Student Placement Policy
The University of Brighton prides itself on its professional focus and student placements are a key
contributor to this. Placements provide students with the opportunity to develop skills and experience
within a practical context, so that they are equipped to contribute effectively to their chosen professions and
communities from the moment of graduation.
The wide range of courses and associated professional and statutory body accreditations mean that student
placements vary widely across the institution. As well as varying by subject discipline, placements also differ
according to whether they are compulsory or non-compulsory course elements, how long they last (from
one week to one year) and whether they are allocated to students internally or through external recruitment
procedures.
Student Placements should always be considered within their wider legislative context, including national
employment regulations, including the minimum wage and other conditions of work. If members of staff are
unclear whether a placement opportunity is acceptable within these contexts, they may seek guidance from
the university’s Legal Services Officer or Careers Service.
It would not be appropriate to devise a single process for the management of placements across the
institution. Instead, this policy outlines three universal elements of student placements, which are intended
to provide guiding principles for staff in supporting, approving and monitoring placement activity.
1. Health and Safety and student placements
2. Insurance and the university’s liability with respect to student placements
3. Equal opportunities in relation to student placements
Within these three sections, this policy explains the baseline standard that can be expected of all student
placement opportunities. Staff administering student placements may also wish to view the student
placements good practice area on studentcentral for further guidance and support materials. This policy
does not include guidance on the academic assessment of placements, since this would be covered within
the university’s General Examination and Assessment Regulations (GEAR).
The following terms are used in this policy:




The Placement Co-ordinator refers to any person within the university who organises or coordinates student placements, which form part of a university course.
The Placement Provider is the host employer or organisation providing the placement.
Placement students are University of Brighton students seconded to and working under the control
of a placement provider (usually) away from University premises (unless the university is the
placement provider). Placement students may be paid by the placement provider or may be
undertaking the placement on a voluntary basis.
A Visiting Tutor is any member of the university staff who visits a placement student at the premises
of the placement provider during the placement.
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Contents
Student Placement Policy .................................................................................................................................... 1
1. Health and Safety and student placements ................................................................................................ 3
1.1 Overview ................................................................................................................................................ 3
1.2 Placement risk classification flowchart ................................................................................................. 4
1.3 Guide to Risk Classifications and Corresponding Control Measures:.................................................... 5
1.4 Guide to Control measures:.................................................................................................................. 5
1.4.1 Key to approval/authorisation methods ........................................................................................... 6
1.4.2 Key to competence briefing/training requirement types ................................................................. 6
1.5 Suggested questions for assessing Health and Safety in the Placement Setting ................................. 7
2. Insurance and the university’s liability with respect to student placements.............................................. 9
2.1 Overview of guidelines for placement organisers ................................................................................. 9
2.2 Injuries to the student during the course of work on placement - UK................................................. 9
2.3 Injuries to the student during the course of work on placement – International .............................. 10
2.4 Students’ liability for injuries and/or property damage that they may cause – UK Placements. ....... 10
2.5 Students’ liability for injuries and/or property damage that they may cause – International
Placements. ............................................................................................................................................... 11
2.6 Health insurance .................................................................................................................................. 11
2.7 Professional liability............................................................................................................................. 12
3. Equal Opportunities statement ................................................................................................................. 13
3.1 The university’s commitment and legislative background .................................................................. 13
3.2 Checking employer awareness and adherence to principles of E&D .................................................. 13
3.3 Declaration Processes.......................................................................................................................... 13
3.3.1 Externally recruited placements ...................................................................................................... 14
3.3.2 University allocated placements ..................................................................................................... 14
3.4 Placement supervision and support .................................................................................................... 15
Policy Appendixes
Appendix A: Standard Letter of Expectation ................................................................................................ 16
Appendix B: Draft wording for follow-up enquiry about Public Liability and Employers Insurance ............ 18
Appendix C: Placement Information Form ................................................................................................... 19
Appendix D: Good practice guide for supporting students with disabilities or other equalities
considerations on placement programmes .................................................................................................. 22
Appendix E: Student placement passport .................................................................................................... 24
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1. Health and Safety and student placements
1.1 Overview
The Health and Safety at Work Act 1974 places a general duty on the university to do whatever is reasonably
practicable to ensure students will not be exposed to risk to their health or safety in the course of work
placements. The Universities and Colleges Employers Assocation (UCEA) has also issued health and safety
guidance for the placement of HE students (http://www.ucea.ac.uk/en/Publications/Health_and_Safety.cfm)
The university does not have a statutory right to enter another employer’s premises. Furthermore,
university staff may not possess sufficient information or expertise to make a valid assessment of the Health
and Safety risks which might arise in the course of the placement. However, the university will endeavour to
work cooperatively with placement providers in order to produce a reasonable assessment of the conditions
in which a student will be placed and to provide appropriate mitigation of risks so far as possible. The
university is also mindful of the requirement to minimise bureaucracy in order to encourage and facilitate
student placements with as wide a range of organisations as practicable.
