Policy 31 Internship and Training Policy
Owner HR and named training supervisor | Applies to all interns and trainees | Access staff portal
Programme purpose and status
An internship must have a documented learning purpose, suitable activities, supervision and review. Each intern receives an individual agreement identifying whether the placement is paid, unpaid or university-linked, its duration, hours, location, supervisor and learning objectives. The actual arrangement must be legally reviewed; a programme title does not waive employment, wage, safety or other applicable protections.
Onboarding and learning plan
Before starting, explain tasks, attendance, reporting, confidentiality, conduct, complaints and assessment. Provide training on approved tools and data handling before access. The supervisor creates a learning plan with activities, milestones, feedback sessions and evidence of learning. Tasks should increase in complexity with competence and should not consist solely of unrelated errands.
Supervision and access
Interns must have a reachable supervisor and know when to ask for approval. They may not make binding client commitments, approve payments, hold unrestricted production access or independently handle high-risk personal data unless a specific assessed arrangement authorises it with adequate oversight. Use test environments and anonymised examples where possible. Review work before it is delivered externally.
Attendance welfare and feedback
The agreed schedule should account for legitimate academic commitments. Absence and leave follow the communicated placement rules and overriding legal rights. Interns may raise concerns, refuse unlawful instructions and report harassment without losing fair access to assessment. Supervisors hold regular feedback sessions and record progress objectively. Poor performance should first be considered in light of training and support provided.
Completion and early ending
The agreement states completion criteria, evaluation method and certificate arrangements. A placement may end according to lawful agreed terms, including required notice and a fair process for alleged misconduct. Communicate reasons and any available review route. Pay amounts lawfully due, remove access, return property and complete accurate records. Completion does not guarantee employment; employment offers require a separate written agreement.
Policy 32 Paid Internship Schedule
Owner HR and Finance | Applies to paid interns | Access individual agreement and staff portal
Individual terms
The signed schedule must state the intern’s name, role, start and end dates, work location, weekly hours, supervisor, stipend or other pay, payment date and learning milestones. These individual terms must be agreed in writing before the placement begins. HR must confirm that the classification and amount satisfy the law applicable to the actual work.
Payment administration
Pay the agreed amount on the stated date using verified details. Explain any lawful pro-rating for a partial period in advance. Unauthorised absence, alleged poor work, a client complaint or an early exit does not automatically forfeit the entire stipend. Deductions and recovery require Policy 05 review. Approved expenses are handled separately from pay.
Hours and additional work
Work must remain within the agreed and legally permitted schedule. Overtime or additional assignments require approval and any payment or rest legally due. Interns should not be pressured to work unrecorded hours in exchange for a certificate or favourable reference. Material schedule changes require proper agreement and consideration of academic obligations.
Learning and assessment
The supervisor identifies specific skills to be developed, reviews sample work and gives documented feedback at agreed intervals. The final assessment uses published criteria such as attendance, completion of learning tasks, professionalism and demonstrated competence. Client revenue or sales volume must not be the sole measure of an intern's learning. Interns may comment on factual errors in the assessment.
Extension conversion and exit
Any extension states its new end date, pay and learning purpose before it begins. Conversion to employment requires a written employment offer. Early ending follows the applicable agreement and law; the company provides accurate records of the period completed and pays amounts due. Confidentiality, property return and access removal follow the common policies. No certificate may state a full placement was completed if it was not.
Policy 33 Unpaid Internship Schedule
Owner HR with legal approval | Applies only to legally approved unpaid placements | Access individual agreement and staff portal
Approval before recruitment
An unpaid placement may be offered only after HR records a legal assessment of the actual arrangement, including tasks, hours, supervision, educational purpose and applicable wage or employment rules. The absence of a stipend must be clearly disclosed before acceptance. The company must not describe ordinary productive employment as volunteering or training simply to avoid payment obligations.
Educational structure
The individual schedule identifies learning objectives, training activities, supervisor, duration, expected attendance, academic connection if any, expenses and completion criteria. There should be meaningful instruction, observation, feedback and supervised practice. Interns must not routinely replace required paid staff or carry full employee workloads without the legal assessment being revisited.
Protection and expenses
Unpaid status does not reduce protection against harassment, unsafe work, misuse of personal information or retaliation. Explain any reimbursement available for authorised costs. No person should be required to pay a recruitment or certificate fee without a separately reviewed lawful basis and clear agreement. The company must not retain identity documents or demand deposits to secure attendance.
