1. This procedure relates 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-related 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, travel management, 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 UQ 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 [36] or alternative process approved by the Director, Student Employability.

3.2 Engagement with Host Organisation

1. UQ 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 [37] 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 UQ.
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 UQ 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 [5]).
2. UQ 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 UQ prior to the commencement of the opportunity in accordance with the relevant approval processes;
   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-related 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 UQ’s insurance policies.

3.5 Compliance

1. UQ, 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 WIL and Work Experience management systems 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 [6];
   2. Blue Card, to comply with Working with Children (Risk Management and Screening) Act 2000 [38] (see PPL 1.60.07 Working with Children [8]);
   3. White Card, to comply with Part 6.5, Division 1, Section 317 of the Work Health and Safety Regulation 2011 [9];
   4. Yellow Identification Card, to comply with Corrective Services Act 2006 (Qld) [39];
   5. Disability Worker Screening, to comply with Disability Services Act 2006 (Qld) [11]; 
   6. clear National Criminal History Check for any placement where the host requires this to be undertaken; or
   7. informing UQ of a change in their criminal history.
3. If a student undertakes travel in relation to their work-related learning opportunity, they must:
   1. adhere to PPL 1.90.01 University Travel Management [40] as it relates to their activity, and
   2. 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. UQ 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. UQ’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 (UQ 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 (UQ) 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 Health and Safety Incident and Hazard Reporting [41].
4. UQ's Health, Safety and Wellness (WHS) Division is available to provide guidance where specialist knowledge is required to manage risk assessments, incidents, injuries or illnesses involving the student in relation to their 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 UQ.
2. Work Integrated Leaning: If the proposed Host Organisation satisfies criteria outlined in the ‘Host Organisation: Questionnaire’ form [37], or through a process approved by Director, Student Employability, then an agreement should be entered into between UQ and the Host Organisation prior to the commencement of the WIL opportunity. Ideally, the agreement will be UQ’s standard agreement for WIL and/or Work Experience. 

 Refer to UQ’s PPL 1.10.01 Delegations Policy [14] and Schedules of Delegation and Sub-Delegation regarding who is authorised to sign such agreements.

3. Work Experience: If the proposed Host Organisation satisfies the criteria outlined in the ‘Host Organisation: Questionnaire’ form [37], then an ‘Unpaid Work Experience Registration Form [15]’ should be authorised by UQ 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 [37], then an agreement should be entered into between UQ and the Third-Party Provider. Ideally, the agreement will be UQ’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 UQ’s WIL and Work Experience management system.

3.9.1 Preparation for WIL and Work Experience

1. UQ 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. UQ 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 ensure that the Supervisor (Host) is adequately briefed 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 UQ 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