“I want to do a work placement...”

“I want to do a work placement...” ERASMUS WORK PLACEMENTS: a practical checklist by Annette Strauss and Adele Browne

Questions and questions STUDENT • Am I allowed to? • What kind of work can I do? • Can I go anywhere? • How long does the placement have to last & how many hours do I have to work? • How will I be assessed? • Do you help me find it? • Will I get a grant? • Will I still get my loan? ERASMUS OFFICER • Are work placements allowed? • What kind of placements are allowed? • What are the restrictions? • What are the rules? • How will the institution recognise the work placement? • What are my responsibilities? • Yes, if the placement is eligible. • I can find out.

Questions and answers • Are work placements allowed? • What kind of placements are allowed? • What are the restrictions and rules? • How will academic recognition be given? • Who approves the placement? • What are my responsibilities? INSTITUTION • Sandwich degrees with in-built work placements developed over many years • No history of students doing work placements abroad

Institutional context – starting point Easy if you have a work placement scheme in UK – Erasmus is about how you offer this abroad If you don’t you need to consider: • Why offer work placements? Who decides? • How does this fit with your degree courses? • Who will take ownership? • Will it be centralised or devolved? • Will it be driven by student demand? • What is your role?

Institutional context – stakeholders • Course directors/programme co-ordinators • Departmental administrators • Registry fees staff (Erasmus fee waivers) • Examination officers if credit-bearing • Student records staff • Finance office for grant payments • Accommodation office (student housing) • Students

Institutional context – the placement If the student finds a placement who is responsible for: • Managing the interaction with the placement organisation? • Deciding if the work content is suitable and will challenge the student? • Deciding if a site visit is necessary? This might be needed if there is a significant Health & Safety dimension. Who goes? • Deciding if the practical arrangements are suitable – hours of work, holiday entitlement, supervision etc. • Deciding if and how it will be recognised?

Distribution of roles Where will the work be based? • A work placement office? • Faculty or departmental offices? • Careers office? • European Office? Will specific academic or administrative staff be involved? Who will decide recognition?

Finding work placements • Previous student placements • University alumni • University careers service • Academic staff contacts • Company websites • Erasmus partners • Placement networks – eg Leo-net, Globalplacement.com • Business outreach or enterprise groups • Chambers of commerce and their international partners • Industry of placement providers • Student’s own network

Approaching employers Getting the approach right: • Email? Phone? Letter? • Language • Format of CV • Careers centre • Student expectations

Placement details to consider – suitability for learning outcomes • Is the placement relevant and appropriate? • What is the nature of the Organisation? • What, precisely, will the student be doing? • Are there clear and structured opportunities for learning? • Will the student be supervised and mentored? • Does the placement offer appropriate opportunities for the academic requirement to be fulfilled/recognition to be given?

Placement details to consider – suitability of student • What does the placement provider need from the student? • Does the student need specific skills or background knowledge? • Does the student understand the nature of the Organisation? • Does the placement provider expect you to take a role in selection?

Placement details to consider – working conditions and formal set-up • Will the student be an employee or trainee? • Is there a formal contract? • Is there a national standard document eg Convention du Stage? • Is the placement paid or unpaid? • What insurance cover is provided? • What are the hours of work? • Is there holiday entitlement? • Is there a confidentiality agreement and will this affect any reporting? • What professional codes of conduct apply? • Who will sign the Training Agreement?

Placement details to consider – health and safety UCEA Heath & Safety Guidance for the placement of Higher Education students August 2009 www.ucea.ac.uk

Creating a formal contract: Learning outcomes • A THREE-WAY DOCUMENT: • placement provider, placement student, home institution • PROVIDE: • names and contact details of the three parties as well as the placement supervisor • STATE: • Placement student profile (course, year of course, work placement component, means of assessment) • Min/max length of placement and min/max number of hours

Creating a formal contract: Learning outcomes • STIPULATE: • Responsibilities of the placement student: commitment to carry out working duties commitment to adhere to company rules: codes of conduct, confidentiality etc cooperation with supervision arrangements preparation of assessed academic work maintain contact with home institution • Responsibilities of the placement provider: sign training agreement engage the student in duties as agreed designate an appropriate supervisor make contact with home institution over matters arising provide end certification

Creating a formal contract: Learning outcomes • REQUIRE: • Information on the nature of the Organisation • Information on the precise duties of the placement student • SIGNED BY: • Placement provider • Placement student • Home institution: academic approval • Home institution: administrative oversight (Erasmus officer?) • FORMAL CONTRACT: Health & Safety and Working Conditions

Preparing students • Common ground with preparation for study placements • Accommodation, cost of living, cultural issues, safety, emergency contacts, etc. • Also • Information on the work environment in the country concerned and the specific employment sector • Alerting students to the placement provider’s expectations: timekeeping, turning up every day, confidentiality requirements, email and web access and use at work, dress codes, modes of address with colleagues and senior colleagues • Student as ambassador for institution (retaining good placements) • Student procedure to follow if problems arise at work • Take student through paperwork

Monitoring and supervision • Establish mechanisms prior to placement • Checking student has arrived and started work • Checking progress satisfactory • Routine periodic contact • Support from Erasmus partners, if involved • Staff visits • Procedure in case of problems • Requirements of placement provider/supervisor to report • TRIANGLE OF COMMUNICATION

Adele Browne: A.V.Browne@sussex.ac.uk & Annette Strauss: A.Strauss@surrey.ac.uk

“I want to do a work placement...”