WORK EXPERIENCE POLICY

WORK EXPERIENCE POLICY Contents 1. Introduction... 2 2. Period and timing of Work Experience... 2 3. Organisation of Work Experience... 2 4. Work Experience Agreement Form... 2 5. Vetting Employers, Visits, Health-and-Safety, Child-Protection and Insurance... 2 6. Parents/Students Meetings... 4 7. Evaluation... 4 8. Troubleshooting... 4 Appendix A - Work Experience Agreement Form... 5 Appendix B: Health and Safety Assessment Checklist... 9 Appendix C: Letter to Employers... 11 Revised and adopted by the Curriculum Committee on behalf of the Governing Body: June 2016 Review Period: 3 years Date of Next Review: June 2019

1. Introduction 1.1 Work experience is a very important part of our curriculum. It provides our students with a real insight into the world of work. Also it presents them with a first hand opportunity to develop the skills they will need to work successfully with adults and as a member of a team. We believe it will help our students to appreciate the relevance of their school-based studies. 2. Period and timing of Work Experience 2.1 It is our intention that every student should complete a two-week period of work experience (10 school days), minimum period 5 days. The period of work experience will take place during the time a student is in Year 10/Year 11. 2.2 The period of work experience may be split into shorter periods that make two weeks in total. These shorter periods do not need to be completed back to back 2.3 The school will ensure that the timing and duration of work experience is set so that the students can achieve maximum benefit from this experience. However, care will be taken to see that this experience is balanced against any disruption to their learning and school life. In this respect, some students might not complete two full weeks of work experience. 3. Organisation of Work Experience 3.1 The school will organise and oversee work experience. Except for certain one-off or long term work experience placements the school has chosen not to engage the services of external organisations. This arrangement benefits the students in so far as it encourages them to use their initiative to find suitable placements, to make telephone calls to employers and generally to negotiate with adults about issues to do with work experience. Also experience has shown that if the student arranges the placement himself/herself it is less likely to fall through and more likely to be successful. 4. Work Experience Agreement Form 4.1 The school will produce a Work Experience Agreement Form. This form must be read and signed by the appropriate people: the employer, parent(s)/carer(s), the student and the school. The form provides evidence that important checks have been carried out (such as a check on insurance and risk assessment) and that all parties have agreed to the work experience placement. The form will make clear that a risk assessment should take account of the young person s lack of maturity, lack of experience etc. By means of this form a check will be carried out on whether the parent(s) are satisfied with the employer s risk assessment processes. 5. Vetting Employers, Visits, Health-and-Safety, Child-Protection and Insurance 5.1 The school will undertake the tasks of vetting employers, checking health and safety at the placement, checking an employer s insurance cover and checking that the experience will be suitable and meaningful for a young person. The school s work experience co-ordinator will oversee the tasks listed in paragraphs 7-16. She/he may delegate, with the Headteacher s permission, tasks to other staff as appropriate. 5.2 HS Advisors. The school will employ/use the services of a number of people (Work- Experience Health-and-Safety Advisors, hereafter known as HS Advisors) in order to make visits to the premises of every employer involved in providing work experience. HS Advisors will be representing the school on the occasion of these visits. A team of 2

