Work directly with supply agencies using Lot 1

This is usually the simplest route for schools using the framework.

You can set up agreements with agencies before you need supply cover. Once an agreement is in place, you can contact the agency directly when you need staff.

Use Lot 2 if you’d prefer one provider to manage all supply staffing for your school.

Before you start

Before setting up agreements, check

• which agencies you want to use
• whether those agencies appear in the agency selection tool or supplier list
• who in your school or trust can sign the short order form
• how long you want each agency agreement to last - normally an academic year, but it can be longer
• your estimated spend - for contract purposes and not a minimum or maximum spend commitment

Agencies are only available to use once they appear in the agency selection tool or supplier list. Some agencies awarded to the framework may not appear yet because GCA is still completing checks.

Contact GCA if you are not sure whether your existing agreement was set up compliantly.

How to set up agreements with supply agencies

For Lot 1, you can choose agencies from the framework without running a further competition.

Step 1: Find agencies

Use GCA’s agency selection tool or supplier list to find agencies on the framework and their rates. The tool does not show worker availability or allow you to book supply staff.

All available agencies are listed once GCA has completed the required checks.

Watch video guidance on using the agency selection tool.

Step 2: Choose one or more agencies

You can set up agreements with more than one agency. This can help you cover different staffing needs, locations or specialist roles.

There’s no minimum or maximum spend commitment. You can use the agencies you choose as much or as little as you need.

Step 3: Complete the order form

Complete a short order form for each agency you want to use and send it to the agency to countersign.

For help filling out the short order form, read the guidance or watch the video.

Once both parties have signed the form, the agreement is in place. This is sometimes called a call-off contract.

You only need to complete the short order form once for each agency. The agreement stays in place until it expires.

If you used the previous framework, you need to complete a new short order form under this framework to access the capped supplier fees.

You must use the framework short order form. Your contract will not be compliant with the framework agreement if you use the agency’s own terms and conditions instead.

Step 4: Contact agencies when you need staff

Contact the agency directly as and when you need supply staff. You can then arrange workers as you normally would with an agency.

Understand your costs

Supplier fees are capped under the framework. You can check the supplier fee for each agency in the agency selection tool.

The framework rate only caps the supplier fee. It does not cap the worker’s pay or employment costs.

Agencies must give you a breakdown of worker pay, supplier fee and other employment costs on invoices or when they confirm a booking.

Check the supplier fee is no higher than the fee shown for that agency in the agency selection tool. The supplier fee you agree when you sign the short order form is fixed for the length of the agreement.

Agency Worker Regulations may apply if an assignment lasts 12 weeks or more. This affects the worker pay, not the supplier fee.

Access the framework

See the Supply Teachers and Education Recruitment framework on the GCA website or email the GCA team.