Employer Guidance Booklet 2014-2015

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Guidance for
Employers Offering
Work Related Learning
Creating successful
links between business
and education
2014 - 2015
Benefits of Work Related Learning for Employers
The benefits of work related learning to learners are well documented by the official bodies.
We see the evidence first hand through the evaluations we carry out with the thousands of
learners we support each year.
So what benefits do employers get out of offering work placements?
Short term flexibility – Learners can provide employers with a
resource and skills that allow one off tasks to be undertaken for which
a business does not have the time or resources in the first instance.
A source of suitable recruits – As learners are carefully matched to
specific placements, employers have an opportunity to try out potential
new recruits in an effective way and it eliminates the need to screen
large numbers of people.
‘Employers can
make a direct
contribution to
the education of
local young
people.’
(Department of
Education)
Greater diversity in recruitment – Work placements may encourage
some young people to consider careers that they might not have other wise considered. This
provides the employer with a more diverse pool of recruits. Furthermore, the opportunity to work
with learners of various abilities and different backgrounds broadens employees’ experience.
Improved ‘work readiness’ – Experience of work helps so many young people to prepare for
employment and Apprenticeships. In the long run, employers gain employees with the skills they
need to complete tasks and activities at work efficiently.
Employee development – The involvement of existing staff in the mentoring and supervision of
learners in the workplace can be beneficial as it may improve staff morale, motivation and
encourage their own understanding and development of management and coaching skills.
Business development – Offering placements can demonstrate that the business is socially
responsible and raises the profile of the business in the wider community. In building links with
educational organisations, a business develops a positive image and enhances its reputation.
“The learner has picked up our system
and processes really well and very
quickly. During quiet times he found
jobs to do. He never complained about
monotonous tasks and always tried to
keep busy. He learnt procedures that
no other work experience student has
and has been a pleasure to work with.”
A quote from
University of Leicester, Sports Centre
“The learner has been fantastic
over the past two weeks, worked
very hard and would consider
employing her when she turns
16.”
A quote from
A Levy & Son T/a Blue Inc.
2
Benefits of Work Related Learning for Learners
Through work related learning, employers can make a direct contribution to the education
of local learners, helping to directly impact on tomorrow’s workforce.
So what benefits do learners gain when employers provide work placements?
Preparation for the workplace – Work related learning presents learners with first hand
experience of employment. This in turn provides them with an understanding of the routines and
disciplines of professional practice and a chance to develop key employability skills.
Vocational evaluation – Through work placements learners become aware of how their
curriculum subjects, skills, interests and attitudes relate to the world of work. This allows learners
to evaluate this combination and in turn help them to make informed decisions regarding their
future career.
Professional/personal development – Learners have the opportunity to gain valuable employer
references as evidence of their own professional development or to complete specific
academic/vocational assignments.
Future employment – Work related learning enhances the possibility of learners being identified
by an employer as a candidate for future employment and Apprenticeships – there have been
numerous cases of young people accepting job offers from employers they met whilst taking part
in work related learning.
“I have really enjoyed my work experience. The place I
worked at was really friendly and they were very welcoming I
felt like I already knew them and felt like they were a family to
me. I have enjoyed every moment of my work experience,
meeting new people has really improved my communication
skills. When it was my last day they told me I can come any
time to visit them and the doors are open anytime and if I
need to contact or ask questions I am always welcome. This
work experience placement has made me understand how
work in the real world is. I would like to thank you for giving
yr10s the chance to do work experience.”
A quote from a learner
3
The Placement Process
Before The Placement
Employers are required to assess the risks to learners/employees in the workplace. LEBC will assist the
employer, at the initial pre-placement visit, with this process by gathering information including tasks to be
undertaken and agreeing a generic risk assessment with associated control measures. This information will
form the basis of a formal agreement between the employer, learner and parent/legally responsible person
where appropriate.
Learners are expected to request an interview before the placement starts. This is a good time to clarify the
expectations of both employer and learner as well as complete the formal agreement. At this stage the
employer has the opportunity to add additional hazards/control measures to the agreement based on the
learner’s ability/experience or may wish to complete a separate risk assessment which must accompany
the agreement when signed and returned to the requesting organisation.
Employers should ensure that relevant supervisors/mentors are made aware of the agreed learner tasks
and risk assessment.
During The Placement
Educational organisations should make contact with the learner and employer either by phone or a visit to
assess the progress made by the learner.
Learners on work placements are classed as employees and should be subject to discipline at work in the
same way as employees. Although incidents are very infrequent, employers must report any serious
misconduct directly to the educational organisation or LEBC immediately and can terminate the placement
if they wish. The learner should return to their educational organisation if the placement is
suspended/terminated.
After The Placement
LEBC and the educational organisation in this process will always support the employer in the provision of
this invaluable learning experience and appreciate the time and effort given by all employers. Employers
have the opportunity to provide feedback throughout the process and inform of any future involvement they
may wish to have.
5,439 learners across Leicestershire County & City completed
a work placement in the academic year 2013/2014.
Thank you for your valuable support.
4
Frequently Asked Questions
Does the interview have to be face to face?
The learner interview prior to the work placement is to give you the opportunity to meet them and ensure
they are suitable for the placement you are offering. It is also a useful experience for the learner. You also
need to check the risk assessment with the learner and to make any changes if they are needed as
appropriate. How you choose to interview is up to you, the interview can be as formal or informal as you
like.
The learner is not suitable for a placement with us, what do I do?
