iFairy working template · Policy
Provider access policy statement (careers)
A ready-to-adapt provider access policy statement for maintained schools and academies in England: how providers of technical education and apprenticeships can request access to pupils, and how the school will deliver the 6 required provider encounters in years 8 to 13.
iFairy working template — not official guidance. Built by reading the official documents listed under "Based on"; each requirement cites the document and section it comes from. Check the current official wording before you adopt it, and adapt it to your setting and your local authority or trust procedures.
| Do you need one? | Publishing a provider access policy statement is a legal duty for schools (section 42B of the Education Act 1997, as described in the statutory guidance). The 6 provider encounters in years 8 to 13 are also a legal requirement under the provider access legislation. Annual review by the careers leader and agreement with governors is a 'should' in statutory guidance. |
|---|---|
| Why this template | Schools must publish a provider access policy statement, but the requirement sits inside a long statutory guidance document on careers. This template pulls out exactly what the statement must contain, sets out the 6-encounter timetable in a form a school can fill in, and gives model wording a careers leader can adapt and take to governors. |
| Review | Annually, reviewed by the careers leader and agreed with the governing body (or trust board / local governing body under the trust's scheme of delegation). |
| Last checked by iFairy |
1. Purpose and legal basis
State why the policy exists and which law and guidance it responds to, so providers and governors can see the basis for it.
Must include
- The policy statement sets out the circumstances in which education and training providers will be given access to pupils.
“Schools must prepare and publish a policy statement setting out the circumstances in which education and training providers will be given access to pupils.”
Source: Careers guidance: provider access, What the governing body is expected to do — Provider access policy statement - Maintained schools and academies must have regard to the statutory guidance when carrying out their duty to let a range of providers access and inform pupils about technical education and apprenticeships.Source: Careers guidance: provider access, Who should use this guidance
- Statutory guidance must be followed unless there is a good reason not to; it applies to all pupils in school from year 7 to year 13.Source: Careers guidance for young people in schools, Details
Decide and write down
- Is the school a maintained school, academy, free school, PRU or AP academy? Name the body that approves this policy.
- Does the school have a sixth form? If not, how will it handle the year 12 to 13 encounters (see section 3)?
Starter wording (edit the highlighted parts)
This policy statement sets out [School name]'s arrangements for managing the access of education and training providers to pupils, for the purpose of giving them information about technical education qualifications and apprenticeships. It is published under section 42B of the Education Act 1997 and follows the Department for Education's statutory guidance 'Careers guidance and access for education and training providers' ([version date checked]). It forms part of our careers programme, published at [web link].
2. Pupil entitlement
Tell pupils, parents and providers what every pupil is entitled to, in plain terms.
Must include
- Every pupil in years 8 to 13 has at least 6 encounters with providers of technical education or apprenticeships, whatever their ambitions.Source: Careers guidance: provider access, Benchmark 7 — Meeting the provider access legislation
- The school asks each provider to tell pupils about the provider, the approved technical education qualifications or apprenticeships it offers, the careers they might lead to, and what learning or training with the provider is like — and to answer pupils' questions.Source: Careers guidance: provider access, What the governing body is expected to do — Provider access legislation
- Careers guidance must be impartial and show no bias towards any route; schools with sixth forms should not promote their own sixth form disproportionately.Source: Careers guidance: provider access, Benchmark 7: Encounters with further and higher education
Starter wording (edit the highlighted parts)
All pupils in years 8 to 13 are entitled to:
- find out about technical education qualifications and apprenticeships, as part of a careers programme that gives information on the full range of education and training options at each transition point;
- hear from a range of local providers about the opportunities they offer, including technical education and apprenticeships, through options events, assemblies, group discussions and taster events;
- understand how to make applications for the full range of academic and technical courses.
We ask every visiting provider to cover: who they are; the approved technical qualifications or apprenticeships they offer; the careers these can lead to; and what learning or training with them is like. Pupils will have time to ask questions.
3. How we meet the 6 provider encounters
The policy statement must say how the school will meet the legal requirement for 6 provider encounters. A timetable is the clearest way to show it.
Must include
- Two encounters, mandatory for all pupils to attend, any time in year 8 or between 1 September and 28 February of year 9.Source: Careers guidance: provider access, What the governing body is expected to do — Provider access legislation
- Two encounters, mandatory for all pupils to attend, any time in year 10 or between 1 September and 28 February of year 11.Source: Careers guidance: provider access, What the governing body is expected to do — Provider access legislation
- Two encounters the school must put on but which are optional for pupils, any time in year 12 or between 1 September and 28 February of year 13.Source: Careers guidance: provider access, What the governing body is expected to do — Provider access legislation
- All 6 encounters must happen for a reasonable period of time during the standard school day; events outside school hours, such as parents' evenings, do not count.
“All 6 encounters must happen for a reasonable period of time during the standard school day.”
