School Provisions SLA


Key Contacts:

Lee Marchant, Assistant Head of Service (Service Manager)
Josh Lenehan, Music Hub Administrator (Support)


Ealing Music Service provides specialist music teachers to Ealing Schools to provide singing and instrumental tuition to individuals and small groups in line with the needs of the school. Provisions are charged on an hourly basis with a minimum duration of two hours per session.

The notes below describe how provisions are managed, how to request provisons, etc.

For details of provision charges, and key dates for requesting, amending and ending provisions, see School Menu

Instruments available for tuition include:

Violin Viola Cello Double Bass Singing
Flute Oboe Clarinet Recorder Bassoon
French Horn Trumpet Cornet Trombone Saxophone
Piano Keyboard Euphonium Tuba Fife
Guitar Ukulele Harmonica Sitar Santoor
Percussion Taiko Drums African Drums Tabla Dhol


The school will:

  • maintain good communication with the EMS teacher, providing a named contact
  • provide a room of sufficient size where there is little interruption but where teachers can be seen from outside
  • provide music stands where necessary
  • take responsibility for ensuring teacher’s timetables are to the school’s satisfaction
  • provide a signing-in procedure for all EMS staff – this can be used as proof of attendance
  • manage waiting lists
  • inform EMS teachers of pupils taking part in tuition and inform changes and cancellations so as to allow EMS teachers to maintain correct registers
  • ensure teaching spaces are ready for the provision each week
  • pay EMS for the provision on a termly basis
  • recoup costs from parents as necessary
  • report any issues promptly to EMS

EMS will:

  • pay the teacher as appropriate
  • undertake teacher performance management
  • ensure quality of provision in conjunction with the school

To access SGT services, complete and submit a EMS Provision Request Form (EMS103) to EMS at least half a term before the provision is requested to start.

The form must be signed by an authorised school signatory. If schools wish to request two different provisions, two different request forms must be returned.

EMS provide teachers for a minimum of two hours per week for 30 weeks per year.

On receipt of a Provision Request Form, EMS will contact the school to discuss the school requirements and once agreed details of the provision will be emailed to the school.

Schools should initiate communication with the EMS teacher well before the provision starts. Items you should discuss are:

  • agreeing to timetabling
  • agreeing first day of provision including timings
  • agreeing of teaching dates for rest of academic year (30 per year)
  • suitability of teaching space
  • suitability of pupils (minimum age etc.)
  • ID required to enter school premises (DBS etc.)

EMS teachers are scheduled to teach at 30 weeks per year and will contact the school no later than the end of September to agree the schedule.

This is done by completing and returning an EMS Timetable Confirmation Form (EMS202). The teacher will forward a copy of the form to EMS signed by the school to confirm agreement.

On or before the first week of teaching, Schools must provide the EMS teacher with the following:

  • the School’s SEND policy
  • details of the School’s designated child protection officer
  • the School’s behaviour policy and explanation of how the school expects EMS teachers to deal with inappropriate behaviour
  • a timetable of their tuition together with pupil lists
  • any relevant Individual Education Plans
  • any dress code the school enforces

Schools who would like to make any changes to Small Group & Individual Tuition must complete and return a valid EMS Change of Provision Request form (EMS102).

Increases in tuition cannot be guaranteed by EMS and will be allocated on a first come first served basis.

Schools are not required to sign up for Small Group & Individual Tuition provision each year however the provisions will be deemed to continue year on year until a valid EMS Change of Provision Request form (EMS102) is submitted to cancel the provision.

Ealing Music Service trusts that schools will develop an ongoing and proactive relationship with their EMS teachers which will help develop a thriving musical scene in their schools.

Should an EMS teacher is unwell or due to unforeseen circumstances unable to deliver lessons on a certain day, they are required to inform both the school and EMS by 8.30am on the morning of the absence.

The following strategies have been established to ensure continuity of service:

  • Teacher to reschedule lesson during another week in the same term
  • Teacher to reschedule lesson during the following term
  • Teacher to provide a lesson during another day in the same week
  • EMS to arrange a cover make-up lesson at a later date, if possible
  • Refund the school for the relevant hours on their next invoice

Important note:

  • EMS teachers are not allowed to delegate teaching to non-EMS staff.
  • Schools should advise EMS directly of any unscheduled absences by EMS teachers.

Most EMS teachers are professional musicians and so on occasions may request a change in their teaching schedule to accommodate performing commitments.

Teachers will apply for schedule changes directly to the schools concerned, giving at least 4 weeks’ notice.

To ensure continuity of service, teachers must be able to offer one of the following:

  • Teacher to reschedule lesson(s) during another week of the same academic year
  • Teacher to reschedule lesson(s) during another day of the same academic year
  • Teacher to arrange for lessons to be covered by another EMS teacher

Important note:

  • EMS teachers are not allowed to delegate duties to non-EMS staff.
  • Schools unhappy with any planned absences should advise EMS directly.

Schools that need to reschedule specific lessons may do so by providing the relevant tutor and EMS with at least 10 school days’ notice. The rescheduled lessons must be delivered during the same academic year to ensure continuity of employment for the teacher.

If the school is unable to provide at least 10 schools days’ notice then the school will be invoiced for the missed session and the teacher will be paid for the missed lesson.

Participation in in ad hoc activities such as concerts, parents’ evenings, open evenings, exams or other events are charged at the current teaching rate.

Schools wishing EMS teachers to participate in events should speak to the teacher and then jointly complete and return an EMS Provision Request Form (EMS103) to EMS. EMS will then contact the school to discuss the provision and agree any charges that might arise.

In order to keep extra costs as low as possible for schools, EMS advice schools to adopt a set of terms and conditions for their music tuition provision which may include the following:

  • Parents who wish to cancel lessons must give at least a half term’s notice and may not cancel mid-term.
  • Pupils who cannot attend lessons for any reason will not be offered a refund.

Schools that require assistance in costing their music provision are welcome to get in touch with EMS for help.

Exams can be a useful milestone in a pupil’s development. To support and encourage pupils in taking exams, EMS offers an exam entry service which facilitates the exam entry and appointment process, and where required arranges for an accompanist.

Currently EMS supports exams for ABRSM and Trinity College. Other boards will be included in future depending on demand.

Please check with the pupil’s teacher with regard to dates and an appropriate board. For further details see Exams.

It is expected that schools will give time off for students to attend exams.

Schools must notify EMS teachers of any change in pupil lists including new pupils and pupils who stop having lessons for any reason, so the EMS teacher can maintain correct registers at all times.

Schools will also occasionally be asked to complete data returns to support EMS reports to Arts Council England.