Careers and Opportunities Team
INTRODUCTION AND DEFINITIONS
This handbook aims to help University of Winchester staff to understand and manage the placement experience for students. It is intended to ensure that all staff are fully aware of the legal, insurance and health & safety requirements of a placement. This handbook complements the information supplied to students via the students handbook which can be viewed on Issuu, see Issuu.com/theuniversityofwinchester
The work placement team are happy to help and advise and can be reached on workplacements@winchester.ac.uk
UNIVERSITY REQUIREMENTS
A placement is a period of assessed learning in a workplace included in a module and approved by the University which carries a requirement to complete. It should satisfy the module requirements appropriate to the course and is usually in a field relevant to a student’s subject. All placements must be added to InPlace and approved before the placement starts. If a student has not registered the placement on InPlace and completed the relevant sections (including applying for a DBS, as applicable, and completing all health and safety elements) in advance of their placement, then the student will have to transfer to an alternative module. It is the responsibility of the Faculty to ensure this process is followed.
ROLES AND RESPONSIBILITIES
UNIVERSITY OF WINCHESTER
To ensure success of placement provision the University of Winchester will:
F Provide information to the student on general health and safety prior to their placement.
F Provide specialist advice and guidance for students with additional support needs.
F Check that University placement procedures are being followed.
F Appoint a Placement Module Lead and establish dates of contact / visits as appropriate.
F Ensure that the Placement Module Lead will provide support to the student when out on placement through a placement visit, offering
formative assessment opportunities, and graded assessment of the accredited placement module.
F Provide training to Placement Module Leads to ensure that they are able to assess all elements of the student’s placement application on InPlace; to include a review of the student’s risk profile on InPlace and any requirements for a DBS certificate.
F Ensure the student knows how to report any concerns relating to harassment or sexual misconduct to the University, either through the Placement Module Lead or via the Report and Support website. Where allegations of misconduct are made or proven against a student while on placement, whether the misconduct was within the placement context or not, the student may be removed from placement either temporarily or permanently as appropriate.
F Encourage all staff to disseminate placement opportunities to the Placement Team to promote to students.
STUDENTS
To ensure the student attains a meaningful experience, the student should:
F Attend in-curriculum placement support sessions at the University and familiarise themselves with all the relevant resources and health and safety information provided.
F Upload the required placement information (in advance of the placement start date) to InPlace including the Placement Learning Plan risk profile and organisation insurance documents.
F Abide by organisation guidelines regarding health and safety requirements, and other practices and procedures of the placement provider.
F Report any concerns about health and safety to the organisation, including personal or health concerns or disabilities that may require adjustments.
F Report any accidents or near misses in the workplace to their organisation.
F Consult with the University prior to seeking any changes in the terms and duration of the placement.
F Notify the University if their placement ends early for whatever reason.
F Ensure they represent the University in a
professional manner as an ambassador of Winchester.
F Where a DBS is required for a placement, the student should apply for this at least 6 weeks ahead of the placement start date. Guidance can be sought from the registry.enquiries@ winchester.ac.uk and on the Registry intranet page. The student is liable for the cost of the DBS.
F International students must follow the advice and guidance from the International team to comply with visa requirements.
ORGANISATIONS
To enable the placement provider to fulfil the requirements of the placement and meet the needs of the role, the organisation is required to:
F Plan the work to be undertaken by the student, including supporting the student to complete placement learning objectives, a full and clear induction to the organisation and its working practices and associated health and safety training.
F Undertake a risk assessment to identify any potential risks/hazards associated with the student’s placement and to ensure that adequate controls will be put in place to address these risks, including whether an Occupational Health check is required.
F Nominate a supervisor who will conduct or make arrangements for day-to-day supervision of the student.
F Comply with the appropriate country’s health and safety legislation.
F Assess the DBS certificate sought by the student through the University in order to satisfy safeguarding requirements
F Facilitate access to the student for up to two contacts by the Placement Module Lead as appropriate.
F Ensure both Employers’ Liability and Public Liability Insurance Certificates are provided to the student and that they are valid for the duration of the placement together with confirmation that students will be covered whilst under their supervision/control and provide these certificates to the student so that they can be uploaded to the student’s placement application.
F Promptly inform the University of Winchester of any serious accidents which involve medical treatment that goes beyond first aid or advise the University of incidents relating to breaches of discipline by the student.
