Professional Formation Terms and Conditions January 2025

These terms and conditions apply to anyone who has applied, is undertaking, or has undertaken professional formation leading to QTLS from 12 August 2024 and supersede any previous terms and conditions. 

You are still able to view previous terms and conditions for Qualified Teacher Learning and Skills (QTLS), for the previous cohort:  

• Professional Formation Terms and Conditions 2024

By applying to undertake professional formation leading to QTLS, you agree to accept and be bound by these terms and conditions. The Society for Education and Training (SET), which is part of the Education and Training Foundation (ETF), reserves the right to amend these terms and conditions at any time. Members will be given 14 days' notice by email of any changes.   

Professional formation participants must be members of SET and as such are bound by both the Terms and Conditions of Membership and Code of Ethics and Conduct.  

Gaining QTLS is a two-stage process:  

• Application  
• Professional formation 

 

Before applying 

Review the eligibility criteria 

1. Prior to applying, individuals are responsible for checking they meet the eligibility criteria to undertake professional formation leading to QTLS. Individuals must use the full eligibility guidance available on the SET website to make an informed decision to ensure the programme is right for them. If individuals require clarification on any aspect of the eligibility criteria, they should contact the Help line on membership@etfoundation.co.uk or call the team on 0800 093 9111, open Monday to Friday 9:30am to 5:00pm. 

2. Before applying, individuals must also check that the qualifications they hold are on our approved list for Initial Teacher Training, English, Maths and SEND (for teachers currently working in a SEND setting). 

3. Individuals must have access to original qualification certificates in advance of applying. Any certificates dated after the application deadline date will not be accepted. Applicants who hold a qualification achieved outside of England, Wales or Northern Ireland will be required to have access to the original award certificate and an accompanying UK ENIC statement of comparability (formerly NARIC) prior to the application deadline. 

 

Application 

Become a SET member  

4. To register to apply for professional formation leading to QTLS, individuals must be an active member of SET at either ‘Member’ or ‘Fellow’ grade. View the full details about the membership eligibility criteria and the membership application form.

  

Application process 

SET introduced an application process in 2023, to ensure that prospective participants are in a suitable position to undertake professional formation, leading to QTLS. 

5. SET only accepts applications for QTLS applications during the ‘application window’; please check the QTLS webpage for information on the next window. 

6. Once individuals have successfully registered, they will receive confirmation via the email address associated with their SET membership.  

7. If an individual requires reasonable adjustments, they should read the Reasonable Adjustment policy and contact membership@etfoundation.co.uk during the registration process to discuss any further support required.  

8. Individuals wishing to undertake professional formation leading to QTLS must submit a formal application portfolio during the application window (12 August to 31 October 2024). There are no exceptions to this. 

9. When submitting an application, applicants will apply for the next available professional formation cohort, e.g. January 2025. 

 

Application payments

10. Application for professional formation has a set fee of £50. This administration fee covers the provisioning and release of your application portfolio and must be paid in full before the application portfolio is released. After registration has been confirmed, the applicant has an initial five day cooling off period, during which they can request a full refund of the £50 administration fee. Once the five days have passed, the application fee is non-refundable. Fees from previous professional formation attempts cannot be transferred to cover the cost of this cohort's application fee (£50). If accepted onto the programme, the full programme fees of £520 will apply.  

 

Eligibility

11. Applicants must complete all sections of the application (About You, Qualifications, Roles & Responsibilities, and supply the endorsement from the applicant’s ’supporter’). Applicants must also upload and submit the required qualification certificates by the application deadline. If the applicant does not complete the required sections of the application, including uploading copies of their certificates and submitting the application by the deadline, SET will be unable to accept the application. 

12. By uploading the qualification certificates, the applicant is confirming that these are the original certificates and evidence of the qualifications and grade(s) achieved. Submitting fraudulent, altered and modified certificates is unacceptable and a breach of the Code of Ethics and Conduct. These acts are taken very seriously. In such circumstances, action will be taken against members in line with our Investigation and Disciplinary Policy and Procedures. 

13. SET will not review the application if the applicant has not uploaded all the required information and copies of certificates by the application deadline.  

14. Regardless of when the application is submitted during the application window (12 August to 31 October), the SET team will review applications throughout the month of November and early December. 

 

Application submission

15. The application portfolio submission deadline for the next cohort is 31 October 2024. Applicants can submit their application anytime between 12 August to 31 October 2024. 

16. To submit their finalised application, applicants will need to have fully completed all sections of their application, obtained an endorsement from their 'supporter’, paid the full application fee (£50) and shared their application with SET via the ePortfolio platform used for the professional formation programme. Applicants must be active members of SET to apply for professional formation, and once accepted onto the programme, to access their professional formation portfolio and to receive results/feedback. 

