Who is responsible for supply teacher references: school or agency?
The agency runs the checks. The school must get written confirmation they were done. Here is what that means in practice.
Who carries out supply teacher reference checks?
For supply teacher reference checks, the agency (employment business) carries out the checks the school would otherwise do, including references. Under KCSIE, the school must obtain written notification from the agency that those checks have been done and record it on the single central record. Agencies use RefAssure to collect written, signed references with a timestamped audit trail they can evidence to schools.
What KCSIE says about agency supply staff
Keeping children safe in education (KCSIE), the Department for Education's statutory guidance, covers agency and third-party supply staff in Part three. Schools and colleges must obtain written notification from any agency or third-party organisation that it has carried out the same checks the school would otherwise perform on anyone who will work there.
For the enhanced DBS check, that notification must confirm the certificate has been obtained by the employment business or another such business. If the certificate disclosed any matter or information, the school must obtain a copy from the agency. Where the role needs a children's barred list check, the agency must obtain it before the person is appointed.
What the school still does itself
- Records on the single central record whether written confirmation was received, the date it arrived and whether enhanced DBS details were provided. This applies even if the supply teacher works for one day.
- Checks that the person who turns up is the same person the checks were made on.
- Keeps its own safeguarding responsibility. A school cannot hand that to an agency.
Some schools and trusts also ask for sight of the reference evidence itself, especially for longer placements. That is a local decision, not a KCSIE requirement, but a clear audit trail makes the conversation quick.
What a good supply reference should cover.
KCSIE sets out how references should be taken up. These points apply whether the agency or the school is asking.
From the right employer
From the current employer, completed by a senior person with authority. For a school referee, confirmed by the headteacher as accurate on disciplinary investigations.
Suitability with children
A direct question on suitability to work with children, and the facts of any substantiated safeguarding concerns that met the harm threshold.
Sent to the referee
Requested from the referee directly. No open "to whom it may concern" letters, and no relying on the candidate to fetch it.
Checked and compared
Compared with the application, with vague answers clarified and the reason for leaving established before the placement is confirmed.
Written references at supply speed.
Supply work moves fast. RefAssure sends the request in minutes and chases for you, so speed does not cost you the paper trail.
- Candidate gives consent online, with a signature, before referees are contacted
- Referees answer on a secure link, on any device, no login, and sign
- Median turnaround about 23 hours across 229 completed references
- Signed PDF with timestamps for consent, requests, reminders and completion
Chased for you, day by day.
5 emails and up to 2 texts over 12 days, stopping the moment the referee replies.
Supply teacher reference questions
More in the full FAQs.
Does the school have to take up references for agency supply teachers?
KCSIE asks the school to obtain written notification from the agency that it has carried out the checks the school would otherwise do. The agency takes up the references. Many schools still ask to see the evidence, and the single central record guide explains what to record.
How many references does a supply teacher need?
KCSIE does not set a number. It says references should come from the current employer, and from the last employer where the person worked with children if they do not now. Most agencies and schools ask for at least two.
Can a supply teacher start before references come back?
KCSIE says concerns should be resolved before an appointment is confirmed, and the school needs written confirmation that checks are done before the person works there. Fast written references are the practical answer. Half of RefAssure references are completed within 24 hours.
Is a phone reference acceptable for supply teachers?
KCSIE expects referees to be contacted to clarify vague answers, so calls have a place. A written, signed reference is far easier to evidence to a school or an inspector than notes from a call.
What does RefAssure cost for an education agency?
Your first reference is free. After that, credits run from 99p down to 80p each, with no monthly fee, no contract and credits that never expire. See pricing.
Does RefAssure do DBS or barred list checks?
No. RefAssure collects references and employment history. DBS and barred list checks go through the Disclosure and Barring Service or a registered umbrella body. Our DBS checks guide explains the levels.
Related guides
Supply references, without the wait.
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