Young Learners Team FAQ
Introduction
We understand that as a valued member of our team, you may have questions or need information to help you make the most of your experience with us. Whether you are an employed team member on fixed term contract, or a worker on zero hours contract for BSC Young Learners Limited, this Frequently Asked Questions (FAQs) section is designed to provide you with answers to some of the most common questions and concerns you may have. If you have just started your role and are now looking to navigate through your induction, you'll find valuable insights and guidance here. Our goal is to address the common questions that our summer Young Learners team members often encounter, from understanding tax and national insurance regulations in the UK, to obtaining an Enhanced DBS Check and (if applicable) overseas criminal record checks. Explore the FAQs below to find the information you need to thrive in your career journey with BSC Young Learners. Feel free to browse the categories and questions, and if you can't find the answer you're looking for, don't hesitate to reach out to the People Team for further assistance. For any additional queries regarding Payroll or the Enhanced DBS Application Process, please see the BSC Team Manual.
Depending on the nature of your query, please email us using the following:
• For any People Team-related queries, such as raising a complaint or any whistleblowing related matters, contact people@bsceducation.com • For any payroll queries, such as national insurance number guidance, requesting payslips, query with pay, P45, expenses, etc, please contact payroll@bsceducation.com • For any recruitment queries, such as updates on your overseas criminal record check application or Enhanced DBS Check queries, please contact recruitment@bsc- education.com
Onboarding FAQs
Q1: What are the locations of the centres where I will be based?
A1: All centres are displayed on our website: https://www.bsceducation.com/young- learners/
Q2: Can you provide details about my accommodation such as shared toilets and kitchen?
A2: We try to prioritise placing team members in single bedrooms, where possible. In most cases, these have shared, adult only bathrooms. Adult bathrooms tend to be single bathrooms near the adult bedrooms, while the student’s bathrooms are split by gender (male/female) and tend to be cubicles. Team members usually have access to a kitchen, though all meals are provided as part of the residential package.
Please read through the accommodation section of your contract.
Q3: What are my working hours?
A3: All team members will work based on a rota, which the operations team will aim to share them in advance with everyone and provide notice, as much as possible. We calculate the hours they are expected to work: these are known as contact sessions. Contact sessions are divided as follows:
• Meals: 30 minutes (these run-in shifts allocate 30 minutes to supervise students and 30 minutes to eat)
Lessons/Sessions: 1.5 hours
•
Breaks: 30 minutes
•
Half-day Excursions: 3 hours
•
• Full-day Excursions: 7 hours (including 1 hour for lunch)
Evening Sessions: 2 hours
•
Night Duties: 1 hour
•
At no point should a member of the team be required to work an entire day. As per the weekly rota, team member’s hours should not exceed their contracted limit.
Where team members request time off, this needs to be done through their line manager at least one week before the date they wish to be off. If a member of the team is unable to work on any specific day(s), such circumstances will certainly be taken into consideration, and managers will ensure that these requests are respected.
If a team member requires an extra day off due to any personal commitments (such as attending a funeral, childcare, hospital appointment), this needs to be discussed with your line manager as far in advance as possible, as BSC are obligated to provide specific adult-to- student ratios and will need to make provisions to ensure these are met in your absence. The extra day will be considered either as annual leave (and will be deducted from your annual leave balance) or unpaid leave.
Q4: Would I require to attend any training before or after my commencement date?
A4: Yes, you will be required to complete Safeguarding and Prevent Training (for all team members), as well as the Admissions to Medications Training (if applicable to your role) prior to your start date. The Young Learners Operations Team will contact you before your start date with the information on the required training and further information for completion during your induction period. On your first day, you will also be required to attend a paid induction. Induction payments will only be received upon completing the full duration of your fixed term contract.
Q5: What is my first day schedule on arrival and what will I be doing?
A5: During the first two days of your contract of employment, all team members will attend paid induction training, familiarise themselves with the site and other team members, put up BSC signage, prepare for activities and excursions, learn about the campus requirements (how laundry is done at the centre, what the procedure is in case of a fire, etc.), set up classrooms, organise themselves for arrivals and testing, etc.
Q6: What documentation do I need to bring before or on my start date?
A6: Please bring your original documents on your first day so your line manager or Centre Manager can complete the onboarding compliance checks. This will include the following: • Original Passport • Original Certificates (for Teaching roles) • Original valid Enhanced DBS Certificate • Evidence of right to work in the UK (such as Frontier Work Permit and Share Code) • Overseas Police Check, valid for up to 10 weeks from the date of issue. If the overseas check was issued more than 10 weeks prior to your start date, and you have not returned to the country since the date of issue, the overseas police check will still be valid. A copy of your overseas criminal record check translated to English will also be required. Please note that if you don’t hold a UK passport, are currently on a work or student visa and don’t have the share code required for the People Team to complete the verification process online, you must attend the nearest college/Centre at least 24 hours before your start date so that the line manager, Centre Manager, or relevant manager can complete the manual ID verification checks. This will avoid any delays to your start date
Q7: In regards to the application for an EFL Teaching license for Malta Academic Team: is there any fee to pay and how long does it take to receive the permit?
