Postgraduate Work-based Learning Charter

The University must ensure that:

1. Learning outcomes are clearly identified, contribute to the overall aim of the programme, and are appropriately assessed.
2. Students are informed of their responsibilities, and are provided with appropriate and timely information, support and guidance throughout the WBL process.
3. Host Organisations are provided with appropriate and timely information, support and guidance throughout the WBL process.
4. Staff supporting WBL activities are appropriately trained, resourced and competent to fulfil their roles.
5. Policies and procedures for securing, monitoring, administering and evaluating WBL activities are reviewed regularly and are up-to-date and effective.

 Schools must:

1. Guide students through the procedures set out in the Student Placements, Work-based Learning and Study Abroad Health and Safety Policy, work with the Host Organisation to ensure suitable Health & Safety and safeguarding arrangements are in place and monitor and review the WBL activity in accordance with the Health & Safety policy.
2. Publish a module specification or other appropriate guidance for the WBL activity, setting out the aims and intended learning outcomes and the method of assessment (if applicable).
3. Brief students on the structure, timing and method of assessment (if applicable), and how the WBL activity is integrated with their programme.
4. Inform and support students about how to find and apply for placements, internships and other professional work experience options if they decide not to undertake optional WBL activity, utilising the Careers Network and signposting students to its services. School and Careers Network support includes but is not limited to CV and application advice, guidance, mock interviews, and access to resources and information technology systems.
5. If the WBL will take place overseas, liaise with the Academic Registry Placements, Exchanges & Governance Team to check if the student is eligible to receive external mobility funding.
6. Prepare students in sufficient time prior to the period of WBL, including providing information about professional conduct.
7. Inform students of their rights under the Equality Act 2010, including their entitlement under UK law not to be discriminated against in the workplace and/or to request that the Host Organisation puts into place any reasonable adjustments during the recruitment process, and at any stage after the WBL activity has commenced. 
8. Check the WBL activity presents appropriate learning opportunities for postgraduate students and will fulfill the requirements of the programme/module specification and/or professional accreditation body.
9. Help the student with any enquiries relating to insurance, referring if necessary to the University’s Insurance Support Team.
10. Nominate an academic to act as a point of contact for WBL students and their Host Organisation. This may be the Module Leader, or a dedicated WBL Tutor.
11. Ensure that an appropriate level of academic supervision is provided by Loughborough University for the WBL period and, where applicable, undertake the assessment of the WBL activity (in collaboration with the WBL Supervisor/Line Manager at the Host Organisation, as appropriate).

Where a student is undertaking WBL on a full-time basis, without concurrently studying taught modules (e.g. a 45 to 52-week internship in the second year of a full-time master’s degree), a minimum of three formal meetings with the student should be held.  This includes at least one welfare check conducted by the WBL Tutor/Module Leader or an administrator, plus a minimum of two formal supervisory meetings to be undertaken by the WBL Tutor/Module Leader.  WBL meetings should be used to ensure that the student is progressing as expected within their role and does not have any concerns about their health, safety or wellbeing.  The student’s employer should also be involved in part of each supervisory meeting, to give feedback on progress. 

Where the WBL activity forms the basis of a postgraduate dissertation or project, the School may determine whether dissertation/project supervision meetings are combined with WBL supervision meetings, or separate meetings are held.  However, upon conclusion of the WBL activity, monthly dissertation/project supervision meetings are mandatory, as detailed in the Policy on Attendance and Engagement for students studying programmes with in-person attendance requirements.

Where a student is taking a WBL activity on a part-time basis, alongside taught modules, or on a full-time basis during a vacation period, the School may determine what constitutes an appropriate level of supervision.  It is good practice for the School to conduct an initial welfare check, followed by at least one formal supervisory meeting with the student every fifteen weeks.  The Host Organisation should be involved as appropriate. The arrangements should be documented at a module or programme level for the purposes of statutory compliance (e.g. UKVI reporting).

