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Guidance for hosting an intern from the University of Sheffield
NOTE: This guidance will not form part of the agreement between the intern, internship provider and
the University.
The University of Sheffield has excellent links with business and industry and continues to build on these.
The University recognises that the establishment of internships and other forms of work experience provide
mutually beneficial opportunities for its students and for the local and national economy. Students are also
encouraged to establish links, and the University will provide support for students who identify their own
internship opportunities.
Suitability of an internship
When a potential new internship provider is identified, the University will contact them to explore the nature
of the business and internship offer. For an internship to be deemed suitable, the following features must be
in place:

A commitment to the intern’s learning and development

An internship supervisor will be appointed to have direct responsibility for the intern

The potential internship provider must be fully compliant with Health and Safety Law

A commitment must be made by the potential internship provider to open communication with the
University throughout the internship
An internship or potential internship provider may be deemed unsuitable if:
 the work is not of an appropriate level for a postgraduate student
 there are unacceptable risks to the health or safety of a potential intern.
Health and Safety issues
A risk assessment must be completed by the internship provider for each internship as soon as possible. The
risk assessment will ensure that the internship provider is a fit and safe employer and has appropriate health
and safety arrangements in place. It is the duty of the internship provider to ensure that the work the intern
will undertake has been risk assessed and that reasonably practicable control measures are in place. A copy
of the risk assessment document should be returned to the University.
Recruitment and selection
The University can assist with the internship provider’s method of recruitment, such as providing campus
facilities for presentations or interviews. The University can also advise on appropriate remuneration for the
internship position.
Support and preparation of students
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The University will appraise the student’s suitability for the internship they have accepted and ensure that
as far as possible, they are adequately prepared. Students will be offered pre-internship training session
covering issues such as; health and safety, awareness of workplace cultures, equality, diversity and workplace
etiquette. Interns will be allocated an internship tutor – a member of academic staff within the University
who has responsibility for the student during their internship. The University will ensure that both the intern
and the internship supervisor are fully briefed on any applicable academic assessment requirements.
Tripartite Agreement for postgraduate internships
This Agreement is made on the .... day of ....... 2014.
This Agreement is between the University of Sheffield, the Internship Provider and the Intern.
Section 1 – Internship Provider
Internship Provider
name:
Nature of business:
Internship supervisor
Name:
Contact Details
Phone:
Job title:
Email:
Postal address:
Second contact
Name:
Phone:
Job title:
3
Email:
Postal address:
Other addresses where
the student will work:
Organisation size
SME
Large
(1-250 staff)
(>250 staff)
Industry sector
(e.g.
engineering)
If normal business language is not English, please specify
here:
Internship start date:
Internship end date:
Salary:
Payment method (e.g. BACS, monthly,
in arrears)
Has a risk assessment been carried out
Yes
(please give date)
for the Internship?
No
Does the workplace insurance extend
Yes
to cover student travel arrangements
during the Internship (for example,
No
travel between offices in different
towns)?
If the Internship will take place outside
I confirm that the Intern will be insured for the duration
of the UK, please confirm that the
of the Internship
Intern will be insured for the duration
of the Internship
Section 2 – The University
Internship tutor name:
Email address:
4
Department:
Faculty:
Departmental/Faculty Internship Officer name:
Email address:
Department:
Faculty:
Careers Service Postgraduate Internship Coordinator
name:
Email address:
Section 3 – The Intern
Surname:
First name:
Date of birth:
U card number:
Degree
Gender:
Male
programme:
Female
Other/not given
Registration
UK
Email address:2
status:
EU
Overseas
Your postal address for the
three months before the
Internship:
Internship
Internship end date:
start date:
Name of Internship supervisor:
Job title of Internship supervisor:
Do you have a disability, as
Yes
No
If yes, please give details
defined under the Equality Act
2010?
If you answered ‘yes’ to the
a) By the Internship Provider, in relation to working
question above, please tell us
arragements
about any reasonable
adjustments that have been
b) By the University
agreed to support you:
If your Internship takes place
Yes
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outside of the UK, do you have
adequate travel insurance?
