Higher Education. Work Experience Policy

Transcription

1 Higher Education Work Experience Policy ocument Status Author HE Academic oordinator ate of origin May 2016 Version Review requirements FINAL Triennially ate of next review May 2019 Approval Body Ratified by Publication Academic Board irector of Quality and Student Experience Intranet & ollege Website This policy and procedure is subject to The Equality Act 2010 which recognises the following categories of individual as Protected haracteristics: Age, Gender Reassignment, Marriage and ivil Partnership, Pregnancy and Maternity, Race, Religion and Belief, Sex (gender), Sexual orientation, isability 1

2 POLIY ON WORK EXPERIENE Purpose: This policy is aligned to the UK Quality ode and sets out ollege requirements for work experience opportunities that enrich the student experience but don t contribute to the formal assessment of student attainment. It has been developed: To ensure there are procedures in place to provide high quality experiences of work for students; To support effective working relationships with work experience providers; To meet legal and statutory requirements and the expectations of relevant quality assurance frameworks; To clarify the responsibilities and rights of the various parties involved. Scope: Work Experience Work Experience is defined by the ollege as organised work experience activity in a voluntary context that does not attract academic credit. Such activities might be organised by course teams or sourced by students. Whilst such activities are not subject to formal assessment the ollege recognises that they should be appropriately risk assessed and that any organisation choosing to provide a student with work experience should be appropriately briefed to support all parties involved and optimise the benefits linked to the experience. Although students may be required to complete tasks or activities linked to work experience these will not be assessed for academic credit. ollege Responsibilities: The ollege is ultimately responsible for the quality of any work experience activities. uring any work experience activity taking place externally, the student remains a registered student of the ollege with the rights and expectations associated with that status. Even where the provider has responsibility for the student as an employee, the Programme Team retains a continuing share in the responsibility for the student s learning and wellbeing. The responsibilities and arrangements to deliver work experience activities with providers are made clear and functions are delegated at different levels of the organisation within this policy. Both the management arrangements and the responsibilities delegated may vary according to the type of activity and its associated risks. A brief summary of responsibilities with details of where these sit within the ollege is outlined below: Stage 1 - Establishing that the work experience provider is in a position to meet health and safety requirements outlined in the ollege s Ensuring the Health and Safety of Students in the Workplace policy and providing a fit for purpose opportunity: Programme Team Relevant paperwork is held centrally and is accessible to support the transparent monitoring of practice and ensure the health and safety of the students. Stage 2 - Providing support to each work experience provider to ensure that they understand their role: Programme Team 2

3 Stage 3 - Providing support to each student to ensure that they understand how to get the most from their work experience Unit/ Module Leader Stage 4 - Monitoring the quality of the work experience once it is established Unit/ Module Leader 1:1 Tutorial with Student Stage 5 - Evaluating the effectiveness of each work experience from the perspective of both the provider and the student Student Representative from the provider Unit/ Module Leader Relevant paperwork held by Programme Team and HE Academic oordinator, to support transparent monitoring of practice Finding work experiences Students should be provided with reasonable assistance from the programme team and personal tutor in finding work experience when appropriate through the duration of their study. This reasonable assistance should include as a minimum: contact details for relevant employers, advice about where and how to seek work experiences and V compilation and guidance. Work Experience Agreement Each work experience activity must be supported by a written Work Experience Agreement that sets out the terms of the activity and all necessary organisational details linked to the ollege, Work experience Provider and Student. The Work Based Learning Agreement can be found later in this policy. Appendix 1. ealing with complaints omplaints from or about students on work experience should be raised with the Programme Leader in the first instance. If the matter requires escalation this should be taken as part of the ollege omplaints Procedure which is highlighted in Appendix 4. Records will be kept of all formal complaints and of the follow-up action taken in accordance with the ollege omplaints Procedure. The guidance within the next part of the document focuses on the roles and responsibilities for Programme Teams, Students and Work Experience Providers. elivering these expectations is key to ensuring the quality of the student experience. Responsibilities of the ollege Prior to the start of a work experience, Personal Tutors should ensure that students and work experience providers are aware of their responsibilities. These responsibilities are outlined within this policy and must be specifically addressed with students and providers prior to the start of a work experience activity. 3