If you feel at interview that the learner is not suitable or the placement is not appropriate for the learner, you
do not have to offer the placement. You should make the educational organisation aware of the situation
and they will work with the learner to find them a more suitable alternative placement. You can explain to
the learner why they are not suitable for the placement if you feel comfortable doing this or leave it for the
educational organisation to give the feedback. Constructive feedback to the learner is a useful way for
them to learn about the world of work and develop/improve for the future.
What hours can the learner work?
While the expected hours of work are indicated in the details supplied by LEBC, they may require some
degree of flexibility to accommodate a learner’s/employer’s individual circumstances. Learners should work
a maximum of 37 hours per week/maximum of 8 hours per day. Learners under 16 should not work
Sundays, Bank Holidays or between 10pm and 6am. Learners should not be asked to work for more than
5 consecutive days out of 7. Learners may work a Saturday with a day off in lieu during the week. Learners
should be expected to work in-line with the Working Time Directive.
The learner hasn’t turned up to their placement with us, what do I do now?
If a learner is not going to attend a work placement we ask that they contact you and their educational
establishment as soon as possible. If you do not receive contact from the learner within 30 minutes of the
agreed arrival time we ask that you contact the learner’s educational establishment immediately.
Do learners have to complete any documentation whilst on placement?
This is subject to the educational organisation the learner is from and the programme the learner is on.
Learners may however want to take away evidence of work they have done during their work placement to
help with the follow up process when they have finished their placement. Learners should be encouraged to
keep a diary of their experience whilst on work placement.
The learner wants to leave early, can I let them?
Ideally the learner should work the hours agreed with you prior to the placement, however if the learner has
a valid reason to be leaving early such as a medical appointment then this is fine to go ahead. If you decide
you want to send the learner home early you are also entitled to do this, we do ask however that if you
send the learner home earlier than the agreed finish time that you contact their educational
organisation/parent/legally responsible person to let them know. Any absences should be noted on the
employer report form which you will receive from the requesting organisation.
I have been really impressed with the learner and would like to offer them some part time hours, can
I do this?
Yes, we would love to hear that a learner has done so well that they have achieved paid employment with
you. If you decide to take the learner on as an employee once the placement is finished, they should be
treated as any other employee following normal rules and regulations. The only thing you are not permitted
to do is to use any information about the learner provided by LEBC, such as phone numbers or email
addresses. It would be best to either contact the learner’s educational organisation or to talk to the learner
directly whilst they are on their placement with you. Generally learners on work experience do not expect
to be paid. You can however, contribute towards their travel costs as a mark of appreciation for good work.
5
Learner Induction and Supervision
POINTS FOR INDUCTION
This checklist identifies common points for induction, but may need modifying to suit individual learners and
types of work. An induction is best given during the learner’s first tour of the areas in which they will be
working.
General
 Line Manager - explain who will supervise them in the workplace and ensure
Line Managers are aware of their responsibilities under Health & Safety legislation.
 Safety Policy - explain the policy and point out any aspects that apply to the
learner, in particular emphasise the learner’s personal responsibilities.
 Safety Literature - distribute/explain any relevant safety literature, taking into
account the learner’s age, length of placement and likely exposure to hazards.
 Key Safety People - introduce them to the learner or ensure that they are aware
of their name(s), location(s) and responsibilities.
 Prohibited Areas/Machinery - point out any areas/machinery that are prohibited
to the learner and tell them why this is the case.
‘I found the
induction really
useful as it made
me feel welcomed
into the business
and I knew where
things where’
A quote from a
learner
Workplace Hazards
 Machinery - explain to learners that they must never operate any machinery without the prior
permission of a supervisor and unless trained to do so. Stress that they must not attempt to repair any
machine and all faults must be reported to the supervisor.
 Dangerous Substances - explain the importance of complying with the rules on handling
chemicals. Stress that the learner must ask the supervisor if they are unsure of any precautions to be
taken.
 Lifting and Carrying - such work should have been assessed under the Manual Handling Operations
Regulations. Where appropriate, arrange for the learner to be shown the correct way to lift objects and
explain why it is important.
 Housekeeping - explain importance of good housekeeping, e.g. keeping drawers and cupboards shut,
safe positioning of cables, safe storage of materials, keeping work areas clean and tidy.
 Safe Systems of Work - describe hazards associated with work the learner will do or observe and
explain importance of safe working practices. Make sure learners receive any necessary briefing
before they move on to new tasks.
 Protective Clothing - where applicable, describe what is available, when and why it must be used and
how to make any necessary adjustments.
 Safety Equipment - explain when and why it must be used, where it is kept and how to use it.
 Hygiene - inform learners where the toilets and washing facilities are, and where applicable, explain the
use of barrier creams etc. and inform the learner where these can be found.
Emergency Procedures
 First Aid - explain the first aid facilities.
 Accident Procedure - explain that all accidents must be reported and that all injuries, no
matter how small, should be entered into the accident record. Explain to the learner where the accident
forms are kept and to whom they should report in the event of an accident.
 Fire Alarm - explain what learners should do if they discover a fire. Describe how they will know if the
alarm has been raised.
 Emergency Evacuation - explain the procedures for emergency evacuation, including the route to be
taken, use of emergency exits, assembly points and reporting procedures. Employers should stress
that there should be no running during an emergency evacuation.
 Final Advice - Check that the learner understands the importance of following Health & Safety rules
and the possible consequences of disobeying them.
6
Induction Checklist
We strongly recommend that for your own records completed learner induction checklists should
be kept for a minimum of 3 years.
Learner Name: ………………………………………………………………………………………………...
Before work experience – please consider:
Planning
 Has the learner attended their interview?
 Has a learner specific risk assessment been undertaken e.g. consideration given for