A7: Team members need to pay approximately 15 Euros when applying for a temporary ELT permit. Details are on the application form with the link provided: https://eltcouncil.gov.mt/applications/.
Q8: How can I apply for the Malta Teaching License and what is involved in the application process?
A8: Please apply via this link: https://eltcouncil.gov.mt/applications/. Further information regarding what is involved can be found on the website.
Q9: Can I start teaching/working prior to receiving my original ELT Teaching Licence?
A9: Yes, as long as you have received an acknowledgement letter from ELT Malta. You are required to send a copy of the orginal letter to the People Team via recrutiment@bsc- education.com upon reciept of the letter.
Q10: During my right to work call, I was advised that I need to provide proof of term dates from university, as confirmed on my share code. What is the process for obtaining proof of term dates from my university? A10: You will need to provide an official letter confirming your term dates, which has been approved and stamped/signed by your university. We cannot accept screenshots of timetables and or emails as valid proof of term dates. Q11: How do I ensure the documents I email within the onboarding process are in the correct format? A11: Images of ID must be in an accessible format (such as JPEG) or they can be provided on a word document. Documents sent to you by BSC that require signatures must not be altered from their original PDF format and must be signed/returned as a PDF.
Q12: Will I be required to attend any training before or after my commencement date?
A12: Yes, you will be required to complete Safeguarding and Prevent Training (for all team members), as well as the Admissions to Medications Training (if applicable to your role) prior to your start date. The Young Learners Operations Team will contact you before your start date with the information on the required training and further information for completion during your induction period. On your first day, you will also be required to attend a paid induction. Induction payments will only be received upon completing the full duration of your fixed term contract.
Q13: Do I need to provide reference contact details and if so, for how many contacts?
A13: You will be required to provide references for the past 5 years of your employment history, as well as any work prior to this period that involved you working in the education industry. If there are any gaps in employment between references, in line with BSC policies and procedures and British Council Inspections Guidelines, we are required to request for a reason to be provided. All contracts are subject to receiving satisfactory references. The People Team will continue to request information regarding references, sometimes after completing your contract, in line with BSC safer recruitment policy and safeguarding requirements.
Q14: I have further questions, who can I contact?
A14: Please email the People Team via Recruitment@bsc-education.com for any queries and we will get back to you within 3-5 working days.
Criminal Background Checks (DBS, PVG and Overseas Criminal Record Checks) FAQs Criminal background checks are also known as Enhanced Disclosure and Barring Service (DBS) and PVG in Scotland. This guide aims to provide you with essential information about the Enhanced DBS Check process. For further information on this, please read through BSC’s Disclosure and Barring Policy, available in the Team Handbook.
Q1: What is an Enhanced DBS check?
A1: An Enhanced DBS Check is a thorough background check conducted by the Disclosure and Barring Service in the UK. It reveals an individual's criminal record, including both spent and unspent convictions, cautions, warnings, and reprimands.
Members of the public cannot see the criminal records of other people.
If you go to court and are convicted of a crime you get a criminal record. This applies to all sentences a court can give, including: • discharges • fines • prison sentences
Sometimes, instead of charging you, the police could give you a caution (or a ‘warning’ or ‘reprimand’ , if you’re aged 10 -17). These are not criminal convictions, but they are recorded on the police database.
Q2: How long will a Criminal Record last?
A2: If you have a criminal record, it could last from a few months to a number of years, depending on your sentence.
Legislation called the Rehabilitation of Offenders Act 1974 states that, for most people, a sentence should not have to ‘stay with them for life’.
Depending on your sentence, most cautions and convictions eventually become ‘spent’. Once your conviction is spent it’s as if you never committed any offence in the first place.
Q3: Do all sentences become spent?
A3: Some sentences can never be spent. If you have a conviction and are unsure when it is spent, get legal advice.
Q4: Why are criminal record checks required and who needs one?
A4: Certain types of job, including those based within a college, are considered to be a ‘regulated’ activity as defined by the Safeguarding Vulnerable Groups Act 2006 and Protection of Freedoms Act (2012) and require an enhanced criminal record check. Jobs that are ‘regulated’ mean you: • will be working regularly with children or adults • will be working in an establishment that is wholly or mainly for children • will be working in healthcare • have applied to be a foster carer, adoptive parent or child-minder • or, work which allows the individual to have the opportunity of contact with children or vulnerable adults in a ‘specified place’ as defined by the Safeguarding Vulnerable Groups Act 2006
Q5: Will I require an Enhanced DBS Check for my role this summer?
A5: We will be required by law for yourself to have an Enhanced DBS Check for barred list and an Enhanced PVG Check for Scotland for all BSC UK Team Members. The DBS and PVG applications must be enrolled by the People Team or for Enhanced DBS Checks only, team members can provide their details for the update service.
