Work Experience Policy for those wishing to gain experience working at UCA

Approved by: Executive Date approved: April 2007 Review period: 24 months Date last reviewed: January 2009

Equality & Diversity Impact Assessment: Date screened: Date assessed if applicable:

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UNIVERSITY FOR THE CREATIVE ARTS

WORK EXPERIENCE POLICY AND PROCEDURE

Table of Contents Page 1. Policy 3 2. Procedure 14

3. Work Experience Appendices & Forms 28

Appendices

1. Work Experience Record Sheet 29

2. Work Experience Application Form 34

3. Written Confirmation of Work Experience Application 42

4. Welcome Meeting Confirmation 43

5. Work Experience Agreement 44

6. Work Experience Contact Details 46

7. Learning Timetable 47

8. Journal 49

9. Email to Reception notifying them of the Work

Experience 50

10. Work Experience Managers Induction Checklist 51

11. Performance Review 53

12. Work Experience (Supervisor) Evaluation Form 55

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Work Experience Policy 1 Brief

The University’s Work Experience Policy consists of two main documents, the Work Experience Policy and Work Experience Procedures. The Work Experience Policy contains definitions, an explanation of the roles, relevant rules and legislation. The Work Experience Procedures provide practical guidance and notes on how to facilitate Work Experience and recommends articles for further reading. There is also a Work Experience Appendix and Forms document with examples of the supporting literature required.

2 Aim To offer opportunities for school pupils and adults and to prepare themselves for future employment, familiarise themselves with the challenges that they may encounter and the skills that they may need.

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3 Benefits 3.1 For the Work Experience Participant

Helps influence career choices and fully prepares prospective students and staff in the culture, work and learning environment of the University.

Provides a real life working experience so that the working environment is fully understood and appreciated.

Increases confidence, self-esteem and motivation to succeed in the work place.

Can learn new, or enhance existing, work experience related skills, key skills, personal and career management skills.

3.2 For the University

Builds new, and strengthens existing, relationships with local schools and colleges.

Allows staff to use this opportunity for their own personal development, acting in a Mentor/Supervisory role.

Helps maintain the positive image of the University and develops recruitment links within the local community.

Promotes vocational qualifications.

3.3 For the local community

Encourages the community to locate work and further learning opportunities within their local area.

Enriches the local community with further life and working skills.

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4 Definitions, Roles and Responsibilities 4.1 Work Experience

The temporary deployment of a non-University student, as part of a validated programme of learning and assessment.

4.2 Work Experience Event

The duration or stay when the non-University Student is participating in work experience at the University.

4.3 Work Experience Participant The non-University student, who wishes to conduct work experience at the University.

It is for them to agree, with their Work Experience Organiser, as part of their career development, what type of work experience would best suit their learning requirements and therefore what area of the University to approach.

4.4 Work Experience Organiser (External Contact)

The Work Experience Participant’s contact from their permanent place of learning or work. The Work Experience Organiser agrees with the Work Experience Participant which type of work experience is required and can help complete the Work Experience Application Form to send to the Executive Dean/Director of Service. The Work Experience Organiser must ensure that all sufficient and relevant checks and assessments have been made with regard to the suitability of the Work Experience Supervisor, work area, processes and the Work Experience Event, as a whole, that they have organised for the Participant.

4.5 The Director of Department or Dean

On receipt of the Application Form, the Director of Service / Executive Dean decides whether to accept the application, discussing the event further with the Work Experience Organiser where required. The Director of Service / Executive Dean will ensure that the work experience can be effectively accommodated, taking into consideration the University calendar, any scheduled events or shows and staff availability.

The Director of Service / Executive Dean will nominate a Work Experience Supervisor and ensure that all relevant liability insurances are in place to accommodate the participant during the work experience.

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4.6 Work Experience Supervisor (University Contact)

This person is directly responsible, on a daily basis, for the Work Experience Participant while they attend the University.

They must design a Learning Timetable to provide the Work Experience Participant with as much relevant and varied exposure to the job role, where experience is required, the University and its culture. The Work Experience Supervisor may be required to undergo a DBS check if their job has not already required it of them. This will be at the discretion of the Work Experience Organiser.

The Work Experience Supervisor must also ensure that a Health and Safety Risk Assessment, of the area where the Work Experience Participant will be working, is completed before the Work Experience event starts.

4.7 Human Resources

From time to time, the University and Departments may receive incorrect Work Experience requests. In this case they should forward them to the Human Resources Department. Human Resources will assess what type of experience is being sought and will forward the request to the relevant Director of Service or Executive Dean.

4.8 Learning and Development The Learning and Development Team will offer the Work Experience Supervisor a meeting, in which they can discuss the roles and responsibilities of the Supervisor and any concerns or issues that they may have prior to the event. They will also ensure evaluations are completed and that a yearly review of the University’s Work Experience Policy is undertaken.

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5 Commitment and Equality The University is committed to the creation of a lifelong learning environment for all. There will be equality of access to learning and development opportunities. No-one will be treated less favourably on the grounds of sex, marital or parental status, race, ethnic or national origin, colour, disability, sexual orientation, religion or age. Development is available to support the Work Experience Supervisors in their role and Work Experience Participants are able to benefit from Learning and Development events, for example our Induction Event, during their time at the University.

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6 Health and Safety Please refer to the Health and Safety Documents held in the Staff Portal under ‘Health and Safety’. These documents include the Health and Safety Staff Handbook, Manual and historical Health and Safety Bulletins.

6.1 Responsibilities 6.1.1 The Work Experience Supervisor must ensure that all Health and Safety

legislation is adhered to as if the Work Experience Participant were a student or employee of the University.

6.1.2 The Work Experience Participant must abide by whatever Health and

Safety policies are imposed, whether they are task specific or general and the Work Experience Supervisor must ensure they are followed.

6.1.3 The Work Experience Organiser must notify the University of any

disabilities or learning needs that the participant may have so that they can be accommodated during the Work Experience Event.

6.1.4 The Executive Dean /Director of Service must ensure that all relevant

liability insurances are in place to accommodate the participant during the event. The UCA responsibility for this insurance lies with the PA to Head of Finance.

6.1.5 The University must exercise its ‘duty of care’ and ensure that all

necessary precautions are in place to ensure the participant’s health, safety and welfare.