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
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





Tick
medical/health conditions, disabilities and learning difficulties?
Work Experience Agreement signed and returned to the educational organisation?
All relevant staff made aware the learner is coming?
Have all relevant staff been briefed on safeguarding and agreed activities?
Is adequate and appropriate supervision arranged?
Who will be responsible in the absence of the planned supervisor?
Has a schedule of activities been identified for the learner?
Are all planned activities suitable for the learner?
Is Personal Protective Equipment available? Will it be available in suitable sizes?
Who will meet/talk to the tutor who undertakes the monitoring visit?
Is there an emergency contact number available for the educational organisation?
Is there an emergency contact number available for the parent/legally responsible person?
At the start of work experience - have you covered?
General Information
 Organisation background and the role of the learner whilst on placement
 Introduction to key staff (supervisor/safety/first aid)
 Tour of premises including fire escape route and assembly point(s)
 Shown staff/refreshment facilities
 Notice boards and appropriate signage (location and purpose)
Tick
Health & Safety Information
 Introduction to organisation’s Health & Safety Policy and procedures
 Explanation of risk assessments – organisation’s and learner specific
 Safety literature
 Prohibited areas/equipment
 Safe working systems
 Introduction to and training on machinery/equipment that may be used
 Housekeeping/tidiness/smoking policy
 Manual handling/lifting
 Dangerous substances
 Protective clothing and safety equipment – correct and appropriate usage
 Hygiene
 First Aid facilities & accident procedures
 Emergency procedures
 Confidentiality
 Safeguarding
Tick
Supervisor:………………………… Learner:…………………………….
Supervisor:
Su
Date:…………….
7
Equality of Opportunity in Work-Related Learning
The Law
Most employers understand that direct and indirect discrimination in employment is unlawful on the
following grounds - age, disability, race, religion and belief, ethnicity, national origin, gender and sexual
orientation. This list is not exhaustive and legislation also protects those with spent convictions who would
otherwise be prevented from moving on into training and employment. Whilst there are some legal
exceptions, employers are increasingly aware that to discriminate unlawfully not only leaves them
vulnerable to claims at Employment Tribunal but reduces a business’s opportunity to access talented
individuals who can make a real contribution to its success. Access to employment, training, goods,
facilities and services should be available to all. The Equality Act (2010) is the law which bans unfair
treatment and helps achieve equal opportunities in the workplace and in the wider society. Employers are
required to comply with the Equality Act 2010.
What are your legal responsibilities?
Legally, employers cannot condone discrimination or prejudice on the above unlawful grounds. Protection
is provided against the following types of employment discrimination:

