TL;DR: Before you step into a classroom or nursery, make sure you’ve sorted all the essentials that prove you’re ready to teach “on paper”. From proof of ID and qualifications to references, DBS, and more, having everything organised and ready to go will keep your supply career running smoothly.

Getting into supply teaching can feel a bit like jumping onto a fast-moving train — UK schools and nurseries spent over £1.4 billion on supply educators in 2024 (and they still had gaps to fill).

But just like you need a ticket to ride, you need the right documents before working in supply.

Schools and nurseries need supply educators who are not only skilled but fully compliant.

The good news? Getting and organising your essential documents is a straightforward process. 

And having all the documents needed for supply teaching in order means less waiting around and more time in the classroom or nursery.

Before you even hit “submit” on a registration form (like this one we just happened to find), it helps to think about what schools, nurseries, or your supply company will need from you. 

The top priority is compliance — proving who you are, confirming you can legally work in the UK, and verifying that you’re qualified and safe to work with children.

This first stage is about getting your foundation right. Think of it as your professional passport: once these documents are set, you won’t need to redo them often. It also helps you make a strong first impression — nothing says “ready to teach” like someone who has everything neatly prepared in advance.

Many supply educators make the mistake of waiting until they’re halfway through the application before hunting down paperwork. 

Instead, get ahead. 

Having your documents scanned and stored digitally makes the next steps smoother for both you and your recruiter.

Your checklist for this stage:

• Proof of Identity — A passport or photo driving licence, birth certificate, proof of name change (if applicable), plus a recent utility bill or bank statement (dated within 3 months) to verify your address.
• Right to Work Documentation (UK) — You’ll need to prove you’re legally allowed to work in the UK. This could be your passport, a visa, or a share code if you have EU settled or pre-settled status.
• Proof of Qualifications for Teachers — Your degree, PGCE, or QTS certificate. If you trained overseas, UK ENIC verification may be required to confirm your credentials meet UK standards.

Teaching References — Minimum of two references from educational settings, ideally within the last five years, one must be your current or most recent employer. They show your professionalism and safeguarding awareness.

A Humly tip: The only thing outside of your control is your references. When you start applying, reach out to them and let them know to expect emails on your behalf.

So, you’ve sent your application — exciting. 

But now the real compliance process begins. This stage is where your supply company or the school or nursery’s HR team checks that everything you’ve submitted is valid and up to date. 

This might sound like red tape, but it’s what allows you to walk confidently into any classroom or nursery. Every step here ensures you’re covered, from background checks to safeguarding certificates. 

It’s worth keeping digital copies of everything — that way, if you’re asked for a missing form, you can reply in seconds.

Once you’ve been through it once, updates are usually minimal — just renewals or refreshers as policies evolve.

Here’s what to expect during this stage:

• DBS for Supply Teaching — You’ll need an Enhanced DBS check with the children’s barred list information. If you already have one registered on the Update Service, you can reuse it — just make sure it’s still active.

• Overseas Police Checks — If you’ve lived abroad for six months or more in the past five years, you’ll need a local police clearance certificate from that country.

• Safeguarding Documents for Educators — Evidence of recent safeguarding training (typically within the last 12 months). Humly provides a free, comprehensive refresher course if and when you need to update.

• Health and Fitness Declaration — A simple form confirming you’re fit to work in educational environments.

• Supply Company Onboarding — This includes signing policies, uploading documents, and receiving your supply teacher ID badge or compliance card once everything’s approved.

These are all mandatory, non-negotiable boxes you have to check. But once you do, you won’t have to worry about them for a year or longer.

Once you’re officially cleared and ready to take bookings, your focus shifts from paperwork to practice. 

But don’t put your files away just yet. 

Schools and nurseries are required to double-check key documents when you arrive — it’s part of their safeguarding duty.

This is also the stage where your organisation pays off. Turning up with your documents easily accessible — on your phone, printed, or in a secure folder — makes a great impression. 

Always remember: Your ID (driver’s license or passport) and your DBS certificate must be presented in physical form.

Doing this consistently, you’ll look prepared, professional, and trustworthy (all good reasons for the school or nursery ask you to return again, and again).

Plus, maintaining up-to-date documentation helps you move between roles quickly — a must for supply educators working across multiple sites.

What to keep ready:

• Photo ID — Bring your driving licence or passport every time you visit a new setting.
• Enhanced DBS Certificate or Update Service details — Schools and nurseries must check this before you start teaching at every placement (even if you’ve been there before)
• Proof of Qualifications and QTS — Particularly important if you’re teaching subject-specific lessons or working long-term.
• Recent References — Schools may want to confirm your experience through your supply company before extending your placement.
• Training Certificates — Safeguarding, first aid, or any CPD relevant to your role.

Staying organised and current with your documents makes you a trusted, go-to professional for schools and nurseries.

Here’s how Humly helps you: We ensure schools or nurseries have your proof of qualifications, recent references, and training certificates.

Getting the documents needed for supply teaching right isn’t just about ticking boxes — it’s about making your professional life smoother. 

They’re the little things you need to do.

And by keeping them in order, you’ll give yourself consistent flexibility and opportunities – schools and nurseries prioritise supply educators who always have everything ready when needed.

So before your next booking, do a quick check: ID, right-to-work proof, qualifications, DBS, references. Once it’s all sorted, you’ll be ready to focus on what matters most — making a difference in the classroom.