Education and supply agencies
School confirmation of agency staff checks (KCSIE)
Under Keeping Children Safe in Education, a school or college should get written notification from a supply agency that it has carried out the checks the school would carry out itself. Formatix fills that confirmation from your vetting record, with each check, its date and its details, and leaves a check empty if the record does not confirm it.
No credit card. Your first ten CVs are free, and the trial credits are valid for 14 days.
What it is
KCSIE 2026 (paragraphs 364 to 367) asks schools to obtain written notification from the agency, including who obtained the enhanced DBS certificate and whether it disclosed anything, and to check on arrival that the person is the one the agency checked.
The Formatix template covers the supply worker and booking; each check with the date completed and details (identity, enhanced DBS with children's barred list information, prohibition from teaching, qualifications, right to work, overseas checks, fitness, references, childcare disqualification and section 128 where they apply); the enhanced DBS certificate and who obtained it; an On arrival box with the worker's photo; the agency's confirmation with the signature left blank; a box for the school's single central record; and a Still needed box for the agency.
A CV line can fill a detail, but a check is confirmed only when your vetting record says the agency carried it out or that it does not apply.
What Formatix fills in
| Field | Filled from |
|---|---|
| Worker, role, school, start date, booking reference, agency, school contact | The booking and your notes |
| Each check: confirmed, date completed, details | Your vetting record; a CV line fills the details only |
| Enhanced DBS: obtained by, number, issue date, Update Service, disclosed, copy sent | The certificate and your vetting record |
| Photo for the check on arrival | The CV or your file, when there is one |
| Signatory name, position, confirmation date | Your notes, never today's date by default |
What stays blank
| Field | Why it stays blank |
|---|---|
| A check the record does not confirm | It stays empty. It is never confirmed because it is usual, or marked No because it is not mentioned. |
| Signature | Always left for the agency to sign. |
| The school's single central record box | Left for the school to complete. |
| Date of birth, passport number, National Insurance number, address, health details | Never written; health is shown only as "health declaration completed". |
The Still needed list
The confirmation ends with a "Still needed before the booking starts" box for the agency: for example the enhanced DBS certificate with children's barred list information, the prohibition from teaching check, an overseas police certificate, a second reference or the health declaration. Obtain them, then remove the box before sending.
Frequently asked questions
- Is this an official DfE form?
- No. KCSIE asks for written notification but sets no form. The template follows paragraphs 364 to 367 of KCSIE 2026, says in its footer that it is not an official form, and carries no DfE branding.
- Does Formatix carry out the checks?
- No. It copies what your vetting record says. The checks stay with your compliance team.
- Does it work with our ATS or CRM?
- JobAdder, Salesforce, HubSpot and Ezekia connect to Formatix natively on every plan, including the free trial. Any other ATS or CRM works with Formatix by email: send the CV and your notes to [email protected] and the filled document comes back.
More for this kind of firm
- For education and supply teaching agenciesSupply teacher and support staff profiles, and the compliance checklist for each booking.
- Supply teacher compliance checklistA supply teacher compliance checklist is the form a supply agency sends a school or academy trust when it confirms a booking, setting out the booking, the charges and the employment checks the agency has completed.
- Supply teacher profileA supply teacher profile is the one page a supply agency sends a school that is booking cover.
- Teaching assistant and SEN support profileA teaching assistant and SEN support profile is the one page an education agency sends a school so it can match a TA to a pupil's needs.
Try it on your next booking
Upload the checklist you have to send, a CV and the compliance documents, and see what gets filled in.
No credit card. Your first ten CVs are free, and the trial credits are valid for 14 days.
Formatix template for supply agencies confirming checks to schools and colleges. Not an official form. Structure follows Keeping Children Safe in Education 2026, paragraphs 364 to 367.