Our Policy Documents

We take pride in our high standards that we set in all that we do and that starts with our rigorous recruitment process. This includes our face to face interviews that we conduct with all our candidates followed by a thorough vetting process.  Our detailed Operational Policy devises our working practices related to the Data Protection Act to ensure confidentiality and security of all our personal information held about people for work related purposes. We also make sure that all the people we do business with choose to agree when and how we can contact them, in keeping with GDPR regulations.

Policy Documents

Your content goes here. Edit or remove this text inline or in the module Content settings. You can also style every aspect of this content in the module Design settings and even apply custom CSS to this text in the module Advanced settings.

Keeping Children Safe

Please download the Government Keeping Children Safe policy which comes into force on 1st September 2023, read it carefully and keep for future reference.

What is the status of this guidance for Keeping Children Safe ? This is statutory guidance from the Department for Education (the department) issued under Section 175 of the Education Act 2002, the Education (Independent School Standards) Regulations 2014, and the Non-Maintained Special Schools (England) Regulations 2015. Schools and colleges in England must have regard to it when carrying out their duties to safeguard and promote the welfare of children. For the purposes of this guidance children includes everyone under the age of 18.

What school and college staff should look out for:

  • Any child may benefit from early help, but all school and college staff should be
  • particularly alert to the potential need for early help for a child who:
  • is disabled and has specific additional needs;
  • has special educational needs (whether or not they have a statutory Education, Health and Care Plan);
  • is a young carer;
  • is showing signs of being drawn in to anti-social or criminal behaviour, including
  • gang involvement and association with organised crime groups;
  • is frequently missing/goes missing from care or from home;
  • is at risk of modern slavery, trafficking or exploitation;
  • is at risk of being radicalised or exploited;
  • is in a family circumstance presenting challenges for the child, such as drug and
  • alcohol misuse, adult mental health issues and domestic abuse;
  • is misusing drugs or alcohol themselves;
  • has returned home to their family from care; and
  • is a privately fostered child.

Together keeping children safe


Child Protection Policy

Key Stage Teacher Supply aims to positively promote the well-being of children and wishes all of the candidates on our register to be fully aware of the procedures for Child Protection.

Key Stage Teacher Supply policies and procedures adhere to the law as defined in the Children Act 1989 and the guidance given by the Department of Health, the Department for Education and Employment and the Home Office Document “Working Together Under the Children Act 1989”.

Key Stage Teacher Supply wishes to inform all candidates of the position outlined in the 1996 Education Act (Section 548) that any form of physical contact with a child in the form of corporal punishment is prohibited.

Please feel free to download our Child Protection Policy

Or visit Gov.UK for more information.

The Childcare (Disqualification) Regulations

About this guidance – This is statutory guidance from the Department for Education on the application of:

• The Childcare (Disqualification) and Childcare (Early Years Provision Free of Charge) (Extended Entitlement) (Amendment) Regulations 2018 (“the 2018 Regulations”)

• Obligations under the Childcare Act 2006 in schools.

Schools and local authorities must have regard to it when carrying out their duties to safeguard and promote the welfare of children under:

• Section 175, of the Education Act 2002;

• Paragraph 7(b) of Schedule 1 to the Education (Independent School Standards) Regulations 2014; and

• Paragraph 3 of the Schedule to the Education (Non-Maintained Special Schools) (England) Regulations 2011

Download the complete The Childcare (Disqualification) Policy

Recruitment & Vetting Processes

Recruitment and vetting processes are very important to us. We guarantee that all staff we supply have been cleared for work according to DfE guidance. In addition to our recruitment and vetting procedures, we carry out a face to face interview with all our supply staff.  Also, we ensure they have signed up to ‘my pledge’ to maintain our established standards.

You can read the DfE guidance for maintained schools and academies in England here. It is applies to school leaders, school staff and governing bodies. In addition it also applies local authorities academy trusts.

It will help with managing staffing and employment issues, and making decisions. It replaces the statutory guidance from 2009, ‘Guidance on managing staff in schools’.

