Careers and Opportunites Team
Organisations’ guide to PLACEMENTS
INTRODUCTION
Thank you for considering taking on a placement student from the University. In this handbook we aim to provide you with information on how placements work, the benefits they offer to your company or organisation, what you can expect from the student, and the support you can expect from the University.
Definitions and structure
Both the work placement module and the volunteering module offer a chance for a student to gain valuable practical experience in a real working environment. The modules are also an approved period of assessed learning within the workplace and should be relevant to their course.
The length of the work placement will depend on the course of study and your requirements. Students should inform you of their specific placements details and requirements.
A work placement can be taken with either a company, a not-for-profit organisation or charity. However, the volunteering module can only be taken with a charity, not-for-profit organisation or public service organisation.
Please get in touch with workplacements@ winchester.ac.uk if you have any questions.
Roles and responsibilities
The success of a placement depends upon a mutually supportive three-way relationship between the student, employer and the University, based on realistic expectations. With the right support, students can make a significant positive contribution to an organisation.
The organisation’s role
F Provide a written job description.
F Collaborate with the student to establish a Placement Learning Plan that meets defined goals as agreed by the student and their organisation.
F Support the student with health and safety training and a company induction.
F Undertake a risk assessment to identify any potential risks/hazards associated with the student’s placement and to ensure that adequate controls will be put in place to address these risks, including whether an Occupational Health Check is required.
F Warrant that the placement organisation has policies and processes in place that ensure that the student’s working environment complies with the provisions set out in the Equality Act 2010 and the Worker Protection Act (Amendment of Equality Act 2010) 2023
F Nominate a mentor/supervisor who will conduct or make arrangements for day-to-day supervision of the student.
F Comply with the appropriate country’s health and safety legislation.
F Facilitate access to the student for up to two contacts by the visiting Placement Module Lead as appropriate.
F Ensure both Employers’ Liability and Public Liability Insurance Certificates are provided to the student and that they are valid for the duration of the placement together with confirmation that students will be covered whilst under their supervision/control.
F Promptly inform the University of Winchester of any serious accidents which involve medical treatment that goes beyond first aid or advise the University of incidents relating to breaches of discipline by the student.
F Advise the University promptly of any unexplained periods of non-attendance or any other workplace concerns.
F Treat placement students in the same way as they would other employees in respect of their induction, supervision, inclusivity, health and safety and welfare and in-line with legislation including the Worker Protection Act 2023 and the Equality Act 2010.
F Comply with any relevant professional, statutory or regulatory body (PSRB) requirements governing the suitability of placements.
F Offer the student support on placements, including the mechanisms for dealing with any problems or complaints.
F Make any reasonable and anticipatory adjustments for students with a disability or learning difference.
F Not ask students to sign Non Disclosure Agreements in relation to harassment or sexual misconduct issues.
F Provide feedback on the placement at its conclusion.
‘The student was so impressive, with their confidence and adaptability. Their attitude towards work and the tasks we set them was 10/10. They were a real pleasure to have in the studio and they brought a good energy into the workplace.
Placement organisation feedback 2025
The student’s role
F Attend pre-placement training at the University and familiarise themselves with all the relevant information supplied.
F Follow the organisation’s procedures, policies and guidelines.
F Understand that they act as both a representative of the University of Winchester and of the host organisation. It is expected that they will act in an appropriate, courteous and professional manner when dealing with the organisation, its businesses and its staff.
F Discuss and agree with their organisation when to plan appropriate time to undertake assessment work.
F Consult with the organisation if they wish to make any changes to their placement.
F Report any concerns to the organisation, including personal and health concerns, health and safety, or a disability that may require adjustments.
F Understand that the business of the organisation may be confidential. If this is so, the student agrees not to disclose any information to third parties without the consent of the organisation. University assignments will also be arranged to protect confidentiality.
F International students must follow the advice and guidance from the International Team to comply with visa requirements.
The University’s role
F To work within the University placement procedures as set out by the governing bodies.
F Appoint a Placement Module Lead alongside the Placement Coordinator.
F Be a point of contact for any queries and make contact at appropriate intervals.
F Provide the students with pre-placement training.
F Establish dates for placement check-ins if appropriate.