F Advise the University promptly of any unexplained periods of non-attendance or any other workplace concerns.
F Plan the work to be undertaken by the student, including supporting the student to complete placement learning objectives, a full and clear induction to the organisation and its working practices and associated health and safety training
F Treat placement students in the same way as they would other employees in respect of their induction, supervision, inclusivity, health and safety and welfare.
WORK PLACEMENT PROCESS
Preparation sessions are delivered to students by the Placement Module Lead which should cover modules and assignments the placements link to alongside the value of taking a placement (work placement or volunteering module) so they understand the whole picture before making a choice.
The Placements Team will be available to come in to do a session on the placement process (where to look, apply, support from careers and the placement application system).
PREPARATION FOR PLACEMENT
It’s important to remember that students may not have worked in professional employment or in an industry that is linked to their course. It is vital that the students are offered preparation sessions to help them adjust to the working environment.
We recommend that all programmes that offer a placement should timetable sessions to help the student prepare, the placement and careers teams would be more than willing to assist you.
These sessions could include:
F Why a student may wish to take a placement.
F How to find a placement.
When the student has secured a placement, the student completes InPlace, the University’s placement management system, which needs to be submitted to the Placement Module Lead for approval.
The Placement Module Lead logs in to InPlace to check through the student’s application, including checking the placement provider’s details as per this document and conducting a thorough review of the risk profile, the Placement Learning Plan and evidence of the placement.
In addition to these timetabled sessions, students can access several resources available from the Careers and Opportunities Team such as career guidance and placement support both available as bookable appointments via Career Connect or students can pop in to SAB303 and speak to a member of staff.
Please also encourage your students to join the relevant placement canvas page using the links below:
Work Placements: winchester.instructure.com/enroll/REY7WX
Volunteering Module: winchester.instructure.com/enroll/XJT8GY
ON PLACEMENT ENROLMENT
If the Placement Module Lead approves the placement, an automated email is sent to both the student and the organisation.
The placement team will manage the relationship with the placement provider, including requesting organisation feedback at the end of the placement.
The student should be assigned a Placement Module Lead who will be the student’s point of contact at the University and who will be responsible for marking of assessments.
Once the student has secured a placement, the student must enrol using InPlace, the University’s placement management system. For more guidance on this please refer the student to the “Student Guide to Placements” handbook which can be viewed on Issuu.
HEALTH AND SAFETY
As part of their due diligence checks, the placement team and Placement Module Lead should satisfy themselves that each placement provider, whether allocated by the University of Winchester or independently found by the student, is suitable. Procedures for securing, approving and allocating placements should be transparent to all and the following should be considered:
F The ability of the placement provider to allow students to successfully meet the learning outcomes of the placement.
F Health and safety requirements including any requirement for DBS checks.
F Any relevant professional, statutory or regulatory body (PSRB) requirements governing the suitability of placements.
F Student support on placements, including the mechanisms for dealing with any problems or complaints;
F Any reasonable and anticipatory adjustments for students with a disability or learning difference.
F A health and safety risk assessment should be carried out following the University’s policies and procedures in place at the time, following the advice of the University’s Health and Safety Manager.
F Valid Employers’ Liability and Public Liability Certificates should be obtained together by the student with confirmation from each employer that students will be covered whilst under their supervision/ control.
F The Placement Team or Placement Module Lead may visit the placement provider to assess their suitability.
Full details of our placement host checklist can be found HERE
For more information about health and safety whilst on placement, please click HERE
SAFEGUARDING
If the student’s placement or volunteering role involves working with children or vulnerable adults, they’ll likely need to complete a Disclosure and Barring Service (DBS) check, which is a background check to ensure they’re suitable for working with those groups. The University facilitates this process, but the student is responsible for paying the fee. Please note that, even if the student already has a DBS certificate, they will still need to obtain one through the University before commencing any placement or volunteering with these groups.
The student is asked to give as much information as they can when completing their Placement Learning Plan and uploading it to InPlace. The Placement
Module Lead will assess the need for a DBS check and, if one is required, the student can then apply through the University Registry team. More information about the DBS can be found HERE
OVERSEAS PLACEMENTS
A growing number of students are undertaking placements abroad. Students may arrange these placements with organisations directly or through a third party. Once a student has secured an international placement, the student will register their placement via InPlace and be directed to a complete a Microsoft form. The automated approval process is:
1. Academic Department Review
2. Dean/Director Review
3. Health and Safety Review
4. Travel Cover Review
5. ELT Approval. If the intended travel is to a high-risk area, the form must be forwarded to the ViceChancellor for approval
6. Completion of the risk and medical forms
The student will receive an automated notification when their application has been approved, which they will acknowledge in their InPlace application
Once their placement has been approved, they may book travel and accommodation. The University’s travel cover will provide travel and emergency medical cover for students on approved placements.
