INTRODUCTION
Thank you for considering taking on a placement student from the University. In this handbook we aim to provide you with information on how placements work, the benefits they offer to your company or organisation, what you can expect from the student, and the support you can expect from the University.
Definitions and Structure
Both the work placement module and the volunteering module offer a chance for a student to gain valuable practical experience in a real working environment. The modules are also an approved period of assessed learning within the workplace and should be relevant to their course.
The length of the work placement will depend on the course of study and your requirements. Typical placement types include:
1. Academic year long placement (6 months, parttime 1-2 days a week)
2. Short term or Vacation long placement (full-time or part-time)
3. Sandwich year (full-time, paid)
In the case of option 1 and other credit bearing placements, students are required to complete a minimum number of days to gain sufficient professional experience in the workplace, in order to complete their module placements. Students will be tasked with writing assessments on their experience at the end of their placement.
The volunteering module is slightly different, and students usually must fulfil a minimum of 24 hours volunteering to satisfy the requirements of the module. However, many students are keen to extend their volunteering beyond the minimum requirements. The volunteering module can only be taken at a charity, not-for-profit or public service organisation.
RESPONSIBILITIES
The success of a placement depends upon a mutually supportive three-way relationship between the student, employer and the University, based on realistic expectations. With the right support, students can make a significant positive contribution to an organisation.
The Organisation’s Role
F Provide a written job description.
F In the case of work placements, the organisation must collaborate with the student to establish a Placement Learning Agreement that meets defined goals as agreed by the student and their organisation.
F Support the student with health and safety training and a company induction.
F Nominate a mentor who will supervise the student for the duration of the placement.
F Provide the student with access to resources if appropriate to complete their assessment.
F Meet or talk with the student’s tutor or placement coordinator to discuss the student’s progress.
F Notify the University at the earliest opportunity if there are any concerns, including absences or any serious accidents, or if the placement is cut short.
F Complete feedback at the end of the placement.
F Ensure that the appropriate employers’ liability and public liability insurance is in place and complies with health and safety legislation. Students will contact you to ask for your insurance certificates ahead of their placement being approved.
Sole Traders
We understand that, as a sole trader, you may not hold employers’ liability insurance. Instead, public liability insurance is available to indemnify you and your company against your legal liabilities. Please be aware that in order for you to be able to provide a placement for a student, you are required to have appropriate public liability cover in place prior to the commencement of the placement. If you have any questions, please contact a member of the Placement Team at workplacements@winchester.ac.uk
The Student’s Role
F Attend pre-placement training at the University and familiarise themselves with all the relevant information supplied.
F Follow the organisation’s procedures, policies and guidelines.
F Understand that they act as both a representative of the University of Winchester and of the host organisation. It is expected that they will act in an appropriate, courteous and professional manner
when dealing with the organisation, its businesses and its staff.
F Discuss and agree with their organisation when to plan appropriate time to undertake assessment work.
F Consult with the organisation if they wish to make any changes to their placement.
F Report any concerns to the organisation, including personal and health concerns, health and safety, or a disability that may require adjustments.
F Understand that the business of the organisation may be confidential. If this is so, the student agrees not to disclose any information to third parties without the consent of the organisation. University assignments will also be arranged to protect confidentiality.
The University’s Role
F To work within the University placement procedures as set out by the governing bodies.
F Appoint a Placement Tutor alongside the Placement Coordinator.
F Be a point of contact for any queries and make contact at appropriate intervals.
F Provide the students with pre-placement training.
F Establish dates for placement check-ins if appropriate.
‘Employers get to meet the most talented candidates, universities are able to get to grips with evolving career opportunities, and students can develop the skills needed to successfully enter the workforce’
Careers2032, 2022
BENEFITS TO YOU
Taking on a placement student from the University of Winchester can offer a range of benefits to your company or organisation:
F An additional resource for a short-term project or a change initiative.
F Access to enthusiastic, motivated individuals with fresh ideas that can bring modern professional skills into your workplace.
F A low-risk recruitment method, saving you time and money.
