Loughborough University Employer Code of Practice

Overview 

Loughborough University works on an equal basis with all genuine employers and does not favour any employers, allowing for all legitimate opportunities to be available to students. We recognise that all students have the right to select their own potential future employers.  

We endeavour to provide the widest possible range of graduate, internship and placement opportunities to our students and we work in partnership with employers to achieve this. By working closely together we aim to support the business needs of recruiters as well as to deliver employment opportunities for our students. 

Organisations are welcome to attend fairs and events organised by Loughborough University Careers Network to promote opportunities that follow the guidelines set out in this Code of Practice. Further information on upcoming events is available on our website. Please note that attendance at these events will be subject to agreement of our Careers Events Terms and Conditions. 

Guidelines for advertising your opportunities to Loughborough University students 

Careers Network offers employers access to a free vacancy advertising system, the system is self-service and allows users to manage their advertising online. We shall aim to advertise vacancies within 3-5 working days (however this cannot be guaranteed at high peak times). Our recommendation is for organisations to upload their own vacancies, this will ensure the quickest turnaround time, from uploading to publishing on the system.  

We ask that employers: 

• Provide complete and accurate information concerning the vacancy and your company.
• Provide your company house registration number (or equivalent for the country where the company is based if you are located outside of the UK) when registering on the system.
• Identify a website or contact where candidates can learn more about the vacancy.
• Provide us with as much notice as possible prior to the vacancy closing date. 
  Ensure all vacancies meet UK (or other national legislation) employment and equality legislation.
• We expect all opportunities where there are up-front costs for students to be transparent and clear at time of advertising – for example ‘International opportunities with flight or visa costs attached’. We retain the right to refuse to advertise these opportunities.
• For paid roles, we strongly encourage that you include the salary/wage, rather than ‘competitive’. Studies have shown that students are less likely to engage with roles that keep the salary as ‘competitive’.  

We will advertise roles that are based in the UK or globally which are: 

• Full-time and part-time graduate roles
• Part-time roles
• Vacation work / internships
• Placements
• Voluntary opportunities 

We will not advertise:

• Roles which, in our opinion, do not meet employment and equality legislation 
  Commission only roles (or those with a basic salary less than the National Minimum Wage)
• Roles which involve working in private homes, the only exemption is vacancies from a legitimate/reputable agency/organisations looking for care workers at a private address. This is subject to health and safety training.
• Roles which could, in our opinion, be exploitative or may not be a genuine opportunity. Employers must supply a full postal address (not a PO Box number) contact number (landline numbers or mobile), companies house number, and links to social media accounts.

Private email accounts such as Gmail and Hotmail accounts will not be accepted. 

Note: Recruitment Agencies must register as a ‘Recruitment Agency’ and provide full details of the third party  (visible to staff). Failure to do this will result in the deletion of adverts from the system. 

EDI Guidelines  

Please also refer to our Equity and Diversity Expectations which are available in the tab below.  By advertising role/s and/or agreeing to work more generally with Loughborough University Careers Network team you are agreeing to follow the expectations outlined. 

Advertising Opportunities  

• Ensure gender neutral language is used on the advert and avoid the use of gender identification. Rather than stating “he/she” use terms such as ‘they’.  
• Job adverts must not discriminate on the grounds of age – phrases like ‘recent graduate’ or ‘highly experienced’ ought to only be used when these are actual requirements of the job.   
• Provide really clear essential and desirable criteria. Be clear what you will be assessing the candidates on when shortlisting/interviewing.   
• Consider including a ‘preferred name’ section on your application.  
• Encourage students to flag any disabilities that may require further adjustments through the recruitment process. e.g. a dyslexic student may require more time to read material. Sharing/disclosing a disability to an employer is optional and is down to the candidate’s discretion.   
• Ensure the text / font / background / is accessible for all students (visual aids / support for deaf students). The University has its own Inclusive Practice Guidelines that may be useful to read.    (If you would like to see a copy of these please email the Work Opportunties Team.)

