Code of Practice for Students Applying for Vacancies
The aim of the Careers and Employability Centre is to help University of Sussex students and recent graduates looking for work to make contact with employers offering part-time, vacation, work experience, placements and graduate vacancies. Current University of Sussex students and their dependants are eligible to use the employment service.
1. Information will be displayed via CareerHub and the Careers and Employability Centre website. Graduates will have access to CareerHub for three years after graduation.
2. Employment information will be as up to date and accurate as possible. All information is given in good faith and is based on details given by the employer, or via reputable vacancy advertising services, or taken directly from employers’ websites. Students must confirm for themselves that the information is accurate before accepting employment.
3. The Careers and Employability Centre will not enter into employment contracts with students or employers. Instead all employment contracts are to be agreed directly between employer and student.
4. Students are expected to be aware of their own study commitments and not to take employment that will adversely affect their academic work. A maximum of 15 hours’ work per week is strongly recommended for undergraduates and 20 hours for postgraduates. (These recommendations are for term time only.)
5. Non EEA International students should be aware of their visa restrictions which generally state a maximum of 20 hours’ work per week during term time and full time during vacations. There is a prohibition on working as self-employed. Vacancies described as ‘freelance’ are generally also self-employed. The Careers and Employability Centre does not advertise self-employed positions (see point 9). International students can seek advice from International Student Support for any visa related queries:
The University of Sussex has more information on working in the UK for non-EEA students here: www.sussex.ac.uk/careers/aboutus/internationalstudents
6. PUT YOUR PERSONAL SECURITY FIRST: whilst all care is taken that we deal with reputable employers, you must take normal precautions when attending interviews. Familiarise yourself with the location of the interview before hand and also inform a third person of your whereabouts. Please be aware that some vacancies may be based at private addresses. If in any doubt about an employer please alert the Employer Liaison Manager at the Careers and Employability Centre immediately.
7. HEALTH AND SAFETY AT WORK: we all have a duty to act in a responsible manner in relation to our and other individuals’ Health and Safety. The Careers and Employability Centre has a responsibility to outline Health and Safety good practice procedures; whether students/graduates are employed by private employers outside the University, within the University of Sussex or whether students are undertaking work experience, work shadowing, volunteering etc. (Health and Safety Act, 1974 and DTI Regulations). Those students undertaking placements should refer to the information on the Careers & Employability Centre website, www.sussex.ac.uk/careers/jobs/placements or contact a member of the Placements Team.
Health and Safety and Interviews:
Interviews should be held at a business address and in an environment that meets the Health and Safety legislation. Advice should be sought from the Careers and Employability Centre if an employer makes alternative suggestions that may compromise your personal security (see item 5 above) or your health and safety.
Health and Safety and Induction:
It is a legal requirement that your Employer should brief you about Health and Safety issues relating to your job role, this may include:
a) Your health and safety responsibilities in the organisation
b) details of health and safety organisational information
c) emergency arrangements (Fire/First Aid/Meeting points in the case of an emergency) and emergency contact numbers within the organisation
d) details of any risks for activities to be undertaken and procedures for working in or visiting environments that you will be unfamiliar with, for example hazardous and restricted areas
e) providing employees with the contact details of the named person you should report health and safety accidents and incidents to
f) outlining organisational policy, and related information i.e. personal safety, late and lone working
g) appropriate training as required by the job role i.e. manual handling
If you have any concerns for your health and safety or are unsure about any aspects of your rights and responsibilities at work you should check these matters with your line manager, another senior member of staff or let us know at the Careers and Employability Centre. We can also refer you to a range of helpful websites, for example: www.nases.org.uk/students or refer you to other services at the University of Sussex.
8. It is the responsibility of students to ensure they have the relevant skills and qualifications required for a particular post before applying for it. We will not disclose the names, addresses or telephone numbers of students and shall conform to the requirements of the Data Protection Act and any subsequent related Acts.
9. The Careers and Employability Centre will not advertise positions which are commission only, self-employed, freelance, or those which involve ‘door to door’ sales.
10. All advertisements advertised through the Careers and Employability Centre must offer at least the current National Living Wage unless covered by one of the exemptions below:
Volunteers
There are two types of volunteer; voluntary workers and volunteers.
Voluntary workers
Voluntary workers are workers who are employed by a charity, voluntary organisation, an associated fund-raising body or statutory body. If someone works for any other type of organisation, they cannot be voluntary workers as defined by the Act. Voluntary workers receive no monetary payment, but may receive reimbursement of expenses actually incurred, or reasonably estimated to have been incurred, in carrying out their work for a qualifying organisation.
Volunteers
Volunteers are under no contractual obligation to perform work or provide services, though they may come to informal arrangements with those for whom they carry out tasks, e.g., agreeing to undertake a task at a mutually convenient time. They offer their time and effort for free, though may receive reimbursement for expenses. Volunteers do not qualify for the national minimum wage. Unpaid work placements should therefore:-
· not specify hours of work
· not outline duties that a student is expected to perform
· never rely on individuals on work experience placements to fulfill real jobs
· not be longer than 4 weeks (full time equivalent) in duration
· be a learning activity with agreed learning objectives with appropriate dedicated learning supervision
· cover any out of pocket expenses incurred by the student in undertaking the placement e.g. travel expenses
If you have any queries about whether a position should be offering the national minimum wage please speak to us at the Careers & Employability Centre. The Pay and Work Rights helpline is also a free number for help and advice. Tel. 0800 917 2368.
Students on work experience as part of their higher education course
Students on a work placement forming part of a UK higher or UK further education course if the work placement is for less than one year*.
*Please note that although students on a work placement as part of a course of Higher Education are exempt from the minimum wage, for reasons of equality of access the Careers and Employability Centre will not advertise placements paying less than the National Living Wage (currently approximately £13,500 per annum).
Students are free to apply for and accept placement employment on an unpaid basis although we would not recommend doing so.
11. We will provide information about employment issues such as tax and work permits or, where appropriate, direct the student to another source with specialised information and guidance.
12. If a student is dissatisfied with their employer and believes them to be in breach of employment law, the Careers and Employability Centre will attempt to give appropriate guidance but may redirect a request for assistance to an appropriate organisation. In such circumstances it is solely the responsibility of the student to bring any legal action against the employer.
13. We ask all employers to inform students of the outcome of their application. However this is not always possible if a high number of applications have been received.
14. Students carrying out on-campus promotions for external companies should obtain prior agreement from the University of Sussex Students’ Union. Telephone 01273 873874 or email for more information.
These proposals are without prejudice to legal obligations which may operate in respect of these matters under Acts of Parliament or governmental regulations, relating to employment protection, discrimination and/or harassment on grounds of gender, ethnicity, age, disability, religious belief or sexual orientation etc. It is strongly recommended that good equal opportunities practice be extended into areas not covered by law. More information about the University’s Equality and Diversity Policy is available at:- http://www.sussex.ac.uk/equalities/documentsandpolicies
Whilst The Careers and Employability Centre is in no way obliged to take action against any party for breaching any matters as outlined above, access to its services can be withdrawn at any time.
CAREERS AND EMPLOYABILITY CENTRE Updated August 2016