Guidance Notes for

Health and SafetyStudent Work Placements

(AHealth and SafetyStudent Work PlacementsPolicy accompanies these guidance notes)

Document control information

Published document name: / Guidance Notes for H&S Student Work Placements
Date issued: / March 2016
Version: / 1.0
Previous review dates: / N/A – new document
Next review date: / March 2019
Document owner: / Amanda Livingstone, Safety HUB Manager
Document approved by: / Deputy Director of Health and Safety
Lead contact: / Amanda Livingstone (AJL)

The latest approved version of this document supersedes all other versions. Upon receipt of the latest approved versions all other versions should be destroyed, unless specifically stated that the previous version(s) are to remain extant. If in any doubt please contact the lead contact.

Change control

Version number / Name / Update / Date
0.1 / AJL / Original draft / 1/10/15
0.1.1 / AJL / Updated after consultation with insurance office and Disability and Dyslexia team / 21/10/15
0.1.2 / AJL / Updated after Eastbourne focus group / 23/10/15
0.1.3 / AJL / Updated after Falmer and Moulsecoomb focus groups / 9/11/15
0.1.4 / AJL / Updated after consultation with H&S department / 30/11/15
0.1.5 / AJL / Updated after consultation with Heads of Schools and unions / 18/1/16
0.1.6 / AJL / Approved by Deputy Director of H&S / 22/1/16
0.1.7 / AJL / Approved by University H&S Committee (no changes from 0.1.6) / 18/2/16
1.0 / AJL / Final version, reviewed by Academic Standards Committee / 25/2/16

Contents

1.0 Introduction

2.0 Application

3.0 Definitions

4.0 Arrangements

4.1 Risk categorisation

4.2 Placementrisk categorisationflowchart

4.3 Guidetoriskcategorisations and correspondingcontrolmeasures

4.4 Guidetocontrolmeasures:

4.5 Key to competence briefing/training requirementtypes

4.6Suggested questionsfor assessing health and safety inthe placementsetting

5.0 Insuranceandtheuniversity’sliabilitywithrespecttostudentplacements

6.0 Equalopportunitiesstatement

7.0 Review

Appendix i: Standard letterof expectation

Appendix ii: Draftwordingforfollow-upenquiryaboutPublicLiabilityandEmployers’ Liability Insurance

Appendix iii: Placement information form

Appendix iv: Goodpracticeguideforsupportingstudentswithdisabilitiesorother equalitiesconsiderationson placementprograms

Appendix v: Studentplacementpassport

Appendix vi: Student induction checklist

Appendix vii: Risk profiling

1.0 Introduction

These guidance notes accompany the H&S Student Work Placement Policyand are designed to support compliance with the policy. The UCEA Health and Safety Guidance for the Placement of HE Students was used to support the creation of these guidance notes.

2.0 Application

2.1 These guidance notes apply to Universityof Brightonstudentsplaced withandworkingunderthe control of aplacement provider(usually)awayfromuniversitypremises(unlesstheuniversityisthe placement provider).

2.2These guidance notesdo notincludeguidanceontheacademicassessment of placements,sincethiswouldbecoveredwithin theuniversity’s General ExaminationandAssessmentRegulations(GEAR).

3.0 Definitions

Thefollowingterms areused inthis policy:

  • Placement refers to work based learning undertaken by a student with a placement provider, which is integral to their course or programme of study, and there is a transfer of direct supervision to the placement provider (or to the student themselves if acting in a self-employed capacity).
  • ThePlacementCo-ordinatorrefers toanypersonwithintheuniversitywhoorganises or co-ordinatesstudent placements,whichformpartofauniversitycourse.
  • ThePlacementProvideristhe hostemployer or organisationprovidingtheplacement.
  • PlacementstudentsareUniversityof Brightonstudentsworkingunderthe control of aplacement provider(usually)awayfromuniversitypremises(unlesstheuniversityisthe placement provider).
  • A VisitingTutoris anymemberofthe universitystaffwhovisits aplacement student atthe premises of theplacementprovider duringtheplacement, or who may have a monitoring role via other means of communication.