Shortlisting Students  

• In order to keep the recruitment process consistent and fair, ensure that the same staff members are responsible throughout – shortlisting, interviewing and decision-making.  
• It is important that those recruiting are aware of unconscious bias and are not just recruiting people from similar backgrounds, or with similar experiences, to themselves. Where possible a panel of two or three individuals (preferably from different backgrounds and with different experiences) should conduct shortlisting to limit the effect of this. 
• Employers should not deny an interview to a candidate based on a discriminatory or other unlawful reason, but otherwise an employer has discretion over who it chooses to interview, including the number of candidates (which may only be one individual, for one role, if that individual is the only applicant that fits the criteria set out for the role). 
• Consider utilising blind hiring practices. Remove anything from the CV and/or application form that could trigger any form of bias (anything personal e.g. age, name, country they were born). This will leave the assessing criteria – skills, experiences and what they can bring to the organisation.   

Interviewing Students   

• Employers should ensure that, as far as possible, arrangements made during the recruitment process do not put any candidates at a disadvantage in connection with a protected characteristic. Consider what an applicant could have reasonable adjustments for and how to ask for them. For example, if during your interview you have reading materials, a candidate that has dyslexia ought to be provided with more time to read through the material. Consider encouraging candidates to flag this at the application stage (see above.) The decision to declare a disability is optional for the candidate, they have the right to elect not to disclose.   
• If the employer knows or could reasonably be expected to know that a disabled person is, or may be, applying and is likely to be substantially disadvantaged by the employer’s premises or arrangements, the employer must make reasonable adjustments.  
• Be clear to all candidates what you are assessing them on. Similar to the application stage, be really clear to all candidates what they will be assessed on as this will ensure the best quality interviews.   
• When recruiting, employers should not ask questions related to any of the protected characteristics in the Equality Act (2010) e.g. about physical disability, pregnancy, sexual identity, religious beliefs, world views, age, or ethnicity, unless the question is directly relevant to the role.   
• The same staff should be responsible for selection decisions in the same recruitment exercise so that the process is consistent. Staff should be clear on what they are recruiting on (in terms of selection criteria.)  
• It is important that these staff members are aware of the possibility of unconscious bias and are not just recruiting people from similar backgrounds, with similar experiences to themselves. Where possible, we would recommend having 2-3 individuals on the interview panel (from a range of backgrounds) to limit the effect of this.   
• Try to allow for flexibility when arranging interviews, candidates may have study responsibilities, caring responsibilities, religious considerations, or disabilities which require certain times for interview or adjustments to be made to an interview.  
• The ECHR Code suggests that employers should ask interviewees when inviting them for interview, or at very least on the day of the interview, whether they have any special requirements, and where possible employers should try to accommodate these.  

Recruiting a Student/Student Starting  

• Appropriate adjustments should be put in place for a successful student if required and where possible.
• Ensure the student is introduced to everyone in the workplace and given guidance, mentoring and professional feedback on their professional development.
• Be aware and respect all cultures, social backgrounds, and religion. Consider creating a calendar whereby, staff can enter religious events/festivities, helping to build awareness up in the team. 
• Provide cultural orientation as appropriate for the student, whether that is an international student working in the UK, or a UK student working abroad in an international setting.
• Support, guide and signpost students regarding visas required to undertake the work, where appropriate, and give insights / practical advice regarding the area local to the place of work that assists the student in securing accommodation, travel to work and be familiar with local amenities.
• Ensure others in the workplace are aware of pronunciation of name and also the gender identity of the successful candidate. Likewise, ensure the successful candidate is aware of the same for all other members of staff. 
• Have an open and respectful discussion with the student around whether they have any additional needs around EDI to allow them to work optimally (e.g. private space to pray, flexible working due to caring commitments etc).
• We would recommend that during the induction process of a successful candidate, the candidate is shown were relevant EDI policies are. Any relevant links to staff networks/ mentoring schemes should be provided to the candidate.   

National Minimum Wage  

In advertising vacancies to students and graduates, we are bound by UK employment legislation, including anti-discrimination laws as well as National Minimum Wage requirements. We will work with employers to ensure that advertisements follow best practice, but reserve the right not to advertise vacancies if they appear to contravene these laws. 

For advice and information on the National Minimum Wage legislation, please refer to the relevant UK Government webpage.

We would recommend that you familiarise yourself with Government guidelines available on the National Minimum Wage and exemptions. 

The University reserves the right not to publish the following vacancy adverts: 

• Unpaid opportunities that do not meet our recommended guidelines, or those which do not meet National Minimum Wage standards. 
• Adverts which breach UK equality legislation, where the University has a legal responsibility not to advertise vacancies which may be construed as discriminatory. The University may contact employers, where appropriate, to clarify wording and details of adverts, or to obtain reassurance of exemptions from equal opportunities legislation. 
• Adverts posted by recruitment agencies which do not declare the third- party organisation, either in the advert or when requested. 

