Vacancy advertising terms for employers - University of Birmingham

Thank you for advertising your opportunities with the University of Birmingham Careers Network.

Before posting an opportunity, please check that the academic requirements of the position can be met by the degree courses provided by University of Birmingham. Organisations can find a list of our Colleges and Schools on our University website.

Careers Network has created these terms to support organisations in advertising relevant opportunities to our students and graduates.

Careers Network advertises opportunities through our online vacancies board, Careers Connect.

The organisation must first register before posting opportunities. Please check with the Employer Relations Team that the organisation is not already registered.

Vacancy advertising definitions

Key definitions

Graduate job

A full-time or part-time employment opportunity for university graduates.

Graduate Scheme

A structured training programme offered by companies or organisations to develop and nurture graduates, providing on-the-job training and exposure to different roles within the organisation. This may sometimes lead to a permanent position and/or a professional qualification.

Postgraduate job (requiring a PhD or Masters)

A specialised position that requires candidates to have completed a higher level of education beyond the undergraduate level, such as a Master's or PhD.

Funded PhD Opportunity

An academic opportunity where a doctoral research program is financially supported by a sponsoring institution, covering tuition fees and sometimes includes a stipend or salary for the PhD student. It allows individuals to conduct in-depth research and contribute new knowledge to their chosen field.

Internship

A temporary work experience opportunity that provides practical training and exposure to a specific industry or field, and the opportunity to develop professional skills and experience. Candidates conduct specific work-related tasks over a set time period. Internships can be taken on a part time or full-time basis. They are typically paid, but can be unpaid depending on the employment status of the intern, and whether they are classed as an employee, worker or volunteer. Paid interns must receive the National Minimum Wage (“NMW”) at the very least.

Students required to do an internship for less than one year as part of a UK-based further or higher education course are not entitled to the NMW.

Graduate internship

A paid temporary position offered to recent graduates, typically within a year or two of completing their degree. They provide practical experience in a specific field, allowing graduates to apply their academic knowledge, working in a professional setting.

Placement Year

A structured programme where students typically take a year-long break from their studies to work in an industry-related role. Placements or ‘A Year in Industry’ allow students to gain paid practical experience, developing industry-specific skills, and usually taken in between the second and third year of study. Students required to do a placement for less than one year as part of a UK-based further or higher education course are not entitled to the NMW, although most employers offer a wage.

Work Shadowing

Involves following a professional as they go about their daily tasks to gain insights into their role and responsibilities. Typically short-term, ranging from a day to a few weeks, understand day-to-day activities, the work environment, and skills required for a particular job.

Observation

Similar to work shadowing, with a stronger focus on watching and learning specific tasks or processes, rather than participating and asking questions in situ. Duration can vary, but often shorter than work shadowing, and helps build career interests.

Insight Day or Insight Week

An insight day may include presentations, tours, networking sessions, and Q&A panels with employees to provide a brief overview of the company and its operations, helping participants understand what it's like to work there. An Insight Week offers a more comprehensive understanding of the company and can include workshops, hands-on projects, work shadowing opportunities, and detailed sessions on various departments. Can be paid or unpaid (if they are primarily educational and networking opportunities). We recommend covering travel, accommodation, and meal expenses if no direct payment is offered.

Voluntary work

Unpaid opportunities offered by a charity, voluntary organisation, associated fund-raising body or a statutory body, with contractual obligations, whether written or implied, to perform the work (for example to attend at particular times and carry out specific tasks). Voluntary workers do not ordinarily receive payment for the work they do but may sometimes receive limited benefits (e.g. reasonable travel or lunch expenses). They may be remunerated in kind (i.e. some or all subsistence and/or accommodation.) If the student receives any money that can’t be regarded as a reimbursement of expenses, this may count as payment and should therefore be at least the NMW. The University recommends that full-time undergraduate students do not work for more than 20 hours a week during term-time.

Volunteering

A volunteer provides their services voluntarily, without being paid. Unpaid opportunities involve spending time to benefit others, for charitable and community causes. Students may also volunteer their time with a host organisation for learning and development reasons. Attendance is not mandatory. Volunteers are not contractually obliged to volunteer. They may be reimbursed for any expenses they incur in volunteering, for example travel and lunch expenses. The University recommends that full-time undergraduate students do not volunteer for more than 20 hours a week during term-time.

Part time job

A flexible paid employment opportunity that involves working fewer hours than a full-time position. Part-time jobs include regular work, casual and seasonal work. These roles are usually undertaken alongside studies or in the vacation period. The University recommends that full-time undergraduate students do not work for more than 20 hours a week during term time, while studying.

Fee paying overseas opportunity

Any work experience opportunities outside of the UK requiring a financial payment from students. These opportunities are often educational or cultural exchange programmes, language courses, voluntary internships or volunteering. Organisations offering fee-paying opportunities need to go through a University approval process. The initial process starts with the completion of an Overseas Opportunity Registration Form, located here. Should approval be granted, organisations are permitted to advertise their opportunities with the University. Approvals are reviewed yearly.

Find out more about employing students and graduates:

Contact us

If you have any queries regarding work experience related opportunities, please e-mail the Internships and Work Experience Team, internships@contacts.bham.ac.uk

If you have any queries regarding graduate level positions, please e-mail recruiters@contacts.bham.ac.uk

Vacancy advertising terms

Please note that by advertising with Careers Network, the organisation agrees to the following Vacancy Advertising Terms.