Source: Careers guidance: provider access, What the governing body is expected to do — Provider access legislation - Within the same key phase, the 2 encounters must be with 2 different providers; the same provider may appear in more than one key phase.Source: Careers guidance: provider access, Benchmark 7 — Meeting the provider access legislation
- The school should not restrict invitations to selected groups of pupils or hold the events outside normal school hours.Source: Careers guidance: provider access, Benchmark 7 — Meeting the provider access legislation
Decide and write down
- Which providers within reasonable travelling distance will you invite (FE colleges, ITPs, Institutes of Technology, UTCs, studio schools, other schools offering T Levels, apprenticeship providers)?
- Which events in your calendar (options evenings excluded — they are after hours) will carry the encounters for each key phase?
- How will you make encounters accessible and appropriate for pupils with SEND?
- If you have no sixth form, how will you make sure pupils who stay with you post-16 (or none) are covered — and record that?
Starter wording (edit the highlighted parts)
| Key phase | Window | Attendance | Encounter 1 (provider, date, format) | Encounter 2 (different provider, date, format) |
|---|---|---|---|---|
| Year 8 – year 9 | Any time in year 8, or 1 Sept – 28 Feb of year 9 | Compulsory for all pupils | [Provider], [date], [assembly / workshop / visit] | [Provider], [date], [format] |
| Year 10 – year 11 | Any time in year 10, or 1 Sept – 28 Feb of year 11 | Compulsory for all pupils | [Provider], [date], [format] | [Provider], [date], [format] |
| Year 12 – year 13 | Any time in year 12, or 1 Sept – 28 Feb of year 13 | School must provide; optional for pupils (we encourage all to attend) | [Provider], [date], [format] | [Provider], [date], [format] |
All encounters take place during the school day. Additional events, such as our [careers fair / options evening], are offered to pupils and parents but are not counted towards the 6 encounters.
4. How providers request access
The statement must include any procedural requirements about requests for access. Give providers a named contact and a clear route.
Must include
- The statement must include any procedural requirements in relation to requests for access.Source: Careers guidance: provider access, What the governing body is expected to do — Provider access policy statement
- The times at which access can be given must be stated.Source: Careers guidance: provider access, What the governing body is expected to do — Provider access policy statement
Decide and write down
- Who is the named contact (usually the careers leader) and what is the response time you will commit to?
- Which slots in the year are available (e.g. assemblies, PSHE/careers lessons, options events during the school day)?
Starter wording (edit the highlighted parts)
A provider wishing to request access should contact [Name], Careers Leader, on [phone] or [email]. Please give: the provider's name; the qualifications or apprenticeships you would like to talk about; the year group(s) you want to reach; your preferred dates; and your equipment or room needs. We will reply within [10] school days.
Opportunities are available at the following times: [e.g. year 8 careers week in [month]; year 10 PSHE careers lessons, [day] period [x]; year 12 enrichment afternoons, [day]].
5. Granting and refusing requests
The statement must give the grounds for granting or refusing a request. State them so decisions are consistent and defensible.
Must include
- The statement must set out the grounds for granting and refusing requests for access.Source: Careers guidance: provider access, What the governing body is expected to do — Provider access policy statement
- Requests from a provider to bring a key employer or other person acting on its behalf should be considered, and consent cannot be withheld unreasonably.Source: Careers guidance: provider access, Benchmark 7 — Visiting providers
Decide and write down
- What are your genuine grounds for refusal (e.g. clash with exams, safeguarding concern, no capacity in the requested window — with an alternative offered)?
- Who decides, and who hears a provider's concern if it is refused?
Starter wording (edit the highlighted parts)
We will grant requests where the provider offers approved technical education qualifications or apprenticeships relevant to our pupils, and a suitable slot is available. We may decline or re-schedule a request where: [it clashes with examinations or other fixed events]; [the requested year group already has its encounters booked, in which case we will offer an alternative]; [there is a safeguarding concern about a named visitor]; [the content would not be impartial]. A decision to refuse will be made by [the careers leader in consultation with the headteacher] and the reasons given in writing. A provider unhappy with a decision may raise it through [our complaints procedure / contact name].
6. Premises, facilities and visitor arrangements
The statement must give details of premises or facilities available to a provider who is given access, and how visits are managed.
Must include
- Details of premises or facilities available to a person who is given access must be included.Source: Careers guidance: provider access, What the governing body is expected to do — Provider access policy statement
- Schools should not require a DBS check for a visitor in school for a one-off visit; headteachers decide the appropriate level of supervision.Source: Careers guidance: provider access, Benchmark 7 — Visiting providers
Decide and write down
- Which rooms and equipment can you offer (hall, classroom, projector, Wi-Fi)?
- Can providers leave prospectuses or other materials, and where?
- What is your visitor sign-in and supervision procedure, consistent with your safeguarding policy?