6.2 Induction

The Work Experience Supervisor must conduct a Health and Safety Induction with the Work Experience Participant on the first day of the event. The Health and Safety Induction Record (as used at Staff Induction and available on the document store) must be signed and filed together with the Work Experience Checklist.

6.3 Risk Assessment

A Health and Safety Risk Assessment of the work area and processes must take place before the start of the event. The person carrying out the assessment must be a person who is competent in Risk Assessment. This means that they must be ‘familiar with the tasks, understand the hazards and know how to reduce risks to an acceptable level’. Learning and Development will be able to arrange Risk Assessment training where required.

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6.4 Health and Safety Advisor The University Health and Safety Manager must be contacted where any issues or concerns are raised before, during and after the event. Further information and advice can be viewed on the document store on the staff portal.

6.5 The Learning Skills Council (LSC)

The LSC has certain rules and regulations regarding Work Experience. If the Work Experience Participant is on a scheme run by the LSC then the Work Experience Organiser and Work Experience Supervisor, on behalf of the University, must adhere to the LSC rules and regulations. For further information, please go to their website at http://www.lsc.gov.uk

6.6 Inappropriate work areas and processes

Health and Safety legislation prohibits “young persons” (anyone under the age of 18, as defined by the HSE) from engaging in a number of work-related operations and activities. These include:

Food preparation machinery (e.g. mincing machines),

Power presses and guillotines,

Circular saws and spindle moulding machines,

Fork lift trucks,

Milling machines etc.,

The use of hand held power tools, nail guns, drills, saws, although use of low voltage or hand tools may be permitted provided a suitable risk assessment is in place along with adequate information, instruction, training, support and effective PPE is issued,

The handling of Highly Flammable Liquids, pesticides, toxic substances,

The use of compressed air,

Manual handling techniques above 2 metres involving ladders, scaffold or roof work unless a suitable and sufficient Risk Assessment is in place and strict supervision imposed,

Any process involving the use of 1. lifting operations 2. chrome plating 3. solvent degreasing 4. lead or lead alloys 5. asbestos 6. demolition 7. confined spaces

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6.7 Further reading Please refer to the Health and Safety area of the University’s Document Store on the Staff Portal, which can be found at

http://staff.ucreative.ac.uk/staffportal/stafffiles.asp 7 Hours and duration of work 7.1 Hours

To ensure a realistic work experience the participant will be required to work a ‘full’ working day, not exceeding eight hours. These hours can be arranged to accommodate the working hours and key tasks that need to be completed by the Work Experience Supervisor and taking into consideration responsible supervision of the Work Experience Participant. The most common duration will be a one off block of Work Experience between one and two weeks.

7.2 Short-term extended work experience

These have been developed as part of the Increased Flexibility programme and GCSE’s in vocational subjects. They can be for a half a day or a day per week for a term. A day’s work experience, once a week, during the longest school term would be roughly equivalent to a three-week event.

7.3 Long-term extended work experience

Many non University students are still on extended work-related learning, for example one day a week for the whole of Year 10 and/or Year 11. This can also include non University students taking NVQ’s or other vocational qualifications. Most recently, participants in the Young Apprenticeship programme will, typically, have up to 50 days of work experience during Key Stage 4.

Please Note: The DfES advises that because of the greater amount of time and the spread of time (over several months or years) there is a greater risk to children than in short term work experience, hence additional safe guards are necessary to protect the children. For further information please refer to http://www.dfes.gov.uk

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8 Salary and expenses

As it is part of the Work Experience Participant’s education, the Work Experience itself is unpaid. It is up to the Work Experience Supervisor’s discretion, and in liaison with the Director of Service or Executive Dean, as to whether or not to meet any other expenses. If the Work Experience Participant is a ‘sandwich student’ then the Director of Service or Executive Dean will need to contact Human Resources to discuss any salary obligations.

Some students whose parents receive income support may be entitled to a free school meal. If the Work Experience Organiser asks whether this is available during work experience, it is permissible to do this as part of meeting “out of pocket expenses”. The Work Experience Supervisor should contact Finance before to confirm the procedure and to whether to deal with as an advance or as expenses.

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9 Evaluation and reports 9.1 Evaluation forms

Learning and Development will evaluate the effectiveness of the Work Experience Policy and Procedures in the following ways

Evaluation Forms must be completed by the Work Experience Participant Work Experience Supervisor Work Experience Organiser

Verbal feedback from those involved with the event

Verbal feedback from the Work Experience Supervisor’s session with Learning and Development

The University’s Director of Service or Executive Dean and Work Experience Participant’s parents/guardians are also encouraged to complete Evaluation Forms to provide full and comprehensive feedback about the event.

9.2 Review

Feedback from these evaluations will be reviewed annually. This review will also ensure the effectiveness of the policy and highlight the successes of the previous year and make recommendations for the following year.

The University’s Health and Safety Manager, reviewed and approved this policy and its procedures.

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10 Bibliography

The National Council for Work Experience “All about work experience” and the “Placement Tutor’s Handbook” BBC Guidelines for Work Experience Providers Worcestershire Mental Health Partnership NHS Trust – Work Experience Policy and Guidelines Health and Safety Executive: The Right Start Tees Valley: Learn2Work – Employers Guide to Work Experience University of Bristol – Guidelines for departments providing Work Experience

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Work Experience Procedures To be read in conjunction with the Work Experience Policy 1 Rules and Regulations 1.1 Within the Law

Work Experience is governed by the Education (Work Experience) Act 1973, as amended.

Main features are:

- only pupils in their last year of compulsory education (that is after Easter in year 10) and beyond are eligible

- work experience events occur on employers premises where appropriate this will include home visits

- events last for about two weeks (but can be shorter or longer than this where necessary)

1.2 Within the University of the Creative Arts

Children on University College Premises

The Health & Safety at Work Act etc 1974 (HASAWA) places duties on the University to safeguard so far as is reasonably practicable the health, safety and welfare of their employees and the health and safety of persons not employed but who may be affected by activities and practices at the University , such as students and visitors.

The University also has duties under Section 4 of the HASAWA to take reasonable measures to ensure, as far as is reasonably practicable, that the premises provided for work use are safe and without risk to health.

It is acknowledged the bringing of children (under the age of 16) onto University premises can affect safe working practices and affect the health and safety of employees and students. Therefore, children (under the age of 16) are effectively prohibited from University premises.

