Placement Information 2015-16

Faculty of Science Year in Industry Programme Faculty of Science Postgraduate Research Programmes Placement Information 2015-16 1

CONTENTS Introduction & Welcome 1 Schools offering a Year in Industry 2 Am I still a UEA student when on placement? 8 How long will I be on placement for? 8 How to prepare for your placement 8 How will I be supported whilst on placement? 12 Useful contacts 14 Additional sources of support 15 Further useful information 16 a. Accommodation for Year 4 16 b. Registering to vote 16 c. Insurance 16 Example forms 19 a. Placement Approval form 19 b. Placement Provider Agreement Form 21 c. Risk Assessment tool 24 d. Guidance on completing your risk assessment 25 e. Placement Health and Safety Requirements 33 f. Induction Checklist 37 g. Keeping in touch report template 38 Please note that whilst every care has been taken to ensure that the information in this handbook is accurate, it is subject to change during the academic year. The handbook is intended as a guide only. Full reference should be made to the University s web pages for the full rules and regulations and updated information.

WELCOME Our Year in Industry programmes provide students with an exceptional opportunity to gain valuable work experience that is integral to the degree programme. This gives you the chance to develop and apply your skills learnt within the UEA to real-world situations in industry. This will also enable you to find out where your skills and interests lie and influence your future career plans. Students returning from their placement typically perform better in their final year and have experienced improved employment prospects. This handbook aims to provide you with essential information, support and guidance for sourcing, applying for and carrying out your placement. Dr Stephen Dorling Associate Dean for Employability, Faculty of Science September 2015 INTRODUCTION Students may enrol on the Year in Industry programme before arrival at UEA, or transfer onto the programme at a later date through a course transfer application. Your placement year will take place in Year 3 and will be worth 120 credits. During the programme or before you transfer onto it, there will be certain progression requirements which you will need to achieve in order to remain on the programme, these are set out in the degree regulations which can be found on the Learning and Teaching website. For students engaging in Placements or Work-based learning outside of the University, there are certain codes of practice to understand and follow. If you are undertaking a placement or work-based learning activities, ensure you have read the Code of Practice below and take a look at the flowcharts to better understand your role and that of your School of study and Placement Provider. https://www.uea.ac.uk/learningandteaching/students/studying/placements 1

SCHOOLS OFFERING A YEAR IN INDUSTRY School of Biological Sciences BSc Biochemistry with a Year in Industry (C720) BSc Biological Sciences with a Year in Industry (C104) The work placement is assessed on a pass/fail basis which is normally a research report marked by your mentor and a presentation delivered to UEA teaching staff. The mark from the work placement module does not count towards the classification of your degree. If you fail your placement assessment, you will be obliged to transfer to the equivalent year 3 degree programme without a Year in Industry. Contact: Dr Richard Bowater, Course Director for Biochemistry with a Year in Industry E-mail: R.Bowater@uea.ac.uk or Professor Ian Clark, Course Director for Biological Sciences with a Year in Industry E-mail: I.Clark@uea.ac.uk or Charlotte Price, School Manager tel: (01603) 592712, E-mail: Charlotte.Price@uea.ac.uk 2

School of Chemistry MChem Biological and Medicinal Chemistry with a Year in Industry (F154) MChem Chemical Physics with a Year in Industry (F191) MChem Chemistry with a Year in Industry (F104) The work placement counts 25% towards the classification of the MChem degree with a Year in Industry and is assessed in three modules each worth 40 credits: (a) (b) (c) CHE-6022Y Core Chemistry (distance learning) for students F191&F104/CHE31BY BIO-MED (distance learning) which is assessed by coursework and a course test which requires you to return to Norwich at the end of May to take the actual course test. CHE-6021Y Placement Evaluation which will be provided by your line manager at the end of the placement CHE-6020Y Project at Industrial Placement Contact: Dr Chris Richards, Year in Industry Co-ordinator E-mail: Chris.Richards@uea.ac.uk or Ms Joanne Burd, School Manager tel: (01603) 593062, E-mail: J.Burd@uea.ac.uk 3

School of Computing Sciences BSc Computing Science with a Year in Industry (G401) BSc Business Information Systems with a Year in Industry (GN55) BEng Computer Systems Engineering with a Year in Industry (HG6M) BSc Actuarial Sciences with a Year in Industry (N323) The work placement is assessed on a pass/fail basis. Students complete two modules: (a) (b) CMP-6036Y PROJECT which consists of monthly reports and feedback from the employer and is worth 80 credits. CMP-6014Y Industrial Project report which is a written report assessed by your mentor and is worth 40 credits. The work placement does not count towards the classification of your degree; if you fail your placement assessment, you will be obliged to transfer to the equivalent year 3 degree programme without a Year in Industry. Contact: Dr Mark Fisher, Year in Industry Co-ordinator for Computing Science E-mail: Mark.Fisher@uea.ac.uk or Mr Ellis Kurland, Year in Industry Co-ordinator for Actuarial Sciences E-mail: e.kurland@uea.ac.uk or Dr Timothy Southon, School Manager tel: (01603) 593253, E-mail: T.Southon@uea.ac.uk 4

