Work Integrated Learning Site Selection, Support and Supervision Policy

Status


Last reviewed
Tue, 13 October 2020

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

Public
visibility
Approved on: 04 Oct 2018
Amended on: 13 Oct 2020
Review cycle: 1 Year
Owned by

Learning, Teaching and Research Committee

Approved by

Academic Board

Policy Contact: 
Secretary of the Learning, Teaching and Research Committee
Background: 

The National Code (2018) requires for course approval that the College demonstrate "any work-based training to be undertaken as part of the course is necessary for the overseas student to gain qualification and there are appropriate arrangements for supervision and assessment of overseas students".

This policy was written to document the supervision of all students in work-integrated-learning.

Purpose: 

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

Scope: 

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

Definitions: 
Statement: 

Requirement

Work placement 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;
  • The Course includes units requiring a minimum number of hours or days to be engaged in industry.

Site Selection

The process for sourcing a work placement position for students shall be undertaken as indicated below:

  • Student is placed with a (screened & compliant) willing host employer; OR
  • Existing employer or nominated employer of the student is screened for compliance and on successful screening and upon agreement with the employer, the student is registered to undertake work placement with this employer.

To generate placements Eastern College Australia will liaise with industry to identify potential host employers. Eastern College Australia will determine suitability of potential host employers, including supervision and occupational health and safety requirements.

A site visit may be conducted by Eastern College Australia 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 equipment while maintaining WH&S standards. Where there is already regulatory requirements, 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 agreement or MOU with Eastern College Australia. The MOU will outline the responsibilities of both parties.

Support

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

The ‘Work Placement 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 partner 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 partner organisation.

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

The WIL coordinator ensures that:

  1. students are informed of their responsibilities throughout the WIL activity, of required safety policies and procedures both on campus and at partner organisation workplaces, and of how they will be supported by the WIL practitioner and school if they encounter harassment or workplace bullying during the activity
  2. partner 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 partner 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 work placement through staff completing:

  • Regular contact with the student through normal classes where feedback on the work placement will be sought;
  • Site visits, for sites within a 90 minute drive of the College/campus, which will also allow the College staff to ensure the workplace remains WH&S compliant;
  • Online mentoring, for sites over a 90 minute drive of the College/campus.
  • Site visits to schools further than a 90 minute drive are at the discretion of the College

The employer will be required to state the hours or days completed or countersign a log book maintained by the student.