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A reference for WEX placement coordinators and managers on the information to include when setting up a Work Experience (WEX) placement, covering health and safety notes, placement descriptions, communication, dress code, and objectives.

DfE Study Programme Guidance

The requirement for providers to arrange placements with an external employer enables students to experience the real demands of the working environment, independent of their peers and tutors, and put into practice the transferable and sector-specific skills they have learned. Students can often obtain employer references for their performance that provide evidence for their CV, or the offer of a job on completion of their course.

Common principles of a high-quality work placement are that it:

Is purposeful, offers challenge, and is relevant to the young person's study programme and career aspirations.
Allows the student to apply the technical and practical skills learned in the classroom or workshop.
Is managed under the direction of a supervisor to ensure the young person obtains a genuine learning experience suited to their needs.
Has a structured plan for the duration of the placement that provides tangible outcomes for the student and employer.
Has clear roles, responsibilities, and expectations for the student and employer.
Is followed by some form of reference or feedback from the employer based on the young person's performance.

For full guidance, read the DfE document: "16 to 19 study programmes guidance: 2025 to 2026 academic year" on GOV.UK.

Why is this information important?

Successful placements thrive when everyone is on the same page from the start. By providing comprehensive information upfront, colleges ensure students and employers are fully aligned on safety, expectations, and goals. This proactive approach creates a secure environment and sets the stage for a productive, high-impact experience for both parties.

Learner details tab

Student's Health & Safety / Medical Notes (text entered here will be seen by the Employer, Student, and Parent if a parent is selected):

Used to record any controls the student and employer need to implement to keep the student safe, including managing risks regarding the placement, including those associated with ALS requirements, medical conditions, or disabilities relating to the student which could impact on placement safeguarding.
These notes should be focused on the control methods required to minimise risks.
These notes are shared with both the student and the employer.
DO NOT include highly personal information or anything that is covered under Safeguarding.

Student Notes (shared with the student's parents and their placement employers, but not the student):

NOT suitable for risk assessment or H&S information.
The employer must complete a full workplace induction, provide adequate training before asking a student to complete a task, and always ensure the student has suitable supervision.
The student must adhere to all Health & Safety requirements and company policies, wear PPE required (add details of what is required), and adhere to all confidentiality requirements and GDPR legislation.

Explain the process to follow for Safeguarding and reporting of absence:

Students must inform the Employer and College if they cannot attend placement prior to their start time.
Students must inform College if they have any concerns while on placement (add Safeguarding Lead contact info).
Employers must inform College of any concerns, accidents or incidents, or unreported absences in a timely manner.
Include contact information for the College Placement Coordinator.

Specify any controls required to minimise the risk associated with SEND/ALS requirements, medical conditions, and disabilities. A quick overview of the process to follow:

Use the student's inclusion plan to see details of the level of intervention given in college.
Discuss the details of the placement with the student and their SEND Lead to identify any specific risks and controls needed to minimise them.
Gain permission to share any details with the employer (the student's placement may be withdrawn if permission is not given and it impacts on student safety).
Discuss and confirm with the employer that all controls can be supported, and add H&S controls to the Student's Health & Safety / Medical Notes section on Navigate.

Example control notes:

Student with Asthma — student has an inhaler and may need to use it; the student must always have their inhaler on them and avoid working in dusty or cold environments.
Student with ADHD — student can sometimes lose concentration and need help keeping on track; 1:1 supervision is needed, especially during practical tasks using tools.
Student with Anxiety — student can sometimes feel overwhelmed and may need to take time away to regulate; they need a quiet space to go to, but must inform their placement supervisor when they are going there.
Student with Dyslexia — student may need to use coloured overlays or other strategies for reading; they need to ask for support, additional time, or for instructions to be repeated to check understanding of a task when needed.

Placement details tab

Placement Description. Provide an overview of what the student will be doing on placement, where they will be working, and the tasks they may be required to complete. Also include additional information such as what to take (e.g. lunch) and what breaks they can expect. For example:

When you arrive on your first day, please report to the main reception and ask for [name].
You will be working in the [location], with the [team].
You will be completing activities such as [task] and [task].
You may be asked to also do [task] and [task], which means working with other teams.
You can expect a 1-hour lunch break; you will need to ask what time that will be at.
There is a kitchen but no catering facilities, so you will need to take your own lunch, and hot drinks if needed.
Remember to ask if you need help or support, or if you want to try a different task that you want to learn.

Frequency of Communication. Use this to set expectations for the employer to contact College if the student does not attend placement, and the requirement for students to log their hours and complete their journals daily. For example:

You are expected to contact both the employer and College if you cannot attend your placement, prior to the time you are due to start.
The College will be informed of any non-attendance, and hours missed may be required to be made up.
You are required to confirm your hours of attendance and write a learning journal at the end of each planned day.

Dress Code. Use this to set specific expectations on what is required. For example:

Wear PPE including your steel toe-capped boots; employer provides gloves.
Wear smart clothes — black trousers and a long-sleeved top with a collar (NO JEANS).
Wear flat shoes with full toe coverage — this is a H&S requirement.

Placement Objectives. Use this area to set expectations including those for Attendance & Timekeeping, Presentation & Uniform, and Behaviour & Values. For example:

You will put your practical skills developed in college into practice in an industry-relevant practical environment.
You will attend all the days planned and arrive on time to develop your reliability.
You will maintain good timekeeping, including returning from breaks, to develop your timekeeping.
You will act professionally, always being well presented and polite, to develop your social skills in the workplace.
You will get involved, ask questions, and offer to help to develop your confidence and motivation.
You will NOT use your phone on placement without permission.
You will NOT share information about your placement on social media without permission.

Employer details tab

Check the Navigate Learning email communication tick-boxes and employer record:

Ensure employer contact details are correct.
Check both 'Send emails to' boxes are ticked.
Check 'Show contact details to student' is ticked.
Check the company is showing as 'Compliant'.

Source document attached below.

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