4.0 Arrangements

4.1 Risk categorisation

It is important that all opportunities are correctly evaluated in advance of a student commencing a placement, to ensure that they meetthe university requirements for health and safety, as well as academic requirements of the course.

A risk categorisation of student placements is required and is intended to act as a tool for schools when carrying out risk assessments 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 hazardsassociated with the work (see Appendix vii);
  2. To establish proportionate control measures are in place to the risk category identified.

See flowchart on next page.

4.2 Placementriskcategorisationflowchart

4.3 Guidetoriskcategorisations and correspondingcontrolmeasures

RiskCategory / RiskLevel / ControlMeasures (Appendices can be amended if required)
Approval/authorisation / Studentcompetence/training requirements / Additionalmeasures
A / Low / Standard letterofexpectationissued(Appendix i) /
  • General studentbriefing.
/ Student induction checklist may be issued (Appendix vi)
B / Low/
Medium / Standardletterofexpectationissued (Appendix i) /
  • General studentbriefing.
  • Student givenadditional informationreoverseas working if it is not their home country
/ Student induction checklist may be issued (Appendix vi)
C / Medium /
  • Course-specific arrangementsinplace regardingprofessional body andstatutoryrequirements.
  • Placementagreement and QA processagreedwith partners/providersand placement agency
/
  • General studentbriefing.
  • Subject-specifictraining as partof course, where relevant.
  • Placementprovidermay be given a student competence statement
/
  • Student induction checklist may be issued (Appendix vi)
  • Standardmeasuresasrequired bystatutory agreements(e.g. DBSchecks, etc)

D / Medium/
High /
  • Course-specific arrangementsinplace regardingprofessional body andstatutoryrequirements.
  • Placementagreement and QA processagreedwith partners/providersand placement agency
/
  • General studentbriefing.
  • Subject-specifictraining as partof course, where relevant.
  • Placementprovidermay be given astudent competence statement
  • Student givenadditional informationreoverseas working if it is not their home country
/
  • Risk assessment is carriedoutbased uponthe completed placement information form(or equivalentstatutory process*)
  • Details of any safety procedures sent to the student as appropriate
  • Student induction checklist may be issued (Appendix vi)

E / Medium / Standardlettersincludingplacementinformationform (Appendix iii) andconfirmationofsafety measuresfromprovider /
  • General studentbriefing.
  • Subject-specifictraining as partof course, where relevant.
  • Placementprovidermay be given a student competence statement
/
  • Risk assessment iscarried outbased uponthe completed placement informationform(or equivalentstatutory process*)
  • Details of any safety procedures sent to the student as appropriate
  • Student induction checklist may be issued (Appendix vi)

F / Medium/
High / Standardletters includingplacementinformationform (Appendix iii) andconfirmationofsafety measuresfromprovider /
  • General studentbriefing.
  • Subject-specifictraining as partof course, where relevant.
  • Placementprovidermay be given a student competence statement
  • Student givenadditional informationreoverseas working if it is not their home country
/
  • Risk assessment is carriedoutbased uponthe completed placement information form(or equivalentstatutory process*)
  • Details of any safety procedures sent to the student as appropriate

*Insomecases,analternativemethodofriskassessmentmaybeusedwhere this isbasedonthelegalrequirementsor standardprocessesof aspecificindustrysector.

4.4 Guidetocontrolmeasures:

Thetablebelowprovidesadefinitionofkeydocumentsthatmaybeinvolved withinthehealth andsafety risk assessment process.