Students will be directed to check the FCDO website one month before they travel.
The benefits of this process are:
F The process can be tracked from end-to-end.
F Students receive communications automatically.
F All the data is stored in one place with a dashboard overview.
F Automated trackable spreadsheet of all applications.
If you decline an overseas placement, please redirect the student to the Placement Team for assistance with finding an alternative placement. It is recommended that students refrain from booking travel and accommodation until their placement has been approved. Once a student’s placement has been approved, they may book travel and accommodation.
The University’s travel cover will provide travel and emergency medical cover for students on placements if approved by the University. Approval must be obtained at least four weeks before the placement is due to commence. If the student wishes to book travel and accommodation before that period, they do so at their own risk.
The University’s Health and Safety team will monitor conditions in the host country prior to and during the placement.
HEALTH AND SAFETY CONSIDERATIONS FOR PLACEMENTS ABROAD
For placements abroad, we advise that the placement cannot be determined as ‘low risk’ on the InPlace risk profile. Therefore, students travelling abroad to work must assess all aspects of the risk profile and give details.
To help prepare your students for working abroad, we recommend that the following topics are taken into consideration.
Travel arrangements
F Students should pre-arrange their flights and transfers to and from the placement location. They should be clear about where they are going to and ensure that they have plenty of time to make any connection journeys.
F Accommodation – students should ensure that they have suitable accommodation booked before departing.
F Bear in mind the effects of long-haul travel (jetlag, fatigue) and how to avoid them.
Personal safety
F Students should research the area they are travelling to prior to departure and avoid ‘no-go’ areas and areas of high crime.
F Safe use of public transport, taxis, etc. – where possible, students should only use registered taxis/buses and should pre-book taxis if necessary.
Climatic conditions
Students should consider the climate of the area they are travelling to (e.g. higher temperatures, monsoon seasons, arid conditions, extreme winter conditions) and pack accordingly.
Health risks and vaccinations
F Venomous animals and insects
F Contagious diseases
F Students can refer to the NHS Fit for Travel website for vaccination information for every country, and check that their vaccinations are up to date.
F Students should avoid consuming contaminated drinking water and food.
F For some countries it may be advisable to drink bottled water only.
F Students will need to apply for a GHIC (or EHIC is applicable) card online.
Cultural differences
Other countries may live by different customs and/or speak another language. To avoid causing offence to locals or breaking the law, it is advisable that students familiarise themselves with the ‘cultural norms’ of their placement country, such as the following:
F Accepted behaviour
F Local laws and religions
F Dress codes
F Alcohol use.
Obtaining medical or other emergency assistance
Students should make a note of local healthcare arrangements and the contact numbers of local emergency services.
INSURANCE
Insurance is a transfer of risk between the policy holder and the insurance company by paying for the provision of professional support and financial recompense if things go wrong. Wordings and compulsory insurances vary from country to country. Students will be responsible for obtaining insurance documents from their placement provider and uploading them to InPlace. The Placements Team has provided a template email on both the Work Placement Support canvas page and the Volunteering Module canvas page for students who are unsure how to word this request. Please note that placements should not be approved unless the relevant insurance documents have been provided. This is also the case for virtual or remote placements.
EMPLOYERS’ LIABILITY VERSUS PUBLIC LIABILITY – WHAT IS THE DIFFERENCE?
Insurers provide cover for businesses’ legal liabilities by issuing:
F employers’ liability covers employers for financial awards made against them following the company’s proven negligence in causing injury or disease to people they employ.
F public liability covers businesses for financial awards made against them following injury, disease or damage to people they do not employ, for example, visitors and customers.
LIABILITY INSURANCE IN THE UK
Within the UK it is compulsory to hold employers’ liability insurance. There are some exemptions to this, and sole traders will often not need this cover. Sole traders should, however, have public liability insurance.
While the student is on placement, they are considered to be an ‘employee’ of the company, irrespective of whether the work is paid or unpaid. If your student undertakes a placement which is not at the University, then the placement provider (employer) – not the University- is responsible for providing liability insurance.