HS Advisors will be formed from existing members of staff (teachers and support staff) and/or recruited on an individual and short-term basis to carry out the tasks associated with paragraphs 7-16. 5.3 Checklist. While on the employer s site the HS Advisor will check the company s insurance details, health and safety provisions, risk assessment and other matters see Appendix B for the checklist of requirements that will be used in this respect. In particular, this checklist has been designed to ensure that the health and safety needs of a young person (i.e. who has not yet reached the official age at which they may leave school) are met for the purposes of work experience. 5.4 Training and qualifications. All HS Advisors will be appropriately trained and qualified, and this will be noted and updated as necessary, to enable them to assess competently an employer s circumstances against the requirements of the checklist. 5.5 Frequency of visits. From year to year many students will choose to do their work experience at companies that are known to us in the sense that these placements have been visited and checked by an HS Advisor in the recent past. New placements will be checked and approved in accordance with this policy document and thereafter all companies will be revisited and rechecked within a three-year period. In some placements, where the company's status is such that health and safety risks from year to year are known to us and parents to be managed properly (such as a national supermarket chain) or where the risks are very low (e.g. a school, kindergarten, solicitors etc), the revisiting and rechecking process can be extended beyond three years. This extension will be revoked if this status of the company changes or we have reason to doubt its ability to provide a safe experience for our students. In this instance an additional visit will be triggered. The decision to extend beyond the three-year period can be made by the school's work experience coordinator. However, in certain situations this standard may not be sufficient or adequate; for example, if the student going out on work experience is disabled or has special educational needs. In these circumstances, an additional visit will be set up by an HS Advisor in order to check the company s arrangements against the specific needs of the individual student. An additional visit to a company will also be needed if the nature of the work offered by the company changes and therefore the risks to the student change (for example, from clerical work to shop-floor work). In higher risk placements such as garages or engineering firms visits must be made annually. The HS Advisor will categorise each placement as either revisit within three years, revisit annually or 'visited - low risk - extended'. 5.6 Concerns and issues. The HS Advisors will return all checklists to the school s work experience co-ordinator for scrutiny. Any concerns or issues that are raised by these returns, or the like which are raised by other relevant sources, will be considered and dealt with by the co-ordinator and/or Headteacher as appropriate. Any negative feedback generated by these returns may result in the school having to negotiate changes and/or extensions to existing company practices that will address these concerns and issues. In cases where these matters cannot be resolved, and the student s wellbeing is therefore at risk, the student will not be allowed to take up the placement. 5.7 Special Educational Needs. Where a student has special educational needs, a disability, an illness or any other condition that might affect his/her wellbeing on work experience, the school will inform the employer of this condition in writing. In each case, permission to disclose this information to the employer will be sought from the parents/guardians of the student concerned and the Headteacher. 3

5.8 Child Protection. Child protection is a very important aspect of work experience. To that end, the school has prepared a letter (Appendix C) which must be sent to all employers providing placements to our students. This letter explains the nature of child protection and it offers some advice and best practice guidelines on this matter. 5.9 Master Database. A master database of the main requirements of work experience will be produced and completed by the co-ordinator for each period of work experience. This list will include checks that the following documents/tasks have been completed properly: Work Experience Agreement Form (signed by all parties) (Appendix A); a satisfactory or better health-and-safety assessment (Appendix B); and confirmation that the employer has been informed (where appropriate) of any significant condition that relates to the student s circumstances. In general, a student will not be allowed to start work experience until these checks have been completed and the student can therefore be signed-out. In situations where the checks are incomplete for a student, the Headteacher may give his/her permission for the student to commence work experience, if and only if, the Headteacher is certain that the circumstances at the placement are sound and provide a safe and secure environment for the student in every respect. 5.10 Teacher Visits. The school will visit its students while they are at work experience. These visits will enable the school to check on the welfare of students and to collect information about the suitability of the placements, particularly in terms of its impact on student learning. 6. Parents/Students Meetings 6.1 The school will, each year, hold a meeting for parents in order to explain to them the process, requirements and risks of work experience. The meeting will explain the various stages of organising work experience and it will highlight and make clear the school s responsibilities, the parents responsibilities and the student s responsibilities. There will also be an opportunity at the meeting for parents to ask questions. 6.2 For the students the school will provide a comprehensive guide and series of assemblies about work experience so that they can be properly prepared and ready for challenges of this experience. This will include information about Health and Safety. 7. Evaluation 7.1 Each year the school will evaluate the impact of work experience on student learning. Information for this evaluation will be collected in part from students and employers and other interested groups. Students, staff and employers will be required to complete a written evaluation. The school will ensure that any important/useful feedback from the evaluation process is used in subsequent years to continue to improve policy and practice in the area of work experience. 8. Troubleshooting 8.1 The school s work experience co-ordinator will, in the first instance, be responsible for resolving any problems or difficulties that arise during the period that work experience runs, i.e. from planning through to evaluation. The co-ordinator will be required to refer any serious or significant problems to his/her SLT Line Manager or Headteacher as appropriate. Employers, parents and students will be given the name and contact details (school based) of the Work Experience Co-ordinator. 4

