Work experience preparation plan template

UK employment law and best practice

This template is designed to support the process, but the document should be used alongside the relevant HR procedure and applied to the circumstances of the individual case.

Work experience placements need to be planned around the participant's age, circumstances and the nature of the workplace. Employers retain responsibility for ensuring that work experience participants are appropriately protected and that relevant health and safety arrangements are in place.

Health and safety

The Health and Safety Executive states that employers should treat people on work experience in the same way as other workers when considering health and safety, while taking account of their lack of experience and unfamiliarity with the workplace. Employers should provide appropriate induction, information, instruction and supervision. https://www.hse.gov.uk/young-workers/employer/index.htm

The preparation plan provides a practical way to document those arrangements before the placement starts, including workplace risks, PPE, supervision and emergency arrangements.

Young people at work

Where the participant is under 18, employers should take account of their age and level of experience when assessing risks. HSE guidance explains that employers must identify risks to young people and take account of factors such as their lack of experience, awareness of risk and physical development. https://www.hse.gov.uk/young-workers/employer/index.htm

The activities planned for a young person should therefore be appropriate to their abilities and should not expose them to unnecessary risks simply because similar work is routinely undertaken by experienced employees.

Risk assessment

HSE guidance states that employers should already have suitable risk assessments for their workplace and should consider the specific risks presented to young people undertaking work experience. https://www.hse.gov.uk/young-workers/employer/index.htm

The preparation plan should complement, rather than replace, the employer's wider risk assessment process. Where the placement involves particular activities, equipment or environments, those risks should be properly assessed before the participant starts.

Supervision and instruction

Young people and inexperienced workers may require additional supervision and instruction because they may not recognise workplace hazards in the same way as experienced employees. HSE recommends providing suitable information, instruction and training and ensuring appropriate supervision. https://www.hse.gov.uk/young-workers/employer/index.htm

A named supervisor and clear arrangements for raising questions or concerns can therefore form an important part of a well-managed placement.

Safeguarding and welfare

Depending on the participant, placement setting and arrangements, employers and placement providers may also need to consider safeguarding and welfare requirements. The appropriate arrangements will depend on the circumstances, including the participant's age and whether they are receiving support through a school, college or other organisation.

Employers should agree appropriate contacts and reporting arrangements before the placement begins and ensure that participants know who to approach if they have a concern.

Working hours and restrictions

Where a placement involves a young worker, specific rules can apply to working hours, rest breaks and night work. GOV.UK provides separate guidance on the rules applying to young people at work, and employers should check the requirements relevant to the participant's age and circumstances. https://www.gov.uk/maximum-weekly-working-hours

The preparation plan should therefore record the agreed working pattern and should not be used to authorise hours or activities that are not legally permitted.