Definition/suggestedcontentorformat / Example providedin
StandardLetterof
Expectation / This is aletterfromtheuniversitytothe placement providerwhichestablisheskeycontactswithintheplacementprovider andconfirms an expectation thattheemployerhas theappropriatehealth andsafety measuresandinsuranceinplace.Theformmay alsobeadaptedwithinsomecoursestooutlineanycourse-specificacademicrequirementswhichshouldbeincorporated withintheplacementrole.
If, byreturnofthis letter, theemployerindicatestheydonothavetherequiredinsurance,this shouldbefollowedupby the placementco-ordinator as per Appendix ii. / Appendix i
Appendix ii(followup regardinginsurance)
Placement
Information Form (leadingtorisk assessment) / This formisdesigned togather informationfromaplacement providerrelatingtotheworkingenvironment, inorder that the PlacementCo-ordinatorcancarryoutarisk assessment (containedwithinthe OfficeUseOnlysectionofthe same form). Theform maybeadaptedbyindividual schoolsand courseareasin ordertobettermeetthe needsof different industryspecialisms.
It wouldnormallybeexpectedthatthis formiscompletedandreturned to thePlacementCo-ordinatorpriortoa studentcommencingaplacement,whereupontheuniversity’srisk assessmentwillbecarriedout. However,itmayalso begood practiceinsomecasesforemployerstoinvolvethe student in the completionofthis form, andin somecases the student maytakeoverall responsibilityfor theform’s completion. / Appendix iii

4.5 Key to competence briefing/training requirementtypes

Type / Definition/suggestedcontentorformat
GeneralStudentBriefing / This is a general briefingwhichcanbedelivered byuniversityschool staff or PlacementCo-ordinators, coveringgenerictypehazardsandcontrol.The briefingmay varyslightlybetweenacademicdisciplinesbutis likelytoremain fairly generic. It should include information on keeping safe if working outside normal office hours, any lone working issues, and any issues related to the location of the placement.
Studentsshouldbegiven handoutsas partof thetrainingthatincludeprompts for health andsafetyconsiderationstobemadeaspart oftheir induction process(e.g. checkingtheyare awareof fireand emergencyevacuation procedures). See Appendix vi.
Student Competence
Statement / This is a document,produced bytheuniversityschoolandprovided for the placement provider, asguideto astudent’scompetencelevel.Typically this mightbe anoverviewofcoretechnical competenciesandcourse contentto-date, toallowplacementproviders toputinplaceappropriate, sitespecific health andsafetytrainingtoaugmentbaselineskillswhereneeded. The student placement passport at Appendix v could help with this.
Subject-specifictraining
aspartofcourse / This training wouldincludespecific informationfor copingwith stressful ordangerous environments or other competenciesthatmaybespecifictoa subjectdiscipline(e.g. general chemicalor hazardouswastedisposaltraining). It maynot,however,coverall riskfactors in theworkplace soitisimportant that both studentsandplacementproviders aremadeawareof thelimitations of thistrainingandofthepotential needtosupplementit with location-based trainingatalaterstage.This trainingcanbedeliveredeither byin-housestaff or byinternalorexternal experttrainers.Placementproviderswouldnormally beinformedofthe nature andleveloftrainingprovided withinthestudent competencestatement (seeprevious definition).
Locationbased,employer-
led inductionbriefingand training / Thisis thelocationbasedtraining and/or general newstarterinductionwhichastudent receiveswhen startingaplacement tofamiliarise themselveswith specific,location-basedsafetyproceduresincludingany machinery, equipment,or processeswith whichtheymaynotbefamiliar.Thetrainingisdelivered bytheplacementprovider, anditscontentmaybebased uponareas identified withinthestudentcompetencestatement. Appendix vimay be used by the student.
Additionalinformationre
overseasworking / Where the placement is abroad, the school should assess the travel risks and ensure that any potential hazards, within reason, are communicated to the student, including any visa and vaccinationrequirements. The FCO offers guidance at this link:

It mayalsobeappropriatetoinform themofother risk factorsthatmaybeassociated withdifferencesofclimate and culture.
Where the FCO guidance changes in the course of a placement, the school should consider assisting any students affected.
Theyshould alsobebriefedaboutanytravel andmedical insurancerequirements,as wellasoccupational/employerinsurancerequirementsor exclusions(seesection5.0formoreinformation), asdefined bythe risk assessment. A travel insurance application form needs to be completed and returned to the insurance office for trips abroad.
See Policy and Guidance on Planning and Managing Fieldwork and Off-Site Activities for further information on the travel requirements associated with getting to the location and accommodation.