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



In the arrangements made for recruitment and selection.
In the terms on which employment is offered.
By way of refusing or omitting to offer employment.
During employment in terms of benefits, facilities, services offered to the
employee, and in terms of opportunities for promotion, transfer and training.
By way of dismissal.
In the form of ‘any other detriment’ (this can be applied to a variety of
situations e.g. demotion, reduction of wages, disciplinary or harassment).
‘Encourage
social
inclusion
within the
workplace.’
What do I need to do?
The principles of fairness and equality should be applied not only to your staff, customers and
sub-contractors but also to those learners on, or potentially on, placement. Work related learning is
particularly valuable to learners who have a special need or disability and employers should:

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Promote a healthy attitude to all aspects of equal opportunities within the workplace.
Consider all learners fairly on the basis of their ability to do the job; give learners effective induction
and training to secure integration into the workplace.
Ensure all staff are aware of their collective and individual responsibilities with reference to equal
opportunities.
Consider the quality and benefits of a work activity when dealing with a learner who has special
needs or a disability.
Consider offering a taster work experience, lasting only one or two days to learners with severe
special needs or disabilities.
Look at alternative placement opportunities than those originally offered within the company.
Identify any reasonable adjustments that can be made to accommodate a learner with special
needs or disabilities in order to offer them a quality and much valued placement.
Encourage social inclusion within the workplace - most barriers can be overcome with a little
thought, preparation and understanding.
Work related learning is a vital part of the wider curriculum and helps all young people, particularly those
with special needs, to prepare for opportunities, responsibilities and experiences of adult life.
LEBC, in conjunction with educational organisations is happy to discuss the needs of individual learners
and to offer any support which employers and their employees may need.
8
Data Protection Act
Leicestershire Education Business Company will ensure that:
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Data is processed fairly and lawfully and only for the educational purpose.
Data is adequate, relevant and not excessive for the purpose.
Data is held securely in place with appropriate technical and organisational security measures
against unauthorised or unlawful processing of data and against accidental loss or destruction of, or
damage to, data.
Any personal data about individuals (i.e. staff contact details) is held on a secure database and only
transmitted to relevant educational organisations or work related learning organisers (where and
when appropriate).
No sensitive personal data about individuals is held.
All staff, with access to data, follow secure systems.
Employers will:



Be given personal information about learners that should remain confidential in accordance with the
Data Protection Act 1998.
Ensure that they have discussed, where appropriate, with the learner any issues regarding their
business of a confidential nature.
Agree for LEBC to hold and share their data with other educational organisations.
Social Media/Mobile Phone Awareness
It is becoming increasingly easy to access many people online, i.e. Facebook, Twitter etc. whether known
to an individual or not. If individuals have not fully opted out in their settings, private details may still be
accessed. Employers and their employees should be aware that handing out personal identification for
social websites to individuals on a placement, or requesting a personal identification from the learner, could
be both inappropriate and dangerous, particularly as both parties will be relatively unknown to each other.
Learners, through their work experience preparation, will be made aware of inappropriate use of social
networking sites. Employers are also advised that they ensure their employees are equally aware not to
use such sites to personally contact learners. It is advised that this should be deemed as inappropriate
behaviour. For security reasons, employers should make their employees aware that no employee should
be passing their phone number or personal contact details to a learner on work experience. Employers
should discuss with learners that their phone may need to be turned off when on placement, unless it is
required when travelling for emergency purposes.
Employers are guided to ensure that they have discussed with the learner what may or may not be posted
(comment, photos etc.) on any social media sites by the learner – before, during and after the placement.
9
Safeguarding (including Child Protection) Guidelines
Information for employers providing work related learning
Safeguarding (including Child Protection) means protecting against abuse and non-accidental injury and
applies to all young people under the age of 18 and vulnerable adults.
Educational organisations have responsibility “in loco parentis” (in place of parents) for the safety and
welfare of their learners. Employers are asked, when offering work related learning, to take responsibility
for the social and physical welfare of each learner. Employers should ensure that their relationship and their
employees’ relationship with learners on placement is appropriate to learner age and gender and does not
give rise to comment or speculation. In addition, attitude, behaviour and language all require care and
consideration.
Educational organisations are encouraged to brief learners before they attend a work related learning
placement, on the issues of child protection and to encourage them to report appropriately any concerns
encountered in the workplace.
Employer Guidance
For adults working with young people/vulnerable adults it is important to be
aware of potentially difficult situations. By following the simple guidance
outlined below it should be possible to ensure that the placement is a secure
and productive environment for both the provider and the learner.
‘For adults
working with
young people it is
important to be
aware of
potentially
difficult
situations.’

