Structured Workplace Learning

Structured workplace learning arrangement form

All structured workplace learning arrangements in Victoria or in a reciprocating state (New South Wales and South Australia) must be made using the department’s Structured workplace learning arrangement form, as required by Ministerial Order 1412. All sections of this form must be completed and signed before the structured workplace learning commences.

Note: The structured workplace learning arrangement form must not be used to make an arrangement in a state or territory which is not a reciprocating state. Refer to Interstate placements for more information.

The arrangement form must be signed by:

• the employer
• the student
• the parent/carer of the student (if the student is under 18 years of age)
• the principal or nominated person.

A copy of the arrangement form signed by the principal or nominated person must be provided to each party. The principal or nominated person must retain the original copy.

Completing the arrangement form

The structured workplace arrangement form is available in digital and paper-based format.

Government schools

Government schools are recommended to use the department’s Work-Based Learning Application (WBL App) to complete the digital structured workplace learning arrangement form. If the digital form is not used, or parents/carers, students or employers advise they wish to opt-out of completing the digital form, then schools must use the paper-based Structured workplace learning arrangement form (DOCX).

For more guidance on using the WBL App, refer to Work-Based Learning Application (WBL App).

Non-government schools

Non-government schools must use the paper-based Structured workplace learning arrangement form.

Note: When using the paper-based arrangement form, it is preferable that an original copy of the form is signed by all parties, but it is acceptable for an employer to sign, scan and email, or fax the form to the school, as long as the final copy of the form signed by the principal is clear, legible and has not had any information obscured or cut off during the scan or fax process. A copy of the form signed by the principal must be provided to each party.

Variations or amendments to the arrangement form

Variations or amendments to the arrangement form must be made in writing and signed by the employer, student, parent/carer (if the student is under 18 years of age) and the principal or nominated person. If the digital form in the WBL App is used, supporting evidence must be uploaded to the application record. For instructions, refer to the Work-Based Learning Application master user guide on the Resources tab.

Retention of the structured workplace learning arrangement form

The principal or nominated person must retain a copy of the arrangement form and records relating to structured workplace learning for a period of 30 years in accordance with the Retention and Disposal Authority for School Records.

Arrangement forms created using the Work-Based Learning Application will be securely retained in the system as digital records in compliance with records management policies and guidelines.

If a WorkCover claim is made, remarks relating to the structured workplace learning (including the claim number and details of any injury or illness) must be retained with the relevant arrangement form. Copies of all relevant medical certificates are also to be retained by the school.

For further information, refer to Records Management.