Opportunity Types

To facilitate the handling of vacancy information for students and recent graduates, some exemptions to the National Minimum Wage may apply. The following listings provide key information and guidance to help you determine how to advertise opportunities, by type. 

Please note that, whilst other definitions may exist, these are the definitions to which the University adheres, and therefore all adverts for opportunities must comply with these guidelines. 

Part Time Work

• Short or Long term. Could be seasonal (over Christmas for example).  
• Paid – must be paid at the National Minimum Wage. 
• We request employers be flexible for students, and to consider University commitments the University recommends that employers do not ask students to work more than 20 hours during term time. 

Graduate Job  

• Aimed at students who have either graduated or are soon to graduate.  
• The role needs to be of ‘graduate level’.
• Paid at least at the National Minimum Wage. 
• Permanent or Fixed Term Contract of Employment.  

Internship 

• Short period of work for a fixed period of time.  
• The role can be project based and needs to be suitable for the level of student that is being recruited for.  
• Can vary in length, ranging from a Micro-Internship (50 hours) to a 12-week Summer Internship.  
• Longer internships to be offered during vacation periods (Christmas, Easter, Summer). Shorter internships can be flexed during term time.  
• Paid at least at the National Minimum Wage. 

Placement  

• Open to all undergraduate students at the University. 
• In order for the placement to be accredited and for the students to achieve a Part I award (DIS, DPS or DIntS), students need to complete at least 35 weeks of total activity, which must include a minimum of 25 weeks of substantive placement activity, or at least one semester of study abroad.  The remaining weeks must be completed by undertaking supplementary activities, or further substantive activity. 
• Fixed period of work within an organisation usually lasting 3-12 months 
• Undertaken as part of a degree programme (often between second and final year) meaning that the degree is extended to four years in length. Many postgraduate taught degrees also have the option of a placement.  
• Although, legally, placements can be unpaid if they are part of the course and less than a year long, our preference is for placements to be paid. 
• Sometimes known as an ‘industrial placement’ or a ‘year in industry’.

Volunteering (Exempt from National Minimum Wage) 

• A non-compulsory activity which involves spending time doing something which is of benefit to others (excluding relatives), society or the environment. 
• Unpaid. 
• Working for a UK registered charity, a voluntary organisation, an associated fundraising body, a statutory body etc. 
• Volunteers undertake work for no financial reward or benefit, apart from reimbursement of expenses only. Normally expenses will be limited to reimbursement of money spent on travel, food and drink, as well as out of pocket expenses. 
• No contract or obligation to attend workplace regardless of regular pattern. 
• Normally issued with a volunteer agreement explaining the work they will do, what supervision and support they will be given, and what training they will get, insurance cover, equal opportunities, what out of pocket expenses the organisation will cover, and health and safety etc.

Self-Employed

• We will advertise self-employed vacancies on a case by case basis. 
• We will only advertise self-employed positions if there are clear guidelines advising non-EEA students about their Visa restrictions and explaining clearly to students that there will be help and guidance for them with paying of taxes and National Insurance contributions. 
• Please note we reserve the right to not advertise any position we deem to be unsuitable for our students or that we believe should be a paid position rather than self-employed. Each vacancy will be investigated on a case-by-case basis.

Work Experience/Shadowing (Exempt from National Minimum Wage)

• A learning experience within an organisation with a maximum duration of two weeks. 
• Unpaid, no contract. 
• Does not involve any work being performed, rather used to give people a taster of a job, individuals are given the chance to try various tasks or shadow a member of staff.
• May be undertaken as part of a degree programme.

Uploading your vacancy  

Employers can register here onto our Vacancy Advertising System. We review the content of the opportunity, with the above criteria in mind, prior to publishing it for our students and graduates. 

Roles will typically be approved between 3-5 working days.  

There are opportunities to further promote your organisation and opportunities through Target emails, Events and Fairs, further information about which can be found in the employer area of our website.  

If you have any questions about the application of this policy, or in relation to advertising your vacancies, please contact the Work Opportunties Team.  

Date: June 27th 2024

Signed: Dr Sophie-Louise Hyde, Head of Careers and Student Enterprise

Top Tips for Effective Job Adverts 

Having an effective job advert can play a key part in attracting great applicants from the word go. 

