Policy

Work Integrated Learning and Work Experience - Policy

Printer-friendly version
Body

1.0 Purpose and Scope

1.1 Purpose

  1. This policy outlines The University of Queensland’s position regarding Work Integrated Learning (WIL) and Work Experience, and provides a framework for managing the engagement of students in work-based learning experiences for educational benefit.
  2. Defined terms used in this policy and the associated procedures are set out in Section 7.0 below.

 

1.2 Scope

  1. This policy applies to all WIL and Work Experience opportunities.
  2. This policy applies to students, staff, Host Organisations, Supervisors (Academic and/or Host), Third-Party Providers and The University of Queensland.
  3. Adherence to this policy enables The University of Queensland to manage risks of strategic significance, including our duty of care to students, and to comply with relevant laws, regulations, government policies/standards, and professional standards.
  4. This policy does not apply to student Volunteering either within The University of Queensland or for other not-for-profit organisations.

 

1.3 Objectives

  1. This policy provides standard definitions and terms, based on legal and academic frameworks and requirements, to ensure consistency of understanding, management, and continuous improvement of WIL and Work Experience across The University of Queensland.

 

2.0 Principles

  1. The provision of comprehensive opportunities to develop workplace awareness, skills, and industry insight is central in achieving this goal and in enhancing the employability of all our graduates. The University of Queensland is committed to expanding WIL, student employability programs, and access to experiential learning opportunities in a range of domestic, global, and multi-cultural settings.
  2. WIL and Work Experience opportunities are intended to provide students with authentic experiential learning that will enhance their employability, benefit their education, and meet any accreditation requirements relating to practical knowledge and skills, where required.
  3. Maintaining effective communication between students, the Host Organisation, any relevant Third-Party Provider and The University of Queensland is essential.

 

3.0 Roles and Responsibilities

3.1 The University of Queensland

  1. The University of Queensland is responsible for ensuring, as far as reasonably practicable and within the circumstances in its control, that:
    1. students are appropriately prepared for and supported throughout their WIL and Work Experience; and
    2. formal agreements are in place with all Host Organisations and Third-Party Providers (as appropriate), ensuring compliance with all relevant legislation and adherence to policy expectations, unless an exemption has been authorised.
  2. The Deputy Vice Chancellor (Academic) has overall responsibility for the approval and management of the WIL and Work Experience Policy and Procedures.
  3. The Director, Student Employability, has overall responsibility for implementation of the WIL and Work Experience Policy and Procedures, including regular reviews of implementation and reporting any recommendations for improvements to process, quality assurance and compliance, and risk management to the DVCA and/or Academic Registrar, where necessary.
  4. The Deputy Vice Chancellor (Academic) may authorise an exemption from compliance by The University of Queensland with the WIL and Work Experience Policy and Procedures. The Deputy Vice Chancellor (Academic) will take into account all relevant circumstances in deciding whether to authorise an exemption.

 

3.2 Student

  1. It is the responsibility of the student to:
    1. conduct themselves professionally, within their expected scope of practice, in accordance with any legal and/or policy requirements of the Host Organisation, including completion of any mandatory training; and
    2. comply with relevant policies and procedures of The University of Queensland, including the Student Charter, and external regulatory requirements (including visa requirements).

 

3.3 Host Organisation

  1. It is the responsibility of Host Organisations to comply with any relevant agreement with The University of Queensland relating to the WIL or Work Experience (including any Student Placement Agreement). This policy and any associated procedures do not limit or restrict any of the Host Organisation’s obligations under any agreement with The University of Queensland.

 

3.4 Third-Party Provider

  1. It is the responsibility of any Third-Party Provider to comply with any relevant agreement with The University of Queensland relating to the sourcing of WIL or Work Experience. This policy and any associated procedures do not limit or restrict any of the Third-Party Provider’s obligations under any agreement with The University of Queensland.

 

4.0 Monitoring, Review and Assurance

  1. The Director, Student Employability, will undertake regular reviews of legal, risk management, and quality assurance issues, in partnership with Governance and Risk, Associate Deans (Academic), and the Dean of the Graduate School.
  2. These reviews will: assess compliance with this policy and demonstrate/confirm its effectiveness; identify, assess, and promptly address any deficiencies; and ensure ongoing relevance of this policy.