Individual schools may have different local procedures in place, appropriate to the nature of the placements
and the nature of the placement provider, in relation to sector type.
The following process of risk classification of student placements is intended to act as a tool for schools
when carrying out risk assessment of placement providers. This risk-based approach has two stages:
1. To identify a placement’s risk category, based upon its location, environment and likely hazards
associated with the work
2. To establish proportionate control measures to the risk category identified
It is important that all opportunities are correctly evaluated to ensure that they fit the university
requirements for Health and Safety, as well as academic requirements of the course, in advance of a student
commencing a placement.
Some students undertaking short-term work experience may choose to self-evaluate potential risks.
However, the university may withhold the right to recognise this experience as a credit-bearing Placement
unless a systematic Risk Assessment, as outlined within this policy, has been carried out.
It is the responsibility of the student to keep the university informed when starting a new placement.
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1.2 Placement risk classification flowchart
START HERE
Yes
Have we used the placement
provider in the past 2 years?
No
Is there reason to believe that the No
placement arrangements/risks
involved have changed significantly?
Use previous
arrangements
Yes
Yes
Is the placement undertaking
‘routine’ office work?
Is the placement based in the UK,
USA, Australia, New Zealand or EU?
Yes
Risk category A
No
No
Risk category B
Does the placement relate to a
Yes
Healthcare or Educational setting
where statutory safety provisions
and professional standards/fitness
to practice regulations are in place?
Yes
Is the placement based in the UK?
Risk category C
No
Risk category D
No
Does the placement involve
Yes
manufacturing or the use of
hazardous machinery and/or
substances or involve an equivalent
high risk activity?
Is the placement based in the UK?
No
Risk category F
No
Is the placement based in the UK,
USA, Australia, New Zealand or EU?
No
Risk category B
Yes
Risk category A
Page 4 of 24
Yes
Risk category E
1.3 Guide to Risk Classifications and Corresponding Control Measures:
Category Risk Level
Approval/authorisation
Control Measures
Student Competence
Statement/ training
requirements
A
Low
Standard Letter of
Expectation issued
 General Student Briefing.
B
Low/
Medium
Standard Letter of
Expectation issued
 General Student Briefing.
 Student given additional
information re overseas
working
Additional measures
Course-specific
 General Student Briefing.
arrangements in place
regarding professional body  Subject-specific training
Standard measures as
and statutory requirements.
required by statutory
as part of course.
C
Medium
Placement agreement and  Placement provider given agreements (e.g. CRB checks,
QA process agreed with
etc)
Student Competence
partners/providers and
Statement
placement agency
 General Student Briefing.
Course-specific
 Subject-specific training
arrangements in place
Risk Assessment is carried
as part of course.
regarding professional body
out based upon the
 Placement Provider given
Medium/ and statutory requirements.
completed Placement
D
Student Competence
High
Placement agreement and
Information Form (or
Statement
QA process agreed with
equivalent statutory

Student
given
additional
partners/providers and
process*)
information re overseas
placement agency
working
 General Student Briefing. Risk Assessment is carried
Standard letters including  Subject-specific training
out based upon the
Placement Information Form
completed Placement
as part of course.
E
Medium
and confirmation of safety  Placement provider given
Information Form (or
measures from provider
equivalent statutory
Student Competence
process*)
Statement
 General Student Briefing.
 Subject-specific training
Risk Assessment is carried
as part of course.
Standard letters including
out based upon the
 Placement provider given
Medium/ Placement Information Form
completed Placement
F
Student Competence
High
and confirmation of safety
Information Form (or
Statement
measures from provider
equivalent statutory
 Student given additional
process*)
information re overseas
working
* In some cases, an alternative method of Risk Assessment may be used where this is based on the legal
requirements or standard processes of a specific Industry Sector.
Page 5 of 24
1.4 Guide to Control measures:
1.4.1 Key to approval/authorisation methods
The table below provides a definition of key documents that may be involved within the health and safety
risk assessment process. Samples of these documents can be found within the placements good practice
area of studentcentral.
Standard Letter of
Expectation
Placement
Information Form
(leading to Risk
Assessment)
Definition/suggested content or format
This is a letter from the university to the placement provider
which establishes key contacts within the Placement Provider
and confirms that the employer has the appropriate Health
and Safety measures and Insurance in place. The form may
also be adapted within some courses to outline any coursespecific academic requirements which should be incorporated
within the placement role.