 

Extensions to the application submission deadline  

17. The application process does not allow for automatic extensions to the application deadline. However, an extension may be granted to an applicant where there are exceptional/extenuating circumstances that are out of their control. Requests will be considered on a case-by-case basis, and SET may request evidence to support the request. Examples may include:  

1. Reasonable adjustments form was submitted at the start of the programme and an extension has already been agreed. 
2. Serious ongoing technical issues beyond the members control and identified more than five working days before the submission deadline. 
3. Illness, accident or severe trauma or unexpected deterioration in an ongoing illness or chronic medical condition of the participant or a person for whom the participant has caring responsibility. 
4. Recent bereavement of someone close to the participant. 
5. Serious personal disruption such as burglary, fire or requirement to appear in court in the lead up to the submission deadline.  
6. Significant change of employment circumstances.  

The SET team will consider progress made in the application when determining a reasonable extension duration. 

18. Where an extension is granted (maximum of 5 working days), confirmation will be provided via email. The application will then be reviewed alongside other submissions in that cohort. 

19. Applicants should apply for an extension by email to membership@etfoundation.co.uk no later than 15 working days before the application submission deadline. Where they have been prevented from submitting a request before the deadline by the same unforeseen event, they can apply for an extension up to five working days after the deadline. SET will endeavour to respond before the deadline wherever possible.  

 

Application outcome release  

20. The application outcome date is different for each cohort, although it is likely to be mid-December. Exact dates will be sent to the applicant after submission.  

21. The outcome of the application will be released via email, throughout the day on the nominated application outcome release day. The outcome will either be: Application successful, Application unsuccessful or Resubmission required. 

1. Applicants who receive a ‘Resubmission required’ application outcome will be given 4 working days to resubmit their portfolio with details of the additional evidence required, which will be considered by the SET team.  
2. Applicants who receive an ‘Application unsuccessful’ outcome will be unable to resubmit their portfolio as the application has presented evidence that they are not in a position to undertake professional formation for this cohort. 
3. Applicants who receive an ‘Application successful’ outcome will be issued a professional formation portfolio when the QTLS programme officially starts, usually mid-January. Exact dates will be sent to the participant after being awarded a place.  

 

Professional formation 

22. The fee for undertaking professional formation is currently £520. This price is reviewed each year, with price increases agreed by ETF Executives usually in line with the Consumer Price Index. Any changes to the fees will be confirmed on the QTLS webpage at least one month before the registration window opens.

23. The total programme fees are £570. Applicants who successfully apply for professional formation will have their £50 application fee paid deducted from the total professional formation programme fees, leaving a balance of £520 to pay.

24. The professional formation programme fee can be paid by:  

1. Single payment: £520 is paid by credit/debit card at registration.  
2. Direct Debit: A deposit of £160 is paid by credit/debit card at registration, followed by three consecutive payments of £120 paid by Direct Debit. Payments will be taken in the first three months of the programme.  
3. Employer payment: An invoice is sent to the participant for their employer to settle via BACs transfer, within the specified terms (normally 30 days).  
4. If you are restarting professional formation after successfully applying, you can use credit from a previous professional formation attempt. You can only use this credit once (first restart). Any subsequent restarts will incur a new full programme fee and application fee. The difference between any previous programme fees and the price to undertake this programme will not be eligible for refund.   

25. All payments must be received no later than 4 months from the application portfolio issue date. Payments can be made online or over the phone by calling the team on 0800 093 9111. Confirmation of all payments will be sent via email to the address associated with your SET membership. (Members can update their personal details at any time by logging into their SET dashboard). Failure to settle an outstanding balance within 4 months of the portfolio issue date could result in withdrawal from the programme. 

26. Professional formation refers to the self-guided and forward-looking period of development, where participants build up a portfolio of evidence, which is submitted to be considered for Qualified Teacher Learning and Skills (QTLS) status. 

27. Professional formation is not defined as a course or qualification, and therefore aspects typically associated with standard courses or qualifications, such as guided learning hours, tutorial support, or formative assessment, are not part of this programme.  

28. Whilst SET will make every attempt to issue a portfolio to all participants on the portfolio issue date, it is the obligation of the participant to ensure they can access the portfolio. Participants who cannot access their portfolio should contact membership@etfoundation.co.uk within five calendar days of the portfolio issue date to ensure this is resolved in a timely manner. 

29. Participants have access to a '14-day cooling off period', from the date the portfolio is officially issued, in which the participant can withdraw from professional formation and will be entitled to a full refund of all programme fees (up to £520). After the 14-calendar day period, usual payment terms and conditions apply (see 'Professional formation payments'). 