The company may also hold public liability insurance which indemnifies the company against claims made by any visitors or customers.
Sole Traders and Insurance
Some businesses are not required to have Employers’ Liability insurance; companies with no employees or family businesses that employ only family members. However, if your placement organisation does not have Employers’ Liability insurance, they must take out Employers’ Liability insurance for the duration of the placement in order to be covered.
All existing regulations for the protection of persons at work, for example under the Health and Safety at Work Act, will apply equally to persons on placements. Further information about the employment of young persons can be found on the Health and Safety Executive website.
Sole traders may have a Public Liability insurance policy. This will not cover students whilst on placement.
Most Public Liability policies will cover any accidental injury or damage to third party property arising from the actions of the placement student. Organisations should check their policy document and if they are in any doubt about the adequacy of coverage, contact their insurer or the broker who arranged the policy.
Requirements for Insurance Documents
It is a legal requirement that an Employer’s Liability certificate must be displayed or made electronically available in the place of work so this should be easily obtainable. Confirmation of cover notes is issued annually. These should be issued by a Financial Conduct Authority (FCA) or Prudential Regulation Authority (PRA) firm, such as an insurance company, broker or insurance professional and will have a registered number.
The insurance certificate should cover the period when the student will be undertaking their placement; these are typically issued annually so if the placement is arranged in advance, it might be necessary to request their current certificates and then updated certificates when issued on renewal. The Placements Team will manage this.
In terms of liability limits, Employers’ Liability policies must provide cover of at least £5 million per occurrence, although most policies cover up to £10 million. Typically, Public Liability policies offer cover of between £2 million and £5 million. However, determining the appropriate level of cover depends on the faculty’s risk assessment of the activities being undertaken.
The charts on the following page are intended to be used as a tool to assist you when you are deciding what level of indemnity organisations should have on their Public Liability insurance policy. These are for guidance only and there may be other overriding risk facts, which you think are more important in deciding the level of indemnity.
The squares in the tables show the level of indemnity. You must consider the inherent risk of the activity and plot it against the potential loss (this will always have to be a balanced judgement).
On some occasions only one of the tables will be relevant and others, all five.
Levels of indemnity required
LIABILITY INSURANCE ABROAD
If your student decides to undertake a work placement abroad, they will need to check if the placement provider has appropriate insurance in place to protect them while undertaking their placement. The student will also need to check the country’s guidelines on insurance. Some countries do not require businesses to have such insurance or may have insurance schemes in place which are similar but do not provide the same level of liability cover.
It is essential that the student includes the details of liability insurance in the risk profile. If the placement provider does not offer this, the student must notify you.
If the placement provider does not have the necessary liability cover in place, speak with the insurance team at the University, who may be able to offer assistance.
TRAVEL AND MEDICAL INSURANCE
The University’s travel cover will provide travel and emergency medical cover for students on overseas placements if approved by the University.
If the student is seeking to gain employment experience that is not formally part of their course, they will not be covered by the University’s travel cover and should arrange their own cover.
Before your students start to apply for placements, it is important that you consider the potential location of their placement. The student should make you aware of this via the Microsoft Forms international process, triggered by InPlace. The student’s placement must be approved by the health and safety team and ELT prior to embarking on the placement,
If the University, FDCO and the University’s travel cover provider advise against travel, then the student must reconsider their placement location.
Insurers will not normally permit travel in these circumstances as it is not possible to guarantee that the student can be evacuated in the event of an emergency.
The student’s safety is our greatest concern. If the work placement is planned in a country where the FDCO has raised concerns but not advised against travel, then the student must include this information in the risk profile section of InPlace, and this must be approved through
the University’s international placements process. Ultimately, if our travel cover provider considers that the risk of travel is too high for the student’s safety to be guaranteed, then travel cover may not be available. Under these circumstances, the placement will not be supported by the University.
Please refer to the University’s travel cover page on the intranet:
RISK PROFILES
InPlace, the university’s placement management application, allows students to create a risk profile, which enables them to reflect on where they will be doing their placement and the associated risks. It is therefore essential that students complete the risk profile.
The student will need to assess the level of risk of their placement - low, medium or high- and provide a brief explanation as to why it has been assessed as the chosen level. With medium or high risks, students will need to give an explanation as to why it has been deemed as this risk level and include actions to reduce the risk.