Engineering within the School of Mathematics BEng Energy Engineering with Environmental Management (H22A) The work placement is assessed on a pass/fail basis which is normally assessed by a technical report marked by your academic mentor and a presentation delivered to UEA teaching staff. A series of formative stage submissions is also included for feedback on progress. The mark from the work placement module (ENG-6005Y) does not count towards the classification of your degree; if you fail your placement assessment, you will be obliged to transfer to the equivalent year 3 degree programme without a Year in Industry. Contact: Professor Lawrence Coates, Course Director E-mail: lawrence.coates@uea.ac.uk or Dr Timothy Southon, School Manager Tel: 01603 593253 or email: engineering@uea.ac.uk 5

School of Environmental Sciences BSc Environmental Earth Sciences with a Year in Industry (F645) BSc Environmental Geophysics with a Year in Industry (F660) BSc Environmental Geography and Climate Change with a Year in Industry (F814) BSc Environmental Sciences with a Year in Industry (F850) BSc Meteorology and Oceanography with a Year in Industry (FF87) The work placement is assessed on a pass/fail basis. This is assessed by the successful completion of an approved placement of at least 9 months. There are also a series of formative bi-monthly reports to complete which include comments on your progress from your placement line manager. Feedback on these reports are provided by your mentor. The work placement module (ENV-5032Y) does not count towards the classification of your degree; if you fail your placement assessment, you will be obliged to transfer to the equivalent year 3 degree programme without a Year in Industry. Contact: Dr Tom Hargreaves, Year in Industry Co-ordinator Email: tom.hargreaves@uea.ac.uk Mr Simon Allen, School Manager tel: (01603) 592576, E-mail: simon.allen@uea.ac.uk 6

Natural Sciences BSc Natural Sciences with a Year in Industry (GCF0) The work placement is assessed on a pass/fail basis. Students complete one module, NAT-6001Y Natural Sciences Year in Industry Project. This is assessed by a written report, a presentation and a weblog maintained throughout the project. The work placement does not count towards the classification of your degree; if you fail your placement assessment, you will be obliged to transfer to the equivalent year 3 degree programme without a Year in Industry. Contact: Dr Stephen Ashworth, Course Director for Natural Sciences E-mail: s.ashworth@uea.ac.uk or Ms Joanne Burd, School Manager tel: (01603) 593062, E-mail: J.Burd@uea.ac.uk 7

AM I STILL A UEA STUDENT WHEN ON PLACEMENT? During your Year in Industry, you will still be registered as a UEA student and will be a full member of the Student Union (unless you have opted out). You have full rights to representation, advice and use of the commercial services offered within the University and Union during your time away on placement. If there is anything we can do to help you during your time away, please do not hesitate to contact your Year in Industry Co-ordinator. AM HOW LONG WILL I BE ON PLACEMENT FOR? I STILL A UEA STUDENT WHEN ON PCNT? The placement year must be at least 30 weeks in duration and placements can be paid or on a voluntary basis. This period can begin at any time after the end of the official University year and must end by the 31 August of the following year. This period may be extended with the agreement of all parties. HOW TO PREPARE FOR YOUR PLACEMENT Cost of Year in Industry programmes Any student who will be on a Year in Industry placement during year 3 of their degree programme in the academic year 2015/16 will pay 1,250.00 fees for the year. Your university fees cover: Approval of placements Assistance during the placement Provision of an academic mentor throughout your placement Arranging pre-placement training/information sessions Visits during your proposed industrial placement The costs of your enrolment on any modules which you need to be enrolled on as part of the course In addition to the fees, please note that there are other costs associated with the Year in Industry. For example, you may have to pay for accommodation and travel costs. Of course, if you are able to obtain a paid position, this may be offset by your earned income. You need to notify Student Finance England that you are undertaking a placement year. 8

You are also advised to seek the advice of Student Finance England (SFE) regarding your eligibility for a tuition fee loan. Go to: www.direct.gov.uk/studentfinance or phone 0845 300 5090 for more information. If you are going on a placement abroad, consult SFE to determine your eligibility for loans. Low paid and unpaid placements For some students, the most prestigious placement opportunities come from organisations offering low paid or even unpaid placements. These organisations often will only pay travel expenses and food allowances. Some may pay for accommodation, but this is a rare occurrence. If you think you might take up a placement like this, bear the following in mind to try to make it a practical choice: Remember that the Dean of Students Office and SU are open to students throughout their placement years. Good advice is available to students experiencing problems at all times. Consider the possibility of saving on accommodation and living costs if you have family or friends near a placement. If you definitely have the time, and your employer allows, you could consider taking a parttime job to cover some basic expenses. Students on placements can apply to the ALF or other University hardship funds as appropriate distance from the University and time of year do not matter. Support in obtaining a work placement Please note that it is your responsibility to secure a placement and that no placements will be guaranteed. Therefore, you need to approach the process of securing a placement like a proper job application which is time consuming and requires commitment and dedication to the process. You should be aware that if you are unable to gain a work placement by the end of your second year you will be transferred to a relevant 3 year degree programme without the Year in Industry variant. The Faculty of Science will provide support for you throughout the placement process and you are expected to make use of any help offered within the Faculty/School as well as by the University s Career Service, which runs several timetabled career sessions tailored to Year in Industry students. MyCareerCentral, the Careers Service online portal, offers a wide range of careers resources including advice on finding jobs and writing CVs, cover letters or job application forms. You can also book onto a selection of workshops in the Events section, or contact CareerCentral on the Street to book an appointment with a Careers Adviser. 9

