In 2024/2025, we are introducing a new approach to managing work experience through the Unifrog Career Management platform. This system makes managing placements smoother, safer, and more efficient, while also helping us expand our network of potential placement providers for future pupils.

Our ambition is to ensure a professional, well-managed work experience programme that benefits pupils, families, and the school community.

The key benefits of this new approach are threefold:

A Streamlined Process

Clear steps ensure that everyone involved knows what to do, with automatic notifications to keep the process moving smoothly.

Enhanced Safety and Compliance

Essential checks like safeguarding, risk assessments, and insurance are built into the system.

Expanding Future Opportunities

The database of willing employers will grow with every placement, creating more tailored opportunities for future pupils.

Please find our Pupil handbook here 

Please find the Parent handbook here

You need to be in direct contact with the employer, preferably in person.If your placement fits this criteria, you will use the Placement tool on Unifrog

This could involve

• Work shadowing, which may also involve contributing to a project work that relates to what the employer does

• Volunteering

• Professional discussions - arranging a conversation with a professional. Finding out about their area of work.

• In person ‘work experience’ events for secondary school pupils organised by institutions, for example the Science Insights work experience programme offered by Edinburgh University

• Virtual Work experience opportunities (for example a course where you have direct interaction with one or several individuals.

If the pupil doesn’t have direct contact with the employer, then we consider that a course / event / webinar, and not a placement. 

This could involve

• Super-curricular activities - these are activities that relate to a subject you are considering studying at college/university that will enhance your post school applications. e.g. extra reading, podcasts, online webinars etc.

• An online course (MOOC or one of the Courses on Unifrog)

• An online course or event for lots of students and there’s not much direct interaction between the student and the employer -

In this case, pupils can record their experiences on Unifrog on the Activities tool that they’ve done the course, but it’s not appropriate to use the Placements tool for this.

NOTE: you should not pay for virtual or in person work experience

When done well, Wor Experience can be one of the most transformational experiences young people have during their education and it often offers valuable real-life experience that can enhance any post-school application. Work experience gives young people the chance to learn about the type of job they might enjoy, develop their CV and develop a range of transferable skills.

Explore Career Interests AND CLARIFY YOUR GOALS

Work experience helps you understand what a job is really like and whether it matches your interests and goals. It gives you real insights on how the world of employment works

Enhance any Post-School Application

Work experience will give you valuable content for CVs / post school applications, and to talk about at job interviews. For some courses (medicine, nursing, teaching), it is an ESSENTIAL REQUIREMENT.

Develop essential Skills and Boost your Confidence

Work experience will help you gain workplace skills like communication, organisation,  problem-solving and independence. You will also build your confidence by positively interacting with the public

Start your Professional Network

Work placements allow you to meet and learn from experienced people who can offer advice, mentorship,  references and perhaps future opportunities.

SOURCE A PLACEMENT 

Pupils (and their families) should take the lead in finding their own work experience placements. This process helps students develop key skills like organisation, resilience, and independence.

THE PUPIL RECORD THE THE PLACEMENT ON UNIFROG

Once the placement is agreed upon with the employer, the pupil will input the details into the Unifrog platform using the Placements tool.

Pupils can only do this when they have secured the email address of the placement lead and of one of their parent/guardian who will be tasked to review and approve the Placement.

EMPLOYER CONFIRMATION ON UNIFROG

The employer is notified via email and must confirm compliance with best practices, including safeguarding, health and safety, risk assessment, insurance, and GDPR.

PARENT/CARER AGREEMENT ON UNIFROG

Parents/guardians receive an email to review the placement details and provide their consent.

TRACKING AND MONITORING BY THE SCHOOL ON UNIFROG

Our work placement coordinators have access to a dashboard to monitor the status of all placements, identify any incomplete forms, and follow up as needed.

THE SCHOOL PLACEMENT COORDINATOR REVIEWS AND APPROVES THE PLACEMENT ON UNIFROG

The placement coordinator checks all information submitted by the employer, parent/guardian, and student to ensure everything is in place before giving final approval. 

The placement MUST be approved by the school to go ahead

DURING THE PLACEMENT

Our coordinator will schedule a ‘During Placement check-in’ form to ensure everything is progressing well.

Pupils are encouraged to fill in their journal each day during the Placement

POST-PLACEMENT REFLECTION ON UNIFROG

After the placement, both the student and employer are invited to reflect on the experience. Employers can choose to be added to the school’s database of potential future placement providers, expanding opportunities for other pupils.

Pupils will have the opportunity to reflect on their experience during our S5 Futures events the following week. 

