Work Experience and Placement Handbook 2015/16

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1 School of Law and Social Justice Work Experience and Placement Handbook 2015/16 In the event of any enquiry, please contact Elaine Brand: Elaine Brand University of Liverpool School of Law and Social Justice Eleanor Rathbone Building Bedford Street South Liverpool L69 7ZA Tel: +44 (0)

2 1. Procedure This Placement Handbook will set out key rights and responsibilities under the placement and work experience scheme for employers, students and School of Law and Social Justice (SLSJ) staff. The handbook will; Set out the procedures which we ask everyone to follow while students are employed during their placement or work experience, to enable them to fulfil the requirements and expectations of their experience. Provide copies of key documentation to be completed by placement employer during placement period, and guidance on the other requirements students have to fulfil. Provide a Student Induction Checklist, which should be completed within a week of starting work. If any of the items are not covered the student must notify Elaine Brand Provide guidance notes for students on placement health and safety which should be read prior to the commencement of the placement. At the start of the placement/work experience employer students should; Provide a copy of the Placement Handbook to the person responsible for supervision. Ensure completed health and safety risk assessment. With the employer, agree an outline programme of jobs, activities, training etc.. Students will attempt to link these to specific self-learning objectives for the placement. Keep an activity log of all work complete. Both employer and student must provide a feedback form at the end of the placement/work experience. (Appendix A) 2. Aims and Objectives of the Placement The aim of the placement or work experience is to provide students with an opportunity to apply theory learned in their degree programme to an actual work environment. It will; Provide students with the knowledge, skills, awareness and confidence that will enable them to succeed in the wider employment world. Provide students with exposure to current theories and practice in the private, public, charitable organisations, large business and small business sectors. Give students the opportunities to learn and practice a range of intellectual, interpersonal and some relevant skills required for their future career. Encourage creative thinking and provide students with the skills to adapt and respond positively to changing circumstances. Heighten student s ability to critique existing management wisdom from a variety of perspectives. Provide an understanding of the work based experience to enhance academic learning in future years of study. Support students in their continuing professional development. 3. Feedback Students should keep a weekly diary reflecting on their placement/work experience and their own development. This should include reflections upon key activities and submitted as an overall portfolio.

3 Employers/supervisor should note tasks completed and overall performance throughout the time spend with them. 4. Roles and Responsibilities The following information provides guidance regarding the roles, responsibilities and expectations of all three parties. Employer/Work Experience Supervisor Responsibilities (4.1) Employer Responsibilities Induct the student into the organisation s health & safety procedures as appropriate, and ensure compliance with the current Health & Safety at Work Act. Ensure students are covered by Employer s Liability and Public Liability Insurance and the relevant insurers are notified of the student placement. Where students are undertaking a placement outside of the UK the employer must ensure they are adhering to the current legal regulations of their country/state. Confirmation of this should be sent to Elaine Brand Where the placement is being undertaken outside of the UK the employer should confirm in writing, prior to the placement beginning that your organisation holds Employer s Liability (sometimes called Workman s Compensation Insurance) and Public Liability Insurance and the level of cover provided?. Confirmation of this should be sent to Elaine Brand Provide appropriate induction training to enable students to fully understand their role in the organisation and to explain work rules and standards of conduct expected from them. Assign a workplace supervisor who will take responsibility for the student s progress towards achievement of objectives which have been set by the employer. Provide challenging opportunities for the student to expand their knowledge of the organisation. Provide an unbiased and fair working environment for the student with particular regard to gender and ethnicity etc. Notify, in the first instance, Elaine Brand, of any significant change in placement location or duties which may lead to an amendment of a health & safety risk assessment. Notify Elaine Brand, in the first instance, of any significant complications that may arise not covered by the normal processes. Ensure that any students who are required to travel overseas or anywhere by air as part of their placement have made an application for UoL insurance cover at least seven days before travelling. Students returning to their home country for a placement will not be able to apply for such insurance. Where a student does not report to their regular workplace for two consecutive days without providing the employer with an explanation, the employer should report the student absence to Elaine Brand immediately. (4.2) Student Responsibilities To act within the terms and conditions of employment as confirmed by employer. To dress in smart attire at all times. To approach work diligently, take responsibility, and display a willingness to use own initiative. Fully respect the confidentiality of the employer organisation. Take reasonable care of own health & safety and the health & safety of other people who may be affected by your actions. Report immediately any absence to employer/work experience supervisor and Elaine Brand. Act as an ambassador for the School of Law and Social Justice and The University of Liverpool. Ensure you complete an activity log of all tasks and experiences undertaken.