 

5.0 Recording and Reporting

  1. The Director, Student Employability, will provide regular implementation review reports to the DVCA and/or Academic Registrar, including recommendations for improvements to process, quality assurance and compliance, and risk management.

 

6.0 Employment Relationship

  1. WIL and Work Experience opportunities are to provide students with a work based learning opportunity for their educational benefit. These opportunities are not intended to create, or facilitate the creation of, an Employment Relationship between the student and the Host Organisation, or between the student and The University of Queensland.
  2. Despite 6.0.1, The University of Queensland accepts that circumstances may arise where students wish to have work performed as part of an Employment Relationship recognised by The University of Queensland for credit towards a WIL course or other defined program milestone.
  3. The University of Queensland may choose to recognise work performed as part of an Employment Relationship for credit towards a WIL course or other defined program milestone, provided that:
    1. the student is able to demonstrate that the employer has provided written consent to the work, or information related to the work, being provided to The University of Queensland for consideration of recognition for credit; and
    2. any written consent provided by the employer acknowledges and agrees to the provision of its confidential information, intellectual property or information that is subject to legislation relating to privacy (including without limitation the Privacy Act 1988 (Cth) and Information Privacy Act 2009 (Qld)).
  4. The decision to recognise work performed as part of an Employment Relationship for credit is a discretionary and operational matter for the relevant Faculty, acting within the boundaries of relevant policies and procedures of The University of Queensland and taking into account all relevant information.           
  5. If a student is remunerated for work under an Employment Relationship, the student will not usually be covered by The University of Queensland’s insurance policies (including any travel insurance policy) for the purposes of that Employment Relationship or any WIL undertaken as part of that Employment Relationship.
  6. The University of Queensland is not responsible for any Employment Relationship entered into by a student. If an Employment Relationship ceases for any reason (in particular, prior to the student completing their course credit requirements), The University of Queensland will not be in a position to challenge the termination.

 

7.0 Definitions

Employment Relationship: a relationship of employment between a student and their employer, in which the student is entitled to receive remuneration for work performed.

Host Organisation: an organisation at which a student of The University of Queensland undertakes a WIL or Work Experience placement opportunity.

Third-Party Provider: an organisation that identifies WIL and Work Experience opportunities with a Host Organisation, that may be undertaken by students of The University of Queensland.

Volunteering: time willingly given for the common good and without financial gain. Volunteering should directly or indirectly benefit people outside a volunteer’s family or household or else benefit a cause. The University of Queensland expects that volunteering activities in Australia would be with a not-for-profit organisation with a Deductible Gift Recipient (DGR) status.

Work Experience: an arrangement undertaken by a student under which an organisation will provide experience to the student as part of the student's education, but not as a mandatory or assessable part of a student's course or program. Work Experience is regulated under the Education (Work Experience) Act 1996 (Qld) and is subject to specific restrictions and conditions. The University of Queensland expects that the work-based learning opportunities will provide greater educational benefit for the student than operational benefit for the Host Organisation. The University of Queensland should authorise the arrangement in advance.

Work Integrated Learning (WIL): learning experiences that explicitly integrate theory with practice within a purposefully designed curriculum to foreground employability. WIL must be either assessable by The University of Queensland (for credit) or otherwise a requirement of an academic course or program.

For Higher Degree Research (HDR) students, WIL opportunities must be unrelated to the HDR project thesis and authorised as a requirement of the program by the Dean, Graduate School.

WIL and Work Experience Policy and Procedures: this policy and the WIL and Work Experience Procedures.

 

Custodians
Academic Registrar Mr Mark Erickson

Procedures

Work Integrated Learning and Work Experience - Procedures

Printer-friendly version
Body

1.0 Purpose and Scope

  1. This procedure enacts the Work Integrated Learning (WIL) and Work Experience Policy (the “Policy”) and outlines the processes for establishing and managing these work-based learning opportunities.
  2. This procedure does not apply to student volunteering. See PPL 5.30.14 Volunteers.
  3. Defined terms used in this Procedure are set out in Section 7.0 of the Policy.