If, by return of this letter, the employer indicates they do not
have the required insurance, this should be followed up by
the placement coordinator as per Appendix B.
This form is designed to gather information from a Placement
Provider relating to the working environment, in order that
the Placement Coordinator can carry out a Risk Assessment
(contained within the Office Use Only section of the same
form). The form may be adapted by individual schools and
course areas in order to better meet the needs of different
industry specialisms.
It would normally be expected that this form is completed
and returned to the Placement Coordinator prior to a student
commencing a placement, whereupon the university’s Risk
Assessment will be carried out. However, it may also be good
practice in some cases for employers to involve the student in
the completion of this form, and in some cases the student
may take overall responsibility for the form’s completion.
Example provided in
Appendix A
Appendix B (follow up
regarding insurance)
Appendix C
1.4.2 Key to competence briefing/training requirement types
Type
Definition/suggested content or format
General Student Briefing
This is a general briefing which can be delivered by university school staff or
placement coordinators, covering generic type hazards and control. The
briefing may vary slightly between academic disciplines but is likely to remain
fairly generic.
Students should be given handouts as part of the training that include prompts
for health and safety considerations to be made as part of their induction
process (e.g. checking they are aware of fire and emergency evacuation
procedures).
Student Competence
This is a document, produced by the university school and provided for
Statement
placement provider, as guide to a student’s competence level. Typically this
might an overview of core technical competencies and course content to-date,
to allow placement providers to put in place appropriate, site-specific- health
and safety training to augment baseline skills where needed.
Page 6 of 24
Subject-specific training
as part of course
This training would Include specific information for coping with stressful or
dangerous environments or other competencies that may be specific to a
subject discipline (e.g. general chemical or hazardous waste disposal training).
It may not, however, cover all risk factors in the workplace so it is important
that both students and placement providers are made aware of the limitations
of this training and of the potential need to supplement it with location-based
training at a later stage. This training can be delivered either by in-house staff
or by internal or external expert trainers. Placement Providers would normally
be informed of the nature and level of training provided within the Student
Competence Statement (see previous definition).
Location based, employer- This is the location based training and/or general new starter induction which a
led induction briefing and student receives when starting a placement to familiarise themselves with
training
specific, location-based safety procedures including any machinery,
equipment, or processes with which they may not be familiar. The training is
delivered by the Placement Provider, and its content may be based upon areas
identified within the Student Competence Statement.
Additional information re Students who have chosen to work overseas, and particularly in non-EU and
overseas working
non English-speaking locations, should be provided with additional guidance
regarding travel and medical insurance requirements, as well as visa and
vaccination requirements. It may also be appropriate to inform them of other
risk factors that may be associated with differences of climate. They should
also be briefed about any occupational/employer insurance requirements or
exclusions (see section 2.3 for more information), as defined by the Risk
Assessment.
1.5 Suggested questions for assessing Health and Safety in the Placement Setting
In support of ongoing safety, both students and visiting tutors are asked to be alert to issues or concerns
that they may have so that risks can be minimised at an early stage. The following questions have been
developed as a guide for this process. It indicates what ‘First Response’ Action could be taken if the question
raises further concern, as well as a suggested Escalating Action if the First Response fails to adequately
address the issue.
Question
First Response
Escalating Action
How do you feel about the
placement and your own wellbeing?
Raise with placement provider
contact/manager
Contact university placement
officer, coordinator or tutor
Have you had any accidents or
witness any accidents or unsafe
practices that you are concerned
about?
Raise with placement provider
contact/manager
Contact university placement
officer, coordinator or tutor
What ongoing training have you
been given?
Raise with placement provider
contact/manager
Notify University Safety
Department
Page 7 of 24
Contact university placement
officer, coordinator or tutor
Did you receive any induction
training?
Raise with placement provider
contact/manager
Contact university placement
officer, coordinator or tutor
Have you been left in charge of a
situation for which you felt you
needed more training or closer
supervision?
Raise with placement provider
contact/manager
Contact university placement
officer, coordinator or tutor
Page 8 of 24
2. Insurance and the university’s liability with respect to student placements
2.1 Overview of guidelines for placement organisers
Insurance needs to be considered from the various perspectives of what could go wrong and who can be
adversely affected. There are six main aspects to consider, depending on whether the placement is in the
UK or overseas. Sections 2.2-2.7 provide an outline of key issues to consider when organising student
placements. Staff may wish to supplement this guidance with examples of good practice on the
studentcentral placements area, or by sending specific queries to the university’s Insurance Officers.