Finding placement opportunities Many vacancies will be advertised via MyCareerCentral (https://mycareercentral.uea.ac.uk/). Log on and search under Year in Industry Placements to find international and UK roles that may be of interest. It is advisable to start applying for these placement opportunities during the early weeks of the autumn term in year 2, as most large companies will fill their vacancies by Christmas, and obtaining a placement can be very competitive. It is also important to be aware that not all placement opportunities are advertised. Some organisations (especially smaller ones) only consider motivated candidates who approach them via networking or making a speculative application. To maximise the chance of finding a placement, students are encouraged to proactively research and approach companies of interest, as well as looking for advertised opportunities. Advice and support on all of the above is provided by the Careers Service at CareerCentral on the Street. 10

Placement paperwork Once you have been successful in gaining a placement, refer to the checklist on the Blackboard site. Samples of the Placement Approval Form, Placement Provider agreement and Risk Assessment form are published in the UEA Code of Practice for Placement Learning and are attached in the Appendix of this handbook. Please ensure that you have these forms signed by your Year in Industry Co-ordinator and return them electronically before your placement commences. Please note that you MUST complete and return the three placement forms in the Code of Practice, BEFORE beginning your placement. The signed and completed forms should be returned to your Year in Industry co-ordinator. You will not be allowed to go on your placement unless the paperwork is completed and has been verified by the co-ordinator. Please note that the final sign off date for all placements is 31 August in each academic year. Students who have not secured a placement by this date will be transferred to the three year variant of their degree. Employment Contract/Voluntary work/income Tax The majority of students on industrial placement will be in paid employment. The sum offered varies widely, is at the discretion of the employer and typically ranges from 12,000 to 18,000 per annum. It is your responsibility to ensure that you pay the correct amount of tax to HMRC. Useful web-links: https://worksmart.org.uk/work-rights http://www.hmrc.gov.uk/individuals/index.shtml http://studenttaxadvice.direct.gov.uk/index.html 11

HOW WILL I BE SUPPORTED WHEN I AM ON MY PLACEMENT? Advisor/Mentor and Industrial supervision While you are on placement your assigned UEA advisor/academic mentor will visit you at least once. You will also have an industrial supervisor who is responsible for assigning you suitable day to day activities and projects and monitoring your progress. He or she is responsible for ensuring that the requirements of the Health and Safety Act are met. You are encouraged to make use of the support provided by your advisor/academic mentor and industrial supervisor and to keep in touch with them as locally agreed. If you feel that you require an additional site visit, please contact your Year in Industry co-ordinator to discuss this. NB: UEA, as a Tier 4 Sponsor, is required by the Home Office to maintain engagement monitoring for all International students with a Tier 4 (General) student visa during their industrial placement. You will have a visa check at the UEA prior to leaving for placement, and will then receive two site visits over the course of the year from a member of academic staff. If the placement is overseas a Skype meeting will be arranged at a mutually convenient time. During this visit/skype session, the academic will ask to see your 1) Passport 2) Visa 3) Campus card. Students will be notified in advance of a visit/skype session, and emailed with a reminder to bring the above original documents, and a photocopy. Employers will be contacted on a monthly basis, and asked to fill in a report detailing your attendance. Whilst on placement you will receive a monthly newsletter via your UEA email account. 12

Reports while on placement In addition to assessed work as set out in the section Schools offering a Year in Industry it is important that you remain in regular contact with your UEA advisor/mentor. You will be required to submit a summary of your activity at least every two months using the report template and submitting it by e-mail to your UEA advisor/mentor. Your co-ordinator will advise you on the frequency of submission for these reports. Year in Industry a partnership agreement The Year in Industry placement is a partnership between three participants: the University, your employer, and you. Below is an outline of what is expected from all parties during your placement. You You have a responsibility to both the University and your employer at all times you are a representative of both throughout your placement. You should be especially aware of your duty to comply with any company policies and respect the confidentiality of your work. In particular, please be aware of strict policies that many companies operate regarding the use of social media and internet access during working hours. Your employer Your employer should explain all company policies which will affect you during your placement. Be sure that you fully understand procedures, and that you are aware of both your rights and responsibilities. There are also certain legal requirements in the workplace - for instance, you should have the appropriate health and safety legislation and requirements explained to you. The University The University has a duty to assist and assess you. Your advisor/mentor will be in contact with you, and you should, in turn, keep them informed of your progress even if it s just an email every now and then to say that everything is going well! Most students find their experience in industry rewarding and profitable. However, if you feel there is room for improvement, the University is always glad to receive feedback. There will be an opportunity to give this as part of your final report submitted. We also request that you fully participate with any online surveys that the University sends to you during your placement. 13