 

 

2.0 Process and Key Controls

  1. These procedures relate to the implementation of the WIL and Work Experience Policy, and the systematic application of practices for identifying, planning, assessing / evaluating, monitoring, and reviewing WIL and Work Experience opportunities. 
  2. Key controls include:
    1. establishment of work-based learning experiences through WIL and Work Experience opportunities;
    2. WIL and Work Experience expectations, including legislative compliance (such as OHS, risk management etc);
    3. WIL and Work Experience management (recording and reporting systems, induction, incident reports, evaluations etc.); and
    4. monitoring and review, including regular reporting of recommendations for improvement.
 

3.0 Key Requirements

3.1 Establishment of opportunity

  1. WIL and Work Experience opportunities can be identified by The University of Queensland directly with a Host Organisation, through a third-party provider, or self-identified by a student. When a potential opportunity is identified an initial assessment can be undertaken using the ‘Host Organisation: Expression of Interest’ form.

 

3.2 Engagement with Host Organisation

  1. The University of Queensland should undertake an assessment of the suitability of the Host Organisation or Third-Party Provider, which can be undertaken using the ‘Host Organisation: Questionnaire’ form or an alternative process approved by the Director, Student Employability. This assessment should be undertaken on the first occasion that an opportunity is identified with a Host Organisation or through a Third-Party Provider, and thereafter as considered necessary by The University of Queensland.
  2. Faculty/School staff with delegated responsibility for WIL and Work Experience management are responsible for informing Host Organisations of the learning outcomes, including the attendance requirements, of the WIL or Work Experience opportunity.

 

3.3 Expectations

  1. Maintaining effective communication between students, the Host Organisation, any relevant Third-Party Provider and The University of Queensland is essential. Any parties experiencing difficulties must raise these with the other party/parties as a priority so that they can be resolved in a timely and effective manner.

 

3.4 Insurance

  1. Students should be appropriately and adequately insured while undertaking a WIL or Work Experience opportunity with a Host Organisation (for further information on insurances, see PPL 1.90.02 Insurance).
  2. The University of Queensland provides all students undertaking WIL or Work Experience with personal accident, professional liability, public liability, WorkCover work experience and (where relevant) medical malpractice and travel insurance (subject to the specific terms, conditions, exclusions and limitations of the insurance policies).
  3. Coverage is subject to the following key conditions being met:
    1. the student has obtained written approval from The University of Queensland prior to the commencement of the opportunity in accordance with the relevant approval process;
    2. the student is not employed by the Host Organisation and the student does not receive remuneration from the Host Organisation; and
    3. the opportunity is a work-based learning opportunity which is either WIL or Work Experience.
  4. Wherever a student receives remuneration for work undertaken, this is likely to constitute an Employment Relationship for which the student will not be covered by the University’s insurance policies.

 

3.5 Legislative Compliance

  1. The University of Queensland, Host Organisations, Third-Party Providers and student participants are expected to comply with all relevant legislation. Proof of compliance, where required, will be recorded through the WIL and Work Experience management system and verified by appropriately trained staff.
  2. Certain WIL or Work Experience opportunities may require that students adhere to Host Organisation-specific requirements.  These requirements may include but are not limited to:
    1. PPL 2.60.08 Vaccination and Immunisation
    2. Blue Card, to comply with Working with Children (Risk Management and Screening) Act 2000 (see PPL 1.60.07 Working with Children);
    3. White Card, to comply with Part 6.5, Division 1, Section 317 of the Work Health and Safety Regulation 2011;
    4. Yellow Identification Card, to comply with Corrective Services Act 2006 (Qld);
    5. Yellow Card, to comply with Disability Services Act 2006 (Qld)
    6. clear Criminal History Check, to comply with the Aged Care Act 1997; or
    7. informing The University of Queensland of a change in their police information.
  3. If a student undertakes an interstate or international work-based learning opportunity, it is expected that they will comply with any laws and regulations applicable to their WIL or Work Experience opportunity in the relevant jurisdiction.

 

3.6 Occupational Health and Safety (OHS)

  1. The University of Queensland will take steps to ensure that the Host Organisation and any relevant Third-Party Provider has appropriate OHS risk management systems and strategies in place. The University of Queensland’s standard agreement for WIL and/or Work Experience outlines the obligations and expectations of the Host Organisation.
  2. The student is responsible for immediately notifying their Supervisor (Academic and/or Host) if they have any concerns regarding health and safety compliance, or in the instance of an incident, injury or illness.
  3. The Supervisor (Academic) and student are responsible for ensuring that an online Injury, Illness, and Incident Report is lodged as soon as possible and in accordance with PPL 2.10.07 Workplace Injury, Illness and Incident Reporting - Procedures.
  4. The University of Queensland OHS Division is available to provide guidance where specialist knowledge is required to manage incidents, injuries or illnesses involving the student that occur during the WIL or Work Experience opportunity.

