PLACEMENTS (WITH AND WITHOUT WORK-BASED LEARNING) – RISK ASSESSMENT GUIDANCE AND TOOL
1
Introduction
The purpose of this document is to assist in identifying and managing the risks associated with placement and/or work-based learning (wbl)
activity that is part of a course. It should be used in the course planning and approval process to inform the processes and procedures that will be
put in place to manage placements and wbl. It can also, where appropriate, be used in relation to specific placement/wbl providers that may be
proposed by students or being considered as new providers – students could complete the risk assessment themselves. The document
incorporates guidance on minimum principles to follow in order to manage the health and safety risks arising out of student placements. It sets out
reasonably practicable actions to ensure the University fulfils its statutory and common law duties of care towards students undertaking
placements.
This document relates to the University Policy on the Management of Work-based and Placement Learning, and the associated Audit
Record which is completed and presented for course approval and review. This is a tool that may be used and adapted by Institutes
and courses in different ways and for different purposes. A Health and Safety Audit Form for placement providers is appended for
incorporation into course procedures where appropriate.
Risk management principles provide a framework for the general guidance and control measures that are appropriate for managing the diversity of
placements, issues, and risks associated with the broad range of potential placements and potential scenarios. This document is not intended to
be comprehensive in covering all such potential risks. The benefits of a risk-based approach are that requirements for lower risk placements are
minimised, whilst resources are concentrated on those placements likely to be higher risk.
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A note on health and safety matters
Extent of responsibilities and liabilities
Primary responsibility for the health and safety of students whilst on placement is with the placement providers.
Students have health and safety responsibilities to take reasonable care for their own health and safety and that of others who may be affected by
their actions.
Liabilities against the University could arise from:
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civil liability for injury or ill health to students whilst on placement, including foreseeable risks outside of placement activities
civil liability for loss, injury or ill health arising out of the negligent actions of students
limited statutory liability for injury or ill health to students whilst on placement, and
statutory and civil liabilities arising out the health and safety risks to members of staff during placement visits.
Risk management
The following aspects are viewed as integral to sensible risk management and ensuring the health and safety of students whilst on placement:
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review and approval of prospective placements
providers accepting the University’s health and safety expectations whilst students are on placement
preparation of students ahead of going onto placement
processes for raising and resolving any health and safety issues arising during the placement
health and safety risks to members of staff when undertaking placement visits are subject to suitable and sufficient assessment, and
health and safety as it relates to placements is subject to appropriate levels of review and monitoring.
Placement/wbl co-ordinators may wish to consult the UCEA/USHA Health and Safety Guidance for the placement of HE students (2009) which
contains more detailed guidance and templates for the assessment and management of health and safety related risks. Where students will be
undertaking placement overseas, the guidance provided by the UK Council for International Student Affairs (UKCISA) on issues related to risk
assessment of student activity abroad should be consulted.
Version reference: 1.1b
Document approved by: Academic Board 12th July 2012
Date document comes into effect: immediate
Author of the document: Director of Quality and Educational Development
Date document is due for review: 2016/17
Revision History
Committee
-
Date
8th November 2013
Change
Final para weblinks updated
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Risk factor
Characteristics
1.1 UK Government regulated public provider eg
NHS, Schools, Colleges
Category
Low
Guidance in relation to management arrangements
Standard documentation/agreements likely with good mutual
understanding of obligations.
1 Contractual
status of
placement
provider
1.2 UK or international large Company or Charity
working within established jurisdiction under
international law
Medium/
High
Standard documentation/agreements likely with reasonable mutual
understanding of obligations. Consider other risk factors.
1.3 Private company or organisation not covered
by above
Medium/
High
Consider need to request further information eg policies on health and
safety (see example form appended), equality and diversity etc and/or
provide more detailed information about requirements/responsibilities.
Consider other risk factors.
2 Provider’s
relationship
with
University
3 Provider’s
experience in
providing
placements
4 Cultural,
educational
and work
context: staff
and student
welfare/equal
opportunities
2.1 Formal partnership or contractual
relationship to provide placements
Low
2.2 Established partner in providing placements
Low
2.3 New partner to providing placements
Medium
2.4 No formal relationship with University
High
Ensure information about requirements/responsibilities received and
agreed by provider in writing.
3.1 Established provider with several years of
experience of similar type of placement
Low
Check provider is fully up to date with latest guidance/expectations.
3.2 New or recent provider with experience of
providing similar placements with other
organisations
Medium
May be possibility of using shared audit/approval processes or access
existing records re placement responsibilities. Ensure UW focused
induction and briefing.
3.3 Provider new to programme and to type of
placement provision
High
Mechanism should be put in place to check and approve provider
status and, if appropriate, audit placement opportunities for suitability.
Expect to provide detailed induction and briefing.
4.1 Fully meets UK legislation with respect to
health and safety and equality legislation,
including for disabled people.
4.2 Fully meets EU legislation with respect to
health and safety and equalities legislation,
including for disabled people
Low
Low/
Medium
Ensure written information about requirements/responsibilities provided
and discussed.
May have different approach/requirements re accessibility and learning
differences, so may need specific checks and specifications; need to
brief and induct students/provider staff.
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Risk factor
Characteristics
4.3 Does not meet UK and EU legislation
5.1 Higher Education level accredited study
5 Activities
undertaken
within
placement
6 Contact
within
placements
with
vulnerable
clients
7 Students’
preparation
for
placements
5.2 Work based learning within closely defined
job role
Category
High
Low
Guidance in relation to management arrangements
Request information on health and safety (see example form
appended) and consider need for additional content to employer
agreement. Ensure all parties (University staff, provider staff and
students) are fully briefed and they understand and agree
requirements.