The notable exceptions to this policy, providing full risk assessments are carried out and implemented, are:

a. organised school or societies' visits with prior agreement;

b. Summer Schools;

c. organised open day visits and tours;

d. work experience assignments;

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e. open-to-public access such as galleries and libraries;

f. attendance at organised classes held by external bodies;

g. children as models for fashion clothing, photography shoots and film and video productions;

h. children's attendance specifically agreed in writing by the Dean as the senior Health and Safety Manager on campus.

It is the responsibility of the organiser of any of the above to carry out the risk assessment and to make the parents/guardians aware of any risks identified.

All children attending for reasons a) - h) must be accompanied and/or supervised by a parent/guardian or by a competent named adult with written parental consent, in areas they are permitted to enter. With regard to work experience at the University, this shall be the Work Experience Supervisor.

Any member of staff observing children on campus, other than in a) – h) above must report such an occurrence to the Dean.

The Health and Safety Manager designated for an area of the University’s premises, will continue to take responsibility for the safety of the environment.

VS/AB/H&S 20 March 2006

1.3 Work Permits

For international Work Experience Participants, information regarding work permits needs to be sought from the Home Office before agreement to the work experience is made.

1.4 DBS Checks

Ian Hughes, Team Leader for the Enterprise and Business Links Team for the Department of Educations and Skills recommends that

“the responsibility for the DBS check should lie with the LEA/School/Institution who will ask the person to complete the DBS forms which will be submitted for a check …. It is the LEA/School/Institution that is responsible for the child that must access any information revealed by a check and make the decision about the person’s suitability”

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It is important that the Governments DBS requirements for Work Experience Supervisors is regularly checked as the requirements are currently under review and therefore liable to change.

If the Work Experience Organiser does not require a DBS check to be performed they MUST provide a written statement confirming that.

1.5 Child Protection

It is of utmost importance that any issues or misunderstandings are dealt with promptly. It is the Work Experience Participants duty to inform their Work Experience Organiser and to seek their advice of any issues that they have. Where appropriate, they must also contact their Work Experience Supervisor or Director of Service or Executive Dean Please read the copy of the Extended Work Experience and Child Protection: Safeguarding Children in Education, attached, or see www.teachernet.gov.uk/ A paragraph from that document reads “Placement organisers have a responsibility for assessing the general suitability of the placement, while employers have a responsibility to carry out a risk assessment”.

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2 Health and Safety 2.1 Risk Assessments

Risk assessment is a key part of the safety management system and is a 5-step process to ensure the safety of employees, students and others. The key steps are

Look for the hazards

Decide who might be harmed and how

Evaluate the risks and decide whether the existing precautions are adequate or whether more needs to be done

Record the findings

Review the assessment and revise if necessary

Health and Safety Regulations require that a suitable and sufficient risk assessment be completed for the activities of the University in the immediate work area and processes where the Work Experience Participant will conduct most of their work experience.

The University is obliged by regulation 6 of the MHSWR to appoint one or more competent persons to assist it in making, recording, reviewing and revision of risk assessments. Regulations 6(5) states that:

A person shall be regarded as competent where they have had sufficient training and experience or knowledge or other qualities to enable them to properly assist in undertaking risk assessments, review and revision.

At the University, these are the Health and Safety Advisor and Health and Safety Co-ordinators.

The University will provide the necessary information, instruction, training and supervision to help those involved to carry out duties of risk assessment competently.

When you are ready to complete a risk assessment in your area please contact the Health and Safety Advisor or your Director of Department or Dean.

2.2 Manual and Handbook The Health and Safety Manual and Handbook can be located on the Staff Portal http://staff.ucreative.ac.uk/staffportal/stafffiles.asp# and should be read, and applied, at all times.

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3 Data Protection Act Please read the University Data Protection Act Policy held on the document store. http://staff.ucreative.ac.uk/Document%20Store/Data%20Protection/DPA%20Policy%200406.pdf

Please ensure that the Work Experience Participant fully understands their duties under the Policy and complies accordingly. Some particularly relevant points from the Data Protection Policy are:

8. Security

8.1 In order to ensure compliance with the DPA and to prevent unauthorised disclosure of or access to personal data, the following security measures will be required in respect of the processing of any personal data:

8.1.1 Access to personal data on staff and students is restricted to those members of staff who have a legitimate need to access such data in accordance with the University’s notification to the Information Commissioner.

8.1.2 Members of staff authorised to access personal data under 8.1.1 above, will be allowed to do so, only in so far as they have a legitimate need and only for the purposes recorded in the notification.

8.1.3 All persons processing data and individuals requesting access to personal data in accordance with this policy must have familiarised themselves with this policy and it will be the task of the Data Control Officers to ensure that all such personnel are thoroughly trained in its use.

8.1.4 Access to computer held data is subject to the same restrictions as above save that all staff authorised to access personal data will be required to have passwords in order to access the data. These passwords will be changed at regular intervals to ensure security is maintained. Disclosure of a password to any other employee will result in a formal disciplinary investigation.

8.1.5 All personal data will be stored in such a way that access is only permitted by authorised staff. This includes data stored in filing cabinets and other storage systems. Acts or omissions by employees which lead to unauthorised access or disclosure will lead to a formal disciplinary investigation.

8.1.6 Personal data should be transferred under conditions of security commensurate with the anticipated risks and appropriate to the type of data held.

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8.1.7 Personal data held electronically must be appropriately backed up and stored securely to avoid incurring liability to individuals who may suffer damage or distress as a result of the loss or destruction of their personal data.

8.1.8 Any disposal of personal data will be conducted in a secure way, normally by shredding or security waste. All computer equipment or media to be sold or scrapped must have had all personal data completely destroyed, by reformatting, over-writing or degaussing.

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4 Preparation of existing University students/employees

Any existing staff or University students that the Work Experience Participant will come into direct contact with should be notified of the work experience event before it has begun.

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5 Administration and Reporting

5.1 Advertising Departments within the University may advertise for Work Experience Participants at events like careers fairs and use other such media as the University website, prospectuses, local and national newspapers and direct liaisons with school/college careers advisors. It is recommended that the Human Resources and Marketing Departments are contacted with a view to advising on this.

5.2 Security Badges These must be obtained from Reception and worn by the Work Experience Participant during their time on the University campus.

