Whether you’re just starting out on your search for school staffing services or are ready to commit and fill crucial roles in your school, this ProCare Therapy guide covers the essential questions you should be asking a staffing agency before partnering with them.

Questions to Ask a Staffing Agency for Your School

The following questions will help you evaluate potential partners and determine if they can help fulfil your district’s needs and goals. Taking the time to dig deeper into their processes, qualifications, and systems can mean the difference between a quick fix and a reliable staffing solution that truly benefits your students.

Here are the 10 essential questions to ask any school staffing agency—plus, what to listen for in their answers:

1. What experience do you have in school-based staffing?

Schools are unique environments with specific needs, regulations, and challenges. Look for agencies with experience in the educational setting and with diverse roles like speech-language pathologists, school psychologists, special education teachers, and occupational therapists. They should demonstrate familiarity with IEPs, licenses and regulations, and an understanding of how to effectively integrate professionals into school communities at different points in the school year.

2. How do you source and vet candidates?

The quality of staff you’ll be provided with directly impacts your students’ success. Look for agencies with a thorough process, including initial interviews, reference checks, background checks, and credential verifications. While finding a candidate who meets the job requirements is important, the best agencies should also help you find passionate professionals who align with your school’s values, culture, and standards.

3. Do you offer both onsite and teletherapy professionals?

With evolving student needs and potential staffing shortages, flexibility matters. Agencies that provide both onsite and virtual staff options or teletherapy services give schools the ability to adapt based on your school or district’s demand.

4. What kind of support do you provide to professionals after placement?

You want to partner with an agency that truly supports the growth of its professionals, as this shows that they care about continuously enhancing the quality of care your students receive.

To ensure long-term success for your school and students, look for agencies that offer ongoing, comprehensive support for their professionals, such as coaching, mentorships, resources, and training to help school professionals meet students’ growing needs.

At ProCare, we also make sure our school professionals are equipped with the latest testing materials and receive ongoing testing and training. Plus, we pay association dues and provide continuing education funds to keep them at the top of their game even after they’re hired.

5. What kind of support do you provide to employers?

Ensure the agency offers your school ample support throughout the hiring process and even after a candidate has been hired. This includes working to negotiate a job offer that makes everybody happy, familiarizing a new hire with your school’s policies, procedures, and expectations, continuously evaluating the effectiveness of a placement, offering district resources, and maintaining regular check-ins with placed professionals and school administrators.

6. What certifications, licenses, and qualifications do your professionals have?

One of the most important things to look for when partnering with an agency is how well they understand the intricacies of licensing requirements for specialized roles in schools—including how the requirements vary by state.

All agencies should have some form of a credential check, but the best agencies will also stay updated on licensing requirements by state, have credentialing analysts, and have credentialing experts who work directly with school professionals.

7. How do you handle staffing shortages or last-minute needs?

With students’ needs becoming increasingly individualized, the demand for therapy staffing is at an all-time high. While this question can show you how the agency would support your school’s staffing demands, it can also reveal how well the agency truly understands the current employment environment and trends related to specific school roles.

Look for agencies that have a strong grasp on the current state of school staffing with clear contingency plans and a network of ready-to-go professionals. For example, ProCare is addressing the therapy shortage problem by doubling down on our recruiting efforts and expanding opportunities for teletherapists nationwide.

8. How do you communicate with your clients?

At ProCare, we understand that schools need to feel confident that their staffing partner will be responsive and proactive in keeping them informed. The agency you partner with should provide dedicated points of contact, such as an account manager, and clear expectations for response times. Look for agencies that offer regular check-ins, status updates, and open lines of communication.

At ProCare, we keep the communication channels open with both the district administrator and the school professional. We designate personnel in each of our offices to communicate with consultants in the field, and we also assign a lead supervisor who resides in your local area.

9. What is the hiring process for schools that partner with your agency?

Understanding the hiring process ensures transparency, efficiency, and a smooth experience for both the school and the candidates. Look for agencies with a clear, step-by-step hiring process that outlines how they collaborate with schools, screen candidates, and facilitate interviews. Bonus points if the agency also offers flexible hiring options and strong support in onboarding new staff!

10. How involved are your clients in the hiring process?

You should have as much (or as little) involvement in the hiring process as you want. At ProCare, our clients have hands-on participation in all our processes and have the opportunity to influence, change, and evaluate our services.

Find a Powerful Partnership

Partnering with a staffing agency is more than a contract—it’s a commitment to your school community. By asking these questions, you’ll find a partner who fills positions and helps your students thrive.

Looking for a staffing agency that puts students first? ProCare is here to help. As a leading education and therapy staffing agency since 1997, we’ve been dedicated exclusively to connecting highly specialized school professionals to the students and schools that need them most.

Learn more about our staffing services or request professionals for your school today with ProCare Therapy.