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The Challenge
The leading learning company faced the prospect of compliantly onboarding over 1500 tutors, as well as making sure each tutor had a valid enhanced DBS check. The learning company wanted a dedicated team to promptly contact, onboard and contract the tutors for its National Tutoring Programme to assist both primary and secondary students post-Covid with their education requirements.
CXC came in and hit the ground running, with over 150 tutors in the pipeline initially, gradually growing over a short period of time to meet the minimum requirement of 1500 tutors. There were concerns from the learning company on how they could get enough tutors “through the door” to tutor, whilst maintaining the high level of compliance and security checks that were expected of them to be a part of a government funded programme.
Additionally, the challenge was to make sure each tutor had all of the appropriate compliance items checked off in advance before starting their role. For CXC, there was a requirement of over 20 separate compliance requirements including passport verification, reference reviews and much more. Some of the students were considered high risk, so accurate compliance was paramount to make sure the programme was able to run smoothly.
Solution
CXC partnered with the learning company via AGS, to provide compliance and background checks for UK based tutors working via an employed solution, looking to work on the Government funded, National Tutoring Programme. CXC had to make sure all compliance was accurately vetted; candidates were UK based and compliant before being contracted.
CXC took ownership of the compliance requirements, including carrying out DBS checks for all tutors, as well as employment history reviews alongside ID verification checks. Tutors were contracted for a 2-year period initially, carrying out anything between 1 and 20 tutoring sessions per week, depending on their personal availability.
Throughout the onboarding process, there were ad-hoc additions to the Tutoring pool, meaning CXC would have to initiate onboarding for variable numbers of tutors at varying times. The CXC team would seamlessly include any additional tutors into the end-to-end process, making sure all the requirements were met for every tutor running through the programme.
Key Services include:
- Implementation of a client specific ID verification process.
- Onboarding of over 1800 PAYE Tutors.
- New processes created within CXC’s compliance portal.
- Compliance, contract, and managed payroll solutions.
- Quick start guides and welcome packs to assist contractors with registration and assignment information.
- Daily reports circulated to the company’s management and senior management teams.
- Support for all new onboards, contract extensions and terminations.
- CXC representative in all disciplinary hearings and escalations.
- Risk mitigation with HMRC.
- System training sessions carried out.
Compliance Steps:
- Detailed document checks to ensure legitimate compliance documentation. Over 20 individual line items to review per tutor including reviewing qualifications and CVs.
- Reference checks of 2 previous roles, or the last 5 years – whichever covers the longer period.
- Enhanced DBS checks carried out for safer recruitment decisions for the vulnerable people sector of work.
- ID verifications carried out to ensure imposter check completed.
- Online training completed for each tutor before start date.
Results
CXC’s solution delivered over 1,800 compliant tutors with valid background checks (enhanced DBS). We were able to improve the payroll process by providing detailed payslips and integrating with other systems. All of this was completed 4 weeks ahead of schedule.
The initial requirement of 1500 tutors weren’t deemed quite enough due to the quality and availability of certain tutors, initiating the increase to 1800.
All 1800 tutors were accurately paid on time on a weekly basis in arrears, but CXC were able to offer an advance payment on approve time via one of our partners. This was hugely successful for several tutors who relied upon this income throughout the pandemic.
After the initial 2-year period, several tutors were extended due to the extension of the National Tutoring Programme, meaning the process was required to be carried out a second time for assignment revisions. Once again, this was successfully completed by the CXC team.
With all the tutors being provided an enhanced DBS check, CXC reached out to them individually to recommend having their details updated onto the “DBS update service” to avoid having to manually apply for a new check each year.
Each of the tutors that were extended were successfully added to the DBS update service, meaning that the learning company saved a significant amount of money and time, avoiding the necessity of resubmitting a DBS check for each continuing tutor.
Reach out to us today and discover how CXC can provide your organisation with an effective payroll solution, just like this leading learning companyexperienced.
