CSW ENTERPRISE

Educational Establishments

Guidance for Work Experience

CSW Enterprise – Part of CSW Group Ltd

Contents

Introduction

What is Work Experience?

Block work experience

Extended work experience

Legal Background

Education Act

Safeguarding

Insurances

Crown Indemnities

Responsibilities

Local Education Authority

Educational Establishments

Educational Establishment Staff

Parents and/or Carers

Students

Placement Providers

Operational Support

Step By Step Support To Running a Work Experience Programme

Placement Approval Process

Preparing a Student for Work Experience

Monitoring

Monitoring: Recommended Practice – Block Work Experience

Monitoring: Recommended Practice – Extended Work Experience

Accident and Incident Reporting

De-briefing Students after Work Experience

Frequently Asked Questions

Why do we have to undertake duty of care checks on work experience placements?

Do all employers have to hold Employers’ Liability Insurance or equivalent?

Are all the employers on the database available to be used for work experience?

Can an educational establishment use parental disclaimers to allow students to go to unapproved placements?

Does CSW Enterprise work with placements outside of the UK?

How many hours can a pre-16 learner do on work experience?

Can students that have been excluded from education undertake work experience?

When is a DBS check required?

Can students work with close family members?

Can students attend placements that have a residential element?

Do I need to inform CSW Enterprise if there are changes in placement details?

When can a student who has been advanced through education start Work Experience?

Should students still in school that are participating in Work Experience be paid?

Appendix A - Sample Health Declaration Form

Appendix B - Education Establishment Work Experience Policy Preparation Guidance

Appendix C - Quality Standard for Work Experience

Appendix D - Sample work experience activity timeline

Appendix E - Finding a suitable work experience placement

Appendix F - Safeguarding-Disclosure and Baring Service check (DBS)

Appendix G - EBP-SW Work Experience Geographical Operational Area

Appendix H - Sample Visitor Form

Appendix J - Sample accident/incident form

Contact Details

Exeter OfficeCSW Enterprise

Melksham OfficeCSW Enterprise

Launceston OfficeCSW Group

CSW Enterprise: Work Experience Staff

Introduction

CSW Enterpriseprovides a service which helps schools and businesses work together to provide meaningful and safe work experience for young people in Key Stage 4 & 5. With years of qualified and professional experience,CSW Enterprisewill deliver flexibility in their service to meet the needs of the school and the employer.

Both the Confederation of British Industries (CBI) and the British Chamber of Commerce (BCC) have recently cited a “lack of work experience” in education. They want to see both academic rigor as well as the development of “character” through work experience to ensure well rounded individuals leave education ready for work[1].

Research conducted by UK Commission for Employment and Skills identified that 66% of employers said “work experience is a significant or crucial factor in their recruitment”[2].

Work placement arrangements are too often seen as over-bureaucratic and burdensome, putting off potential employers. CSW Enterprisetackles this and stops the over-interpretation of the law and the unnecessary multi visit to employers for schools within our operational region.

CSW Enterpriseprovides:

  • An initial meeting to discuss the requirements of the school
  • Access to an online work experience management tool (WEBVIEW)
  • One free onsite training session
  • Free training available in Exeter, Plymouth & Melksham offices
  • WEBVIEW guides
  • A database of possible work experience opportunities for young people to access across the South West that can be accessed by schools and students[3]
  • Access to support material for process, preparation and de-brief
  • Duty of Care checking service carried out by trained qualified members of staff
  • Recommendations for the requirement of DBS checks
  • Free annual Work Experience Seminar
  • Incident and accident investigation procedures.

What is Work Experience?

Work Experience is a placement with an employer where a young person carries out a range of tasks in the same way as a normal employee, with the emphasis on learning. The placement will help young people understand and develop the employability skills and positive “can-do” attitudes that will benefit them in whatever they choose to do in the future.Work experience is a critical aspect of preparation for working life and supports the development of a learner’s economic wellbeing.

Block work experience

Block work experience is normally a placement on consecutive days and traditionally lasts for one or two weeks.

Extended work experience

Extended work experience is carried out over a longer period of time for a set number of days each week. Extended work experience is offered to students for a variety of reasons:

  • Vocational studies – where students are required to undertake a period of work experience in order to support their vocational course.
  • Personalisedlearning- where students have been disillusioned with their curriculum, regular work experience supports their personal development and increases their motivation to succeed at school.

Legal Background

Education Act

Section 560 of the of the Education Act 1996 as amended by section 112 of the schools Standards and Framework Act 1998 enables students of compulsory school age to participate in schemes of work experience. The Education Act 1996 does impose certain limitations on the sort of work students can be employed in. Young people may not participate in work experience until they are chronologically in year 10 of their compulsory education. This means work experience is restricted to students in Year 10 and above.

