Policy for PGR placements

Definition of a placement

1. Placements (sometimes referred to as ‘internships’) involve PGR students spending a defined period at another organisation to undertake certain activities. This policy defines two types of placement:

a. Education-focused placements may involve work experience, training and/or research-related experience that require the student to engage with the host organisation’s work and objectives and is:

1. a requirement of the student’s PGR programme, and/or
2. credit bearing or assessed towards the student’s progression or award, and/or
3. contributes directly to the student’s training for their PGR programme, their project or to the publication of their dissertation.

In addition, placements taking place outside of the UK can also be education-focused placements if they are partly or fully organised by the University because they are relevant and complementary to the student’s research area and/or offer subject-specific or transferable skills.

b. Work-focused placements involve generally practical experience in work-based environments and do not fall within any of the categories in paragraph 1a. Work-focused placements are organised by the PGR student without the University’s involvement. The University is not part of the contractual arrangements between the student and the host organisation, even if it sometimes agrees to support the student by, for example, providing references or agreeing to suspend the programme to allow the placement to take place. Work-focused placements are outside the scope of this policy.

2. PGR students studying on a student visa may have limits on how they can participate in placements, including in placements undertaken outside of the UK. Students studying on a student visa who undertake work-focused placements will not be covered by their student visa and will require another type of visa. There are also additional visa reporting requirements for placements. Advice can be provided by Student Visas.

Where this policy applies

3. This policy only applies where following criteria are met:

a. The placement is an education-focused placement, as defined in paragraph 1a.

b. The PGR student undertaking the placement remains subject to the University’s regulations but there is a transfer of direct day-to-day supervision/management to the host organisation.

c. The duration is for two weeks or more, but insurance and risk assessment requirements still apply to shorter placements (see paragraph 15).

4. PGR students who are sponsored by an external funder (including those funded by UK Research Councils) are covered by this policy and may also be subject to specific terms and conditions from their funder.

5. PGR students who are based at the premises of their external funder for a period (for example where the funder is a professional or industrial organisation) generally enter into a studentship agreement with their funder and if this is a case a separate education-focused placement agreement is not required. The Division of Research Enterprise and Innovation (DREI) is responsible for developing studentship agreements.

Where this policy does not apply

6. The policy does not apply to work-focused placements, as defined in paragraph 1b. A UK-based work-focused placement could be subject to employment laws, such as national minimum wage regulations. For PGR students studying on a student visa, a work visa may be required. The University will not be a party to these arrangements and so cannot provide legal advice on the arrangement between the student and the host organisation.

7. A PGR student who visits another organisation but does not have an active input into the organisation’s work is not deemed to be participating in a placement. In these circumstances the student is a visitor, and there is no transfer of direct day-to-day supervision to the host organisation. If, however, the visit contributes directly to the student’s project or training, the visit will be classed as University of Bristol business and so a risk assessment and a check on the hosting organisation’s insurances will be required. The risk assessment process is managed by the Safety and Health Team (bristol-safety@bristol.ac.uk), and they can provide guidance including on the use of appropriate templates. The Insurance Team in Financial Services (insurance-enquiries@bristol.ac.uk) can provide advice on insurance requirements.

8. PGR students who are registered at another institution and who undertake a placement at the University of Bristol are not covered by this policy.

Principles for education-focused placements

9. The University recognises the value of placements in the professional development and in expanding career options for PGR students. Potential benefits include opportunities to learn new skills, to enhance employability prospects, to experience other workplaces, and to gain new insights for research projects. PGR students are therefore encouraged to take up opportunities offered to them.

10. The University values the opportunities provided by a wide range of organisations that agree to host its PGR students for placements and aims to have constructive relationships with them.

11. A member of staff at the University must be assigned as a point of contact for PGR students when they undertake a placement. This would normally be the main supervisor or a nominee. The University-assigned contact must maintain regular contact with the PGR student and with the hosting organisation to monitor the student’s progress and wellbeing.

12. Organisations that host placements have a responsibility to ensure that PGR students receive appropriate support and have access to facilities and resources, and that there is a named local supervisor/manager to provide direct guidance for the PGR student.