 

3.7 Agreements with Host Organisations

  1. The WIL and Work Experience Policy and Procedures do not limit or restrict any of the Host Organisation’s obligations under any agreement with The University of Queensland.
  2. Work Integrated Leaning: If the proposed Host Organisation satisfies criteria outlined in the ‘Host Organisation: Questionnaire’ form, or through a process approved by Director, Student Employability, then an agreement should be entered into between The University of Queensland and the Host Organisation prior to the commencement of the WIL opportunity. Ideally, the agreement will be The University of Queensland’s standard agreement for WIL and/or Work Experience. 

 Refer to The University of Queensland’s PPL 1.10.01 Delegations Policy and Schedules of Delegation and Sub-Delegation regarding who is authorised to sign such agreements.

  1. Work Experience: If the proposed Host Organisation satisfies the criteria outlined in the ‘Host Organisation: Questionnaire’ form, then an ‘Unpaid Work Experience Registration Form’ should be authorised by The University of Queensland and executed by the student and the Host Organisation.
 
 

3.8 Agreements with Third-Party Providers

  1. If the proposed Third-Party Provider satisfies criteria outlined in the ‘Host Organisation: Questionnaire’ form, then an agreement should be entered into between The University of Queensland and the Third-Party Provider. Ideally, the agreement will be The University of Queensland’s standard agreement for Third-Party Providers.

 

3.9 WIL and Work Experience Management

  1. All WIL and Work Experience opportunities should be managed through The University of Queensland’s WIL and Work Experience management system.

3.9.1 Preparation for WIL and Work Experience

  1. The University of Queensland will take steps to inform students of the following before commencing a WIL or Work Experience opportunity:
    1. In the case of WIL:

i.   learning objectives, including outcomes, assessment, and attendance requirements; 

ii.  circumstances under which a student may be considered to have failed an assessment;

iii. how to arrange reasonable adjustments;

iv. any applicable obligations relating to confidentiality; 

v. circumstances under which WIL, Work Experience or project may be terminated by any party;

vi. contact details should the student have any concerns; and

vii. relevant policies and procedures.

b. In the case of Work Experience:

i.  learning objectives and attendance requirements; 

ii.  circumstances under which a WIL, Work Experience or project may be terminated;

iii. any applicable obligations relating to confidentiality;

iv. contact details should the student have any concerns; and

v.  relevant policies and procedures.

3.9.2 Supervision

  1. Students should receive appropriate supervision. The University of Queensland will provide relevant academic supervision. The Host Organisation will provide supervision appropriate for the occupational health and safety risks associated with the WIL or Work Experience opportunity, and provide meaningful and appropriate learning experiences.
  2. The relevant School or Faculty, or Dean of the Graduate School for HDR students, will adequately brief the Supervisor (Host) regarding requirements and expectations, including access to relevant policy documentation. Where Supervisors (Host) will be involved in the assessment of performance, they must be briefed on academic assessment standards and procedures that apply to the specific assessment type. Supervisors (Academic) are responsible for ensuring that the assessment is undertaken in accordance with assessment Policy and Procedures and must provide marking criteria or marking rubric to the Supervisor (Host).
  3. Supervisors (Host and/or Academic) are expected to conduct regular feedback sessions with the student, including written feedback to the student addressing relevant criteria, and alert The University of Queensland as soon as possible should a student's performance be unsatisfactory.
  4. Supervisors (Academic and/or Host) must ensure that communication mechanisms are available to students at all times while undertaking WIL or Work Experience opportunities, in particular as regards:
    1. the quality of the experience;
    2. the student’s progress; and
    3. potential or actual issues.