To read more about Teacher Status Checks on the government’s website, click here.

Key Stage Teacher Supply take  all their policies and procedures very seriously. We see policies as frameworks that clearly outline all our business’s methods and practices. We feel it helps us promote consistency, transparency and compliance. It helps us adhere to laws and legislation. Ultimately, it ensures safe practices for all, especially for the safeguarding and protection of children.

Download RSV (recruitment, selection and verification) Procedure for Schools.

Recruitment of Ex-Offenders Policy

As an organisation assessing applicants’ suitability for positions which are included in the Rehabilitation of Offenders Act 1974 (Exceptions) Order using criminal record checks processed through the Disclosure and Barring Service (DBS), Key Stage Teacher Supply complies fully with the code of practice and undertakes to treat all applicants for positions fairly.

Key Stage Teacher Supply undertakes not to discriminate unfairly against any subject of a criminal record check on the basis of a conviction or other information revealed.

Key Stage Teacher Supply can only ask an individual to provide details of convictions and cautions that Key Stage Teacher Supply are legally entitled to know about. Where a DBS certificate at either standard or enhanced level can legally be requested (where the position is one that is included in the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 as amended, and where appropriate Police Act Regulations as amended).

Key Stage Teacher Supply can only ask an individual about convictions and cautions that are not protected. Key Stage Teacher Supply is committed to the fair treatment of its staff, potential staff or users of its services, regardless of race, gender, religion, sexual orientation, responsibilities for dependants, age, physical/mental disability or offending background.

Key Stage Teacher Supply has a written policy on the recruitment of ex-offenders, which is made available to all DBS applicants at the start of the recruitment process.

Download Policy Recruitment of Ex-Offenders

DBS Policy

The safety of children and young people is paramount, and Key Stage Teacher Supply is committed to implementing the Disclosure and Barring (DBS) procedures and arrangements.  We will comply with the DBS Code of Practice and National Care Standards guidance regarding the correct handling, use, storage, retention and disposal of Certificates.

The DBS (formerly the CRB Agency) was set up by the Home Office to improve access to the criminal record checks for employment related purposes and to help organisations make safer recruitment decisions; this applies to staff with access to children under 18 years of age, vulnerable adults or other positions of trust that fall within the Rehabilitation of Offenders Act 1974.  The CRB and the Independent Safeguarding Authority (ISA) both became part of the Disclosure and Barring Service (DBS) in December 2012.

Please download our DBS Policy.

Government DBS Code of Practice.

Who Needs A DBS Check?

Barred list checks can only be carried out on those who are engaging in regulated activity. The definition of ‘regulated activity’ includes where individuals:

  • Are responsible, on a regular basis, for teaching, training, instructing, caring for or supervising children; or
  • Carry out paid, or unsupervised unpaid, work regularly where that work provides an opportunity for contact with children; or
  • Engage in intimate or personal care or overnight activity, even if this happens only once

This concise summary lists who needs a DBS check and recommendations for an enhanced check.

Download DBS Who Needs One

Source: Keeping Children Safe in Education, GOV.UK – DfE

Record Retention Policy

Key Stage Teacher Supply ensures that all records are kept in accordance with the requirements of the Data Protection Act 1998. Extra care is taken with all sensitive and personal data (e.g. information captured in the Equal Opportunities Form, CVs and our Customer Relationship Management system.

We are not required to keep the original of all documents: copies will be stored electronically (and are not alterable). All copies of original documents are verified to confirm that we have seen the original. Where the document contains a photograph of the individual, we also confirm that the document provided is a true likeness to the individual.

Download a copy of our Record Retention Policy here.

Training Policy

The purpose of this procedure is to control the activities associated with the training of Key Stage Teacher Supply staff to more adequately be able to perform the duties required of them.

This procedure establishes the responsibilities and describes the activities associated with the recording of the qualifications and experience of staff and the instigation of any specific training requirements for staff to enable them to more adequately perform the duties required of them and/or expand their expertise to the benefit of KEY STAGE TEACHER SUPPLY and its customers.