‘Employers get to meet the most talented candidates, universities are able to get to grips with evolving career opportunities, and students can develop the skills needed to successfully enter the workforce’
Careers2032, 2022
BENEFITS TO YOU
Taking on a placement student from the University of Winchester can offer a range of benefits to your company or organisation:
F An additional resource for a short-term project or a change initiative.
F Access to enthusiastic, motivated individuals with fresh ideas that can bring modern professional skills into your workplace.
F A low-risk recruitment method, saving you time and money.
F Contributes to your company’s Corporate Social Responsibility.
F Early access to the best talent with a high proportion of graduates remaining in the region.
F An opportunity to strengthen links with the University, which could lead to research collaboration.
What we will do for you:
F Advertise your work placement or volunteering opportunity free of charge on your behalf via our dedicated jobs intranet site ‘Career Connect’.
F Target appropriate students for your placement.
F Offer a variety of career and networking events to which we welcome employers and organisations.
F Provide the student with a training session prior to the placement and support throughout the placement.
F We can arrange for you to give presentations to potential candidates and explore whether we can provide interview space on campus.
The student was exemplary. They were proactive, efficient, and professional, and integrated fully into the team. They took each task in their stride and always produced high quality work. They had a good attitude and threw themselves into every challenge. We were so impressed we offered them a part time role within the firm to do alongside their final year at university.
Placement organisation feedback 2025
Recruitment
The University of Winchester has a dedicated jobs platform to advertise placements, graduate jobs, volunteering and internships; CareerConnect. You will be able to post your vacancy free of charge on CareerConnect for thousands of students to view.
Using CareerConnect will:
F Enable students to view your advert and links to your company website.
F Promote brand awareness of your company and recruitment process.
F Allow the students to receive up-to-date job alerts as soon as new opportunities are posted.
If you would like to advertise a placement, volunteering, part-time or graduate role, please contact our team on careers@winchester.ac.uk
We simply require a role description for any opportunities you wish to advertise through our service. We will ensure that your vacancy is promoted to the appropriate students and course staff. Once you have received your applications or shortlist, then please arrange to interview the candidates in accordance with your own practices.
Pay
Whilst not a legal requirement for placements, if it is part of their course, the majority of students receive an industry appropriate salary. We find that employers receive noticeably more applications if they advertise a salary or hourly payment with the job description. We will not advertise unpaid full-year sandwich year placements.
Students should not be paid for any volunteering placements but you may cover expenses, should you wish to do so.
Equality, diversity, and GDPR
The University’s Equal Opportunities Policy will apply to organisations providing placements. There are a range of protected characteristics, against which it is unlawful to discriminate when choosing someone for a job, considering people for promotion, dismissal or redundancy. For more information, you can check the government’s guidelines HERE. Further information is available through the Equality and Human Rights Commission
LEGAL REQUIREMENTS
Data Protection and Confidentiality
The University is compliant with the UK GDPR and will continue to be compliant with all subsequent data protection legislation. Personal identifiable data pertaining to students and personnel at placement organisations will be processed and shared with the University and the placement provider for the purposes of assessment and administering the placement. Any personal information will only be shared with appropriate contacts within both the University and the provider.
For more information about how the University processes your information please see the privacy notice HERE.
The University uses InPlace, a placement management system, to record details of student placements. Students will be asked to record elements such as their host organisation’s details, a risk profile for the placement, insurance documents for their host organisation and details of work to be carried out whilst on placement.
This information is then assessed by the student’s Placement Module Lead, who will have final say in whether or not the placement is approved. You can find details of InPlace’s privacy policy HERE.
Whilst on placement, students may have access to commercially sensitive information. This could relate to the placement provider or personal information relating to its employees or customers. This information may be shared with the student in complete confidence and any breach of that confidence will be taken very seriously by the University. Please contact the workplacements@winchester.ac.uk if you have any concerns with regard to sharing confidential information.
Safeguarding
If a placement or volunteering role involves working with children or vulnerable adults, the student will likely need to complete a Disclosure and Barring Service (DBS) check, which is a background check to ensure suitability for working with those groups. The University facilitates this process through our University Registry team.