2.2 Injuries to the student during the course of work on placement - UK
Within the United Kingdom the placement provider is responsible for the health and safety of the student
whilst on placement as if the student were their employee1.
Most employers are required to hold Employers Liability (EL) insurance2 and there is an agreement among
the UK insurance industry that work experience persons will be regarded as employees by all UK insurers
and covered by EL policies.
If placement organisers do not hold employer’s liability insurance or if their policy does not define work
experience trainees as ‘employees’ the matter will need to be referred to the University Insurance Officer
with details of the placement.
Some employers are exempt from the compulsory insurance requirement. Notably these include
government bodies and family operations. Some small firms are still run as family operations and may have
no EL cover.
Important Note
If a small company has no EL cover, then cover for injuries caused to or by the students should
be met under that same company’s Public Liability policy, as the student should be treated as
a volunteer – please refer to the Insurance Officer if this becomes an issue.
Government departments may seek to contract out of their legal responsibility for the health and safety risk
to placement students and transfer the risk (and the need for EL insurance) to the University. Under no
circumstances should an indemnity be signed and any such requests should always be referred to the
Insurance Officer.
Important Note
What this means is that a student injured during the course of work within the UK may be
entitled to compensation if the injury is due to someone’s negligence or breach of health and
safety regulations. However, this is not automatic and depends on the circumstances of the
accident. Also, students may have to bear their own legal costs.
The University does not arrange any Personal Accident type cover for students in the UK
whether on placement or otherwise.
1
2
Health and Safety (Training for Employment) Regulations 1990.
Employer’s Liability (Compulsory Insurance) Act 1968
Page 9 of 24
2.3 Injuries to the student during the course of work on placement – International
When students are placed overseas the position becomes more complex. In France for example, placement
students are subject to a stage agreement under which they are regarded as employees and the placement
provider generally accepts résponsibilité civile for them under French law. However, some non-French
organisations providing placement opportunities in France (e.g. Condé Nast, a US company) may refuse to
accept this responsibility and attempt to transfer the risk to the University.
Accordingly, placement organisers, when seeking information as regards a placement overseas should ask
whether their insurance will cover liability for injuries or sickness suffered by placement students and
attributable to their duties within the organisation. Where this is not the case, the matter should be referred
to the University Insurance Officer with details of the placement.
If there is no requirement in the country concerned for EL type insurance then the student needs to be
aware they have no/little legal protection and be advised accordingly by the placement organiser. In such
circumstances, the student may want to take out Personal Accident insurance but the University cannot
advise on the suitability of individual policies. 3
A few countries may require EL type insurance (also known as Workman’s Compensation insurance) to be
placed locally. A notable example is Australia. This will be cost-prohibitive; so unless the placement provider
can offer the necessary cover, the placement cannot go ahead.
2.4 Students’ liability for injuries and/or property damage that they may cause – UK Placements.
Within the UK, employers are vicariously responsible for the negligent acts of their employees including
students on placement, if such acts cause injury to others. This liability will be covered by the placement
provider’s EL policy – see 2.2 above.
Vicarious liability does not apply if the student acts in a wholly unpredictable and irresponsible manner in
which case the individual student may be held personally liable.
In most circumstances, as the provider is responsible for supervising the placement student during their
duties, then there is no liability on the part of the student or the University in the event of damage to the
provider’s property or that of any third party where the student is working under the supervision of the
provider. The only exception is where the student acts with deliberate malicious intent or in a wholly
irresponsible way.
The University holds Public Liability (“third party” insurance) to indemnify the University in the remote
eventuality that we are held legally liable for a student’s actions (e.g. we tell a placement provider that a
student has certain skills or training that in fact they do not have) and such actions cause injury or property
damage. This insurance also indemnifies students – but only at our request and in circumstances where the
University would have been responsible had the case been brought against it rather than the individual
student.
The University will not indemnify students for the consequences of any deliberate malicious or irresponsible
acts on their part.
3
We are not authorised to offer financial advice under the Financial Services Authority rules.
Page 10 of 24
2.5 Students’ liability for injuries and/or property damage that they may cause – International
Placements.
As the insurance situation is so variable overseas the University has arranged an extension to our Public
Liability insurance to provide personal liability insurance cover for students during University-authorised
overseas placements, including liability arising during the course of work. This will not automatically include
USA/Canada Jurisdiction and thus claims brought in USA/Canada may not be covered and therefore
placements in such countries need to be discussed with the University’s Insurance Officer.
However, this will not indemnify students for the consequences of any deliberate malicious or irresponsible
acts on their part.
Neither does it include professional risks (see 2.7 below).