4.6Suggested questionsfor assessing health and safety inthe placementsetting

Insupportofongoingsafety, both students andvisitingtutorsareaskedtobealerttoissuesor concerns that theymayhaveso thatrisks can beminimised atanearlystage.Thefollowingquestions havebeen developed asaguidefor this process. Itindicateswhat‘firstresponse’actioncouldbetakenif thequestion raisesfurtherconcern, aswell asasuggested escalatingactionifthe firstresponsefails toadequately addresstheissue.

Question / FirstResponse / Escalating Action
Howdoyoufeelaboutthe placement andyourown wellbeing? / Raisewith placement provider contact/manager / Contactuniversityplacement co-ordinatorortutor
Haveyouhadanyaccidents or witnessedanyaccidentsor unsafe practicesthatyouareconcerned about? / Raisewith placement provider contact or manager / Contactuniversityplacement co-ordinatorortutor
Notifyuniversityhealth and safetydepartment
Whatongoingtraininghaveyou beengiven? / Raisewith placement provider contact or manager / Contactuniversityplacement co-ordinatorortutor
Did you receive any induction training? / Raise with placement provider contact or manager / Contact university placement co-ordinator 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 or manager / Contact university placement co-ordinator or tutor

5.0 Insuranceandtheuniversity’sliabilitywithrespecttostudentplacements

5.1Overview of guidelines forplacementco-ordinators

Insuranceneedstobeconsidered fromthevarious perspectivesofwhat couldgowrongandwhocanbe adverselyaffected. Thereare six main aspects toconsider,dependingonwhether theplacementisinthe UKor overseas.Sections5.2-5.7provideanoutlineofkeyissuestoconsiderwhenorganisingstudent placements. Staff should be aware that if they are driving their own car for business purposes, including travelling to visit students or between campuses at the university, then they must have business class car insurance. In most cases this addition to the insurance is either free or very low cost.

5.2Injuries tothe studentduringthe course ofwork onplacement- UK

WithintheUnitedKingdomtheplacement providerisresponsible forthe healthandsafetyofthestudent whilstonplacementasifthestudentweretheiremployee[1]. Mostemployers arerequired to holdEmployersLiability (EL)insurance[2]andthereisanagreement among the UKinsuranceindustrythatworkexperiencepersons will be regarded asemployees byall UKinsurers andcovered byELpolicies.

Someemployers areexemptfrom thecompulsoryinsurancerequirement.Notablytheseinclude government bodiesandfamilyoperations.Somesmall firms arestill runasfamily operations andmayhave noELcover. This insurance is not required if the company is exempt and the student is a member of the employer’s family. If the student is not a family member, then insurance cover is required. Further guidance is available at

If placementprovidersdo notholdemployer’sliabilityinsuranceand are not exempt from the requirement,they must hold public liability insurance. Ifthey don’t hold either then the placement should not go ahead, unless under exceptional circumstances – please contact the Safety HUB Manager for further advice.

Importantnote

If a small companyhas noELcover,then coverfor injuries causedtoorbythe studentsshould bemetunderthat samecompany’s publicliabilitypolicy,asthestudent shouldbetreatedasa volunteer–pleaserefer to theInsuranceOfficerif this becomesanissue.

Government departmentsmayseektocontractout of their legalresponsibilityfor thehealthandsafetyrisk toplacement studentsandtransfer therisk(andtheneedfor ELinsurance)to theuniversity. Underno circumstancesshouldan indemnitybesigned andanysuchrequestsshouldalways bereferredtothe insuranceofficer.