It is important that this section is assessed fully. If you believe that the risk should be reviewed, do not approve the placement until this has been rectified.
The University’s health and safety team will provide Placement Module Leads with training relating to support the sign-off of student risk profiles, to include DBS where relevant.
InPlace enables you to send a comment to the student and reject the placement. If you have concerns regarding the placement, you should mark the placement as ‘incomplete’ via InPlace. This will allow you to discuss your concerns with the student and support them to update their risk profile satisfactorily. If, following an update to the risk profile, you still believe that the placement is not suitable in terms of the student’s safety, you must reject the placement.
INTERNATIONAL STUDENTS
The majority of international students will be eligible for a Student Visa (Student Route). It is the student’s responsibility to check and adhere to the conditions of their visa. International students are normally permitted to work in the UK, provided the following are met:
F A maximum of 20 hours per week during university term time. UKVI have defined a ‘week’ as a 7-day period starting on a Monday and ending on a Sunday.
F Work with no limit during official vacation periods only. Be aware that official vacation periods differ for undergraduates and postgraduates. Postgraduate students are not considered to be on vacation during the summer months.
Student Visa (Student Route) holders are not permitted to:
F Be self-employed or engage in any business activity
F Take employment as an entertainer
F Take employment as a professional sports person, including sports coaching
F Accept/fill a permanent position of full-time work, unless:
• It is for a Student Union Sabbatical Officer position
• They are awaiting a decision for the Graduate Route Visa or Skilled Worker Visa and have met any other necessary UKVI requirements
If the student holds a Student Visa (Student Route) for a part-time course, they will not have the right to engage in or undertake any paid or unpaid work in the UK.
If the student holds any other type of immigration permission, they must be able to provide evidence that work placements are within their immigration conditions.
A Student Visa (Student Route) holder can undertake a placement if:
F The placement is an integral and assessed part of the course.
F If the work placement is no longer than 50% of the total course length (unless there is a statutory requirement for the course to contain a specific period of work placement which exceeds this limit).
F The employer is monitoring attendance/ engagement and is reporting back to the student’s university.
It is important that the placement is reported to the UKVI once it has been approved by both the Careers and International Student Success. Students are not permitted to start their placement until after it has been
approved and reported to the UKVI.
Should a Student Visa (Student Route) holder wish to volunteer, the opportunity needs to meet certain conditions, for example:
F Volunteers do not have a contract and must not replace an employee.
F Volunteers are not paid, however, reimbursement of reasonable travel and subsistence expenses is acceptable.
Please note, according to UKVI regulations, “Voluntary work” is seen as different to volunteering. Voluntary work is considered as unpaid employment and will count towards the student’s weekly hours of work.
Please contact international.support@winchester. ac.uk if you have any questions. Please note: if the work is not an integral and assessed part of the student’s course, this would not be regarded by the Home Office as a work placement, but would instead be regarded as work experience, which Student Visa students are not permitted to miss scheduled classes to undertake. Students undertaking work experience should ensure that they are doing so within the work conditions of their visa.
For full details, the University of Winchester’s Visa Sponsorship Policy can be found HERE
STUDENT WELLBEING AND DISABILITY WHILST ON PLACEMENT
Our students’ mental and physical wellbeing is always our top priority and this remains the case whilst students are on placement. If you have students with a physical or mental health disability, or who are learning diverse, please make sure you make them aware of how to access the right support. The term “disability” covers many types of health conditions both physical and mental, specific learning difficulties and neurodiverse conditions. Any of these entitle students to access extra support during both the recruitment process and in the workplace.
It is important to note that The Equality Act 2010 protects those with a physical or mental health disability against discrimination when applying for jobs and less favourable treatment when in employment. Employers also have a legal duty to make ‘reasonable adjustments’ to reduce or remove obstacles disabled people may face in the recruitment process and
workplace and ensure that disabled employees are able to carry out their duties without being disadvantaged compared to others.
At the University of Winchester, we work closely with students, graduates and employers to ensure that opportunities are equal and inclusive for all. We are keen to support our disabled students in the transition from study to the workplace and our Disability and Learning Diversity Team can provide tailored support for students with a disability/dyslexia. They can also provide information on Disabled Students Allowance (DSA- inc. non-medical help), Assistive Technology, and Learning Agreements.
You can find detailed information and advice to support students’ wellbeing via our Work Placement Support and Volunteering Module canvas pages. You can also find advice and guidance on the Student Support and Success intranet pages.
