Employer Due Diligence Form

The Employer Due Diligence form, used to capture the compliance information needed before a student placement can take place. Complete every section, attach the required policy documents, and obtain employer sign-off.

Company details

Record the company and site information, including:

• Name of company and address where the placement will take place.
• Number of employees on site and main phone number.
• Type of work carried out on site.
• Site Manager name, telephone number and email address.
• Site Health & Safety contact name, phone number and email address.
• Site Safeguarding contact name, phone number and email address.
• Site Placement supervisor name (if different from the Manager), telephone number and email address.

Insurance details

• Employer's insurance company.
• Employer's Liability Insurance policy number.
• Employer's Liability Insurance expiry date.

Risk rating

Select the risk rating for the placement and provide details:

• Low - for example office, retail, library, school, nursery.
• Medium - for example care home, nature reserve, gym, leisure centre, pharmacy, animal care, hospital, doctor's surgery.
• High - for example manufacturing, construction, engineering, agriculture sites, factories, labs.

Attach any policy document, young person risk assessment, and/or additional compliance notes as required.

Weekend working

• Will the placement(s) include any evening and weekend working? If yes, give details.
• If yes, have you considered your duty of care when working evenings and weekends? Describe the controls that are in place.

Health and safety policy

• Do you have a health and safety policy?
• Have you conducted any health and safety risk assessments?
• If applicable, have you noted the significant findings from the health and safety risk assessment? (If you employ 5 or more people, by law you must record your significant findings.)
• Do you have the current health and safety law poster displayed on site?
• Is there a clear commitment to health and safety, with arrangements and responsibilities communicated to employees and learners?
• Will you provide an induction where health and safety policies and procedures are explained to learners?
• Do you review health and safety annually, or when there are changes in the workplace, policies and procedures?

Accidents and first aid

• Do you provide adequate and appropriate first aid provision for the level of risk?
• Do you have a system in place to investigate accidents and take action to prevent recurrence?
• Do you confirm that all legally reportable accidents, incidents or dangerous occurrences will be reported to the enforcing authority and the College, and that they may be investigated (RIDDOR)?

Fire and emergencies

• Do you have a means of raising the alarm and fire detection in place?
• Is there an effective means of escape in place, including unobstructed routes and exits?
• Are the arrangements for fire safety communicated to employees and learners?
• Have you undertaken and recorded fire risk assessments as required by the Regulatory Reform (Fire Safety) Order 2005?

Safe and healthy working environment

• Are the site and premises (structure, fabric, fixtures and fittings) safe and suitable, maintained and kept clean?
• Is the temperature, lighting, space, ventilation and noise satisfactorily controlled?
• Do you adequately maintain all work equipment and electrical systems to ensure they meet legal standards?
• Have you assessed the risks from the use of work equipment at your site or premises?
• Are there suitable control measures in place as determined through the risk assessment?
• Are there any tools, equipment, substances, machinery or processes that learners will be prohibited from using? If yes, give details.

Travel and accommodation

• Will accommodation be offered to learners in their employment or work experience? (This includes working away for short and temporary periods.)
• Will learners be required to travel within an employer-owned vehicle during their placement? If yes, confirm that the vehicle has business car insurance and the driver has a valid driving licence.

Personal protective equipment (PPE)

• Is appropriate PPE provided, free of charge, to employees and learners?
• Is training and information on the safe use of PPE provided to all employees and learners?
• Do you enforce the proper use and storage of PPE?
• Is your PPE maintained and replaced?

Safeguarding

• Do you have appropriate HR procedures and policies in place for safeguarding?
• Will you take into consideration the learners' age, possible inexperience, lack of awareness of risks, additional needs, disabilities and/or medical conditions?
• Where you have been advised of any additional support requirements or vulnerabilities of learners, do you agree that the information will be shared sensitively with relevant staff?
• Where learners will spend significant time alone with any specific staff member, do you agree that DBS checks are being undertaken?
• Should circumstances change and a DBS check is required at a later date, do you agree to notify the college with immediate effect?
• Is there a known reason that learners will be working alongside anyone who should not be in contact with young people or vulnerable adults?
• Do you confirm that in the event of any safeguarding concern, the named person with responsibility for safeguarding and child protection matters will email the college safeguarding team?

Employer sign-off

Do you agree that the information in this document is up to date and factual to the best of your knowledge, and that the workplace is adequate to host a placement in the specified location? Provide a signature and date to confirm.

Source document attached below.