USEFUL CONTACTS University Main Switchboard 01603 456161 www.uea.ac.uk Student Union 01603 593272 www.ueastudent.com Student Union Advice Centre 01603 593463 advicecentre@uea.ac.uk Dean of Students Office 01603 592761 dos.reception@uea.ac.uk International Office 01603 593280 intl.office@uea.ac.uk Accommodation Office 01603 592092 accom@uea.ac.uk Health Centre 01603 251600 umsuea@nhs.net Counselling Service 01603 592651 csr@uea.ac.uk Security 01603 592352 security@uea.ac.uk Multifaith Centre 01603 592168 multifaithcentre@uea.ac.uk Sports park 01603 592398 sportspark@uea.ac.uk Library 01603 592421 lib.helpdesk@uea.ac.uk Careers Adviser (CHE,CMP,ENV) Careers Adviser (BIO, ENG, MTH, NAT) Rachael Rose Isla Hosking r.rose@uea.ac.uk i.hosking@uea.ac.uk 14

ADDITIONAL SOURCES OF SUPPORT In addition to the help available from the University there are other places from which you may be able to obtain assistance: Students with disabilities If you are a student with a disability, by the time you are on your placement you should have discussed the necessity of disclosure to your employer. It may be that you need additional support or adaptations during your placement. If your disability will not materially affect your ability to do your job, or health and safety issues will not be compromised, then it may not be necessary to inform your employer. However, you may find that disclosure will enable you to enter into partnership with your employer that will greatly enhance the benefits of your placement. For further information about disclosing a disability, we recommend you talk to the Disability Co-ordinator, Jane Abson, tel; 01603 593693. You may also wish to read the information leaflets on the National Bureau for Students with Disabilities website, www.skill.org.uk Hardship Funds If you are concerned about how you will manage your finances during your placement, you can contact one of the financial advisers in the Dean of Students Office for advice about your situation and the availability of hardship funds. You can contact a financial adviser by email (fac@uea.ac.uk) or by telephone (01603 593290 or 593184) Further information about hardship funds can be found at: https://portal.uea.ac.uk/dos/money-matters/hardship-funds 15

FURTHER USEFUL INFORMATION 1 Accommodation for year 4 Don t forget to keep in touch with UEA and your student colleagues in order that you can arrange accommodation in Norwich in good time for your final year. 2 Registering to vote Information can be found at www.gov.uk/yourvotematters. It is your responsibility to check you are on the Register of Electors and apply for inclusion if you are not. Check www.electoralcommission.org.uk to make sure you understand. 3 Insurance The University holds insurance policies which cover legal liability for compensation to employees or third parties for injury, illness or disease, and accidental loss or damage to property. These policies would apply to students on placement only in situations where the University would have been entitled to cover under the policies if the claim had been brought against the University instead of the student. This means that the University s policies will only cover claims by or against its students where the University itself is liable (i.e. at fault in some way). The policies will not cover claims where another party, including the organisation covering your placement, is liable. Placement organisations are therefore responsible for ensuring that students are covered under their liability policies in the same way as their employees. 3.1 The Employer s role In Britain, the Health and Safety at Work Act requires employers to ensure the health and safety of their employees, but there is no obligation for insurance. Host organisations should regard students as employees and cover them under their third party policies in the same way as they cover other employees. In this way, students are covered for negligence claims brought against them by the host organisation, and for any claims made against the student themselves in connection with their employment. Employers in the UK will nearly always carry these types of insurance. 16

The situation in other countries will vary from country to country but you should enquire further for details of the protection you will experience. 3.2 The Student s role There are many areas where students are responsible for their own insurance, particularly if the placement is abroad. For example, you are responsible for your own insurance when travelling to and from a placement; or for claims by or against you for injury, damage, or loss, where no other party is legally liable. It is particularly serious if you are injured whilst abroad you are strongly recommended to take out business travel insurance to cover yourself for injury and other risks such as loss or damage to belongings. 3.3 Personal insurance The University policies will only provide a limited amount of cover, and while you can expect your employer to provide cover for most incidents that might occur while you are working, you will need additional insurance to cover situations where neither the University nor your employer is liable. You may wish to take out a typical personal insurance policy to cover some or all of these possible eventualities: theft or damage to personal property medical and dental expenses costs of emergency services compensation for loss of limbs etc repatriation and the cost of a relative travelling out to be with you and accompany you home expenses incurred by your next of kin in case of fatal accident personal liability cover in case a claim is made against your for injury or damage for which you are liable Carefully read the small print of any travel insurance, particularly with regards to the maximum stay in a foreign country for example, some policies require you to return to your permanent UK home every three months for the cover to continue. 17