If your student has a disability and/or an additional learning requirement or needs any kind of assistance during their placement in the workplace or in accessing a placement, they can receive support from the Disabilities and Learning Diversity Team, who can provide advice as to:
F How to share information with an employer about a disability or support needs.
F Information about adjustments that an employer could make to support students to work comfortably and thrive in the workplace.
F How to navigate workplace cultures with a disability and or/adjustment needs.
The Disabilities and Learning Diversity Team can be reached on disability@winchester.ac.uk and on 01962 827341.
If the student needs support with their mental wellbeing, they can contact the Mental Wellbeing Team at mentalwellbeing@winchester.ac.uk, or book an appointment here: Mental Wellbeing Appointments | Winchester
HOURS WORKED
A placement visit may be arranged by the Placement Module Lead while the student is on placement, either online or in person depending on the location of the placement and if the placement is longer than three months.
It is the student’s responsibility to:
F Consult with the University prior to seeking any changes in the terms and duration of the placement. A revised risk profile may be required and should be submitted to InPlace.
F Keep a record of the number of hours worked while on placement.
F Notify the University if their placement ends early for whatever reason.
The Placement Module Lead must ensure that feedback is obtained from the student (and/or organisation) to verify that the student has undertaken the agreed hours.
EQUALITY, DIVERSITY, AND GDPR
The University’s Equal Opportunities Policy will apply to employers providing placements. There are a range of protected characteristics, against which it is unlawful to discriminate when choosing someone for a job, considering people for promotion, dismissal or redundancy. For more information, you can check the government’s guidelines HERE. Further information is available through the Equality and Human Rights Commission.
DATA PROTECTION AND CONFIDENTIALITY
The University is compliant with the UK GDPR and will continue to be compliant with all subsequent data protection legislation. Students’ personal identifiable data will be processed and shared with employers and placement providers for the purposes of assessment and administering their placement. Students’ personal information will only be shared with appropriate contacts within both the University and the provider. For more information about how the University processes this information please see the privacy notice HERE
You can find details of InPlace’s privacy policy HERE
Whilst on placement, students may have access to commercially sensitive information. This could relate to the placement provider or personal information relating to its employees or customers. This information is shared with students in complete confidence and any breach of that confidence will be taken very seriously by the University and the placement provider. This could include a student disciplinary process.
WINCHESTER EMPLOYABILITY FUND
The Winchester Employability Fund can provide support to students, who meet the eligibility criteria, with expenses related to placements, volunteering or work experience. The opportunity may be an assessed part of their course or undertaken independently of their course. You can find more information by clicking on this link
PROBLEMS WHILST ON PLACEMENT
Most of our students have a great time whilst on placement and come back to university, having developed a range of exciting skills and contacts. However, we recognise that occasionally things don’t go to plan and this section aims to explain what to do if your student has a problem.
If the student is experiencing any problems whilst on placement relating to the placement itself, they should follow their organisation’s internal procedures. This may involve having a professional discussion with their placement supervisor to explain their concerns. This can be daunting and they may wish to ask for your advice on how to handle it or they can contact workplacements@winchester.ac.uk
For any more serious concerns, or if discussions with their organisation doesn’t resolve the problem, students must contact their Placement Module Lead. They can also contact the Placements Team on workplacements@winchester.ac.uk, Placement Module Leads are welcome to contact the Placements Team if they have any concerns.
Students must report any concerns of behaviour towards them while on placement that might be harassment or sexual misconduct as defined in the University’s Bullying, Harassment and Sexual Misconduct Policy
Students can access the University’s Report & Support web page HERE and should contact their
Placement Module Lead so that the University can provide support and take appropriate action. Whilst on placement students can access Student Support and Success services. More details are available HERE or via our Work Placements and Volunteering Module canvas pages within the sections on Wellbeing.
In some cases, organisations – particularly voluntary organisations - may require students to commit to a period of work/volunteering that exceeds the minimum requirements of the module. There are often training costs involved in preparing the student for their role and the organisation may depend on the student’s input operationally. It is up to the student to agree this with the organisation before they begin and, whilst these minimum term agreements cannot be enforced should a student choose to resign prematurely, students should be encouraged to honour the agreements they have made with organisations where possible.
STAFF INPLACE GUIDE
Overview
The University of Winchester uses InPlace to help you manage your student’s work placement and / or volunteering opportunity.
