticeships, study programmes and traineeships for employers and learners in the Active Leisure, Learning and Wellbeing Sector. Creative Sport & Leisure’s success comes from positioning itself to deliver demand led skills training to the sector, by responding to the labour market and skills gaps identified through local and national employers. These employers are all keen to establish the training requirements that will create the future workforce for the sector. By operating in this way, Creative Sport & Leisure works with many partners across the UK who share a strategic ambition and vision to work on the same agenda. Through this partnership work Creative Sport & Leisure recognises that for reasons of efficiency and local engagement with Levy paying employers it would be beneficial in future for some of our partners to hold subcontracts.
Creative Sport & Leisure is committed to providing high quality provision and an outstanding learning experience for all its learners, including those receiving their provision through one of our partners. Our employers equally expect a first-class service and the development of fully competent and skilled young people through an apprenticeship with us. Quality and achievement are key drivers to the provision and partners are required to adhere to our Policies and Procedures for the delivery of Teaching, Learning and Assessment (TLA) and engage positively in the process of continuous improvement and self-assessment.
Creative Sport & Leisure believe that the following criteria help to deliver successful quality outcomes for both learners and employers and value for money. We therefore require all Creative Sport & Leisure sub contracting delivery partners to:
This document applies to all supply chain activity supported with funds supplied by the Education Skills Funding Agency (ESFA) or any successor organisations.
The Sub-Contracting Policy is now a mandatory requirement that must be in place prior to participating in any sub-contracting activity from 1 August 2013. The content of this policy has been developed in line with AoC/AELP Common Accord and the ESFA latest funding rules.
Creative Sport & Leisure will use its supply chains to optimise the impact and effectiveness of service delivery to the end user, be it employer or learner. Creative Sport & Leisure will therefore ensure that:
Creative Sport & Leisure is seeking to deliver the majority of its funding through direct delivery. However, Creative Sport & Leisure has secured a number of contracts which necessitate the need to enter into subcontract arrangements on the request of the employer. Any subcontractors will be contracted on a limited basis and only when the best interests of the Creative Sport & Leisure’s community are served through the use of the partners.
Creative Sport & Leisure is committed to high quality delivery of a wide range of courses to meet its wider community’s needs, in line with the funders’ priorities and identified skills gaps. Where appropriate a small percentage of that delivery is delivered through high quality partners with the experience and expertise to meet specific learner needs.
Sub-contracted delivery will be used to:
We will only subcontract where we are confident that:
Sub contracted activity is recognised as a fundamental part of the Creative Sport & Leisure’s provision. The quality of the provision will be monitored and managed through the existing Quality Assurance processes and procedures, as amended in order to fully encompass all sub contracted activity. All sub-contractor partners will work with our experienced Head of Learning & Development and Head of Central Services to ensure that delivery in our name meets our robust requirements for experience and achievement.
This Policy positions sub-contracted provision as a core part of Creative Sport & Leisure activity to enable continuous improvements in the quality of teaching, learning and assessment for both Creative Sport & Leisure and its subcontractor’s. This will be achieved through the sharing of effective practice across the supply chain, for example through the Self-Assessment Report process.
In compliance with Education Skills Funding Agency and other agency funding rules that apply, Creative Sport & Leisure will publish its sub-contracting fees and charges policy and actual end-of-year sub-contracting fees and charges on its website before the start of each academic year (and in the case of actual end of year data, as required by ESFA).
This will only relate to ‘provision subcontracting’ i.e. subcontracted delivery of full programmes or frameworks and standards. 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). Provision subcontracting lists will be agreed with local ESFA Officials prior to publication.
Creative Sport & Leisure will ensure all actual and potential subcontractors have sight of this policy and any other relevant documents and Due Diligence documentation which ensures that Creative Sport & Leisure can assess:
The support subcontractors will receive in return for the fees charged.
This policy will be reviewed in each year and updated as required.
The Policy will be discussed with all current and future Subcontractors during contract negotiation meetings and reviewed at least annually in July of each year. Any changes will be notified to subcontractors as part of their regular performance review or through separate correspondence.
The ‘Supply Chain Fees and Charges’ applies to subcontractors of the organisation, as listed on the ‘Declaration of Subcontractors’ and notified to the ESFA. Creative Sport & Leisure retains a maximum of 20% of funding delivered through subcontractors for a standard subcontracting agreement, this figure ranges between 10% to 20%. This retention is calculated to cover day-to-day management of subcontracted delivery, monitoring of learner progress, collecting and updating due diligence, ensuring audit compliance, dealing with partner queries, coordinating self-assessment processes, quality and compliance monitoring, as well as other similar services as needed. The retention also includes administration support to process the data, ILR management, Middle and Senior Management support (working with national agencies, funding bodies, advice relating to policies, ESFA guidance, etc.), and management of funding and finances (preparation and processing of payments).
The exact mix and level of support for each Subcontractor will vary depending on the needs of the individual Subcontractor. It is calculated based on the amount of staff time and resources are required to support the successful implementation, quality assurance and delivery of the subcontract.
The type of support and guidance they can expect include:
Not all Subcontractors are charged the same management fee with the differences in fees being dependent upon the level of support required, the experience of the Subcontractor, their target learners; their track record, published success rates and the level of risk as determined by the due diligence process. Creative Sport & Leisure will endeavour to ensure the retained fee arrangements for different subcontractors are fair and equitable based on these parameters. If additional and/or exceptional services are required of the organisation in ensuring quality subcontractor provision, there will be a separate fee agreed above the core retention percentage based on usage (such as Internal Verification, additional training etc.).
All contracting is done on an annual basis and agreements will be recalculated and negotiated each year at contract renewal, giving sub-contractors the opportunity to reduce their fees through continuous improvement.
The precise additional support given to each sub-contractor will be negotiated with that sub-contractor, but will be based on a ‘risk’ approach and may include:
Creative Sport & Leisure may also retain funding to cover the cost of any funded activity that it might undertake on behalf of the sub-contractor such as:
All subcontracted provision is subject to a full legal agreement with the college and failure to meet robust quality requirements may result in the withdrawal of all funding.
Subcontractors are subject to external audit, including Ofsted and all funding agencies and cooperation with these processes are explicit within the contracting agreement.
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