Guidance

Low Value Provision example application questionnaire

Updated 13 March 2024

Application questionnaire: example

For the supply of low value welfare to work training (dynamic purchasing scheme)

Before completing this Application Questionnaire you are advised to read the following:

1. Department for Work and Pensions (DWP) Terms and Conditions for the Supply of Low Value Welfare to Work Training (Dynamic Purchasing System).
2. The General Data Protection Regulation (EU) 2016/679 and the Data Protection Act 2018, together the “Data Protection Legislation”.

Before completing the questionnaire you must also complete the following actions:

1. Registration with the Information Commissioner.

2. Applied for and received your DUNS Number.

3. Conform to HMG Baseline Personnel Security Standards.

Questionnaire

DWP trading conditions

Question	Response
Do you accept the DWP Terms and Conditions for the Supply of Low Value Welfare to Work Training (Dynamic Purchasing System)?	Yes / No
Does your organisation have a written policy that prevents unlawful discrimination and promotes equal opportunities for all?	Yes / No

Data security

Question	Response
It is a condition of DWP that all suppliers are registered with the Information Commissioner and comply with all requirements of the Data Protection Legislation. Can you confirm that your organisation complies with this requirement?	Yes / No
Are data users made aware of the importance of confidential handling of information? [Personal data is fully defined within the Data Protection Legislation and as referenced in the terms and conditions of this contract. For the purposes of your response this will mean any personal data you receive relating to a customer] [User is any individual accessing that personal data within your employ or your behalf in delivering the contract]	Yes / No
Have you communicated policy defining the importance of confidential handling of information? [You must have a written and communicated policy. It must advise your employees and those accessing data on your behalf in the contract that they must keep data secure at all times and access and use it only in accordance with the contract. You must not use the data for any purpose other than agreed without our express permission]	Yes / No
Have your staff received relevant training in this area, and will this be refreshed during the next 12 months? [Your staff must be made aware of the measures you require them to take to protect data. This will include adherence to clear desk policies, control of passwords for IT and non disclosure of data under the contract]	Yes / No
Is data protected from loss or theft including from vehicles and while you/your employees are travelling whether in hard copy or electronic format? [Confirm that your employees and those accessing data on your behalf are instructed to prevent risk of data being lost, stolen, or improperly accessed, and that you have guidelines on the secure control of data when travelling]	Yes / No
Does your data protection policy restrict the movement of data? [Your internal policy and guidance must clearly state that data must only be shared and accessed by those with a legitimate business need and you must have processes in place to support this]	Yes / No
Do you, and (where applicable) your employees sign a confidentiality statement regarding non-disclosure of information you or they will access? [This should be a condition of employment with you. You must retain confirmation of this declaration from your employees]	Yes / No
Do you agree to notify any suspected / actual unauthorised non business use or accessing of data immediately to your DWP contact point? [This will be the Departmental representative who contacted you to perform work under the contract]	Yes / No
Do you have a named data security contact in your company who we can contact about any data security incident and will be responsible for dealing with the incident? [You have a named and resourced individual in your organisation responsible for handling data – this contact must be aware of their responsibilities and contactable by DWP]	Yes / No
Do you have clear procedures to be followed in the event of the misuse or loss of data? [You must communicate clearly to employees and those accessing data on your behalf where and to whom to promptly notify any suspected or actual data loss, misuse, illegal accessing or damage to data]	Yes / No
Is data located in an office, room or environment that is secure and able to be locked? [Data on your premises, in offices, on any PCs or IT, including memory sticks, mobile phones, CDs or writable media used, must be retained in a secure lockable environment]	Yes / No
Is access controlled and for authorised personnel only? [You must only allow individuals with a legitimate business need to share, access or view data. This includes preventing unauthorised access or viewing by any visitors or auxiliary office workers]	Yes / No
Are any individuals who have the ability to override system protection appropriately aware of the importance of data protection and their responsibilities?	Yes / No
If your organisation uses a computer network please answer either Yes or No to the following questions. If your organisation does not use a computer network please answer NA to all of the following questions marked Network [If you use an IT system or network (A computer network is a group of computers that are connected to each other for the purpose of communication) that requires an “administrator” or similar function to control or manage it, you must ensure that administrators or anyone with the ability to enter and leave the system without a record of their action, is fully aware of their responsibilities to keep data secure. They must only access data in strict accordance with the contracts and legitimate business need. A system or network includes connectivity of a number of PCs or laptops and any IT which allows the sending of data via the internet, or the ability to save to portable media, copy or share]
Network – Do on screen notices display that only authorised personnel may use the system?	Yes / No / NA
Network – Can the system identify users who have accessed data?	Yes / No / NA
Network – Do you operate password controls for users?	Yes / No / NA
Network – Are they changed regularly?	Yes / No / NA
Network – Do you have back up and continuity measures or disaster recovery systems?	Yes / No / NA
Network – Are they equally secure?	Yes / No / NA
Network – Do you agree to only communicate, exchange, copy, print or store information in accordance with the authorised use of the data?	Yes / No / NA
Network – Do you agree during the following 12 months to archive and store data securely?	Yes / No / NA
Network – Do you agree to dispose of any data due for destruction at the end of the contract securely / hand data back to the customer?	Yes / No / NA
Is an up to date record of all authorised users with a valid reason for use of data maintained? [Without keeping an up to date record of who should have access data you will be unable to control access to it. This must be updated to maintain an accurate record of those having, or ceasing to have the right to access data. Individuals who cease to work on the contract must have their ability to access data removed. This includes removing of any “tokens” allowing access to IT systems, password changes and updating physical access controls]	Yes / No
Do you agree to perform pre employment checks on personnel you employ who have access to DWP data, in accordance with HMG Baseline Personnel Security Standard? Choose NA if you are a sole trader or single person enterprise. [Those accessing data in your employment or on your behalf must be subject to pre-employment checks in accordance with the HMG Personnel Security Standard]	Yes / No NA
Do you agree to act in accordance with the DWP Security Policy (see Terms and Conditions)?	Yes / No
If you store and/or transfer personal data on laptops, storage devices and other removable media do you use encrypted laptops and encrypted storage devices and other removable media when handling Departmental information? Answer NA if you do not use any of the above [The Departments policy is that suppliers must not store data on portable media such as laptops unless the data is encrypted. The definition of Portable media includes the storing of data on memory sticks and electronic storage such as CD/DVD’s. Encryption must be to FIPS 140 – 2 standard]	Yes / No NA