13. PGR students undertaking placements should be diligent and professional, and they remain subject to the University’s regulations, including in complying with research ethics considerations. They should keep their University-assigned contact informed of their progress and of any problems or accidents that may occur.

14. The Faculty Academic Director (PGR) or delegate decides whether the PGR student may suspend their studies to undertake a placement. This will be determined by a range of factors, such as requirements of the funding body, how integral the placement is to the programme, and the duration of the placement. The PGR student must be informed of the implications of the placement and whether a suspension would be appropriate.

15. The faculty (or school if delegated) must seek confirmation from the host organisation that PGR students are adequately insured when participating in a placement at another organisation. When travelling overseas on University of Bristol business, for the purpose of education-focused placements or as visitors, students must apply for the University of Bristol’s student business travel and personal accident insurance, which is facilitated and paid for by the University. A risk assessment must be undertaken prior to departure and reviewed by the trip approver. The risk assessment process is managed by the Safety and Health Team (bristol-safety@bristol.ac.uk), and they can provide guidance including on the use of appropriate templates. Guidance on insurance is available from the Insurance Team in Financial Services.

Negotiating education-focused placements

16. Advice and template documents for education-focused placements are available from the Division of Research, Enterprise and Innovation (DREI) - contact research-contracts@bristol.ac.uk.

17. A written and legally binding agreement between the parties (the PGR student, host organisation and University) must be in place prior to the start of a placement, unless a studentship agreement has or will be entered into instead (see paragraph 5).

18. Illustrative examples of what types of activity require or do not require written placement agreements are set out at the end of this policy.

19. When a written placement agreement is needed, the supervisor or nominee must notify the School PGR Director. The supervisor or nominee must discuss the main terms of the agreement with the host organisation with guidance, if required, from DREI. This will normally include establishing a work plan for the PGR student during the placement, agreeing the duration and funding of the placement, and the treatment of Intellectual Property rights generated by the student.

20. As part of the development of a written placement agreement, the faculty (or school if delegated) must ensure that appropriate due diligence checks on the proposed hosting organisation are carried out with guidance, where required, from DREI. Consideration must be given to the financial and supervisory support that will be available to the student during the placement, and to any necessary visa requirements.

21. A written placement agreement will include, but is not limited to:

a. Provisions around the duration, location of the placement and the funding contributions of the parties.

b. Name and contact details of the student’s supervisors.

c. The responsibilities of all relevant parties, including reference to any agreed work plans and reporting obligations (for example, on visa requirements or on student progress and wellbeing) of the hosting organisation.

d. An obligation that suitable insurance is held by the hosting organisation. This would typically cover employers’ liability insurance, public liability insurance and, if relevant, professional negligence insurance, for the student while they on the placement. The required insurances will be detailed in any placement agreement template provided by DREI. The Insurance Team in Financial Services (insurance-enquiries@bristol.ac.uk) can provide advice on insurance requirements for placements.

e. An obligation that health, safety and welfare requirements are covered by the host organisation.

f. Rights and obligations of the parties concerning confidentiality, data sharing and Intellectual Property rights.

g. Rights of early termination of the placement agreement in cases such as if a student’s’ progress or wellbeing is compromised, if there are instances of serious misconduct, or for other reasons that could jeopardise the University’s financial or reputational position.

22. The placement agreement will be signed by the PGR student, by an authorised representative of the hosting organisation and by the Faculty Academic Director (PGR) or authorised delegate for the relevant faculty, which can be the School PGR Director in the relevant school.

Annual progress monitoring

23. A PGR student’s placement should be considered in the annual progress monitoring process as part of their reflections on, and plans for, their personal and professional development.

Placement examples

Examples of where a written placement agreement is required

Example A: Student goes to a third party to conduct work for their PhD

Student A is undertaking a PhD on the impact of hypertension drugs on patients with Alzheimer’s. The student will be based at a private laboratory for three months testing patient samples to gain expertise in testing techniques and to gather data. During their time at the laboratory, the student will engage with its work and will be managed by a member of its staff. The results of the testing will form part of the student’s PhD project and is therefore an education-focused placement that makes a direct contribution to the student’s training for their PhD programme and to their project. A written placement agreement will be required, which may include Intellectual Property rights provision around the student’s publication of their dissertation. DREI can provide a template agreement and advice.