Importantnote

What thismeans isthat astudent injured duringthecourseofworkwithintheUKmaybe entitledto compensation iftheinjuryisdueto someone’snegligenceorbreachof health and safetyregulations. However,this isnotautomatic anddepends onthe circumstancesof the accident. Also, studentsmayhavetobear theirown legal costs.

Theuniversitydoesnotarrangeanypersonal accidenttypecoverforstudents inthe UKwhetheronplacement orotherwise.

If a student is self-employed or acting as a freelance consultant during their placement they have a greater responsibility for health and safety for themselves and anyone who may be affected by their business. The student should be informed that there are these responsibilities and that they should have appropriate controls in place e.g. risk assessments and appropriate levels of insurance.

5.3Injuries tothe studentduringthe course ofwork onplacement– international

When students areplacedoverseasthepositionbecomesmore complex. InFrancefor example,placement studentsaresubjecttoa stageagreementunderwhichtheyareregarded as employeesandtheplacement providergenerallyaccepts résponsibilitécivilefor themunderFrenchlaw. However,somenon-French organisations providingplacementopportunitiesinFrance(e.g. CondéNast,aUScompany)mayrefuseto acceptthis responsibilityandattempttotransfertherisk to theuniversity.

Accordingly,placementorganisers, when seekinginformationasregards aplacement overseasshouldask whethertheir insurancewill coverliabilityfor injuriesor sicknesssuffered byplacement studentsand attributabletotheir dutieswithintheorganisation. Wherethis is notthecase,thematter shouldbereferred to the universityinsuranceofficerwith detailsoftheplacement.

If thereis norequirement inthecountryconcerned for ELtypeinsurancethen thestudentneedstobe awaretheyhaveno/littlelegal protectionandbeadvised accordinglybytheplacementco-ordinator. Insuch circumstances,thestudentmay wantto takeoutpersonal accidentinsurancebuttheuniversitycannot adviseonthesuitabilityof individual policies[3].

A fewcountriesmayrequireELtypeinsurance(alsoknown as Workers’Compensation insurance)to be placed locally. A notableexample isAustralia.This willbecost-prohibitive;sounlesstheplacementprovider canofferthenecessary cover,theplacementcannotgoahead.

5.4Students’liability forinjuries and/orpropertydamage thattheymay cause– UK placements.

WithintheUK,employersare vicariouslyresponsible for thenegligent actsoftheir employeesincluding studentsonplacement,if such actscauseinjury toothers. This liabilitywillbecovered bytheplacement provider’s ELpolicy –see5.2above.

Vicarious liabilitydoesnotapplyif thestudentactsina whollyunpredictableandirresponsiblemannerin whichcasetheindividual student maybeheldpersonallyliable.

Inmostcircumstances,astheproviderisresponsible for supervisingtheplacementstudent duringtheir duties,thenthereisnoliabilityonthepartof thestudent ortheuniversityin theeventofdamagetothe provider’s propertyorthatof anythirdparty wherethe studentisworkingunderthe supervisionofthe provider.Theonlyexceptioniswherethestudentactswith deliberatemalicious intentor inawholly irresponsibleway.

Students should be aware that if they are driving their own car for business purposes, including travelling between sites of the host employer, then they must have business class car insurance. In most cases this addition to the insurance is either free or very low cost. The cost is normally met by the employee (the student).

Theuniversityholdspublicliability(“thirdparty”insurance)toindemnifytheuniversityinthe remote eventualitythatweareheld legallyliableforastudent’sactions(e.g. wetell a placement providerthata student has certainskillsortrainingthatinfacttheydonothave)andsuchactions causeinjuryorproperty damage. Thisinsurancealsoindemnifiesstudents–but onlyatour requestandincircumstanceswherethe universitywouldhavebeenresponsiblehadthecasebeenbroughtagainstit ratherthantheindividual student.

Theuniversity willnotindemnifystudentsforthe consequencesof anydeliberatemaliciousor irresponsible actsontheirpart.