Q6: Will I have to pay the fees for the Enhanced DBS/PVG Checks if i am not on the update service (update service applicable to DBS only)
A6: Yes. BSC can enrol you for your DBS/PVG checks, however this fee will be deducted from your first pay. The deduction will apply to both retuners (if they are not on up date service) as well as any new starters. Therefore, we strongly recomend you to sign up for the update service if you wish to return on the following years. Q7: Will I have to pay the fees for the Enhanced DBS/PVG Checks if I am a returner who is not on the update service? (update service applicable to DBS only) A7: Yes. BSC can enrol you for your DBS/PVG checks, however this fee will be deducted from your first pay. You will be able to view this on the deduction section of your payslip.
Q8: What identification documents do I need to provide for an Enhanced DBS/PVG Check?
• Valid in-date photographic ID – Passport/ Driving Licence/Birth Certificate x 2 • Plus: proof of address (letter dated to your home address in the last 3 months) • A full list can be found here ID checking guidelines for standard/enhanced DBS check applications from 1 July 2021 - GOV.UK (www.gov.uk) Q9: How long does the process take? A9: Processing time can vary, but most Enhanced DBS Checks are completed within a few weeks. However, if there are complexities or discrepancies in your records, this process may take longer. Q10: What information does an Enhanced DBS/PVG check reveal? A10: An Enhanced DBS/PVG check will show details of your criminal record, including any cautions, convictions, warnings, or reprimands. It may also include relevant police information.
Q11: Will a criminal record automatically disqualify me from a job?
A11: Not necessarily. The impact of your criminal record on your job prospects depends on the nature of the role and the convictions. Some convictions may not be relevant to the position you're applying for, while others might disqualify you due to safeguarding concerns. It is always best to make any disclosures during the interviews and prior to onboarding checks being run.
Q12: Can I see my own DBS/PVG Check results?
A12: Yes, you have the right to see your own DBS/PVG Check results. You can request a copy of your certificate from the DBS/PVG.
Q13: Can an employer withdraw a job offer based on my DBS/PVG Check?
A13: Yes, an employer might withdraw a job offer if the information revealed in the DBS Check raises safeguarding concerns related to the role's requirements.
Q14: How can I have access to the update service for DBS Check and sign up for the service? A14: Please follow the below link and guidance to find out more: DBS Update Service - GOV.UK (www.gov.uk)
Q15. Who will do the criminal record check for BSC? A15: BSC is using an e-Umbrella Body called Civil and Corporate to process criminal record checks on-line.
Q16. Where will the Disclosure be stored? A16. The disclosure number and the date of issue will be uploaded to Personio (HR System). The actual disclosure will be destroyed once this information has been gathered. Q17: Where can I find information to support with the application process for an overseas criminal record check? A17: For information on overseas criminal record checks, please visit the Government Website at: https://www.gov.uk/government/publications/criminal-records-checks-for- overseas-applicants If the country you wish to apply from is not listed on the above link, please contact the local UK embassy using the below link provided: https://www.gov.uk/government/publications/foreign-embassies-in-the-uk Q18: I currently do not have a copy of my overseas criminal record check translated to English. Would you require a certified translation or is it satisfactory if I translate the check myself? A18: We can confirm we would require a certified translation for your overseas check, which is stamped or signed by a verified translation provider. In the absence of a certified translation, as an alternative we may be able to seek internally with your consent if other team members are able to translate your overseas check. We follow our internal safer recruitment procedures in line with British Council guidance regarding this process. Q19: How do I apply for a translated version to English for my overseas criminal record check? A19: The translator can be any of your choosing, however they must be qualified to complete the translation.
Q20: Is it possible to claim reimbursement of the cost of the overseas criminal record check certificate?
A20: BSC will not cover the costs for Overseas Criminal Record Checks. In line with BSC’s policies and procedures, it is the applicant’s responsibi lity to cover the costs of the Overseas Criminal Record Checks and the certified translation.
Q21: Who should we speak to if we have any further questions or queries?
A21: In the first instance, please raise them with either your line manager or the People Team: people@bsceducation.com
The People Team will submit the application form. Once it has been processed you will receive a copy of the Disclosure. This can take from 24 hours after the application has been sent up to 6 weeks. A paper copy of your disclosure certificate will be posted to your home address.
Q23: Can I refuse to apply for a criminal record check?
A23: You can refuse to have a criminal record check carried out; however, this is a requirement of the job role. The British Council requires all team members who have contact with children or vulnerable adults to have a valid enhanced criminal background check. This requirement includes self-employed team members. Q24: Can I challenge the information revealed on my DBS Check? A24: Yes. If you have received the results of your DBS Checks and find an error, or you wish to dispute any of the information revealed, you can contact the DBS by visiting the DBS Appeals and Disputes page. Disputes should be raised with the DBS within 3 months of the date of issue of the certificate.
Payroll FAQs
Q1: How will I be paid my salary?
A1: UK team members must provide UK bank account details.
Malta team members must provide valid bank account details and their social security number.
Cheques and cash-in-hand payments are not possible.
Q2: Is there any reimbursement for travel expenses (flights etc.) and medical insurance?
A2: Team members are responsible to pay for their own travel expenses and medical insurance, unless explicitly traveling on behalf of the company for work purpose. All the work purpose travel must be discussed and authorised (in line with BSC Travel and expenses policy) with the budget holders in advance.