Advice from UEA Finance Division is as follows; The placement provider is responsible for insurance cover whilst you are with them and should cover you under their Public Liability policy. Travel insurance abroad whilst on placement should be a business policy as you are effectively treated as an employee, this will ensure personal eventualities are covered Getting medical treatment outside the UK If you will be living and working in a different country, the requirements for access to medical care will be different from going on holiday. In order to receive any kind of treatment from foreign medical services, it is imperative that you have the correct insurance and documentation even in an emergency. Full details may be found at: www.nhs.uk/nhsengland/healthcareabroad/pages/healthcareabroad.aspx 18

Placement Approval Form 1. Student and Placement Details Academic Year School Course Code (no more than one course code per form) Placement Provider Location Name of Placement Tutor/Organiser Name(s) of other staff formally involved in the supervision of the placement. Student or Student Group No. Surname First name CID Date added 1. 2. 3. 4. 5. 6. Duration (be as precise as possible) Start End Repeat if the Placement Period falls into more than one distinct period Start Start Text box for notes on Individual Students or the Placement (e.g. Visa requirements) End End 2. Brief description of Placement Describe the format which most readily fits the placement(s) at this Placement Provider. E.g. a Year Abroad; Industrial placement; PhD Study Leave; Taught masters placement to support project; Undergraduate vacation placement for extra ECTS. 3. General control measures Has this Placement Provider been used before? YES NO If Yes, had previous feedback been reviewed and concerns followed up? YES NO Has a completed Placement Provider Agreement Form been received from the Organisation for this particular placement(s) or is there a valid Student Exchange Agreement? Placement Provider Information Form YES NO Student Exchange Agreement YES NO Please tick to confirm that the Risk Assessment Tool has been undertaken If the risk-based assessment highlighted any medium or high risk factors, have these been considered and, if appropriate, further specific risk assessments undertaken? Is a site visit necessary? YES NO Date of visit 19 YES YES NO

Confirm here that the on-site delivery of the placement, including any off-site working is under the full control of the Placement Provider YES NO A risk profile does not have to be low across the board for a placement to be approved. The School must assess all risks, pursue follow-up actions and come to a judgment as to whether any medium or high risks can be tolerated. Will the student(s) have received sufficient briefing prior to departure? This should include opportunities for the student(s) to discuss responses from the Placement Provider and to raise problems that they may be experiencing and receive guidance and support on their resolution. Has the student completed an Emergency Contacts Form? This can be ticked after the Placement has been approved. Text box for notes YES YES NO NO 4. Approval by Placement Organiser/Tutor (pre-departure) Have the above actions been completed to the satisfaction of the Placement Organiser/Tutor? YES NO Name Post Signature Date 5. Changes to circumstances post departure Please describe any change in circumstances: Duration of Modified Placement (if required) Start End Repeat if the Modified Placement Period falls into more than one distinct period. 6. Changes in circumstances post-approval Start End Does this require a change of Placement Provider? 1 If yes, then a new form should be completed. YES NO If it does not involve a change in Placement Provider has the change in circumstances been discussed with the student(s) and the placement provider? General control measures must still be reviewed and a risk-based assessment undertaken if the change of circumstances warrants it. Has the student(s) received sufficient briefing to deal with the change in circumstances? This should include opportunities for the student(s) to discuss responses from the Placement Provider, raise problems that they may be experiencing and receive guidance and support on their resolution. Text box for notes (perhaps to note comments on further correspondence and tolerable risks : YES YES NO NO 20

Placement Provider Agreement Form Section 1: Contact Details Name of placement student: Name of organisation ( Placement Provider ): Official address: Person at placement provider with overall responsibility for placement students: Name: Email: Job Title: Tel No: Location: Student supervisor (if different from above): Name: Email: Job Title: Tel No: Location: Will your organisation be solely responsible for the management of this placement(s)? YES NO If you have answered NO, please outline which aspects of the placement will be delegated to other bodies/organisations: Section 2: Health, Safety and Insurance 1. Do you have a written health and safety policy? YES NO 2. Do you have an on-site health and safety advisor/officer? YES NO 3. Do you have a procedure for providing general health and safety training for people working for you, including use of equipment, vehicles etc? YES NO 4. Will you provide health and safety training for the placement student as it is relevant to their placement, as part of their induction? YES NO 5. Do you have a procedure for recording and reporting accidents and incidents? YES NO 6. Do you have a procedure for complaints that the student may use if necessary? YES NO 7. Please provide the name and details of the person at your organisation with responsibility for health and safety: Name: Email: Tel No: Job Title: Location: 21