Section 175 of the Education Act, 2002 imposes a duty on Local Authorities and Governing Bodies to make arrangements for the welfare of children, including those that participate in work experience. These statutory duties reinforce existing Common Law duties towards young people participating in such schemes. When an educational establishment decides to offer any activity, on-or-off site, curricular or extra-curricular, it is imperative that they formally consider whether there is any increased risk to the health, safety and welfare of their learners, staff and others who may be involved and ensure control measures are in place.

Safeguarding

Education establishmentsmust comply with ‘Keeping Children Safe in Education” (DfE2014 Ref: DFE-00341-2014)in order to ensure that learners on work experience are afforded protection from harm. In addition to this all education establishments are also bound by the practices of their relevant Local Authority with regard to safeguarding.

It is important to remember that Local Authorities or Governing Bodies (e.g. Independent schools, Free Schools, Academies) retain overall authority to ensure that each learner, who undertakes a placement, does so in a safe and secure environment.

Insurances

All work placement providers must have cover for both Employers’ and Public Liability insurances in order to take a student on a work placement. The ABI, BIBA and Lloyds of London have agreed that, as a matter of convention, students on work experience placements should be treated as employees for the purposes of insurance against bodily injury (that is, they will be covered by the Employers’ Liability policy), where the employer is legally liable for a loss. Employer’s Liability Policies must provide cover of at least £5million per occurrence.

Crown Indemnities

There are situations where companies do not hold Employer’s Liability Insurance but are able to take work experience placements. These include government bodies that are crown indemnified, which means that in the event of an accident the crown will pay out for compensation rather than an insurance company.

Responsibilities

Local Education Authority

For schools that are Local Authority maintained the Local Authoritycan permit the governing body of the school to make arrangements on its behalf. The Local Authoritywill still need to satisfy that the educational establishment has adequate arrangements in place to ensure the obligations of the Local Authority are met. The Local Authorityhasa responsibility to ensure the following are in place:

  • Support, guidance, procedures & policies to ensure safe systems
  • Competent persons arranging and approving placements
  • Monitoring
  • Compliance advice relating to contracts for third person delivery
  • The safeguarding of all young people within the Local Authority areas
  • Investigation procedures after any incident or accident relating to Work Experience.

Educational Establishments

The education establishment has a duty to ensure:

  • All placements meet health, safety and safeguarding regulations.
  • Students are properly briefed before taking part in work experience
  • Studentsare supported and monitored during the placement
  • Students aredebriefed afterwards
  • That aplacement provider possesses relevant information about the learner[4] (e.g. health, learning disabilities, language difficulties)
  • That they have a work experience policy
  • All safeguarding arrangements are in place
  • All signed documentation is kept for seven years in line with current legal practice

Educational Establishment Staff

  • Governors (maintained schools)–Governors’ duty is to ensure that the Local Authority guidelines are adhered to.
  • Governors (non-maintained schools) - The governing body take on the responsibility of the Local Authorityin ensuring that all obligations are met, as above.
  • Senior Management–Senior Management needs to ensure that the school has the resources, policy and procedures in place to run a work experience programme. This should include:
  • monitoring quality
  • supporting staff with operational responsibility
  • liaising with the Safeguarding Officer regarding specific issues and concerns
  • ensuring that work experience is embedded within the curriculum.
  • Designated Coordinator–Designated Coordinator has the practical task of organisingwork experience placements, liaising withCSW Enterprise, employers, students, parents and tutors. At the same time they would need to ensure the practicalities of work experience follow all relevant guidelines.

Parents and/or Carers

Work Experience is strengthened when parent and/orcarers have an understanding of the processes, procedures and reasons for the work experience programme. They have a duty to ensure that the placement provider and educational establishment have all the relevant information about the learner (e.g. health, learning disabilities and any other relevant information) at the earliest possible conveniencebefore placement starts.

Students

Work experience students have a duty to take care of their own health and safety, and that of others who may be affected by their actions. This includes listening carefully, following instructions, using any safety equipment that has been provided and taking part in relevant training.

Placement Providers

Employers who provide work placements need tomeet legal duties towards the learner andthey must:

  • observe the current legislations relating to health and safety, equality and safeguarding
  • have up to date Employers’ and Public Liability Insurance
  • review current risk assessments taking into account students’ age, lack of experience, skills,maturity and awareness of any health conditions
  • carryout a clear induction on the first day, ensure adequate supervision, monitoring and training throughout the placement

CSW Enterprise

Provides a service to facilitate placements on behalf of educational establishments.Their role is to gain assurances:

  • That the employer has systems in place to ensure the health, safety and welfare of the learner while under their control, so far as is reasonably practical
  • That the employer has the relevant insurances in place
  • That the work experience placement is supervised by competent people
  • That the employer understands about the specific factors[2] relevant to employing young people
  • That the employer understands their duty towards safeguarding and make a judgement if a DBS check should be considered
  • That the employer will identify aims, tasks, requirements and dress code of a placement
  • That the employer has identified risks and control measures for the placement

Operational Support

Every school will deliver their work experience programme to suit their needs. Below is suggested best practice taken from schools and colleges across the South West. This support does not purport to be an exhaustive guide.

