Host Organisation Guidelines for a Successful Placement

In order to ensure that both Host Organisations and TDL Academy students have the best possible experience during the Placement Programme, we ask all participating organisations to agree to the following set of rules and regulations which follow ‘best practice’ guidelines.

We understand that employers will be operating in a number of different ways in regards to remote/hybrid working. If working mainly remotely, the student will be required to be in regular contact with the host organisation during placement (daily if required) and must be provided with access to the data and any specialist equipment required to deliver the project. 

If the project requires the student to work mainly/full-time in the office and remote work is not feasible please provide this detail when submitting your project form. It is our duty to ensure that students are working in a safe manner at all time and are comfortable with the expectations in relation to work location.

 1. All students must be employed by the Host Organisation and paid for their time working on this Project at a minimum of the Real Living Wage.

 2. The student’s terms and conditions of working and working pattern will be agreed prior to commencement of employment, in line with the Host Organisation’s normal HR processes. This is usually 35-40 hours.

 3. Project duration is normally 8-12 weeks and we ask that you bear in mind the submission date of the student’s academic dissertation. Please try to allow sufficient time for writing up on an ongoing basis and we advise that the project should end at least 2 weeks before the student’s submission date. 

The duration of the project and time allowed for write up must be agreed with the student and academic supervisor prior to commencement.

 4. Timing of placements:  for most full-time students this will be May – August. Some part-time students may wish to start their projects earlier in the year or continue into the Autumn, if this is feasible.

 5.  Any background checks, on-boarding, etc must be started as soon as the student has been identified and offered the Project. Please ensure any stakeholders (including external service providers) in this process are aligned as soon as possible and that the checks can be completed well in advance of the student’s start date.

 6. An industrial supervisor/s should be identified (preferably a permanent member of staff) prior to the placement commencing. The student will also have an academic supervisor who will liaise with the industrial supervisor and the student. There should also be regular meetings (at least monthly, although preferably weekly/biweekly) with the industrial supervisor, academic supervisor and student.

 7. All technology and data resources for the Project should be sourced and accessible from the first day of student starting with your organisation. Delays in providing these resources will result in project delays which can seriously impact the student’s ability to complete the project and their dissertation.

 8. Any IP agreements/restrictions and/or NDA requirements should be discussed and resolved before the placement commences. IP normally resides with the company with the stipulation that the student has access to the elements required to complete their dissertation. The academic supervisor will be the main point of contact on IP and NDA issues.

 9. Any concerns over the Project or the students’ performance must be raised, in writing, immediately with the student’s academic supervisor. If these concerns are not addressed satisfactorily by the academic supervisor, this should be escalated at the earliest opportunity in writing to the Placements team at The Data Lab. You will receive contact from The Data Lab before, during and after the placement to check on progress and provide support.

 10. Should the student be offered further employment by your organisation within 12 months of the placement completion, a fee will be incurred payable directly to The Data Lab:  

• Public sector organisations, third sector organisations, & partners of The Data Lab – £0
• Start-ups – £1000
• Private sector SMEs – £2500
• Private sector Other – £5000

The Data Lab reserve the right to amend these fees at their discretion. Income generated from fees is not for profit and will be used to further develop and sustain The Data Lab Academy Programme, enable the continuation of scholarship funding and industry placements in the future. If the student leaves the role within the first 3 months of further employment, your organisation will be eligible for a full rebate of the fee.

 11. The Host Organisation agrees to provide all information and assistance as reasonably required by The Data Lab for the purposes of The Data Lab assessing the success of the programme, promoting the programme or as required for reporting to its funders, this shall include but is not limited to, the provision of a case study in relation to the Project.

 12. For further information about how we use personal data including contact details, please see our privacy policy. The information submitted via the Project form will be stored on a third party platform for the purposes of matching, but no personal data will be transferred.

This form is to update The Data Lab on the progress of the Industrial Doctorate project.
We will prompt you to complete this form after every 6 months.

The Data Lab (administered from The University of Edinburgh) may share information about projects with the Scottish Funding Council, Scottish Government, Scottish Enterprise, Highlands and Islands Enterprise and any other appropriate organisation in the interests of developing and promoting the Innovation Centres Programme.