Health and social care placement partners
Preparing to host a placement
Guidance on how to prepare to host placement students at your organisation.
A successful placement experience begins with good preparation.
York St John University works closely with students and placement providers to ensure everyone feels informed, supported and ready for the placement journey.
Before the student arrives, take some time to prepare and welcome students into your organisation. This might include possible student projects they can carry out whilst on placement and depending on their year of study and profession.
Information and contact for students
Before starting placement, students will receive information about their placement setting, expectations and any requirements that need to be completed in advance. This may include mandatory training, occupational health requirements, DBS checks and guidance on professional conduct.
Students will be encouraged to:
- Familiarise themselves with the placement setting and its services
- Review placement learning outcomes and expectations
- Complete all required pre-placement documentation and training
- Communicate with their placement supervisor before their start date where appropriate
- Raise any questions or support needs with their academic team
Throughout placement, students will have access to support from both their placement supervisor and their university academic team.
Contacting students
Students must contact you prior the placement start date. You should reply to make them feel welcome and to make sure you are both prepared for their first day. You could prepare:
- Welcome email: Sending a welcome email that includes induction information will help the student feel a sense of belonging and get a clearer idea of what they will be doing during the placement.
- Site visit: Students may wish to visit the site before their first day as part of their own planning and preparation.
- Webinar: If you are hosting several students at the same time, you may wish to consider holding a short online meeting. This could help with introductions and provide students with the opportunity to ask any pre-placement questions.
Student allocation
Students can be allocated to their placements up to 6 to 8 weeks in advance, although there can be exceptions. A cancelled placement elsewhere may involve shorter notice, with allocations made up to 1 or 2 weeks before the placement begins.
Once a student is assigned to your organisation, you will receive an email notification with the student's name, programme of study, year of study, contact details and placement dates.
Providers can expect information regarding a student placement around 2 weeks before the student does. This provides time to raise any concerns with the University before the placement begins.
Induction information
Each student should have an induction meeting at the start of the placement. The following lists provide guidance on the information you should prepare to share with your student(s):
- Pre-placement reading materials and preparation: Provide students with information, such as your company website, policies and procedures, and organisational values and objectives that would be helpful. Be mindful not to overwhelm a student before they start.
- Agree learning opportunities and expectations at the start of placement.
- Introduce students to key members of the team/residents.
- Provide a placement handbook or information.
- Provide regular supervision, feedback and opportunities for reflection, and make sure the student knows when these will take place.
- Encourage students to participate in team activities where appropriate.
- Keep in touch: Share main contact numbers for your organisation and the long-arm assessor/educator. Make sure that students are aware of when they can contact staff, including in an emergency.
- Diversity and inclusion: Encourage students to share any additional needs or disabilities to allow for appropriate adjustments. Confirm if there is access to a prayer room or space for prayer
- Raising concerns and speaking up: Make sure students know how to raise concerns and who to contact. Reassure students that they will be supported.
- Access cards or keys: Do students need keycodes or fobs to access different areas?
- Locker space: Will students have access to a locker space or somewhere to keep their belongings safe?
- Uniforms: Do students need to wear a uniform or smart clothes?
- Breaks: Make sure students are aware of where they can eat lunch, take breaks, and use toilet facilities.
- Kitchen facilities: Make students aware of any facilities where they can reheat or prepare lunch, and whether they need to bring their own cutlery.
- Water: Inform students if they may wish to bring a water bottle with a lid.
- Travel: Confirm travel arrangements, offer local transport advice, and make sure staff travelling by car have appropriate business insurance. Provide meeting points for the start and end of the day and parking information for students who drive.
- Explain relevant policies, procedures and professional standards relevant to students and the organisation.
- Use of mobile phones: Be clear about expectations, in the office and on home visits.
- Breaks: Make sure students are aware of break/timeout allocation and timings.
- Placement hours and shift details: State the expected placement hours or shift details, including whether uniform change time is included.
- Sickness: Inform students who they should notify if they are off sick, how long this might last and any symptoms.
Reasonable adjustments
Some students may require reasonable adjustments and are encouraged to inform you before their placement starts. Reasonable adjustments are measures that an employer should put in place to make sure an individual with disabilities or a health condition is not at a disadvantage and can perform their job effectively. They are supportive measures to help students while on placements.
Reasonable adjustments could include flexible working arrangements, adjusting responsibilities, or the use of assistive technology. This is helped by open and clear communication. Asking students for an 'about me' statement with details of their work style or any health issues will help to start the conversation.
York St John University is committed to supporting both students and placement providers throughout the placement period. Academic staff remain available to provide guidance, answer questions and help resolve any concerns that may arise.
We encourage open communication between students, supervisors and the University to ensure placements are positive, productive and rewarding for everyone involved.
If any issues arise during placement, support is available at an early stage to help identify solutions and maintain a positive learning environment.