5.5Students’liability forinjuries and/orpropertydamage thattheymay cause– international placements

As the insurancesituationis so variableoverseastheuniversityhasarranged anextensiontoourpublic liabilityinsurancetoprovidepersonal liabilityinsurancecoverfor studentsduringuniversity-authorised overseasplacements,includingliabilityarisingduringthecourseofwork. Thiswill notautomaticallyinclude USA/Canada jurisdictionandthus claims broughtin USA/Canadamaynotbecovered andtherefore placementsinsuchcountriesneedtobediscussedwith theuniversity’s insuranceofficer.

However, thiswillnotindemnifystudentsforthe consequencesof anydeliberatemaliciousor irresponsible actsontheirpart. Nor doesitincludeprofessional risks(see5.7below).

5.6 Health insurance

Students onoverseasplacementsshouldbeadvised totakeoutappropriateandadequatehealth insurance, whetherbywayoftravel insurance ormedical expensescoverage.

Travelinsurancepolicies typicallyprovidefor:

  • Emergency medical expenditure- an emergencymeansanythingthatisunexpected(asopposed toregulartreatment for anexistingcondition);itdoesnothavetobeaseriousorlife-threatening event;
  • Emergencyrepatriationcosts;
  • Lossofbaggage/money;
  • Cancellationcosts;
  • Limitedpersonal accidentbenefits.

However, theextentoftheprotectionvarieswidelyfromoneinsurertoanotherandmanypoliciescontain small-printexclusions suchas:

  • Exclusionofcoverif theinsured personisworking(this isself-evidentlynotappropriateforstudents on workplacement);
  • Life-styleexclusions (claimsarisingwhilstundertheinfluenceof drugs/alcohol–againnotnecessarilyappropriate);
  • Activityexclusions (excludingclaims arisingfrom“dangerous”activities–the definitionof “dangerous”variesbutmayinclude motor cyclingaswell aswintersportsi.e.exclusions arenot limitedtojustparachuteorbungeejumping);
  • Pregnancyexclusions(policiesmaynotoperateiftheinsured personistravellingoutor backwithin,say,3months ofthebaby’sduedateor,worse,maynotcoverthe babyif itispremature).

Studentstravellingon overseasplacementsauthorisedbytheuniversity maytake outinsuranceunderthe university’stravel insurancescheme.Placementco-ordinatorsmustinformstudents thattheyshouldreadthe small printof anyinsurancepolicysinceitis their(thestudent’s)responsibilityto makesureit issuitablefor their needs. A travel insurance application form needs to be completed and returned to the insurance office for trips abroad.

Detailsoftheuniversitytravel insurancearrangements canbefoundat:

Someuniversitiesandother organisations inthe USAprovidinglongertermstudent placements(morethan3months)insistthattravelinsuranceis notsufficient andrequire thestudenttopayfor USmedical healthcareinsurance.Prices varyfrominstitutiontoinstitutionbuttypicallywillnotbelessthan $500.

It isgoodpracticefor placementco-ordinatorstocollect detailsof thehealth andtravel insuranceof their studentsso thatit is available if needed.

5.7Professional liability

Studentstrainingfor a profession –primarilydoctors,dentistsandveterinarystudents–maybeheldlegally liable for professionalrisks.(This canbeknown as professional indemnity, clinicalnegligence,malpracticeor errorsand omissions insurance).

Thepositionis slightlydifferent for these3professions:

StudentsworkingwithinNHS hospitals arecovered for professional risksundertheClinical Negligence SchemeforTrusts. Thoseplaced witha GPpracticein theUKwill becovered bythepractice’smedical malpracticecover.

If the placement isinaprivatehospital, hospiceornursinghome,theplacementco-ordinatorneeds tocheck whethertheemployer’sinsurancewillcovertheliabilityof thestudentforinjuries tothirdparties, including clinical errorsor propertydamage,arisingfromtheir dutieswithintheorganisation. If the provideranswers “no”tothis question theplacement shouldbereferred tothe insuranceofficerfor furtheradvice(ifthe placement isbased inAustralia, andthis insuranceis notinplace,theplacementcannotgoahead–see section5.3).