1. Start your research early

The sooner you begin looking for placements, the more time you’ll have to explore opportunities and secure a spot. 

2. Ask Family and Friends to help 

Your network can be a great resource! Parents, relatives, or friends might know someone who can offer a placement – but remember, you still need to approach them professionally.

3. Ask for Help, but Take the Lead!

Teachers, careers advisors, and family can guide you, but you’ll learn the most by contacting employers yourself. It’s a great chance to develop confidence and communication skills.

4. No clue? Tie It to Your Favourite Subject

f you’re unsure where to start, think about the subjects you enjoy most. For example:

• English: Local newspapers, publishing houses, advertising agencies, or libraries, radio stations.

• History/Classics: Museums, archives, National Trust sites, or archaeological digs.

• Art and Design: Galleries, branding firms, fashion studios, or architectural firms.

• Science: Local pharmacies, energy companies, laboratories, or engineering workshops, research labs, observatories, aerospace manufacturers, electronics firms, local waterworks, or engineering consultancies...

• Drama: Theatres, talent agencies, or events spaces.

• Languages: Translation companies, travel agencies, or international businesses.

• Maths: Banks, Accounting, Finance firms

• Food Tech: Restaurants, bakeries, catering companies, food manufacturers, or nutritionist offices.

• PE: Gyms, sports clubs, physiotherapy clinics, outdoor adventure centres, or local leisure centres.

• Geography: Environmental charities, town planning offices, surveying companies, renewable energy firms, or national parks.

• Philosophy: Law firms, ethical advisory organisations, think tanks, local councils, debate clubs, or education departments

• Computing: IT support teams, software development companies, tech start-ups, app design firms, digital marketing agencies, or school IT departments

• Engineering: Manufacturing plants, construction companies, automotive workshops, energy companies, water treatment facilities, or local repair shops

• Modern Studies/Politics: Local councils, political campaign offices, government departments, think tanks, advocacy groups, or community organisations.

• International Relations: Embassies, NGOs, charities, cultural exchange programmes, or businesses with an international focus

Whatever subject you love, there’s likely a workplace related to it!

5. Explore Industries, Not Just Roles

Can’t find the exact job you want? Broaden your search. For example

•  For healthcare, consider nursing homes, dental practices, health charities, or physiotherapy clinics.

•  For law, try solicitors, courts, council offices, or citizen advice services.

•  If you're interested in education, assist in after-school clubs, tutoring, or community centres.

•  For engineering, consider local repair shops, water treatment plants, or small-scale manufacturers.

6. Think Local and Start Small

Don’t overlook opportunities close to home. Local businesses, charities, or community centres often offer hands-on experience that can be just as valuable as big-name companies. A placement at a family-run bakery, a small IT company, or a local theatre might give you hands-on experience that larger organisations can’t offer and may be more willing to help out a polite, proactive kid from their neighbourhood

7. Persevere!

Don’t get discouraged by rejections or if people don't contact you back. Keep trying, adapt your approach, and ask for feedback. Every step you take builds resilience – a key skill for the future!

IMPORTANT: This can only be started once a placement contact has formally/informally agreed to take a student on. You will need their email address and a parent/guardian email too. 

Step 1: Go to Unifrog - log in with your student email. Click reset password if you don’t know it.  

Step 2: Select ‘PLACEMENTS’ in the ‘Exploring Pathways’ section

Step 3: Click on 'Add a Placement' 

Step 4: Start completing the ‘STUDENT INITIAL FORM’ with the correct dates and details. 

Step 5: Add  the Placement lead email - this is the person who will be the main contact. Let them know in advance that they will receive an email to fill in a form about you and your placement

Step 6: Select the placement coordinator - our placement coordinator is Ms Melville

Step 7: Now you’ll need a parental email - someone at home who can give permission for you to go on your placement. Once the employer has filled in their form, they will receive a quick Unifrog form to fill in by email, so make sure their email is correct!

Work Placement in the NHS

Due to recent guidelines changes, young people of school age will no longer be able to shadow clinicians from 1st April 2024.  However, NHS Lothian has launched their Step Into Healthcare programme which offers a structured approach to work experience in the healthcare field. 

The next Step Into Medicine programme is scheduled for June 2025.

To join their mailing list and receive updates on upcoming opportunities for next year, please email them at loth.workexperience@nhs.scot with your full name, email address, school year, and school name.

Work Placement for Vet Medicine

Work experience is an ESSENTIAL requirement for all Vet Medicine applications. Vet schools also really value a range of work experience, from vet practice to handling large animals.

