Guidelines

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

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. Students are not entitled to leave or time off. If ill, it is the student's responsibility to call in sick, at the beginning of your working day.

Payment - Placements are unpaid. It is permissible for companies to pay student travel costs and any expenses incurred whilst carrying out company business. However, the ability to pay student's expenses varies from placement to placement and is not something that the students will 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 placements but some preparation is necessary in order to maximize the benefits gained for both you and the student. 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 as 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 routine tasks.

Liaison with EUSA - Please 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 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.

UK Supervisors - As part of our continuing compliance with UKBA regulations, supervisors in the UK are required to submit a form agreeing to the terms of the placement (i.e. it is unpaid, that the student will work not work more or less than the agreed hours, that appropriate supervision will be provided, etc), and are required to complete an online timesheet on a weekly basis.

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 a student with your organisation. Students want to feel productive and useful to their host organisation and by considering the following points, you can help to make their placement experience a lasting and meaningful one.
 
Prior to student’s arrival:

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

On the student’s first day:

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

Throughout the placement:

• Make yourself available to the student. Set a weekly meeting time or open hours for the student to come to you with issues or questions
• Provide quality work assignments for the duration of the program
• Provide student 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