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Subcontracting Fees At Hair Academy Southwest

Subcontractor working in hair salon

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As one of the largest hair and beauty providers in the South West we are always looking for highly skilled sub contractors to work with us.


As one of the largest independent specialist hair and beauty providers in the South West the Hair Academy South West (HASW) seeks to develop like-minded partnerships who can complement our existing provision and offer quality driven industry-recognised qualifications to support learners and employers. A copy of our Subcontracting Rationale, Fees and Charges is available to download here.

HASW Sub-Contracting Rationale

HASW is committed to working with our employers and subcontractors to implement training solutions for learners that will address business needs and enhance opportunities towards further education, job-readiness, and meeting apprenticeship End Point Assessment (EPA) requirements. We will support individuals who share protected characteristics along with the continued welfare and support an entry point for disadvantaged groups. We do not offer subcontracting delivery to meet short term objectives.

HASW is proactive when dealing with our subcontractors that are not geographically close to our main delivery centre.  We have a clear staff structure outlining those responsible for the delivery of well-planned and innovative training, which includes online, demonstrations and face to face video calls, to ensure all opportunities are available for learners within this niche provision, which may not be readily accessible within their local area. 


HASW have robust policies and procedures in place to carry out the necessary due diligence checks, including recent Ofsted Inspection Reports on sub-contractors and keep comprehensive records of all communications. This clear and well-defined structure allows the HASW to maintain a clear objective; providing a transparent provision of high quality, value for money training, whilst constantly ensuring that all relevant controls and safeguards are in place to manage the learning experience efficiently and effectively for the duration of the contract.   This has been reflected in the EPA success rates, the Qualification Achievement Rates and the Employer & Learner Satisfaction Survey (2018/19 – Employer 9.1% and Learner 92.7%).  


Funding Retained

Management fee

Quality assurance and oversight – quality checks on learner portfolios, monitoring that funding rules are adhered to, regular learner reviews and interviews, checks that learners and evidence ready for EPA.



Administrative functions – liaise with the ESFA, ILR data returns, provide breakdown of funding to subcontractors, payment of funding to the subcontractors, manage employer incentives and employer contributions, manage 20% OTJ calculations and monitoring, develop Values & Behaviours for use by all subcontractors, management of eportfolio system on behalf of subcontractors and management of EPA service.




Mandatory training delivered to subcontractor staff



HASW is currently working with 3 sub-contractors all of whom are published on the Register of Apprenticeship Training Providers, their percentage is based on HASW input, roles and responsibilities:- Sarah Hallaran (t/a Beauty Oasis Spa) 20%, Train with Pride Limited 20%, Master Cutters Limited (t/a The Hair Academy, Ashford) 15%

HASW continually reviews our sub-contracting responsibilities and activity which is comprehensively monitored at all times, following the ESFA’s guidelines particularly to the proposed changes to subcontracting as and when they are published within the specified time scale.


Our subcontractors, employers and learners have regular contact both before and after visits and feedback is regularly given to show progression and learner engagement.  This is carried out via various media platforms e.g. written reports, online discussions, WhatsApp, Teams and Zoom meetings to ensure current government guidelines are adhered particularly during the current COVID-19 restrictions.


HASW and its Board of Governance annually review the rationale to ensure its relevance and quality of delivery to all parties, or earlier if the funding rules dictate.

HASWs commitment to the improvement of teaching, learning and assessment

HASW is committed to continual improvement to the quality of teaching, learning and assessment. This is demonstrated though it’s subcontracting fees policy by ensuring that all partners are selected through demonstrable evidence that they deliver quality teaching and learning and are managed through a process of regular performance monitoring.

What service and support fees does HASW apply?

The typical percentage range charged by HASW for management and training services is between 15% – 20%. This service and support fee is deducted from the ESFA rate based on the funding income received by HASW. Our policy is communicated at the initial meeting, with regard to payment we will commit to paying 10 working days after receipt of the remittance from the ESFA.

The amount charged will be negotiated with the individual party and will depend on a number of factors but is not limited to:

  • Evidence of an established relationship between HASW and the subcontractor
  • Market experience of the subcontractor
  • Evidence of the risk factor to HASW
  • Level of support deemed to be enquired from HASW
  • Performance against target measures as agreed with the subcontractor
What support does HASW offer their subcontractors?

HASW believe the relationship has a joint responsibility to deliver high quality provision to all learners and employers. For each sub-contracting provision type, HASW provide the following services and support relevant to the sub-contractor’s business and needs: dedicated contact with regular performance updates against clear measures of success and ongoing quality performance alongside quality monitoring visits. The range of services are dependant upon the needs of the sub-contractor and may include (but are not limited to), training and learning provision, learner assessment and internal quality assurance.

How does HASW make payments to their subcontractors?

Payments are made based on the value provided by the PFR received monthly from the ESFA, less the service and support fee as agreed. Payments are made by BACS and HASW expects subcontractors to fully engage in assessing the accuracy of payments and therefore have a responsibility to identify any inaccuracies.

How often does HASW review its subcontracting fees policy?

This policy is reviewed by HASW and its Board of Governance annually to ensure its relevance and quality of delivery to all parties, or earlier if the funding rules dictate.


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