Touch - There may be occasions when you need to touch a
young person/vulnerable adult (e.g. when you are guiding them in
carrying out a technical operation) but try to keep to a minimum.

Behaviour - While it is important to reassure a young person/vulnerable
adult who may be nervous in a new placement and reliant on your
guidance, you should avoid being over familiar. Never permit ‘horseplay’
which may cause embarrassment or fear.

Environment - Where possible, avoid being on your own in an isolated or closed environment with a
young person/vulnerable adult.

Travel - Ensure that there is a known destination and check-in times with a third party in situations
where a young person/vulnerable adult will be travelling alone with an adult during the placement. It is
a good idea to make available a mobile phone (or equivalent) in such situations.

Mentor - Those placed immediately in charge of young people/vulnerable adults should be competent
in their work-role, mature in their attitudes, and be at ease with this group.

Disclosure - Occasionally young people/vulnerable adults may disclose confidential information to a
work colleague that gives rise for concern for their physical or emotional safety. In such situations you
should speak directly to the Head teacher/Principal/Work Experience Co-ordinator at the educational
organisation or where this is not possible directly to LEBC on 0116 240 7000.

Disqualification - You are reminded that you are required by law to protect young people/vulnerable
adults from harm and employees are required, under the Criminal Justice and Court Services Act, to
declare that they are disqualified from working with young people/vulnerable adults. In addition, under
Safeguarding Vulnerable Groups Act 2006, an employer must not knowingly engage a “banned person”
in regulated activity.
10
Safeguarding (Including Child Protection) Policy
This policy sets out the organisation’s commitment to work related learning for young people under
the age of 18 and vulnerable adults.

This organisation will do all that is reasonably practical to safeguard
learners from inappropriate physical, social, emotional, sexual or racial
treatment.
‘Copies of the advice
on Child Protection
included within this
pack will be agreed
and given to all
employees responsible
for supervising the
learner.’

This organisation will take reasonable steps to comply with all relevant
Acts and Regulations.

This organisation agrees to report any issues related to the welfare of
the learners on placement, including suspected case, or
unsubstantiated allegations. In such situations speak directly to the
Head teacher/Principal/Work Experience Co-ordinator at the
educational organisation or where this is not possible directly to LEBC
on 0116 240 7000.

Within the terms of the current Data Protection Act, due consideration will be given to the secure
storage of information about the learner.
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Where working with a lone adult, travelling with a lone adult or isolated working has been identified
as taking place for the majority of the placement, this organisation agrees to take into consideration
individual learner needs and appoint appropriate supervision. It is also agreed that where
appropriate a DBS (formerly CRB) check may need to be undertaken by the educational
organisation on key staff.

This organisation agrees to disseminate the safeguarding (including child protection) information
provided by LEBC to all relevant staff.
Signed: …………………………………………………………… Date: ………………………………….
11
Work Experience Policy for Work Placement Providers
This policy has been drawn up for the purpose of work-related learning participation and the
content applies to all young people under the age of 18 and vulnerable adults.

This organisation values the role of work related learning in the learning and development of young
people/vulnerable adults and will do all it reasonably can to support this process.

This organisation supports the view that the main purpose of work related learning placements
should be as a means of achieving learning outcomes and developing skills.
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This organisation accepts its responsibility for a duty of care, both legally and morally, for young
people/vulnerable adults on work related learning.

Work related learning should be made equally available to all, irrespective of academic ability, race,
gender, age, disability, religion and belief, ethnicity, national origin or sexual orientation.

