SHORT COURSES AND PROGRAMMES PLACEMENT POLICY

1. PURPOSE

This policy sets out the standards, responsibilities, and procedures for planning, approving, and managing student placements undertaken as part of Decolonising the Archive’s (DTA) programmes. Its purpose is to protect the health, safety, wellbeing and legal rights of participants while facilitating meaningful field-based archival practice and community engagement.


2. SCOPE

This policy applies to all students who undertake practical placements as part of DTA’s educational programmes. It covers:

  • Practical placement activity related to archival, community memory work, or research practice.

  • Travel, accommodation, and fieldwork components of these placements where placements are hosted overseas.

  • Programme staff and partners involved in organising and supervising student placements.

‘Placement’ in this context refers to supervised practical archival and community-engaged research activity in a domestic or overseas location undertaken to satisfy the programme’s learning outcomes, including work with community partners or archival institutions.


3. POLICY STATEMENT

Decolonising the Archive is committed to maintaining a safe, inclusive, and professional environment for all students on placement, so far as reasonably practicable where activities are under the control or influence of DTA. All placements will be planned, risk assessed, and managed in a manner that:

  • Minimises foreseeable risks to health, safety, and wellbeing.

  • Complies with applicable UK legal standards and best practice guidance for overseas educational activity.

  • Provides clear information to participants about their rights, responsibilities, and the support available during placement.

4. LEGAL & REGULATORY CONTEXT

Although UK legislation such as the Health and Safety at Work etc. Act 1974 does not extend jurisdiction overseas, DTA recognises its duty to, as far as is practicable, manage risks where it has control over the placement exercise and to observe best practice corresponding with UK sector guidance on fieldwork and student travel.

Participants are responsible for complying with the laws and health and safety regulations of the host country.

5. RISK ASSESSMENT & APPROVAL

Before any placement activity:

5.1 Risk Assessment

DTA placement coordinators, with support from the student, must complete a Placement Risk Assessment that includes:

  • Nature of planned activities and associated risks;

  • Health considerations (e.g., medical conditions, vaccinations);

  • Emergency contact details. 

And additionally for overseas placements:

  • Host country safety and security context including any travel advisories;

  • Travel itinerary and accommodation details;

5.2 Approval Process


Placements must be reviewed and formally approved by the DTA Placement Supervisor or designated risk controller prior to commencement. Approval will only be granted where identified risks have been reasonably mitigated or appropriate control measures established.


5.3 Travel Advisories

For overseas placements, students are expected to refer to the UK Foreign, Commonwealth & Development Office (FCDO) travel advice where applicable and adapt plans accordingly.



6. STUDENT RESPONSIBILITIES


Students participating in placements must:

  • Comply with the placement’s risk assessment and safety measures.

  • Maintain regular communication with DTA placement supervisors.

  • Respect local laws, cultural norms, and community protocols at placement sites.

  • Inform DTA promptly of any incident, accident, unsafe situation, or change to travel/accomodation plans.

And additionally for overseas placements:

  • Acquire appropriate travel and medical insurance covering medical care, evacuation, legal liability, and passport/visa issues for the full duration of the placement period.

7. PROGRAMME RESPONSIBILITIES


DTA will:

  • Provide placement preparation including pre-commencement briefings on safety, cultural awareness, risk, and expectations.

  • Offer guidance on completing risk assessments and collating relevant documentation.

  • Maintain emergency contact procedures and support channels while students are on placement.

  • Maintain records of student placements and ensure appropriate follow-up reporting.

8. EMERGENCY PROCEDURES

DTA will establish and communicate an emergency response plan before the commencement of the placement, including:

  • Local emergency contacts and nearest UK embassy/consulate information (for overseas placements).

  • Primary programme contact information in the UK.

  • Clear instructions on when and how to activate DTA support in case of a serious incident.


9. INSURANCE

Students must demonstrate they hold valid travel and medical insurance for their placements, including cover for:

  • Medical expenses (hospitalisation, evacuation where necessary),

  • Personal injury and liability,

  • Repatriation of remains, where applicable,

  • Emergency support and legal expenses.

For domestic placements, the above insurances are also recommended, especially when placements are being carried on with hosts which are not constituted organisations. However, for placements at constituted organisations, organisational employers liability insurance would normally extent to volunteers and placement students. DTA may require evidence of adequate insurance cover prior to final placement approval.

10. REVIEW AND MONITORING

This policy will be reviewed biennially by DTA placement leadership or earlier if required by changes in programme structure, legal guidance, or emerging sector standards.

11. CONTACT

For questions about these Terms & Conditions or your programme, contact us at info@decolonisingthearchive.com

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Programme: Correcting Our Collecting – All Placements

Organisation: Decolonising the Archive [Senti Ta CIC] (“DTA”, “we”, “our”, “us”)

Participant: (“you”, “your”)