No
Next of kin contact information
Name
Relationship to you
Email
Postal address
Telephone number
Alternative telephone
number
Section 4 – Declaration:
On behalf of the University of Sheffield, I confirm that I have read, understood and agree to
abide by the terms and conditions set out in Appendix A.
Signed:
Name:
On behalf of the Internship Provider, I confirm that I have read, understood and agree to abide
by the terms and conditions set out in Appendix A.
Signed:
Name:
As the named postgraduate Intern, I confirm that I have read, understood and agree to abide by
the terms and conditions set out in Appendix A.
Signed:
Name:
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Appendix A
Expectations and Obligations
The following sections outline the roles, responsibilities and entitlements of those involved with internships.
By signing this Agreement, all parties agree to comply with the provisions herein.
In the remainder of the document, the following definitions will be used for clarity:
The University – The University of Sheffield established by Royal Charter of Firth Court, Western Bank, Sheffield
S10 2TN
The Intern – A Masters or PhD student currently registered at the University of Sheffield, details of which are
set out in section 3 above
The Internship Provider – the employer offering the Internship, details of which are in section 1 above
------------------------------------------------------------------------------------------------------------------------------------------------Departmental/Faculty Internship Officer – Member of the Departmental or Faculty
staff of the University tasked with establishing and maintaining relationships with Internship Providers and
the administration of Internships.
Internship – An internship is a period of work experience offered by an employer to give students and
graduates exposure to the working environment. An internship should be paid, unless it is a credit-bearing
part of a degree programme, or if it forms part of a wage-subsidy scheme.
Internship Supervisor – A person appointed by the Internship Provider who directly supervises the Intern’s
work as an employee and supports them in completing work relating to any applicable academic assessment.
This person will normally be the main contact with the University during the Internship.
Internship Tutor – A member of staff at the University with responsibility for overseeing the Intern’s
academic progress related to the Internship. Their role includes:

Helping the Interns to set their individual learning objectives for the Internship within the context of
the overall learning outcomes from the Internship;

Regular communication with the Intern at agreed intervals to keep informed on their progress;

Available to provide additional academic advice during the Internship if needed; and

Carrying out an Internship visit if appropriate or if this is not appropriate, enabling an online
discussion (e.g. by Skype).
Job Description– as set out in Appendix C
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Postgraduate Internships Coordinator – A member of University staff with a coordinating role for
Internships within the Careers Service. The Postgraduate Internship Coordinator will maintain an overview of
postgraduate Internships taking place across the University, have responsibility for delivering pre- and postInternship training, provide documentation for formalising Internship agreements, evaluate and capture
Intern experience for improvement and marketing purposes and manage applications to the postgraduate
internships fund.
Student Services – Student Services is one of the professional service departments of the University. The
Student Services Department comprises the following sections:
• Student Recruitment and Admissions • Academic and Learning Services • Student Support and Wellbeing
• Student Development • English Language Teaching Centre
The heads of these sections report to the Director of Student Services
Work Project Priorities - as set out in Appendix D
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Stage 1 – Immediately before and during the Internship
Part A. The University will:
1A.1
Issue the Internship Provider with full contact details of relevant University staff
including the Internship Tutor, Departmental/Faculty Internship Officer and Postgraduate Internships
Coordinator
1A.2 Provide the Intern with academic supervision, academic guidance and non-academic guidance at
agreed intervals
1A.3 Provide information to the Intern on general health and safety along with professional conduct
expectations
prior to the commencement of the Internship
1A.4 Provide the Intern with further guidance or technical support in the use of the online e-portfolio
(Pebblepad)
software through the Departmental/Faculty Internships Officer
1A.5 Keep in regular contact with the Intern throughout the duration of the Internship;
1A.6 Provide a first point of contact at the University for the Internship Provider (normally the
Departmental/Faculty Internships Officer) with a process for referral to support provided by Student
Services
where appropriate
1A.7 Make available confidential personal support and advice for the Intern, including arrangements for
referral to
appropriate Student Services where appropriate
1A.8 Maintain regular contact with the Internship Provider to ensure the Internship is progressing as
expected in
accordance with the Job Description and Work Project Priorities.
