1.1 The purpose of this procedure is to detail how the University will meet its legal obligations under Section 3 of the Health and Safety at Work etc. Act 1974 to protect people other than employees from health and safety risks.
1.2 This procedure will also provide a framework for the minimum expectations in respect of the health and safety (H&S) considerations for student work placements.
2.1 This procedure applies to all staff and students at OBU and applies to student work placements and other work-based learning opportunities that form part of a programme of study. It also applies to those placements which take place at providers that have been selected by the University or by the students.
2.2 This does not include other extra-curricular activities such as volunteering which are not a direct requirement of the student’s course.
3.1 Work Placement - any period of work experience, paid or unpaid:
3.2 Placement Provider: The third party to whom, during the placement, responsibility for direct supervision of the student is transferred.
3.3 Workplace supervisors: Anyone engaged by the placement provider who is assigned to supervise or to look after the student during the placement.
3.4 Placement organiser: Any member of HEI staff to whom authority is devolved for authorising placements of students with placement providers.
4.1 Pro-Vice-Chancellor Deans are responsible for:
4.2 Placement Organisers are responsible for:
4.3 Module Leaders are responsible for:
4.4 Students are responsible for:
5.1 All placements should be assessed to ensure H&S risks are appropriately managed.
Placements sourced by students
5.2 Where students source their own placement provider, it is acceptable for them to undertake an assessment of H&S hazards. However, this should be subject to appropriate approval of the module leader and/or Placement Organiser.
5.3 During the approval process, the Placement Organiser will review the assessment in respect of the following factors:
5.4 The level of consideration at the approval stage will be dependent on the risk profile of the placement the student has sourced. Appendix 1 provides a guide as to the risk profiling for the factors identified at 5.3. Where the module leader and/ or Placement Organiser needs additional advice, they should discuss this with the Health and Safety Department.
5.5 The Placement Organiser must have sight of appropriate insurance certificates (e.g. Public Liability £5M, Employers Liability £2M). Questions regarding international insurances should be raised with the Risk and Resilience Manager.
5.6 Once the placement has been provisionally approved processes must be in place to agree the placement with the provider. In addition, details should be confirmed with the provider regarding the placement provider’s responsibilities around H&S and wellbeing.
Professional Practice Placements sourced by the University
5.7 Oxford Brookes arranges placements as part of professional placements for students for example health care courses and teacher training courses. The process for engaging with a provider will include ensuring all appropriate H&S arrangements are in place to support the learner whilst on the placement.
6.1 No specific training is associated with this procedure although module leaders and Placement Organisers should have a good understanding of placement locations and activities associated with the roles undertaken. Advice can be sought from the H&S Department where needed.
7.1 This procedure will be reviewed every three years or before if it is evident that changes are required.
| Risk Profile | Type | Possible Action to reduce risk |
|---|---|---|
| Low | Office work or other low hazard environments and activities. | None. |
| Medium | Working in proximity to high risk factors (but not directly with them). Work involving more practical elements with moderate potential for harm, e.g. education and service sectors. | Ensure student is aware of the hazards of the placement as part of the briefing process. |
| High | Work with hazards that have potential to cause permanent injury or fatalities, including:
| Ensure competency requirements for high risk activities have been agreed and ensure student meets them. Confirm that training & supervision will be provided by the placement provider. Consider pre-placement site visit. Ensure student is aware of the hazards of the placement as part of the briefing process. |
| Risk Profile | Type | Possible Action to reduce risk |
|---|---|---|
Low | No significant travel, comfortable daily commute. No driving associated with placement. | None |
Medium | Night travel. Long daily commuting requirement. Student required to drive their vehicle in reasonable conditions. | Discuss travel arrangements with the student to ensure risks are considered. Advise them to check that they have the necessary licenses, insurances & experience |
High | Significant travel to reach placement, prolonged or on local transport facilities known to be high risk (poor driving or vehicle safety standards). Demanding travel during placement. Role requires student to drive others in unfamiliar vehicles or locations. | Discuss travel arrangements with the student to ensure risks are considered. Get confirmation they have relevant driving licenses, insurances & experience. Consider actions to reduce risks where practicable e.g. providing accompanied travel, avoiding night driving, and use of public transport rather than drive. |
| Risk Profile | Type | Possible Action to reduce risk |
|---|---|---|
Low | Placements in student’s home region with no significant elevated local risks (e.g. low/medium risk countries*). | None |
Medium | Higher than normal risk of civil disorder, crime or comparable danger. Delays likely in communicating with tutors and others. Placements not in the student’s home region with no significant elevated local risks (e.g. low/medium risk countries*). Placements in international locations with significantly different regulatory frameworks. | Include within briefing or direct students to sources of information about travel advice* on their location (personal safety, accommodation, food safety, cultural differences etc.) Agree how the student will maintain contact with the OBU. Ensure student understands the implications of differences in legal frameworks. |