3.9.3 Assessment

  1. Assessment of WIL learning outcomes must be conducted by the Supervisor (Academic) or by the Supervisor (Academic) in conjunction with the Supervisor (Host). The University of Queensland must appropriately brief the Host Organisation regarding the needs of students and the criteria and standards for assessment.
  2. Associated policies and procedures include:

PPL 3.10.02 Assessment

PPL 3.10.11 Examinations

3.9.4 Resources and Facilities

  1. It is the responsibility of Host Organisations to provide students with the appropriate infrastructure and/or resources to carry out their WIL or Work Experience opportunity. Students are to be advised in advance of any program or course related incidental fees as set out in PPL 3.40.01 Student Fees and PPL 3.40.02 Incidental Student Fees and Charges.

3.9.5 Reasonable Adjustments

  1. Students are responsible for notifying The University of Queensland of any reasonable adjustments required to enable them to participate in learning activities and assessments, including WIL or Work Experience opportunities. The University of Queensland will make arrangements with the Host Organisation where appropriate to accommodate reasonable adjustment.  Students must advise their Supervisor (Academic and/or Host) immediately if they encounter any difficulties with the continuation of their WIL or Work Experience opportunity. 
  2. Associated policies and procedures include:

PPL 3.50.06 Reasonable Adjustments - Students

3.9.6 Student Integrity, Misconduct, and Fitness to Practise

  1. All University of Queensland Community Members share responsibility for maintaining the academic standing of The University of Queensland. As such, students have a responsibility to maintain the highest standards of academic integrity in their work and ensure they appropriately acknowledge the ideas, interpretations, words or creative works of others.
  2. If a student’s conduct while engaged in WIL or Work Experience is alleged to be contrary to relevant policy, procedures, or agreements of The University of Queensland, the student may be removed from the Host Organisation while a preliminary investigation is conducted.  
  3. Where the Host Organisation considers that action (including disciplinary action) against one or more students undertaking WIL or Work Experience should be taken, or where the Host Organisation wishes to exclude a student based on the application of the Host Organisation’s policies and procedures, the Host Organisation will as soon as is practicable, notify The University of Queensland of:
    1. the name or names of the student(s); and
    2. the grounds upon which it considers disciplinary action should be taken.
  4. Upon receipt of such a notice, the matter will then be the responsibility of The University of Queensland.
  5. Any concerns regarding fitness to practise must adhere to the relevant policy.
  6. Students who wish to lodge a grievance or appeal a decision with respect to issues that may arise while undertaking WIL or Work Experience are advised to consult the relevant policy.
  7. Associated policies and procedures include:

PPL 3.60.01 Student Charter

PPL 3.60.02 Student Grievance Resolution

PPL 3.60.04 Student Integrity and Misconduct

PPL 3.30.14 Fitness to Practise

PPL 4.20.10 Research Misconduct - Higher Degree by Research Students

 

3.10 Privacy and Information Disclosure

  1. The University of Queensland is required to comply with the Information Privacy Act 2009 (Qld). All student participants will adhere to PPL 1.60.02 Privacy Management Policy, particularly with respect to the personal details of other students.
  2. The University of Queensland may disclose relevant personal information of the student to Host Organisations or Third-Party Providers in the following circumstances:
    1. to enable the Host Organisation or Third-Party Provider to adequately support the student while undertaking a WIL or Work Experience opportunity; for example, information may be disclosed about student performance or conduct while undertaking a previous WIL or Work Experience opportunity;
    2. to enable compliance with any agreements with the Host Organisation or Third-Party Provider; and
    3. to comply with relevant State or Commonwealth laws, for example, the Work Health and Safety Act 2011 (Qld).
 
 

3.11 Intellectual Property

  1. For any issue relating to intellectual property, please refer to PPL 4.10.13 Intellectual Property for Staff, Students and Visitors

 

4.0 Roles and Responsibilities

Position Responsibility

Deputy Vice Chancellor (Academic)

approves and has overall responsibility for the Policy and these procedures

 

Executive Deans / Dean of Graduate School

overall responsibility for provision of work-based learning opportunities

designates responsibility for oversight of WIL or Work Experience opportunities in the Faculty / Graduate School

ensures, as far as reasonably practicable, that all staff involved with management of WIL or Work Experience opportunities understand their roles and responsibilities

ensures, as far as reasonably practicable, students are aware of their rights and responsibilities

responsibility for determining the adequacy and quality of placement providers

 

Associate Deans, Academic / Dean, Graduate School

overall responsibility for the academic integrity of WIL or Work Experience opportunities, including quality assurance of academic supervision and assessment 