Health and Safety questions

The health and safety of training participants is paramount and Contractors must be able to demonstrate, to DWP satisfaction, that they comply with all relevant health and safety legislation, including Health and Safety (Training for Employment) Regulations 1990.

Where you are not responsible for health and safety on the learners premises, because they are based in a third party employers premises, you must have in place a system to check the third party employer is meeting their own health and safety obligations.

General Legal Requirements

Question	Response
Do you have current and adequate Employers’ Liability Compulsory insurance cover for the following 3 areas which extends to cover the training participant?	Yes / No
Do you have current and adequate Public Liability insurance cover for the following 3 areas which extends to cover the training participant?	Yes / No
Do you have current and adequate Motor Vehicle insurance cover for the following 3 areas which extends to cover the training participant?	Yes / No / NA
Are you registered with the appropriate Enforcing Authority, for example Health and Safety Executive (HSE), Local Authority (where this is a legal requirement)?	Yes / No
Do you have a policy on health and safety at work?	Yes / No
Do you have health and safety organisation and arrangements in place to put the policy into practice?	Yes / No
Do you have either: - the ‘Health and Safety Law – what you should know’ poster displayed - provide a health and safety leaflet for each training participant (this can be your own produced leaflet or the HSE Health and Safety Law leaflet which can be downloaded from the HSE website)	Yes / No
Are you, or do you have a person(s) competent in health and safety issues?	Yes / No
Will you or someone in your organisation, make the training participant aware of who the employee health and safety representative is and what their role and responsibilities entail?	Yes / No

Risk Assessments

Question	Response
Have you assessed the risks to the health and safety of any employees and others affected by your work including arrangements for the safety and protection of the training participant whilst in your organisational environment?	Yes / No
Have you taken all appropriate steps to implement the findings of your risk assessments?	Yes / No
Do you have a process in place to review risk assessments periodically or as changes occur i.e. accidents, changes in work practices etc?	Yes / No
Do you have a current fire risk assessment for the premises?	Yes / No

Supervision of training participants

Question	Response
Do you ensure training participants receive effective information, instruction, training and supervision?	Yes / No
Will you have or appoint someone to have overall responsibility for the supervision of training participants?	Yes / No
Will supervisory standards take into account the experience and/or ability of participants and the hazards associated with the tasks or learning undertaken?	Yes / No
Will the supervisor(s) be aware of their Health and Safety role and responsibilities in respect of training participants?	Yes / No

Training

Question	Response
Where appropriate will you make arrangements to provide participants with Health and Safety Induction and Training or ensure that they have received an induction if not employed on your premises?	Yes / No
Will each training participant receive the appropriate Health and Safety training to cover all activities they will undertake during the Training?	Yes / No
Will each training participant be made aware of his or her personal responsibilities in respect of Health and Safety?	Yes / No