Please feel free to download our Training Policy.

Anti-Bribery & Corruption Policy

One of the Company’s core principles is to uphold responsible and fair business practice. It is committed to promoting and maintaining the highest level of ethical standards in relation to all of its business activities. Its reputation for maintaining lawful business practices is of paramount importance and this Policy is designed to preserve these values. The Company therefore has a zero-tolerance policy towards bribery and corruption and is committed to acting fairly and with integrity in all of its business dealings and relationships and to implementing and enforcing effective systems to counter bribery.

This Policy sets out the steps all of us must take to prevent bribery and corruption in our business and to comply with relevant legislation.

Download Ant–Bribery & Corruption Policy

Allegations and Misconduct Policy

Importantly, our Allegations Policy gives details of what action we will take when concerns are raised with us. Above all, any concerns raised with us will be viewed alongside other appropriate policies. Consequently, these will include our Safeguarding Children and Young People Policy, Complaints Policy, Safer Recruitment policy and Whistleblowing policy. Furthermore, this policy applies to anyone employed by us including our Directors, staff, and anyone registered with us as a candidate.

Our policies ensure that candidates and staff understand that it is their responsibility to protect children and vulnerable adults. Our code of conduct gives you guidance on what behaviour is expected when on placement to fulfil that responsibility. All agencies have a joint responsibility to ensure that they work together to protect children and adults from harm.


Firstly, a concern may be raised against an adult which suggests that they may be a risk to a child. This includes people who may behaved in a way that has harmed a child, or may have harmed a child. Secondly, it includes if someone has possibly committed a criminal offence against or related to a child. In addition, it includes if someone has behaved towards a child or children in a way that indicates he or she may pose a risk of harm. It can include if a person is seen as having behaved or may have behaved in a way that suggests they are unsuitable to work with children.

Allegations & Misconduct Policy Download

Complaints Policy

Operam Education Group (OEG) is committed to providing a high level of service to our customers. If you do not receive satisfaction from us, we need you to tell us about it. This will help us to improve our standards.

If you have a complaint, please contact the manager of your local branch by phone in the first instance so that we can try to resolve your complaint informally.

At this stage, if this does not resolve your complaint please then contact; Sharon Bullock, Chief Operating Officer. You can write to her at: Operam Education Group Ltd, Unit 1, Paramount Business Park, Wilson Road, Liverpool, L36 6AW.


  1. We will send you a letter acknowledging your complaint and asking you to confirm or explain the details set out. You can expect to receive this acknowledgement within 5 days of us receiving your complaint.
  2. We will record your complaint in our central register.
  3. The investigation into your complaint will then commence
  4. Where applicable the Chief Operating Officer will then invite you to meet her to discuss and hopefully resolve your complaint.
  5. The Chief Operating Officer will then write to you with her investigation outcome and any resolution to resolve the matter. By no later than 20 working days of the acknowledgement of your complaint to her.
  6. If you are still not satisfied, you can contact The Association of Professional Staffing Companies (APSCo) of which OEG is a member by email: complaints@apsco.orgIf we must change any of the time scales above, we will let you know and explain why.

Download Complaints Procedure

Data Protection Policy

All organisations that process personal data are required to comply with data protection legislation. This includes in particular the Data Protection Act 1998 (or its successor) and the EU General Data Protection Regulation (together the ‘Data Protection Laws’). The Data Protection Laws give individuals (known as ‘data subjects’) certain rights over their personal data whilst imposing certain obligations on the organisations that process their data.

As a recruitment business the Company collects and processes both personal data and sensitive personal data. It is required to do so to comply with other legislation. It is also required to keep this data for different periods depending on the nature of the data.

This policy sets out how the Company implements the Data Protection Laws. It should be read in conjunction with the Data Protection Procedure.

Download Data Protection Policy

Privacy Policy

Privacy Policy Statement

Key Stage Teacher Supply (”We”) are committed to protecting and respecting your privacy. We will ensure that the personal data we collect from you via our website or through our offices will only be used for the purpose stipulated in this Privacy Policy Notice.