4 Responsibilities of students As representatives of the ollege students are expected to maintain goodwill with the work experience host, fulfilling their contracted obligations in terms of agreed duration of work experience, demonstrating commitment and appropriate attitudes and behaviours towards the work experience provider and its customers, clients, partners, patients, employees or other students. Managing their learning and professional relationships including ethical considerations; Alerting their Tutor and/or provider of problems or difficulties which may prevent the progression or satisfactory conclusion of the work experience. To complete the Student Evaluation of Work Experience form Appendix 2 and return to the programme leader or personal tutor. Responsibilities of Work Experience Providers The responsibilities of the work experience provider have been put in place to ensure they are providing learning activities which allow the student to gain experience and skills related to their course in an appropriate and safe environment. Health and safety of our students Appendix 5. Making reasonable adjustments to meet equality and diversity legislation; Inducting work experience students into their company/place of work wherever possible. Teaching work experience students technical and theoretical skills if this is relevant. Ensuring students on work experiences have opportunities to make progress to meeting professional standards where applicable. onfirming whether students are covered under Employer Liability Insurance or equivalent cover. omplete the Provider Evaluation of Work Experience form Appendix 3 and return to the student or programme main contact. 4

5 APPENIX 1 - WORK EXPERIENE AGREEMENT Name of Student: Mobile Number: Programme: Address: Name and address of provider: Name of provider main contact: ontact number: address: Effective start/end date: Approximate Hours per week: Activities: ollege ontact etails: Personal tutor: ontact number: Programme Leader: ontact number: ollege ontact Number:

6 The student has received the following documents: Risk Assessment Form Work Experience Policy opy of the signed Agreement The employer has received the following documents: Risk Assessment Form Work Experience Policy opy of the signed Agreement I hereby accept the terms and responsibilities specified in this policy: Student Signed: ate: Personal Tutor Signed: ate: Work Experience Provider: ate: 6

7 APPENIX 2- STUENT EVALUATION OF WORK EXPERIENE The advantage of gathering student feedback is that students can reflect on their total experiences and make overall judgments, including whether or not they would recommend their work experience to subsequent students. Student name:.. Provider:. Please tick to indicate how you rated the following: Poor Fair Good Outstanding Usefulness of information received through the Work Experience Policy Quality of guidance and support provided by the ollege Quality of guidance and support provided by the work experience provider Relevance of the tasks you observed and participated in related to personal and professional development Enjoyment you got from the work experience activity Which aspects of your work experience did you find most relevant to your assessment? In which ways could the work experience have been improved? Student signature:. ate: 7

8 APPENIX 3 - PROVIER EVALUATION OF WORK EXPERIENE It would be useful for us to have feedback from our work experience providers in order to enable us to continue to developing and improving our links with organisations. Please tick to indicate how you rated the following: Poor Fair Good Outstanding Usefulness of information and advice received through the Work Experience Policy Effectiveness of communication with the ollege Overall attitude of the student who undertook the work based learning opportunity Work Based Learning Opportunity Which aspects of the logistical arrangements worked well and which could be improved? Student performance What were the most positive aspects of how the student engaged with the activity and what key areas could be improved? Work Experience Provider signature:. ate:. 8

9 APPENIX 4 MILTON KEYNES OLLEGE OMPLAINTS PROEURE ealing with complaints omplaints from or about students whilst in the work place should be raised with the Personal Tutor or Programme Leader in the first instance. If the matter requires escalation this should be taken as part of the ollege s following omplaints Procedure: Under the Higher Education Act 2004 the ollege subscribes to the independent scheme for the review of student complaints. If you are dissatisfied with the outcome you may be able to apply for a review of your complaint / appeal to the Office of the Independent Adjudicator for Higher Education (OIA) providing that the complaint you take to the OIA is eligible under its Rules. For the full Milton Keynes ollege omplaints Policy please visit our website or follow the link below: 9