Below are a few top tips for how to write an effective job advert.

Stand out from the crowd! 

Overview - First impressions make a difference and can determine whether a student carries on reading.  Use your opening paragraph to ‘hook’ the students on something about your company – why it is a great place to work – or the job role that will make them want to find out more. 

Appearance - Create an advert that is appealing, easy to read and is formatted in sections to make finding details straight forward. 

Job Title - Use a clear and understandable job title. 

Consider your content 

Job Description - Provide a top line summary of responsibilities to give a flavour of the role – use descriptions of tasks that students and graduates will be familiar with and incorporate words that they may search for, for example specific skills (‘organised’) or areas of knowledge (‘engineering’).  This will help increase your chances of gaining visibility and receiving applications. 

Language - Be mindful of language used in the advert to ensure you appeal to all students, regardless of background.  A diverse workforce is proven to be hugely beneficial to an organisation and attracting candidates is the starting point for that.  

Additional Information - Consider what else they may need or want to know – number of positions available, start date, length of employment if fixed term, location, salary, company website. 

Benefits - Provide information about the position’s benefits, whether that is opportunities for training, career development, rewards or incentives. 

Call to Action 

How to Apply - Make it easy to understand how to apply: 

• What they need to submit (CV? Cover letter? Application form?).  
• Where, how and who they need to apply to.

Next Steps - Provide a deadline and what will happen next – will there be an assessment process, or interviews?

Statement of Expectations for Working with Loughborough University Careers Network Team 

Loughborough University acknowledges the importance of fostering a safe, respectful, and inclusive environment for all individuals involved as documented in The University’s EDI strategy. This applies to partner interactions both within Loughborough University and/or activity being undertaken outside.  In alignment with these principles and the duties of the Equality Act 2010, we ask individuals from partner organisations working with our students and staff to follow the expectations below regarding their behaviour and interactions. 

Our Expectations: 

Respect and Dignity: We pledge to treat all individuals with respect, dignity, and professionalism at all times, regardless of their gender, race, ethnicity, sexual orientation, religion, disability, or any other characteristic in line with the Equality Act 2010.  Loughborough University also recognises and supports other marginalised groups such as carers and care leavers. 

No Bullying and Harassment: We will uphold a strict position towards bullying, harassment, and any form of discrimination. This includes, but is not limited to, aggressive behaviours, verbal, physical, sexual or psychological harassment and/or abuse, intimidation, threats or micro-aggressions.  

Equal Opportunities for All: We are committed to promoting equitable access to opportunities, training and development for all individuals, and will not tolerate any form of discrimination. This includes, but is not limited to the nine protected characteristics of the Equality Act 2010 (sexism, misogyny, racism, disablism, ageism, sexual orientation, gender identity, colourism and racism).

Inclusive Culture: We commit to continually work on creating spaces (virtual and physical) in which people feel valued and are able to voice differing perspectives and realise their full potential, and will take action where it is reported people feel otherwise. 

Diverse Representation: Our university is committed to fostering an inclusive and diverse environment, and we aim for our staff representation to reflect the diversity of our student body, ensuring a supportive and relatable experience for all. We request that when engaging with Loughborough University students and graduates, external organisations strive to mirror this commitment to diverse representation. 

Freedom of Speech:  Freedom of speech and expression is at the heart of what universities are for, where the freedom to express ideas and debate opinion within the law is a fundamental principle. This statement should therefore be applied in accordance with this principle. More information on the University's approach to Freedom of Speech and Academic Freedom can be found in its Code of Practice.  

By adhering to these expectations, Loughborough University and our partners demonstrate our steadfast commitment towards fostering spaces of mutual respect, trust and inclusivity, to achieve our shared goals of empowering individuals to achieve their versions of success. 

Loughborough University values collaboration with partners who share our commitment to equity and diversity. Should these expectations not be met, the University may reconsider the continuation of opportunities or partnerships. 

Useful Resources 

Loughborough University

Incident Reporting Tool

Loughborough University Employer Code of Practice (including vacancy advertising requirements) - see tab above.

Equality Act 2010

Equality Act 2010 - The Act

Equality Act 2010 - Guidance from the UK Government

ACAS  

Equality, Diversity and Inclusion

CIPD

Building inclusive workplaces

Bullying and harrassment

Sexual harrassment in the workplace

Date: June 27th 2024

Signed: Dr Sophie-Louise Hyde, Head of Careers and Student Enterprise