Q3: How do I submit expenses and which team member would I send to my expenses to?
A3: BSC Operatons team will ensure that you will not be required to use your own money to fund events for yourself or students. Please refer to the Expenses Policy, which can be found in the Team Handbook. All expense claims must be submitted to the Centre Manager, who will then verify this expense with the budget holder for approval. Expenses should be submitted promptly with receipts attached, within one calender month of the date the expense occured. Expenses will only be paid if they have been authorised prior to the payroll cut off date and reciepts have been submitted.
Q4:.When do I have to send expenses in by?
A4: In order to receive payment the same month, all expenses need to be sent to Centre Manager by the payroll cut off date for that month. The payroll cut off date is 17th of the month at 12:00pm, unless the 17th is on a weekend, when it is the Friday before. Anything submitted after this date will be processed the following month. You will receive these funds back in your payslip and these funds are not subject to tax.
Q5: Can my salary be paid into my non-UK account? (This is applicable to UK team members only)
A5: Salaries cannot be paid into your non-UK account (unless team members are working and living in Malta). Instead, salaries could be paid, for example, to a Revolut account or similar. In the absence or not having a valid back account before payroll cut off date, unfortunately we will not be able to make any payment. Subject to receiving your full bank account details in writing via email, we will be able to process the full payment the following month. As a UK based team member, if you do not have a UK account, we advise you download the Revolut/similar bank account app. This will provide you with a UK style account and sort code needed to be paid. You can then transfer your wage to your primary account yourself.
You can download the app here: Android: Revolut - Mobile Finance - Apps on Google Play Apple: Revolut - Mobile Finance on the App Store (apple.com)
Q6: Can I start working if in the UK if I don’t yet have my National Insurance Number? A6: Yes, you can start work before applying for your NI number and while waiting for your application to be processed. You may be eligible to pay National Insurance if:
• You are 16 or older but have not yet reached State Pension age
• You are employed and earn more than £242 per week from one job
• You are self-employed and make a profit of more than £12,570 a year
• You earn less than £242 per week from one job, but you can choose to pay voluntary Class 3 contributions • You are an eligible family member over 16 but under State Pension age, and you have cared for a child under 12 since April 6, 2011 If you have a biometric residence permit (BRP), you may have a National Insurance number already. Check this by logging into your UK Visa and Immigration (UKVI) account to view your e-Visa, which is be printed on the back of your BRP. If you are new to the UK and have the right to work but you do not have a National Insurance number yet, you can apply for one here https://www.gov.uk/apply-national- insurance-number. You can only apply for a National Insurance Number when you are in the UK, and it can take up to four weeks to receive.
Q7: What is a P45, and why do I need one?
A7: You’ll get a P45 from your previous employer when you stopped working for them. Your P45 shows how much tax you’ve paid on your salary so far in the tax year (6 April to 5 April). A P45 has 4 parts (Part 1, Part 1A, Part 2 and Part 3). You must send your most recent, in-date P45 to payroll@bsceducation.com on your first day. Without this information, you will automatically be put on the emergency tax rate until HMRC advises us of your amended tax code. If you have been taxed too much this, will be highlighted and flagged by HMRC, who will advise our payroll provider regarding any changes and rebates.
Q8: What if I do not have a recent, in-date P45?
A8: If you do not have a current P45 (which was issued in the current tax year) please complete the HMRC Starter Checklist sent to you from the People Team as part of your onboarding pack and send to payroll@bsceducation.com
Q9: How do I receive my P45 following completion of my fixed term contract?
A9: Your P45 can be accessed and downloaded via the ADP system (payroll portal) for 6 weeks after your leave date. Please access your ADP promptly to download your P45 and payslips. You will have 6 weeks from your leave date to log in to view and download your payslips and P45.
Q10: I have a query regarding my tax, where can I find guidance?
A10: (applicable to UK team members only) For any queries regarding tax, please visit the HMRC Website at https://www.gov.uk/government/organisations/hm-revenue-customs
(applicable to Malta team members only) For any queries regarding tax, please visit https://socialsecurity.gov.mt/en/information-and-applications-for-benefits-and- services/medical-assistance/sickness-benefit/
Q11: How does tax get calculated?
A11: Tax on income is mandatory for all UK residents, regardless of age. You do, however, have a tax-free Personal Allowance. The standard Personal Allowance is £12,570, which is the amount of income you do not have to pay tax on. 1257L is the tax code currently used for most (but not all) people who have one job or pension.
Q12: What do the letters on my tax code mean?
A12: Letters in your tax code refer to your own individual salary and personal tax allowance.
Letters - What they mean
L -
You’re entitled to the standard tax-free Personal Allowance.
0T - Your Personal Allowance has been used up, or you’ve started a new job and your employer does not have the details they need to give you a tax code. BR - All your income from this job or pension is taxed at the basic rate (usually used if you’ve got more than one job or pension). D0 - All your income from this job or pension is taxed at the higher rate (usually used if you’ve got more than one job or pension). NT - You’re not paying any tax on this income. W1/M1/X - Emergency tax codes. Emergency tax codes are temporary. HMRC will usually update us directly of your tax code when you or your employer give them your correct details. If you have not paid the right amount of tax, you’ll stay on the emergency tax code until you’ve paid the correct tax for the year.
