Code of Practice for Organisations
University of Winchester
Careers & Opportunities Team
1. Introduction
Purpose of this Code of Practice
The University of Winchester works to ensure that organisations advertising through the Careers & Opportunities Team or exhibiting on campus are legitimate and offer genuine opportunities.
This document sets out the standards and requirements for organisations wishing to promote opportunities (through our CareerConnect platform / social media/ curriculum) or attend campus events.
For queries, contact careers@winchester.ac.uk
2. Exhibiting on campus
Organisations wishing to exhibit at careers fairs or pop-up events must:
a) Book in advance through the Careers & Opportunities Team.
b) Comply with University Health & Safety procedures.
c) Provide insurance documentation where requested.
d) Not sell products or services during events.
We reserve the right to refuse participation where compliance cannot be assured.
3. Organisation compliance checklist (on campus events)
The University of Winchester welcomes organisations wishing to exhibit at Careers Events and Pop-Ups throughout the year. To ensure that all organisations are reputable and provide legitimate opportunities for our students and graduates, the following checks are mandatory before participation:
a) Company Verification
Confirm registration and trading status via Companies House.
b) Charity Verification
For charitable organisations, check the government’s Register of Charities.
c) Direct Contact
Contact with the organisation to resolve any queries and confirm legitimacy.
d) Health & Safety Compliance
Ensure the organisation agrees to comply with the University’s Health & Safety procedures (details available on request).
We reserve the right to refuse participation if compliance cannot be assured.
4. Freedom of Speech
Where organisations attend careers events, panels or in-curriculum talks we would expect visiting speakers and all other persons to adhere to the University’s Freedom of Speech Code of Practice, which outlines our policy and process for managing free speech and academic freedom. You can review the Code on our website accessible here
5. Advertising opportunities
The University of Winchester works in partnership with organisations to advertise opportunities on our online careers platform, CareerConnect. Our priority is to ensure that all opportunities promoted to students and graduates are safe, legitimate, and aligned with our values.
a) Editorial Control
• We retain full editorial control and may refuse any opportunity that does not comply with this document
• Fraudulent or suspicious roles will be reported to JobsAware and removed immediately.
b) Organisation Responsibilities
Organisations submitting opportunities must ensure that: All advertisements comply with current UK employment legislation, including:
• The Equality Act 2010 and Worker Protection Act (Amendment) 2023.
• The National Minimum Wage and Working Time Regulations.
• Health and Safety legislation, including at the interview stage.
• The Agency Workers Regulations and relevant insurance requirements.
• Provide clear details: job title, description, required skills, salary, application process, and closing date.
• Non-course-related work opportunities (whether paid or voluntary) must indicate whether a DBS is required. If so, then the cost of the DBS must be met by the employer, and the student must apply for the DBS directly through them.
• Course-related (credit bearing) work opportunities (whether paid or voluntary) must indicate whether a DBS is required. If so, then the cost of the DBS will be met by the student, and the student must apply for the DBS directly through the University.
• For voluntary roles, include information about expenses where possible.
Our Commitment We aim to support fair and inclusive recruitment practices. We encourage organisations to:
• Offer roles that are accessible to all students, including those with disabilities. We actively promote Disability Confident Employers or schemes to support disabled students and graduates.
• Provide clear information to help students make informed decisions.
6. Organisation compliance checklist
The University reserves the right to request additional information before approval. To ensure organisations are legitimate and provide genuine opportunities, the following checks are mandatory before approval:
a) Are registered on Companies House
b) Are operating from a registered business address
c) Have a working company website
d) Use a work email address
We reserve the right to refuse the advertisement if compliance cannot be assured.
7. Organisational Responsibilities
To ensure student safety and compliance with University standards, organisations we recommend the following:
• Support for Unsocial Hours or lone working
Provide reasonable measures for students working late or unsocial hours, or lone working including risk assessment and training.
• Safeguarding
Implement appropriate safeguarding measures for roles involving vulnerable client groups, including training and risk assessments. Non-course-related work opportunities (whether paid or voluntary) must indicate whether a DBS is required. If so, then the cost of the DBS must be met by the employer, and the student must apply for the DBS directly through them.
• Recruitment Responsibilities
Inform candidates of application outcomes and remove opportunities from CareerConnect if filled before the stated closing date.
• Employee Suitability
Confirm visa eligibility and obtain necessary references before employment.
• Legal Compliance Opportunities must comply with UK employment, health and safety, and criminal law and must not promote or involve illegal or unethical activities.
• Insurance Requirements
Organisations advertising opportunities relevant for work-based learning
(assessed) placements must be able to provide in-date Employer Liability Insurance and Public Liability Insurance.
• International Roles
Vacancies based outside the UK must comply with local employment law and meet the minimum wage requirements of the host country. Please see section 15 for further details.
• Harassment and Sexual Misconduct
Employers must have policies and processes that protect against discrimination, harassment, and sexual misconduct and comply with the Equality Act 2010 and the Worker Protection Act 2023. We do not promote employers that utilise NonDisclosure Agreements in relation to harassment or sexual misconduct issues.
8. Opportunity Approval compliance checklist
All vacancies must provide clear and full details about the opportunity advertised, be written in English and include the following:
a) Description of the opportunity with any skills, qualifications or experience required
b) Full details of the organisation / agency
c) Organisations cannot post advertisements on behalf of other organisations.
d) Salary and any other terms and conditions (see salary section below)
e) How the applicant should apply
f) Closing date for applications (if this is not possible, we will assign a closing date of one month from the date of advertising)
g) Start date (if known) and end date if the role is fixed term
h) For voluntary roles, please also include details of any expenses covered
We will not advertise vacancies for individuals / au pairs based in private homes, unless placed by a registered agency.