Future Vets has a searchable Database of all vet surgeries willing to consider placements. Just check their website: https://futurevets-scotland.org and their searchable Database

Even if you don’t know a farmer, they are very likely to say yes to you if you contact them directly: they will always be glad for an extra pair of hands!

• Other type of relevant experience includes:

• Small/ large animal

• Dairy beef farming

• Horse work

• Pig farming

• kennel/catery

• Poultry farming

• zoo/exotic work

• Fish farming

• Lab work

• Research project

Working with Young Children/Teaching

You may contact a school local to you but there may be some opportunities for you to be involved with our Junior school. Get in touch with us (careers@gwc.org.uk) and we can support you.

Throughout your placement you will need to communicate in a professional manner, whether this is in person, by email or on the phone

Before the placement: 

When reaching out to employers, introduce yourself politely and ensure all necessary details are confirmed, such as start dates and dress codes. Make sure your emails are clear and polite, and use proper language and formatting. Over the phone, always introduce yourself confidently, listen attentively, and thank the person at the end of the conversation.

During the placement:

In person, maintain professionalism by greeting colleagues and supervisors respectfully, listening carefully, and asking thoughtful questions when needed. 

After the placement: 

Follow up with a thank-you email to express your appreciation for the opportunity and the support you received. This helps to leave a positive impression and can help maintain professional connections.

Useful material and links

• Useful email templates to help you contact an employer before and after the palcement. 

• Unifrog Article: A guide to email Etiquette

  Once you’ve been accepted, get the logistics organised! 

• Put the dates in your phone so you don’t forget when you’re meant to be in.

• Make sure you know how you will get to and from the placement each day.

• Check any finer details you're not sure about like what you need to wear, where to go on your first day, and who to ask for at reception if there is one. Be aware that some placements require extra preparation that you need to be responsible for - for example, a copy of your ID documents...

Research the company

Work experience is about learning new things, so you don’t need to know everything before you arrive. You should, however, do some research (e.g. looking at their site, talking to people, following their socials), to find out: 

• • • Exactly what the company does (imagine it's your first day on your placement and someone asks you what the company does - it looks great if you have a good answer already!)

    • Their aims, values and founding story to give you some background information

    • The purpose of the department you’ll be working in.

Prepare some questions

• You should also have some questions prepared - not only will this help you get the most out of your work experience, but it will also show the employees you are shadowing or working with that you really want to be there. 

• Think about exactly what you want to learn from this experience and who you want to talk to.

  • • • • • What made you want to work in this field?

          • What is the best part of your day?

          • What is your biggest challenge in this role?

          • Was there a particular reason you chose this organisation? How does it compare to other places you have worked in?

          • What route did you take into this profession?

          • Do you have any advice for someone wishing to enter this field?

If you work through the placements journal you'll cover some basic questions, but think about what you really want to know.

1. Make a good impression

Make a good impression by arriving on-time and dressing appropriately. Be friendly and polite to everyone you meet and remember to thank anyone who offers their time or assistance. 

Complete any task you are given willingly and to the best of your ability. If you can show you are a committed and professional individual, you may be invited back for more work experience or possibly even a future job.

2. Make the most of the opportunity

Even if you are a naturally shy person, be brave and try to talk to the employees you are working with, and the ones you aren’t! You have all your questions to ask - make sure you get your answers! 

You can also use any interesting conversation you have as material for a discussion in an interview, in your future personal statement or post-school applications. 

You might also find that someone you speak to is a valuable contact for the future - again, be brave and ask if they’re happy for you to contact them in the future. Networking is so important and that person you stay in contact with could be a future colleague or employer!

3. Keep track of what you’re doing and use a journal

You should also keep a record of your experiences. Noting down all your findings and observations will give you useful material for your application to University, College,  jobs or apprenticeships. We have shared a journal with you on the Space for S5!

Commit to jotting down 3-5 key things you learned everyday - try to avoid listing your duties and focus on learning points or interesting things you’ve found out.

There will be opportunities to reflect on your experience during S5 Futures and your journal will be very useful

Useful reading

• Unifrog article: Professionalism: how to be work-ready

• Unifrog Article: Professionalism: how to respond positively to feedback

I haven’t got a clue... where can I get support?

Finding a work placement independently can be tricky but it is part of the process. This will help you develop valuable skills like communication, independence, organisation and resilience that will benefit you in the future. However, if you have followed our advice in the handbook and our top Tips and you are still struggling, please contact careers@gwc.org.uk

I’ve been offered a different set of dates, what do I do?

