Work Integrated Learning

Higher Education Work Integrated Learning Placement Requirements Procedure

Policy Code: LT1907

Purpose

Work Integrated Learning Placement (WILP) opportunities are an important component of employee engagement and skills development in a variety of Higher Education (HE) learning and teaching environments. This procedure and its associated documents are necessary to clearly define the University’s (FedUni) overarching approach in the delivery and monitoring of WILP programs.

Scope

This procedure relates to all students undertaking WILP requirements as part of their HE study program and encompasses any arrangement where students undertake learning in a workplace outside of the university. WILP requirements include, clinical placement, professional experience, internships and industry placement undertaken as a requirement of a program and/or course of study.

Definitions

Term Definition
Work Integrated Learning Placement (WILP) An assessable component of a program, designed to provide students with the opportunity, and the means, to apply skills and knowledge obtained through the study of their qualification in a supervised and authentic environment.
Structured Work-based Learning (SWL) On-the-job training during which a student is expected to master a set of skills or competencies, related to a course accredited by Tertiary Education Quality and Standards Agency (TEQSA).
Work Integrated Learning Placement Agreement (WIL Placement Agreement) A written agreement between FedUni and an appropriate employer and a student. It includes work observation and other forms of workplace learning. This also includes Clinical Placement, Professional Experience and Industry Placement.
Placement provider (PP) Workplace providing work integrated learning practical placement learning environment to FedUni student.
Placement Provider Supervisor (PPS) The key contact person employed by the Placement Provider organisation who will act or organise appropriate supervision for the University student during the WILP arrangement.
Work Integrated Learning / Practical Placement  Mentor (WILP Mentor) An external staff member purposely employed by the University, to act as a facilitator between the FedUni WILP Coordinator, the Placement Provider Supervisor and the student in the WILP arrangement.
WILP Uni-Administrative Officer (FedUni-Administrative Officer) A Federation University Australia staff member who is responsible for the coordination of students in WILP arrangements within a FedUni approved program or course and specifically in that discipline and/or school. This may be a designated Program coordinator or Placement coordinator.
WILP Uni-Coordinator (FedUni-Coordinator) A Federation University Australia academic staff member who is responsible for the academic progress and assessment of students in WILP arrangements particular to a FedUni approved program or course and specifically in that discipline and/or school. This may be a designated Placement Coordinator / Course Coordinator / Program coordinator.

Actions

The following steps must be completed in order to comply with this procedure.

Applicable to all HE WILP

1. - Informing Staff of Requirements

The following steps must be completed in order to comply with this procedure: (See supplementary steps required for International, Interstate and Placements of students under the age of 18 below)

  ACTIVITY RESPONSIBILITY STEPS
1. Identifying compulsory practical placement requirements on marketing materials including any discipline specific inherent requirements or pre-placement checks such as Working with Children Check, Police Check and Immunisations. Head of School / Program Coordinator
  1. Course Finder information must make reference to any program or discipline specific inherent requirements including the need for students to undergo Police and/or Working With Children Checks.
  2. The Program Structure and Course Description(s) must include compulsory  WILP hours as part of the qualification requirements.
2. Informing academic staff of work integrated learning placement requirements. Head of School / Program Coordinator
  1. Program Structure
  2. Course Outline(s)
  3. Induction Sessions etc. as set out in this procedure