Learners will have a specific risk assessment undertaken for them taking into consideration their
age, inexperience, immaturity, lack of awareness and any medical/health conditions, disabilities and
learning difficulties they may have.
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Learners will be given an induction on their first day which will include Health, Safety & Welfare.

Learners will be supervised at all times by an appropriate, competent, responsible and experienced
person.
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Learners will be given meaningful work (where appropriate, curriculum specific) suitable for their
age, ability, physical limitations and maturity.
Signed: ……………………………………………………
Date: …………………………..
12
Useful Websites
Leicestershire Education Business Company
www.leics-ebc.org.uk
Leicestershire Education Business Company
Health & Safety Awareness
www.hse.gov.uk
www.hse.gov.uk/pubns/law.pdf
www.hse.gov.uk/pubns/indg259.pdf
www.hse.gov.uk/risk/casestudies/index.htm
www.hse.gov.uk/firstaid
www.hse.gov.uk/riddor
www.hse.gov.uk/pubns/indg143.pdf
www.coshh-essentials.org.uk
www.gov.uk/workplace-fire-safety-yourresponsibilities
www.hse.gov.uk/youngpeople
www.safelearner.info
www.rospa.co.uk
www.iosh.co.uk
www.suzylamplugh.org
Health & Safety Executive
Health & Safety Law Leaflet
Template For Health & Safety Policy
Risk Assessment Examples
First Aid at Work Regulation
Reporting of Injuries, Diseases & Dangerous
Occurrences Regulations.
Manual Handling Leaflet
Control Of Substances Hazardous to Health
Regulations
Fire Safety Responsibilities
Young People at Work
Information for Employers & Learners
Royal Society for the Prevention of Accidents
Institution of Occupational Safety & Health
Suzy Lamplugh Trust
Safeguarding
www.gov.uk/dbs
Disclosure & Barring Service
Apprenticeships
www.apprenticeships.org.uk
Information on Apprenticeships
LEBC are recruiting apprenticeship positions for 16-24 year olds & some companies may
be eligible for a £1500 grant. Please call us to find out more.
Business Information & Networking
www.fsb.org.uk
www.abi.org.uk
Federation of Small Businesses (FSB)
Association of British Insurers (ABI)
13
Letter of Understanding
To ensure that the principal conditions and arrangements for work experience/work-related learning/apprenticeship
are fully understood; the following essential points are set out below:
1. Insurance
It is a requirement to have in place adequate insurance for the participant(s) e.g. to cover against accident/injury
caused to the participant(s) by negligence of the organisation or an employee - Employers’ Liability Insurance
(general accepted minimum is £5 million) and where appropriate, business Motor Vehicle Insurance. It is a
requirement to accept liability and insure yourself through Public Liability Insurance (general accepted minimum
is £2 million), against liability for loss, damage or injury caused by the participant(s), whilst on placement to your
property, other employees or a third party. It is advisable that your insurer is notified that you are taking a
participant(s) on work experience or a work related learning programme/apprenticeship.
2. Health, Safety & Welfare
Employers will ensure that the participant(s) does not operate any hazardous machinery or work in any
hazardous environments, unless suitable control measures are in place recognising appropriate training and
supervision as indicated in the employer’s risk assessment. The participant(s) will not carry out work of an
unsuitable or objectionable nature. Employers are required to supply any protective clothing or equipment
needed by the participant(s) whilst on placement/employment and give instructions in its use. For work
experience the participant(s) may be asked to provide their own safety footwear.
Employers are required to comply with all relevant legislation, relating to the Health & Safety at Work etc. Act
1974 and all associated regulations including the Management of Health & Safety at Work Regulations 1999, in
particular Regulation 19 - the Protection of Young Persons (where applicable).
Employers have provided LEBC with information about the assessment of risks to the health, safety and welfare
of any participant(s) on placement/employment and also agreed the control measures including prohibitions or
restrictions put in place to ensure their safety. After the visit by an LEBC Assessor, where appropriate, you will
be sent a copy of the Placement/Employment Description and your Generic Risk Assessment. Employers must
notify LEBC immediately if the information is not accurate or a true reflection of the placement/employment
offered.
3. Placement/Employment Working Hours
Work Experience/Work Related Learning – Participants(s) will normally work between the hours of 07.00 19.00 for a maximum of 8 hours exclusive of breaks and may not work for more than 37 hours in one week.
Participants(s) under 16 years of age should not work Sundays, Bank Holidays or more than 5 consecutive days
out of 7. Participants(s) will not receive any payment for this work in accordance with the Education Act; however
employers may contribute towards the cost of meals or travel.
Apprenticeships/Employed Status/Paid Placements – Participants(s) should be expected to work in-line with
the Working Time Directive.