F Contributes to your company’s Corporate Social Responsibility.
F Early access to the best talent with a high proportion of graduates remaining in the region.
F An opportunity to strengthen links with the University, which could lead to research collaboration.
What We Will Do For You:
F Advertise your work placement or volunteering opportunity free of charge on your behalf via our dedicated jobs intranet site ‘Career Connect.’
F Target appropriate students for your placement.
F Offer a variety of career and networking events to which we welcome employers and organisations.
F Provide the student with a training session prior to the placement and support throughout the placement.
F We can arrange for you to give presentations to potential candidates and explore whether we can provide interview space on campus.
Having acquired an in-depth knowledge and understanding of the business – and demonstrated their abilities and potential – former interns/ placement students make highly favourable candidates for graduate positions
Careers2032, 2022
RECRUITMENT
The University of Winchester has a dedicated jobs platform to advertise placements, graduate jobs, volunteering and internships; CareerConnect. You will be able to post your vacancy free of charge on CareerConnect for thousands of students to view.
Using CareerConnect Will:
F Enable students to view your advert and links to your company website.
F Promote brand awareness of your company and recruitment process.
F Allow the students to receive up-to-date job alerts as soon as new opportunities are posted.
If you would like to advertise a placement, volunteering, part-time or graduate role, please contact our team on careers@winchester.ac.uk
We simply require a role description for any opportunities you wish to advertise through our service. We will ensure that your vacancy is promoted to the appropriate students and course staff. Once you have received your applications or shortlist, please arrange to interview the candidates in accordance with your own practices.
Pay
Whilst not a legal requirement for placements, if it is part of their course, the majority of students receive an industry appropriate salary. We find that employers receive noticeably more applications if they advertise a salary or hourly payment with the job description. We will not advertise unpaid full-year sandwich year placements.
Students should not be paid for any volunteering placements but you may cover expenses, should you wish to do so.
Equality, Diversity, and GDPR
The University’s Equal Opportunities Policy will apply to employers providing placements. There are a range of protected characteristics, against which it is unlawful to discriminate when choosing someone for a job, considering people for promotion, dismissal or redundancy. For more information, you can check the government’s guidelines HERE. Further information is available through the Equality and Human Rights Commission
The University will continue to be compliant with elements of GDPR. The University will not disclose any commercially sensitive data or information externally. Where such information is made available it will, with the employer / placement provider’s permission, be used for assessment purposes only and not subsequently discussed or divulged.
It is the employer / placement provider’s responsibility to make Disclosure and Barring Service checks on prospective employees.
The University uses InPlace, a placements CRM, to record details of student placements. Students will be asked to record elements such as their host organisation’s details, a risk assessment for the placement, insurance documents for their host organisation and details of work to be carried out whilst on placement. This information is then assessed by the student’s module leader, who will have final say in whether or not the placement is approved. You can find details of InPlace’s privacy policy HERE
DURING THE PLACEMENT
Responsibilities
We expect the host provider to treat our students in the same way as you would your other employees in respect of their induction, supervision, inclusivity, health and safety and welfare.
It is important that the student receives an induction on starting their placement which should outline their role, responsibilities, and how it fits into the team and wider organisation. We have provided an induction checklist at the end of this booklet to support the process.
A Successful Placement
Most placements progress very smoothly. However, occasional problems do arise. If issues are raised at an early stage, they are usually resolved quickly.
In our experience, students respond best when their employer / placement provider:
F gives an overview for their placement and details the tasks that are expected of them. Early collaboration between the student and organisation to create a Placement Learning Agreement will ensure cohesive expectations. F clearly communicates deadlines they may have for completion of work or tasks.
Initially, students are encouraged to discuss any difficulties with their line manager or placement supervisor in accordance with the procedures of their organisation. If an issue is not satisfactorily resolved, the student and organisation may discuss the matter with the student’s placement tutor who will aim to help, if appropriate.
Organisations with persistent issues are encouraged to deal with matters through their internal procedures, which may include disciplinary processes.
