Alex is Sprintlaw's co-founder and principal lawyer. Alex previously worked at a top-tier firm as a lawyer specialising in technology and media contracts, and founded a digital agency which he sold in 2015.
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Offering work experience placements can be a fantastic way for companies to engage with local communities, support young people’s career development, and even spot your next star employee before they hit the job market.
But before you open your doors to eager students or early-career professionals, it’s important to know – there’s more to hosting a placement than just giving a tour and assigning some tasks. As an employer in the UK, you have clear legal responsibilities whenever someone steps into your workplace for work experience.
If you’re considering setting up a work experience initiative, keep reading – this guide will walk you through the key legal requirements, practical steps, and best practices to make sure your placement is a success for everyone involved (and that you stay compliant from day one).
What Is Work Experience? Understanding the Basics
Let’s start with the fundamentals: work experience (sometimes called a “work placement”) usually refers to a short-term, structured period where a student or job-seeker gets a taste of life in the workplace. They observe, learn new skills, and sometimes complete real tasks – all under supervision. Most placements run from one to two weeks, especially those for students still in school or college. Placements can also be arranged by universities, Jobcentre Plus, or even directly by individuals looking to boost their job experience. Some common forms of work experience in the UK include:- School-age work experience: Typically for students aged 14–16, arranged by their school and lasting 1–2 weeks.
- University placements: Usually longer (sometimes up to a year, as part of a “sandwich course”), and may involve more substantive work.
- Voluntary work experience or internships: These may be for school leavers, recent graduates, or career changers.
What Are the Legal Responsibilities of UK Employers?
It’s easy to think of work experience as “less formal” than employment, but don’t be fooled – hosting a placement comes with real legal obligations. Here are the key areas every employer needs to consider before taking on a work experience student.Health & Safety – Your First Priority
You have a duty of care to all visitors in your workplace, and that duty is especially high for young people and students. Under the Health and Safety at Work etc. Act 1974, you must provide a safe working environment for anyone on placement. This means:- Conducting a risk assessment for the placement (especially if your work involves manual tasks, equipment use, or hazardous substances).
- Ensuring someone under 18 isn’t exposed to unnecessary risks, and adapting tasks or providing extra supervision where needed.
- Delivering appropriate health and safety induction and training – don’t assume students will know your rules or procedures.
- Having clear procedures for reporting and managing any accidents or near-misses involving your placement student.
Insurance – Are Work Experience Students Covered?
Your business must have sufficient insurance to cover anyone in the workplace – and that includes students on work experience placements.- Employers’ Liability Insurance is a legal requirement for most UK businesses employing staff. Most standard policies already cover work experience students (even if unpaid), but check with your insurer to be sure.
- Notify your insurer that you’ll be hosting students; some policies require this as a condition of cover.
- If the student will be visiting clients offsite (for instance, on a construction site), review any additional cover or risk management required.
Payment: Do You Have to Pay for Work Experience?
This is a hot question for many businesses and students alike! In general:- School-age placements (under 16) are usually unpaid and not treated as “workers” for minimum wage purposes, provided the student is observing and learning rather than performing a job.
- Older students (16+), recent graduates, or longer placements: If a placement involves the student actively doing productive work (not just shadowing), UK law may require payment of at least the National Minimum Wage.
- If in doubt, check: Are you expecting the placement student to carry out tasks just like an employee? If so, they probably qualify for at least minimum wage.
- Genuine volunteering (for charities, not-for-profits) has a separate regime – but most for-profit businesses should tread carefully here.
Safeguarding & Supervision – Especially for Under 18s
When working with young people (under 18), you’ll need to go the extra mile in terms of supervision and safeguarding.- Appoint a line manager or supervisor responsible for the student – don’t leave them unaccompanied in sensitive settings.
- Ensure all staff know the placement student is under age and understand their responsibilities (including not leaving the student unsupervised).
- If your business involves vulnerable clients or settings (e.g. healthcare, education), ensure you comply with safeguarding policies and check if DBS checks are appropriate.
Right to Work Checks & Legal Right to Be on Placement
In most cases, school-age students from the UK don’t require additional right to work checks for a short unpaid placement. But if your student is over 16 or is from overseas, make sure their visa or status enables them to undertake the placement. It’s always good practice to confirm the details with any educational institution involved (such as a university’s placement team).Work Experience Checklist: Practical Steps for Employers
There’s more to hosting a work placement than simply showing a student around the office. Here’s our step-by-step legal and practical checklist if you want to offer work experience opportunities in your business.1. Define the Purpose and Structure of the Placement
- Clarify what tasks and experiences the student will have (observation, shadowing, hands-on tasks – or a combination).
- Set a clear duration (one week? two? longer for university students?).