Director, Student Employability

overall responsibility for implementation of the Policy and these procedures, including reviews and provision of recommendations for improvements, where necessary

responsible for collaborative development of new WIL and Work Experience opportunities in partnership with Faculties, the Graduate School, and Central Divisions to ensure compliance and consistency, and mindful of external relationship management requirements

 

Academic Services Division / Graduate School

overall responsibility for the academic integrity of WIL or Work Experience opportunities, including quality assurance of academic supervision and assessment 

Supervisor (Academic) [including Course Coordinators, Clinical Facilitators, and Preceptors] / Principal Advisor for HDR students 

monitors and assesses student progress, providing appropriate communication and support to students

provides guidance to the Host Organisation and / or student regarding mentoring of student activity and learning within the workplace context

participates in student assessment supplying feedback on student performance, where required

consults with the Host Organisation regarding any issues or barriers to the student’s performance 

evaluates the quality of WIL or Work Experience opportunities and reports issues and incidents in line with The University of Queensland’s policies and procedures

Faculty/School/Graduate School staff with delegated responsibility for WIL and/or Work Experience management 

has oversight of compliance 

ensures, as far as reasonably practicable, that relevant documentation is in place for each student WIL or Work Experience opportunity managed by the Faculty

 

Student

ensures they are both conversant and compliant with all appropriate The University of Queensland and workplace policies and procedures

ensures that relevant documentation is completed within expected timeframes for their WIL or Work Experience opportunity(ies)

engages professionally with Supervisor (Host), workplace contexts, and available learning opportunities

seeks advice regarding the disclosure of any personal circumstances, disability, injury or health condition that may impact their safety, the safety of others or the successful completion of the WIL or Work Experience opportunity

consults with The University of Queensland regarding any issues or barriers to performance during the WIL or Work Experience opportunity

Host Organisation

adheres to The University of Queensland’s standard agreement for WIL and/or Work Experience, or equivalent agreement, relating to student engagement in work-based learning 

Associated policies and procedures include:

PPL 1.10.01 Delegations

PPL 1.10.03 Contract Delegations

 

5.0 Quality Assurance

  1. The University of Queensland appraises the quality of course offerings and undertakes regular reviews as part of a quality assurance framework. The University of Queensland ensures the systematic and regular review of curriculum, teaching, program quality, and risk through the Curriculum and Teaching Quality and Risk Appraisal and Academic Program Review and Academic Program Review processes. WIL undertaken as part of a program of study at The University of Queensland will be subject to these processes of quality assurance, which align with the TEQSA Risk Assessment Framework and should be considered within the TEQSA guidance for WIL.
  2. Associated policies and procedures include:

PPL 3.30.03 Curriculum and Teaching Quality and Risk Appraisal and Academic Program Review

PPL 3.30.04 Curriculum and Teaching Quality and Risk Appraisal

PPL 3.30.05 Academic Program Review

 
 

6.0 Recording and Reporting

  1. All relevant details regarding WIL or Work Experience opportunities authorised by The University of Queensland should be recorded in the WIL and Work Experience management system. 
  2. Accurate records on student engagement with Host Organisations, including student locations, should also be kept to facilitate internal and external reporting. This is especially important for global WIL, global Work Experience opportunities, and management of global incidents.
  3. Reports (including regular and incident reports) will be generated through the WIL and Work Experience management system to manage risk, compliance, and assure the quality of the student experience.
 
 

7.0 Support for Students

  1. If there is an immediate risk or threat to a student then The University of Queensland Security can be contacted on 336 53333 (24 hours). Security are able to triage all communication to ensure that the most appropriate person deals with the matter.
  2. If there is a potential risk or threat to a student or a need to refer a student for treatment, recovery or preventative advice, then Student Services can be contacted on 336 51704 (M-F 8:30am-4:30pm).
 
 

8.0 Appendix

  1. Work Integrated Learning – definitions and typology
  2. Host Organisation: Expression of Interest – criteria for initial assessment of Host Organisation viability (for third-party providers and organisations younger than 10 years)
  3. Host Organisation: Questionnaire – criteria to assess suitability of Host Organisation following establishment of viability
 
Custodians
Academic Registrar Mr Mark Erickson
Custodians
Academic Registrar Mr Mark Erickson