What is my commitment as a Host?

1. Follow every step and all deadlines in the WIP 2022 Process Timeline diagram.
2. Employ an eligible intern for 6 weeks in 1.0FTE capacity @ 36.5 hours per week via Unitemps - this will involve intern’s submission and host department’s approval of weekly timesheets.
3. Complete the first 4-weeks of full-time WIP-funded part of the internship by 29 July 2022.
4. Contribute to the salary of the final 2 weeks of the internship from your department's 2022/23 budget, costing approximately £1008 to £1060* (slight inflation increment by Unitemps is expected from 1 August). Internship can be extended beyond 6 weeks at your department’s cost.
   • Intern will be paid on Spinal Point 7 of either £11.09 or £11.65* per hour (inclusive holiday pay) depending on individual circumstances beyond our control. This equates to a cost of £13.82 or £14.52* per hour to the University.
   • * based on Unitemps rate on 31 March 2022 – the rate may vary if there is an increase by Unitemps after the programme launch.
5. Liaise with Student Opportunity in relation to the internship, and acknowledge the requirements of the University as per WIP agreements. The WIP agreements set out stakeholders’ expectations and responsibilities, and are to be signed by the internship host, intern and Student Opportunity.
6. Provide dedicated line management and support - must not include prolonged periods of unsupervised working.
7. Treat the intern as a colleague but with appropriate supervision, acknowledging that the intern is likely to be inexperienced and that this internship is a learning experience.
8. Encourage the intern to maximise their development from the internship using WIP: Your Career in Progress e-platform  and  Work Experience Learning & Development Moodle course
9. Provide suitable equipment and appropriate training, e.g. in the safeguarding of data, required to carry out the internship.
10. Provide a safe and professional working environment or enable remote working if social restrictions are imposed.

How do I create & submit a vacancy?

1. Develop your internship vacancy using the WIP Internship Vacancy template
   • Include the specified WIP-specific text and follow the instructions provided to ensure that your vacancy is included in the programme
   • The template enables ‘copy & paste’ as it exactly matches the online form you will complete on myAdvantage, Student Opportunity’s employer/student portal to create the vacancy.
2. Create a high-quality internship (refer FAQ "What makes for a suitable vacancy?") that attracts applications and facilitate student’s learning from the experience.
3. Use your myAdvantage login to create a vacancy, including "WIP" within the job title, and upload it by the deadline (refer to the WIP process timeline).
   • With hundreds of new vacancies on myAdvantage, we won’t know to include your vacancy without “WIP” in the vacancy title
   • Email placementlearning@warwick.ac.uk if you have forgotten or require login for myAdvantage.

We will be in touch during the vacancy approval process (within 2 weeks) to ensure that the opportunities are attractive and provide a high-quality experience for your department and the intern.

What makes for a suitable WIP vacancy?

You might offer the chance to undertake a research project, investigate and develop a new process, service, product or market, or address a specific business challenge. The role may also include elements of assisting in larger projects although there should be specific tasks or roles for the intern.

A WIP internship should:

• Include a defined set of objectives that require the intern to take ownership over delivery with appropriate supervision
• Combine specific task and role experience with broader organisation and sector awareness
• Be project-based thus lend itself to the intern working remotely in the event of restricted movement
• Enable the intern to gain a learning experience that adds value to their CV and further develops their skills and employability rather than, for example, an ad hoc general clerical position
• Provide a well-supported and appropriately-managed learning opportunity, encouraging the intern to use WIP: Your Career in Progress e-platform  and  Work Experience Learning & Development Moodle course
• Include induction, training, regular reviews, line management and support, appropriate workplace, equipment and facilities.

What is the process for shortlisting?

1. Students will apply directly to you via the application instructions provided in the vacancy - all applications submitted within the deadline must be considered.
2. Follow your own recruitment process and contact shortlisted candidates (must meet eligibility criteria - refer FAQ "What are the WIP intern criteria?") for interview – it may be useful to refer to Warwick’s Internships, Placements & Work Experience website which provides guidance on shortlisting and selection.
3. Decide in advance how you wish to proceed if you are not awarded WIP funding – for example, your department may decide to fund the whole internship from your own budget.
4. If your internship offer is conditional on being awarded a WIP grant, ensure you convey this to your candidates during interviews.
5. Use your recruitment feedback process or our brief ‘checklist’ applicationLink opens in a new window and interview feedback templates to provide feedback to candidates - this greatly enhances their learning, improving their future applications and awareness of market standards.
6. Submit the Recruitment Outcomes form even if unsuccessful in recruitment - this will enable a complete reporting of programme outcome to secure future sponsorship.

What are the WIP Intern criteria?

Your candidate/intern must:

• Be a current undergraduate student or integrated undergraduate masters student e.g. MBio, MChem, MEng, MMath, MMathPhys, MMathStat, MMORSE, MPhys) of the University of Warwick until at least July 2022
• Be legally entitled to work full-time in the UK during summer vacation 2022, and can produce, if required, the appropriate ID and/or a visa to demonstrate this
• Be able to start a 6-week full-time internship on Monday 04 July and complete 4-week full-time by Friday 29 July 2022
• Be based in the UK (including Student Visa holders) for the duration of the department internship, in line with the University’s compliance regulations

How do I apply for funding?

Access to WIP funding is competitive on a "first-come, first-served" basis.

1. You submit the Recruitment Outcomes form
2. If you successfully recruit, ask the selected candidate to:
   • confirm internship offer acceptance in an email to you and
   • submit the Student Internship Acceptance form promptly

Note: Forms require the Vacancy ID found in the internship vacancy’s job title on myAdvantage.