Appendix A - Work Experience Agreement Form Employer, parents/carers and student: Please read the paragraphs below and complete only the section which has been prepared for you. The main purposes of this Agreement Form are to gather important information about the student s work experience placement and to get all parties (employer, parents/carers, student and school) to confirm, by signature, that they are completely satisfied with the arrangements that are proposed. Most of the information gathered relates to Health and Safety and the wellbeing of the student. Each work experience is different and therefore another purpose of this form is to help assess the particular risks (see next paragraph) associated with each placement. Health and Safety at Work. The Management of Health and Safety Regulations 1999 require all employers to assess risks to young people under 18 years old before they start work (or work experience). The assessment should take account of the young persons lack of maturity, lack of experience etc. It should be noted that this requirement applies to young persons on work experience. SECTION 1 - To be completed by the Student DATE FROM.TO.inclusive Name of student & tutor group Age on 9 th July 2012 Years: Months: Home address: Main contact details (parent s/carer s name and home telephone no.): Daytime (e.g. work) contact telephone no. of parent/carer: Doctor s name and telephone no.: The completed form to be returned by the student to the Work Experience Co-ordinator at The Philip Morant School 5

SECTION 2 - THE EMPLOYER This page to be completed and signed by the Employer ONLY. Please ensure contact telephone number and name is included as a member of staff will be telephoning you. Thank you. Name of company/organisation and address: (or company stamp) Postcode (please include; this will be used by the school to allocate visits by its staff, thank you): Address (where work experience will take place IF this is different from the above address): Telephone number: Name of contact: Category of work (please tick a category which best fits the type of work to be undertaken by the student): Manual Non-manual A combination of manual and non-manual Under The Management of Health and Safety Regulations 1999, it is the company s responsibility to ensure that the parents/carers of its work experience student are aware of the employer s risk assessment and control measures in connection with this experience. Please note, the risk assessment does not necessarily have to be in writing. You may be confident that the student will be able to pass on to his/her parents/carers the information you provide about risk assessment at the initial meeting/interview with the student. 1. Has the student attended an initial interview/meeting? Y N 2. Have you carried out a risk assessment and identified ways to minimise these risks? 3. Have you discussed the issues arising from your risk assessment with the student? 4. Have you provided a written risk assessment for the student s parents/carers (preferred, but not necessary)? 5. If NO, are you satisfied that the student will be able to relay details of your risk assessment to his/her parents/carers? 6. Do you require any help in connection with work experience or risk assessment? * I agree to the student named on page 1 undertaking his/her work experience at the company/organisation named above. * I agree to arrange insurance cover against accident or injury caused to the student by the negligence of the employer or another employee (e.g. Employers Liability). * I also agree to accept or insure myself against liability for loss, damage or injury caused by the student, while acting as a servant of the organisation, to the employer s property, other employees or a third party. (e.g. Public Liability) Signature of Employer: Date To Employers: Please return the completed form to the student. 6