Ensure details agreed and on record.
Medium
Ensure details agreed and on record; likely to require provider
agreement and additionally check content for risk factors which might
raise risk level.
5.3 Work based learning without closely defined
job role
High
Likely to require formal agreement between University, provider and
student.
6.1 Vulnerable clients are not involved
Low
6.2 Vulnerable clients are involved
High
7.1 Preparation is delivered through a prerequisite module
Low
7.2 Preparation is through taught sessions not
part of credit-rated module
7.3 Students provided with written briefing and/or
have access to a web-site/can request assistance
Medium
High
Likely to require formal agreement between University, provider and
student, including specific risk assessment. May require formal audit
of placement re suitability in terms of quality of learning environment.
Students require full briefing on responsibilities.
Arrangements for monitoring and formalising participation should be in
place.
Consider how will evaluate engagement and, if electronic, consider
monitoring how often students access information and levels of
understanding; ensure rapid response available to contact students.
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Risk factor
Characteristics
8.1 No mentors used
Category
Low
8 Placement
mentor
arrangements
8.2 Mentors optional
Low
Consider issues re equivalence of experience of students with/without
mentors. Where mentors opt in, consider how they are briefed/trained/
supported, eg access to on-line training/briefing.
Medium
Mentors will require formal systematic briefing and training relevant to
their role. Consider how this is delivered, participation monitored and
evaluated.
8.3 Mentor arrangements essential
9.1 Sign off attendance/no attendance or
‘validate’ experience and/or student’s work as
their own
9 Placement
provider
involvement
in
assessment
10 Feedback
from
students/staff
contacts on
previous
placements
with provider
Low
Guidance in relation to management arrangements
Ensure student experience not compromised by lack of formally
identified mentor.
Ensure there is clear criteria and understanding of reporting and
extenuating circumstances procedures.
9.2 Formative assessment only
Medium
Assessors will require training and support, probably including
examples of good feedback practice as well as knowledge of/standards
required with ongoing updates. Consider setting up on-line site.
9.3 Involvement in summative assessment
(pass/fail/competence)
Medium/
High
9.4 Involvement in summative assessment
(graded)
High
As above with strong emphasis upon pass/fail borderline. If assessors
have specific practice expertise (possibly assessor accreditation might
be required by a PSRB) in competence judgements, support from
University may be less intensive. May require joint moderation of
judgements made.
Assessors will require training and support in marking and feedback
including access to examples of judgement at different marking bands
together with ongoing updates. Clarity of criteria particularly important.
Consider setting up on-line site. A method to provide feedback on
marking practice as well as system to moderate/discuss judgements is
good practice.
10.1 Positive feedback with no major issue
Low
10.2 Student level of satisfaction of placement
aspect or on relevant module lower than (mean)
average
10.3 No information/data from evaluation or
feedback
Medium
High
AER should identify action to address.
Ensure system put in place.
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PLACEMENT PROVIDERS’ HEALTH AND SAFETY AUDIT
Organisation
Address
Telephone/
email
Who is your nominated contact for compliance with the requirements of health and safety
legislation?
Name and
Position
1
Health & Safety Policy
Section 2 of the Health and Safety at Work etc. Act 1974 requires employers of five or
more people to have a written health and safety policy statement.
1.1 Do you have a written Health and Safety policy?
1.2 When was the policy last revised?
2
Yes /No
Date:
Note, the student should receive a copy, or know where it is always
available.
Training/Induction
2.1 Do you have a policy regarding health and safety training for people
working in your undertaking, including use of vehicles, plant and
equipment?
Yes /No
Yes /No
2.2 Will the student be provided with a full induction on their first day
including all necessary health and safety training including fire evacuation
and workstation assessment if/where applicable?
3
Employer and Public Liability Insurance
Please attach a copy of your current certificate to this form or a
confirmation letter from your insurance broker confirming details of which
Employer and Public Liability Insurance Policies are in force.
(Sample letter template)
Will your insurances cover any liability incurred by a placement student as
a result of his/her duties as an employee?
The indemnity limits expected for such insurance should be, in general, at
least £5 million.
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Yes /No
4
Risk Assessment
Risk assessment is a legal requirement for all employers, and if you employ five or more
people you must record the significant findings of the assessment.
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6
4.1 Have you carried out risk assessment of your work practices to identify
possible risks whether to your own employees or to others within your
undertaking?
Yes /No
4.2 Are risk assessments kept under regular review?
Yes /No
4.3 Are the results of risk assessment implemented?
Yes /No
Accidents and Incidents
5.1 Is there a formal procedure for reporting and recording accidents and
incidents in accordance with RIDDOR and other legislation?
Yes /No
5.2 Have you procedures to be followed in the event of serious and
imminent danger to people at work in your undertaking?
Yes /No
5.3 Will you report to the University all recorded accidents involving
placement students?
Yes /No
5.4 Will you report to the University any sickness involving placement
students which may be attributable to the work?
Yes /No
Contact Person
6.1 Will the student be made aware of suitable contact persons within the
organisation relating to issues of:
a. Health and Safety (as above)
b. Equal Opportunities?
Yes/No
Yes/No
The above statements are true to the best of my knowledge and belief.
Name:
Signed:....................................................................................................................................
Position:...............................................................Date............................................................
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