All WBL supervisory meetings can take place online, however if based in the UK, the student must have the option to request an in-person meeting. The option for an in-person meeting must be clearly highlighted to all students on UK-based placements. Where a student is working remotely, any in-person meetings should be undertaken at a neutral venue wherever possible, e.g. it would not be appropriate for a staff member to meet a student at the student’s home.

12. Record and/or upload any WBL-related activities and documents in the designated corporate system. These include (but are not limited to):
    1. Contact with the student and/or the Host Organisation.
    2. Attendance and/or participation in Health & Safety and WBL preparation activities.
    3. Health & Safety and risk assessment procedures as outlined in the Student Placements, Work-based Learning and Study Abroad Health and Safety Policy.
    4. Meeting reports.
    5. Assignments and reports submitted by the student and/or the Host Organisation.
13. Provide the student and the Host Organisation with details of an appropriate contact at Loughborough University in the event of an emergency, as well as contact details for non-urgent enquiries.
14. Notify Student visa holders and their Host Organisation of the procedures for reporting to Loughborough University, so that the University can fulfil its reporting obligations to UK Visas and Immigration.
15. Respond promptly to enquiries from students.
16. Utilise (where appropriate) the support and expertise provided by colleagues in Professional Services and/or signpost students to services such as Student Wellbeing and Inclusivity, the Student Advice and Support Service, the Careers Network, the Academic Registry, and Insurance Support.
17. Advise the student of alternative courses of action in the event of them withdrawing from a WBL activity or the activity being terminated.
18. Inform the Host Organisation if the student’s studies are terminated or suspended.
19. Monitor the experience of WBL students and ensure that action is taken not to approve further WBL activities in the unlikely event that a host organisation fails to provide an appropriate experience.

A WBL student is defined as a taught postgraduate student who undertakes an assessed or otherwise mandatory placement, internship or other WBL experience as part of their programme of studies.

WBL Students must:

1. Follow the procedures set out in the University’s Student Placements, Work-based Learning and Study Abroad Health and Safety Policy.
2. Purchase (at a reasonable cost to themselves) any additional insurance required to cover the placement, in the event that a Host Organisation does not have adequate Host Organisations’/Public Liability insurance in place.
3. Attend briefings and/or participate in any preparation activities as required by the School, including but not limited to preparing a CV, attending WBL talks/meetings, attending timetabled and non-timetabled Health & Safety briefings, and reading resources.
4. Proactively engage with the process of finding and applying for suitable WBL opportunities, accessing support from Loughborough University if required.
5. If applying for international WBL opportunities, ensure the Host Organisation understands the requirement to provide a WBL Supervisor who has sufficient command of English to be able to communicate with the University.
6. Promptly inform the School on acceptance of an offer from a Host Organisation.
7. Abide by the rules and regulations regarding Health & Safety and other working practices and procedures of the Host Organisation. Whilst the University will endeavour to provide support to a student in the event that their WBL activity is terminated by the Host Organisation for performance or disciplinary reasons, the University has no influence over the outcome of such proceedings.
8. Report any Health & Safety concerns either before or during the period of WBL (which have not been addressed by their Host Organisation) to the School.
9. Contact the School at the earliest opportunity if any significant matters arise during the WBL activity, including any areas of concern relating to their safety, wellbeing, or any other WBL or academic related matter.
10. Contact the School if their Host Organisation’s contact details change or any other circumstances of their WBL activity change, such as location and/or duties.
11. Complete online re-registration when directed by the University and ensure up-to-date contact details (address, telephone and email) are provided at all times.
12. Monitor their student email and respond promptly to any enquiries from the University.
13. Conduct themselves in a responsible and professional manner when liaising with Host Organisations.
14. Give due consideration to informing their Host Organisation of any change in circumstances, student registration status or if they expect to retake assessments during the Special Assessment Period (SAP) and need to take time off work.
15. If, during the recruitment process, the Host Organisation has specified that a specific undergraduate degree mark/classification must be obtained, or that marks must be above a certain threshold in individual postgraduate modules, and such a result is not achieved, students should inform their Host Organisation without delay. Students will be given the opportunity to provide evidence of any mitigating circumstances which have impacted their performance.