SECTION 3 THE PARENTS/CARERS This page to be completed by the Parents/Carers ONLY Your son/daughter will normally be required to attend an interview/meeting before he/she starts work experience. As well as learning about the workplace and the tasks involved, this is an occasion for the employer to discuss with your son/daughter the matter of Risk Assessment and to tell him/her what risks are involved in the work and how these are controlled or reduced (The Management of Health and Safety Regulations 1999). In this respect, parents/carers must not sign this form until they are satisfied that the Risk Assessment has been properly carried out (or is planned to be carried out) and that the placement represents a safe environment for the purposes of work experience. Ensuring that your son/daughter has a safe and meaningful work experience involves an important exchange of information with the employer. It is therefore vital that information about your son/daughter, such as a medical condition or other special needs that may affect his/her safety, or the safety of others, is shared with the employer before the work experience begins. Please use this page of the form (see below) to indicate any medical conditions or special needs as appropriate. Y N 1. Has your son/daughter attended a meeting/interview with the employer? 2. Has your son/daughter discussed with you the risks (as raised by the employer involved in the work and how these are to be reduced? 3. Have you received a written copy of the employer s risk assessment? ( preferred, but not a requirement ) 4. Are you satisfied with the employer s risk assessment? (If you are not satisfied with the employer s risk assessment or if you have doubts about whether the organisation will provide a safe environment for work experience please do not sign or return this form. In this event, please contact the school s Work Experience Co-ordinator so that this matter can be discussed and resolved.) Medical conditions/special needs. Please use this space to indicate any medical conditions (such as epilepsy or asthma) or special needs (such as reading difficulties) that may affect your son/daughter s work experience. If none, please write none. As appropriate, the school will liaise with you about how best to share any information you have given with the employer. This information will always be treated sensitively and confidentially. I agree to my son/daughter doing his/her work experience throughout the period indicated on page 1 and with the organisation stated on page 2. Signature of Parent/Carer: Date To Parents/Carers: your son/daughter must return the form, fully completed, to the school s Work Experience Co-ordinator. 7

SECTION 4 THE STUDENT This section to be completed by the Student ONLY Before the work experience begins you will be told, by the employer, about the health and safety practices of the work you will be undertaking. This will include the most common risks of the work and the workplace, and how you can protect yourself and others from injury. You have a responsibility in law, and an obligation to the employer and the people you work with, to ensure that you pay attention to these safe practices. Your employer will want to be sure you understand the risks, the ways of avoiding injury and that you will be able to explain these to your parents/carers. It is most important that you let your employer know if you do not understand an instruction, any of the safety procedures, or if you do not feel confident you can carry out the duties safely. If you have any special need(s) that may affect your work, you should agree with your parents/carers and the school, how you will explain these to people you will be working with. This may involve, for example, discussing a hearing loss or some difficulty you may have with reading instructions. Letting your employer know will help them, to help you have a successful and safe experience. 1. Have you attended a meeting/interview with the employer? Yes No 2. Has the employer told you about health and safety issues and risk assessment? If you answer yes to question 2 a) did you fully understand these issues and do you feel that you can carry out your tasks safely? b) have you passed on this information to your parents/carers? To students: I agree to hold in confidence any information about the Employer s business which I may obtain during this work experience and not to disclose such information to another person without the Employer s permission. I also agree to observe all safety, security and other regulations laid down by the Employer and made known to me either by the Employer, his/her representative or by displayed instruction. Signature of Student Date SECTION 5 - THE SCHOOL I confirm that the school is satisfied that the Employer has carried out the Risk Assessment and that the sections signed by the: employer; parents/carers and student have been completed correctly. Signed Work Experience Co-ordinator Dated Copy to Employers Copy to Parents/Carers 8

Appendix B: Health and Safety Assessment Checklist Work Experience Placement - Health & Safety Checklist Work Experience Provider: Address: Telephone: Visited by: Requirements Comments Registration: Premises registered with relevant H&S enforcement authority (LA or HSE) Insurance: Current Employer's Liability Insurance Certificate (all cases) Current Public Liability Insurance Certificate (if appropriate) Current Vehicle Insurance Certificate (if student will be a passenger) Health and Safety Policy: (documented if 4 employees) Copy of current (signed and dated) policy statement Clearly stated health and safety responsibilities Arrangements for consultation with employees First Aid Arrangements Qualified First Aider, or Appointed Person, on the premises First Aid equipment provided, and any treatment recorded Accidents, Injuries and Occupational Ill-Health Accident Book (or equivalent record) available Awareness of duties under RIDDOR (accident/incident reporting) Awareness of the need to report accidents/injuries to the organiser Health & Safety Law Poster: (or distribution in leaflet form) Copy of 'Health and Safety Law: What you should know' clearly displayed Has the Work Experience provider: - assessed all risks to employee health & safety, arising from work - clearly defined & planned the work that the student will undertake - taken into account prohibited/restricted activities - conducted a 'young persons' risk assessment - implemented the control measures identified in the assessment 9