Please keep the University’s placement staff informed – with the student’s permission – of any matters that could jeopardise the continuation of the placement. Organisations are welcome to contact the University of Winchester at any time via workplacements@winchester.ac.uk for help and advice.
Attendance
The student needs to attend their placement to complete their assessment. Should the situation arise where the student is absent, and you do not know why, then please contact the University at the earliest opportunity.
When asked about the most reliable predictors of graduates’ skills and attitudes, the majority of employers (72%) agreed that graduates who completed an internship or placement arrived with better skills and attitudes than other graduates.
ISE report, 2023
Placement Requirements
Students receive accreditation for their placement within their final degree, and consequently the nature and level of work must provide an appropriate learning experience.
Potential placements need to be approved for suitability, and the criteria for approval will be:
F Suitability of work in terms of level and relationship to academic course.
F Evidence of intended contractual employment for the period of the placement.
F Suitability of the working environment, with availability of experienced practitioners.
Students have a placement unit leader whose role is to provide academic support and advice, and to monitor progress and development. The placement unit leader may make contact and visit the student during the placement. Not all placements require a visit to the site. However, if a visit is needed, we ask that the student’s line manager or placement supervisor is available. This will be arranged in advance via the student.
46% of interns and placement students hired by the Best Student Employers were offered full-time jobs
Ratemyplacement.co.uk, 2023
STUDENTS ON A STUDENT VISA
Sponsored students (Students with a Student visa for the University of Winchester) will normally have restrictions on the number of hours they are permitted whilst studying:
F Up to 20 hours per week during university term time. UKVI (UK Visas and Immigration) has defined a ‘week’ as ‘a seven-day period starting on a Monday and ending on a Sunday”’.
F Full-time in vacation periods.
F Full-time during term time if on a work placement that is an integral and assessed part of the course – any work placement must not be longer than 50% of the total course length (unless there is a UK statutory requirement for the course to contain a specific period of work placement which exceeds this limit). The placement must be reported to the UKVI by the International Student Success Team once it has been approved by both the Careers Team and the International Student Success Team. Students are not permitted to start their placement until after it has been approved and reported to the UKVI.
F As a student union sabbatical officer for up to two years. This must be reported to the UKVI by the International Student Success Team.
F Unlimited volunteering for a charity or not-forprofit. Volunteers can be reimbursed reasonable travel or food (subsistence expenses) but should not receive any financial reward or benefits in kind with a monetary value.
F Voluntary work differs from volunteering in that it is performed under a contract. Voluntary work is subject to the same restrictions as paid work or a work placement.
F If the student holds a Student Visa for a part time course, they will not have the right to undertake any work, paid or unpaid, in the UK.
F If the student holds other immigration permissions, they must be able to provide evidence that work placements are within the student’s immigration conditions.
Student Visa students can only work on a temporary basis - they cannot be employed on a permanent contract. They cannot be self-employed or set up a business or be employed as a professional sportsperson or as an entertainer.
Please note: if the work is not an integral and assessed part of the student’s course, this would not be regarded by the Home Office as a work placement but would instead be regarded as work experience. Student visa students are not permitted to miss scheduled classes to undertake work experience. Students undertaking work experience should ensure that they are doing so within the work conditions of their visa.
For full details, the University of Winchester’s Visa Sponsorship Policy can be found HERE.
INTERNATIONAL PLACEMENTS
A growing number of students are undertaking placements abroad. Students may arrange these placements with organisations directly or through a third party. Once the student has secured an international placement, they will need to gain approval from the University and will be required to submit some additional documentation. It is recommended that students refrain from booking travel and accommodation until their placement has been approved by the University. The University’s Health and Safety team will monitor conditions in the host country prior to and during the placement.
Insurance for International Placements
International placement providers will be required to have appropriate insurance in place to protect their placement student. The student will contact you to request your insurance documents so that the University is able to approve the placement.
The University’s travel cover will provide travel and emergency medical cover for students on placements if approved by the University. This will take effect from four weeks prior to the placement start date, until its conclusion. If the student is seeking to gain work experience that is not formally part of their course, they will not be covered by the University’s travel insurance and should arrange their own cover.