8. Organisations in the United Kingdom: a. Do you hold Public and Employer s Liability Insurance? YES NO b. Would your organisation s insurances cover liability arising from injury sustained by a placement student as a result of their duties as an employee or trainee? YES NO 9. Organisations outside the United Kingdom a. Are you registered with the relevant government agency for health & safety? YES NO If you have answered YES, please identify the agency: b. Do you hold Employer s Liability Insurance or a valid equivalent? YES NO c. Do you hold Public Liability Insurance or a valid equivalent? YES NO d. Would your organisation s insurances cover liability arising from injury sustained by a placement student as a result of their activities whilst on placement? YES NO If you have answered NO to any questions in this section, please provide further information: Section 3: Site Visits & Other Issues 1. Are you happy for the Placement Organiser from UEA to undertake a site visit? YES NO Such visits might take place in advance of a student commencing a placement or during the placement itself. Visits during a placement(s) would normally involve meetings with both the supervisor(s) and the student(s). If you have answered NO, please give reasons: 2. Do you foresee any issues relating to confidentiality and disclosure which will affect the procedures used by the University for assessing the work/project/study undertaken by a student(s) on placement? YES NO If you have answered YES, please provide details: 3. Will your organisation require the signing of a specific placement agreement or training agreement? This may be additional to or in place of an employment contract between your organisation and the student. YES NO If you have answered YES will your organisation provide a template agreement? YES NO 22

Section 4: Authorisation by Placement Provider Name of Individual Completing Form: Position: I, the undersigned, declare that the above statements are true to the best of my knowledge and belief. Signature: Date: Please add Company/Organisation Stamp if available: Thank you for completing this form. PLEASE RETURN TO PLACEMENT STUDENT OR: Email address: sci.placements@uea.ac.uk Faculty of Science University of East Anglia Norwich NR4 7TJ 23

Risk Assessment Tool for Student Placements All students engaging in placements must complete this Risk Assessment Tool. Once completed by the student, it should be forwarded to the Placement Tutor/Organiser who will formally confirm whether the Placement is Low Risk, Medium Risk or High Risk. Students should use this Risk Assessment Tool to log or flag issues prior to the commencement of the placement. Student and Placement Details Surname First name Registration Number Name of Placement Provider Location Risk Factors Assessment e.g. is placement provider/supervisor involved in assessing students in any way? Work Factors e.g. will the work involve hazardous substances (i.e. chemicals, infectious agents), use of ionising radiation, manual handling, entering laboratories, workshops, using machinery or research equipment, working alone? e.g. will a Criminal Records Bureau check be required (where working with vulnerable groups)? Travel/ transportation factors e.g. levels of travel during placement, including driving and commuting; risky local transport facilities, does the placement itself involve using vehicles? Location and/or regional factors e.g. How does the Foreign Office rate the location (in terms of risk)? Availability of services, like emergency services? Environmental & health factors e.g. climate; infectious diseases etc Individual student factors As a student, do you feel that there are any issues which need to be given special consideration in relation to health, a disability, linguistic ability, cultural awareness? Insurance limitations Does the placement setting/provider have appropriate public liability insurance? If in any doubt consult the University s Insurance Manager. Is a site safety visit required prior to approval? Risk? (high, medium or low) Action necessary? Control measures required. Formal Confirmation of Level of Risk (this section to be completed by Placement Organiser/Tutor) Are risks tolerable so placement can be authorised? Action complete? Yes No Yes No Level of Risk: High Medium Low Signed: Print Name: Date: 24

Types of Risk Low Risk Placements Placement Organisers/Tutors are required to ensure that a Placement Provider Agreement Form is completed and ensure that students complete the Risk Assessment Tool for Student Placements. Placement Organisers/Tutors are required to confirm that the placement is Low Risk. In the event that a placement is considered Low Risk in most respects, but Medium or High Risk in one aspect, the placement should not automatically be rated at the higher risk level overall. For example, a placement in a school might be Low Risk in 6 out of the 7 criteria, but the likelihood of unsupervised contact with children is a High Risk factor. The placement may still be rated as Low Risk overall, so long as the students acquire the necessary CRB check and are properly briefed on their duty of care to the children. Medium Risk Placements In the case of Medium Risk placements, Placement Organisers/Tutors must ensure that a Placement Provider Agreement Form is received from the placement provider. They must also ensure that students complete the Risk Assessment Tool for Student Placements. Organisers are required to confirm that the placement is, indeed, MEDIUM Risk. In the event that a placement is considered Medium Risk in most respects, but High Risk in one aspect, this doesn t mean that the placement should automatically be rated at the higher risk level. For example, a placement in might be Medium Risk in 6 out of the 7 criteria, but the likelihood of infectious diseases (e.g. malaria) is a High Risk factor. The placement may still be rated as Medium Risk overall, so long as the students acquire the necessary inoculations/medications and are properly briefed on how to avoid exposure to unnecessary health risks prior to departure. NB: Placement organisers arranging Medium Risk placements should ensure that a Placement Approval Form (see Appendix 3) is completed, and copies shared with the students and the relevant HUB. 25

