Work Experience

Roles and responsibilities

The Ministerial Order 1413 – Work Experience Arrangements (PDF) sets out in detail the responsibilities and duties which are outlined here.

Principal or nominated person

Principals may nominate a person or class of persons (‘nominated person’) employed at the school to perform the powers and functions of the principal which relate to work experience (WE) arrangements.

When nominating a person, a principal must ensure that the person has the required knowledge and understanding of obligations in the Education and Training Reform Act 2006 (Vic) and Ministerial Order 1413 (PDF) relating to work experience arrangements.

Determining who is selected as the nominated person and for what duration is up to the discretion of the principal. Examples of who nominated persons might be include, but are not limited to:

• an assistant principal at the school
• a teacher or education support staff member who has responsibility for coordinating the school’s work experience program.

If the WE coordinator is the nominated person, they must not review and approve any arrangement that they have prepared in their capacity as a WE coordinator. This ensures that the approval process for the WE arrangements is robust. In such situations, the arrangement form should be signed by the principal or another nominated person.

A nominated person will have the same powers and duties for these arrangements that the principal would have. Therefore, their responsibility or liability will be the same, and not at risk of being greater than, that of the principal in cases relating to work experience arrangements.

If a proposed nominee is uncomfortable with accepting the responsibilities of a nominated person, the principal may decide to assess the suitability of another appropriate person.

Placement arrangements

The principal or nominated person has a pivotal role in the organisation of work experience programs. While the work experience coordinator arranges and manages the placements on a day-to-day basis, the principal or nominated person must ensure all relevant guidelines and procedures are followed.

Principals or nominated persons must also ensure that work experience coordinators and other relevant staff are familiar with the advice in the Guidance tab.

Note: It is important that the principal or nominated person is aware of the needs and requirements of students with special needs (and in particular, of students with disability) and that the work experience undertaken by these students is within their capabilities. Refer to the Students with disability and additional needs section of this guidance for further information.

The Work experience arrangement form must be signed by the principal or nominated person before the placement commences. At the time of signing the form, the principal or nominated person must ensure the following.

Health and safety

• The safety, health, development, education and wellbeing of the student will not suffer under the arrangement
• School compliance with the Child Safe Standards will be maintained throughout the duration of the proposed arrangement
• The student will not be subjected to any form of exploitation, harassment or unlawful discrimination during the course of the arrangement
• The arrangement is not prohibited employment under the Child Employment Act 2003. Refer to the chapter on Student safety and wellbeing on the Guidance tab for more details
• The student has provided evidence of completing the required occupational health and safety program ( safe@work or, in the case of students with disability, A Job Well Done) prior to the commencement of the work experience. Government school students can provide this evidence in the WBL App
• The student has the work experience coordinator’s contact details to report any incidents of harassment, bullying, abuse or violence
• The employer has been provided with any necessary health information in relation to the student, including any information relating to any medical condition which may require treatment during the placement
• If the employer has been permitted to engage more than one student for every 3 employees, the principal or nominated person must be satisfied that the placement will not be detrimental to the health or wellbeing of any student in that workplace and the student must be visited as frequently as is reasonably practicable

Placement suitability

• The proposed work experience will provide workplace learning suitable to the needs of the student, within the time frame specified and according to the student’s capabilities
• The distribution of work experience days during the school year under the proposed arrangement does not disadvantage the student with regard to the rest of their educational program at school

Administration

• Where the arrangement is for a student under 15 years of age, the employer has provided a certified copy of the nominated supervisor’s valid Working with Children Check
• Both the employer and the nominated supervisor(s) of the student in the workplace are aware of their obligations to the student under the arrangement, as outlined in the Employer Acknowledgment section of the work experience arrangement form
• The employer, student and parent/carer (where the student is under 18 years of age) have completed the relevant sections of the work experience arrangement form
• The work experience coordinator has arranged with the student an appropriate time to contact the student at least once during the placement

Student readiness

• The student has the capability to undertake the work experience as specified within the arrangement and can do so without exposing themselves or others in the workplace to any unacceptable risk
• The student, or the parent/carer where the student is under 18 years of age, have made appropriate arrangements to travel to and from the workplace
• Where it is proposed that the student may be required to undertake vehicle travel with the employer, that the student and parent/carer (where the student is under 18 years of age) have given consent by completing the work experience travel and accommodation form. This form can be completed via the WBL App (government school users only)
• Where required, appropriate arrangements have been made for the student to stay at accommodation other than their normal place of residence

Work experience coordinator

The work experience coordinator provides the link between the student, the school and the employer and is the key figure in any work experience program.