4. Placement/Employment Agreement
The participant(s) is required to have an interview (either in person or over the phone whichever is most
appropriate). At this point the participant(s) may bring with them or the employer may have already received
from the educational organisation the formal agreement. This will contain the Placement/Employment
Description and Generic Risk Assessment which needs to be completed by the employer taking into
consideration any specific requirements of the participant(s), where appropriate, (i.e. age, medical conditions).
Participants(s) will undertake meaningful work, as described in the Placement/Employment Description.
Employers will ensure that the work will be planned and supervised by a responsible and competent person who
is aware of their responsibilities. Employers agree to give the participant(s) an appropriate induction (a
copy of which is to be retained for a minimum of 3 years), instruction and supervision during the period of
work experience/work related learning/apprenticeship.
5. Illness, Accident/Incident or Changes to Placement Circumstances
In case of absence, accident/incident, sickness or unacceptable behaviour on the part of the participant(s),
employers agree to immediately notify by telephone and without delay, the relevant educational organisation.
Appropriate welfare and first aid facilities will be provided by the employer.
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6. Safeguarding Young People & Vulnerable Adults
Employers will have in place a Safeguarding Policy which will cover the participant(s) in the workplace. Where
this is not the case, employers agree to adopt and implement the policy provided by LEBC.
Employers agree to disseminate the safeguarding guidelines and policy to employees and ensure that
relationships with participants(s) are appropriate in terms of physical, social, emotional, sexual or racial
treatment and do not give rise to comment or speculation. Attitude, behaviour and language all require care and
thought, especially for those employees supervising the participant(s).
Any employee who is disqualified from working with young people/vulnerable adults under the Criminal Justice
and Court Services Act is prohibited from working with this group on placement. Where employers are aware
that a member of the workforce is disqualified, employers agree to discuss this with LEBC.
7. Equal Opportunities
All activities should, as far as possible, be open equally to all participants regardless of age, disability, race,
religion and belief, ethnicity, national origin, gender and sexual orientation. Legislation also protects those with
spent convictions who would otherwise be prevented from moving on into training and employment. The
Equality Act (2010) is the law which bans unfair treatment and helps achieve equal opportunities in the
workplace and in the wider society. Employers are required to comply with the Equality Act 2010.
8. Data Protection
Employer’s details will be held by LEBC. Employers will have given permission, by the signing of this Letter of
Understanding, for these details to be held by LEBC and processed only for the purposes of work
experience/work-related learning programmes/apprenticeships. Information will be held in compliance with the
Data Protection Act.
Employers will be given personal information about participants that should remain confidential in compliance
with the Data Protection Act.
I would like to take this opportunity to thank you for your support with this valuable programme and would be grateful if
you would confirm that this Letter of Understanding is acceptable to your organisation by signing below.
Yours sincerely
Barbara Chantrill
Chief Executive, Leicestershire Education Business Company
______________________________________________________________________________________________
I confirm that I have read this Letter of Understanding and that all points are acceptable to my organisation. I have
discussed safeguarding (including health, safety & welfare) matters in respect of work experience/work related
learning/apprenticeships, with a representative of your organisation and I have agreed the Placement Description. I also
agree to complete the Generic Risk Assessment to be specific to each participant and all relevant information will be
disseminated to all appropriate employees within my organisation involved in work experience/work-related
learning/apprenticeships.
I agree that all relevant information can be held by LEBC for the purpose of work experience/ work-related learning
programmes/apprenticeships.
Organisation Name:………………………………………………………………………………………………………………………………………………….
Telephone Number: ………………………………………………………….
Email: ………………………………………………………………………
Signature: …………………………………………………………………………
Name: ……………………………………………………………………..
Role in Organisation: ………………………………………………………..
Date: ……………………………………………………………………….
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Contact us:
Ashcroft House
Ervington Court
Meridian Business Park
Leicester
LE19 1WL
Tel:
0116 240 7000
Email:
[email protected]
Website: www.leics-ebc.org.uk
@LeicesterEBC
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Registered Charity No.1016744
Company No. 02775469
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