High Risk Placements It is recognised that high risk placements cannot be avoided entirely due to the specific nature of the programmes taught within the University. However, where staff are engaged in developing, running, overseeing or supporting students on High Risk placements it is imperative that procedures and protocols are observed and adhered to. In cases where placements fall into the High Risk category all risks involved have to have been fully considered and the student made completely aware of these. Attention to be given to the avoidance of serious harm to the student or those they come into contact with whilst on placement in particular vulnerable groups such as children, the mentally disabled, and NHS patients. Placement Organisers/Tutors must ensure that a Placement Provider Agreement Form is received from the placement provider. They must also ensure that students complete the Risk Assessment Tool for Student Placements. Organisers are required to confirm that the placement is HIGH Risk. If they are not, then the placement organiser may downgrade it to a Low or Medium Risk placement and follow the procedures that apply. NB: Placement organisers arranging High Risk placements should ensure that a Placement Approval Form (see Appendix 3) is completed, and copies shared with the students and the relevant HUB. Risk-management approach to placements: For students and staff to consult when completing Risk Assessment Tool for Student Placements (Appendix 1) Factor Risk profile Indications Possible specific action to reduce risk Work factors High Work with hazards that have potential to cause permanent injury or fatalities, including: Construction site with work at heights, dusts, moving machinery, electrical systems. Operation of machinery with mechanical hazards such as high speed rotating parts, crushing or entanglement risks. Laboratory work with toxic/hazardous materials. Community work with known high risk groups of clients or locations Seek confirmation from placement provider about expectations of student s prior competency in high risk activities, and ensure student meets these. Confirm that training & supervision will be provided by the placement provider throughout the placement. Include in the written communication with the placement provider. 26

Factor Risk profile Indications Possible specific action to reduce risk (drug abusers, homeless, violent patients). Work with animal bedding or large or dangerous animals. Consider pre-placement site visit. Activities requiring specific licences or qualifications (e.g. driving, flying aircraft, crewing an aerial device). Work involving significant hazards in small companies that do not have professional health and safety advice. Medium Working in proximity to high risk factors (but not directly with them). Seek confirmation from placement provider that the student will not be expected to participate in high risk activities, and will be appropriately supervised in medium risk activities. Include in the written communication with the placement provider. Low Office work or other low hazard environments and activities. None. Travel and transportation factors High Significant travel to reach placement, prolonged or on local transport facilities known to be high risk (poor driving or vehicle safety standards). Brief student on travel arrangements, discuss implications with them. Demanding travel during placement. Student required to drive others, in unfamiliar vehicles. Consider their experience. 27

Factor Risk profile Indications Possible specific action to reduce risk Get confirmation from them that they have relevant driving licences and insurances. Consider reducing risks by providing accompanied travel where practicable. Specify regular contact times. Medium Night travel. Brief student on travel arrangements. Confirm that these are acceptable to them. Long daily commuting requirement. Student required to drive familiar vehicle, in reasonable conditions. Advise them to check that they have the necessary driving licences and insurances. Low No significant travel, comfortable daily commute. None. No driving associated with placement. Location and/or regional factors High Significant risk of civil disorder, crime or similar danger (e.g. placement in war zones, countries where the Foreign and Commonwealth Office (FCO) advises against travel). Check Foreign and Commonwealth Office restrictions and recommendations. Unavoidable lone or remote working in proximity to significant risk (e.g. medical student elective in a refugee camp). Consult guides on appropriate behaviour, clothing, etc. 28

Factor Risk profile Indications Possible specific action to reduce risk Medical and rescue services not available quickly or locally. Means of communication likely to be difficult or compromised. Arrange briefing/information to be provided in conjunction with someone with local experience or knowledge of conditions (e.g. student on previous placement or a placement practitioner at a local HEI in the overseas country). Medium Higher than normal risk of civil disorder, crime or comparable danger. Check Foreign and Commonwealth Office restrictions and recommendations. Delays likely in communicating with tutors and others. Provide information to students on guides on appropriate behaviour, clothing, etc. Placements abroad in areas identified as low risk by the FCO. Supplement general briefing with information about medium risk factors. Low Placement in the UK with no significant local risks None. General/ environmental health factors High Regional/local health risks require mandatory and specific health protection measures e.g. inoculations. Consult occupational health or medical/health professional for advice regarding immunisations and other preparations. Very hot or strenuous working conditions (e.g. manual working outdoors in the sun). 29

Factor Risk profile Indications Possible specific action to reduce risk Very cold working conditions (e.g. catering placement in a food cold storage/cook chill or freeze facility). Medium Regional/local conditions require some precautionary measures, e.g. optional inoculations against diseases; medical travel kit is a sensible precaution. Consult occupational health or medical/health professional for advice regarding immunisation and other preparations. A medical travel kit is a sensible precaution. Low No significant environmental health risks. None. Individual student factors High The student has personal factors (e.g. health, disability, linguistic or cultural) which may increase the risk of illness or accident during work-related activity even following adjustments. Discuss activities of high risk with the student, try to eliminate or reduce them where possible. The student has personal factors (e.g. health, disability, pregnancy, linguistic or cultural) which may require specific adjustments or support if living away from home, or makes them susceptible to episodes of illness. The student s knowledge, understanding, and skills are low for the type of work. Engage with occupational health professional/disability support professionals to develop reasonable adjustments. Confirm these in the written communication with the placement provider. Consider pre-placement site visit. Medium The student has personal factors (e.g. health, disability, pregnancy, linguistic or cultural) which may require specific Engage with occupational health professional/disability support professionals to develop reasonable adjustments. Confirm these in the written 30

