What Is the GCA Short Order Form?

The Short Order Form is the document that formally creates a contract between your school, academy trust and an approved supplier on the RM6376 framework.

Once the form has been completed and signed by both parties:

✅ Your school can begin making bookings under the framework

✅ Framework terms and conditions automatically apply

✅ Agreed framework rates are established

✅ Procurement compliance requirements are satisfied

The form is intentionally designed to be straightforward and can usually be completed in less than 10 minutes.

Who Needs to Complete the Form?

The Short Order Form should be completed by the organisation that will be entering into the agreement with the supplier.

This may be:

• An individual school
• A federation of schools
• A multi-academy trust (MAT)
• A local authority maintained school

Many academy trusts choose to complete a single agreement covering all schools within the trust, reducing administration and ensuring consistency across multiple sites.

Why Schools Use the RM6376 Framework

The RM6376 Supply Teachers and Education Recruitment Framework has been designed specifically for schools and trusts seeking a compliant, transparent and efficient way to engage recruitment agencies.

Benefits include:

Compliant Procurement

The framework has already been procured in accordance with public sector procurement regulations, removing the need for lengthy tender exercises.

Approved Suppliers

All suppliers have been assessed against framework requirements before being appointed.

Pre-Agreed Terms

Framework suppliers operate under agreed contractual terms and conditions.

Safeguarding Focus

The framework places significant emphasis on safeguarding compliance and worker checks.

Flexible Recruitment

Schools can recruit:

• Supply Teachers
• Teaching Assistants
• SEN Staff
• Cover Supervisors
• Support Staff
• Permanent Teachers
• Leadership Staff

What Information Will You Need?

Before completing the Short Order Form, gather the following information:

School or Trust Details

• Legal organisation name
• Registered address
• Authorised representative
• Finance contact
• Data Protection Officer details

Supplier Information

• Legal company name
• Registered address
• Contract manager details
• Data Protection Officer details
• Framework rates

Your chosen supplier should be able to provide all supplier-specific information required for the form.

Step-by-Step Summary

The video above walks through every section of the form in detail.

In summary, you'll need to complete:

1. Contract Details

• Call-Off Reference
• Buyer Name
• Buyer Address
• Supplier Name
• Supplier Address

2. Contract Dates

• Contract Start Date
• Contract Expiry Date
• Extension Options

3. GDPR Information

• School DPO details
• Supplier DPO details

4. Charges

• Agreed supplier rates

5. Payment Information

• Invoice address
• Payment method

6. Key Contacts

• Authorised representatives
• Contract managers

7. Estimated Annual Spend

Used solely to calculate contractual liability limits.

8. Signatures

Both parties sign and retain a copy for their records.

Common Mistakes to Avoid

Schools often make the same small mistakes when completing the Short Order Form.

Avoid the following:

Using Trading Names Instead of Legal Company Names

Always use the supplier's registered legal entity.

Leaving Contract Dates Blank

The framework cannot operate without defined start and end dates.

Forgetting Charges

Although optional, including rates provides greater clarity and transparency.

Using Personal Email Addresses

Shared finance or procurement inboxes are generally preferable.

Assuming Existing Placements Automatically Transfer

Framework terms only apply to new bookings made after the contract start date.