5.3 Designing a suitable Learning Timetable

Work Experience can take a variety of forms. As well as the day-to-day job role that the participant is undertaking, other work related activities could include:

Work shadowing - where jobs cannot be undertaken by the participant themselves, the participant can ‘shadow’ the employee to allow close observation and understanding.

General work observation - This is where the participant(s) is guided around the work place to observe a range of employee processes and activities.

Work based projects - Where the participant is given a specific job related task or project for completion during the event.

Mock Interviews - Where possible, mock interviews could be arranged to give the participant practice at the Interview Process.

It is recommended to vary the Work Experience Participants schedule to ensure that the experience is wide ranging and comprehensive.

A Learning Timetable should be designed taking into consideration the interests, age, abilities and career plan’s of the Work Experience Participant.

Any specific learning requests must be accommodated where possible.

Account must also be taken of any learning needs or disabilities.

5.4 Performance Reviews

The Work Experience Supervisor can conduct Performance Reviews at various stages throughout the event.

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At the end of each day the Work Experience Participant will complete their Journal noting any learning and discussion points. The Work Experience Supervisor will provide daily feedback in an informal discussion.

At the end of each week the Journal notes will lead a discussion between the Work Experience Supervisor and Participant. In this discussion the learning points, aims and objectives of the event will be discussed, reviewed and adapted accordingly to ensure that the Work Experience Participant is receiving the best quality of support and learning.

At the end of the event, the Work Experience Participant can be given a Performance Review. They will also be asked to review themselves and gain a useful insight to performance reviews and appraisal structure.

Where the Work Experience Participant is on a long-term event, Performance Reviews should be given at monthly or three monthly intervals, whichever is more appropriate.

5.5 Visits

The Work Experience Organiser may arrange, and is indeed encouraged, to visit the Work Experience Participant during the event.

5.6 Permanent Job Offers/Student Places

If the University is advertising a suitable job opportunity, the Work Experience Supervisor may assist the participant with any job application preparation that is required.

5.7 Termination

If an event needs to be terminated, The Director of Service or Executive Dean will try to find an alternative work experience where appropriate. This ensures that the University service to the Work Experience Organiser continues to be met.

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6 The Work Experience Event – an outline

Any request for Work Experience should be forwarded to the relevant Director of Service or Executive Dean who will complete the Work Experience Record Sheet (Appendix 1). This will be the tracking system used to ensure that the application is dealt with effectively and promptly and highlights key tasks.

To formalise and standardise the request, the Director of Service or Executive Dean will send out a University Work Experience Application Form (see Appendix 2). This will ascertain the learning needs behind the request and the reasons for choosing the University for the work experience.

On receipt of a satisfactory Application Form, the Director of Service or Executive Dean will contact the Work Experience Organiser to agree dates and arrange the event and confirm these in writing (see Appendix 3).

It is at this point that the Work Experience Organiser and the Director of Service or Executive Dean must discuss work permits, expenses, duration of event, specific developmental needs, disability requirements and anything else deemed important regarding the event. This is to fully ensure that the most appropriate Work Experience can be found. The Director of Service or Executive Dean forwards the documentation received, together with the Work Experience Record Sheet, to their nominated Work Experience Supervisor, usually a Line Manager or Academic, who will oversee the event. The Work Experience Supervisor will directly supervise the Work Experience Participant during the event and will arrange the Welcome Meeting to which the Work Experience Participant and their Organiser will be invited (see Appendix 4).

Where required, the Work Experience Supervisor must contact the University’s Health and Safety Advisor to arrange a Risk Assessment of the work area, prior to the event. Once the work area has been approved, the event can continue. If the work area is not deemed suitable the Work Experience Supervisor must find a more suitable alternative area ensuring the original learning needs will be met and informing the Work Experience Organiser, accordingly. It is recommended that a Welcome Meeting be held involving the Work Experience Supervisor, the Work Experience Organiser and the Work Experience Participant. This meeting will be to

sign the Work Experience Agreement (see Appendix 5);

complete and distribute the Contact Sheets (see Appendix 6);

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discuss the Learning Timetable (see Appendix 7);

discuss any Projects or Reports that are to be undertaken or written;

provide the Work Experience Participant with their Journal (see Appendix 8);

discuss any further relevant issues regarding the event.

Before the Work Experience Participant arrives the Work Experience Supervisor must send an email to the University Reception (see Appendix 9) confirming

name of Work Experience Participant;

name/Department/contact details of Work Experience Supervisor;

name and contact details of the Work Experience Organiser;

dates of the Work Experience Event;

transport arrangements.

On the first day of the Work Experience Event, the Work Experience Participant must report to the Campus Reception where they will receive their ID Security Badges and any parking permits. The Work Experience Supervisor will greet the participant and escort them to their Work Experience Area.

The Work Experience Supervisor will complete the Work Experience Induction Checklist (see Appendix 10) with the Work Experience Participant.

They will also need to complete and sign the Health and Safety Induction Record contained in the Managers Guide (see staff portal, Learning and Development web site).

At the end of each day the Work Experience Participant will complete their journal and meet informally with their Supervisor to discuss the day’s experience. The journal can also be completed on-line as it is MSWord based.

At the end of the Work Experience Event, or at the end of every month or three months if a long-term event, the Work Experience Supervisor can conduct a Performance Review (see Appendix 11. This will give the Work Experience Participant an appreciation of Performance Review and Evaluation in the work place.

At the end of the event the Work Experience Participant, Organiser and Supervisor will be asked to complete Evaluation Forms (see Appendix 12). The Work Experience Participants parents/guardians and University Director of Service or Executive Dean may also complete Evaluation Forms should they wish to provide feedback. Copies of completed evaluation forms

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should be sent to Learning and Development, to be recorded, so that the Work Experience Policy and Procedures can be annually reviewed. All remaining documentation regarding the Work Experience Event should be filed, with the relevant Director of Service or Executive Dean.

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7 Other Types of Work Experience 7.1 Undergraduate Work Experience

This is a temporary period of employment, from which the non University student learns about the realities of the world of work. They can undertake projects or tasks that can also benefit the employer. It is suggested that the non University students are paid a minimum wage.

7.2 Sandwich Work Experience This is an assessed paid work experience, which forms part of a student’s degree course. These events are generally one year in duration and ideally should be in an organisation relevant to their degree.