1A.9 Ensure that all University staff involved in the organisation and support of the Internship are familiar
with the
relevant guidelines and regulations for Internships, including, but not limited to UCEA Health &
Safety
Guidance for the placement of Higher Education Students (2009), available at:
http://www.ucea.ac.uk/en/publications/index.cfm/HSplace
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an extract of which is set out in Appendix B.
Part B. The Intern will:
1B.1 Attend pre-Internship training sessions and access all information provided by the University,
Faculty and
Department relating to their specific Internship
1B.2 Inform the University of any personal factors (e.g. health, disability, language, religion, culture) that
may affect
their ability to undertake the Internship in full or which may place themselves or others at risk, or may
require
adjustments to be made by the Internship Provider
1B.3 Work for the Internship Provider as instructed and in accordance with the Job Description and Work
Project
Priorities. The Intern shall act diligently in performing their work whilst on the Internship.
1B.4 Work in the same manner as an employee for the Internship Provider adhering to the Internship
Provider’s
rules, culture, and procedures and complying with health and safety practices
1B.5 Make own arrangements for travel to and from the Internship Provider
1B.6 Treat information and materials shared with the Intern by the Internship Provider as confidential by
not
disclosing this information to anyone else including other students at the University. If in doubt as to
whether
information should be treated as confidential, the Intern should check with the Internship Provider
before
disclosing the information to anyone else.
1B.7 Acknowledge that any intellectual property generated by them during the course of the Internship
will belong
to the Internship Provider. The Intern hereby agree to assign all rights, title and interest in any
intellectual
property generated during the course of the Internship to the Internship Provider.
1B.8 For the purposes of the Data Protection Act 1998, consent to the Internship Provider and University
processing , both manually and by electronic means, the personal and sensitive data of which the
Intern is the subject, for the purposes of the administration and management of the Internship
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1B.9 Understand that they are an ambassador for the University, and that their performance during the
Internship
may affect the availability of subsequent opportunities for other students
1B.10 Report any problems that are affecting their ability to carry out the Internship to their Internship
Supervisor
1B.11 Report any concerns about health and safety or any incidents in which they are involved to their
Internship Supervisor
1B.12 Keep in regular communication with the University throughout the duration of the Internship as
agreed at the
start of the Internship with the Internship Tutor
1B.13 Continue with any applicable academic work
1B.14 Where the Internship takes the form of a research project, keep laboratory books recording the
work
completed and/or a report of their research at its completion
1B.15 Acknowledge that a failure to complete the Internship may have an impact on their programme.
Part C. The Internship Provider will:
1C.1 Unless the Internship forms part of a wage subsidy scheme from a third party, or is a credit-bearing
part of
the degree programme, the Internship Provider will pay the Intern at least the statutory minimum
wage. The Internship Provider will ensure that it complies with the National Minimum Wage Act 1998
in respect of all payments to the Intern during the Internship. Payment will be made monthly in
arrears into a UK bank account. The University retains the right to request copies of wage slips as
evidence that the agreed salary has been paid to the Intern.
1C.2. Be responsible for ensuring that all relevant statutory deductions are made from the Intern's wages
1C.3 Provide the Intern with a contract of employment and copies of all employee policies and
procedures
1C.4 Provide adequate insurance cover for the Intern against death, personal injury, negligence and
public liability
during the Internship
1C.4 Be responsible for the Intern whilst the Intern is at the workplace of the Internship Provider and
elsewhere during the Internship. The Internship Provider accepts liability for the Intern under the
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Health and Safety at Work etc Act 1974 and any subsequent equivalent statutes, regulations or other
applicable laws and otherwise for the health, safety and welfare of the Intern during the Internship,
and confirms that it has in place a written Health and Safety policy. The Internship provider shall
make the said Health and Safety policy available to the University upon request.
1C.5 Complete a risk assessment prior to the Internship start date in section 1 above and return a copy of
the
document to the University. The risk assessment will ensure that the Internship Provider is a fit and
safe
employer and to ensure that the work the Intern will undertake has been risk assessed and that
reasonably
practicable control measures are in place.
