FREQUENTLY ASKED QUESTIONS: HOSTING YOUNG PEOPLE ON WORK EXPERIENCE AND WORKPLACE VISITS

Engaging with young people through work experience placements or school visits is a valuable way to inspire future talent and support education. This FAQ answers common questions employers have about health and safety, safeguarding, insurance, and practical arrangements.

Who is responsible for a young person’s health and safety?

The employer is responsible for a young person’s health and safety while they are on work experience or attending a workplace visit. Under health and safety law, work experience learners are regarded as employees.

If you are hosting a group visit, you are also responsible for workplace health and safety during the visit.

Guidance from organisations such as the Health and Safety Executive (HSE) and the NSPCC should be followed. This guidance helps keep young people safe while ensuring arrangements are not overly bureaucratic or restrictive.

Employers should review their Health & Safety policy to ensure it includes young people on work experience. If you regularly provide placements, consider creating a dedicated work experience policy.

Do I need to do a special risk assessment before a school visit?

Yes. If you are hosting a group of learners, you should carry out or adapt an existing risk assessment that is specific to the activities the group will be undertaking during their visit.

Do I need to do a special risk assessment for a work experience learner?

This depends on the level of risk and your recent experience of employing young people.

You should review your risk assessment if:

• You do not currently employ a young person
• You have not employed a young person in the last few years
• You are hosting a work experience learner for the first time
• The learner has particular needs or accessibility requirements

If you have hosted a young person recently and the new learner has a similar level of maturity and no additional needs, you do not need to repeat the risk assessment.

The Health and Safety Executive provides example templates to help employers consider accessibility and individual needs.

What safeguarding responsibilities do employers have?

All adults working with people under 18 should be aware of safeguarding and welfare considerations.

Good safeguarding practice includes:

• Understanding and following the school’s safeguarding policy
• Not sharing personal email addresses or phone numbers with learners
• Avoiding private or unobserved situations
• Treating all young people equally, with respect and dignity
• Using appropriate language at all times
• Acting as a positive role model, including not smoking or drinking alcohol around young people.

Learners aged 16–18 may contact employers via LinkedIn. It is recommended to encourage them to follow company content rather than connect or engage in private messaging.

Do I need additional insurance to host a work experience learner?

In most cases, no. Employers’ liability insurance usually covers work experience learners, provided your insurer is a member of the Association of British Insurers (ABI) or Lloyd’s.

Work experience learners are typically included under the definition of an “employee” for insurance purposes. If you are unsure, you should check directly with your insurer.

If you are hosting a group visit, ensure your public liability insurance covers visitors to your premises.

Do staff need DBS (CRB) checks to supervise learners?

A DBS check is required if an employee’s role specifically involves supervising under-16-year-olds as part of their job description.

In most work experience placements:

• DBS checks are not usually required if there is no unsupervised one-to-one contact
• Group placements are unlikely to require DBS checks

The decision should be agreed between the school and the employer. Employers can use the GOV.UK DBS eligibility tool for further guidance.

Should I pay a learner on work experience?

No. Work experience placements are part of a learner’s education and usually take place during school term time. They are unpaid and different from part-time employment.

However, it is considered good practice to reimburse reasonable expenses such as:

• Travel costs
• Lunch
• Business attire

This is voluntary and should always be treated as expenses, not wages, particularly when supporting disadvantaged learners.

How many hours can a young person work on work experience?

There are no specific rules on the number of hours a learner can spend in the workplace on work experience.

Work experience may involve longer days than school, but your risk assessment should take into account the learner’s age, experience, and level of support needed.

What support should the school provide?

Schools (or third-party organisations acting on their behalf) should:

• Explain how the placement fits into the learner’s wider education
• Discuss suitable activities for different age groups
• Share information about the learner’s needs and learning objectives
• Provide contact details for the school and parents
• Explain what to do if any issues arise

Many schools also invite employers to attend reflection days or awards events, providing an opportunity to see the impact of your involvement.

Will the school visit before a work placement or group visit?

Schools often request to see your risk assessment for group visits and may visit your premises in advance, particularly if they have not worked with you before.

For work experience placements, some schools will carry out a visit, while others may ask you to complete a questionnaire confirming:

• Employers’ liability insurance
• Risk assessment processes
• Hours of work
• Lunch and supervision arrangements

This process helps ensure the placement is safe and suitable for the learner.

For more details contact: CareersHub@southyorkshire-ca.gov.uk