10 APPENIX 5 - WORK EXPERIENE HEALTH AN SAFETY It is the joint responsibility of the Programme Team and the Provider to follow the expectations articulated within the ollege s Ensuring the Health and Safety of Students in the Workplace Policy. Programme Team Responsibilities It is the Programme Teams responsibility to ensure the operational implementation and monitoring of the policy and procedures by ensuring: All workplaces have a health and safety assessment prior to a student commencing their programme of learning in the workplace. The status of each workplace is monitored on an ongoing basis Overall compliance monitoring for students within their urriculum area Periodic checks are carried out to ensure that health and safety standards are being maintained Investigation and appropriate action is taken where there is an issue; this must take place in consultation with the ollege s Facilities Manager There is a sufficient number of appropriately trained staff in the area to cover the range and anticipated number of workplace risk assessments. Ensuring that students are appropriately briefed and provided with sufficient information relating to health and safety and the safeguarding of young people. The work placement checklists have been fully completed prior to the student starting on the placement and stored within the relevant area Workplace Trainers Responsibilities It is the workplace risk Trainers responsibility to ensure that: All high risk placements have been visited and fully risk assessed in accordance with the ollege s policy and procedures and associated proforma documentation Any concerns are immediately reported to the relevant ollege contact Reviews are undertaken in the timescale as outlined in the procedures Risk ategories Low risk = such as an office or shop, with everyday risks that will mostly be familiar to the student, simply speaking with any new employer to confirm this should be enough. This can be part of the wider conversation on placement arrangements; Medium risk = such as light assembly or packing facilities, talk to the employer to find out what the student will be doing and confirm the employer has arrangements for managing risks. This will need to include induction, training, supervision, site familiarisation, and any protective equipment that might be needed and with this being minimum requirement for all apprenticeship placements. High risk = such as hair, construction, agriculture and manufacturing/engineering: Visit the workplace and discuss with the employer what work the student will be doing or observing, the risks involved and how these are managed. Remember that although the placement might be in a higher-risk environment, the work the student is doing and the surroundings they are working in may not be, for example it could be in a separate office area. 10

11 Low Risk Work Placement Health and Safety Assessment Provider name: Address: Telephone: ontact name: Type of Business: Risk Rating of Business function: Placement Type(s): Yes No 1. o you have a written Health & Safety Policy? 2. oes your organisation have a system for implementing this Policy? 3. oes your organisation have a policy regarding Health & Safety training for people working with you? 4. Will you provide all necessary Health & Safety for the placement student? 5. Is both Employer & Public Liability Insurance held? (please provide scanned copies) 6. Will insurance cover any liability incurred by a placement student as a result of his/her duties as an employee? 7. o you have emergency procedures in place for dealing with accidents and emergencies (including evacuation) that may arise? 8. Have there been risk assessments carried out on your work practices to identify possible risks and control measures for these (to both your employees and others affected by your undertaking)? 9. Are risk assessment kept under regular review? 10. Are the results of risk assessments implemented? 11. Is first aid equipment provided and are records of first aid treatment kept? 12. If required, are trained first aiders available? 13. Is there a formal procedure for reporting accidents and incidents in accordance with RIOR? 14. Will you report back all reported accidents or incidents involving the student? 15. oes your organisation have an Equal Opportunities or iversity Policy? Who is your nominated contact for compliance with the requirement of Health & Safety legislation? Signed on Behalf of Provider (type name if via ) Printed name: ate: 11

12 High Risk Work Placement Health and Safety Assessment Section 1 General Information REF (from database) Workplace Health and Safety Assessor urrent Status Accept Accept with action plan Reject ate of Initial Assessment or Reassessment Name(s) of student(s) Under 18 Name Of Employer or Organisation Address Over 18 Telephone/fax address Location of work placement omment: Risk ategory Low e.g. administration, accountancy, retail, floristry Medium e.g. hairdressing, childcare, sport, catering High e.g. construction, engineering, motor vehicle Number of Employees Nature of Business Name and Position of ontact Supervisor No.1 Name and Position of ontact Supervisor No.2 Risk ategory Low Medium High omments or updates 12

13 Section 2 - Health and Safety hecklist 1 Health and Safety Policy Y N n/a omment A A1 Is there a clear commitment to health, safety & welfare (written policy statement mandatory when 5 or more employees)? Is the policy signed by the EO or irector? B Are Employees made aware of the policy? isplayed E F oes the policy include arrangements for the Health and Safety of young persons? Is the HSE Health and Safety poster displayed? Is the HSE information filled in on the poster? Are other appropriate Health & Safety notices displayed (e.g. OSHH) Handed Out Other G What is the name of the person responsible for trainee safety? 2 Risk assessment and control Y N n/a omment A A1 A2 A3 A4 A5 A6 A7 A8 Have risk assessments been carried out to identify significant risks and put adequate risk control measures in place? (ross reference to Standard 10 for risk assessments relating to young persons) General Risk Assessment Noise at Work Manual Handling isplay Screen oshh Young Persons Fire Risk Additional Placement-Specific Risk As sessment B Is the employer aware of their requirements to Young Persons under the Management Regulations 1999? 3 Accident, incidents and first aid Y N n/a omment 13