The organisation understands that:

1.1. The University’s Careers Network reserves the right not to advertise opportunities that the Careers Network deems unsuitable for University of Birmingham students and graduates. The decision of the University’s Careers Network is final.

1.2. Uploading the organisation's vacancy to Careers Connect does not guarantee views or applications to the organisation's vacancy.

1.3. Uploading the organisation's vacancy to Careers Connect is a mechanism to promote the organisation's scheme or vacancy. It is not a recruitment service for receiving applications, shortlisting, or interviewing candidates.

1.4. Careers Connect is a 'self-serve' vacancy advertising service. Careers Network does not upload opportunities on behalf of companies.

1.5. Careers Connect cannot advertise events, insight days or competitions, unless prior agreement has been sought via recruiters@contacts.bham.ac.uk

To register on Careers Connect, the organisation must:

2.1. Check that any vacancies submitted to Careers Network comply with the requirements under the laws of England and Wales, including (without limitation) statutes, regulations, common law and regulatory requirements in respect of employment law, and requirements to pay the National Minimum Wage and comply with the Equality Act 2010 (as updated and amended from time to time).

2.2. Ensure that for international opportunities, any vacancy complies with employment law, regulation and good practice (including any local wage requirements) in the relevant jurisdiction.

2.3. Include a website postal address with a working website in English, a contact name, and a valid organisation email address. We will not accept generic email addresses, including but not limited to Outlook, Gmail, Yahoo unless prior agreement has been sought via recruiters@contacts.bham.ac.uk or internships@contacts.bham.ac.uk.

2.4. Be able to provide the organisation's registration and/or VAT registration number, or charity number upon request.

2.5. Complete an Overseas Opportunities Registration Form if you are an external company or organisation which organises/facilitates international/overseas experiences, and require payment from students, such as TEFL, internships, placements, volunteering, or field trips for students. This Form requires additional information about your company and its opportunities.

2.6. Include only one TEFL vacancy, if applicable, allowing for multiple opportunities within the same post, categorised under "All degree disciplines" in the sector of "Education and Teaching."

2.7. Accept that the Careers Network reserves the right to reject, remove and not publish any opportunities it considers is not in the best interest of students and graduates.

The opportunity being advertised by the organisation must:

3.1. Provide vacancies submitted in English. The Careers Network cannot advertise any opportunity for which the content cannot be confirmed.

3.2. Disclose the name of the client if advertising on behalf of another organisation.

3.3. Submit a valid opportunity at the time of advertising, and if circumstances change and vacancies are no longer valid, it is the responsibility of the organisation to promptly notify the Careers Network and remove the vacancies from our vacancies board.

3.4. State the location(s) and potential changes to locations, e.g. significant travel.

3.5. Explicitly state any exit fees associated with the opportunity from the outset, notifying the Careers Network in advance.

The opportunity being advertised must not:

4.1. Discriminate against candidates based on age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex or sexual orientation, or any other protected characteristic as defined by law.

4.2. Ask students/graduates to undertake illegal activity in the UK or internationally.

4.3. Require current international students to exceed the weekly work hours as specified on UKCISA’s website during term -time. Students are required to check any limits on work that the University imposes or any limitations as per their visa requirements. International students are able to work full-time during vacation periods. Further details can be found at UKCISA - international student advice and guidance - Student work

4.4. Require students/graduates to work in a private residential address that is not their own.

4.5. Require students/graduates to provide their own equipment to undertake the role (e.g. tablets, laptops, recording or photographic equipment).

4.6. Require students/graduates to pay any form of 'desk fee' or similar arrangement.

4.7. Involve students/graduates writing academic coursework for use by other students.

4.8. Advertise opportunities which contain an unpaid 'trial period' as part of the assessment or training process.

4.9. Be from (or associated with) the tobacco or vaping Industries, the sex industry or pyramid style selling schemes.

The organisation agrees to the following salary/wage requirements:

5.1. Paid opportunities should pay at least the NMW or, if the student/graduate is aged 21 or over, the National Living Wage. The Careers Network recommends employers pay salaries reflecting the level of work our students/graduates are undertaking. Please visit the webpage of National Minimum Wage and National Living Wage rates for more details.

5.2. Each vacancy uploaded to Careers Connect will have a salary range listed. Vacancies listing salaries as ‘competitive’ or 'Contact organisation directly' or other similar terms will be rejected.

5.3. It is the responsibility of the organisation to ensure compliance with the applicable minimum wage requirements. We recommend offering reimbursement of all out-of-pocket expenses for costs incurred while volunteering, for example, travel and lunch. This reimbursement should be made clear in the Careers Connect advertisement. Please visit the Employment rights and pay for interns page for more details.

5.4. Opportunities advertised must adhere to the appropriate definition on Careers Connect (the definitions are included at the beginning of these Advertising Terms).

The organisation agrees to the following health and safety requirements:

6.1. The organisation agrees to the following health and safety requirements:

6.1.1. Employers Liability and Public Liability Insurance (covering the advertised opportunity)

6.1.2. Health and Safety policy (including records of accidents and incidents)

6.1.3. Risk Assessment

6.1.4. Equal Opportunities Policy

6.2. The organisation will provide students/graduates with health and safety training appropriate to the location(s) they will be working/volunteering with the organisation.

6.3. If the opportunity the organisation is advertising requires students/graduates to work with vulnerable client groups, the organisation must have health and safety and safeguarding procedures and risk assessments in place to ensure their protection.