- Document whether the placement will be paid or unpaid, based on the age and activities of the participant.
2. Conduct a Health & Safety Risk Assessment
- Assess the specific risks faced by someone new and possibly under 18 in your workplace.
- Implement or update policies accordingly, with additional measures for young people where necessary.
3. Confirm Insurance Coverage
- Inform your insurer in advance about each placement (even for a short unpaid period).
- Request written confirmation your cover applies to placements, including any offsite activities.
4. Prepare Legal Documents
- Draft a Work Experience Agreement to set out the placement’s expectations, duties, supervision, and legal rights.
- Provide an induction pack including a health and safety guide, policies on conduct and reporting, and contact information.
- Have consent forms for parents/guardians if the student is under 18.
5. Arrange Supervision and Safeguarding Measures
- Identify a responsible supervisor or mentor for the student throughout the placement.
- Train your staff on safeguarding, confidentiality, and how to give constructive feedback to students.
6. Consider Data Privacy
- Limit collection of personal information, store it securely, and comply with the UK GDPR and Data Protection Act 2018.
- If students access customer or sensitive data, have a Privacy Policy and confidentiality protocols in place.
7. Provide a Meaningful Experience
- Plan interesting activities so the student genuinely learns about the sector (not just menial admin).
- Offer feedback, career advice, and a completion certificate to help build their CV or future applications.
When Do You Have to Pay for a Work Experience Placement?
A common question for employers is: Do you get paid for work experience? Or, the flip side: Do you have to pay someone on a work experience placement? Here’s how the rules break down:- School-age placements (under 16, arranged by a school): Almost always unpaid, provided the student is observing and learning, not replacing a paid job.
- Older students or graduates (16+): If they do genuine work for your business (i.e., not just shadowing), you may need to pay at least the minimum wage, even if they are labelled “interns” or “volunteers”.
- University ‘sandwich courses’: These are typically regulated by the university and can be unpaid if the student remains a student for the duration and is placed as part of their course requirements.
- Charity/not-for-profit volunteering: Payment is not required, but rules still apply if the role becomes primarily a “worker” role.
- Expenses: Regardless of whether pay is required, consider reimbursing travel or lunch expenses to support inclusion and access.
What Are the Benefits for Your Business?
Work experience isn’t just a box-ticking exercise – there’s genuine value for businesses who get involved. Here’s why companies that offer work experience placements often see it as an opportunity, not a chore.- Access to Young Talent: Spot high-potential employees early – you might find your next apprentice, graduate, or permanent hire through a placement.
- Community Engagement: Build relationships with schools, colleges, and local partners. It’s great for your reputation and your team’s morale.
- Fresh Perspectives: Students and young people offer new ideas and challenge old habits – don’t underestimate what you can learn from them!
- Diversity and Inclusion: Placements can open doors to candidates from all backgrounds, helping you build a more inclusive workforce in the long term.
- Staff Development: Training employees to supervise or mentor students can bolster your management and coaching skills across the business.
Legal Risks: What Happens If You Get It Wrong?
Like any business activity, work experience comes with risks if rules are ignored:- Failing to provide a safe workplace can result in claims, fines or criminal penalties under health and safety law.
- Misclassifying a placement student as a volunteer (when they’re really a “worker” by law) can lead to claims for back pay, National Minimum Wage, or even tax penalties.
- Insurance gaps could leave your business exposed if there’s an accident or incident.
- Safeguarding failures can trigger reputational damage and possible sanctions if young people are left unsupervised or at risk.
Extra Tips: Making the Placement Programme Work for Everyone
A successful placement isn’t just about staying legal – it’s also about making the experience worthwhile. Here’s what we recommend:- Clearly outline the student’s role and what they’ll learn when offering the placement.
- Include current staff in planning and feedback, so the placement is genuinely integrated into your workplace.
- Be sensitive to diversity, accessibility, and inclusion – not every student has the same background or needs.
- Offer certificates of completion or references to help students on their next steps.
- Gather feedback after the placement is over, both from the student and staff – this helps improve future programmes.
Key Takeaways
- Work experience placements provide valuable opportunities for both students and employers, but must be handled legally and responsibly.
- Employers have a duty of care under UK health and safety law, including carrying out risk assessments and providing supervision, especially for under-18s.
- Insurance (specifically employers’ liability insurance) should always cover placement students – check with your provider before the placement begins.
- You usually don’t need to pay school-aged students for short-term work experience, but longer or more involved placements might require you to follow National Minimum Wage laws.
- Written agreements, induction/training, and clear safeguarding protocols will protect both your business and the student.
- Getting the legal side sorted early means you can focus on making the placement a positive and rewarding experience for everyone involved.