Factor Risk profile Indications Possible specific action to reduce risk adjustments or support during work, or in social interactions at work. communication with the placement provider. Low The student has no long-term medical conditions or disability likely to cause episodes of illness or require specific support whilst on placement. None. Student has relevant knowledge, understanding and skills for the type of work. Insurance limitations High Locations, activities and /or circumstances that are excluded from the HEI s travel and other insurance cover. If locations, activities and/or circumstances are excluded from the HEI s travel and other insurance cover, consider alternative placements. Locations where the placement provider s insurance does not cover the student for personal or third party liability associated with the work by the student. If placement is to proceed, additional specific insurances may be available. Consult the HEI s insurance specialist. Brief student on limitations of insurance cover (the small print). Medium Locations, activities and/or circumstances that require prior acceptance from the HEI s insurers before being covered. If locations, activities and/or circumstances require prior acceptance from the HEI s insurers, ensure notification and acceptance is given. 31

Factor Risk profile Indications Possible specific action to reduce risk Brief student on limitations of insurance cover (the small print). Low Locations, activities and/or circumstances that are automatically included in the HEI s insurance cover. None. UK locations (where the placement provider must have employers liability insurance cover). 32

Placement Health and Safety Requirements Introduction The Universities & Colleges Employers Association (UCEA) has produced a health and safety guidance document for the placement of Higher Education students, which has been used in the preparation of this Code of Practice. This appendix is informed by the UCEA guidance. See: http://www.ucea.ac.uk/en/publications/index.cfm/hsplace Chronologically the placement process can be conveniently divided into distinct phases and processes: Before the placement: Step 1: Assess risk and determine control measures. Step 2: Prepare the student. Step 3: Approve the placement. During the placement: Step 4: Monitor and address any health and safety issues that arise. After the placement: Step 5: Undertake review. The following process is designed to allow the Placement Organiser to demonstrate that he/she has considered the issues and taken relevant actions. Before the placement Step 1: Assess risks and determine control measures Risk assessment Students should kick-start the risk assessment process by referring to the Risk-Management Approach (articulated in Appendix 1) and then completing the Risk Assessment Tool (See Appendix 2). Using the information available at the time the student should consider the risk factors and how these could be minimized or mitigated. The student needs to be in a position to understand the risks and to make informed judgments. The Placement Organiser and the Placement Provider can help during the completion of the Risk Assessment Tool by providing general information to the student about the placement; in many cases students will be able to find information on organisational websites that will help them to establish risks. The student should be encouraged to seek out information and to consider the risks associated not only with the placement provider but with the environment in which they will live and socialize. The amount of information (and possibly additional training) that the student will need in advance will depend on the extent to which the placement is unusual, complex, or involves significant risk. 33

The completed Risk Assessment Tool should then be forwarded to the Placement Organiser who will take into consideration the information provided by the student and make a judgement on the level of Risk associated with the placement, and as to whether the placement should be authorised on the basis of the risks involved. The Risk Assessment Tool includes checks on whether the general control measures are being applied. To simplify matters and reduce workloads for staff, wherever possible (or appropriate) Placement Organisers should attempt to develop groups of placements that have similar risk profiles (e.g. a group of 5 students might be able to undertake a placement in a single organisation (e.g. an overseas HEI), or in a group of organisations of similar nature, (e.g. a group of secondary schools, or a group of district council offices). Taking this approach will help Placement Organisers to determine the type/level of action they need to take with regard to briefings, written communications and pre-placement safety visits. In the case of most publicly-funded bodies (e.g. schools, councils, hospitals, and police constabularies) it can normally be safely assumed that these will have in place appropriate and comprehensive Health & Safety policies and will be sensitive to their obligations under the DDA/Equalities legislation. This may make a pre-placement health and safety visit redundant, and may reduce the need for a visit during the placement, unless there is a regulatory requirement (or some other good reason) to conduct one. When signing-off the Risk Assessment Tool, it is appropriate (though not essential) to involve people in the placement setting with relevant knowledge of the health and safety issues associated with the activities in which the students may be involved. This is particularly relevant in the case of placements with higher risk profiles. Again, however, it can normally be assumed that appropriate health and safety procedures/policies will be in place in publicly-funded bodies that minimize the likely exposure of the student (or the setting) to risks and hazards. Where appropriate, Placement Organisers should refer to the requirements of any relevant professional or regulatory body (PSRB) in relation to professional practice obligations. General control measures Placement Organisers should ensure that the following general control measures are in place: A process by which students or tutors can raise problems about health and safety and receive guidance and support on their resolution. Instructions for students on who they should contact in the event of an emergency. Clarifying expectations with the Placement Provider Placement Organisers must inform the Placement Provider of their expectations of them with regard to health and safety and raise any questions that need to be answered to approve the placement. Ideally, the expectations relating to Health and Safety should be articulated in the Placement Provider Agreement form (see Appendix X). The Placement Provider must acknowledge in writing or electronically that they have received the Placement Provider Agreement form, accept its contents, and provide answers to any specific questions before the placement is due to commence. 34