7.3 Internship This is a general term and can be for any length of time and can be either paid or not paid.

7.4 Course Embedded Work Experience

This is an academically assessed period of work experience forming a structured part of a degree programme.

7.5 Work Shadowing

This is the observation of a member of staff working in an organisation and therefore providing an understanding of what a particular job entails.

7.6 Voluntary Work

This includes any work undertaken for no financial gain.

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8 Recommended Reading

IMPORTANT Please note that, both, the University and legal regulations and requirements of ‘work experience events’ are subject to review and change. Please ensure that you are familiar and adhere to the most up to date procedures. If you require any further assistance or clarification of what is required please contact the relevant officer i.e. Health and Safety Manager, Data Protection Officer, Human Resources or Learning and Development.

Teacher Net http://www.teachernet.gov.uk/_doc/8058/Supplementary%20Child%20Protection%20guidance%2020%2012%2004%20final.doc

www.teachernet.gov.uk/childprotection/guidance/htm

http://www.teachernet.gov.uk/wholeschool/familyandcommunity/childprotection/

Learning Skills Council www.lsc.gov.uk/National/default.htm

One stop shop about Health and Safety as required by the LSC www.safelearner.info/employers/index.aspx

Health and Safety Executive www.hse.gov.uk

Health and Safety VDU Desk Assessment www.rossiterandco.com/VDU-Health-and-Safety/index

Journal Notes and ideas to help you and your Work Experience Participant get the most from using the Journal http://www.businessballs.com/

Year in industry A nationwide not for profit organisation, which works to provide companies with access to young talent. www.yini.org.uk

Step A UK wide programme offering undergraduates project-based work within small to medium sized businesses and community organisations. www.step.org.uk

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IAESTE The International Association for the Exchange of Students for Technical Experience. www.iaeste.org

Aiesec Aiesec’s management and technical traineeships provide organisations with cost effective personnel to deliver short-term projects or to cover seasonal HR needs www.aiesec.org Trident Trust This Trust arranges work experience and work related learning opportunities for 16-19 year olds and international students. www.thetridenttrust.org.uk Graduate Apprenticeships These aim to enhance graduate and diploma entry into the labour market through a framework of learning opportunities. www.dfes.gov.uk/graduateapprenticeships

Work Experience Appendix and Forms

App No Title Description of use 1 Record Sheet A sheet used to cover the documents received and to track the progress of the

application and placement

2 Application Form

For the Work Experience Participant and Organiser to complete

3 Written Confirmation of the Work Experience Sent by the Director of Department / Dean, to the Work Experience Organiser agreeing to the Placement

4 Welcome Meeting Invitation Confirming details of the Welcome Meeting and inviting the Work Experience Participant and Organiser

5 Agreement Agreement to be signed by the Work Experience Participant, Organiser and Supervisor.

6 Contact Sheet

Contact details of everyone involved in the Work Experience.

7 Learning Timetable A brief outline of the activities planned (includes a SMART timetable highlighting the learning needs and development)

8 Journal To be completed by the Work Experience Participant and discussed with the Supervisor (can be printed out and completed by hand or, if PC access provided, can be completed in MSWord).

9 Outline of Email to Reception Confirming Work Experience Participant’s arrival details, travel arrangements etc.

10 Induction Checklist The Supervisors Checklist of items to be discussed on the first day of the Work Experience.

11 Performance Review Forms To be conducted at the end of the one/two week event or mid and end of event if longer than two weeks. NB use the Smart Timetable to refer to and assess development.

12 Evaluation Forms To be completed by the Work Experience Participant, Supervisor and Organiser.

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Appendix 1 Work Experience Record Sheet (Page 1 of 5) Work Experience Participant Name:_______________________________

Person Task Date Completed

Executive Dean / Director of Service

Work Experience Request received from (provide name of LEA/Schools/Institute)____________________________________

Print out and complete the Work Experience Record Sheet to keep with documents received

Send LEA/School/Institution

‘University Work Experience Application Form’ to complete and return

A copy of the University Work Experience Policy, for their reference

Completed Work Experience Application Form received

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Discuss with the Work Experience Organiser

Work permits

Salary/expenses

Duration

Specific developmental needs

Disability requirements

Travel arrangements

Anything else deemed to be important to the Work Experience

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Work Experience Record Sheet (Page 2 of 5) Work Experience Participant Name:_______________________________

Person Task Date Completed

Executive Dean / Director of Service

To send

written confirmation of the event to the Work Experience Organiser

Allocate a suitable Work Experience Supervisor Name of Supervisor:_________________________________

To send

the Work Experience Application Form

a copy of the Work Experience Record Sheet

any other relevant documents to the Work Experience Supervisor

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Work Experience Record Sheet (Page 3 of 5) Work Experience Participant Name:_______________________________

Person Task Date Completed

Work Experience Supervisor (Before the event)

Read the Work Experience Policy and Procedures

Complete the Work Experience Record Sheet

Read the Work Experience Request Form (discuss further with LEA/School/Institute where needed)

Arrange/conduct a Risk Assessment of the Work Experience area (copy to file)

Design a suitable and specific Learning Timetable (copy to file)

Arrange and Attend a Welcome Meeting in which you

meet the Work Experience Participant and Organiser

(ALL) sign the Work Experience Agreement (copy to file)

complete and distribute copies of the Contact Sheets (copy to file)

discuss the Learning Timetable

discuss any projects/reports that are to be written

discuss/provide the Work Experience Participant with their Journal

answer any other questions

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Work Experience Record Sheet (Page 4 of 5) Work Experience Participant Name:_______________________________

Person Task Date Completed

Work Experience Supervisor (Before the event)

Notify Reception of Work Experience Participants details

Arrange

security badges

health and safety clothing/protection

password/PC logons

room keys/passes

desk, chair, PC, phone

Work Experience Supervisor (First day of Work Experience)

Complete and file Work Experience Managers Induction Checklist

Complete and file the Health and Safety Record (from the staff portal, document store, Learning and Development, Induction - Managers Guide)

Discuss the Learning Timetable

Be the first point of contact for any issues

37

At end of day

ensure Journal has been completed

Use Journal to conduct informal meetings with Work Experience Participant

38

Work Experience Record Sheet (Page 5 of 5) Work Experience Participant Name:_______________________________