With InPlace you can:
F View details of your student’s placement, employer, risk assessment and required documents
F View employer (InPlace calls this “agency”) and placement details after a placement is submitted
F Approve your student’s placement after reviewing their application
LOGGING IN
You can find the InPlace link on the Intranet, relevant Canvas page or by simply following this link: https://inplace.winchester.ac.uk/inplace
When the page loads, click on the “Staff and Students” button then use your normal University log in to access InPlace.
THE HOME PAGE
Once logged in the screen above will be displayed.
The “Global Filters” tile can be used if you manage students across more than one faculty, so if you just wanted to view submissions from BDT you would untick the rest. For most users you will only have the one faculty displayed here.
This screen shows you an overview of the student placement applications assigned to you which can be found within the “Self Placement Submissions” tile. This tile shows the placement type (usually associated with the module code) and the student name, which in this case is “Careers Example”.
To view the placement submission details, click on the student’s name.
This screen will give you an overview of the student placement submission where you can view details of the employer (InPlace calls this “ ”), the employer contact details, the students Risk Profile and Placement Documents the student has uploaded.
If whilst reviewing the above information you notice key fields missing, you can provide quick feedback to the student by using the “
This screen will give you an overview of the student placement submission where you can view details of the host organisation (InPlace calls this “Agency”), the organisation contact details, the students Risk Profile, the organisation’s insurance documents, and Placement Documents the student has uploaded.
If whilst reviewing the above information you notice key fields are either missing or incomplete, you can provide quick feedback to the student by using the “Provide Feedback” box as below
The default status is “Pending” but if you wish to either mark the application as “Incomplete” or “Not Approved”, simply select the option from the drop-down box.
If you require minor changes, select “Incomplete”, write suitable feedback in the box provided and then click on the “Save and Send” button. This will notify the student via their InPlace login, with details of the feedback you provided, enabling the student to resubmit the application. The student will also receive an email notification to let them know that they need to complete additional tasks before their placement can be approved.
If you select and save “Not Approved”, this will reject the application meaning that the student would then have to submit a new application. Scenarios where this may be required is if the organisation/job opportunity the student submits fails to meet the requirements of the module.
If you are happy with the overview, scroll to the bottom of the screen and click on the “Self Placement Wizard” button.
SELF PLACEMENT WIZARD
Step 1 – Match Agency (placement host organisation)
InPlace stores Agencies (organisations) to make the placement application process easier for students and staff. The name of the Agency the student has submitted is displayed in the grey bar at the top of screen under Match Agency
You can now do one of two things, either Add as a new agency (step 2 below) or Merge with an existing record.
Match Agency (Merge) – Please note: only merge with a matching record!
If the organisation the student will be working for is already in InPlace you can merge with an existing record which can be found under the Matches Found section. Click on the relevant “Merge” link
Here you can see details of the Existing Agency (already stored within InPlace), the Submitted Agency (the student submitted details) and the Final Merged Agency (the record that will be saved) – select items you wish to merge then click on the Next button. Click OK on the confirmation pop up.
Click on the Next button located in the bottom right of screen to move to Step 2 of the wizard.
Add as a new Agency
If no matches can be found, you can add the Agency as a new record. To do this, click on the Add as a new Agency button located in the top right of screen.
The student should have completed most fields here, if any are missing you can add them here. If the Agency Type, Agency Level Template and Agency Level are blank, please select as shown in the above example. Click the Save button when done.
Step 2 – Match Personnel
The student had the option so submit two contacts, an Agency Contact and a Supervisor if these are the same person they will appear twice. In the same way we previously merged or added a new agency, we can also do the same with agency contacts.
If the contact doesn’t appear in the “Matches Found” section you will need to add a new contact. To Add a new contact, click on the “Add to Personnel” button as shown here.
Ensure all required fields are completed, for Personnel Type select “Work Based Supervisor”. If the contact is also the supervisor, you can tick the Placement Supervisor box and then make sure both the “Receive Correspondence” and “Student Contact” boxes are ticked.
If the contact or supervisor exists in the system, click on the Merge button as before and choose which fields you wish to merge.
You will need to tick at least one of the check boxes under the Agency Contact and Supervisor column, if in doubt, you can just tick both on the required row, this will be needed later for the confirmation message.
Once you have added or merged, click on the Next button located bottom right of wizard.