- made arrangements for the provision of appropriate PPE - made appropriate arrangements for students with special needs - appointed a supervisor for the student (aware of H&S responsibilities) - made arrangements for a health & safety induction for the student - made arrangements for appropriate health & safety training The Work Environment: Adequate lighting, heating and ventilation Workplace clean and tidy, adequate storage for equipment & materials High level storage spaces adequately guarded Appropriate access equipment provided for any work at height Walkways/stairways clear of obstructions Workplace transport routes and pedestrian routes adequately separated Measures in place to eliminate/reduce manual handling activities Noise levels not excessive/assessment conducted and controls in place Appropriate work-stations provided (assessments conducted) All dangerous parts of machinery adequately guarded Electrical cables & connectors in good condition - no visible damage Toilets and washing facilities provided and kept in clean condition Appropriate safety signs displayed e.g. fire, special precautions etc. Facilities provided for eating and resting (drinking water available) Fire Safety: Has a fire risk assessment been conducted for the premises Adequate number of clearly identified, and unobstructed, fire exits Clear procedures/actions to be taken in the event of fire (e.g. posters) Adequate means of raising the alarm in the event of fire Adequate number of fire extinguishers available (and trained personnel) Person nominated to deal with emergencies and evacuations Fire evacuation drills conducted regularly (minimum of two per year) All arrangements in place to inform the student's parents or guardian of the results of the risk assessment before the work experience begins 10

Appendix C: Letter to Employers Thank you very much indeed for agreeing to accommodate <STUDENT> on work experience. I fully understand the extra workload and responsibilities that you and your colleagues take on when you agree to offer a work experience placement. Our students benefit hugely from this experience which advances their understanding of the world of work, social skills and team work in a way that no other opportunity in education is able to match. So thank you once again for your commitment and continuing support it is very much appreciated! Health and Safety Visits. In order that we can meet our statutory requirements for work experience we have a duty to visit regularly the premises of all employers offering placements to one or more of our students. These visits will be carried out by staff associated with the school and will only take place with your permission. The purpose of this visit is to see the work-place environment that our students will be going into, and to work with you to check that all the necessary health and safety arrangements etc for a young person (14-16 years old) on work experience have been made. I have enclosed two documents ( Health & Safety Checklist and Work Experience for young People, Health and Safety Basics for Employers ) that I hope will help you through this process. In this respect, please don t feel overburdened by the thought of visits and extra work; it is most likely that your current practices sufficiently cover the needs of a young person, but if you have any doubts these can be discussed with my colleague when he/she visits. The Health and Safety Checklist (which you may have completed already) is comprehensive and as such represents best practice in its field; my colleague will help you to match your practices to this checklist and advise you accordingly. Child Protection Child protection is a subject that concerns all areas of society including the child s family, his/her school and in this context his/her work placement. Child protection issues extend to cover a child s welfare, safety and care when he/she undertakes work experience. A number of matters to do with child protection are dealt with in the pink or green Work Experience Agreement Form issued by the school which you have already signed (this form is also signed by a parent/guardian and by the student). These matters include insurance cover (Employer s Liability and Public Liability) and risk assessment. Another matter I should like to raise with you concerns the Disclosure and Barring Service (DBS) check for adults who work with children. You will be aware of the work of the DBS as a result of national media coverage. In terms of our work experience provision, we do not expect nor anticipate that you, or your colleagues who work with or supervise our students, will be DBS checked. It is important for you to choose colleagues carefully who will be well suited to the job of working with young people. It is also good practice for a student on work experience to always work as part of a team of employees and rarely on a one-to-one basis where he/she is alone with a member of staff. However, work on a one-to-one basis would be entirely appropriate if it took place in an area where other staff or people were present. 11

Please be reassured that these points are highlighted in this letter in order to help you and us to arrange a first class work experience placement and one where the student s safety and wellbeing are paramount. If you have any questions about the content of this letter, please contact the school. Also, please contact us for further advice if your circumstances are such that the student joining you for work experience will be required to work for significant periods of time with only one member of staff and away from other colleagues or people. 12