Managing Agency Expenditure in Schools- A toolkit Approach

What we know

The Transformation review of agency use in schools highlighted
•    There is no direct link between school size and agency spend or staff absence rates and agency spend.
•    There are direct links between the level of expenditure in a school and the management practices around cover and supply.
•    Income from Insurance and other cover claims no longer covers the cost of agency staff replacement
•    Supply staff wages are set for all agencies on the framework however the fees they charge vary from £22 to £72 per day.  

Matching the approach with the need
•    There are 3 common areas of use for agency supply
             Adhoc Daily Cover – short term sickness, courses, meetings, events, trips, exams, unpaid time off.
                Cover for Vacant posts or Long term absences – Sickness/ Maternity
                Additionality – extra staff linked to RRRS, ALN support, Grants, Interventions, Wellbeing. 
•    Schools who understand in detail the cover need and apply different approaches to the need demonstrate greater financial efficiency whilst still meeting student needs. 
 
Good Practice 
Schools with low agency spend:
•    Control the level of need through planning – long term, medium term and short term – they are also prepared to make changes and say no
•    Use strong internal cover systems, such as equitable load distribution, collapsing classes, employing cover supervisors/supernumerary TA’s and upskilling/ uplifting experienced TA’s to cover.
•    Keep records and review regularly to understand needs and ensure the most appropriate solution is still in place
•    View cover as a precious and expensive resource and ensure there is leadership oversight of decision making regarding its procurement. 
•    View agency as a last resort not the approach of choice.
•    Negotiate agency fees and long term booking discounts when Agency is the most cost efficient solution.

Central support 
We can offer 
•    Support and advice for schools on contract negotiation with Agencies
•    Support and advice for schools on appropriate short term employment contracts
•    Support to manage staff wellbeing and absence.

Reach out – the transformation team is available to offer support to schools in changing their approach. SaClarke@Carmarthenshire.gov.uk

 Managing Agency Expenditure Toolkit
 
•    The guidance document and self-evaluation toolkit can be used to identify strengths and areas for potential change of approach. The study discussions highlighted that whilst all schools accepted that some level of cover for absences was necessary the profile of cover within the school and the way in which agency supply procurement is managed by schools can and does have a significant influence on the overall expenditure seen. It is recommended that schools use the attached guidance and toolkit to better understand how supply and cover is being managed in school and to ensure value for money is being achieved in relation to cover. The full project report is also available on request for those interested.