Our Group means our subsidiaries, our ultimate holding company and its subsidiaries, our associated companies as defined in section 1159 of the UK Companies Act 2006 (our Group)

The General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679) is a new regulation which replaces the Data Protection Regulation (Directive 95/46/EC) The Regulation aims to harmonise data protection legislation across EU member states, enhancing privacy rights for individuals and providing a strict framework within which commercial organisations can legally operate. Even though the UK has expressed its intention to leave the EU in March 2019, the GDPR will be applicable in the UK from 25th May 2018. The Government intends for the GDPR to continue in UK law post Brexit and has also introduced a Data Protection Bill to replace the current Data Protection Act in due course.

Your new rights under the GDPR are set out in this notice but will only apply once the GDPR becomes law on 25th May 2018.

Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

Who controls your personal data?
The Data Controller is Key Stage Teacher Supply of 9 Preston New Road, Blackburn, BB2 1AR, a company registered in the UK. Company Number 04099786.

Our Data Protection Officer is the Operations Director. Contact details:  01254 507210 – dpo@keystagesupply.co.uk

Who we are and what we do

Key Stage Teacher Supply are a recruitment agency and recruitment business as defined in the Employment Agencies and Employment Businesses Regulations 2003 (our business). We collect the personal data of the following types of people to allow us to undertake our recruitment business;

  • Prospective and placed candidates for permanent or temporary roles;
  • Prospective and live client contacts (including referee details);
  • Supplier contacts to support our services;
  • Employees, consultants, temporary workers;

You may have registered/approached us directly through our website, through one of our offices, through a job board or social media site, through a recruitment fair or recruitment presentation, we are able to process your data if we have a legal basis to do so.

We collect information about you to carry out our core business and ancillary activities.

Please download our full Privacy Policy; contents include: 

  • Information you give to us or we collect about you
  • Information we may obtain from other sources
  • How we will may use your personal data?
  • Purposes of the processing and the legal basis for the processing
  • Our Legitimate Business Interests
  • Consent
  • Cookies
  • Disclosure of your information inside and outside of the EEA
  • Where we store and process your personal data
  • Retention of your data
  • Your rights
  • Access to information
  • Changes to our privacy notice
GDPR Statement

1.1. Key Stage Teacher Supply (“we”, “our”, “us”, “the Company”) takes its obligations under GDPR and applicable data privacy law seriously. We process Personal Data of our candidates, clients, employees, workers and other third parties.

1.2. Scope

1.3. We recognise that the correct and lawful treatment of Personal Data will maintain confidence in the organisation and will provide for successful business operations. Protecting the confidentiality and integrity of Personal Data is a critical responsibility that we take seriously at all times.

1.4. The DPO is responsible for overseeing our Data Protection Policy and, as applicable, developing Related Policies and Privacy Guidelines.  Our Data Protection Officer is the Operations Director. Contact details:  01254 507210 – dpo@keystagesupply.co.uk

1.5. Personal data protection principles

We adhere to the principles relating to Processing of Personal Data set out in the GDPR which require Personal Data to be:

  1. Processed lawfully, fairly and in a transparent manner (Lawfulness, Fairness and Transparency).
  2. Collected only for specified, explicit and legitimate purposes (Purpose Limitation).
  3. Adequate, relevant and limited to what is necessary in relation to the purposes for which it is Processed (Data Minimisation).
  4. Accurate and where necessary kept up to date (Accuracy).
  5. Not kept in a form which permits identification of Data Subjects for longer than is necessary for the purposes for which the data is Processed (Storage Limitation).
  6. Processed in a manner that ensures its security using appropriate technical and organisational measures to protect against unauthorised or unlawful Processing and against accidental loss, destruction or damage (Security, Integrity and Confidentiality).
  7. Not transferred to another country without appropriate safeguards being in place (Transfer Limitation).
  8. Made available to Data Subjects and Data Subjects allowed to exercise certain rights in relation to their Personal Data (Data Subject’s Rights and Requests).

We are proud to be a member of APSCo