14 A Have adequate arrangements for first aid equipment and / or facilities been made? B Have adequate arrangements for trained first aiders and / or appointed persons been made? Are accidents and first aid treatment appropriately recorded? Are or will all legally reportable accidents, incidents and ill-health be reported to the enforcing authority and will they be investigated? E How are the arrangements for accidents, incidents, ill-health and first aid made known to all employees? 4 Supervision, training, information and instruction A Are employees provided with adequate competent supervision? B Is initial health and safety information, instruction and training given to all new employees on recruitment? Y N n/a omment Is ongoing health and safety information, instruction and training provided to all employees? Is health and safety information, instruction and training recorded? E Is the assessment of health and safety information, instruction and training effective, and is the assessment recorded? 5 Work equipment and machinery Y N n/a A B Is machinery and work equipment provided to the appropriate standards, including appropriate guards and other control measures? Is machinery and work equipment adequately maintained? Are guards and control measures in place as determined through risk assessment? Satisfactory Unsatisfactory Satisfactory Unsatisfactory Satisfactory Unsatisfactory Are safe electrical systems and equipment provided and maintained? 6 Personal protective equipment & clothing A Is PPE/ provided, free of charge, to employees / students as determined through risk assessment? Satisfactory Unsatisfactory Y N n/a omment B Is training and information on the safe use of PPE/ provided to all employees? Is the proper use of PPE/ enforced? Is PPE/ maintained and replaced? 7 Fire and emergencies Y N n/a omment A B Is there a means of raising the alarm and fire detection in place? Are there appropriate means of fighting fire in place? Are effective means of escape in place including unobstructed routes and exits? Is there a named person(s) for emergencies? 14

15 E F Is fire fighting equipment, preventative measures and emergency arrangements maintained, including thorough tests and practice drills? Is a fire log / record book kept? 8 Safe and healthy working environment Y N n/a omment A B Are premises (structure, fabric, fixtures and fittings) safe and healthy (suitable, maintained and kept clean)? Is the working environment (temperature, lighting, space, ventilation, noise) an appropriate and healthy one? Are welfare facilities (toilets, washing, drinking, eating, changing) provided as appropriate and maintained? Are measures in place to ensure that the risks presented by workplace transport and travel are properly controlled? 9 General health and safety management Y N n/a omment A B E oes the employer have access to competent health and safety advice and assistance? oes the employer review health and safety annually? oes the employer display the necessary signs and notices? Has the company registered with the HSE or relevant local authority? Is employers liability insurance current and other insurance in place as appropriate to the business undertaking? F How does the employer manage employees work when they are away from the employer s own premises or when the employees are placed with another employer / site? 9.1 Additional Requirements hildcare placements ate of most recent Ofsted inspection ate of next Ofsted inspection Registration number Registration date RB certificate number ate of RB Number of children registered 9.2 Additional Requirements - Health and Social are Placements ate of most recent are Quality ommission Inspection ate of next are Quality ommission Inspection Number of residents 15 Insurer Policy No. Expiry date: Insurer informed of students on w ork experience? omment Y N

16 10 Management of learners / young person s health and safety A Has the employer assessed the risks to the learner / young person taking into account their age, inexperience, immaturity and lack of awareness of risks? Refers to Section A6 B Have the assessments taken into account any other special needs or circumstances including any disability and/or medical/health condition? Y N n/a omment Has the employer put in place control measures for learner / young person as a result of the assessments and have they informed the learner and their supervisor(s)? E F G etail any necessary prohibitions and restrictions identified by the risk assessments that apply to the learner / young person oes the employer provide competent supervision for learners / young persons and do they have a designated person to take overall responsibility for them? Refers to Section 1 oes the employer provide an induction and ongoing information, instruction and training to learners / young persons reflecting the findings of the risk assessment, working environment, work activities, age, experience and any special needs? oes the employer provide, free of charge, any necessary personal protective equipment and clothing (as determined by the risk assessment) and ensure its proper and effective use? Refers to Section 6 H hild Protection Y N n/a omment 1 Employer/supervisor is aware the student is under the age of 18 2 Employer/supervisor is aware of the ollege hild Protection Policy, including designated staff and contact numbers 3 Safeguarding information has been provided to employers through the employer handbook 4 Employer is aware of the procedure, if young person discloses information which gives rise to concern about their physical or emotional safety 5 Employer has contact telephone number of the young person 16

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