Person Task Date Completed

Work Experience Supervisor (During the work experience)

Continue to be the first point of contact for any issues

Continue to complete Work Experience Record Sheet

Continue to conduct daily informal meetings with Work Experience Participant using their Journal to conduct the meetings

If a long term event - conduct a Performance Review every month or three months

Work Experience Supervisor (At end of the work experience)

Conduct a final Performance Review, copies to

Work Experience Participant

Organiser

Director of Department/file

Ensure

ID/security badges, keys, security items are returned

duel PC logons are changed

evaluation forms are completed

39

Work Experience Supervisor (After the work experience)

File

fully completed Work Experience Record Sheet

copies of Performance Review(s)

copies of Evaluation Forms – copies to L&D

copy of Learning Timetable

copy of Work Experience Agreement Send to Executive Dean / Director of Service for filing

40

Appendix 2 - Work Experience Application Form To be

completed by the Work Experience Participant

countersigned by the Work Experience Organiser

countersigned by the Work Experience Participant’s Parent or Guardian (if under 18 years of age)

Work Experience Participants Name

Current Course/Learning

Participants School/Work Address & Telephone Number

School/Work Organiser’s Name and Contact Details

Preferred Work Experience Area of University College

What new skills do you wish to gain from the Work Experience? Why have you chosen the University for the Creative Arts? How will the University’s Work Experience help you with your career?

Preferred Dates

From To

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Work Experience Area applied for

Declaration of Participant

These questions are asked as part of the selection process. You are advised that you are required

to respond to these questions and that, if the information given is found to be materially incorrect,

the University will be entitled to terminate your Work Experience Event without notice.

CRIMINAL CONVICTIONS – Rehabilitation of Offenders Act 1974

Because of the nature of the work of the University to which you are applying, this event is exempt

from the provisions of the Rehabilitation of Offenders Act 1974. You are therefore not entitled to

withhold information about a previous conviction on the grounds that it is for other purposes spent

under the Act. In the event of employment, any failure to disclose such convictions could result in

dismissal or disciplinary action by the University. Any information given will be completely

confidential and will be considered only in relation to the proposed area for the Work Experience

Event.

a) Have you ever been convicted of any offence other than

minor traffic offences?

Yes No

b) If ‘Yes’ please give details

Date ............................................................................. Place

Offence ........................................................................ Penalty

Note: any traffic offence involving drink or drugs, a disqualification or the fraudulent use of documents is

not considered to be a minor traffic offence. This includes any similar conviction imposed outside Great

Britain.

Do you require a work permit for the UK?

Yes No

42

I understand that I may be asked to provide evidence of any academic or professional qualifications.

I declare that to the best of my knowledge the information provided on this form is accurate and I

give my consent to the University making such reasonable enquiries as it thinks fit in respect of the

information and details given in this application.

I understand that the provision of false information, or discovery of relevant information not

disclosed, could lead to termination of the work experience event.

In submitting this application I give my written explicit consent to the processing by the University,

of all information contained within this application form, equal opportunities form and declaration

form. My consent is conditional upon the University complying with its obligations and duties under

the Data Protection Act 1998.

Work Experience Participant Signature ............................. ………………Date……………………

Please print your name………………………………………………………………………..

If the Work Experience Participant is under 18 years of age please ensure the following signatories

are completed

Work Experience Participant’s

Parent/Guardian Signature ................................................ ………………Date…………………….

Please print your name…………………………………………………………………………

Work Experience’s Organiser’s (from participant’s place of education/work)

Signature …………………………………………………………….Date……………………

Please print your name…………………………………………………………………………

See notes overleaf.

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Asylum and Immigration Act 1996

Under Section 8 of the Asylum and Immigration Act 1996, which came into effect on 27th January 1997, it is a

criminal offence for an employer to employ a person who is subject to immigration control (i.e. a person who

requires leave to enter or remain in the UK) unless he or she is entitled to be employed in the UK.

To comply with this Act, the University is obliged to ask all successful external applicants to posts or work

experience events to provide evidence that they are entitled to work in the UK.

Before the University can confirm the offer of employment you will, therefore, be required to provide ONE of the

following documents, which will be copied and kept on your personal file:

1. A document issued by a previous employer, the Inland Revenue, the Benefits Agency, the Contribution

Agency of the Employment Service (or their Northern Ireland equivalent) which contains your National

Insurance number (i.e. P45, P60, payslip etc).

2. A passport describing you as a British Citizen, or having the right of abode in, or readmission to the UK.

3. A passport containing a certificate of entitlement as a British Citizen.

4. A certificate of registration or naturalisation as a British Citizen.

5. A birth certificate issued in the UK or in the Republic of Ireland.

6. A passport or identity card issued by a member State of the EEA (see below) which describes you as a

national of that state.

7. A passport or other travel document endorsed to show that you are exempt from immigration control, or have

indefinite leave to enter or remain in the UK, or have no time limit on your stay; or a Home Office letter

confirming this.

8. A UK residence permit, issues to you as a national of a member State of the EEA.

9. A passport or other travel document endorsed to show that you have the right of residence in the UK as a

family member or a named person who is a national of a member state of the EEA and resident in the UK.

10. A passport or other travel document endorsed to show that you have the right of residence in the UK as a

family member of a named person who is a national of a member state of the EEA and resident in the UK.

11. A letter issued by the Home Office indicating that you have permission to take employment.

12. A letter issued by the Home Office confirming that you are a British Citizen.

13. A work permit or other approval to take employment issued by Work Permits (UK).

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European Economic Area (EEA) Countries

Austria

Belgium

Bulgaria

Cyprus

Czech Republic

Denmark

Estonia

Finland

France

Germany

Greece

Iceland*

Liechtenstein*

Norway*

* These countries

are in the EEA, but

are not members of

the European

Union.

@ 12.2006

Hungary

Ireland

Italy

Latvia

Lithuania

Luxembourg

Malta

Netherlands

Poland

Portugal

Switzerland**

** Switzerland is not

in the EEA, but an

international treaty

means that from 1

June 2002 Swiss

nationals have a

similar right to live

in the UK as EEA

nationals.

Romania

Slovak Republic

Slovenia

Spain

Sweden

United Kingdom

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Equality in Employment Monitoring Form

The University is working towards being an Equal Opportunities Employer. One aim of this policy is to

make sure that you and other applicants for jobs or work placements are not discriminated against on

grounds such as age, disability, ethnic origin, marital status, nationality or sex.

