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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:
v the work is not of an appropriate level for a postgraduate student
v 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
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.
Internship Provider name:
Nature of business:
Internship supervisor Contact Details / Name:
Phone:
Job title:
Email:
Postal address:
Second contact / Name:
Phone:
Job title:
Email:
Postal address:
Other addresses where the student will work:
Organisation size / SME
(1-250 staff) / Large
(>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 for the Internship? / Yes (please give date)
No
Does the workplace insurance extend to cover student travel arrangements during the Internship (for example, travel between offices in different towns)? / Yes
No
If the Internship will take place outside of the UK, please confirm that the Intern will be insured for the duration of the Internship / I confirm that the Intern will be insured for the duration of the Internship
Section 2 – The University
Internship tutor name:
Email address:
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 programme: / Gender: / Male
Female
Other/not given
Registration status: / UK
EU
Overseas / / Email address:2
Your postal address for the three months before the Internship:
Internship start date: / Internship end date:
Name of Internship supervisor:
Job title of Internship supervisor:
Do you have a disability, as defined under the Equality Act 2010? / Yes No If yes, please give details
If you answered ‘yes’ to the question above, please tell us about any reasonable adjustments that have been agreed to support you: / a) By the Internship Provider, in relation to working arragements
b) By the University
If your Internship takes place outside of the UK, do you have adequate travel insurance? / Yes
No
Next of kin contact information
Name
Relationship to you
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:
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
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 post- Internship 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 StudentServices 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
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
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
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 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.