1C.6 Provide the Intern with an Internship Supervisor who is aware of the objectives of the Internship and
provides
the Intern with regular and constructive feedback on the progress of their Internship and is to whom
they will
report
1C.7 Provide details of a second point of contact for the University should the Internship Supervisor be
unavailable
1C.8 Provide the Intern with an induction to the department and the role the Intern will be carrying out
1C.9 Meet any reasonable work related expenses of the Intern incurred in line with the expenses rules of
the
Internship Provider e.g. purchasing of equipment or materials required to undertake the role, travel
for work
activities not taking place at the usual place of work, accommodation when working away from
principal UK
place of work, training required to allow the tasks to be completed. Payment of expenses will be
made directly
from the Internship Provider to the Intern
1C10 Clearly explain to the Intern the rules and regulations for working at the Internship Provider,
especially
regarding legal matters such as confidentiality, intellectual property and business procedures. All
intellectual
property generated by the Intern during the Internship will belong to the Internship Provider in
accordance
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with the rules on ownership of employee intellectual property in the Copyright, Designs and Patents
Act. The
Internship Provider shall grant to the University a royalty free licence to use any such intellectual
property generated by the Intern for ongoing research and teaching purposes. For the avoidance of
doubt,
this does not affect the rights of either party to intellectual property existing before the
commencement of the
Internship.
1C.11 Familiarise themselves with the information provided by the Careers Service of the University for
staff
hosting and supervising an Intern
1C.12 Accept all responsibility for the acts, errors and omissions of the Intern whilst on the Internship and
acknowledges that the University is not responsible for the work of the Intern and waives all and any
claims
that it may have against the University arising out of any act or omission of the Intern during the
Internship
1C.13 The Internship Provider hereby agrees to indemnify and keep indemnified the University against
any claim
against, or loss, injury, damage or costs suffered or incurred by, the University:
(a)
in relation to any liability to, or claim by, the Intern in relation to the acts or omissions of
the Internship Provider or its employees, workers or agents in respect of the Intern,
including any claims of unlawful discrimination;
(b)
in relation to any liability to, or claim by, the Intern in relation to the Internship or its
termination by the Internship Provider, including any liabilities in relation to the National
Minimum Wage Act 1998 and Working Time Regulations 1998;
(c)
in respect of any injury to the Intern during the Internship, as a result of any act or
omission of the Internship Provider or its employees, workers or agents; and
(d)
in relation to any act or omission of the Intern during the Internship to the Internship
Provider's employees, workers, agents or any third parties.
1C.14 Train and progressively develop the Intern in their role, and work with the Intern and the University
to enable
learning to take place
1C.15 Involve the University immediately if there is a serious problem or unexplained absence of the
Intern or if
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the Intern has been involved in an accident at work or is suffering or has suffered from a work-related
illness
1C.16 Notify the University immediately if they have any concerns regarding the misconduct of the Intern
1C.17 If requested to do by the University so as part of the Intern’s degree programme, agree to
provide a report
on the student’s conduct and performance and complete the summative report as part of the
student’s
professional internships portfolio
1C.18 Agree that the University may publicise details of the Internship in press releases,
advertising, case
studies or in any other manner as the University determines.
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Stage 2 – After the Internship is Complete
Part A. The University will:
2A.1Arrange for a feedback/evaluation of the Internship with both Intern and Internship Provider for the
purposes of improving the programme and developing existing partnerships
2A.2 Host a post-Internship training session for Interns to reflect on their experience and consider how
they will
use the skills developed.
Part B. The Intern will:
2B.1 Participate in a feedback/evaluation session with the University and the Internship Provider
2B.2 Attend a post-Internship review session
2B.3 Share their experiences and offer advice to future Internship students until the end of their degree
programme
2B.4 Where appropriate, submit all aspects of the Internship assignment for assessment by the given
date
Part C. The Internship Provider will:
2C.1 Provide information for, and participate in an exit interview to review the objectives of the
Internship and to
give feedback on the process
2C.2 Provide the Intern with a testimonial or agree to give a confidential reference should it be requested
at a
future date.
ALL PARTY OBLIGATIONS
3.
TERMINATION
3.1
Any party may terminate this Agreement if the other party is in material breach of its commitments.
