Student Placement Survey

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To: Heads of Departments

From: Nora Geary, Deputy Corporate Secretary

Date:

Purpose: In order to ensure that UCC Student Placements are in keeping with best practice a Student Placement Working Group has been established. As there may be many variations in practice across the institution, in order to gain a comprehensive understanding of these, as well as ensure compliance from an insurance and legal perspective, we would ask you to complete the following questionnaire. The data provided will be aggregated and analysed to support development of policies which will assist UCC staff managing Student Placement opportunities. The survey should therefore be completed for each progamme which has a student placement associated with it by a person nominated by the head of unit (i.e. school/department/discipline).

We have taken cognisance in this of the IPB Insurance's Step by Step Guide to Managing Risk on Third Level Student Placement.

Reply Date: 18 December 2015

Instructions:

a) You are asked to answer the questions listed below.

b) Include as much detail in your answers as necessary

c) Submit the survey no later than 18 December 2015.

Definitions:

Student Placements (general definition)

The placement of a UCC registered student with a third party for a period of time during their course of study. Such placements may form part of the accreditation awarded to students. Specific categories of placement are described below:

1. Work Based Placement

Refers to a period of work experience, which can be paid or unpaid, which is part of the student's course and where the student remains registered as a student with UCC. The direct supervision of the student's activities is the responsibility of a third party, and academic credit is given. 

2. Educational Placement

Where a UCC student studies at an institution other than UCC; e.g., where supervision is transferred to a host institution and UCC recognises the placement for academic credit. 

3. Work Based Placement in UCC

Students provided with work placement at UCC itself, which can be paid or unpaid, which is part of the student's course, and where the student remains registered as a student with UCC. The direct supervision of the student's activities is the responsibility of a unit within UCC and academic credit is given.

4. Other

Other types of placements within or outside UCC but for which no academic credit is given.

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Questions
*1a. Name of your college
Choose one of the following answers
*1b. Name of your unit (i.e. school/department/discipline)

*2a. Programme name, and, where applicable, programme code, for which this response applies

2b. If applicable, enter the module code(s) and name(s) of placement module(s) for this programme

*3a. How many years has placement been running for this programme?
Only numbers may be entered in this field.

*3b. Is this a postgraduate or undergraduate programme?
Choose one of the following answers
*4a. Who coordinates the placement?
Check any that apply
4b. Please elaborate if more than one box ticked

*5. Name and title of the person who has ultimate responsibility for student placements in this programme.

*6. Which types of placement are offered (refer to definitions on instructions page)?
Check any that apply
*7. Are the placements compulsory?
*8. Duration of placements:
Check any that apply
*9a. How many host organisations participated in this placement programme in 2014/15?
Only numbers may be entered in these fields.
  Number of Host Organisations
Business/Industry
Academic
Non-profit/Voluntary
Government/Public-sector
Other
9b. If you ticked 'other' category in question 9a, please explain.

*Q10a. How many students on this programme were eligible to be placed in 2014/15?
Only an integer value may be entered in this field.

10b. How many students on this programme did you place in 2014/15?
Only an integer value may be entered in this field.

10c. Of the students placed, how many of these were placed in each of the following regions in 2014/15?
Only numbers may be entered in these fields.
  Number of Students
Ireland
Other European locations
United States/Canada
South America
Africa
Asia
Australia/New Zealand
11. Please tick any of the following locations if students were placed there in 2014/15.
Check any that apply
*12a. Is there a formal approval process for host organisations?
*13a. Is a risk assessment carried out on all host organisations in accordance with the University's risk management policy? 
Choose one of the following answers
*14a. Are there signed agreements in place between UCC and host organisations governing the terms and conditions of the placements? 
Choose one of the following answers
*15a. Is there a signed agreement (e.g. contract of employment, learning agreement, volunteer agreement, etc) in place between the host organisations and the students?
Choose one of the following answers
*16. Where a student sources his/her own host organisation, are they provided with written guidelines/criteria for  obtaining a placement?
*17a. Is there training/briefing provided by UCC in advance of placement for students on this placement programme?
Choose one of the following answers
*

18. Are students given any written guidance by your unit on the following?


  Yes No
Students' responsibilities while on placement
Host organisations' responsibilities to students while on placement
UCC's responsibilities to students while on placement
*19a. Does this placement programme involve students interacting with minors (less than 18 years old) and/or vulnerable adults?
*20a. In the event of a serious incident for a student while on placement:
  Yes No
Is there a procedure within your unit for dealing with serious incidents that may occur while a student is on placement?
Does the student receive the details of a named person(s) in your unit (i.e. school/department/discipline) to contact in the event of a serious incident?
Is a contact reachable at all times?
Is the contact aware of the escalation procedures in the event of a serious incident?
Is there a documented process in place between UCC, the host organisation and the student to manage a serious incident that might occur?
20b. If an incident form is available, who completes it?
Check any that apply
*21a. Is there a documented process that sets out how to promptly remove a student from a placement in the event of an emergency or developing situation while on placement?
*22. Is a named person in the host organisation assigned to each student on placement (e.g. as mentor, supervisor, etc.)?
*23a. Is the unit (ie school/department/discipline) in contact with the student during his/her placement?
*24a. Is the unit (i.e. school/department/discipline)  in contact with the host organisation while the student is on placement?
25a. Does your unit (i.e. school/department/discipline) request feedback from the student while on placement? 
*26. Provision of accommodation
  Yes No
Does the host organisation provide accommodation?
Does the host organisation recommend accommodation?
Does your unit (i.e. school/department/discipline) provide accommodation?
Does your unit (i.e. school/department/discipline) recommend accommodation?
Does your unit (i.e. school/department/discipline) check or review the safety and appropriateness of provided accommodation?
Does your unit (i.e. school/department/discipline) check or review the safety and appropriateness of recommended accommodation?
*27a. If students are on placement longer than 90 days, are they advised to take out 
  Yes No
Health insurance
Travel insurance
*28a. Is evidence sought of the host organisation's insurance?
*29. Are students paid by the host organisation?
Choose one of the following answers
30. Are some of the students in receipt of any of the following financial supports?
Check any that apply
31. If students are placed abroad, are they advised to register their details with the Department of Foreign Affairs?
*32a. Does your unit (i.e. school/department/discipline) obtain any form of feedback at the end of the placement term?
33. Are there any concerns or issues regarding placement that you would like to raise?

*34. Please provide the name and role of the person, nominated by the head of department, who has completed this form.

35. If you are aware of any placement activities/schemes in your unit (i.e. school/department/discipline) that are not part of a programme or not captured by this survey, please provide the name and contact details of the relevant placement co-ordinator(s).