SEPnet Summer Placements 2020 – Employer Registration Form

1. SEPnet Summer Placements 2020 – Employer Registration Form

Please register your project details and email them to summerplacements@sepnet.ac.uk.  Please read the terms and conditions on pages 2 - 5. By emailing me this form and entering your email address, you confirm that you have read and understood the terms and conditions.
 

1. About your organisation/department
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2. About the project *

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3. Funding for Placements
Please indicate if you are able to fully-fund or match-fund a minimum payment of £2,250 to a student to work a 35-hour week for an 8-week period. Projects which are fully-funded will be advertised to eligible physics students which can include current physics PhD students and those commencing a PhD at a SEPnet university in 2020. Current PhD students should be paid £3,000 for an 8-week placement.

Employers who fully fund a placement are entitled to an additional placement student funded by SEPnet. Placements which are match-funded will only be advertised to students at universities which are able to provide match-funding (this can include PhD students).

Please tick all that apply:

 
Terms and Conditions - SEPnet Summer Placement Scheme 2020

HOW THE SCHEME WORKS

1. SEPnet placements are open to physics undergraduates in Year 2 and Year 3 (of a 4-year course) who are studying physics within the SEPnet consortium. Year 1 students may be eligible with permission of the Head of Physics at their university. Undergraduates in their final year are not eligible. Physics PhD students who have submitted their thesis and those commencing a PhD in 2021 are eligible to apply for employer-funded placements.

2. Organisations are invited to submit projects suitable for a research or industrial placement. Projects might comprise analytic surveys, programming, product-testing, modelling, website development or science communication.

3. The SEPnet placement should take place in the summer holidays. Students should work no more than a 35-hour week for a total of eight weeks which may be non-consecutive if required. Start and finish dates to be mutually agreed by host and student. Term dates vary by institution. Host organisations can extend this period and stipulate this at the outset or by negotiation with the successful applicant, provided they are able to fund the additional time on a pro-rata basis.

4. Placements must be carried out at a partner university OR at the workplace of an approved industrial host.

5. The SEPnet board will review the placement projects and assess their suitability based on academic merit and potential for students to gain commercial awareness and transferable skills eg communication and teamwork. Projects which meet our criteria and are fully- or match-funded by employers will have priority.

6. Projects which are fully-funded by employers will be advertised to students at all SEPnet partner universities which can include current physics PhD students and those commencing a PhD at a SEPnet university in 2020. Current PhD students should be paid £3,000 for an 8-week placement. Match-funded placements will be advertised to students at universities able to provide match-funding.

7. If a suitable student is not found projects will be advertised more widely across the SEPnet partner universities.

8. Successful students should be paid a minimum of £2,250 gross to work a 35-hour week for an 8-week period (£3,000 for PhD students). Please note that students over 21 need to be paid a minimum of £7.70 per hour in line with the national minimum wage. Organisations are required to treat students as employees for the placement period and include them on the company payroll (even if they are funded by another source) so they are protected by employment law and by the employer's insurance and health and safety policies. Students should note that income tax and national insurance contributions may be deducted from their placement payment. The host organisation will advise on the amount deducted. Tax and NI contributions will vary based on the student's circumstances (student loan, other part-time work etc.) If an employer is unable to employ a student, other working arrangements may possible on a case by case basis.

9. Placement supervisors are expected to assist students to produce a project poster and attend the SEPnet Summer Students' Expo with their student who will present their work to employers, academics and peers. There is a contingency plan for commercially sensitive or classified work.

10. The project poster should be completed by the student during the placement, and, where necessary, financially supported by the host eg provision of materials, printing or related costs.
INTELLECTUAL PROPERTY, SECURITY CLEARANCES AND HEALTH & SAFETY
All parties agree to abide by the intellectual property rights, security clearances and health & safety requirements related to the hosting of student placements and in compliance with relevant legislation.