Medical anddental studentsareencouraged tojointheappropriatebranchof theMDUorMPS.This providesthemwith freeworldwidemedical/dentalmalpracticeprotectionduringtheir electives.Placement co-ordinatorsshouldcheckthatstudentshavemembershipbeforeauthorisinganyoverseas placement.

6.0 Equalopportunitiesstatement

6.1The university’s commitmentand legislativebackground

TheUniversityof Brightonis committed tocreatingastimulatingandsupportivelearningandworking environmentbasedonmutual respectandtrust.Wewillcontinuetocelebrateandvaluediversitywithinthe communityof staff andstudents,topromoteequalityofopportunityandtochallengeandstrivetoeliminateunlawful discrimination.

Theseprinciples areoutlined in moredetailwithintheuniversity’sEqualityandDiversity Policy,whichis itself underpinned byUKlegislation.TheEqualityAct2010offers protectionfromdiscriminationonthe basis of9protectedcharacteristics:

  • Age,
  • Disability,
  • Sex,
  • Genderreassignment,
  • Marriage/CivilPartnership,
  • Pregnancy and Maternity,
  • Race,
  • Religionand Belief,and
  • SexualOrientation.

Studentsareprotected fromdiscriminationbyplacementprovidersinthe UKby theemployment provisions of theEqualityAct,whether theyareinpaidor unpaidpositions. Students are protected from both direct discrimination and indirect discrimination. Direct discrimination occurs when someone receives less favourable treatment because of one or more protected characteristics (race, disability, sex, etc.). Indirect discrimination happens when there is a rule, policy or practice that applies to everyone, but which inadvertently and unnecessarily disadvantages a group of people with a protected characteristic.

The Equality Act 2010 also includesa specific obligation for employerstoprovide‘reasonableadjustments’for studentswith disabilities. Thenatureof theseadjustmentsmayvarydependingontheresourcecapacityofeach employer. Theuniversitycanassistemployersby ensuringthattheyareaware of theirobligationsandby providinggoodpracticeguidanceandsupportinformationwherepossible.

This documentoutlinesthelegislativecontextforthispolicyanditsprinciples.Moreinformationaboutthis policyatanoperational level isavailablewithintheGoodPracticeGuide(Appendix iv).

6.2Checking employerawareness and adherence toprinciples of equality and diversity

Withinall placement situations, placement providers shouldbeasked toassuretheuniversitythat theywill operateappropriaterecruitmentandselectionsystems thatallowforthe adoptionofreasonable adjustmentstoworkingconditions, andtoconfirm their understandingoftheuniversity’s principlesof equalityanddiversity. Thisshouldbeincludedwithinthe standardlettersof expectationandstandard agreementsissuedtoplacementprovidersby theuniversity(seeAppendicesi andii)

Wheresmalleror international employersmaynotalreadybefamiliarwithemploymentlegislationrelating to equalities,itissuggestedthattheyaredirectedto the university’s Equalityand DiversityPolicyandto informationavailableontheACAS websiteabout ( considerationswithintheworkplace.

6.3Declarationprocesses

Theuniversityisrequired toprovidereasonable accommodations inorderforstudentswith disabilitiesand other protected characteristicstocompleteplacementrequirementsforprograms inwhichtheyareenrolled.Inorderforaccommodationstobemade,studentsmustformallydisclosetheir disability(orother personal detail) prior tothe allocation/recruitmentofaplacementandconsent to thereleaseof necessary informationtoplacement agencystaff for thepurposes ofmakingadjustments. Theuniversitycannotmake anyadjustmentsunlessthestudent hasprovided this informationandconsentwithinan appropriate timeframe. Thewayinwhich this consentissoughtandadjustments are madewill varydependingon whetherplacementsarerecruitedor allocated internally orexternallyto theinstitution.

6.3.1 Externally recruited placements