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GENERAL PLACEMENT GUIDELINES FOR SUPERVISORS

The following points are intended to help both new and experienced supervisors in recognizing the needs of the student and integrating these with the requirements of the company. This should ensure that both parties gain the maximum benefit from placements.

LEGAL SITUATION

The Placements are set up on an unpaid basis as the Program is designed to be an educational experience with the students receiving academic credit towards their university degrees. Permission is granted on the understanding that the student is undertaking the placement as part of his/her course of study and that the period of work will not exceed the dates outlined by their University's EUSA program. If your organization needs to receive written proof of a student's legal standing please contact us and we will forward a confirmation letter to you.

PLACEMENT

We ask that the students be treated as a new employee.

Attendance - Students will work a set amount of days throughout the placement, details of which are confirmed at the start of every placement. They are expected to be punctual and work a full day. You are not required to give the students any leave. If a day's absence is requested, it is at your discretion. If ill, it is the student's responsibility to call in sick, at the beginning of your working day. If for any reason the placement requires the student to attend the placement on a class day a note must be provided stating the reason for non-attendance at class.

Payment - Placements are generally unpaid. It is permissible for companies to pay student travel costs and any expenses incurred whilst carrying out company business. However we realize that the ability to pay student's expenses varies from placement to placement and is not something that the students should expect or demand.

ROLE OF THE SUPERVISOR

As a supervisor you are expected to monitor the placement throughout the term. If you are unable to do so, we suggest you nominate someone in your office to assume that responsibility.

Preparation for Interview - When prospective placements are discussed with the students, we like to be able to provide the student with accurate information on your company/organization. It would help us with the placement process if you could provide us with any corporate literature or guidelines as to what the student should know in advance of the interview.

Initial Interview - All placements are subject to an initial interview between the supervisor and the student. This interview should be used to discuss in detail with the student what duties you want them to perform and to assess their expectations of the placement.

Structuring Placement - Some supervisors find it useful to plan a weekly timetable or program for their students to follow. Obviously this is not feasible for all placement agencies but some pre-preparation is necessary in order to maximize the benefits gained for both you and the intern. Please see below for a list of suggestions that might help the placement experience for everyone involved.

Type of Work - Although the work given to students obviously varies depending on the type of placement, it is worth remembering that these students are generally of a high calibre and therefore they are keen to use their abilities to the utmost. The placement is designed to be an educational experience and the students are encouraged to earn increasing responsibility by demonstrating willingness and ability. However, all students are aware that not all work is glamorous and they are expected to carry out their fair share of menial tasks.

Liaison with EUSA - Please feel free to keep in touch with the EUSA Placement Office. One of our functions is to help you with any problems that might arise during the placement and discuss these with the student if you would rather not. We are always happy to come to your office and meet with you and will occasionally try to arrange on-site visits.

Evaluation Form - You are required to complete an evaluation form at the end of the placement. This assessment form contributes to a percentage of the student's overall internship grade, the other component of the placement grade is based upon academic work.

ROLE OF THE STUDENT

The students are expected to conduct themselves in a professional manner throughout their placements.

Attitude - Students are expected to carry out all tasks and earn responsibility by demonstrating willingness and ability.

Academic Commitments - During the placement each student may have academic requirements as part of their University's EUSA program. Such requirements will be discussed with you as and when they apply to your work placement student.

Thank you for considering these points and we hope that you find them useful. If you have any questions please feel free to contact the Placement Team.

The opportunity that you and your company are providing for our students is greatly appreciated by EUSA.

SUGGESTED IDEAS FOR DEVELOPING PLACEMENT OPPORTUNITIES

Based on student feedback, we have added a list of possible things to consider when hosting an intern with your organization. Students want to feel productive and useful to their host organisation and by considering the below points, you can help to make their placement experience a lasting and meaningful one.

Prior to intern’s arrival:

• Finalise intern’s first day itinerary, including any meetings that the intern should attend
• Finalise the training schedule for intern
• Inform the staff that intern will be starting and give a brief bio. If possible, explain what the intern will be doing and how long they will be interning
• Finalise projects for the intern to work on for the duration of the placement

On the intern’s first day:

• Greet the intern at the designated time and location
• Introduce the intern to the staff
• Give the intern a tour of the facility
• Review the company’s history, mission and objectives
• Explain the organizational structure of the company
• Explain where the intern’s department falls within the organizational structure and what are their responsibilities
• Give the intern an employee manual (if available) and review company policy
• Review any safety regulations the intern must abide by
• Review interoffice communication etiquette for phone and email
• Review any security or confidentiality issues that the intern should be aware of
• Meet with the intern to review internship goals for the placement duration
• Discuss the expectations of the intern
• Discuss ways in which the intern can and should express discontent
• Discuss the tasks that can be done without supervisory approval
• Indicate the resources available to the intern and where the resources are located
• Explain operation of the office equipment (copier, fax, telephones, etc)

Throughout the placement:

• Make yourself available to the intern. Set a weekly meeting time or open hours for the intern to come to you with issues or questions
• Provide quality work assignments for the duration of the program
• Provide intern with feedback and criticism
• Complete reviews in a timely fashion for EUSA staff
• Keep in communication with EUSA with any concerns, feedback or issues that may arise