The Higher Education Standards Framework 5.4.1 states that “Work-integrated learning, placements, other community-based learning and collaborative research training arrangements are quality assured, including assurance of the quality of supervision of student experiences.” (HESF 5.4.1)

National Code of Practice for Providers of Education and Trainging to Overseas Students (2018) requires that the College demonstrate any matters requested by the ESOS agency, including “any work-based training to be undertaken as part of the course which is necessary for the overseas student to gain the qualification and that there are appropriate arrangements for the supervision and assessment of overseas students while on work-based training” (National Code (2018) 11.2.3).

This policy documents how Eastern College Australia (the College) approves Work Integrated Learning sites, supports students while they are engaged in Work-Integrated-Learning and ensures the students are adequately supervised.

All VET and Higher Education courses and students, both domestic and overseas, where Work-Integrated-Learning is part of the accredited course.

WIL will be required as part of a Course where:

• The Vocational Education and Training (VET) Training Package or accredited course specifically states Work Placement hours are to be completed as part of the training; or
• The Course includes a requirement for a minimum number of hours or days to be engaged in industry; or
• The Course is to be registered with one or more professional bodies (such as the Australian Counselling Association or Victorian Institute of Teaching) which require a specified amount of professional practice.

WIL Coordinator:The trainer, unit/course coordinator or person specifically appointed by the College to undertake the coordination of WIL activities for students of a faculty or course of study.

Work-Integrated Learning encompasses an arrangement where students undertake learning in a work context as part of their course requirements. Work-based training, work-integrated learning, practicum and work placements are synonymous and can be used interchangeably. For the purpose of this policy, Work-Integrated Learning or WIL will be the generic reference.

Site Selection

Students are to take the initiative in searching for WIL opportunities, but the College remains accountable for ensuring that the WIL experience is educationally sound and students have access to appropriate support including supervision.

To generate WIL opportunities for students, the College will liaise with industry to identify potential host employers. The College will determine the suitability of potential host employers, including supervision and workplace health and safety (WH&S) requirements.

A site visit may be conducted by the College for any host employer workplaces. The site visit shall ensure the workplace is appropriate for the student’s placement and there is access to appropriate resources. Where there are already regulatory requirements and professional standards, sites such as government (local, state or federal) offices and schools (primary or secondary) will be considered as meeting WH&S requirement.

All host employers shall be given information relating to the work placement requirements and course information and will be required to enter into a written WIL Agreement with the College. The WIL Agreement will outline the responsibilities of both parties and that of the participating student.

A WIL Agreement shall be agreed to by the College, the host employer, and the student. The agreement will specify the roles and responsibilities of all parties, hours the work placement will take place within and the total hours or days required to complete the outcomes of the unit(s) of study or course requiring the work placement.

The WIL Agreement shall include the requirement for the Host Employer to provide an induction session with all students prior to any placement hours being completed.

Agreements and schedule information between students, the College and host organisations may vary according to higher education or vocational education contexts, specific discipline requirements, location (local, interstate or national regulatory requirements) and whether the WIL activity is paid or not.

WIL arrangements must be consistent with the guidance available from Fair Work Australia on work experience and internships. For students on overseas placements, workplace arrangements must be in conformity with local employment and workplace legislation, including safety.

WIL Agreements, schedules, insurance and other relevant documentation such as roles and responsibilities of all stakeholders are to be completed before commencement of a WIL activity.

The original WIL Agreement shall be retained on the student’s academic student file or other enterprise system for management of WIL, and a copy shall be provided to the student and the host organisation.

All parties must be adequately prepared and informed in a timely manner of their duties, roles and responsibilities for participating in WIL activities.

The WIL coordinator shall ensure that:

1. students are informed of their responsibilities throughout the WIL activity, of required safety policies and procedures both on campus and at host organisations or workplaces, and of how they will be supported by the WIL coordinator and the host organisation if they encounter harassment or workplace bullying during the activity
2. host organisations are informed of their responsibilities and obligations to supervise and monitor student progress and to induct students to required safety policies and procedures in their workplaces.
3. potential risk management issues such as hazards are identified before the commencement of the WIL activity and risk mitigations are put in place.

Where applicable, WIL coordinators will assign students to, and approve them for, appropriate WIL activities, making reasonable adjustments to WIL activities for students living with a disability, long-term illness or a mental health condition.

Where a host organisation or professional body requires students to submit a satisfactory police check and/or working with children check before commencing the WIL activity, and the student does not do this by the timeline specified by the WIL coordinator, the student will not be approved to commence the WIL activity.

Supervision

The College will monitor the WIL activity through the WIL coordinator conducting:

• Regular contact with the student through normal classes where feedback on the work placement will be sought;
• Site visits which also allow the College staff to ensure the workplace is fit-for-purpose;
• Online mentoring as ongoing support.
• Where the WIL activity requires professional supervision of the student through observations and guidance at the workplace (such as practicum for Counselling students), a suitably qualified supervisor will be made available by the host organistation as part of the WIL Agreement, overseen by the WIL Coordinator.

The host employer will be required to confirm the hours or days completed by countersigning a log book maintained by the student or other agreed WIL activity recording procedure.

Where the WIL activity is conducted overseas or interstate, supervision and student support arrangements will be covered by the WIL Agreement between the College and the host organistation. (Refer to Delivery with Other Parties Arrangements and Performance Monitoring policy).

Reporting and Continuous Improvement

The College will report on the quality and compliance of WIL to the Academic Board within the Annual Course Review process (ACR). Feedback from students and site locations shall be sought, reviewed, summarised and reported in order to provide an action plan for continuous improvement to be reported in the ACR and provide a statement of assurance of compliance with this policy and the HESF.

Delivery with other Parties Arrangements and Performance Monitoring Policy