When asked about the most reliable predictors of graduates’ skills and attitudes, the majority of employers (72%) agreed that graduates who completed an internship or placement arrived with better skills and attitudes than other graduates (compared to 63% in 2022)
Institute of Student Employers report, 2023
Insurance
Within the UK it is compulsory to hold employers’ liability insurance. There are some exemptions to this, and sole traders will often not need this cover. Sole traders should, however, have public liability insurance. While the student is on placement, they are considered to be an ‘employee’ of the company, irrespective of whether the work is paid or unpaid. The placement provider is responsible for providing liability insurance.
The organisation may also hold public liability insurance which indemnifies the company against claims made by any visitors or customers.
Sole traders
The insurance industry has agreed that students on work experience placements should be treated as employees for the purposes of insurance. Such placements must conform to the requirements of the Education Act 1996 and any other regulations in force at the time. Most Employers’ Liability policies will have a definition of “employee” that covers students on work experience placements.
Some businesses are not required to have Employers’ Liability insurance; companies with no employees or family businesses that employ only family members. However, if your organisation does not have Employers’ Liability insurance, you must take out Employers’ Liability insurance for the duration of the placement in order to be covered.
All existing regulations for the protection of persons at work, for example under the Health and Safety at Work Act, will apply equally to persons on placements.
Further information about the employment of young persons can be found on the Health and Safety Executive website.
Sole traders may have a Public Liability insurance policy. This will not cover students whilst on placement. Most Public Liability policies will cover any accidental injury or damage to third party property arising from
DURING THE PLACEMENT
A successful placement
Most placements progress very smoothly. However, occasional problems do arise. If issues are raised at an early stage, they are usually resolved quickly.
In our experience, students respond best when their employer / placement provider:
F Provides a clear plan of work to support the objectives agreed in the Placement Learning Plan.
F Clearly communicates deadlines they may have for completion of work or tasks.
F Provides a thorough induction, including all the necessary health and safety elements.
Initially, students are encouraged to discuss any difficulties with their line manager or placement supervisor in accordance with the procedures of their organisation. If an issue is not satisfactorily resolved, the student and organisation may discuss the matter with the student’s Placement Module Lead who will aim to help, if appropriate.
Organisations with persistent issues are encouraged to deal with matters through their internal procedures, which may include disciplinary processes.
Please keep the University’s placement staff informed – with the student’s permission – of any matters that could jeopardise the continuation of the placement. Organisations are welcome to contact the University of Winchester at any time via workplacements@ winchester.ac.uk for help and advice.
the actions of the placement student. Organisations should check their policy document and if they are in any doubt about the adequacy of coverage, contact their insurer or the broker who arranged the policy. If you have any questions, please contact a member of the Placement Team at workplacements@winchester.ac.uk
Attendance
The student needs to attend their placement to complete their assessment. Should the situation arise where the student is absent, and you do not know why, then please contact the University at the earliest opportunity.
Placement requirements
Students receive accreditation for their placement within their final degree, and consequently the nature and level of work must provide an appropriate learning experience.
Potential placements need to be approved for suitability, and the criteria for approval will be:
F Suitability of work in terms of level and relationship to academic course.
F Evidence of intended contractual employment for the period of the placement .
F Suitability of the working environment, with availability of experienced practitioners.
Students have a Placement Module Lead whose role is to provide academic support and advice, and to monitor progress and development. Placement Module Leads may make contact and visit the student during the placement. Not all placements require a visit to the site. However, if a visit is needed, we ask that the student’s line manager or placement supervisor is available. This will be arranged in advance via the student.
“Across the best 100 Student Employers, 59% of their placement students and interns were offered graduate jobs.”
Ratemyplacement.co.uk, 2025
INTERNATIONAL STUDENTS
The majority of international students will be eligible for a Student Visa (Student Route). It is the student’s responsibility to check and adhere to the conditions of their visa. International students are normally permitted to work in the UK, provided the following are met:
F A maximum of 20 hours per week during university term time. UKVI have defined a ‘week’ as a 7-day period starting on a Monday and ending on a Sunday.
F Work with no limit during official vacation periods only. Be aware that official vacation periods differ for undergraduates and postgraduates. Postgraduate students are not considered to be on vacation during the summer months.