High | Significant risk of civil disorder, crime or similar danger (e.g. placement in war zones, countries where the Foreign and Commonwealth Office (FCO) advises against travel). Unavoidable lone or remote working in proximity to significant risk (e.g. medical student elective in a refugee camp). Medical and rescue services not available quickly or locally or where means of communication likely to be difficult or compromised. | In addition to the above; Follow your HEI requirements / approval escalation processes for high risk travel. Check travel advice* restrictions and recommendations and agree precautions with the student. Encourage them to subscribe to travel advice updates for destination. Agree robust arrangements for maintaining contact with the HEI. Consider providing information from someone with local experience or knowledge of conditions (e.g. student on previous placement) or a placement practitioner at a local HEI in the overseas country). |
| Risk Profile | Type | Possible Action to reduce risk |
|---|---|---|
Low | No significant environmental or health risks. | None |
Medium | Regional/local conditions recommend precautionary measures, e.g. optional inoculations against diseases. | Advise student to seek medical advice regarding immunisations, medications and management of health conditions. Highlight potential issues which could occur regarding medication (potential for loss, unavailability in country, illegality, and requirement for GP note). Include within briefing or direct students to sources of information about living arrangements (health, accommodation, food safety, cultural issues etc.) |
High | Regional/local health risks require mandatory and specific health protection measures e.g. inoculations or quality of healthcare services uncertain. Very hot or strenuous working conditions (e.g. manual working outdoors in the sun). Very cold working conditions (e.g. catering placement in a food cold storage / cook chill or freeze facility). Standards of safety / hygiene very low. | In additional to the above: Consider ensuring the student consults a medical/travel health professional for advice regarding immunisations and other preparations, for example to advise on pre-existing health conditions. A medical travel kit may be a sensible precaution. Students should have training in how to use the medical kit, or be able to demonstrate competence. |
| Risk Profile | Type | Possible Action to reduce risk |
|---|---|---|
Low | The student has no mental or physical medical conditions or disability likely to cause episodes of illness or require specific support whilst on placement. Student has relevant knowledge, understanding and skills for the type of work. | None |
Medium | The student has personal factors (e.g. mental or physical health conditions, disability, pregnancy, linguistic or cultural) which may require specific adjustments or support during work, or in social interactions at work. | Engage with student, placement provider and health & / or disability support professionals to develop and agree reasonable adjustments. Confirm these in the written communication with the placement provider and student. |
High | The student has personal factors (e.g. protected characteristics) which may increase the risk of illness or incident even following adjustments. The student has personal factors (e.g. mental or physical health conditions, disability, pregnancy, linguistic or cultural) which may require specific adjustments or support if living away from home, or makes them susceptible to episodes of illness. The student’s knowledge, understanding, and skills are low for the type of work. | Discuss elements of high risk with the student to try to eliminate or reduce them where possible. Take account of impact of other risk factors identified in the risk profiling table when determining suitability. Engage with student, placement provider and health & / or disability support professionals to develop and agree reasonable adjustments. Confirm these in the written communication with the placement provider and student. Consider provision of additional pastoral support contact e.g. access to HEI’s student support professionals. Discuss with provider and student how any competence / capability gaps can be addressed. Consider pre-placement site visit. |
| Risk Profile | Type | Possible Action to reduce risk |
|---|---|---|
Low | Locations, activities & /or circumstances that are automatically included in HEI’s insurance cover. UK locations (where the placement provider must have employers’ liability insurance cover). | None |
Medium | Locations, activities and/or circumstances that require prior acceptance from the HEI’s insurers before being covered. | If locations, activities and/ or circumstances require prior acceptance from the HEI’s insurers, ensure notification and acceptance is given. Raise student awareness about potential restrictions within insurance policies. |
High | Locations, activities and/or circumstances that are excluded from the HEI’s travel and other insurance cover. Locations where the placement provider’s insurance does not cover the student for personal or third party liability associated with the work by the student. | If locations, activities and/or circumstances are excluded from the HEI’s travel and other insurance cover, consider alternative placements. Refer to HEI’s insurance specialist or HEI procedures /guidance before for advice before approval. |
| Document title | Health and Safety in Student Placements |
|---|---|
| Document number | OB-HAS-PROC-19.00 |
| Version number | V1.0 |
| Originator name/document owner | Paul Bradley |
| Department | Health and Safety Department |
| Implementation date | 20/03/25 |
| Date of this version | 20/03/25 |
| Date of next review | March 2028 |
| Approved at | Vice-Chancellor’s Operation Group |
| Date | 20/03/25 |