Step By Step Support To Running a Work Experience Programme

Planning

  • Identify person with responsibility for work experience within Senior Management
  • Prepare work experience policy - Appendix B – Education Establishment Work Experience Policy Preparation Guidance
  • Identify Work Experience Coordinator and/or Administration Support
  • Identify work experience dates
  • Plan a time line for implementation - Appendix D – Work Experience Sample Timeline
  • Identify a preparation programme for work experience in order to maximise learning
  • Complete booking form and confirm dates to CSW Enterprise
  • Complete school details on WEBVIEW. Include emergency contact details at the earliest possible convenience. This should be available for the whole period of work experience
  • Submit student details to CSW Enterprise

Preparation

  • Launch to staff, confirming dates of delivery, responsibility and planned programme of preparation
  • Launch to studentsand issue of PIN numbers for online database WEBVIEW (where used)
  • Launch to Parents:
  • Send letter explaining the processproviding deadline dates for placements
  • Issuehealth declaration form
  • Find a suitable placement – Appendix E
  • Support students in identifying and securing a suitable placement
  • All placements should be checked by the SENCO[5] and the person responsible for safeguarding within the education establishment
  • Provide sample letters and emails students can send
  • Once a placement has been confirmed, ensure signed forms have been received from:
  • Employer
  • Parent
  • Student
  • Enter the placement on WEBVIEW
  • Recommendation: Send a thank you letter to employer and give them the following information:
  • Contact details to be used in case of a problem during the work placement
  • That they may be contacted by Education Business Partnership-South Westto complete a duty of care visit
  • Medical or behavioural concerns that may affect the student on placement
  • School to monitor WEBVIEW for communication purposes and also for up-to-date information regarding progress
  • CSW Enterprisewill inform school of any relevant issues or concerns via WEBVIEW
  • CSW Enterprisewill confirm the duty of care approval via WEBVIEW and inform the school of any recommendations regarding DBS[6] checks – Appendix FSafeguarding – Disclosure and Barring Service checks
  • Students are properly prepared and briefedon the hazards of the workplace and thecontrol measures provided to reduce oreliminate risk of injury, before they start their placement.
  • Recommendation: Students should be provided with a means to record their learning and development during their work experience placement. CSW Enterprise produces a Work Experience Diary for students to record the learning points of their placement. Please contact the office for details of charges.
  • Students should be provided with out of hours contact that they can use is in use in case of any problems or issues.
  • For block work experience programmes ensure all placements are submitted to CSW Enterprise at least seven weeks prior to work experience. Any late placements that require a visit will have a late fee applied. This does not apply to extended work experience programmes.
  • Recommendation: Two weeks prior to placements encourage all students to contact employer to ensure theyarestill expected, and to make any final arrangements regarding the first day.
  • Recommendation:Two weeks prior to placement issue job descriptions to students to pass to parents to ensure they are aware of any particular requirements.

During Placements

  • Students to be encouraged to record their learning outcomes.
  • Recommendation: In order to ensure the school’s duty of care is maintained it is advisable to undertake visits to students during their placement.

Placement Completed

  • Recommendation: Provide employer with a means for them to reflect on the student’s performance during the placement.
  • Recommendation: Student and school send thank you letter to employers.
  • Recommendation: Educational Establishmentsshould review the students’recording learning outcomes
  • Recommendation: Encourage students to complete the WEBVIEW online feedback questionnaire
  • Recommendation: School to undertake a debrief session with students
  • Report to CSW Enterprise any concerns that have been raised regarding any employers
  • Complete CSW EnterpriseSurvey Monkey questionnaire
  • Recommendation: Write up a case study of one of the placements and submit to CSW Enterpriseand governors
  • Reflect and review process and report to governors
  • Recommendation: Celebrate the success of students and employers by:
  • Issuing certificatesfor students
  • Invite the local press and employers to celebration event
  • InformCSW Enterprise of any good new stories and case studies

Placement Approval Process

On submission of a work experience placement via WEBVIEW, CSW Enterprise will check the details, provide an initial status and will update this status depending on the progress.

CSW Enterprisewill not take responsibility for any accidents or incidents that result from placements that have not had a positive approval for work experience. In order to operate an effective service to all of our customers, CSW Enterpriseoperates deadlines for placement requests.Placements submitted after the deadline that require a duty of care check, cannot be guaranteed. CSW Enterprisereserves the right to charge a late fee.

Deadlines For Placement Requests

Area / Block / Extended[7]
CSW Enterprise
Operational area (see Appendix G) / 7 weeks / 4 weeks
Out of Area[8](OOA) / 14 weeks / 14 weeks
London / 16 weeks / 16 weeks

Placement Approval Process Outside of CSW EnterpriseOperational Area