If that breach is remediable then the party in breach shall be given at least 7 days notice requiring
remedy of the breach. If breach is not remedied within the notice period or cannot be remedied
then through written notice to all parties the party alleging breach may terminate this Agreement.
3.2
If the Intern does not perform their duties in accordance with the Job Description and Work Project
Priorities in a diligent fashion or to a satisfactory standard, the Internship Provider shall give written
notice to the Intern, detailing the improvement required and giving the Intern such period as is
reasonable in the circumstances to improve. That notice shall specifically warn the Intern that the
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consequences of a failure to improve may include termination of the Internship on no less than 7
days' notice or such other period as prescribed in the contract of employment between the Intern
and Internship Provider. The Internship Provider shall provide a copy of all such notices to the
University.
Prior to any such
notice being issued, the Internship Provider shall consult the
University.
3.3
If the Internship is terminated early for any reason the University may work with the Internship
Provider to appoint another Intern to complete the Internship. This will depend on the amount of
time remaining on the Internship and the nature of the work to be completed.
4.
COUNTERPARTS
This agreement may be executed in any number of counterparts, each of which, when executed,
shall be an original, and all the counterparts together shall constitute one and the same instrument.
5.
THIRD PARTY RIGHTS
The Contracts (Rights of Third Parties) Act 1999 shall not apply to this agreement. No person other
than the University, Internship Provider and Intern shall have any rights under it and it shall not be
enforceable by any person other than the University, Internship Provider and the Intern.
6.
GENERAL
6.1
No variation of this Agreement will be valid unless recorded in writing and sign by or on behalf of
each of the parties.. This Agreement shall be governed and construed in accordance with English
law.
6.2
If any provision of this Agreement is judged to be illegal or unenforceable, the continuation in full
force and effect of the remainder of provisions will not be prejudiced.
6.3
No temporary unenforcement of a term of this Agreement shall constitute a binding waiver.
This agreement has been entered into on the date stated at the beginning of it.
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Appendix B – Risk profiling and risk reducing actions
Taken from UCEA Health & Safety Guidance for the placement of Higher Education Students (2009) 1
Factor
Risk profile
Indications
Possible specific action to reduce
risk
Work factors
High
Medium
Low
Travel and
High
transportation factors
Medium
1
Work with hazards that have potential to
cause permanent injury or fatalities,
including:
 Construction site with work at
height, dusts, moving machinery,
electrical systems.
 Operation of machinery with
mechanical hazards such as high
speed rotating parts, crushing or
entanglement risks.
 Laboratory work with
toxic/hazardous materials.
 Community work with known high
risk groups of clients or locations
(drug abusers, homeless, violent
patients).
 Work with animal bedding or large
or dangerous animals.
 Activities requiring specific
licences or qualifications (e.g.
diving, flying aircraft, crewing an
aerial device).
 Work involving significant hazards
in small companies that do not
have professional health and
safety advice.
Working in proximity to high risk factors
(but not directly with them).
Office work or other low hazard
environments and activities.
Significant travel to reach placement,
prolonged or on local transport facilities
known to be high risk (poor driving or
vehicle safety standards).
Demanding travel during placement.
Student required to drive others in
unfamiliar vehicles.
Night travel.
Long daily commuting requirement.
Student required to drive familiar vehicle in
reasonable conditions.
http://www.ucea.ac.uk/en/publications/index.cfm/HSplace
Seek confirmation from placement
Provider about expectations of
student’s prior competency in high risk
activities, and ensure student meets
these.
Confirm that training & supervision will
be provided by the placement Provider
throughout the placement. Include in
the written communication with the
placement Provider.
Consider pre-placement site visit.
Seek confirmation from placement
Provider that the student will not be
expected to participate in high risk
activities, and will be appropriately
supervised in medium risk activities.
Include in the written communication
with the placement Provider.
None.
Brief student on travel arrangements,
discuss implications with them.
Consider their experience.
Get confirmation from them that they
have relevant driving licences and
insurances.
Consider reducing risks by providing
accompanied travel where practicable.
Specify regular contact times.
Brief student on travel arrangements.
Confirm that these are acceptable to
them.