If the University, Foreign & Commonwealth Office and the insurance provider advise against travel, then the student must reconsider their placement location. Insurers will not normally permit travel in these circumstances as it is not possible to guarantee that the student can be evacuated in the event of an emergency.
Ultimately, if our insurers consider that the risk of travel is too high for the student’s safety to be guaranteed, then travel insurance may not be available. Under these circumstances, the placement will not be supported by the University.
Students’ Wellbeing and Disability and the Placement Process
Our students’ mental and physical wellbeing is always our top priority. The term “disability” covers many types of health conditions both physical and mental, specific learning difficulties and neurodiverse conditions. Any of
these entitle individuals to access extra support during both the recruitment process and in the workplace.
The Equality Act 2010 protects those with a physical or mental health disability against discrimination when applying for jobs and less favourable treatment when in employment. Organisations also have a legal duty to make ‘reasonable adjustments’ to reduce or remove obstacles disabled people may face in the recruitment process and workplace and ensure that disabled employees and volunteers are able to carry out their duties without being disadvantaged compared to others.
At the University of Winchester, we work closely with students, graduates and employers to ensure that opportunities are equal and inclusive for all. We are keen to support our disabled students in the transition from study to the workplace and our Disability and Learning Diversity Team can provide tailored support for students. The Disability and Learning Diversity Team can provide students with workplace advice and support and students are provided with their contact details through the Student Placement Handbook.
If you have any concerns about a student’s wellbeing whilst they are on placement, you can find help and advice on our Student Support website. You should also raise concerns with the student’s Placement Tutor and follow your own internal procedures.
AFTER THE PLACEMENT Assessment
All students, besides those taking a sandwich year placement, will be required to submit a written piece of work based on their placement experience, which will allow them to reflect on their learning experience and evaluate their personal development. Assessments may take the form of a reflective journal and a portfolio of evidence, or a written assessment. Students will be encouraged to keep a detailed diary in which to record their placement activities. They will also ask you for your feedback on their contribution to your workplace and this, along with their diary and Placement Learning Agreement, will form the basis for their written assignment.
Feedback
The Placements Team would love to hear from you regarding your placement experience. Not only is it useful for us to know how individual students have got on, but your feedback plays an integral role in helping us to improve our service as well as allowing us to inform academic departments if there are gaps in knowledge that could be addressed in the classroom. You are very welcome to contact us at workplacements@winchester.ac.uk or at volunteering@winchester.ac.uk at any point throughout the placements process if there are things that you wish to feed back on. You will also receive a feedback form at the end of the student placement, which we would be extremely grateful if you could complete and return to us. The Placements Team would also love to hear from you if you are interested in providing an Organisation Case Study for us.
One of the primary goals of a placement is to boost students’ employability and as such, students are always appreciative of organisations who stay in touch after a placement and who help to raise the student’s profile. This may include, but is not limited to, offering a recommendation to the student on LinkedIn or providing a reference.
Equally, students will be asked for their feedback at the end of their placement. As above, we use this to help us improve our provision both within the Placements Team and across academic departments as well as gaining an understanding of individual placements.
ADDITIONAL HELP AND SUPPORT FROM THE UNIVERSITY OF WINCHESTER
The University of Winchester provides a range of other services for students, including health and wellbeing support, as well as academic and financial advice. If you have any concerns while our students are on placement with you, please note that these services are here to support students. University services, such as Student Services and the health and wellbeing teams, are still available to students on placement, and students can access information on the support available to them via the Student Support & Success Advisors canvas page, which is also listed on both the Work Placements and Volunteering Module canvas pages.
If you require help urgently, we ask that you contact workplacements@winchester.ac.uk as soon as possible regarding any concerns you might have. We can put you or the student in touch with the appropriate module supervisor or department to ensure that both you and our students feel supported while on placement.
Want to get further involved with the University of Winchester?
