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Your needs: Compliance

Your liability
Unless stated in any agreements, you are liable for any individual undertaking work experience (and their actions) as far as you would be for any other member of your team. This includes your normal responsibilities around insurance, but also ensuring that any Health and Safety risk assessments have been undertaken and explained to the individual during their induction (see the UK's Health & Safety Executive for more information).
Warwick's definition of good work experience

As a guide to whether you're providing a 'good' experience, we give our support to placements, internships and work experience opportunities that enable Warwick students to:

  • Acquire new and develop existing skills and knowledge
  • Demonstrate their value to employers
  • Make new contacts that will benefit them in their career
  • Sample particular sectors, employers and types of work
Good work experience also...
  • Satisfies our Vacancy Advertising Policy, particularly in relation to pay
  • Ensures that all positions, including internships, are accessible to anybody with the skills and potential to succeed
  • Has clear aims and objectives for each role, includes appropriate induction activities and provides appropriate management and supervision to the student undertaking the opportunity
  • Offers genuine learning opportunities to the student
  • Aims to be appropriate for graduate-level applicants, and/or offer an opportunity to gain insights into the sector, organisation or workplace that would be beneficial, so as to gain relevant professional experience before embarking on a career
  • Allows students time off to attend job interviews (if part-time or short-term) or complete study requirements as necessary
Employing international students
  • Warwick’s student population includes around 38% International students, who can bring diversity and a global perspective to your business. International students may have visa restrictions that differ from UK students – it is the student’s responsibility to abide by their visa, and your responsibility as an employer to check your employees’ right to work in the UK. To see the advice we give these students about working hours etc. please see our student-facing Immigration Service webpages about working on a Tier 4 visa. It is also recommended that UK/EU students do not work in excess of 20 hours per week during term time.
  • The Home Office requires that you check the passport and identity card (if applicable) of everyone you intend to employ to ensure they have a legal right to work in the UK. See the Gov.uk website for more details at https://www.gov.uk/check-job-applicant-right-to-work 
  • If you are a non-UK employer, you may need to consult with your equivalent to the UK Visa and Immigration (UKVI) to ensure that you are meeting any legal requirements around hosting foreign students.
National Minimum Wage (and National Living Wage)

There are relatively few scenarios in which a student would NOT be entitled to the National Minimum Wage (NMW, or the National Living Wage for student aged 25+). Please ensure that you understand your responsibilities, including PAYE processing, NI etc, as this is an area that is increasingly monitored and there are large legal fines for breaching this legislation. If you wish to run payroll for your intern externally, you can use a temping agency, for example the University's own agency, Unitemps, to do this for you.

Watch out for additional working hours!

An easy mistake to make would be to employ a student to work for 37 hours per week, at National Minimum Wage, then ask them to work for a few extra hours – this would mean that you were effectively paying them at less than NMW. This would be the case even if the student offered or insisted on staying late – bear in mind that the responsibility (and liability) lies with you for that person to be paid for the hours they have worked.

For information around maximum weekly working hours and the Working Time Directive (which counts for students too) visit https://www.gov.uk/maximum-weekly-working-hours

Internship myth-busting
  • 'Internship' came from the USA to refer to (unpaid) graduate development opportunities, but in the UK it has no legal definition
  • While unpaid internships are legal in some countries, in the UK it is illegal to pay any worker less than the National Minimum Wage (or the National Living Wage for student aged 25+)
  • You have the same responsibilites even if the person in front of you offers to work for free!
Holiday
If you will be paying your intern by the hour, don't forget that they are entitled to holiday
Sick pay
Understand intern sick pay entitlement