Accidents and emergencies

Question	Response
Do you have procedures and personnel in place to deal with any accidents or emergencies which may occur (including the reporting of accidents to Jobcentre Plus)?	Yes / No
Will you ensure that the training participant is made aware of the procedures and personnel?	Yes / No
Do you have adequate and appropriate equipment and facilities for first aid?	Yes / No
Are you or do you have someone appointed to take charge of first aid arrangements?	Yes / No
Do you record accidents using the approved accident report form?	Yes / No
Are you familiar with the accident reporting requirements within the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations of 1995 (RIDDOR)?	Yes / No

Personal protective equipment and welfare

Question	Response
Where necessary, will you ensure that the training participant is provided with the appropriate personal protective equipment and clothing of the correct size?	Yes / No / NA
Where necessary, will you ensure that the Training participant effectively uses all necessary personal protective equipment and clothing?	Yes / No / NA
Do you comply with the requirements of The Workplace (Health and Safety) Regulations, i.e. toilets, washing facilities etc?	Yes / No / NA

Referral of a participant to a work / project placement with a third party employer

Question	Response
If the provision requires the placement of a participant on a work/project placement, will you have suitable arrangements in place for checking that the third party employer meets all the above health and safety requirements?	Yes / No

Training and counties

Training	Select
Administrative / Clerical / Secretarial
Agriculture / Horticultural / Gardening / Floristry
Animal care
Approved Driving Instructor
Arts & Crafts
Beauty / Cosmetic (non hairdressing)
Brickwork / Masonry
Business and Commerce
Care (All)
Carpentry / Joinery / Wood trades
Catering, Food Hygiene & Food trades
Chemical / Asbestos Handling
Certificate of Professional Competency (All)
Construction Professionals
Customer Service
Drivers – other (non FLT, ADI, PCV and LGV)
Education
Electrical / Electronic
Energy Assessing
Engineering (ALL)
Financial / Auditing & Bookkeeping
First Aid
Fork Lift Truck
Funeral services
Glazier
Gas Industry
General Building / Labouring and CSCS
Hairdressing
Health & Safety (ALL)
Health Professions
Hospitality / Leisure
Information Technology & Design
Landscaping
Legal
LGV
Lingual
Media
Manufacturing (ALL)
Offshore (All)
Painting & Decorating
PCV
Performing Arts
Personal Development / Skills
Photography
Plant and Machinery
Plastering
Plumbing / Heating
Production
Project Management
Printing
Pub Management
Quality Assurance
Rail / Road
Retail Sales
Risk Management
Roofing / slating
Scaffolding
Science / Research
Security
Social / Community work
Sports and Fitness
Steel erection
Textile Trades
Therapy / Holistic / Alternative Care
Tiling
Trades (other not specified)
Travel & Tourism
Vehicle Trades
Waste Management
Welding
Working at Heights
Other training not specified

Where can you deliver your training courses?	Select
Aberdeenshire
Anglesey, Gwynedd
Angus
Argyll
Ayrshire
Banffshire
Bedfordshire
Berkshire
Berwickshire
Blaenau Gwent, Caerphilly, Torfaen, Monmouthshire, Newport
Bridgend, Merthyr Tydfil, Rhondda Cynon Taff
Buckinghamshire
Bute
Caithness
Cambridgeshire
Cardiff, Vale of Glamorgan
Carmarthenshire, Ceredigion, Pembrokeshire
Cheshire
City of Bristol
City of London
Clackmannanshire
Conwy, Denbighshire, Flintshire, Wrexham
Cornwall
Cumbria
Derbyshire
Devon
Dorset
Dumfriesshire
Dunbartonshire
Durham
East Lothian
East Sussex
East Yorkshire
Essex
Fife
Gloucestershire
Greater London
Greater Manchester
Hampshire
Herefordshire
Hertfordshire
Inverness-shire
Isle of Wight
Kent
Kincardineshire
Kinross-shire
Kirkcudbrightshire
Lanarkshire
Lancashire
Leicestershire
Lincolnshire
Merseyside
Midlothian
Moray
Nairnshire
Neath Port Talbot, Swansea
Norfolk
North Yorkshire
Northamptonshire
Northumberland
Nottinghamshire
Orkney
Oxfordshire
Peeblesshire
Perthshire
Powys
Renfrewshire
Ross and Cromarty
Roxburghshire
Rutland
Selkirkshire
Shetland
Shropshire
Somerset
South Yorkshire
Staffordshire
Stirlingshire
Suffolk
Surrey
Sussex
Sutherland
Tyne and Wear
Warwickshire
West Lothian
West Midlands
West Sussex
West Yorkshire
Westmorland
Wigtownshire
Wiltshire
Worcestershire