The University of Winchester is proud of our students whom we want to enable to achieve every future success, and as such we welcome and encourage any opportunities for employer or organisation engagement. If you are interested in getting more involved on campus, we would be delighted to welcome you as a guest speaker and include your organisation in our various careers fairs. In addition, we would be pleased to advertise any careers opportunities, including part-time, temporary, and graduate roles, for free via CareerConnect - our University-wide careers and opportunities portal. If you would like to get involved, we would love to hear from you. Please get in touch with us via careers@winchester.ac.uk
UNIVERSITY OF WINCHESTER IN PARTNERSHIP WITH ORGANISATIONS AND COMMUNITIES
Our vision is to help shape a better world through everything we do, driven by the ambition, wisdom and impact of our students and staff.
To fulfil this, we partner with local and global organisations and work with you to enhance your impact and innovation, and to enrich your workforce, helping individuals and communities to flourish.
At the University of Winchester, we have created a range of services to connect with regional, national, and international businesses and voluntary organisations. You may want to:
F Source talent from our large student base.
F Develop closer links with the University.
F Raise your company / organisation profile on campus and online: advertise your employment and professional development opportunities via our free jobs portal and take up opportunities to
participate in on-campus events or to deliver a workshop.
F Find a creative solution or tackle a specific project to drive your business forward and support future growth.
F Address emerging issues through consultancy or research collaborations with our academics and industry experts.
F Fill specific skills gaps by employing our students and graduates, via our free jobs board, whether this is in part-time roles, placements, apprenticeships, volunteering, or graduate positions.
F Upskill your workforce to strengthen your business capabilities and increase productivity, through one of our courses, an apprentice, a placement student, or consultancy with our industry experts.
F Find a venue for accommodation, conferences, events, and weddings.
Student induction checklist
✓ I have been given an overview of the organisation and the work it does, including the products / services it provides, the industry it is in, its size and structure and whether it has a national or international focus
✓ ☐I have been told about my itinerary for my placement, and what my role will be, including which departments I will be working in, and the type of work I will be observing, learning about, and doing
✓ ☐I understand the days I need to attend my placement, the start and finish times for each day and I know when I can take my lunch and breaks times
✓ ☐I have been told about, and understand, the organisation’s policies and procedures including dress code, health and safety, and drug and alcohol use
✓ It has been explained to me who my mentor for my industry placement will be and who to speak to if I have any questions or if there is a problem
✓ I have been shown the location of any food outlets, staff rooms, toilet facilities, car parking, and prayer rooms
✓ I have been told if there are areas which are restricted to me or where I must always remain with my manager/an employee, due to security or safety reasons (where applicable)
✓ I have been told how to access the organisation’s IT systems, and I understand the organisation’s policy about using IT equipment, including the use of social media in the workplace, and when and where I am allowed to use my mobile phone
✓ I have been briefed on potential hazards/safety issues, if any, that I could be exposed to during the industry placement and I have had the chance to ask questions where this is not clear
✓ I have been told about safe working practices to adhere to while on my placement
✓ I understand that I am not permitted to operate any machinery without the permission of my manager, and without first receiving the appropriate training
✓ I have had the importance of safety equipment explained to me, such as PPE, where it is kept, which areas it must be used in and why
✓ I have been told I must report any injury/accident to my manager or a first aider immediately
✓ I have been told what I should do in the event of a fire, and how I will know if a fire alarm has been raised
✓ I have been told the emergency procedure and where the assembly points/emergency exits are, and I know that I should not run during an evacuation. I understand that I should speak to my manager if I am unclear which emergency exit to use on the site, in case of an emergency
Careers and Opportunities Hub
Placements are a period of assessed learning in a workplace, included in a course and lasting up to a year. The University greatly appreciates the time and effort from organisations to help students gain valuable skills for their future. Our Placements Team would be delighted to discuss this and any other opportunities for collaboration.
To find out more about where our students could work for you, please contact workplacements@winchester.ac.uk
@_UoWcareers
@uowcareers
@universityofwinchestercareers
01962 827310
workplacements@winchester.ac.uk
volunteering@winchester.ac.uk