Q13: Will my salary be affected if I was to leave before my contract leave date?
A13: In the event you leave your contract before the agreed upon end date, you may have been overpaid for that month. If this occurs, the People Team will contact you directly to inform you if this is the case and you may be required to reimburse for the overpayment. All team members are paid from the 1 st of the month until the last day of the month (i.e. 30 th or 31 st of the month). Please note that we would not be able to make payments halfway throughout the month.
Q14: Will I get holiday pay in the UK?
A14 : Team members on short, fixed term contracts over the summer do not have the opportunity to claim earned annual leave allowance due to the short length of the contracts
(usually 1 – 8 weeks). As a result, annual leave is paid in the final pay at a rate of 12.07% of hours accumulated over the period.
Team members in Malta will receive holiday pay, on top of their wages too.
Q15: Will I get a paper payslip?
A15: No, we provide payslips via ADP (UK and Malta), our online payroll system. You will receive a digital copy of your payslip and P45 via this online platform. You will receive an account activation email directly to your personal account before your first payday. Your username will be the same as your email address. P45s are generated automatically after your last payslip and pay period have completed. It is the team member’s responsibilities to log in and download their payslips before they finish their contract. No payslips will be emailed nor posted out once your contract is finished. You can also download the ADP app here:
ADP Mobile Solutions on the App Store (apple.com)
ADP Mobile Solutions - Apps on Google Play
Payslip Breakdown (UK team members only)
Salary – pay period 1 st to last day of month
Annual leave – paid in final payslip. See above
Tax – paid amount deducted from your wage. IF you are due a rebate you will see a * – * sign before the amount.
NI – National Insurance contributions paid
Earnings – Money earned in a single pay period
Deductions – Tax and NI contributions taken from earnings
Net Pay – Total amount paid after tax and NI Contributions have been taken .
Q16: Why is my pay not 4 weeks X my contracted amount?
A16: Not all months have exactly 4 full weeks in them. Your contract will stipulate your weekly wage. However, your payslip will display monthly wage based on number of days in a full calendar month. This is calculated automatically by our online payroll provider ADP.
Q17: What happens if I am off with sickness or have time off?
A17: Should you have a period of sickness or absence during your fixed term contract, your payslip will generate showing the full amount for the pay period in the salary as if you had worked the full shifts as normal. You will then see Sick Unpaid for the period you are absent as a deduction from the full amount.
Q18: Can I claim Statutory Sick Pay if I am off sick?
A18: To qualify for Statutory Sick Pay (SSP) you must have been ill for at least 4 days in a row (including non-working days) and complete and submit this form to your line manager and copy in payroll@bsc-education.com Employee’s statement of sickness to claim Statutory Sick Pay - GOV.UK (www.gov.uk) Your contract stipulates that, due to the nature of the short-fixed term contract, should you have a period of 7 consecutive days off, BSC reserves the right to terminate your contract If you are a team member based in Malta, you might be entitled to receive sick pay. Please find the below link to calculate it: https://socialsecurity.gov.mt/en/information-and-applications-for-benefits-and- services/medical-assistance/sickness-benefit/
Q20: I have a UK bank account; do I still need to open an account with Revolut? A20: If you are currently a UK resident or have a UK bank account, there is no requirement for you to open this account as BSC will be able to make your salary to your normal nominated UK account.
Q21: What is Revolut?
A21: Revolut in the UK is a company that offers banking services that can be done entirely through the Revolut mobile app.
Q22: What are the steps to follow to set up a Revolut account? A22:
1. Download the Revolut app from the App Store or Google Store and create an account 2. Choose your account type and select the account type you would like to open. Revolut offers a range of accounts, including personal, business, and cryptocurrency accounts. 3. Provide your personal information - this includes your full name, date of birth, and address. You will also need to verify your identity by submitting a photo of your government- issued ID. 4. Add money to your account. To active your account, you will need to add money to it. You can do this by linking another bank account or debit card and transferring funds. 5. Order your Revolut card. Once your account is activated, you can order a Revolut card through the app. The card will be delivered to your registered address within a few days. 6. Start using your account. You can start using your Revolut account to make payments, transfer money, and manage your finances, Revolut offers a range of features, including budgeting tools, foreign currency exchange, and real time spending alerts.
Q23: If I am unable to open this account, what will happen to my pay? A23: BSC are not able to do an international bank transfer.
Q24 : I have some questions regarding this, who’s the best person to contact to? A24: In the first instance, your line manager and after that the People Team via payroll@bsceducation.com
Q25: When is pay day? A25: On or around 30 th of each month for all the team members. BSC will make payments to your nominated bank accounts which are either Revolut or UK bank accounts.
If the 30th lands on a weekend, you will be paid on and around the Friday before.
Additionally, we would like to advise that there is not a specific time you will be paid throughout the day and payments can enter your bank account at any time.
Q26: When is my first pay day?