Boundaries and review
Access to client information and production systems is limited to genuine training needs and supervision. The supervisor regularly checks that the placement remains educational and within approved hours. If duties evolve into productive work that changes legal obligations, stop and review the arrangement, including whether pay is required. A signed acknowledgement of no stipend is not treated as a waiver of statutory rights.
Ending and records
The agreement provides a reasonable and lawful route for either party to end the placement, taking university requirements into account. Do not impose punitive exit charges or withhold earned legal entitlements. Provide an accurate record of attendance and activities completed. Completion may support a certificate but does not guarantee a job. The final signed schedule must include the legal-review approval reference, the training plan and the intern's acknowledgement of the clearly explained terms.
Policy 34 SIT and University Placement Policy
Owner university liaison and HR | Applies to placements under an identified partner programme | Access staff portal with partner agreement restricted
Programme identification
Record the full legal name of the university or programme operator, programme title, contact person and governing placement documents. The applicable programme is identified by its official title in the signed placement agreement; no government affiliation or programme entitlement arises merely from the use of the SIT label. Each collaboration requires confirmation of its actual rules and approval process.
Responsibilities
The placement agreement identifies Ataraxy's supervisor, university contact, learning outcomes, hours, duration, stipend responsibilities if any, assessment requirements, insurance or safety responsibilities, and complaint routes. Clarify who may approve absence, changes of project and early ending. University terms cannot be used to remove statutory rights or require inaccurate records.
Work logs and assessment
Students maintain timely logs describing actual tasks, time, learning and supervisor feedback. Supervisors verify only work they can reasonably confirm. Backdated attendance, invented tasks, forged signatures and inflated hours are prohibited. If a record is wrong, correct it transparently and retain the original where necessary. University submissions must exclude confidential client material unless specifically authorised and appropriately protected.
Communication and concerns
Obtain and communicate an appropriate basis for sharing placement information. Routine reports should be limited to attendance, progress and required assessment. Where conduct or performance concerns arise, explain them to the student and offer the applicable response process before final adverse findings. Notify the university factually and only to the extent necessary; distinguish allegations from established findings. Urgent safety or safeguarding matters may require prompt reporting before an ordinary review concludes.
Changes and completion
Material changes to hours, location, supervisor or project should be agreed with the relevant parties. Early removal from a client project should be assessed separately from ending the entire placement. At completion, provide an accurate assessment, verified logs and any agreed certificate. Preserve the signed MOU, individual placement terms, approvals and records according to the retention schedule. University affiliation does not automatically authorise access to client systems or data.
Policy 35 Certificates References and University Reporting
Owner HR and authorised signatories | Applies to staff and placement records | Access staff portal
Objective eligibility
Publish certificate criteria at the start of the programme: required duration or hours, learning tasks, assessment and any lawful conduct conditions. Distinguish a completion certificate from a factual participation or service letter. A person who leaves early may receive a truthful record of the period completed without a false claim of full completion. Required statutory employment documents must be supplied regardless of discretionary certificate criteria.
Accuracy and approval
Verify names, dates, roles, hours and assessment before issue. Only authorised signatories may sign or use a company stamp. Maintain an issuance register with a reference number and copy. Do not provide blank signed certificates, inflated experience letters or false descriptions of responsibilities. Correct clerical errors promptly through a traceable replacement process.
References
External references are handled by HR or an authorised person. Confirm the requester and the basis for disclosure. Provide factual, supportable information relevant to the request. Personal opinions must not be presented as established fact. Do not reveal medical information, unrelated disciplinary details or unproven allegations without a lawful and necessary basis. Personnel may identify an approved professional referee but must not impersonate management.
Adverse reports and disputes
University or client reports concerning conduct must distinguish the concern, evidence, process and outcome. Avoid insulting labels, exaggeration and unnecessary distribution. A student or worker may request correction of factual inaccuracies or review of a disputed assessment. The company does not promise to remove an accurate adverse finding, but must consider evidence fairly.
No coercive withholding
Certificates, references and logs must not be used to compel unpaid work, silence a complaint, obtain a rights waiver or collect an unlawful penalty. Any genuine property or payment dispute follows the proper process. Retain issued records securely and verify authenticity without disclosing more personal information than necessary.