We reserve the right to refuse the advertisement if compliance cannot be assured.
9. Salary
The University of Winchester is committed to promoting fair and transparent recruitment practices. To support students in making informed decisions, organisations must provide clear salary or payment details when submitting opportunities.
a) Minimum Standards
• Employers must comply with the National Minimum Wage and Working Time Regulations.
• We strongly encourage payment at or above the National Living Wage wherever possible.
b) Salary Disclosure
• All advertised roles must include salary information.
• Opportunities that do not disclose salary details may be declined.
• Unacceptable Payment Models: We do not advertise roles that:
• Offer commission-only pay.
• Require students to be self-employed or paid in cash.
• Involve any form of financial investment by the applicant.
10. Remote working
Remote working opportunities may be advertised, provided they comply with this Code of Practice and meet all requirements outlined in the Organisation Compliance Checklist. Organisations should also ensure appropriate measures for:
• Data Protection
Compliance with UK GDPR and safeguarding of information.
• Health and Safety
Suitable arrangements for safe working from home.
11. Freelance positions
We are unable to advertise freelance opportunities. Please contact jobs@winchester.ac.uk to discuss further.
12. Work placements as part of a course
To ensure compliance and student safety, organisations offering placements must adhere to the following:
a) Students should not perform tasks equivalent to those of a paid employee.
b) Course-related (credit bearing) work opportunities (whether paid or voluntary) must indicate whether a DBS is required. If so, then the cost of the DBS will be met by the student, and the student must apply for the DBS directly through the University.
c) Salary Guidance
Whilst not legally required, most students receive an appropriate salary for course-related placements. Employers are strongly encouraged to advertise a salary or hourly payment, as this significantly increases application rates. We will review the suitability of each placement opportunity against our course portfolio Unpaid placements must be relevant and suitable for courses at the University which offer a work-based learning placement.
d) Unpaid Placements
We will not advertise unpaid full-time year-long placements, even if expenses
are provided. Short-term work experience or shadowing opportunities without pay should last no longer than 30 working days.
We will add the following information to any adverts on CareerConnect as required:
Students applying from the University of Winchester - please read: The Careers & Opportunities Team are advertising this unpaid placement as we believe it aligns to a University of Winchester course where students can undertake a credit bearing placement. Please do check the Winchester Employability Fund to see if you are eligible for expenses related to placement opportunities including travel, Disclosure & Barring service (DBS) for credit bearing placements and more! (Terms and Conditions apply)
e) Employers are encouraged to cover travel and lunch expenses to ensure students are not out of pocket.
f) Legal Compliance
Organisations must have policies and processes that ensure the student’s working environment complies with the Equality Act 2010 and the Worker Protection Act (Amendment) 2023. A risk assessment should be completed, including consideration of any occupational health checks.
g) Insurance Requirements
Employers’ Liability and Public Liability Insurance Certificates must be valid for the duration of the placement. Organisations must confirm that students are covered while under their supervision
h) Organisations are required to contribute to the Placement Learning Plan when hiring a student on placement as part of their course.
i) Further guidance is available from workplacements@winchester.ac.uk Opportunities will not be approved if compliance cannot be assured.
13. Volunteering opportunities
a) We will accept adverts from the non-profit, Community Interest Groups (CICs) or charity sectors.
b) Students should not be paid for any volunteering placements, but you may cover expenses, should you wish to do so.
c) For voluntary roles, please provide details of any expenses covered
14. Recruitment Agencies
We will accept adverts from recruitment agencies if the following are met:
• The vacancy is for a specific, individual opportunity,
• The vacancy is something we deem appropriate for our students / graduates,
• The name of the final employer is disclosed when submitting the vacancy.
15. International opportunities
Organisations offering international opportunities must comply with this Code of Practice and provide the following in-date documentation before approval:
• Employers’ Liability insurance (or Local Equivalent)
• Public Liability insurance
• ATOL certificate
• Health and Safety policy
• Safety Management System
• Pre-departure information for students/graduates to ensure they are prepared
Organisations are responsible for ensuring compliance with relevant local employment legislation. The University reserves the right to refuse any international role deemed unsuitable or placing the applicant at risk.
Opportunities requiring an upfront fee (including agency registration, flights, etc.) may be advertised only after review and will include the following disclaimer:
Please note: The Careers & Opportunities Team advises that you undertake your own research for all international opportunities. Check the advert for details of any costs (registration fees, flight costs, etc.) so you are aware of all expenses. Please contact careers@winchester.ac.uk if you have any questions.
16. Terms of engagement
a) The Careers & Opportunities Team acts as a facilitator, not an employment agency.
b) We reserve the right to edit, refuse, or remove adverts at our discretion.
c) Liability for advert content rests with the advertiser.
17. Data protection
Organisations must comply with current UK Data Protection legislation and should:
a) Not pass students' details to third parties unless you have explicitly stated in your vacancy advertisement that you are planning to do so. To pass on a student's personal data without their consent, or other valid lawful basis, will breach Principle (a) of the Data Protection Act 2018
b) Not use students' details for any purpose other than recruitment, as to do so will breach Principles (a) and (b) of the Data Protection Act 2018.
The University takes data protection very seriously and complies with all Data Protection legislation.
Please refer to the Careers & Opportunities Privacy Notice for full details pertaining to the University’s use of employer personal data
Careers and Opportunities Team, University of Winchester, Sparkford Road, SO22 4NR.
Telephone: 01962 827310 Email: jobs@winchester.ac.uk
June. 2026