Internships and master thesis

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1. You are a training supervisor or an faculty internship supervisor

During their internship, students are considered as workers: if they are exposed to risks in the workplace, they must undergo a health examination.

The health exam, which is compulsory and free of charge for the student, must be carried out before the internship and is similar to the health examination carried out for professionals working at the internship site.
The basic exam must be carried out by UCLouvain’s occupational medicine service provider: the CESI (External service of prevention and protection at work)
Supplementary examinations are organized jointly by the Student Support Service and CESI.
Contact : sante-aide@uclouvain.be

Two organizational approaches

In order to organize these exams, which concern almost 1 000 students per year, the Student Support Service and CESI have established two approaches based on the number of interns and the type of internship.

► A collective approach for the Faculty of Medicine and Dentistry, the Faculty of Pharmacy and Biomedical Sciences and the Faculty of Motor Skills Sciences

These faculties send all their students to similar internship sites – hospitals, dental practices, pharmacies, laboratories – thus the whole group is subject to the same risks.
The procedures are collective and standardized: standardized internship agreements, standardized risk analysis, health exams organized during periods determined by faculties.
The procedures are determined with the faculties by the Student Support Service and CESI.
For any questions and information, contact the Student Support Service’s Health Team : sante-aide@uclouvain.be

► An individualized approach in the faculties that send students to a wide variety of internship sites

Procedures are individualized: individual internship agreements, personalized risk analysis and health exams on request.

Procedure

1. The faculty concerned (the faculty internship supervisors) asks the internship provider to fill in the following documents:

sign an internship agreement: either the one proposed by the internship, in the absence thereof, the UCLouvain standart agreement for external internships; the agreement is then signed by the dean or the chair of the Institute.
ask the internship provider to fill in the risk analysis form

2. The faculty sends to the Student Support Service, as soon as possible and before the beginning of the internship, preferably electronically: a request for health monitoring with a risk analysis. This is to ensure health and administrative follow-up.

Contact: Pascale.Jacobs@uclouvain.be

AIDE, rue des Wallons 10 Bte L1.01.01, 1348 Louvain-la-Neuve.

3. The Student Support Service forwards the request to CESI, which makes an appointment with the students for an individual basic health examination.

Students are contacted (by their email box @studentuclouvain.be) within 2 to 3 weeks after the risk analysis has been transferred by CESI.

⇒ CESI charges 20 euros per unjustified absence at the medical check-up!

4. At the end of the examination, the CESI doctor establishes a health assessment form (“formulaire d’évaluation sante – FES”) and transfers it by email to :

the student;
the Student Support Service;
in function of the faculty: secretary for internships, the person responsible for internships in the faculty.

If everything is in order, in the health assessment form (FES) transmitted, the following box is checked:

“if the exam concerns a young person working or an intern,

The health prevention officer-the work doctor declares that the person named (°)

[x_] has sufficient aptitudes”

If this box is not checked, CESI waits for the students to give complementary results before delivering the valid health assessment form (FES).

The health assessment form (FES) is valid for the entire duration of the studies.

The student then transfers his health assessment form (FES) to the workplace of his internship.

In case of injury or illness during the internship

In all cases, a declaration has to be submitted to the UCLouvain Insurance Service as soon as possible (ideally within two working days). With this declaration, a certificate of lesion has to be annexed.
First aid is provided by / at the internship site (e.g. occupational medicine at the hospital or company, emergency room, etc.).
If a medical follow-up is necessary, it can be done by your doctor (e.g. blood exposure) or a specialist.
Blood exposure following an accident: infos

Working clothes and equipment for individual protection

It is in the hands of the internship employer to provide working clothes and equipment of individual protection (spectacles, security shoes, mask, helmet, …).
However, if this is not the case, or if the internship takes place abroad, the student is invited to take contact with the SIPP of UCLouvain (Internal service for prevention and protection at work): sipp-lln@uclouvain.be to insure the follow-up and allow the student to work safely.

2. You are a student

Health monitoring

As a student intern, you are considered as a worker. This means that if you are doing an internship in an environment subject to on-the-job risks, you have to undergo a medical check-up at an occupational health organization. For UCLouvain, the organisation is CESI.

► If you are in the Faculty of Medicine and Dentistry, the Faculty of Pharmacy and Biomedical Sciences or the Faculty of Motor Skills Sciences, you will automatically be contacted for an appointment by CESI during your studies and before your first internship.

► If you are a student in another faculty and are required to do an internship in an environment subject to risks, you will also be contacted by CESI to make an appointment.

In this case, the faculty will ask you to complete an agreement, the one proposed by the institution or failing the english agreement type of UCLouvain and your internship provider to complete a risk analysis.

You must then submit the agreement and the risk analysis to your faculty, which will forward it to the Student Support Service and then to CESI. CESI will contact you by email (email address @student.uclouvain.be).

The medical check-up is compulsory and free of charge for everyone.

If, at the time of your appointment, you have a class that you are normally required to attend, ask the occupational physician for a certificate to justify your absence.
If you really can't make it to the medical check-up at CESI at the scheduled time, it is important to inform CESI by return e-mail or telephone as soon as possible.

⇒ CESI charges 20 euros per unjustified absence from the medical check-up!

After your medical examination, the CESI doctor will establish a "health assessment form" (FES) and will send it to you by email.

If everything is in order, in the health assessment form (FES) transmitted, the following box is checked:

“E. if the exam concerns a young person working or an intern,

The health prevention officer-the work doctor declares that the person named (°)

[x_] has sufficient aptitudes”

Your health assessment form (FES) is then validated and will be valid for the entire duration of your studies.

If this box is not checked, the health assessment form (FES) is temporary. CESI is waiting for you to give complementary results (for example: proof of vaccination, IDR results, …) before delivering the valid health assessment form (FES). The CESI doctor informed you of the expected results during your medical consultation. If you have any further questions on this matter, please contact great.willems@cesi.be

Once the health assessment form (FES) is valid, you must transfer it to your internship workplace and – if asked – to your faculty.

In case of injury or illness during the internship

In all cases a declaration must be made to UCLouvain Insurance Service as soon as possible (ideally before 2 working days). With this declaration, a medical certiface with the lesion must be annexed.
First aid is provided by / at the internship site (e.g. occupational medicine at the hospital or company, emergency room, etc.). You must then, within two working days, fill in a declaration for the UCLouvain Insurance Service.
If a medical follow-up is necessary, it can be done by your doctor (e.g. blood exposure) or a specialist.
Exposure in relation to a blood exposure accident: infos

Working clothes and equipment for individual protection

It is in the hands of the internship employer to provide working clothes and equipment of individual protection (spectacles, security shoes, mask, helmet, …).
However, if this is not the case, or if the internship takes place abroad, the student is invited to take contact with the SIPP of UCLouvain (Internal Service for prevention and protection at work): sipp-lln@uclouvain.be to insure the follow-up and allow the student to work safely.