1.0 Learner entitlement

Both Learners and employers are entitled to expect that all learners have been subject to an assessment to identify their suitability, readiness and capabilities prior to undertaking work experience. In matching learners with placement opportunities this information should be used by relevant parties to identify any potential risks and to manage such risks in line with appropriate hierarchy of controls.

2.0 Responsibility

The School/College is responsible for ensuring that a learner assessment is carried out prior to the start of any placement. Furthermore it is the school/college’s responsibility to ensure that any outcomes of this assessment are communicated to the Employer whenever they are potentially relevant to the security of the business and the health & safety of staff. The employer is responsible for workplace risk assessments.

3.0 Delivery and support

Parents/carers must inform the school of any medical or other issues that may affect the work experience of their child.

A school policy concerning the assessment of students for the purpose of work experience must be in place There must be a system for carrying out recorded individual assessments whenever there are issues which question the ability of a student to cope successfully with a placement – all students with identified medical, learning or behavioural issues would fall into this category as would ‘looked after’ children. Such assessments should be carried out by approved members of staff, one of whom must have direct individual knowledge of the student – e.g. the Work Experience Co-ordinator and a Form Tutor, Year Head or Special Needs Teacher.

The outcomes of any assessment should be communicated to the student and where appropriate to the parent/carer if it is going to be used in relation to securing a placement. Where the outcome of an assessment includes issues which could affect the health and safety of the student or the placement provider’s employees, they must be communicated to the employer prior to confirmation of the placement. Although any sensitive issues must be managed appropriately, health & safety considerations override data protection.

Under the terms of the Data Protection Act, passing on personal information to a third party requires the written agreement of the student and/or parent - in situations where such permission is withheld, no placement is possible.

In situations where the risk assessment outcome is negative, no placement should be attempted until such time as remedial action has been taken to further prepare the student and/or sufficient resources have been provided to support the student while on placement –e.g. the presence of an ancillary staff member accompanying the student while on placement.