 

Portfolio submission  

30. All professional formation programme fees are non-refundable except during the 14-day cooling-off period. 

All professional formation programme fees from this cohort, once the portfolio has been submitted, are non-transferable to future cohorts. Any future applications or Professional Formation attempts will be charged the full fee.  

31. The submission deadline is different for each cohort and is determined by the date the portfolio is issued. Exact dates will be sent to participants upon registration and can be found both in the portfolio and on the SET website.  

32. To submit their finalised portfolio, participants will need to have paid the full programme fees, fully completed all sections of their portfolio, obtained a supporter statement, and shared their portfolio with SET via the ePortfolio platform. Participants must also be active members of SET to access their professional formation portfolios and to submit and receive their results/feedback. 

1. It is the responsibility of the participant to ensure that they share their portfolio with their supporter with sufficient time (no earlier than 2 weeks before the submission deadline) to allow them to check the portfolio and provide a supporting statement. If the participant does not submit their portfolio to SET by the submission deadline, SET reserves the right to withdraw the participant from the cohort, without reviewing the portfolio.

33. It is the participant’s responsibility to ensure they have provided all the evidence required to achieve QTLS status. Portfolios are not monitored by SET for the duration of the programme, and participants should utilise their supporters for support during the process.  

 

Extensions to the portfolio submission deadline 

34. The professional formation programme does not allow for automatic extensions to the submission deadline. However, an extension may be granted to a participant where there are exceptional/extenuating circumstances that are out of their control. Requests will be considered on a case-by-case basis, and SET may request evidence to support the request. Examples may include:  

1. Reasonable adjustments form was submitted at the start of the programme and an extension has already been agreed. 
2. Serious ongoing technical issues beyond the members control and identified more than five working days before the submission deadline.  
3. Illness, accident or severe trauma or unexpected deterioration in an ongoing illness or chronic medical condition of the participant or a person for whom the participant has caring responsibility.  
4. Recent bereavement of someone close to the participant.  
5. Serious personal disruption such as burglary, fire or requirement to appear in court in the lead up to the submission deadline.  
6. Significant change of employment circumstances.  

The SET team will consider progress made in the portfolio when determining a reasonable extension duration. 

35. Where an extension is granted (maximum of 10 working days), confirmation will be provided via email. The portfolio will then be reviewed alongside other submissions in that cohort. 

36. Participants should apply for an extension by email to membership@etfoundation.co.uk no later than six weeks before the submission deadline. Where they have been prevented from submitting a request before the deadline by the same unforeseen event, they can apply for an extension up to five working days after the deadline. SET will endeavour to respond before the deadline wherever possible.  

 

Results release  

37. The results release date is different for each cohort and is determined by the submission deadline. Exact dates will be sent to the participant after submission. 

38. Results will be released via email, throughout the day on the nominated results release day. The result will either be:

1. Award 
2. Criteria Not Met (CNM)  
3. Developmental Criteria Not Met (DCNM). 

 

Awarded QTLS 

39. The details of awarded participants who remain active members of SET will be added to the publicly searchable Professional Status Register. The details include the participant’s full name, membership number, membership status, grade and the title of the status awarded. To opt-out, please email membership@etfoundation.co.uk 

40. Awarded participants will be able to request a digital copy of their certificate, via their SET dashboard, at the point of release. They will also be sent formal documentation no later than 8 weeks from their award date. Additional or supplementary printed certificates cannot be provided.  

41. After successfully completing professional formation, participants will need to remain a member of SET to maintain their QTLS status and use the post nominals QTLS. If membership lapses their professional status will become dormant and the individual’s name will be removed from the Professional Status Register. In such instances the individual no longer has the right to continue using the post nominals QTLS or the professional status digital pin. The professional status will become active again upon renewal of membership.

 

Criteria not met

42. During the portfolio review, if weaknesses are identified in the participant’s portfolio, the outcome will be Criteria Not Met (CNM). Participants who have a portfolio status of CNM will be given feedback on the areas for development and asked to resubmit their portfolio.  

43. Participants who have a portfolio status of CNM (criteria not met) will be given one opportunity to resubmit their portfolio and will have six months to do so, from the date the result was released. Depending on the amount of evidence required in the resubmission, participants can resubmit at the earliest available opportunity. Upon resubmission, the additional evidence will be reviewed within four weeks and feedback provided within six weeks. 

44. If the participant does not resubmit within six months, they will be required to apply to restart with a new portfolio, in a future cohort, which will incur a £50 application fee.  