The outcome of your funding application will be communicated to you and the candidate within 2 weeks on receipt of matching forms.

*Submit the Recruitment Outcomes form  even if unsuccessful in recruitment - this will enable a complete reporting of programme outcome to secure future sponsorship.

How is funding allocated and confirmed?

Within 2 weeks of receiving matching Recruitment Outcomes and Student Internship Acceptance forms, the Team will confirm if WIP funding (if there is sufficient funding) has been allocated to your internship. Terms and conditions apply.

The submission time/date stamp on your Recruitment Outcome form is used to allocate funding to internships in a fair order.

There may be a brief period of “provisional funding” (where you will hold your place in the queue) if the selected candidate has not completed a corresponding form.

There are no exceptions to the process - the programme process ensures a fair outcome for all stakeholders within a limited pot of funding.

Due to limited funding, the following criteria will be applied during funding allocation:

1. a maximum of 2 WIP internship grants per department during the University’s financial year ending 31 July 2022
2. only one candidate per role - funding is available per role. For example, you could recruit 2 interns to 2 separate roles
3. only 20% of WIP funding will be allocated to university department internships.
4. Important! Due to reduced budget, WIP 2022 will be funding around 12 department internships (25 internships in 2021). Interns of host departments deciding to self-fund WIP internships (costing approximately £3026 - £3180) can be supported by wrap-around programme support.

If your funding application is successful:

1. IPWE will fund the first 4-week of the internship, full-time @36.5 hours per week (must be worked by Friday 29 July 2022)
2. You, the host department will fund the following 2 weeks (full-time) of the internship from 2022/23 budget.
3. We will send you and your intern a funding confirmation email with follow-up actions.

If your funding application is unsuccessful:

1. We will contact you to ascertain if you will be using your own funds for the internship
2. If you are not proceeding with the internship, we will advise the candidate that the funding application for their internship has not been successful and will not go ahead
3. We recommend that you get in touch with the candidate to advise the same message and give them feedback on their application

What’s next if I am allocated a grant?

Upon receipt of your WIP Funding Confirmation email...

1. Understand and action the instructions in the email. Any delay causing the internship not to start on the required date will invalidate the WIP grant.
2. Return signed WIP agreement (within 2 weeks of funding confirmation) and completed Unitemps booking form (issued within 2 weeks) within the deadline, by uploading onto myAdvantage Agreement Acceptance form
3. Contact your intern to establish (some of this information is required to return your WIP agreement):
   • the need for their immediate response to Unitemps to register & complete Right to Work checks (& DBS if required - this usually takes longer)
   • start date of internship on Monday 04 July 2022
   • UK based for the duration of the internship
   • 4-week full-time @36.5 hours per week worked by Friday 29 July 2022.
     Holiday pay is included in the salary – intern should not take leave during WIP internship. If unavoidable, leave taken during the first 4 weeks must be made up during the same period for example, via longer working days (this ensures that the full 4-week WIP grant is claimed by Friday 29 July).
   • work arrangement/environment can include remote working, office work in a safe and professional space, or a mixture of both. The internship must lend itself to remote working if social restrictions are imposed.
   • suitable equipment and relevant training, for example on confidentiality and data safeguarding
4. Get ready to receive your intern by preparing and communicating with them:
   • on-boarding info e.g. induction, line management, buddy etc.
   • collection of Staff ID - organised by Unitemps, necessary if working on campus
   • equipment, work space etc.
   • IT account set-up – Unitemps will organise and contact with intern
   • H&S, training including data protection, confidentiality etc.
   • a work plan with regular catch-ups
   • dates for mid-internship review and exit interview
5. Encourage your intern to make the most of their internship experience by engaging with:
   • Work experience fortnightly drop-ins – dates and links in WIP: Your Career in Progress e-platform
   • WIP: Your Career in Progress e-platform
   •  Work Experience Learning & Development Moodle course – warwick.ac.uk/weld
    

Further support as an internship host is available on Internships, Placements and Work Experience portal and Employer Guide for WIP Internships.

How can I ensure the best possible internship experience?

To help you and your intern get the most of the internship experience...

1. Follow Unitemps' salary payment instructions – this includes your intern's submission and your department's approval of weekly timesheets.
   Unitemps will charge the salary cost costing approximately £1008 to £1060* (slight inflation increment by Unitemps is expected from 1 August) of the final 2-week full-time internship (in August 2022) directly to your department.
2. Ensure that 4-weeks full-time @36.5 hours per week is completed by Friday 29 July 2022.
   Holiday pay is included in the salary – intern should not take leave during WIP internship. If unavoidable, leave taken during the first 4 weeks must be made up during the same period for example, via longer working days (this ensures that the full 4-week WIP grant is claimed by Friday 29 July).
3. Supervise the intern as a colleague who is likely to have little or no work experience, supporting them with regular catch-ups.
4. Encourage your intern to enhance their learning from the internship by engaging with:
   • Work experience fortnightly drop-ins – dates and links in WIP: Your Career in Progress e-platform
   • WIP: Your Career in Progress e-platform
   • Work Experience Learning & Development Moodle course
5. Review mid-way through the experience to monitor internship progress and intern’s needs - identify any support and actions necessary to enable continued execution of work and achievement of objectives.
6. Conduct exit review (this could include a presentation to management) and handover with intern. Use this opportunity to offer and receive constructive feedback. Connect and provide a LinkedIn reference if appropriate.
7. At the end of the internship, complete the WIP Host Evaluation form and ask your intern to submit the WIP Intern Evaluation form - this informs our reporting to secure future WIP funding.
8. You may find it useful to refer to the Internships, Placements & Work Experience portal for more guidance.