A clear, robust school procurement policy is essential for schools and multi-academy trusts (MATs) to manage spending, ensure compliance, and achieve best value. This practical guide explains how to write, update, and implement a transparent procurement policy, with tips on dividing tasks, engaging stakeholders, and keeping your policy current.
Why Your School or MAT Needs a School Procurement Policy
- Ensures transparent, accountable spending
- Meets statutory, MAT, and audit requirements
- Reduces risk of fraud, error, or non-compliance
- Promotes fair competition and value for money
- Supports consistent, efficient decisions across the organisation
Step 1: Understand Requirements and Set a Timeline
Start by reviewing the DfE’s Buying for Schools guidance, MAT-level policies, and local authority rules. Align your policy with financial regulations, audit standards, and MAT schemes of delegation.
Recommended Timeline for Updating Policy:
- Month 1: Initial review and gap analysis
- Month 2: Drafting and role assignments
- Month 3: Stakeholder review and consultation
- Month 4: Final approval and staff training
- Ongoing: Annual review or when statutory guidance changes
Step 2: Define Scope, Objectives, and Roles
State what the policy covers (goods, services, contracts, capital projects) and your objectives—compliance, value for money, sustainability, and social value.
Divide Tasks by Role:
- Headteacher/Principal: Overall responsibility, policy sign-off, high-value approvals
- School Business Manager (SBM)/Chief Financial Officer (CFO): Policy drafting, compliance checks, staff training, supplier management
- Budget Holders/Department Leads: Identifying needs, initiating purchases, monitoring budgets
- MAT Central Team: Oversight for consistency, aggregated procurement, and compliance across schools
- Governors/Trustees: Policy approval, oversight, and periodic review
Step 3: Assign Responsibilities and Approvals
Clarify who:
- Authorises purchases at each threshold (e.g., SBM up to £5,000; Headteacher up to £25,000; Trustees for higher)
- Manages supplier relationships and due diligence
- Keeps procurement and contract records
- Reports on procurement activity and compliance
Step 4: Map Out the School Procurement Process
Outline each stage, for example:
- Identify need and check budget (Budget Holder/Department Lead)
- Obtain quotes or tenders (SBM/CFO, with set thresholds)
- Evaluate suppliers for quality, compliance, and value (Procurement Panel or SBM)
- Approve and place the order (per approval matrix)
- Receive and check goods/services (Budget Holder)
- Maintain records and review supplier performance (SBM/CFO)
Reference DfE’s threshold guidance for best practice.
Step 5: Embed Compliance, Ethics, and Risk Management
Include expectations for:
- Conflict of interest declarations for anyone involved in procurement
- Anti-fraud controls and whistleblowing procedures
- Data protection, confidentiality, and GDPR compliance
- Equality, sustainability, and social value considerations
Step 6: Engage Stakeholders and Communicate Policy
- Share the draft policy with staff, governors, trustees, and MAT central team for input
- Run a consultation period (2–4 weeks) to gather feedback
- Communicate the final policy to all staff and provide training to those involved in procurement
- Make the policy accessible on your website and staff handbook
Step 7: Review, Monitor, and Update the Policy
- Schedule an annual review (or sooner if statutory guidance changes)
- Assign a lead (usually SBM or CFO) to track updates and compliance
- Gather feedback from users and stakeholders on what works and what needs improvement
- Present updates to governors/trustees for approval
Sample Procurement Policy Review Timeline
| Month | Task | Responsible |
|---|---|---|
| 1 | Policy review and gap analysis | SBM/CFO |
| 2 | Drafting and consultation | SBM/CFO, MAT team |
| 3 | Stakeholder review and revisions | Governors/Trustees |
| 4 | Final approval and training | Headteacher, All |
| Ongoing | Annual review and compliance checks | SBM/CFO, Governors |
Template Policy Statement
“Our school/MAT is committed to transparent, fair, and compliant procurement. We seek best value for money, follow statutory and MAT guidance, and maintain clear records to support effective financial management.”
Useful Resources
- National Register of Education Suppliers
- DfE Buying for Schools
- Crescent Purchasing Consortium
- School Procurement Compliance Guide
Frequently Asked Questions
How often should we review our procurement policy? At least annually, or when DfE/MAT guidance changes or after significant incidents.
Who should be involved in updating the policy? SBM/CFO, headteacher, MAT central team, governors/trustees, and key budget holders.
Can we use the same suppliers each year? Yes, but review performance annually, seek new quotes, and ensure value for money.
How do we ensure compliance? Follow DfE and MAT guidance, keep clear records, and provide regular training.
Summary
A robust school procurement policy helps schools and MATs stay compliant, control costs, and operate efficiently. Divide roles, set clear timelines for review, and engage stakeholders for a policy that supports your organisation’s goals and values.