PROCESS FOR ARRANGING A PLACEMENT
1. Organisations register placement details using the online Placements 2020 Employer Registration Form.
2. The SEPnet board reviews the proposed placements and selects projects based on the criteria above.
3. Contact details and placement descriptions are advertised regularly to eligible students by SEPnet Employer Engagement Advisers (EEAs) at SEPnet partner universities.
4. Students apply directly to supervisors or named contacts with a covering letter and CV unless advised otherwise by their EEA.
5. Supervisors review CVs and select candidates for interview. Placements are re-advertised until a suitable applicant is found.

SEPnet responsibilities:
1. Administration services and support with the application/selection procedure.
2. Internal advertisement of placements.
3. Match-funding for placements where employers have agreed to offer a 2nd placement or are unable to fully-fund a placement.
4. A visit to the host site by a SEPnet representative during the placement to discuss the student’s performance and welfare.
5. Support for the employer and student during the placement.
6. Organisation of the SEPnet Students' Expo.
7. Feedback forms.
8. Analysis of feedback.

Host employer responsibilities:
1. A placement that meets the SEPnet criteria.
2. Completion of relevant forms.
3. A selection/interview process for applicants.
4. Feedback on applications and applicants.
5. Confirmation of the selected student
6. Feedback on, and to, unsuccessful applicants.
7. Employment of the student, provision of employment contract, employer liability insurance and H&S compliance, payment of at least minimum wage, provision of accruing holiday, adequate supervision/training.
8. Suitable support to conduct a placement (desk space, computer, lab facilities, materials, reasonable adjustments where necessary).
9. Informal review of the student upon completion.
10. CV references for the student.
11. Support for the student and production of the final project poster to be completed during the placement.
12. Participation and attendance at the SEPnet Students' Expo in November 2020 in London.
13. Completion of the feedback form.

Student responsibilities:
1. Attendance and transport to/from the interview with the host as required.
2. Commitment to carry out the placement once an offer has been accepted.
3. Completed application forms.
4. Completion of IPR, security clearance and health & safety documentation as required by the host.
5. Payment of tax and national insurance contributions if employed by the placement organisation.
6. In case of sickness, or if requesting absence for other reasons, students should check their employer’s policy and contact their SEPnet Employer Engagement Adviser.
7. To dress in appropriate clothing for the office environment (if unsure please ask the placement supervisor).
8. A commitment to share any issues or concerns with the host supervisor or SEPnet contact.
9. Completion of the final project poster.
10. Participation in a placement site visit by the host and SEPnet contact.
11. Participation and attendance at the SEPnet Students' Expo in November in London.
12. Completion of a feedback form.
SEPnet  Summer Placement Timeline

Friday 7 February
Placement projects to be submitted.

Friday 21 February
Employers are informed as to whether projects have been accepted by the SEPnet board and will need to confirm that appropriate liability insurance and H&S policies and procedure are in place.

Monday 2 March
Projects are advertised by SEPnet Employer Engagement Advisers to students via email and other departmental communications.

Mid-March
Employers provide feedback on number and quality of applications.

Tuesday 31 March (midnight)
Closing date for applications.

1 – 30 April
Employers select and interview candidates.
Unfilled placements are re-advertised.

Friday 1 May
Deadline for positions to be filled. Employers inform SEPnet and successful and unsuccessful candidates.

Friday 8 May
All placements are filled.

June - September
Students carry out placements. Student prepare posters for Students' Expo. Placement visits with students and supervisors take place.

November
Students and supervisors attend SEPnet Students' Expo.

4. I will advise my HR department/accountant of this placement and ensure that the SEPnet placement student is added to the company payroll (even if the student is funded by another source) *

 

5. I agree for my personal data to be held by SEPnet and processed in the strictest confidence and in accordance with UK data legislation.

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6. I am happy for my details to be shared with SEPnet staff and to be added to a list to receive mailings from time to time about SEPnet placements and employer engagement activities and events. I understand that my details will not be shared with other groups without my permission. *

 

7. I have read and agree to the above terms and conditions of the SEPnet Summer Placement Scheme and accept my responsibilities as outlined above. *

        
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