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WGI: Internship FAQs

Pre-application

Very little, at first - your intern should be treated like any new member of staff: given an induction, introduced to colleagues, working practices, and where their proposed work fits into your strategy. You may find that it works better for both of you to have regularly scheduled catch-ups, as one of the things that graduates find strange about moving from Higher Education into the workplace is the shift in dynamic from being a learner to being a colleague. At first, they may:

  • Expect you to have a detailed brief and hard deadline for every task
  • Ask for detailed feedback on every task, or look for the equivalent of a "marking criteria" to work to
  • Expect to be given very little authority over their own work
  • Occasionally, get carried away with an exciting new idea...

The best internships, therefore, are where the supervising manager and the intern work together to ensure that there is a sufficient brief to work to (potentially) without prior knowledge of the sector, that feedback recognises both strengths and potential for growth, and that you discuss your expectations regarding the appropriate level of supervision for a project or task.

As the employer, you are responsible for paying your intern at least £7.05 per hour, the current National Minimum Wage (or the National Living Wage if the intern is 25 years and above) for all hours worked, although The University of Warwick strongly recommends paying graduates at the National Living Wage or above (currently £7.50 per hour) to give access to a more diverse cohort of talent. Interns are counted as Workers in exactly the same way as any other employee. You will also need to make the necessary provision for holiday and ensure that you are aware of how to calculate statutory sick pay (SSP) if needed. Payments to your intern can be made on a weekly or monthly basis, as long as this is made clear at interview.

Your grant payment will be generated at the end of Week 5. To enable this payment to be processed, you must:

  • Email placementlearning@warwick.ac.uk to confirm that the intern has been working full time and that appropriate PAYE deductions have been made. This email should also include details of the Intern’s pay and outline appropriate PAYE deductions.
  • Send an invoice to the University for the correct amount of £1565 with the relevant Purchase Order number provided by the University. The University’s Taxation team have consulted with HMRC and have received confirmation that “the payment (subsidy) the University is making
  • Complete the WGI evaluation.

A payment of £1565 (6 weeks @£260.85) will be made within 30 days on receipt of invoice. Where an internship has ended/is due to end earlier than the 6 weeks stipulated, payment will be made on a pro-rata basis at a rate of £260.85 per week.

The University is committed to helping you find the best talent but in the unlikely event that an intern's performance or attitude is unsuitable, we would ask in the first instance that you address the situation as you would with any other employee, and discuss the issue with them in the first instance. Should the situation remain unresolved, we will work together with you and the intern to find a solution, or to end the internship according to the agreement.

Please do make an offer of employment directly to the intern! We are on hand to provide advice and guidance in relation to this if necessary, but we know that 69% of our internships lead on to further graduate employment either with the original employer, or through contacts made during the internship, so please do pursue discussions about your intern's future as you see fit.

For more assistance, email: placementlearning@warwick.ac.uk

To help new and existing internship providers, the university has produced a guide for employers: Employer Guide: How to maximise the contribution an intern makes. This was emailed to each internship provider prior to the start of the internship. If you would like another copy, or have any other query, please contact placementlearning@warwick.ac.uk

In order to offer our Warwick graduates support to get the most out of the internship, they have also been issued with the Intern Guide: Getting the most out of your internship. They also have access to a number of resources on the University’s online learning platform.

After applying

Yes. Just as for any other vacancy we would expect you to contact the graduates and offer them the position. However, please be mindful that you may have to wait for the graduates to respond as some would have applied for more than one role, and that some of those may receive more than one offer. Due to limited funding, please come back to us as soon as you can. You have until 5pm on Monday 20th November to notify the Internships Development Team of accepted offers via placementlearning@warwick.ac.uk. Please avoid directly or indirectly placing candidates under pressure to commit to an internship.

No. You can send the information through to us as soon as you have had acceptance or confirmation from the graduate. Please note that the graduates will need to send you email confirmation that they are accepting the role, you will need to forward this to placementlearning@warwick.ac.uk along with the recruitment stats information attached to this email. If you have more than one role that you are advertising with us, then please could you ensure that you complete a form for each one. If you are offering more than one vacancy you can submit your recruitment offers as soon as they are confirmed, it is not necessary to wait until all your vacancies are filled.

Once we have all the information from you, we will record you in a “queue” for the funding. Your deadline to notify us of this will be 5pm Monday 20th November. We will then work through the list on a first come first served basis and as a team make decisions on funding allocations. All employers submitting recruitment offers will be notified by Friday 24th November if they have been successful in securing the funding from the university.

Not necessarily. This year we have been overwhelmed with vacancies and we are unsure at this stage if we can satisfy all requests, as we have a fixed amount of funding. Our priority has to be in placing as many graduates as possible. All funding is offered on a first come, first served basis based on our receipt of your decision.

Some employers offer a number of different roles with just a single place on each, and others offer multiple opportunities covered by the same role description. We allocate funding for ONE intern per role and, once a single place is filled in each role, additional appointments against the same role have a lower priority for funding. That is to say, we apply funding across as many separate roles as possible first, before granting additional places to organisations requesting multiple appointments to one role.

You can request more than one offer against a single role description by specifying this in the email that you send to us, and the recruitment stats form. Additional places are allocated according to availability and we will advise you of the outcome as quickly as possible.

Please do – we would like to know if there is anything we can do to help. It also ensures that our records stay up to date so that we can communicate effectively over the rest of this period. Either way, please let us know your decision by 5pm on 20th November.

You are not committed to your internship until you return your signed funding agreement, which we will send out after Friday 24th November. If you are successful we will attach the funding agreement to the email to be returned back to us by Friday 8th December. In this email we will also be inviting you to the host employer sessions taking place on either 5pm - 7pm on Thursday 7 December or 10am - 12pm on Friday 8 December at Warwick. It is worth noting that funding has been calculated using £7.05 per hour and based on a 37 hour week the total will be £1565 for 6 weeks. If you are employing a graduate over the age of 24 then please note that you will need to pay them at £7.50 an hour to keep in line with UK national minimum wage. If you cannot afford to go forward with your internship at this point, you can still withdraw. However, your withdrawal will significantly disadvantage the graduate. Please call us as soon as possible to discuss your situation if you have concerns.

Our funding agreements specify a pro-rata amount for internships that end early, but the funding is offered on the basis that all parties begin the internship in good faith that it will continue for at least six weeks. Of course, all internships must be paid at National Minimum Wage or above, but as you are paying the intern yourself, you are entirely at liberty to extend beyond this (either at a higher rate of pay or longer internship length) or indeed employ them from an earlier start date with the graduate’s agreement, provided that you understand that our funded period does not start until Wednesday 3 January 2018.

Your grant payment will be generated at the end of Week 5. To enable this payment to be processed, you must:

  • Email placementlearning@warwick.ac.uk to confirm that the intern has been working full time and that appropriate PAYE deductions have been made. This email should also include details of the Intern’s pay and outline appropriate PAYE deductions
  • Send an invoice to the University for the correct amount of £1565 with the relevant Purchase Order number provided by the University. The University’s Taxation team have consulted with HMRC and have received confirmation that “the payment (subsidy) the University is making to the businesses can be treated as a non-business grant and outside the scope of VAT”. On that basis, invoices should not include VAT
  • Complete the WGI evaluation

A payment of £1565 (6 weeks @£260.85) will be made within 30 days on receipt of invoice. Where an internship has ended/is due to end earlier than the 6 weeks stipulated, payment will be made on a pro-rata basis at a rate of £260.85 per week.