NUI Galway
Work Placement Guidelines
1. Introduction
NUI Galway welcomes and support requests from individuals and/or agencies
that seek to place individuals on placements in NUI Galway.
2. Purpose of Guidelines
These guidelines were developed to provide for a fair, consistent and
transparent approach to work placements in the University.
3. Guidelines governing Work Placements in NUI Galway
3.1
The placement must be in an identified work area of NUI Galway with
defined learning outcomes. The individual can expect to receive training
and a named contact support person.
3.2
The placement must be in an identified work area of NUI Galway with no
current vacant or advertised posts.
3.3
The period of the placement must be agreed in advance. At the end of
the placement, the individual can expect where appropriate to receive an
open reference from NUI Galway.
3.4
The attendance times of the individual for the duration of the placement
must be clearly stated prior to the commencement of the placement.
The College, School, Research Institute, Support Services Unit facilitating
the placement is responsible for monitoring the individual’s attendance
and timekeeping.
3.5
The placement will be unpaid.
3.6
The individual will be expected to comply with the University’s policies
and procedures including confidentiality, Data Protection, Intellectual
Property, Research Ethics, Grievance, Disciplinary, Computer Usage,
Health and Safety, Garda Vetting, Dignity and Respect, and other relevant
policies.
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3.7
Insurance: Proof of insurances with specific indemnity to NUI Galway
must be supplied by the agency seeking the work placement; such
policies should carry a limit of indemnity not less than €2.6m for any one
accident.
3.8
At the end of the placement, the individual must: return any keys or
security cards belonging to the University.
4. Procedure for applying for a placement
4.1 Submit request to the HR office with following details:
• Background or reasons as to how the placement position has
arisen
• Complete application form (below) including training plan
4.2 On receipt of approval from the HR office, proceed with appointment of
work placement position.
4.3 On the appointment of an individual to the work placement position,
forward up-to-date curriculum vitae and a completed HR work placement
form to the HR office (below).
4.4 HR will issue work placement agreement for the placee’s signature.
5. Orientation
The responsibility for the orientation of the individual on placement into the
area of work is with the line manager or his/her nominee to ensure that a local
induction is arranged within the first week of commencing.
Local Orientation is important and designed to help understanding:
• Overall vision, mission and values of the university
• role and responsibilities within their work area
• function of the school, support service, research institute and how
the intern ‘fits in’
• opportunity to meet new co-workers
• practical issues such as office space, keys, photocopier location, etc.
6. Development Opportunities for Work Placements
Individual placements will be contingent on a training plan submitted for each
work placement request; this is agreed with HR at the approval stage and must
be adhered to by the line manager.
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Work Placement Application form
School/Unit Name
Head of School/Unit
Work Placement Coordinator
(if different from above)
Number of Positions
Work Placement Title
Hours of Work
Days of Work
Reports to
Section 1:
Work Placement Role
Please provide a description of the Work Placement role, including the duties and
responsibilities attached.
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Section 2:
List the activities and skills areas in which participants will gain experience.
Section 3:
Person Specifications Required
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Section 4:
Education Requirement
List any essential qualification for the Work Placement.
If application is under FAS Work Placement Programme, please confirm:
1. Work Placement Programme 1 (WPP 1) - Graduate (specify qualification
required).
2. Work Placement Programme 2 (WPP 2) – Non-graduate
Section 5:
Training and Learning Plan
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Section 6:
Will Garda Vetting be required?

Yes
No
I confirm I have read the NUI Galway Work Placement scheme Guidelines and
submit application for a Work Placement position.
SIGNATURES:
Head of School: _________________________________________
Date: ________________________
Work Placement Coordinator: _____________________________
Date: ________________
Approved by:
HR office: ______________________________
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HR Work Placement form
1. PERSONAL DETAILS:
Title:
Forename(s):
Surname:
Qualifications:
Address:
P.P.S. No.:
Date of Birth:
Phone No.:
Nationality:
2. NEXT OF KIN DETAILS:
Title:
Forename(s):
Surname:
Address:
Relationship:
Phone No.:
3. PLACEMENT POSTION:
Placement Position Title:
College, School, Research Institute, Support Service Unit:
Start Date: ____/_____/_____
End Date: ____/____/_____
Signed: ___________________________________ Date: ____________________________
Return completed form and an up-to-date CV to the Human Resources office.
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