• If the dates offered fall during the school session, it will need to be agreed with the Head of Upper Years.

• If the dates fall during the holidays, you are free to accept the placement.  As long as you register it on Unifrog within the deadlines indicated on this booklet you will be able to use the platform as normal. Note that there won’t be school support over the summer holidays and that you won’t receive the mid-placement check in form.

• If you find the placement after the school  breaks for the summer, you won’t use Unifrog. Your parents will  approve the placement and will be the point of contact throughout.

• You’ll still need something for the Work Experience Week, but this could be virtual .

I will be involved with DofE / in the End of Year Show/ in another activity that week

There are often competing and exciting opportunities that will help you develop a range of highly transferable skills. We encourage you to arrange in person work experience at an alternative time, following the guidance given above. 

I’ve only been offered a few days, what do I do?

You can try to find a different placement for the remaining days, or something virtual.

I’m going with a family member and they said it’s ok to not fill in any paper work, is that right?

NOPE! All placements must be verified on Unifrog. Contact Ms Melville if you have any worries/questions!

I can’t find a placement related to the job or career I want to do, what do I do?

If you can’t find a placement directly related to the job or career you’re interested in, don’t worry—any experience is valuable! Work experience in any setting will help you develop important skills like communication, teamwork, and problem-solving, which are transferable across all industries. You’ll also gain insight into workplace dynamics, which can be useful when discussing your experiences in interviews or personal statements. For example, you can highlight situations where you observed effective teamwork, managed tasks, or solved a problem. Even if the placement isn’t directly tied to your career goals, it can still help you stand out by demonstrating your initiative, adaptability, and willingness to learn.

What if there is a problem at the placement during the week?

Because of the thorough process on Unifrog we are really hoping everything will go well!  But, if you feel unsafe at any stage, contact your parent/carer or the school and remove yourself from the situation. 

Mid-week, you will also receive a ‘During Placement Check-in form’ where you can relay any other concerns. At the end of the Placement you will be also be ask to reflect on your experience

Are you expecting parents to source work experience? I don't have the network!

We do not intend to place the responsibility on parents to arrange work experience for their child. However, when parents do have a network they can use, it can often be a helpful way for pupils to find opportunities, as a personal connection can make a difference. That said, we recognise this isn’t always possible.

Our message about work experience is that it is important for pupils to take the lead in sourcing their own placements, as this process helps them build valuable skills such as independence, organisation, resilience, and professional communication. Parents are encouraged to provide guidance and support, but ultimately, pupils taking ownership of this responsibility is a key part of the young person's learning and growth.

Why can't the school provide contacts to all S5 pupils to help them source work experience? 

At present, we don’t have a comprehensive or workable database of job descriptions and contacts for potential placement.  This is one reason why we have introduced the Unifrog Placement tool this year, which will help us grow a database of potential contacts over time to better support pupils, especially those without an existing network.

However, we believe it’s important for pupils to take the lead in sourcing their own placements, as this is a key part of developing transferable skills for the future such as independence, organisation, resilience, and professional communication. 

As a small team, we also don’t have the capacity to act as matchmakers for placements, but our new approach aims to balance pupil responsibility with creating resources for more structured support in the future.

When done well, work experience can be incredibly beneficial for your child, helping them explore career interests, develop workplace skills, and build confidence.  It also strengthens post-school applications, whether for university, college, apprenticeships, or employment, by demonstrating initiative and giving meaningful talking points about hand on experience.

As a parent, you play an important role in supporting your child—not just in finding a placement but also in preparing them to succeed during it. Your guidance and encouragement can make all the difference in helping your child secure a valuable placement that aligns with their interests.

Here’s how you can help:

Discuss Their Interests and help them broaden their vision

Discussing your child’s interests is a great way to help them focus on areas where they can gain meaningful experience, even if they don’t have a specific career in mind yet. Encourage them to think not just about their dream job but also the industries or skills that connect to their passions.

Help them broaden their vision by exploring opportunities that develop transferable skills—such as communication, teamwork, or creativity—that are valuable in any field. 

Remind them that all experience is good experience, even if it’s not directly tied to a long-term career goal.

Highlight the Benefits

Remind your child how valuable work experience is in building transferable skills such as communication, time management, and adaptability. Remind them of its usefulness for post-school applications, especially for competitive or vocational fields like medicine, nursing, teaching, or law. If they are motivated, they are more likely to engage! 

Encourage Initiative

Motivate your child to research and contact potential employers themselves. This will help them build independence and key skills like organisation and resilience.