2. - Establishing Terms

  ACTIVITY RESPONSIBILITY STEPS
1. Liaising with industry to identify potential WIL placement providers. FedUni-Coordinator / FedUni Administrative Officer
  1. WIL Placement Provider register to be created and maintained electronically on the University Approved student placement system
2. Determining suitability of potential placement provider, including supervision and occupational health and safety requirements. FedUni-Coordinator/ FedUni Administrative Officer This information is to be recorded electronically as part of the WIL Placement Provider register on the University Approved student placement system
3. Conducting risk assessment of placement conditions. FedUni-Coordinator
4. Conducting site visit for pre-placement risk assessment (HIRAC review) if placement conditions are identified as high risk or if this is the first time students have been placed with this placement provider. FedUni-Coordinator
  1. Liaise with Occupational Health and Safety Unit.
  2. If Placement Provider is an accredited body and/or regularly undergoes independent accreditation then a pre-placement risk assessment is not necessary. A copy of the accreditation should be obtained and kept in Placement Provider register.
5. Identify required insurance policies.  Confirm that FedUni has the required policies and that they are current. Head of School / Program Coordinator / FedUni Coordinator Contact Finance.
6. Ensuring students receive Occupational Health and Safety training prior to commencement of placement. Head of School / FedUni Coordinator Included as part of student induction process for WIL placements by Placement Provider and uploaded electronically on the University Approved student placement system.
7. Discussing scope for reasonable adjustment for students with disabilities. FedUni Coordinator
  1. Where a student identifies themselves as having a disability and requests assistance, the student, placement coordinator, and University Disability and Learning Access Officer (DLAO), if appropriate, should:
    • ensure an accurate assessment of the requirements of the placement and the student's ability are made;
    • determine how the learning outcomes of the placement may be achieved while accommodating the needs of the student; and
    • discuss the information that will be provided to the host employer about the student's disability and who should provide it.
    • Information to be recorded and uploaded electronically on the University Approved student placement system
8. Discussing hours of placement, payment and format of agreement with placement provider. FedUni-Coordinator / FedUni Administrative Officer
  1. If the Placement Provider wishes to use an alternative format of agreement to the Single Placement Agreement or Organisation Placement Agreement templates, a request for legal services will need to be sought from the Legal Office to prepare an overarching placement agreement.
9. Establishing processes for recording student attendance and student progress on a University approved attendance record, reporting non-attendance and student progress. FedUni-Coordinator / FedUni Administrative Officer
  1. Start and finish times should be verified by Placement provider supervisor. The University must hold a copy of attendance record for audit purposes. For international students refer to: Monitoring Course Progression Procedure.
  2. Attendance and reports on student progress to be uploaded electronically on the University Approved student placement system
10. Completing Placement Agreement in consultation with the Legal Office. Head of School / Fed-Uni Coordinator / FedUni Administrative Officer
  1. The agreement should take the form of the Single Agreement, or separate Student Agreement and Organisation Agreement. For overseas placements the Overseas Agreement should be used.
  2. If the Placement Provider wishes to use an alternative format of agreement to the Single Placement Agreement or Organisation Placement Agreement templates, a request for legal services will need to be sought from the Legal Office to prepare an overarching placement agreement.
  3. In the case of Placement Providers providing ongoing, placements for multiple disciplines and students across the University an overarching agreement should be in place.
11. Retaining Placement Provider placement information. Head of School / FedUni  Coordinator / FedUni Administrative Officer
  1. Copies of any agreements, contracts, risk assessment or accreditation documents must be uploaded electronically on the University Approved student placement system to allow access to this information by all staff involved in arranging WIL placements.

3. Informing Students of Requirements

  ACTIVITY RESPONSIBILITY STEPS
1. Informing students of WIL placement requirements Program Coordinator / Placement Coordinator / FedUni Administrative Officer
  1. Course Finder
  2. Program Structure
  3. Course Outlines
  4. WIL Placement induction sessions
2. Providing students with pre-placement briefing. Program Coordinator / FedUni Coordinator / Course Coordinator
  1. Program Handbook / Placement handbook / Disability Adjustment and Medical Declaration Form  / Moodle and electronically via the University Approved student placement system
3. Ensure students have obtained necessary pre-placement checks. FedUni Coordinator / Course Coordinator / FedUni Administrative Officer
  1. Students must complete a Student agreement and Disability Adjustment and Medical Declaration form
  2. Students are responsible for obtaining and paying for the cost of the Police Check and/or the Working with Children Check and immunisation checks or other program,  discipline or placement specific inherent requirements.
  3. Students must upload all evidence of agreements, required forms and checks to the University Approved student placement system.
  4. The University will check to ensure that the student has obtained the necessary clearance and is under no obligation to provide a WIL placement to a student who has not completed the required agreements, forms or not obtained a Police Check and/or Working with Children Check immunisation checks or other program or discipline specific inherent requirements by the date specified.

