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

2. 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.

3. 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

4. Institutional context – starting point Easy if you have a work placement scheme in UK – Erasmus is about how you offer this abroad If you dont 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?

5. 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

6. 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?

7. 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?

8. 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 Students own network

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

10. 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?

11. 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?

12. 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?

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

14. 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

15. 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

16. 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

17. 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 providers 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

18. 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

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