Example B: Student goes to a third party for work-based experience linked to their PGR programme

Student B’s PhD relates to carbon dating techniques, and the student wishes to gain a wider knowledge of relevant sectors to enhance their career options. The student will spend one month at the Plant Museum to work on applications of carbon dating for cataloguing plant specimens. The work will not contribute directly to Student B’s PhD project, but it will provide work-based practical experience and is a requirement of the student’s Doctoral Training Partnership programme funded by UKRI. The student will engage fully with the objectives of, and will be managed by, the Plant Museum. A written placement agreement must therefore be put in place to govern this education-focused placement. DREI can provide a template agreement and advice.

Example C: Student goes to another organisation located outside the UK to learn a new technique

Student C’s supervisor recommends that the student spends a month as part of their PhD training at a research group at a university located in France to learn a new experimental technique. This placement is about learning a new technique rather than in producing results. The day-to-day supervision of the student transfers to the other university for the duration of the placement. This placement taking place outside the UK is not a requirement of the programme and will not generate any results for the purpose of publishing under the student’s PhD dissertation. The training is, however, relevant and complementary to the student’s research area, and will develop subject-specific and transferable skills.

A written placement agreement will be required as this is an education-focused placement where there is a direct contribution to the student’s training for their PhD programme. DREI can provide a template agreement and advice.

Example D: International student undertakes research at an industrial partner that engages the student as a worker

Student D is an international PhD student from the School of Chemistry, who has received an offer to undertake research at an industrial partner for a period of six months. The results obtained under the placement will feed into the student’s dissertation. The student has been engaged by the industrial partner as a worker and will receive a wage for the duration of the placement.

 As there is a contract already between the student and industry partner, there is no need for a written placement agreement. The University is, however, advised to enter into a letter of engagement (effectively a contract) with the industry partner in order to set out the University’s expectations in respect of elements related to the student’s PGR programme, including: student supervision, reporting on student progress and wellbeing, ability to use results for the purpose of publication of the PhD dissertation and visa reporting obligations. As student D is international, the University may remain the visa sponsor for the student during the period of the placement for which it will need assistance from the industry partner to comply with its visa reporting requirements. The industrial partner hosting the student may also ask the University to enter into a non-disclosure agreement if the University has supervisory obligations towards the student and may as a result come into contact with confidential information of the industrial partner. DREI can provide a advice and a template letter of engagement.

Examples of where a written placement agreement is not required

Example E: Student goes to another organisation in the UK for work experience and is being paid a wage under a contract of employment.

Student E is undertaking work experience or research at another organisation where the student is engaged as a worker and paid a wage. This work experience is not a requirement of the student’s PGR programme and is not credit-bearing, and it does not contribute directly to the student’s PGR project or training. The Faculty Academic Director (PGR) or delegate allows the student to suspend to attend the work experience as a supportive measure. The host organisation is responsible for the student under certain employment laws because of the student’s status as a worker. There is no requirement for a written placement agreement, as this is a work-focused placement. DREI will not be able to provide advice to the student, and the University will not be a party to the contract of engagement between the student and the host organisation.

Example F: Student goes to a facility of a funder/project sponsor

Student F is undertaking a PhD in aeronautical engineering funded by Aerospace plc. As part of their studies, the student will be based at Aerospace plc’s research establishment for six months to carry out work that will contribute to their PhD project. Day-to-day management of the student will be undertaken by a member of staff from Aerospace plc. The arrangements for this education-focused placement will be addressed in the overall studentship agreement with Aerospace plc and, therefore, a written placement agreement is not required. DREI will assist with negotiating and drafting the studentship agreement.

Example G: Student goes to another organisation to learn a new technique

Student G wishes to learn how to use a particular technique as part of their PhD project. A research establishment is willing to host the student for a week to demonstrate how the technique is used. There is no transfer of day-to-day supervisory obligations towards the student. The student will be a visitor to the research establishment, and a written placement agreement is not required. As the visit contributes to the student’s project, this would however be classed as being University of Bristol business and so a risk assessment and a check on the hosting organisation’s insurances would still be required.