The folder called 'Tutor docs'
Every tutor who joins sends you documents: ID, qualifications, references, their DBS certificate, perhaps confirmation of their update service subscription. They arrive as email attachments and phone photos, and are saved in a shared folder, one sub-folder per tutor, mostly. Some are in the owner's inbox. Some tutors joined years ago under an older process.
A school you work with asks for confirmation of the vetting records of the tutors who will work with their pupils. The owner spends an afternoon opening folders. Two tutors' records are incomplete. One tutor's review date, which your own policy sets, passed months ago. She has been teaching throughout.
Why vetting records drift
- Documents arrive in many formats and are filed by hand.
- There is no single list of what each tutor has provided and what is missing.
- Review dates that your policy sets are not tracked anywhere.
- Tutors are matched to students without anyone checking their record first.
- Different people onboarded tutors in different years with different checklists.
What checks your agency requires, how often they are reviewed and what they mean are decided by your own policies and the advice you take. We do not give guidance on safeguarding or vetting requirements. We build the record-keeping around what you decide.
What the drift costs
Time: every request from a school or a parent for evidence becomes a search. Risk to the business: tutors teaching while their record is incomplete by your own standard. Stress for the owner, who is never quite sure the folders are complete. And lost work, when a school contract needs evidence you cannot produce quickly.
The vetting record we build
- Your own requirements are set as a checklist per tutor type: the documents and checks your policy says each tutor needs, and any review interval.
- Tutors upload documents through a secure link during onboarding, and the office confirms each one.
- Each item has a status: requested, received, confirmed, due for review, and the date it was confirmed and by whom.
- Review dates you set trigger reminders to the tutor and the office ahead of time.
- Matching and scheduling check the record: a tutor whose record is incomplete under your policy is not offered new students until it is complete.
- The owner sees one list of all tutors and their status, and can produce a summary for a school or partner from the confirmed items.
- Documents are stored in secure UK or EU hosting with access limited to named staff, and your retention rules are applied.
| Question | Before | After |
|---|---|---|
| Is this tutor's record complete? | Open their folder | Status shown on their profile |
| Whose review is due? | Nobody knows | Monthly list and reminders |
| Can this tutor take a new student? | Not checked | Blocked while your checklist is incomplete |
| A school asks for evidence | An afternoon of searching | A summary from confirmed records |
How it runs day to day
A new tutor gets a link, uploads their documents over a few days, and sees what is still needed. The office confirms each item. When the record meets your checklist, the tutor becomes available for matching. Months later, the tutor and the office get a reminder that a review your policy sets is coming up.
When a school asks for evidence for the tutors assigned to its pupils, the office produces a summary of confirmed records in minutes.
When someone new joins the office team, they work from the same checklist as everyone else, so the standard does not change with the person doing the onboarding.
Is this your tutor folder?
- Tutor documents are in email and shared folders.
- You cannot see at a glance whose record is incomplete.
- Review dates you set are not tracked.
- Tutors are matched without checking their record.
- Evidence requests from schools take hours.