Student Visa (Student Route) holders are not permitted to:
F Be self-employed or engage in any business activity
F Take employment as an entertainer
F Take employment as a professional sportsperson, including sports coaching
F Accept/fill a permanent position of full-time work, unless:
• It is for a Student Union Sabbatical Officer position
• They are awaiting a decision for the Graduate Route Visa or Skilled Worker Visa and have met any other necessary UKVI requirements.
If the student holds a Student Visa (Student Route) for a part-time course, they will not have the right to engage in or undertake any paid or unpaid work in the UK.
If the student holds any other type of immigration permission, they must be able to provide evidence that work placements are within their immigration conditions.
A Student Visa (Student Route) holder can undertake a placement if:
F The placement is an integral and assessed part of the course.
F If the work placement is no longer than 50% of the total course length (unless there is a statutory requirement for the course to contain a specific period of work placement which exceeds this limit).
F The employer is monitoring attendance/ engagement and is reporting back to the student’s university.
It is important that the placement is reported to the UKVI once it has been approved by both the Placement Module Lead and International Student Success. Students are not permitted to start their placement until after it has been approved and reported to the UKVI.
Should a Student Visa (Student Route) holder wish to volunteer, the opportunity needs to meet certain conditions, for example:
F Volunteers do not have a contract and must not replace an employee.
F Volunteers are not paid, however, reimbursement of reasonable travel and subsistence expenses is acceptable.
Please note, according to UKVI regulations, “Voluntary work” is seen as different to volunteering. Voluntary work is considered as unpaid employment and will count towards your weekly hours of work.
For full details, the University of Winchester’s Visa Sponsorship Policy can be found HERE.
We love the dedication and compassion that Winchester Uni Students show when they volunteer with us. Their willingness to step into an environment that is challenging at times should be applauded. We particularly love to see their confidence grow during their time with us.
Placement organisation feedback, 2025
Overseas placements
A growing number of students are undertaking placements abroad. Students may arrange these placements with organisations directly or through a third party. Once the student has secured an overseas placement, they will need to gain approval from the University and will be required to submit some additional documentation. It is recommended that students refrain from booking travel and
accommodation until their placement has been approved by the University. The University’s Health and Safety team will monitor conditions in the host country prior to and during the placement.
Insurance for Overseas Placements
Overseas placement providers will be required to have appropriate insurance in place to protect their placement student. The student will contact you to request your insurance documents so that the University is able to approve the placement.
The University’s travel cover will provide travel and emergency medical cover for students on placements if approved by the University. If the student is seeking to gain work experience that is not formally part of their course, they will not be covered by the University’s travel cover and should arrange their own cover.
If the University, Foreign, Commonwealth and Development Office (FCDO) Foreign Travel Advice and the travel cover provider advise against travel, then the student must reconsider their placement location. Travel cover providers will not normally permit travel in these circumstances as it is not possible to guarantee that the student can be evacuated in the event of an emergency.
Ultimately, if our insurers consider that the risk of travel is too high for the student’s safety to be guaranteed, then travel cover may not be available. Under these circumstances, the placement will not be supported by the University.
Students’ Wellbeing and Disability and the Placement Process
AFTER THE PLACEMENT
Assessment
All students, besides those taking a sandwich year placement, will be required to submit a written piece of work based on their placement experience, which will allow them to reflect on their learning experience and evaluate their personal development. Assessments may take the form of a reflective journal and a portfolio of evidence, or a written assessment. Students will be encouraged to keep a detailed diary in which to record their placement activities. They will also ask you for your feedback on their contribution to your workplace and this, along with their diary and Placement Learning
Our students’ mental and physical wellbeing is always our top priority. The term “disability” covers many types of health conditions both physical and mental, specific learning difficulties and neurodiverse conditions. Any of these entitle individuals to access extra support during both the recruitment process and in the workplace.
The Equality Act 2010 protects those with a physical or mental health disability against discrimination when applying for jobs and less favourable treatment when in employment. Organisations also have a legal duty to make ‘reasonable adjustments’ to reduce or remove obstacles disabled people may face in the recruitment process and workplace and ensure that disabled employees and volunteers are able to carry out their duties without being disadvantaged compared to others.
