DBS check
Enhanced DBS check kept current, with the update service subscription renewed so a parent can be shown it on request.
For tutors
A tutoring practice's renewal dates, invoices and pupil records
Sessions are booked one at a time, but the DBS, the self-assessment and the exam entry dates fall due whether or not the diary is full.
No account needed to see the proposed desk.
The recurring work
What tutors have to keep on top of
Every one of these has a date attached, a document behind it, and somebody who notices when it slips. This is what goes on the desk.
Self-assessment and payments on account
Self-assessment return filed by 31 January, with payments on account falling due on 31 January and 31 July once the bill passes the threshold.
Safeguarding policy and training
Safeguarding policy reviewed and child protection training refreshed annually, including what to do about a disclosure made during a session.
Exam entry deadlines
Entry deadlines for the candidates being tutored, including late entry fees and the access arrangement evidence a board asks for.
Invoicing and cancellations
Invoices raised on a set day each month and the cancellation notice period applied consistently, so unpaid sessions do not quietly build up.
Professional membership and CPD
Membership of the subject or teaching body renewed and the CPD record kept for the year, ready if a family or a school asks for it.
Data protection for pupil records
Data protection registration and the record retention rules kept current, covering what is held about each tutee and for how long.
Parent progress updates
Progress updates written to parents on a set cycle, covering what was worked on, what has improved and what comes next.
Room hire and public liability
Room or hall hire agreements renewed each term and the public liability certificate kept ready, since a venue can ask for it on the day.
What it costs to carry it
Tutoring is billed by the hour, so every hour spent on invoices, records and returns is an hour not taught. It goes wrong quietly: a cancellation that was never charged, a payment on account underpaid because the previous year's profit was misread, a DBS that expired between one family and the next. The busy weeks hide it until January, when the return and the first payment land together.
What the desk takes over
The desk works this list to its own schedule and reports what it did.
Invoicing cycle
Raising invoices on the set date, applying the cancellation terms and listing what each family still owes.
Tax dates
Holding the self-assessment dates, the payments on account and the figure left to pay before each one falls due.
Pupil records
Keeping each pupil's record of topics, homework and progress ready for the next parent update.
Renewal dates
Holding the DBS, safeguarding and professional membership renewal dates and preparing the paperwork for each.
What stays with the tutor
The tutor still teaches and still decides how each pupil is prepared for the exam, because that is the work being paid for. The desk keeps the dates, the invoices and the records around the teaching.
Questions
When do payments on account apply?
They are due where the previous bill passed the threshold and too little was collected through PAYE. Both the 31 January and 31 July dates sit on the desk.
Can the desk enter candidates for exams?
It tracks the board's entry deadline, the fee and the evidence access arrangements need. The entry is made by whoever is registered as the candidate's contact.
Does the desk chase unpaid invoices?
It prepares the reminder and sends it once a mailbox is connected, and it records what came back. Whether to keep teaching a family stays with the tutor.
Put the tutor's recurring work on the desk
Start with a name, a website and one sentence about what the business does. The desk proposes the list; the tutor corrects it.