A26: If you are starting after 19 th of any month, you will be paid your first salary in the following month (on or around 30 th of each month).
Q27: Could I receive my entire salary for summer as a lump sum when my contract ends?
A27: No. You will receive your salary each month as you work. We cannot skip any payment and pay you all in a lump sum.
Q28: Will accommodation be deducted from my wages?
A28: Yes. This is only for team members who require residential accommodation, where we offset the cost of accommodation for residential employees in line with UK government set rates. These rates are used to calculate and ensure you are paid above minimum wage. For more information on how this is calculated please visit National Minimum Wage and Living Wage: accommodation: Accommodation rates - GOV.UK (www.gov.uk)
For those not residing on site, the wage will be reflective of no offset being deducted.
Overtime FAQs
Q1: Will I be paid for overtime?
A1: We aim to manage our rotas effectively and as per your contract. Should you be required to do overtime, your manager will ensure this time is taken back in lieu of the duration of your contract. Should you have any concerns about your hours or overtime payment, please contact payroll@bsceducation.com
Q2: Where do I find more information about the Overtime Policy?
A2: The policy can be found in the Team Handbook, which will be issued to you during your onboarding process by the People Team.
Q3: Do I need to complete timesheet each week and forward it to my line manager or people team? A3: Team members are not required or advised to complete timesheet each week. Any adjustment to individual’s pay will be communicated by the relevant managers to the people team each month before the payday is due.
Time off and Sickness Absence FAQs
Q1: Do I receive full pay for being off sick, in the UK?
A1: No. You will be entitled to SSP (Statutory Sick Pay), in line with government guidance (see below), if you are absent for 4 consecutive days or more.
Statutory Sick Pay (SSP) : Overview - GOV.UK (www.gov.uk)
Q2: Do I need to take my accumulated holidays whilst I am working in summer?
A2: All accrued holidays will be paid at the end of your fixed-term contract. There is no provision for holidays to be taken during your contract, as your attendance is required for the duration of the contract.
All other burning FAQs
Q1: How many team members will share common spaces, such as kitchens and bathrooms? A1: This will specifically be covered during your induction. Team members may need to share bathrooms with other adults associated with BSC.
Q2: Will I be required to relocate during my fixed term contract of employment?
A2: Team members may be required to relocate to other BSC or associated locations during their fixed term summer contract. However, this will be discussed and agreed beforehand with the Young Learners Operations Team and reasonable notice will be provided.
Q3: Are my personal possessions secure on site? A3: Although you will have a private and secure room during your stay, please be advised that we strongly recommend not bringing valuable items, as we will not take responsibility for any loss or theft of personal possessions.
Q4: Are clothes washing facilities, pots and pans and irons available for use in team accommodation facilities? A4: There will be a washing machine and laundry facilities on campus that can be used by team members at their own expense. No pots and pans are provided as meals are included. No irons are provided. Q5: Do I need to bring my own duvet and pillow? A5: Your room will be provided with bedding (including sheets, duvet and pillow) and changed either weekly or every 2 weeks. If you would like to bring your own, you will be responsible for laundering these at a cost to yourself with the facilities on site. Q6: Do I bring towels? A6: Although some centres may provide towels, we recommend you should always bring your own towels. Q7: What is BSC’s dress code? A7: Uniforms will be provided by BSC Young Learners. Email communications will be sent out by the Young Learners Operations Team requesting your preferred size of clothing. This uniform will consist of BSC t-shirts or jackets, plus an identification lanyard that must be worn at all times.
All team members must comply with BSC Uniform Policy at all times.
Q8: What does a typical meal include? A8: Three meals are provided daily. Should you be at an airport or at an event during mealtime, you will be able to request a packed lunch in advance. Meal offerings may differ slightly at each centre as they are provided by the residence catering. Generally, you can expect a variety of hot dishes such as pasta, lasagne, chicken, and rice, among other foods. Additionally, there will always be meat-free or other dietary options available as most dietary requirements can (usually) be met. Please let us know any dietary requirements as soon as possible. A self-serve salad bar is typically offered, though not guaranteed, along with the option of a sweet dessert or piece of fruit. Q9: Are halal/vegan/kosher meal options available? A9: Yes, normally. However, you must inform us in advance of your requirements and any other dietary information before you arrive. Q10: Do you get meals on days off? A10: No, the Company will provide meals for residential team members only on the days they are scheduled to work. The Company has no obligation to provide meals to non- residential team members or to residential team members on their days off.
Q11: What happens if you are not on-site during mealtimes?
A11: If you are on duty working, you will be provided with a packed lunch. Meals purchased by yourself outside of our catering provided will not be reimbursed. You must ensure you request a packed lunch for shifts away from the centre. If you are unsure, speak to the centre manager. Q12: Will my expenses be refunded without a receipt? A12: No. All meals and transport while working are provided. No personal money needs to be spent. On very rare occasions, where there is no other option but to spend money, this may be reimbursed if the appropriate procedure is followed. Specifically, this requires approval from the Centre Manager and the BSC Central Team beforehand. If approval is not granted, and receipt(s) not provided within 3 working days, reimbursements won’t be made. To avoid this, we recommend that you always speak to your Centre Manager first. Q13: When are mealtimes? A13: Mealtimes vary slightly depending on the centre’s cat ering timetable. Typically, mealtimes are:
Breakfast – 07:30-08:30
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Lunch- 12:30-13:30
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Dinner- 18:00-19:00
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Q14: Where do I go on my first day? A14: More information on this will be provided in your arrival pack, which will be location specific. Your arrival pack will include a map, contact details, arrival times, etc.
