Placement Agreements

Host Placement Agreement

Placement Host Responsibilities

Please be aware that Placement Agreements are legally binding for which you should seek independent legal advice.

Placements hosts must agree to:

Provide the student with the terms of their placement including any employment contract, enabling the student to work towards the University module learning outcomes for the placement. Maximum working hours should not exceed 40 per week, being aware of any visa restrictions.
Provide an induction to the student explaining their role, relevant policies and procedures, and health and safety requirements as part of ongoing access (primarily for placements covering an extended period) to professional development or opportunities for training and development available to those undertaking work for your organisation.
Provide a named supervisor and provide adequate supervision during the placement.
Ensure reasonable adjustments are put in place to support any additional physical or learning needs. You may be made aware of additional needs by the student or the University and / or follow your own procedures. We ask placement providers to encourage students to disclose any disabilities as this will make it easier to agree adjustments that are appropriate and effective.
Carry out the placement in accordance with all applicable equality law (whether in relation to race, sex, gender reassignment, age, disability, sexual orientation, religion or belief, pregnancy, maternity or otherwise).
Provide the student with all the necessary equipment and software required to fulfil the placement. Only in rare, exceptional circumstances will the student be asked/required to use their own equipment and software and/or University equipment and software (including 3rd party licenses).
Be clear in writing from the outset about what use the student has of any intellectual property created during their placement, and specifically their placement module (i.e. the academic reason for their placement). The student may benefit greatly in being able to make non-commercial use of work created.
Cooperate with the University in the arrangement and management of the placement, including the student’s progress and achievement of learning outcomes for their module feedback/evaluations.
Have adequate insurance cover in place, or sufficient funds in line with applicable legislation to meet potential claims (in line with the University’s separate letter explaining insurance requirements).
Comply with all relevant legislation, undertake risk assessments and adopt practices to support the student’s health, safety and welfare.
Notify the University promptly in the event of an issue relating to the student’s health, safety or welfare: as.placements@northumbria.ac.uk or northumbria.ac.uk/about-usfacilities-services/safety-on-campus (including out of hours support).
When the student will work with machinery, equipment or substances hazardous to health, first aid facilities will be available and training, supervision and protective clothing will be provided.
Inform the University in advance of any changes to the status of the company or the students planned job description in advance, including a location change, office restructuring or expected insolvency.
Be responsible for dealing with any issues or disputes which arise between the placement provider and the student during the placement in accordance with the placement provider’s applicable policies and procedures. An independent third party will be engaged to investigate where appropriate to ensure fairness and the avoidance of any conflict of interest. However, in the event of a dispute, grievance or disciplinary matter, the placement provider shall notify the University as soon as practicable and keep the University updated until such matter is effectively concluded.

Absence Monitoring

Students should give placement providers as much notice as possible if they are unable to attend any part of their placement when expected.

In line with the UKVI Student Sponsor Guidance, the University must hold records of all student absence and attendance. The University has strict Home Office reporting requirements for students on placement who are under a sponsored visa, therefore any regular unauthorised absences could result in a student’s visa being curtailed.

From the start date of each Placement, in line with the University’s policies and procedures, the Host will confirm the Student’s attendance through responding to a monthly email. Any absences should be recorded and notified to the University in writing.

Please find our Student Attendance and Engagement Monitoring Policy.

Prevent

Each Party acknowledges that the other Party is subject to the Counter Terrorism and Security Act 2015 (the “Prevent Duty”) and shall assist and co-operate with each other to enable compliance with these requirements.

Where either Party has any concerns about a Student in the context of the Prevent Duty it shall notify the other, and the other Party shall provide on request a copy of all relevant information which is available to it and shall provide all necessary assistance to enable the requesting Party to take action in accordance with the Prevent Duty.

Legal Formalities

The terms in the placement agreement apply for the duration of the placement. The terms cover placements for the University’s Newcastle and London based students. Any term of the agreement that expressly or by implication is intended to come into or continue in force on or after termination or expiry of the placement shall remain in full force and effect.

Any future engagement between the placement provider and the student beyond the specific placement period is for the placement provider and the student to confirm outside of the scope of this placement agreement, and is not covered by the terms of this placement agreement.

The University is entitled to rely on the placement provider’s signatory as being authorised to execute the agreement on the placement provider’s behalf.

A placement may be terminated by any party in the event of a material breach by another party.

Each party will use all reasonable endeavours not to disclose to any third party any confidential information of another party.

The University and the placement provider shall each comply with all applicable data protection legislation. It is anticipated that the University and the placement provider will each act as an independent data controller during the placement. As appropriate, the placement will be managed in line with the University’s policy for placement providers and the Student Privacy Notice.