Encourage Perseverance

Reassure your child that rejection or lack of responses is normal and encourage them to keep trying. Perseverance is a valuable skill that will serve them well in the future.

Leverage Your Network (if you can!)

Firstly, it's important to note that we do not intend to place the responsibility on parents to arrange work experience for their child! However, when parents do have a network they can use, it can often be a helpful way for pupils to find opportunities, as a personal connection can make a difference. When this is not possible, parents are encouraged to provide guidance and support, but ultimately, pupils taking ownership of this responsibility is a key part of their learning and growth.

Support with Practicalities

To start with, you can help your child set some time in their often very busy schedule to research and contact opportunities. 

Assist with logistical details like transport arrangements, filling out forms, or preparing any required documents for the placement.

We are thrilled that you are considering offering a work experience placement to some of our S5 pupils! 

Here’s what you need to know: 

The Unifrog Process

All placements, including those for a young person in the same year group as your child must go through the Unifrog platform. Once you agree to host a placement, the young person will enter the placement details into Unifrog, which will trigger a series of forms to be completed by the person coordinating the placement in the company, the young person, and the School. This ensures all the necessary health and safety, risk assessments, and consent details are in place.

We Are Not a Matchmaking Service!

We simply do not have the resources to directly connect every S5 pupil with a suitable employer. And this would be missing the point! We encourage S5 pupils to independently source placements so they can develop key skills such as communication, independence, and perseverance.

However, we recognise that a small number of pupils may really struggle to find opportunities and we would like to be in a position to help those who need it the most.

As such, we may not use every employer’s offer, but we really appreciate your willingness to help! 

Support and Documentation

We understand that many employers are concerned about the legalities involved in hosting a placement, including risk assessments, health and safety, insurance, and GDPR compliance. Unifrog helps make this process straightforward:

• Insurance and Legal Considerations: Young people on placements are considered similar to regular employees in terms of insurance and legal requirements. Your existing policies generally cover them, as long as they are suitable for younger workers.

• GDPR and Data Protection: Unifrog ensures compliance with data protection regulations.

Useful articles on Unifrog

• Unifrog article: ‘Placements: The Legals Explained’,  

• Unifrog article: How to run a successful Placement? 

• Unifrog article:  the Placement Induction checklist guide.

I am able and willing to help: what do I need to do? 

If you are interested in offering a placement to one or more S5 pupil(s), please fill in the Host an S5 work placement- Interest Form which will enable us (the school) to know you are interested in offering a placement

Once you’ve filled in the form

• We will only use your details if an S5 pupil cannot source a placement independently. As such, you may not hear back from an S5 pupil this year or in the future!

• The S5 pupil will contact you directly through your/the placement coordinator’s preferred form of contact (email or phone).

• Once the placement has been agreed upon, the S5 pupil will need to register the placement through Unifrog has they would any other placement. This enables us to administer the work experience programme efficiently and  ensures that essential checks like safeguarding, risk assessments, and insurance are built into the system.

• You/ the placement coordinator at your company will then receive an email from Unifrog asking them to fill in the ‘Employer Form’.

• A Parent/Carer will approve the form through Unifrog.

• The School will check that all is in order and approve the placement on Unifrog.

• You/the placement coordinator will support the S5 pupil during their placement and fill in a reflection form at the end of the process.

• You will have an opportunity to indicate whether you accept to be contacted in the future.

For Pupils

• Please find our Pupil handbook here 

• Useful email templates to help you contact an employer before and after the palcement. 

Useful Unifrog articles

• Unifrog guide: How to use the Placement Tool

• Unifrog guide: For students: a guide to placements/work experience

• Unifrog article: Work experience: busting myths

• Unifrog Article: A guide to email Etiquette

• Unifrog article: Professionalism: how to be work-ready

• Unifrog Article: Professionalism: how to respond positively to feedback

Healthcare/Vet related work experience

• NHS Lothian Step Into Healthcare programme : offers a structured approach to work experience in the healthcare field. 

• Future Vets has a searchable Database of all vet surgeries willing to consider placements. Just check their website: https://futurevets-scotland.org/ and their searchable Database

For Parents

• Please find the Parent handbook here

Useful Unifrog articles

• Unifrog have created a set of guides about placements which you can find here.

• Unifrog article : How the whole process works 

For Employers

Useful Unifrog articles

• Unifrog article: ‘Placements: The Legals Explained’,  

• Unifrog article: How to run a successful Placement? 

• Unifrog article:  the Placement Induction checklist guide.