Starter wording (edit the highlighted parts)
The school will make [the main hall / a classroom / the careers library] available for provider sessions, with [projector, screen, Wi-Fi] by prior arrangement with [name]. Providers may leave prospectuses and leaflets in [the careers resource area], which is available to all pupils. Visitors sign in at reception and are accompanied by a member of staff throughout, in line with our safeguarding and visitors policy. We do not require a DBS check for a one-off visit.
7. Publication, approval and review
Record who approved the statement, when it will be reviewed, and where it is published alongside the careers programme.
Must include
- The careers leader should review the policy statement annually and agree it with the governing body.Source: Careers guidance: provider access, What the governing body is expected to do — Provider access policy statement
- Published careers programme information should incorporate the provider access policy statement, alongside the careers leader's name and contact details, a programme summary, how impact is measured and the next review date.Source: Careers guidance: provider access, Benchmark 1 — Publishing information about the careers programme
Starter wording (edit the highlighted parts)
This policy statement was approved by [the governing body / local governing body] on [date]. It will be reviewed by the careers leader and agreed by governors by [date, no more than 12 months later]. It is published on our website at [link], with our careers programme.
Careers leader: [Name], [email], [phone]. Link governor for careers: [Name].
8. Monitoring, records and complaints
Show how the school will know the duty has been met for every pupil, and how a provider or parent can raise a concern.
Must include
- Concerns about a school's compliance can come from DfE monitoring, a published Ofsted report or a complaint from a provider, and lead to a ladder of support and intervention ending in Secretary of State powers.Source: Careers guidance: provider access, Benchmark 7 — Ladder of support and intervention
- Ofsted inspectors will always report where a school falls short of the provider access requirements.Source: Careers guidance: provider access, Accountability and quality
- Complaints about a maintained school not complying should be resolved locally under the school's published complaints procedure; academy complaints go to the academy first.Source: Careers guidance: provider access, Complaints
Decide and write down
- How will you record attendance at each encounter so you can show every pupil in years 8 to 11 attended both (e.g. register in MIS or Compass+)?
- How will you catch up pupils who were absent on the day?
Starter wording (edit the highlighted parts)
The careers leader keeps a record of each provider encounter (provider, date, year group, attendance). Pupils absent from a compulsory encounter will be offered [a catch-up session / a recorded session with follow-up]. A summary is reported to governors [termly / annually]. Complaints about this policy should be made through the school's complaints procedure at [link].
Checklist
- Policy statement covers all five required elements: procedure for requests, grounds for granting/refusing, premises and facilities, times access can be given, and how the 6 encounters will be met. (Careers guidance: provider access, What the governing body is expected to do — Provider access policy statement)
- Two different providers booked for each key phase (years 8–9, 10–11, 12–13), all inside the school day and inside the 1 September – 28 February cut-off where they fall in years 9, 11 or 13. (Careers guidance: provider access, What the governing body is expected to do — Provider access legislation)
- Invitations go to whole year groups, not selected pupils. (Careers guidance: provider access, Benchmark 7 — Meeting the provider access legislation)
- Statement published on the website with the careers programme; careers leader named. (Careers guidance: provider access, Benchmark 1 — Publishing information about the careers programme)
- Annual review date in the governors' calendar; statement agreed by governors. (Careers guidance: provider access, What the governing body is expected to do — Provider access policy statement)
- Attendance at each compulsory encounter recorded per pupil, with catch-up for absentees.
- Local careers hub contacted for help identifying providers (or provideraccess@careersandenterprise.co.uk if not in a hub). (Careers guidance: provider access, Benchmark 7 — Ladder of support and intervention)
Watch out
- The guidance read for this template was updated on 8 May 2025. DfE revises careers guidance often (2018, 2021, 2022, 2023, 2025) — check the current version on GOV.UK before adopting this statement.
- The 28 February cut-off: encounters in years 9, 11 and 13 only count if they take place between 1 September and 28 February. A March or summer-term event in those years does not count.
- Parents' evenings, options evenings and other after-hours events do not count towards the 6 encounters, even if providers attend.
- Two talks from the same college in one key phase count as one provider, not two.
- The year 12–13 encounters are optional for pupils but not for the school: a school with a sixth form must still put them on.
- From September 2025 DfE expects schools to use the updated Gatsby Benchmarks; older template policies may quote the original wording.
- Do not ask for DBS checks for one-off provider visitors — the guidance says schools should not; manage it through supervision instead.
Based on these official documents
Main source
Careers guidance: provider access
The provider access legislation (6 encounters, timing, who must attend), the required contents of the policy statement, visitor arrangements, publishing duties and the ladder of support and intervention. The version read is 'Careers guidance and access for education and training providers', updated 8 May 2025.
Supporting source
Careers guidance for young people in schools
The GOV.UK publication page: legal status of the guidance, who it applies to, and the update history used to check which version is current.