The University is subject to the UK Freedom of Information Act 2000. If the placement provider receives a freedom of information request in relation to the placement, it will promptly notify and consult with the University.

No person who is not a party to this placement agreement shall have the benefit of, or may enforce any rights under, this placement agreement.

This agreement is subject to English law and English courts.

Fashion Placements and Internships Only

Northumbria University fully endorses the British Fashion Council’s Best Practice Guide for Industry for Internships (2018). In line with their Positive Fashion initiative, the British Fashion Council is committed to helping create an industry that drives forward best practice behaviours and supports an inclusive, diverse and sustainable fashion industry. Since placements are integral to a student’s degree, the focus must be on education and training as defined by the law.

Placement approvals are subject to the student meeting the following conditions:

Continued enrolment with the University
Satisfactory academic progress
Compliance with Home Office visa requirements (if relevant)
Satisfactory result of any required Disclosure and Barring Service (DBS) checks (which may still be outstanding at the point of this approval being issued)

The University may withdraw approval at any time if the above conditions are not met. We will contact you if these circumstances arise.

If the student is in receipt of a Student Visa/Tier 4 Visa, the University is required to monitor attendance during their time with you to ensure the student satisfies visa requirements specified by the Home Office, in line with relevant University policies and procedures.  We welcome your support to help achieve these requirements. 

The placement is also subject to the student accepting the terms of the Northumbria University Student Placement Agreement. Visit our web page to view our Student Placement Agreements.

If the role is subject to Disclosure and Barring Service (DBS) checks, it is the student’s responsibility to seek this and it is the Host responsibility to ensure the results of any checks are satisfactory to your organisation before the placement begins.

*Please note that the Agreement details may be subject to change. You will be informed in writing in the event of any changes. 

Student Placement Agreement

Student responsibilities:

Commit to the work involved and endeavour to achieve the learning objectives of the placement/module.
Comply with the placement provider’s placement terms, policies and procedures. In particular, it is your responsibility to follow all policies and procedures around conduct (including equipment and software), confidentiality and health and safety.
Maintain contact with your Academic Placement Tutor (or Module Tutor and your Placement Coordinator in Northumbria University Graduate Futures. Your Academic Placement Tutor will be assigned to you to support your academic achievements and will schedule check-ins with you at agreed times. Your Placement Coordinator is the person who liaised with you about the approval of your placement.
Conduct yourself responsibly as a representative of Northumbria University. You remain subject to the University’s Handbook of Student Regulations during your placement.
Confirm with your placement provider what information gained during the placement can/can’t be used for your academic submission for your placement module, and/or any other circumstances.
Ensure future use of any intellectual property created during the placement is agreed in writing with the placement provider.
Give your placement provider as much notice as possible if you are unable to attend any part of your placement when expected.
Seek help and support from the appropriate people within the University and/or your placement provider in the event of any issues around your academic progress, health, safety or welfare.
Email as.placements@northumbria.ac.uk or visit northumbria.ac.uk/about-us/facilities-services/safety-on-campus (including out of hours support).
Ensure during the placement period you take responsibility for your own safety for all private activities beyond the specific placement requirements, including day-to-day living, travel, social and sporting activities, and, where relevant, accommodation.
Download the SafeZone app and have read the placement pre-departure briefing slides. Have a record of the university’s security emergency details. Number (0191) 227 3200. Email:CRSecurityTeams2@northumbria.ac.uk and you have/will inform the provider of how to contact the University in an emergency about your placement.

Your placement provider (by accepting the Employer Placement Agreement) is confirming their organisation will provide the equipment and software for the placement. If you choose to use your own equipment and/or software for the purposes of the placement, this must be in agreement with the placement provider and must be fully covered by your own personal insurance and/or licensing arrangements. Usage of any University equipment or software (including email, file storage, and licensed 3rd party software) must be in line with University policies, procedures and, where relevant, terms and conditions of licenses.

If you are classed as an employee or worker of the placement provider, you will also need to read and comply with the requirements of any contract of employment or engagement.

Note: you may be considered to have an employee or “worker” status during your placement, or you may simply be classed as a student on placement and have no employment status. Ensure you are clear what your status is. Your status should be clear and agreed at the outset. The University can support you with any queries about your status. Email queries to as.placements@northumbria.ac.uk.

Although individuals are not obliged to, the University encourages you to tell your placement provider about any disabilities. In doing so this will make it easier to agree reasonable adjustments that are appropriate and effective. The University recognises that many disabled people choose not to share information about their disability, and that many people who are legally disabled in the terms of the Equality Act 2010 definition do not identify as disabled.