Swansea University - Work Experience Placements

Work Experience Placements

Please see below the University's Procedure regarding Work Experience Placements. Any queries on this matter should be directed to Mary Davies (m.e.davies@swansea.ac.uk / 01792 295139).

Gweithdrefn Profiad Gwaith

REQUEST FOR PLACEMENT

The student may contact the School/ Department/HR personally.

In cases where a request is received directly by the School/Department, all such requests must be forwarded to the HR Department for action/formal confirmation.

In cases where a request is received directly by the HR Department, the HR Department will contact the nominated HR and/or Work Experience contact within relevant Schools/Departments, to enquire whether or not a placement can be arranged.

PLACEMENT AGREED 

When a School/Department has agreed a request for placement, the Work Experience Placement Pro Forma (P0910-25) should be completed and returned to the HR Department, coupled with any additional information supplied by the pupil requesting the placement and the institution they are based within. 

On receipt of form  Work Experience Placement Pro Forma (P0910-25) form, the HR Department will formally confirm the placement in writing (see Work Experience Procedure - appendix 1 ), copying the nominated HR and/or Work Experience contact within relevant School/Department, the Safety Office and Careers West Wales.  

RISK ASSESSMENT

Once a Work Experience placement has been confirmed, the Human Resources Department will email a copy of the letter sent to the Work Experience Student to Careers Wales West. Careers Wales West will contact the School/Department to make appointment to visit the Schools/Department to discuss aspects of Health and Safety and complete a Careers Wales West vetting form. 

It is the responsibility of the School/Department to complete a Young Person’s Risk Assessments form .  Once this form is completed, it should be held within the School/Department (Careers Wales West are no longer allowed to keep Risk assessment forms on their database). 

A copy of the completed form may be requested by the Work Experience student’s School/College. 

PLACEMENT REFUSED 

If the School/Department cannot offer a requested work experience placement, the HR Department will inform the individual accordingly (see Work Experience Procedure - appendix 2 ). 

RECORDING PLACEMENTS 

The HR Department will retain records of all approved Work Experience Placements.  

PLACEMENT ARRANGEMENTS 

Placements will normally start their first day at 9:00am.   

(NB, placements within the Egypt Centre differ as their working week is Tuesday to Saturday.  Placements within the Egypt Centre start their first day at 9:30am.) 

ON-GOING CONTACT / AMENDMENTS TO PLACEMENTS

Once a placement has been confirmed by Human Resources, all further contact from the student/school/college should be directed to the School/Department Work Experience Supervisor. 

In cases where placement details are amended, the School/Department Work Experience Supervisor should ensure that the HR Department is notified in order that the record of the placement can be updated. 

REQUIREMENT FOR CRB (CRIMINAL RECORDS BUREAU) CHECKS 

In the vast majority of placements, as the employer/employees involved will not have regular unsupervised access to young people undertaking work experience, there is no need for CRB checks to take place.   

However, CRB checks must be considered in all of the following cases: 

1)  Students identified by the school as vulnerable for educational, medical, behavioural or home circumstance reasons,

2)  Students on placements lasting more than 15 days over an extended time-frame, especially where these involve: 

·      regular lone working with an employer over long periods (rule of thumb would suggest anything over half a day at a time)
·      placements located in particularly isolated environments with 1:1 working
·      placements involving a high degree of travelling on a 1:1 basis

3)  Placements which include a residential element. 

The fact that a particular placement falls into one of the above categories does not necessarily mean that a CRB check will be required.  Such a decision will depend on an assessment of the overall potential risks posed to a young person and will take into account any systems in place to minimise these risks. 

Details on the University's Code of Pratcice for Registered Persons and Other Recipients of Disclosure Information can be found here.

* As of July 2010, new government legislation will directly impact all who work with vulnerable groups, including those who host work experience placements.  The University is currently reviewing policies and procedures in relation to this and will amend this process, as appropriate, following the introduction of the Independent Safeguarding Authority (ISA) and the new Vetting and Barring scheme.