Work Experience Guidance

Young People at UCL Health and safety law defines individuals under the minimum school leaving age (MSLA) as a child. Individuals between the MSLA and 18 years of age are defined as a young person. Individuals under 18years of age may be on UCL premises or involved in UCL activities for a variety of reasons: • they are a UCL employee (trainee or apprentice) • they are enrolled on a course of study i.e. a student • they are undertaking work experience provided by a UCL department • they are a visitor e.g. an educational trip or open day Young individuals are seen as being particularly at risk because of their possible inexperience and immaturity and lack of awareness of existing or potential risks. Therefore there are restrictions placed on the activities that these individuals may undertake. Young Persons, under the age of 18 years old, should not undertake work that: • is longer than a standard 8 hour day, five days in any consecutive 7-day period, unnecessarily long or unsocial hours; • cannot be adapted to allow for a physical or mental limitation; • involves working alone or unsupervised; • exposes them to toxic or cancer causing substances; • takes place in Containment Level 3 laboratories; • takes place on construction sites; • involves extreme heat, noise or vibration; • involves workshop machinery e.g. grinding wheels, lathes, cutting and drilling machines. Unless ALL of the following apply: • the work is necessary for their training, e.g. apprenticeship • the work is properly supervised by a competent person; AND • the risks are reduced to the lowest level, so far as is reasonably practicable. Individuals under the MSLA must never do work involving the above risks under any circumstances. Individuals under the age of 18 must not work with radiation or in radiation areas The Head of Department must give permission for the young individual to work or study in the Department, and ensure that: • arrangements are in place to ensure the health, safety and welfare of these individuals; • adequate supervision arrangements are in place; • UCLs Child Protection (Safeguarding) Policy is implemented. See the following link: http://www.ucl.ac.uk/registry/ucl-staff/safeguarding/ The Supervisor is responsible for ensuring that: • a risk assessment for the activities to be undertaken by the individual has been carried out and key findings and control measures documented. When carrying out risk assessments and specifying a work plan supervisors must take into account the possible limitations of the individual ; • the level of supervision is specified. The limitations of the individual will determine the level of supervision; in some circumstances direct supervision will be necessary, in other circumstances the supervisor’s presence in the workplace will be sufficient; • the individual is provided with induction, and information and training identified by the risk assessment for the activity; • the individual understands that they must take reasonable care of their own health and safety and that of other people who may be affected by their actions, and co-operate with UCL’s and/or the host departments arrangements for managing safety. Safety Services 1 Work Experience Guidance This section relates specifically to the provision of work experience at UCL and must be implemented in addition to the requirements set out in the previous section (page 1) relating to young people. A Work Experience Person (WEP) is a pupil or student from an organisation outside UCL, usually a school or college, placed at UCL for the purpose of work experience. N.B. WEP’s are regarded, from a health and safety management perspective, as employees of the Department providing that work experience. Work Organisers (WO) are organisations e.g. schools, colleges, Careers Service Company or a local education authority that identify work experience opportunities for young people. In some circumstances the WO may be the parent or guardian of the young individual. The Work Organiser may request the following: • UCL Statement of Safety Policy; http://www.ucl.ac.uk/efd/safety_services_www/policy/ssp.pdf • UCL’s insurance arrangements; Employers Liability and Occupiers Liability; http://www.ucl.ac.uk/finance/secure/fin_acc/laibility_policies.pdf • Departmental (Institute, School etc.) Statement of Safety Policy • name and contact details of the supervisor/manager who will be responsible for the WEP • induction arrangements that are undertaken; • a description of the work and the associated risk assessment; • a visit to the workplace prior to placing a young individual on work experience. Work Providers (WP) are UCL Departments/Institutes which provide work experience for young individuals. The WP will appoint a supervisor who in addition to the requirements set out in the previous section relating to young people (page 1), will ensure that: • for the purposes of insurance UCL Finance Division must be informed that a young individual is on work experience, contact June Campbell, ext 46363; • they have the contact details of the WO; • they are provided with information relating to the WEP who may be at greater risk because of health or learning difficulties; • the significant findings of the risk assessment are documented and the control measures implemented; • a work plan is documented and communicated to the WO and the WEP; • safety induction is documented according to the checklist (page 3); • the WEP is informed of areas and activities which are prohibited; • the following records are kept: work plan; risk assessment; induction checklist; (page 3) training given and information provided. Safety Services Reference(s): Work experience First Published Revised Revised June 2001 June 2007 May 2008 Safety Services 2 Work Experience Induction Checklist Name of Inductee: Induction conducted by: Duration of Work Experience Induction Topics: Safety Documentation Issued: • Statement of Safety Policy • Work Plan • Risk Assessment • Code of Practice First Aid Arrangements: • Name and location of first aiders • Location of nearest first aid box • Accident reporting procedures Fault Reporting: • Building maintenance • Equipment Security Arrangements: • Day-to-day • Out-of-hours Introduction to Safety Staff: • Departmental Safety Officer • Training and Instruction: • Local Fire Safety Induction mandatory See: Fire Technical Note No:86 Append a copy to this document • Work specific induction how to operate equipment, how to carryout specific techniques or tasks • Personal Protective Equipment provision, use and storage Y Conducted by: Y/N Additional Information Department: Date: Start: Finish: Conducted by: Detail: Detail: Inductee Declaration I agree to abide by the information, training and instruction I have received, specified in this checklist Signature: Supervisor/Manager Name: Signature: Safety Services 3