At the University of Winchester, we work closely with students, graduates and employers to ensure that opportunities are equal and inclusive for all. We are keen to support our disabled students in the transition from study to the workplace and our Disability and Learning Diversity Team can provide tailored support for students. The Disability and Learning Diversity Team can provide students with workplace advice and support and students are provided with their contact details through the Student Placement Handbook.
If you have any concerns about a student’s wellbeing whilst they are on placement, you can find help and advice on our Student Support website. You should also raise concerns with the student’s Placement Module Lead and follow your own internal procedures.
Plan, will form the basis for their written assignment.
Feedback
The Placements Team would love to hear from you regarding your placement experience. Not only is it useful for us to know how individual students have got on, but your feedback plays an integral role in helping us to improve our service as well as allowing us to inform academic departments if there are gaps in knowledge that could be addressed in the classroom. You are very welcome to contact us at workplacements@winchester.ac.uk at any point
throughout the placements process if there are things that you wish to feed back on. You will also receive a feedback form at the end of the student placement, which we would be extremely grateful if you could complete and return to us. The Placements Team would also love to hear from you if you are interested in providing an Organisation Case Study for us.
One of the primary goals of a placement is to boost students’ employability and as such, students are always appreciative of organisations who stay in touch after a placement and who help to raise the student’s profile. This may include, but is not limited to, offering a recommendation of the student on LinkedIn or providing a reference.
Equally, students will be asked for their feedback at the end of their placement. As above, we use this to help us improve our provision both within the Placements Team and across academic departments as well as gaining an understanding of individual placements.
Additional help and support From the University of Winchester
The University of Winchester provides a range of other services for students, including health and wellbeing support, as well as academic and financial advice. If you have any concerns while our students are on placement with you, please note that these services are here to support students. University services, such as Student Support & Success and the health and wellbeing teams, are still available to students on placement, and students can access information on both the Work Placements and Volunteering Module canvas pages.
If you require help urgently, we ask that you contact workplacements@winchester.ac.uk as soon as possible regarding any concerns you might have. We can put you or the student in touch with the appropriate Placement Module Lead or department to ensure that our students feel supported while on placement.
Want to get further involved with the University of Winchester?
The University of Winchester is proud of our students whom we want to enable to achieve every future success, and as such we welcome and encourage any opportunities for employer or organisation engagement. If you are interested in getting more involved on campus, we would be delighted to
welcome you as a guest speaker and include your organisation in our various careers fairs. In addition, we would be pleased to advertise any careers opportunities, including part-time, temporary, and graduate roles, for free via CareerConnect - our University-wide careers and opportunities portal.
If you would like to get involved, we would love to hear from you. Please get in touch with us via careers@winchester.ac.uk
University of Winchester in partnership with organisations and communities
Our vision is to help shape a better world through everything we do, driven by the ambition, wisdom and impact of our students and staff.
To fulfil this, we partner with local and global organisations and work with you to enhance your impact and innovation, and to enrich your workforce, helping individuals and communities to flourish.
At the University of Winchester, we have created a range of services to connect with regional, national, and international businesses and voluntary organisations. You may want to:
F Source talent from our large student base.
F Develop closer links with the University.
F Raise your company / organisation profile on campus and online; advertise your employment and professional development opportunities via our free jobs portal and take up opportunities to participate in on-campus events or to deliver a workshop.
F Find a creative solution or tackle a specific project to drive your business forward and support future growth.
F Address emerging issues through consultancy or research collaborations with our academics and industry experts.
F Fill specific skills gaps by employing our students and graduates, via our free jobs board, whether this is in part-time roles, placements, apprenticeships, volunteering, or graduate positions.
F Upskill your workforce to strengthen your business capabilities and increase productivity, through one of our courses, an apprentice, a placement student, or consultancy with our industry experts.
F Find a venue for accommodation, conferences, events, and weddings.
Careers and Opportunites Team
Placements are a period of assessed learning in a workplace included in a course and lasting up to a year. The university greatly appreciates the time and effort from employers to help students gain valuable skills for their future. Our Placements Team would be delighted to discuss this and any other opportunities for collaboration further.
To find out more about where our students could work for you, please contact workplacements@winchester.ac.uk
@_UoWcareers
@uowcareers
@universityofwinchestercareers
01962 827310
workplacements@winchester.ac.uk
