Risk Analysis and Job Sheet 

• Prior to embarking on a work placement, any potential health risks at the host organisation must be assessed. To that end, the trainee should ask their work placement provider to complete and sign a risk analysis. 
• This analysis determines whethera health assessment is necessary.  
• The job sheet summarises the risk analysis. It is not mandatory for work placements, but is often used as an addition to, or even a replacement for, the risk analysis.   
• Consult the overview for specific information per faculty on risk analysis, job sheets, and vaccinations(in Dutch). Also, make sure to read the legal framework for health assessment of trainees (in Dutch).  
• It is advisable that the trainee checks with the work placement supervisor what the first aid procedures are (where the first aid kit and first aid room are, and who the first aid co-ordinator is) and the safety and emergency procedures before the actual start of the work placement. 

  Health Assessment 

If a health assessment is necessary, the trainee can only begin once they have been found physically fit by the Department of Occupational Medicine (DOM). The following rules apply: 

1: For students of Medicine, Dentistry, Veterinary Medicine, Speech Language and Hearing Sciences, and Rehabilitation Sciences and Physiotherapy  

• All of these students must undergo a mandatory health assessment. The risk analyses should not be submitted in advance. Follow the steps as arranged with the work placement office. 
• A colleague from the Department of Occupational Medicine will contact the work placement office to determine how many appointment slots are needed. Once the required number of appointments has been scheduled, the work placement office will receive all the information, including a link to the online planner (also available through the Student Portal ).   
• Students must book their appointment online and  bring the following documents: 

1. The completed medical form (or have emailed it to amh@ugent.be); 
2. vaccination data: their vaccination card (for Belgian nationals, their Kind & Gezin booklet) or a copy thereof; 
3. Please note that 

• these students run a higher risk of hepatitis B and should therefore have sufficient immunity before starting their work placement; 
• prior to their health assessments, these students should see their family doctor for a titre test (Hepatitis B surface Anti-Bodies) and submit the result via the Student Portal. 
• when their immunity is low, these students will be vaccinated during their health assessment. These vaccinations are free of charge.  
• students MUST NOT ask their family doctor for a vaccination!  
• the student then follows the procedure, as explained by the nursing staff. Each health assessment or vaccination requires a separate appointment.  

4. Please note that students working with ionising radiation should request a dosimeter from their work placement provider. This type of work placement requires an additional blood test, for which students must book an appointment with the Department of Occupational Medicine.  

2. For students of all other study programmes 

• The student submits their risk analysis via the Student Portal or, if applicable, via Plato.
• The Department of Occupational Medicine conducts the risk analysis and informs the student whether a health assessment is required. The student will also receive instructions on how to book an appointment.  
• At that appointment, they should bring the following documents: 

1. the completed medical form (or have emailed it to amh@ugent.be);
2. vaccination data: their vaccination card (for Belgian nationals, their Kind & Gezin booklet) or a copy thereof.
3. Please note that students in healthcare programmes 

• must be sufficiently immune to Hepatitis B before they start their work placement if the risk analysis indicates that a vaccination is mandatory. The Department of Occupational Medicine will inform the student of the steps they need to take; 
• with low immunity will be vaccinated during the health assessment. These vaccinations are free of charge. 
•  MUST NOT ask their family doctor for a vaccination! 
• then follow the procedure, as explained by the nursing staff. Each health assessment or vaccination requires a separate appointment. 

If the student has all the required documents and is found physically fit, the Department of Occupational Medicine will prepare a ‘Health Assessment Form (HAF)’ and send it to the student via email. This is proof of physical fitness for the work placement provider.   

The work placement provider may retain a copy of the student’s form for its own administrative purposes. When a student does not have a valid Health Assessment Form and the work placement provider cannot offer no-risk assignments, the student can be refused to start their work placement.    

Students must undergo a health assessment once during their study programme, prior to the work placements.  Unless stated otherwise or in the event of complications, the Health Assessment Form remains valid throughout their study career.  

Want to Know More? 

Contact the Department of Occupational Medicine: 

09/ 332 3076 - dmt@ugent.be