45. If the resubmission is still deemed not to meet the criteria, participants will be asked to apply to restart the programme with a new application portfolio (see 'Withdraw and Restart') in a future cohort. If the participant has previously restarted, they will be asked to pay the full fee (see point 24.d.). 

46. In some cases, if there are significant areas for development (DCNM – Developmental Criteria Not Met) in the initially submitted portfolio, a participant will be contacted and asked to apply to restart Professional Formation with a new application portfolio. In this instance, the application fee will be waived. 

47. If a participant disagrees with the decision not to award QTLS, they should follow the process set out in the Appeal against QTLS/ATS Award Policy.  

 

Withdraw and Apply to Restart 

48. Participants who are unable to submit by the deadline must either request their portfolio is “Withdrawn” or the SET team will withdraw the portfolio on their behalf after the deadline has passed. 

49. SET reserves the right to withdraw any participants who are found to not meet the eligibility criteria for the programme, at any time. 

50. If a participant wishes to “Apply to Restart” having not been awarded in the previous attempt, they are required to apply in a future application window, in the same way as a new participant. Any new application takes place with a new application portfolio.  

51. An application incurs an application fee of £50.  

52. If a SET Member wishes to apply again, they would be considered a new participant and be required to pay the full programme fee (including application fee).  

 

Ethical considerations  

53. Any information submitted to SET, including details about employment, must be submitted in good faith and as an accurate reflection of a participant’s current situation. By providing SET with employer’s details, participants consent to SET contacting them if required to verify participant’s role(s) and responsibilities.  

54. By uploading certificates, participants confirm to the best of their knowledge that they are a true reflection of the qualification and grade(s) achieved. If SET has any authenticity concerns, we reserve the right to contact the awarding body to verify the results.  

55. Participants will be able to download a copy of their portfolio once they have been awarded QTLS. Participants must not, under any circumstances, provide this portfolio or its contents to current or future participants. To do so would be viewed as a breach of the Code of Ethics and Conduct (see below). 

 

Academic misconduct 

56. All SET members are bound by the Code of Ethics and Conduct. Any inappropriate activity or behaviour by a professional formation participant that is considered to be a breach of the code, could potentially be investigated and may result in a sanction being applied in line with the Investigation Disciplinary Policy and Procedures.  

The following are examples of academic misconduct. This is not an exhaustive list and other instances of misconduct may be identified and considered by SET at their discretion. For example:  

1. The alteration or falsification of any results document, including certificates.  
2. Collusion: cooperation with others to gain an unpermitted advantage. This includes instances where participants have consciously collaborated on a piece of work and presented it as their own efforts.  
3. Copying from another participant/member or allowing work to be copied.  
4. The deliberate destruction of another member’s work.  
5. Making a false declaration of authenticity in relation to the authorship of the contents of a portfolio.  
6. Recycling: the submission by a participant of work that they have submitted as part of their teacher training or other qualification.  
7. The inclusion of inappropriate, offensive, obscene, homophobic, transphobic, racist, or sexist material in portfolios.  
8. Plagiarism: representing another person's work or ideas as one’s own, unacknowledged copying from, or reproduction of, published sources or incomplete referencing. 
9. The inclusion of text, quotes and images generated by Artificial Intelligence (AI) platforms and tools and falsely declaring authorship as the participant’s own (eg. ChatGPT, etc). Where AI tools have been used as a source of information, this must be acknowledged by referencing the AI source.   
10. Theft of another participant’s work.  
11. Behaving in a manner that raises concerns about members honesty and integrity whilst undertaking professional formation.  
12. Financial gain by allowing others to purchase and use part or all of a participant’s portfolio.  

57. SET reserves the right to contact external bodies, including but not limited to awarding organisations, employers and other regulatory authorities, if an allegation of a breach of the Code of Ethics and Conduct is upheld.   

 

Suspension and removal of QTLS status  

58. Professional formation participants and QTLS holders are subject to the SET Conditions of Membership and other membership policies. If SET considers that information received may give rise to a concern about a member's suitability to hold or continue holding QTLS status, it may consider that issue at the same time as any other action taken against a member. 

  

Teacher Reference Number (TRN) 

59. All QTLS holders will be issued with a Teacher Reference Number (TRN) if they do not already hold one and will appear on both the professional status register and the DfE’s central record of qualified teachers managed by the Teacher Reference Agency (TRA). However, only those who maintain their QTLS status through their SET membership will show as active QTLS holders on both registers.    

60. You can opt out from inclusion on either or both registers – to do so, please state which register(s) you wish to be removed from at: dataprotection@etfoundation.co.uk.

 

Data protection 

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