The Host Organisation is a third party, who during the WBL activity has direct supervision of the student. If Loughborough University provides the WBL activity, it will also be the Host Organisation.

Host Organisations in the UK are subject to UK legislation and have the primary duty to ensure the Health & Safety of the WBL student whilst they are engaged in WBL activities.

All students undertaking WBL activities should be treated as employees of the Host Organisation for the purposes of fulfilling Health & Safety obligations.

The Host Organisation must engage with Loughborough University procedures to:

1. Confirm that suitable Health & Safety and safeguarding arrangements, policies, procedures and risk assessments are in place and that they accept their duty of care towards the student during their WBL activity.
2. Confirm that they have Host Organisations’/Public Liability insurance in place (or the equivalent thereof if the placement is not located in the UK), and that the student and/or visiting member of Loughborough University staff is deemed to be an employee for the purposes of those insurance policies.
3. Provide any additional Health & Safety, risk assessment and insurance information requested by Loughborough University.
4. Nominate an appropriately trained, resourced and competent member of staff to act as the WBL Supervisor to the student. Where WBL activities are hosted outside of the UK, it is essential that the Supervisor has sufficient command of English to be able to communicate with the University.
5. Provide the student with a clear job description or set of responsibilities/expectations and the necessary training and supervision to fulfill their duties. Ensure that the student does not take on responsibilities for which they are not appropriately skilled or qualified.
6. Within 14 days but preferably on the first day of employment, provide the student with a full and clear induction to the organisation and its working practices, regulations and policies, including Health & Safety arrangements, appropriate risk assessments, fire precautions, emergency evacuation procedures, and how to report accidents, incidents and unsafe conditions.
7. Provide the student with an appropriate working environment and necessary equipment to carry out their role.
8. Facilitate supervisory meetings with the student and Loughborough University staff.
9. Inform Loughborough University of any significant WBL-related matters which may arise, such as an accident or incident at work, and/or any unauthorised absence.
10. If, during the recruitment process, the Host Organisation has specified that the student must have obtained a specific undergraduate degree mark/classification or that marks must be above a certain threshold in individual postgraduate modules, and such a result is not achieved, but the University has accepted that there were genuine mitigating circumstances, the Host Organisation is asked to also accept the deviation from the expected result.
11. Ensure that any resources, including hardware or software provided by Loughborough University to support the student and their development whilst with the Host Organisation are available to the student and are not transferred to other employees or students from other universities.

Host Organisations in the UK must uphold the duties of the Equality Act 2010 protecting any student with a protected characteristic from being discriminated against. All Host Organisations are expected to respect equality and diversity and be inclusive in their practice. This includes but is not limited to:

1. Making reasonable adjustments for students with physical and mental disabilities.
2. Being sensitive to the needs of different faiths, such as providing facilities for religious or spiritual worship.
3. Ensuring the working culture is inclusive of people from diverse backgrounds and protected characteristics.

Loughborough University reserves the right to withdraw WBL opportunities if it determines that the Host Organisation is unable to meet the criteria above and therefore does not fulfil the requirements for an academic WBL activity and appropriate safeguarding of the student.

Due to a responsibility of inclusion to all of its membership (as defined in the LSU Articles of Association), Loughborough Students’ Union must:

1. Ensure that LSU members who are undertaking WBL activities have the opportunity to engage with the activities and events of the year as far as reasonably practicable.
2. Represent students’ interests democratically and academically regardless of geographical location – this will also include confidential and non-judgemental advice should an issue arise.
3. Ensure that all LSU members who are undertaking WBL activities are made aware of events and developments by including them in student communications.

All parties are expected to maintain appropriate levels of confidentiality regarding personal and/or professional information, recognising that the Host Organisation must take all reasonable measures in protecting its own information. To that end, the Host Organisation will work with the WBL Student to remove, disguise, anonymise and protect any commercially sensitive or confidential information in any submissions made to the University, while ensuring no detriment to the conclusions drawn in the submissions. The University will only enter into confidentiality agreements in exceptional circumstances.