Q15: What time do I arrive on my first day? A15: This will be confirmed in your offer letter you receive within your onboarding pack.
Q16: Who do I contact on my first day? A16: The Centre Manager or a Senior Welfare/Mentor or Activity Team Member will meet you on your first day. Q17: Will somebody contact me before I arrive? A17; Prior to your first day, the main contact will be between yourself and the People and Performance Team (HR) via recruitment@bsc-education.com. The People Team will then hand you over to the Centre Manager, who will issue you with your welcome pack. From this point, the Centre Manager will be your main contact. Q18: If my transport arrives after 8pm, will I miss the induction? Will I still have accommodation for that night? A18: You will still have accommodation. However, your induction will be scheduled for the following day. Please ensure you let the recruitment team know of your travel arrangements and let us know if your plans change.
Q19: If I start in the middle of the week, will I be paid for a full week?
A19: No. You will only be paid the days you work for the first week. Going forwards, your week(s) will be calculated from Sunday to Sunday.
Q20: I have a friend I want to work with at the same centre. Is this possible? A20: We welcome collaborative requests and love for team members to refer a friend! Your request to work with a friend at the same centre will be considered against the current staffing levels and availability. We will try to honour all requests as long as they are in line with our Workplace Personal Relationships Policy and there is no conflict of interests. Q21: I have been asked to move to a different college during my contract and I do not want to change locations. A21: BSC contracts stipulate that ‘You may be required to work at any of the Organisation’s premises from time to time as required in the performance of your duties. The Organisation reserves the right to change your place of work whether temporarily or permanently. In the event of a permanent change, you will be given reasonable notice.’ We endeavour to ensure that team members remain at their original posting. Should we need support at another centre, the Centre Manager and the Head of Young Learners will approach the team to find an amicable solution. Should no team member volunteer, the Head of Young Learners will make the decision to move an individual. When an individual is transferred, travel plans and costs will be provided for that team member to ease the transition. Should you be selected and should you not wish to change to another location, you will be required to discuss this with your Centre Manager. If a mutual agreement cannot be reached, your contract may be terminated due to breach of signed terms and conditions. Q22: I have a medical conditions and adjustments (such as time off to attend appointments or being in close proximity to my medical provider) are required. A22: You must complete the medical declaration form. You will also need a risk assessment completed for your personnel file. During your induction, please ensure your Centre Manager is made aware if you have not already completed a risk assessment. If you are unsure about the process, please speak with your line manager or contact the people team for a confidential conversation via People@bsceducation.com
Q23: I have accepted the role, and I am pregnant, who should I tell?
A23: Firstly, congratulations! You should inform your line manager and people team. Should you need to attend any medical appointment or scan, you should check the Maternity and Paternity Policy and speak directly with your Centre Manager to arrange this. Secondly, we would like to outline that the role is maximum 8 weeks therefore would not fall into the 6 months qualifying period for maternity leave. Where possible, we will make reasonable adjustments to the working duties, however, the role may require you to conduct moving and handling duties, attending attractions and long periods on your feet. Please consider this when accepting the role. However, please feel free to review BSC Maternity Policy and
for further advice please contact people@bsceducation.com or Maternity pay and leave: Overview - GOV.UK (www.gov.uk)
Q24: How long is my probation?
A24: Due to the short-term contracts of the Young Learners Programme, team members may have a 1-week or 2-week probation period. Please check your contract of employment and review the probation clause.
Q25. How do I obtain a reference when I finish my contact?
A25: Simply provide your new employer with our contact details, using the People Team email address (people@bsceducation.com) and we will provide the standard statement of employment directly.
Q26: What if I want to resign before my fixed term contract ends?
A26: Due to the short-term nature of the Young Learners Programme, team members are required to give 48 hours’ notice in the first 2 weeks and 1 weeks' notice after the probation period.
Q27: What if I have concerns about a team member or a student?
A27: In the first instance, we would recommend speaking to your line manager. If you are unable to speak to this person (for example, if the concern involves them,) you can contact their line manager (see Organisation Chart). If you have a serious concern, or one that is very sensitive, you can contact the People Team (HR) via people@bsceducation.com and one of the team will provide impartial support.