In order to assist the University in monitoring the effectiveness of its Equal Opportunities Policy, you are

asked to complete this sheet and return it with your application form. On receipt it will be kept separately

from your application and will not be referred to during the process of assigning the Work Experience

Event. The information you provide on this form will help us monitor our equal opportunities policy and

make sure it is working in practice.

The data recorded on this page is classified as sensitive data under the Data Protection Act 1998 and will

be treated in strict confidence.

Please indicate by ticking the appropriate boxes:

General Information Are you: Male Female

Title ............................ First Name ................................................... Surname

Marital Status: Not Married Married

NB. Not married includes single, widowed and divorced

Date of Birth ........................................................................ Nationality

i.e. as shown on the passport

Disability Do you consider that you have a disability Yes No

If yes, please state your disability

The Disability Discrimination Act 1995 describes disability as ‘physical or mental impairment that

has a substantial and long-term effect on your ability to carry out normal day-to-day activities’.

There is no official list of what is covered by ‘physical or mental impairment’ but Employment

Tribunal decisions have included: visual impairment, asthma. Cerebral palsy, chromic fatigue

syndrome, colitis, deafness, depression, diabetes, dyslexia, emphysema, migraine, mobility

problems and photosensitive epilepsy.

If you require guidance on this, or if you wish to find out more about the assistance which is available for

staff with disabilities, please contact a member of the Human Resources Department.

Continued overleaf

46

Ethnic Group

Choose ONE section from A to E, then tick the appropriate box to indicate your background.

A White British

English Scottish Welsh Other

(please state) Irish Any other White background

(please state)

B Mixed White and Black Caribbean White and Black African

White and Asian

Any other Mixed background

(please state)

C Asian Indian

Asian British Pakistani

Asian English Bangladeshi

Asian Scottish Any other Asian background

Asian Welsh (please state)

D Black Caribbean African

Black British Any other Black background

Black English

Black Scottish

Black Welsh

(please state)

E Chinese Chinese

Chinese British Any other Black background

Chinese English (please state)

Chinese Scottish

F Information Information refused

refused

If you require assistance in selecting from this list please contact a member of the

Human Resources Department

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Signed ……………………………………….Date……………………..

Please return the completed forms to

Director of Service/ Executive Dean (PA) (Insert address)

Enclosures

University Work Experience Policy please ensure that the Work Experience Participant and Work Experience Organiser (from the Participants place of education/work) read and fully understand the policy and their roles within the Work Experience Event.

For University use only

Fully completed and signed Work Experience Application form received (please circle)

YES NO

Director of Service / Executive Dean to nominate Work Experience Supervisor

Work Experience Supervisor Name

Agreed Work Experience event dates

From To

Authorised by Director of Dept / Dean

Name Sign Date

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Appendix 3 Written Confirmation of Work Experience Application

Work Experience Organiser (address line 1) (address line 2) (address line 3) (address line 4) Dear , Re: Work Experience Event for (work experience participant’s name). Thank you for returning the completed Work Experience Application Form. I can confirm that the work experience will start on (start date) and finish on (finish date). Please ask that (work experience participants name) arrives at the University College reception at 10am on the first day and asks for (work experience Supervisors name). Before the Work Experience begins, please notify us of any disability requirements, special needs or medical/personal information that we would require to make the experience as informative and as participative as possible. (work experience Supervisors name) will be in contact with you to arrange a Welcome Meeting in which you and (work experience participant’s name) can

visit the University and meet the Work Experience Supervisor

discuss the Learning Timetable

sign the Work Experience Agreement

collect (work experience participants name) Journal

ask any other questions you may have (any other important information to be added here) If you need to discuss this further then please contact me on (PA to Executive Dean / Director of Service telephone number). Yours sincerely, (sign off)

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Appendix 4 Welcome Meeting Confirmation

Work Experience Organiser (address line 1) (address line 2) (address line 3) (address line 4) Dear , Re: Work Experience Event for (work experience participant’s name). To welcome (work experience participant’ name) to the University we would like to invite you both to a Welcome Meeting on Date Time

Venue This will give us all an opportunity to discuss the work experience event and answer any questions you may have. On the day, please can you report to Reception and ask for (Work Experience Supervisor). I look forward to meeting you both. If, before that, you have any further questions, please ring me on (Work Experience Supervisor number). Yours sincerely, (sign off)

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Appendix 5

Work Experience Agreement

University for the Creative Arts

This is to confirm that the ____________________________________Department/FAculty at the University for the Creative Arts, is willing to offer a work experience event _____________________________________________________(duration), to ________________________________________(work experience participant’s details) from ______________ (first date of event) to _______________________(final date). The Work Experience Participant

understands that they will be under the direct supervision of (supervisor’s name); although he/she may shadow other members of staff during the event;

will ensure that they obey all reasonable and appropriate instructions and work in a manner that does not afford a threat to the health and safety of themselves or anyone else who may be affected by their work;

will dress and act appropriate to the role of event.

The Work Experience Organiser

will assist the University in recommending the most appropriate work experience for the participant;

will be open and honest and declare any relevant information, to the University, that may jeopardise a successful work experience;

is satisfied that the relevant checks and assessments have been made to ensure a safe and informative Work Experience Event will take place.

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The Work Experience Supervisor

is responsible for the correct implementation of the Work Experience Policy and ensuring that suitable arrangements are in place for the effective and proper management of the Work Experience Event;

will ensure that the participant works in accordance with all the relevant information, correct instruction and adequate training received;

will ensure that a satisfactory Risk Assessment is carried out in the work area before the event;

will conduct a thorough Induction covering Health and Safety, day-to-day procedures and tasks, Equality and Diversity and the Data Protection Act.

The Dean / Director of Department

will ensure that the Health and Safety department provide all the necessary assistance to enable effective management of the work experience;

will ensure that the relevant liability insurance is in place during the work experience.

