Work Experience Company Policy Template

Please feel free to adapt this template for your work experience needs, the information contained is a guide for your reference only, you will also need to consider what works for your organisation

Scope: Outline who this policy covers

This policy contains guidelines for staff in considering and accommodating requests for work-experience.
This policy applies to all requests for work-experience received.
This policy does not apply to volunteers as they are covered under a separate policy.

Objectives: What does this policy hope to achieve, what are the aims?

Organisation X acknowledges the importance of work-experience to job seekers and students.
Organisation X accepts a responsibility to provide meaningful work-experience as an opportunity for participants to gain an understanding of the requirements of the particular occupational area in which they are placed. As work-experience requires close supervision of participants, this responsibility must be balanced with Organisation X operational requirements.
Organisation X will not use work-experience participants as a substitute for filling vacant positions. Work-experience positions are supernumerary positions. provision of work-experience is considered to be an important public relations exercise for Organisation X in the local community in addition to providing the opportunity to attract applicants to future positions.

Definitions: Give clear detail on what is considered work experience

Work-experience programs are programs that are arranged as part of a recognised program or course of study and include:

1. a) school work-experience programs

1. b) college/university work-experience programs or compulsory work placements

1. c) government and community-based work-experience programs
2. d) recognised rehabilitation programs.

Voluntary work-experience occurs when a person volunteers their services without pay, for the purpose of improving their work-related skills. Voluntary work-experience does not form part of a recognised work-experience program.
Child-related employment is employment that involves direct contact with a person under 18 years of age.
Direct supervision occurs when a responsible Organisation X officer is present at all times observing and directing, as required, the activities of the work-experience participant

Responsibilities: break down responsibilities at each level

Approval of work-experience placements:
The Head of the appropriate section will ultimately determine whether or not a work-experience participant can be accommodated.

Department responsibilities
Each department shall:

• ensure that work experience is not provided in operational areas that pose potentially serious occupational health and safety risks, and carry out and document risk assessments
• ensure that work experience is not provided in areas that may compromise the confidentiality of Organisation X business
• determine the amount of work experience that can be realistically provided and respond to all requests fairly and in good time
• allocate a responsible person to supervise the work-experience participant and ensure they are supervised at all times;
• work with the Human Resource team to devise a learning programme for the work-experience participant
• allocate a mentor/buddy to the work-experience participant
• provide the work-experience participant with details of the appropriate contact officer in case of emergency or inability to attend
• maintain records of the work-experience participant’s attendance
• ensure that prior to placement; work-experience participants undertake appropriate training to ensure they meet relevant occupational health and safety requirements
• ensure that the work experience student undergoes relevant induction procedures and checklists are signed to record details of the induction process
• ensure work-experience participants adhere to Organisation X Policy, relevant legislation and regulations at all times
• complete appraisals, feedback and a reference of the work-experience participant’s performance during the period of work-experience
• notify Human Resources and the relevant institution, where appropriate, of any concerns regarding the work-experience participant immediately they become apparent

Responsibilities of the work-experience participant
The work-experience participant shall:

• provide Organisation X with a completed Work Experience Application form and any documentation from the relevant institution/organisation to demonstrate the work-placement is an approved part of a relevant program or course of study
• comply with all Organisation X , procedures, relevant legislation and regulations and the reasonable lawful instructions of the work experience supervisor
• comply with Organisation X standards of professional behaviour including courtesy and confidentiality during the period of their work-experience
• contact the Organisation X officer designated as their supervisor during the period of the work-experience within 30 minutes of the agreed starting time, should they be unable to attend on any particular day
• discuss any issues or concerns relating to the work-experience activities assigned to them with the Organisation X officer designated as their supervisor
• discuss any issues or concerns relating to the work-experience placement with either the Organisation X officer designated as their supervisor, the Organisation X Human Resources Team and/or the work-experience supervisor from the relevant institution
• ensure that they are appropriately attired taking into consideration the nature of the duties, occupational health and safety requirements and contact with the public

Responsibilities of the Human Resources Team

The Human Resources team shall:

• develop and maintain the policy and procedures associated with requesting and carrying out work-experience placements
• ensure opportunities are inclusive and any reasonable adaptations are made to support people with additional support needs to access the experiences available
• store and manage any documentation obtained to support the work-experience placement, including contact details.
• advise on any clearances required.
• assist the supervising service to oversee work-experience placements, including, ensuring appropriate induction programs are completed, learning programme is in place,  monitoring the progress of the work-experience participant and handling any grievances
• ensure that participants have an opportunity to feedback on their experience and that feedback is used to review the quality, impact and development of placements
  

Duration of work-experience
The duration of work-experience should generally be:

• a maximum of two week for secondary school students
• a maximum of 12 weeks for tertiary students and all other work experience participants.
  This is usually conducted in a single block, however, single or half-days over a period of time may be approved at the discretion of the Head of Service in consultation with Human Resources.

Payment for work-experience
Payments are not made by the  Organisation X for work experience placements however, there may be exceptions to paying expenses or subsistence costs