4 Students who are travelling overseas or anywhere by air as part of their placement must make an application for UoL travel insurance covers students returning to their home country for a placement will not be able to apply for such insurance. Students to discuss the content of the Placement Handbook produced by SLSJ with their employer/work experience supervisor. Notify Elaine Brand, of any problems relating to the quality of placement which cannot be resolved with the employer. Students must not give notice to employers without first discussing the situation with their employer and notifying Elaine Brand of the situation. Students are required to keep in touch with current University issues by way of monitoring their University account on a regular basis. Students are also required to monitor the VITAL announcements. (4.3) School of Law and Social Justice Responsibilities Ensure the employer is provided with appropriate and timely information prior to, throughout and following the student s placement learning. Ensure that both the employer and student are satisfied with the support and direction provided by SLSJ staff. Maintain regular communication with the student by way of providing support to the student, monitoring student progress, seeking feedback from the student and ensuring the student fully understands their requirements. This applies to UK and non UK placements. Provide both the student and employer with a Placement Handbook which explains their roles and responsibilities under the placement scheme. Secure assurances from provider that they adhere to current health & safety policy and there is adequate Employer and Public Liability insurance in place. Where the placement is being undertaken outside the UK, information will be required from the provider to ensure there is adequate Employer s Liability and Public Liability (sometimes called Workman s Compensation Insurance) cover is in place prior to the placement beginning. Ensure students with overseas placements have appropriate UoL travel insurance. Ensure students who are required to travel overseas or anywhere by air as part of their placement have the appropriate UoL travel insurance. Student must notify Elaine Brand of the dates travelling and proof of insurance. Respond to employer s queries in a timely and appropriate manner. Keep students updated of current University issues by way of sending s to their University account and posting information on the VITAL programme page. (5) Behaviour and Expectations The University of Liverpool is committed to providing a positive, professional and safe environment in which work is carried out against a background of respect for the experience, abilities and skills of all individuals. In striving towards the achievement of such an environment the University will not tolerate bullying and harassment. It is the responsibility of all members of the University community to behave professionally, courteously and respectfully towards others. It is expected students should at all times behave in a professional manner towards their employer, colleagues and University staff. The same respect should be shown in return. Employers are encouraged to speak directly with students over any misconduct concerns they have with a view to resolve the situation. If the situation cannot be resolved, employers are encouraged to provide feedback to SLSJ in a constructive timely manner,

5 via Elaine Brand, so the most appropriate course of action can be established see section 6 for contact details. Full details of University of Liverpool s policy on Dignity at Work and Study can be found at (6) Conduct and Discipline As a student you are expected to conduct yourself, both on and off the campus, in a manner which demonstrates respect for the University, its staff, fellow students and property, and for other members of the local community in general. The University places great emphasis on the good behaviour of its students and has a formal procedure for dealing with serious cases of misconduct. For this purpose the University has developed some rules regulating the conduct of students and the following provides a substantive but not exhaustive list of activities which the University regards as constituting misconduct. Details can be found at: (7) Communication Please be aware SLSJ and the University will only communicate with you via your university account. It is extremely important that students regularly check their account as failure to do so could result students missing essential information. If you prefer to use external accounts please ensure you set up a divert from your University account. (8) Workplace Supervision Students should be allocated a workplace supervisor, who will provide direct support relating to all work based issues. They should provide an additional level of support for students to compliment the core support provided by the University. The role of the workplace supervisor is to: Actively motivate and monitor student performance. Encourage, support and provide guidance. To provide surroundings which will allow the student to meet their set objectives as specified in their job description. Assist students to relate learning to the workplace. Ensure the student receives the relevant training required to enable them to deliver the specified job. Keep SLSJ via Elaine Brand, updated of any questions or concerns see section 6 for contact details. Statutory Requirements (9) Health & Safety The University of Liverpool regards the health and safety of its students as one of its highest priorities. The Health and Safety at Work Act requires every organisation to ensure, so far as reasonably practicable, the health, safety and welfare of its employees, and requires it not to put anyone at risk as a result of its activities. As students on placement are regarded as employees they are owed a duty of care from their employer to ensure, as far as is reasonably practicable, their health, safety and welfare at work. The provision of relevant health and safety information and adequate instruction, training and supervision are required. The primary responsibility for meeting statutory requirements within a placement remains with the employer. Any concerns or questions surrounding health and safety should be referred to Elaine Brand immediately. (9.1) Employers are to complete a health and safety risk assessment on commencement of start date. Full detail of the University of Liverpool Health and Safety Policies can be found at:

6 Providers should confirm students are covered by Employer s Liability and Public Liability Insurance and they notify the relevant insurers of the student placement. Where students are undertaking a placement outside of the UK, the employer must confirm in writing that they are adhering to the current legal regulations of their country. Where the placement is being undertaken outside of the UK the employer should confirm they hold Employer s Liability (sometimes known as workman s compensation insurance) and Public Liability Insurance. These insurance policies would apply when an employee or other person seeks compensation when they have been injured or their property damaged to the negligence of the placement employer. The appropriate action will be taken according to the advice given. Where students have concerns about their health and safety whilst they are on placement they should raise their concerns, in the first instance with their employer however, if the issues are not resolved the student must report any such concerns immediately to Sandra Hughes see section 6 for contact details. (10) Equality and Diversity The University of Liverpool has policies covering Equal Opportunities, Race Equality and Diversity and Equality. These support all activities within the University and we trust employers share our commitment. Full details can be found at (11) Disability The University of Liverpool has been awarded the Two Ticks disability symbol by the Jobcentre Plus for its proactive approach and positive commitment towards the employment, retention, training and career development of disabled employees. The symbol demonstrates the University of Liverpool is committed to working towards best practice in employing disabled people and its commitment to developing the full potential of disabled employees on an equal basis with others. The UoL would expect any UK employer to adhere to Employers and the Equality Act Any non UK employer should adhere to the current legislation of their country. (12) Travel Insurance Students who travel overseas are advised to take out appropriate and adequate insurance for personal activities such as extreme sports/activities which carry a high risk etc. (13) Other sources of information Quality Assurance Agency: Code of Practice for the Assurance of Academic Quality and Standards in Higher Education, Section 9: Work-based and placement learning, September 2007: ASET: A Good Practice Guide for Placement and Other Work-Based Learning Opportunities in Higher Education, March UCEA: Health and Safety Guidance for the Placement of Higher Education Students, August 2009: uceahealthandsafetyguidancefortheplacementofhestudents.pdf UKCISA: Student Activity Abroad: Risk Assessment FAQs, April 2004:

7 (14) School Contact Details Placement Administrator: Elaine Brand Student Experience Team Leader: Dominic Ventre

8 Appendix 1 Student Induction Checklist Name of Student: Start Date: Employer: The following items are an example of key induction items. This list is not exhaustive and other topics may be covered. Task Date Introduction to placement contact Provide supervisor with copy of Placement Handbook Introduced to key staff members and their role explained Explanation of student s role and duties Information on hours of work, including arrangements for overtime, shifts, duty rotas and time recording where relevant Location of rest room, canteen (if relevant), etc. Lunch, tea and coffee arrangements Place of work Dress code Work space How to answer the telephone, transfer calls and make calls both internally and externally Post arrangements Arrangements for reporting absences, sickness etc. Arrangements for keys, passes, ID badges etc. Car Parking

9 Health and Safety Issues Date Emergency procedures Safety policy received or location known Covered by Employers Liability/Public Liability including injuries/sickness suffered due to employment duties Appendix 7 to be completed and returned to SLSJ via Elaine Brand Location of first aid box First Aid arrangements (including names of first aiders) Fire/evacuation procedures and location of fire extinguishers Accident reporting and location of accident book COSHH regulations/requirements Display screen equipment regulations/procedures Manual handling procedures Protective clothing arrangements Instruction on equipment you will be using Required to travel on official business Other Issues Date Disciplinary procedures Courtesy to customer and public Confidentiality Noise control Acceptance of gifts Statements to the press Smoking Private use of telephones Please ensure that this form is completed and returned to the SLSJ as soon as possible but within the first week of the placement commencing.

10 Please ask yourself the questions below, when you are completing your placement feedback form What did I do? How do I think/feel about this? What did I think about but not say (or what did I want to say but did not)? How well (or badly) did it go? What did I learn? What will I do differently next time? How will I do it differently next time? What have I achieved? What have I learnt about myself? How have I put any theory into practice? How does what I have been doing lead to me becoming better at a skill? How can I use this to plan for the future? How can I use this to plan new learning experiences?

11 FEEDBACK FORM: For the student to complete Name of Placement Provider : Name of Contact: Name of Student: Dates of Placement:

12 WORK EXPERIENCE/PLACEMENT AGREEMENT The School of Law and Social Justice (SLSJ) will help facilitate the paid/unpaid work experience of {Insert name of Student} as follows: Effective start date: Effective end date: Location: Hours: Activities {Insert brief outline of activities} {Insert start date} {Insert end date} {Insert hours range} Contact Details: Placement Contact: Placement Contact phone number: Placement Contact SLSJ School contact name: SLSJ School emergency contact number: {Insert name of supervisor} {Insert contact number} {Insert contact } {Insert name of school supervisor} {Insert emergency contact number}

13 To act within the terms and conditions of employment as confirmed by employer. To dress in smart attire at all times. To approach work diligently, take responsibility, and display a willingness to use own initiative. Fully respect the confidentiality of the employer organisation. Take reasonable care of own health & safety and the health & safety of other people who may be affected by your actions. Report immediately any absence to employer/work experience supervisor and Elaine Brand. Act as an ambassador for the School of Law and Social Justice and The University of Liverpool. Ensure you complete an activity log of all tasks and experiences undertaken. Students who are travelling overseas or anywhere by air as part of their placement must make an application for UoL travel insurance cover and provide a copy to Elaine Brand Students to discuss the content of the Placement Handbook produced by SLSJ with their employer/work experience supervisor. Notify Elaine Brand, of any problems relating to the quality of placement which cannot be resolved with the employer. Students must not give notice to employers without first discussing the situation with their employer and notifying Elaine Brand of the situation. Students are required to keep in touch with current University issues by way of monitoring their University account on a regular basis. Students are also required to monitor the VITAL pages. Signed Date: {Insert student name} {Insert job title} {Placement organisation/firm} Signed Date: {Insert name received by SLSJ Placement Contact Officer}

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