How the University works

Information about subcontracting

In order to meet local or employer needs, the University may on occasion subcontract provision.

Rationale for subcontracting

Subcontracting may be useful if the University wishes to make full use of available funds to provide education and training opportunities which it cannot achieve directly within the available timeframe. It also contributes overall to the quality of provision and teaching and learning.

Selection processes

Subcontractors must satisfactorily complete the University’s Due Diligence checking process before they can be considered for a contract. 


  • will be highly regarded in the field of Hospitality and Catering with a good track record for retention, achievement and success rates
  • have a good track record for the recruitment, placement and support for learners
  • have a good track record of marketing their provision to eligible trainees and employers
  • have demonstrated they conform to the requirements of the Health and Safety at Work Act 1974, Food Safety Act 1990, and other relevant legislation and related regulations, guidance and directives in force from time to time
  • have evidence of working to high standards, and have established system of quality assurance and control which are in compliance with the SFA and OFSTED requirements 
  • can demonstrate that they follow the Common Inspection Framework for quality assurance and comply with the inspection requirements
  • can demonstrate they comply with the requirements of all relevant legislation governing equal opportunities and discrimination.
  • must operate a complaint procedure that complies with best practice
  • must comply with the provisions and obligations imposed by the Data Protection Act 1998 and the Data Protection Principles together with any subsequent re-enactment or amendment thereof in storing and processing personal data
  • must have evidence of maintaining clear audit records, including records of costs incurred and staff timesheets and use only actual eligible expenditure to support all claims and reports 
  • must have insurance arrangements in relation to Employer Liability, Public Liability, Buildings and Contents and Professional Indemnity Insurance
  • must be able to provide copies of any insurance certificates (including professional indemnity, employers’ liability and public liability insurance).


Subcontractors will be provided with a written contract which includes volume of agreed subcontract in number and financial terms.

Pricing and charges

Payments will be made to subcontractors as a percentage of the funding generated by the provision delivered. The proportion will be negotiated between the University of West London and the subcontractor. Our charges are currently 20%, with the subcontractor receiving 80%. The University enrols all the subcontractor’s learners onto their system, produces and manages the ILR and completes the final completion and destination returns. It manages the payments to the subcontractor.

Payment terms will be staged, and a proportion of payment will be retained until achievement documentation is received.

Exceptional charges may be made by the University for specific support by negotiation with the subcontractor.

Actual funding paid and retained

See details of actual funding paid and retained for each of our subcontractors in the funding years 2013-2014 and 2014-2015.

Quality assurance

The University expects high standards of teaching, learning and assessment, outcomes and progression from subcontractors. We will visit subcontractors to carry out quality checks and ensure that they are meeting these standards.

Timing for Review of Policy

The Policy is reviews on an annual basis.