2.6 Health insurance
Students on overseas placements should be advised to take out appropriate and adequate health insurance,
whether by way of Travel insurance or Medical Expenses coverage.
Travel insurance policies typically provide for:





Emergency medical expenditure (N.B. An emergency means anything that is unexpected (as opposed
to regular treatment for an existing condition); it does not have to be a serious or life-threatening
event);
Emergency repatriation costs;
Loss of baggage/money;
Cancellation costs;
Limited Personal Accident benefits.
However, the extent of the protection varies widely from one insurer to another and many policies contain
small-print exclusions such as:




Exclusion of cover if the insured person is working (this is self-evidently not appropriate for students
on work placement);
Life-style exclusions (claims arising whilst under the influence of drugs/alcohol – again not
necessarily appropriate);
Activity exclusions (excluding claims arising from “dangerous” activities – the definition of
“dangerous” varies but may include motor cycling as well as winter sports i.e. exclusions are not
limited to just parachute or bungee jumping);
Pregnancy exclusions (policies may not operate if the insured person is travelling out or back within,
say, 3 months of the baby’s due date or, worse, may not cover the baby if it is premature).
Students travelling on overseas placements authorised by the University may take out insurance under the
University’s travel insurance scheme. Placement organisers must inform students that they should read the
small print of any insurance policy since it is their (the student’s) responsibility to make sure it is suitable for
their needs.
Details of the University travel insurance arrangements can be found at:
http://staffcentral.brighton.ac.uk/finance/financehandbook/sections/insurance/ins3.htm
Page 11 of 24
Some Universities and other organisations in the USA providing longer term student placements (more than
3 months) insist that travel insurance is not sufficient and require the student to pay for US medical
healthcare insurance. Prices vary from institution to institution but typically will not be less than $500.
It is good practice for placement organisers to collect details of the health and travel insurance of their
students so that it is available if needed.
2.7 Professional liability
Students training for a profession – primarily doctors, dentists and veterinary students – may be held legally
liable for professional risks. (This can be known as professional indemnity, clinical negligence, malpractice or
errors and omissions insurance).
The position is slightly different for these 3 professions:
Students working within NHS hospitals are covered for professional risks under the Clinical Negligence
Scheme for Trusts. Those placed with a GP practice in the UK will be covered by the practice’s medical
malpractice cover.
If the placement is in a private hospital, hospice or nursing home, the placement organiser needs to check
whether the employer’s insurance will cover the liability of the student for injuries to third parties, including
clinical errors or property damage, arising from their duties within the organisation. If the provider answers
“No” to this question the placement should be referred to the Insurance Officer for further advice (if the
placement is based in Australia, and this insurance is not in place, the placement cannot go ahead – see
section 2.3).
Medical and dental students are encouraged to join the appropriate branch of the MDU or MPS. This
provides them with free world wide medical/dental malpractice protection during their electives. Placement
providers should check that students have membership before authorising any overseas placement.
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3. Equal Opportunities statement
3.1 The university’s commitment and legislative background
The University of Brighton is committed to creating a stimulating and supportive learning and working
environment based on mutual respect and trust. We will continue to celebrate and value diversity within the
community of staff and students, to promote equality of opportunity and to challenge and strive to
eliminate unlawful discrimination.
These principles are outlined in more detail within the university’s Equality and Diversity Policy, which is
itself underpinned by UK legislation. The Equality Act (2010) offers protection from discrimination on the
basis of 9 protected characteristics:









Age,
Disability,
Gender,
Gender Identity,
Marriage/Civil Partnership,
Pregnancy/Maternity,
Race/Ethnicity,
Religion and Belief, and
Sexual Orientation.
Students are protected from discrimination by placement providers in the UK by the employment provisions
of the Equality Act, whether they are in paid or unpaid positions.
This also includes a specific obligation for employers to provide ‘reasonable adjustments’ for students with
disabilities. The nature of these adjustments may vary depending on the resource capacity of each
employer. The university can assist employers by ensuring that they are aware of their obligations and by
providing good practice guidance and support information where possible.
This document outlines the legislative context for this policy and its principles. More information about this
policy at an operational level is available within the Good Practice Guide (Appendix D).
3.2 Checking employer awareness and adherence to principles of E&D
Within all placement situations, placement providers should be asked to assure the university that they will
operate appropriate recruitment and selection systems that allow for the adoption of reasonable
adjustments to working conditions, and to confirm their understanding of the university’s principles of
Equality and Diversity. This should be included within the standard letters of expectation and standard
agreements issued to placement providers by the university (see Appendixes A and B)
Where smaller or international employers may not already be familiar with employment legislation relating
to equalities, it is suggested that they are directed to the university’s Equality and Diversity Policy and to
information available on the ACAS website about (www.acas.org.uk) accommodating equalities
considerations within the workplace.