4. - Managing WHS Reporting Requirements

  ACTIVITY RESPONSIBILITY STEPS
1. Reporting of injuries whilst on placement. FedUni Coordinator / FedUni Administrative Officer
  1. Within 24 hours, the placement provider is required to notify the University of any incident resulting in injury to the student whilst on placement.
  2. Upon notification of an incident the designated Placement Coordinator/Program coordinator must complete an Injury Report Form
  3. Information to be recorded and uploaded electronically on the University Approved student placement system
2. Submitting Injury Report. FedUni Coordinator / Manager, Risk, Health and Safety
  1. Upon notification of the injury of a student whilst on placement, the FedUni Coordinator and/or Manager, Risk, Health and Safety will, where applicable, liaise with the placement provider.
3. Identifying insurance arrangements for student and placement provider. Head of School / Program Coordinator / FedUni Coordinator / FedUni Administrative Officer
  1. Contact Finance
  2. Information to be recorded and uploaded electronically on the University Approved student placement system

5. - Monitoring Progress

  STEPS WHO IS RESPONSIBLE? COMMENTS
1. Monitoring student progress on WIL placement according to Program / Course requirements.

FedUni- Coordinator / Program Coordinator / FedUni Administrative Officer  / Course Coordinator

Placement Supervisor

  1. Refer to any Program / Course specific guidelines.

For example:

  • Student Placement handbook
  • Placement Provider supervisor’s handbook
  • Record any student contact or discussions regarding placement electronically on the University Approved student placement system to allow access to this information by all staff responsible for monitoring student progress.
2. Undertaking tasks associated with course learning outcomes and assessments as required.

FedUni- Coordinator / Program Coordinator / Course Coordinator

Placement Provider Supervisor

  1. Refer to Program and Course specific requirements (Course Descriptions)
  2. Assessment is the responsibility of the University. Ensure that any assessment undertaken during WIL placement is assessed by a University assessor. Placement supervisors must not assess students on behalf of the University unless they have the required qualifications.
  3. Record the results of assessments and learning outcomes completed on placement. Copies must be filed either electronically on the University Approved student placement system or in hardcopy centrally within the Faculty/School to allow access to this information by all staff responsible for monitoring student progress.
3. Providing students and Placement Provider with an opportunity to provide feedback at the conclusion of placement. FedUni- Coordinator / FedUni Administrative Officer / Head of School
  1. Feedback will be planned, gathered and analysed using the University Approved survey system available on the University Approved student placement system. Feedback will be reported through annual review processes and actioned to ensure quality supervision or student experiences

Additional Steps - Applicable to Interstate or International Placements

  ACTIVITY RESPONSIBILITY STEPS
1. Identifying country/state or territory placement requirements for the students, including OH&S requirements. Head of School /Associate Director
  1. In consultation with Legal Office and Risk Health and Safety.
2. Identifying insurance arrangements for student and placement provider. Head of School /Program Coordinator / FedUni Coordinator / FedUni Administrative Officer
  1. Contact Finance
3. Informing Executive Dean of Faculty / Executive Director of Centre of potential interstate or international placements. Head of School /Program Coordinator
  1. Inform Executive Dean of Faculty of potential interstate or international placements prior to placement commencing.
4. Managing Non-attendance of international students. FedUni-Coordinator / FedUni Administrative Officer
  1. Placement Provider is required by contract to notify university of non-attendance of international students.
  2. Where such non-attendance is notified the Head of School/Program Coordinator must be informed.
  Managing interstate or international placements. Head of School /Program Coordinator / FedUni Coordinator / FedUni Administrative Officer
  1. Record any student contact, discussions or documentation regarding placement, electronically on the University Approved student placement system

Responsibility

Federation University Australia Academic Board has responsibility of the WILP Procedure. The specific responsibilities are identified in the action sections of this procedure.

Promulgation

The Higher Education Work Integrated Learning Placement Requirements Procedure will be communicated throughout the University via:

  1. an Announcement Notice under ‘FedNews’ website and through the University Policy - ‘Recently Approved Documents’ webpage to alert the University-wide community of the approved Procedure;
  2. inclusion on the University Policy, Procedure and Forms website; and
  3. distribution of e-mails to Head of School / Head of Department / University staff.

Implementation

The Higher Education Work Integrated Learning Placement Requirements Procedure will be implemented throughout the University via:

  1. Information Sessions;
  2. Training Sessions; and
  3. Other.

Records Management

Title Location Responsible Officer Minimum Retention Period
OHS Checklist and Flowchart School FedUni Supervisor / Dean 7 years after contract has expired
Agreements School FedUni Supervisor / Dean 7 years after contract has expired
Medical Consent Forms School FedUni Supervisor / Dean 7 years after contract has expired
Attendance Record School FedUni Supervisor / Dean 7 years after contract has expired
Files Notes / Contact Recording Risk, Health & Safety Manager, Risk, Health & Safety for extended retention period post incident If incident reported, destroy 15 years after incident