Preparing for Your Placement

What to do when you've secured your placement

Congratulations! You’ve done the hard work; you’ve got an offer.

The next step is to get your placement approved by our On Placement Support team. This will require you to create a MAP record which tells us all the basic information about your placement, and then upload some paperwork signed by a manager or contact from your placement provider.

The next steps...

UK-based Placement

Step 1

You must upload your documents to MAP for us to approve your placement. Here's a handy breakdown of how to record your placement on MAP. 

For a work placement, you need to upload: 

  • A copy of a Job Description including a breakdown of key roles and responsibilities, which must be uploaded on letter-headed paper/signed by your placement provider. 
  • A copy of the University's UK Placement Agreement form and a copy of the University's Health & Safety checklist, completed by your employer.

If you're unsure whether your placement meets the requirements, you can check it against our checklist.  

Step 2

We will need to review and verify your documents. You may be asked to submit further information, or we may need to liaise with your Placement Provider. We will contact you via your Aston University email address. Only once these checks are performed, will your placement be approved. This can take up to 3 weeks during peak times.

While you are waiting on your approval, please update your home address, contact telephone numbers and work email address on MAP, and keep both the On-Placement Support Team and your Placement Tutor (once confirmed) informed of any changes. 

Step 3

Once your placement is approved you will receive a confirmation email and we request you complete the following:

  • Secure your relevant visa/s (Placements outside of the UK).
  • Book your travel and accommodation (if relevant).
  • Book your first meeting with your Placement Tutor once you have been notified of who they are.
  • Keep an eye on your Aston emails.
  • Download the SafeZone app so we can “check in” with you at your placement location. 
  • Inform us of any changes to your contract (role/supervisor/dates) or personal details. 

Overseas Placement

Step 1

Get your placement documented on MAP for approval. To create a MAP record, you will need:

  • Details of your placement and role
  • An international placement agreement form
  • Job description (where applicable)

Here's a handy guide on how to record your placement on MAP.

The documents required for your placement approval will vary depending on whether you're studying or working abroad.

Work Abroad

You will need:

  • International Placement Agreement Form - you can download this here. Once completed, please upload this to MAP.  
  • Official Job Description – this should detail your duties and responsibilities day to day and be on letterhead paper or signed by your employer. Please upload this to MAP. 
  • Travel Risk Assessment – once your MAP record has been created, you will be sent a Travel Risk Assessment. Once completed, you should return this via email to onplacementsupport@aston.ac.uk.

Study Abroad

You will need: 

When all your documents have been completed and uploaded, your record will be reviewed for approval. This can take up to 3-4 weeks. 

Please note that all students undertaking their placement outside of the UK are required to complete a Travel Risk Assessment. This is still true if your placement is based in your country of residence.

Step 2

Students are responsible for ensuring they have the correct visa to study or work in their chosen location/s. Aston University staff are not legally qualified to advise on visa processes.  

You must not commit financially to your visa application until your placement has been approved.  

You will likely be asked to collate a range of documents for your visa application. This may include some of the following that you will need to get from Aston University: 

  • Confirmation of Student Status. This can be obtained from MAP once your placement has been approved. 
  • Confirmation of insurance. Aston University’s insurer’s policy summary may suffice, but some countries may ask for a personalised letter; in this instance contact insurance@aston.ac.uk. 
  • Placement Agreement Form/Contract If this requires a signature from an Aston member of staff, please email your form to onplacementsupport@aston.ac.uk. Please note, we will not be able to sign any documents until your placement has been approved.  

Top Tips for Visa Applications:  

  • Enquire with the local embassy/consulate of your placement location.  
  • Make sure all the information is correct before you submit it.  
  • Allow for plenty of time. 
  • Get written confirmation of any visa advice you receive.  
  • If you are going to multiple locations you will need to have a visa for each country. You may also be required to travel back to the UK to make the next application. 

Please note, Aston University cannot be held accountable for any financial losses you may incur from an incorrect visa application.

Step 3

It's now time to plan your trip. Here are some things you will need to think about:

  • Checking your passport is valid
  • Securing your accommodation
  • Life admin

You will be invited to an International Placement Send-off Session where you can get advice, and tips as well as meet other students who are also undertaking a placement abroad – they may even be in your city! Keep an eye on your emails for the next date.