Signatures required from: Work Experience Participant Work Experience Supervisor Work Experience Organiser Executive Dean / Director of Service

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Appendix 6

Work Experience Contact Details – For Emergency Only

Work Experience Date/Duration From To

Work Experience Participant Details

Name Address Telephone Mobile Signature

Parent/Carer Details

Name Telephone Mobile Email Signature

Work Experience Supervisor Details

Name College/Dept Telephone Mobile Email Signature

Dean / Director of Department (PA) Details

Name College/Dept Telephone Mobile Email Signature

Copies to: -

Work Experience Participant

Work Experience Participant’s Parents/Carers

Work Experience Supervisor

Dean / Director of Department In submitting these details application we give our written explicit consents to the processing by the University, of all information contained on this form. Our consent is conditional upon the University complying with its obligations and duties under the Data Protection Act 1998.

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Appendix 7 - Learning Timetable Participant Name Supervisor W/C

Day AM PM

Monday

Tuesday

Wednesday

Thursday

Friday

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SMART Timetable

Objective Smart

Key Action

Steps

Smart

Target Date Smart

Mid Event Review

Target Date

Assessment

1. 2. 3.

Start date of work experience Work Experience Participant Mid event review date Work Experience Supervisor Final Review date

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Appendix 8 – Journal

w/c

Date Task/Event How did you feel about this?

What did you learn or gain from this?

Would you do anything different next time?

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Appendix 9 - Email to Reception notifying them of the Work Experience Work Experience Details This is to inform you that the following work experience will soon be taking place. WE Participants Name School Organiser WE Supervisor Start Date End Date Special requirements Can you please arrange for the following to be collected on their first day

a name/security badge

a car parking badge Please can you contact XXXX on ext XXXX when they arrive. Thank you, Regards,

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Appendix 10 - Work Experience Managers Induction Checklist

Task Completed

Security badge received Introduction to team, key staff members and roles explained Location of toilet facilities Location of refectory and fresh drinking water Lunch and refreshment break arrangements Place and departments of work Standards of behaviour and appearance Smoking policy How to answer telephone (formal greeting), transfer calls and make internal and external calls

Post arrangements Car parking arrangements, car permits and security badges Introduction to Intranet/Staff portal Book onto any suitable Learning and Development events Other issues

Health and Safety Induction– to be completed on first day Completed

Health and Safety policy provided and read Good housekeeping (tidy work area, closed drawers etc) Emergency evacuation procedures covered Location of fire extinguishers/blankets/ etc Location of first aid box and contact details of First Aider Accident reporting procedures and location of accident book Protective clothing arrangements, barrier creams etc Interactive health and safety desk assessment for display screen equipment regulations/procedures

Instruction and training on equipment to be used Instruction on manual Handling (where required) Prohibited areas, workplace hazards and dangerous substances

Personal protective equipment issued, where necessary Faulty Personal Protective Equipment reporting procedure Other issues

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Data Protection Act Completed Relevant Data Protection Act details issued Job specific Data Protection issues discussed and agreed Confidentiality issues discussed and understood Other issues

Equality and Diversity Completed Equality and Diversity details issued Job specific Equality and Diversity issues discussed and agreed

Other issues

Signed Work Experience Participant Date

Signed Work Experience Supervisor Date

Please also complete the Health and Safety Induction record as required by the University Health and Safety Manager http://staff.ucreative.ac.uk/Document Store/Learning and Development/Induction/Managers Guide and Checklists/Health_Safety_Induction_Checklist.pdf If you are unable to access the document store on the Staff Portal, please contact Learning and Development who will forward a copy.

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Appendix 11 - Performance Review University for the Creative Arts Action Plan Name: Line Manager:

Planning Phase Monitoring Phase Review Phase

Objective Activity Outcome

Measure

Development required to support and responsibility

Progress Outcome Options Exceeded - E Completed - C In Progress - IP Review - R

Year end summary

Staff member Line Manager Executive Dean/ Director of Service

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University for the Creative Arts Team Development Summary for…………………………. Line Manager……………………

Need Identified Name/s of Staff member Category of Development (see key)

Possible Solution Timescale

Key:– P&P Personal & Professional T&L Teaching & Learning MD Management Development E&D Equality & Diversity IT Information Technology H&S Health & Safety

Appendix 12 - Work Experience (Supervisor) Evaluation Form Supervisor Name

About the Work Experience Participant – Participant name:

How has the Work Experience Participant developed during the event? What skills has the Participant gained from the work experience? Would you recommend the participant for further visits and development here at the University? Was there anything you had scheduled which you did not achieve or have the opportunity to do? Why?

About you!

Personally, how do you feel you balanced your work/supervisor role? How have you and your Team benefited from the experience? What parts of the Work Experience did you not enjoy/enjoy? What could we do to improve Work Experience at the University? How satisfied are you overall? Poor Satisfactory Good Excellent

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Thank you for your time! Work Experience (Participant) Evaluation Form

Participant Name

About the Work Experience Supervisor – Supervisor name:

How did the Work Experience Supervisor help you during your Work Experience? Was there anything on your timetable that you could not achieve or not given the opportunity to try? Please give details: How could Work Experience, at the University, be improved?

About you!

What skills have you have gained from this work experience event? How has this helped you decide about your chosen career/further education? Would you recommend the University to others looking to participate in work experience? Why? What part of the work experience did you not enjoy/enjoy? How satisfied are you overall? Poor Satisfactory Good Excellent

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Thank you for your time!

Work Experience (Organiser’s) Evaluation Form

Organiser Name Supervisor Name Participant Name Please tell us how you felt the work experience was facilitated? Do you feel that the Supervisor understood and fulfilled the Participants training needs? How could Work Experience, at the University, be improved? What did you think of the level of support and contact you received during the Work Experience process? What did you observe on your visit during the work experience? How satisfied were you with the suitability of the Supervisor and the work experience area? How has this event helped the participant in their education/career development? Would you recommend the University to others looking to participate in work experience? Why? How satisfied are you overall? Poor Satisfactory Good Excellent

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Thank you for your time! Work Experience (General) Evaluation Form

Organiser Name Supervisor Name Participant Name Your Name Please tell us how you felt the work experience was facilitated? Do you feel that the participants training needs were fulfilled? How could work experience, at the University, be improved? What did you think of the level of support and contact you received during the work experience process? Were you satisfied with the suitability of the Supervisor and the work experience area? How had this opportunity helped the participant in their education/career development? Would you recommend the University College to others looking to participate in work experience? Why? How satisfied are you overall? Poor Satisfactory Good Excellent

Thank you for your time!