Supply Chain Policy for Grant Passport Arrangements
1. Purpose
This policy outlines the principles and procedures for managing the supply chain under a Grant Passport Arrangement with third-party organisations involved in supporting the delivery of projects and programmes within Coventry Adult Education which forms part of the Skills, Employment & Adult Education Service. The policy ensures compliance with funding regulations, transparency, quality assurance, and value for money.
2. Scope
This policy applies to all third-party organisations (delivery partners) receiving grant-funded allocations under the Adult Skills Fund (ASF) or similar funding streams. It covers the Request for Quotation or procurement, monitoring, and governance.
3. Principles
- Compliance: Adherence to West Midlands Combined Authority (WMCA) and/or Department for Education (DfE) funding rules/statutory requirements.
- Transparency: Clear and open processes for selecting and managing delivery partners.
- Quality Assurance: Ensuring high standards in teaching, learning, and outcomes for learners.
- Value for Money: Efficient use of funds to maximise learner impact.
- Ethical Practices: Upholding fairness, inclusivity, and equal opportunities.
4. Selection of Delivery Partners
- Delivery partners must demonstrate experience, capacity, and compliance with regulatory requirements.
- A competitive and transparent selection process will be undertaken where required.
- Contracts will outline roles, responsibilities, performance expectations, and funding allocations.
- Due diligence checks will assess financial stability, governance, safeguarding policies, and quality standards.
5. Contract Management and Performance Monitoring
- Regular reviews of delivery partners’ performance against agreed Key Performance Indicators (KPIs).
- Compliance audits and quality assurance visits to ensure adherence to funding rules and best practices.
- Mechanisms for addressing underperformance, including action plans and contract termination if necessary.
- Ensuring delivery partners provide accurate and timely data on learner progress and outcomes.
6. Funding and Payment Arrangements
- Payments will be made in line with Coventry City Council financial regulations, and specific contract terms, subject to performance and compliance.
- Financial transparency will be maintained through regular reporting and reconciliation processes.
- Grant Passport members will be expected to fully engage in assessing the accuracy of all payments and have a responsibility to review their monthly financial reconciliations to identify any inaccuracies.
7. Learner Safeguarding and Support
- Delivery partners must have robust safeguarding policies and comply with Prevent Duty requirements.
- Accessibility and inclusivity measures must be in place to support learners with diverse needs.
- Partners will be required to adhere to the principles of equality, diversity, and inclusion.
8. Risk Management
- Contract management meetings will be held with delivery partners to identify potential risks and mitigating actions.
- Contingency planning for business continuity and alternative provision will be undertaken where required.
- Contracts will include clear dispute resolution mechanisms to address conflicts promptly and fairly.
9. Review and Continuous Improvement
- This policy will be reviewed annually to ensure ongoing compliance and effectiveness.
- Feedback from delivery partners, learners, and stakeholders will inform improvements.
- Updates will be made to reflect changes in regulatory requirements or best practices.
10. Governance and Accountability
- Operational contract and performance management will be undertaken by the relevant Education & Skills Area Lead (ESAL)
- Strategic oversight of Grant Passport Arrangements/contract delivery will be the responsibility of the Adult Education Service senior leadership team.
- Compliance with WMCA & DfE and other relevant funding bodies will be monitored and reported accordingly.
- Any breaches of policy or contractual obligations will be addressed through formal procedures.
11. Approval and Implementation
This policy is approved by Service Lead for Adult Education and applies to all Grant Passport Arrangement agreements with third-party organisations involved in supporting the delivery of projects and programmes within the service. Once approval is received the policy will be published on the Adult Education Service website.
Date of Issue: January 2025
Review Date: January 2026
Approved by: Agreed by Senior Leadership Team, Adult Education Service. Pending approval by Head of Skills, Employment & Adult Education Service.