3.3 Declaration Processes
The university is required to provide reasonable accommodations in order for students with disabilities and
other protected characteristics to complete placement requirements for programs in which they are
Page 13 of 24
enrolled. In order for accommodations to be made, students must formally disclose their disability (or other
personal detail) prior to the allocation/recruitment of a placement and consent to the release of necessary
information to placement agency staff for the purposes of making adjustments. The university cannot make
any adjustments unless the student has provided this information and consent within an appropriate
timeframe. The way in which this consent is sought and adjustments are made will vary depending on
whether placements are recruited or allocated internally or externally to the institution.
3.3.1 Externally recruited placements
Where recruitment for a placement occurs externally to the university, employers should have a process in
place that considers issues such as reasonable adjustments and provides students with an opportunity to
declare any requirements. Most commonly, this will relate to disability support requirements, but it may
also consider issues such as childcare, religious observance and other protected characteristics.
Under the Data Protection Act, information regarding a student’s disability or other personal data should
never be shared with third parties (including placement providers) without explicit consent from the student
concerned. Placement Coordinators may choose to ask students to complete a ‘consent to share
information form’ in order to be permitted to release this data where required.
Alternatively, Placement Coordinators may wish to advise placement providers of the need to request this
information in order to facilitate the implementation of reasonable adjustments and to ensure that their
recruitment systems are operating fairly and consistently.
If placement providers require further guidance on how to implement ‘reasonable adjustments’, it is
suggested that they talk to the student concerned, since they will be best placed to explain their needs and
any adaptations that may be required. Queries as to what adjustments can be deemed ‘reasonable’, or
whether there are any additional funding sources that can assist adaptations, can be directed to the
university’s Equality and Diversity Adviser (Student Experience) and Legal Services Officer.
3.3.2 University allocated placements
For some courses, students are allocated work placements in accordance with the academic requirements of
their course (e.g. for Healthcare and Education courses). In these situations, the university should make
every effort to accommodate student requirements, and to provide reasonable adjustments in accordance
with the Equality Act (2010), but ultimately academic course requirement and health and safety or fitness to
practice concerns may take priority.
The university has a particular responsibility for accommodating students who have declared disabilities, but
will also endeavour to support students with other requirements relating to childcare, religious observance,
transport or other factors. Students should be provided with an opportunity to declare any relevant
information that may affect placement allocation, so that informed decisions can be made. It is
recommended that the placement office provides clear guidance to all students regarding the placement
allocation process, to avoid any unnecessary confusion or resentment if students are not allocated their
placement of choice.
Under the Data Protection Act, information regarding a student’s disability or other personal data should
never be shared with third parties (including placement providers) without explicit consent from the student
concerned. Placement Coordinators may choose to ask students to complete a ‘consent to share
information form’ in order to be permitted to release this data where required.
Page 14 of 24
If placement providers require further guidance on how to implement ‘reasonable adjustments’, it is
suggested that they talk to the student concerned, since they will be best placed to explain their needs and
any adaptations that may be required. In some cases, a pre-placement visit to the working location may also
be advised for the student and/or placement coordinator, to determine accessibility.
Queries as to what adjustments can be deemed ‘reasonable’, or whether there is any additional assistance
which the university can offer, can be directed to the university’s Equality and Diversity Adviser (Student
Experience) and Legal Services Officer.
3.4 Placement supervision and support
Students should be given details of a named contact at the university, such as a course tutor, personal
academic tutor or placement tutor, who they can contact should they have any concerns during their
placement. Where placements have been identified as belonging to higher risk categories/groups within the
Risk Assessment Process, it is expected that robust communication systems may be put in place as part of
the placement management process.
Guidance on handling incidents of bullying and harassment whilst on placement can be found in the
university’s main Student Bullying and Harassment Procedure (available on the Student Services website).
Page 15 of 24
Student Placement Policy: Appendix A
Standard Letter of Expectation
[Insert Placements Office Address here]
Fax: [insert]
email: [insert]
Date
Dear [insert Placement Provider name]
Many thanks for agreeing to provide a placement opportunity for our students.
The Health and Safety at Work legislation requires the University to ensure student placements are made
only with reputable companies who take health and safety seriously; and that account will be taken of the
student’s inexperience in some areas. As such, the university assumes that you have the following measures
in place:







A written safety policy
That the company is registered with the HSE or local authority
That you will provide the student with an induction to the workplace health and safety
arrangements, including fire precautions, specific hazards and health and safety precautions
That you will provide appropriate instruction and training in work practices and in the particular
control measures identified by risk assessments.