Head of Young Learners
Academic Operations Manager
Senior Operations Manager
Operations Manager
Head of Sports Education
Centre Manager & Floating Centre Manager
Operations Co-ordinator
Director of Studies & FloatingDirector of Studies
Activity / Welfare Manager
Centre Administrator
Night Duty Manager
Day Duty Manager
Young Technologists
Senior Welfare Leader
Senior Activity Leader
Activity & Welfare Leader (AWL)
Senior Teacher
Teacher of English
Teacher / Facilitator
Centre Managers FAQs
Q1: What do I need to know about payroll deadline? A1: The payroll deadline is 17 th of every single month, unless the 17 th is on a weekend (Saturday or Sunday), then it will be the Friday before. As Centre Manager, it is your responsibility to ensure all information regarding payroll for your team is submitted on time. All of the following need to be submitted to payroll by the deadline: • Absences logs (including sick days, days off, emergency leave, etc) • Sick notes and or self-certificates for emergency and approved sick days • Rotas, live rotas and rota changes (changed days off/cover/change of team member etc) • Overtime logs • Job title changes • Salary changes • Expenses log and matching receipts (not transaction screenshots) • Bank details/changes/ personal detail updates. If you have further queries on this, contact payroll@bsc-education.com
In addition, it is the responsibility of Centre Managers to ensure team members submit P45s.
Any of the above must be submitted no later that 12pm on payroll cut-off date. Any information received by payroll after this point will be postponed until the next pay period. As the Centre Manager, it is your responsibility to convey this information to your teams.
Q2: A member of my team has an issue with their tax, who do I need to contact?
A2: All tax codes are provided and updated by HMRC and sent to our payroll provider. The payroll team will submit each individual P45 (P45s are only valid for processing if they are within the current tax year) to our payroll provider who liaise directly with HMRC. If a current P45 isn’t submitted before the first pay period and within the payroll deadline, HMRC will advise on the code to use. If your team member feels this is incorrect, they must call HMRC on Telephone: 0300 200 3300 & Outside UK: +44 135 535 9022. Opening times are: Monday to Friday: 8am to 6pm. HMRC do not answer queries online, as such, you may be put on hold on the helpline number for up to 1 hour or even longer. Please note, the payroll team and our payroll provider cannot change tax codes, tax deductions or issue refunds. This comes directly from HMRC.
Q3: A member of my team has been off sick. What is the sickness entitlement?
A3: All team members in the UK are entitled to SSP (Statutory Sick Pay), in line with the below government guidance:
Statutory Sick Pay (SSP) : Overview - GOV.UK (www.gov.uk)
You should ensure your team member downloads and completes any self-certification form, and forward on any sick notes (if provided) in line with payroll deadlines. If a member of your team has been absent for less than 7 days, a self-certification form will need to be completed. However, if a member of your team has been absent for more than 7 days, a sick note will need to be obtained and sent to payroll@bsc-education.com
Q4: How often should I complete performance reviews?
A4: Performance reviews form a huge part of supervision and monitoring. All team members who are with us for at least 4 weeks should be given a performance review around the midpoint of their contract. It is recommended that you use the centre calendar to book these in advance. The People Team can support you with this if you are unsure. Performance reviews follow a simple format, and the form is available on SharePoint. You will cover how to conduct a good performance review during your induction week. Q5: I have a safeguarding concern about a member of my team. What do I need to do next? A5: You should report your concerns to your line manager immediately and email people@bsceducation.com. Your line manager and/or the People Team will advise you on proper steps to take. Ensure you record any concerns down including times/names/locations in case you need this information in the future.
Q6: I have a performance concern with a team member. Who should I contact?
A6: As a Centre Manager, depending on the nature of the concerns, the first port of call would be to bring the individual in for a 1 to 1 discussion to discuss the concerns, investigate any mitigating circumstance and put in place SMART goals. You should inform the People team too via emailing to people@bsceducation.com. Should improvement not occur, liaise with your line manager and People team to discuss the options available to you, such as role change, location changes or if the team member is within their probation period we can fail the probation with immediate effect.
Q7: When should I contact my team members?
A7: You should ensure you contact your team members as soon as is reasonably possible during induction week so they know who you are and how to find you when they arrive/have arrival issues that could affect the wider team. We recommend any use of WhatsApp groups is kept professional and used for general information sharing only. No personal information about individuals should be shared in group chats.
Q8: A member of my team has not arrived on their first day. Who should I contact?
A8: Firstly, call the individual directly as there may be a reasonable explanation OR they may not intend to arrive at all. You must email the People Team via people@bsceducation.com and let your line manager know the changes. BSC will follow AWOL (absence without authorised leave) policy in situations as such.
Q9: A member of my team has quit with immediate effect. What do I need to do next?
A9: Update your line manager and email the People Team to advise on time and date they finished and left the premises. People team will advice you on the next stage.
Q10: It is the team member’s last day (planned or unplanned). Is there anything I need to do? What is the process for when a member of my team is leaving? A10: Ensure to add all leaving dates for each member of your team to your monthly payroll submission spreadsheet. It is important to complete this, even if the People Team are aware of leave dates, in case of a leave date changing. Confirmation of leaving dates will ensure payroll is submitted correctly and will avoid any overpayments/underpayments. IF a member of your team is due to finish earlier than their contracted end date, the People Team need to be notified as soon as possible with a reason for leaving as this will be a breach of their fixed term contract. If there is any team member leaving early who has previously worked overtime and is yet to take the time back, you will need to ensure their time is taken back before their earlier expected leaving date.
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