Advise them to check that they have
the necessary driving licences and
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Low
Location and/or
High
regional factors
Medium
Low
General/environment
High
al health factors
Medium
Individual student
No significant travel, comfortable daily
commute.
No driving associated with placement.
Significant risk of civil disorder, crime or
similar danger (e.g. placement in war
zones, countries where the Foreign and
Commonwealth Office (FCO) advises
against travel).
Unavoidable lone or remote working in
proximity to significant risk (e.g. medical
student elective in a refugee camp).
Medical and rescue services not available
quickly or locally.
Means of communication likely to be
difficult or compromised.
Higher than normal risk of civil disorder,
crime or comparable danger.
Delays likely in communicating with tutors
and others.
Placements abroad in areas identified as
low risk by the FCO.
Placements in the UK with no significant
local risks.
Regional/local health risks require
mandatory and specific health protection
measures e.g. inoculations.
Very hot or strenuous working conditions
(e.g. manual working outdoors in the sun).
Very cold working conditions (e.g. catering
placement in a food cold storage/cook chill
or freeze facility).
Regional/local conditions require some
precautionary measures, e.g. optional
inoculations against diseases, medical
travel kit is a sensible precaution.
Low
No significant environmental health risks.
High
The student has personal factors (e.g.
health, disability, linguistic or cultural)
which may increase the risk of illness or
accident during work-related activity even
following adjustments.
The student has personal factors (e.g.
health, disability, pregnancy, linguistic or
cultural) which may require specific
adjustments or support if living away from
home, or makes them susceptible to
episodes of illness.
The student’s knowledge, understanding,
and skills are low for the type of work.
The student has personal factors (e.g.
health, disability, pregnancy, linguistic or
cultural) which may require specific
adjustments or support during work, or in
social interactions at work.
factors
Medium
insurances.
None.
Check Foreign and Commonwealth
Office restrictions and
recommendations. Consult guides on
appropriate behaviour, clothing, etc.
Arrange briefing/information to be
provided in conjunction with someone
with local experience or knowledge of
conditions (e.g. student on previous
placement or a placement practitioner
at a local HEI
Check Foreign and Commonwealth
Office restrictions and
recommendations.
Provide information to students on
guides on appropriate behaviour,
clothing, etc. Supplement general
briefing with information about medium
risk factors.
None.
Consult occupational health or
medical/health professional for advice
regarding immunisations and other
preparations.
Consult occupational health or
medical/health professional for advice
regarding immunisations and other
preparations.
A medical travel kit is a sensible
precaution.
None.
Discuss activities of high risk with the
student, try to eliminate or reduce them
where possible.
Engage with occupational health
professional / disability support
professionals to develop reasonable
adjustments. Confirm these in the
written communication with the
placement Provider.
Consider pre-placement site visit.
Engage with occupational health
professional / disability support
professionals to develop reasonable
adjustments. Confirm these in the
written communication with the
placement Provider.
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Low
Insurance limitations
High
The student has no long-term medical
conditions or disability likely to cause
episodes of illness or require specific
support whilst on placement.
Student has relevant knowledge,
understanding and skills for the type of
work.
Locations, activities and/or circumstances
that are excluded from the HEI’s travel and
other insurance cover.
Locations where the placement Provider’s
insurance does not cover the student for
personal or third party liability associated
with the work by the student.
Medium
Locations, activities and/or circumstances
that require prior acceptance from the
HEI’s insurers before being covered.
Low
Locations, activities and/or circumstances
that are automatically included in the HEI’s
insurance cover.
UK locations (where the placement
Provider must have employers’ liability
insurance cover).
None.
If locations, activities and/or
circumstances are excluded from the
HEI’s travel and other insurance cover,
consider alternative placements.
If placement is to proceed, additional
specific insurances may be available.
Consult the HEI’s insurance specialist.
Brief student on limitations of
insurance cover (the small print).
If locations, activities and/or
circumstances require prior
acceptance from the HEI’s
insurers, ensure notification and
acceptance is given.
Brief student on limitations of
insurance cover (the small print).
None.
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Appendix C – Job Description
[To be inserted]
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Appendix D - Work Project Priorities
[To be inserted]