That you will notify the university of any accidents or incidents that you are aware of, which involve
student
That you hold appropriate Employers Liability and/or Public Liability insurance that includes work
experience trainees within the definition of employees
That you are aware of your obligations under the Equality Act (2010) to prevent unlawful
discrimination
I would be grateful if you could complete the contact details form overleaf and return this to me at the
address above (or send me equivalent details via email). I will take the receipt of these contact details as
confirmation that you have received this letter and agreed to the principles contained herein.
I would also be grateful if you could let us know if there are any health restrictions or medical fitness
requirements associated with the envisaged activities for this placement.
Many thanks
Yours sincerely
xxxxxx
Page 16 of 24
Student Placement Policy: Appendix A
Placement Contact Details Form
Company name:
Contact name/address
Address of the site at which the placement
student will be engaged (if different from above)
Please indicate if there are any health restrictions or medical fitness requirements associated with
the envisaged activities for this placement:
Signed:
Date:
Please return completed forms to:
[insert placement office address, fax and email details here]
Page 17 of 24
Student Placement Policy: Appendix B
Draft wording for follow-up enquiry about Public Liability and Employers
Insurance
Dear xxx
Many thanks for returning the health and safety placements questionnaire.
I note from your response that you do not currently hold Employers liability and/or Public liability
insurance (*delete as appropriate) and I wondered if this was something to which your company
might give further consideration.
This is normally something that we ask for organisations to hold if they are hosting our placement
students. As well as providing protection for our students, this insurance would also provide
protection for your employees, other interns or visitors from any sort of accident on your premises.
Please let me know if you have any questions
Yours sincerely
XXXXX
Page 18 of 24
Student Placement Policy: Appendix C
Placement Information Form
The University of Brighton seeks to ensure that all students undertake learning in supportive and
appropriate working conditions, supervision and training so as to ensure their Health and Safety and
Wellbeing and due consideration of their developing skills. Placements are an extremely valuable part of
the learning experience for many students, but this usually involves activities outside of the direct control of
the University.
This questionnaire is designed to gather information about a placement environment, in order that the
university can carry out its Risk Assessment. Please answer all the questions as fully as possible and feel free
to contact us if you require further clarification.
It would normally be expected that this form is completed and returned to the Placement Coordinator prior
to a student commencing a placement. However, it may also be good practice in some cases for employers
to involve the student in the completion of this form, and in some cases the student may take overall
responsibility for the form’s completion.
Please return completed forms to:
[insert placement office address, fax and email details here]
General
Address of Employment
Placement description / Job title
Placement Duration
Start Date:
End Date:
Insurance and Organisational Policies
Does the organisation have Employer’s Liability (Compulsory Insurance)?
Y/N
Does the organisation have a written Health and Safety policy?
Y/N
Does the organisation have Public Liability Insurance?
Y/N
Will the organisation contact the University in the case of an accident?
Y/N
Are you aware of the legal requirements of the Equality Act (2010) and
have appropriate systems in place to prevent unlawful discrimination?
Y/N
Page 19 of 24
Student Placement Policy: Appendix C
The role
What types and levels of hazard are integral to the
placement role? (e.g. Working at height, work with
chemicals or animals, low risk office work)
What control measures, training and
supervision will the student be provided with
to address these hazards?
1.
2.
3.
4.
Transport
Will the student being required to travel as part of
the job? If so, will appropriate insurance be
provided?
How will the student be supported if they need to
travel to and from work under difficult conditions?
(e.g. late at night or over long distances)
Environmental Health
Will the student be expected to work under unusual
environmental conditions? If so, what training and
protection will they receive?
The student
What skills are essential to the student’s ability to
work safely in this role?
Will you provide training in these?
1.
2.
3.
4.
Are there any skills that you require the student to
have before starting the placement?
Are there any any health restrictions or medical
fitness requirements associated with the role?
Page 20 of 24
Student Placement Policy: Appendix C
FOR OFFICE USE ONLY – RISK ASSESSMENT
Date Received
Query
Are there any causes for concern in, or parts missing
from, the information provided?
Does the role involve activities of a higher risk nature?
Y/N
Note
1
Action
2
Will the job involve significant travel or antisocial
hours?
Is the role based outside the UK?
2
Is the role based in a global region considered to be
higher risk?
4
3
Notes
Yes to any of these may result in the student being informed the placement is not suitable. The safety office
will provide support in developing the risk assessment further if there is doubt about what the decision
should be.
1.
If yes, follow up with further request for information and/or risk assessment with support from the Safety
Office
2. If yes, ensure student has received General Safety Briefing, provide Placement Provider with Student
Competence Statement and ensure that the employer will carry out location-based induction briefing and
training.
3. If yes, support the student in obtaining insurance, advice and guidance on local conditions. (NB It is
essential that any medical insurance obtained includes working, as not all countries require an equivalent to
Employer’s liability insurance for placement students).
4. If on the Foreign Office restricted list consider advising against the placement, if not follow 3. It may also be
helpful to consider the cultural background/experience of the student undertaking the placement since this
may influence their approach to managing any risk identified.
CONCLUSIONS
Approved on the basis of prior risk
assessment
Approved on the basis of this
document
Requires further investigation before
approval can be given (e.g. site visit)
Not Approved
Signature
Date

Notes
Please note: A copy of this completed form should also be provided to the student undertaking the
placement for their information.
Page 21 of 24
Student Placement Policy: Appendix D
Good practice guide for supporting students with disabilities or other
equalities considerations on placement programmes
Work placements provide an opportunity for vocational learning and personal development. They
can be a particularly valuable way for disabled students, and those with no previous work
experience, to experience the world of work from which they might otherwise be excluded. It is
important that all students have equal access to work placements.
Disclosure
All students should be provided with opportunities to disclose disabilities, medical conditions and
other factors (e.g. childcare, periods of religious observance, transport limitations etc) which may
affect their work placement.
In some schools, this declaration has been contained within a broader ‘placement passport’ system
that considers students’ skills and academic requirements alongside any logistical needs, and which
is shared with placement supervisors as well as course tutors. This provides a clear channel of
communication between all parties and avoids any interpretation of students being selected for
special treatment or remedial support. A sample Placement Passport can be found at the end of this
guide.
Students may be reluctant to disclose a disability, because they fear discrimination. Information
regarding why and how to disclose a disability and relevant employment rights, can be obtained
from the university Careers Service www.brighton.ac.uk/careers
Appropriate adjustments may only be possible if the student discloses a disability.
Where the disability may impact on the work placement the university may be obliged to ensure
that the information is passed on eg where students will be working with children or other
vulnerable people, or where chemicals or dangerous equipment will be used and there are health
and safety considerations.
In other cases, it is important that explicit consent is sought from students to share relevant
personal information (such as disabilities) with the employer. This information should only be
passed to people to whom it is relevant (e.g. to HR managers or placement supervisors).
The disabled student concerned will often be the best placed people to advise potential employers
as to what adjustments could be made available. Queries as to what adjustments can be deemed
‘reasonable’, or whether there are any additional funding sources that can assist adaptations, can be
directed to the university’s Equality and Diversity Adviser (Student Experience) and Legal Services
Officer.
Page 22 of 24
Student Placement Policy: Appendix D
Reasonable adjustments
The majority of ‘reasonable adjustments’ involve adaptations which require no cost outlay for
employers. Examples of reasonable adjustments might include:
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
Selecting placements to minimise travelling for disabled students.
A preliminary visit before the placement starts for the employer and student to discuss
support needs.
An orientation visit before the placement starts so that disabled students can find their way
about the location.
Adjustments to practical arrangements, such as travel and accommodation, rather than to
the work itself.
Extra rest breaks, and the chance to take care of medical needs.
Assistive technology (including standard accessibility functions built into all Microsoft
programmes)
A support worker or job coach.
A “work buddy” to provide ongoing support and training.
Part-time rather than full-time placements.
Support at interview.
Adjustments at pre-placement training eg at first aid courses.
Contacts and sources of further support and guidance

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
The university’s Equality and Diversity Adviser (Student Experience) –
[email protected] or tel 01273 64 2852
The university’s Legal Services Officer – [email protected] or tel 01273 64 2404
The university’s Disability and Dyslexia Team (within student services) –
[email protected] or tel 01273 64 3799
Lifelong Learning UK’s (2002) report regarding Providing Work Placements for Disabled
Students
Page 23 of 24
ASC12-17
Student Placement Policy: Appendix E
Student placement passport
Name of student
Year of student
Name of placement tutor
Student contact number before and
whilst on placement
Email contact
Accommodation whilst on placement
Do you have the use of car whilst on
placement:
Yes / No
Personal statement:
The space below is designed to give you an opportunity to share any information which your
placement provider may find helpful to know in advance of your placement. This may include details
of any particular workplace adjustments you may require (arising, for example, from a disability or
from childcare commitments). Equally you may wish to share details of previous experience and/or
areas where you are particularly looking to develop your skills while on the placement.
Please continue on a separate sheet if necessary.
Page 24 of 24