The role of the work experience coordinator is to assist students to find work experience positions, liaise with employers, ensure students are prepared for work experience, provide support to the student and the employer during the placement and be the main point of contact between the student, employer and the school.

Before the placement

The work experience coordinator must ensure the following.

Student readiness

• Where required, support students to explore their interests and assist students to identify and match with employers interested in offering work experience and arrange contact with those employers – this can also involve working with the Local Learning and Employment Networks (LLENs)
• Ensure students are undertaking or have completed the required occupational health and safety preparation program ( safe@work or, in the case of students with disability, A Job Well Done) Refer to Student safety and wellbeing on the Guidance tab for more details
• Where possible, prepare the students to be conscious of potential risks and give them strategies to deal with these risks, such as the need to report perceived hazards or concerns to their supervisor without delay
• Ensure students are aware of equal opportunity and unlawful harassment and discrimination, and how to recognise abuse or other risks to their safety, and have the skills and confidence to raise concerns, make complaints or let someone know they feel unsafe. Refer to Student safety and wellbeing on the Guidance tab for more details
• Ensure students understand their rights and responsibilities and are aware of strategies to deal with any issues or concerns which may arise
• Ensure the student is ‘work ready’ and understands workplace behaviour and etiquette, including ensuring that students understand that they must not use the internet or other electronic communications for accessing illegal, offensive or inappropriate material
• Ensure the student is aware of any school allocated work experience tasks that the student must undertake while on placement (for example, completion of a journal)
• Ensure that the student knows what to do in case of lateness to work, absence and/or an accident

Employer readiness

• Ensure that supervisors have been allocated for each student and that there will be adequate supervision of the student to ensure their wellbeing and safety in a discrimination and harassment free working environment
• Arrange a meeting or contact with employers to explain the procedures and processes related to work experience and provide the Work experience guidelines for employers (DOCX)
• Ensure the employer are aware of any school allocated work experience tasks that the student must undertake while on placement (for example, completion of a journal)

Administration

• Provide students and parents/carers (where the student is under 18 years of age) with the Information sheet for parents and carers – Understanding the digital work placement form (DOCX) prior to sending the student and parent or carer the digital forms
• Ensure the work experience arrangement form for each student is completed correctly and signed by all relevant parties, and that copies of the form have been given to the employer, student and parent/carer (where the student is under 18 years of age)
• Ensure the employer and the student have a clear understanding of the activities the student will undertake in the workplace

During the placement

The work experience coordinator must:

• make contact with the student at least once during the arrangement and if the placement under the arrangement includes placement days during more than one term, at least once during each term. If contact is made in the form of a visit, the work experience coordinator must create a report on the visit
• provide support to the employer/supervisor, if required, for example in creating a work program that would be suitable for the student, and providing clarification regarding employer/supervisor roles and responsibilities
• be available as the first point of contact should anything go wrong and ensure that all correct procedures are followed. Refer to Student safety and wellbeing.

Note: School staff must report any reasonable suspicion that a child has been abused or is at risk of being abused. This includes abuse that has, or is suspected to have, taken place during the course of the work experience arrangement, within or outside of school grounds and hours. For further information, refer to Report child abuse in schools.

After the placement

The work experience coordinator must:

• conduct a debriefing session which allows the student to evaluate and reflect on the placement
• review the work experience program and report on any issues or concerns for future planning
• debrief with the principal or nominated person and other relevant staff on outcomes of the work experience program.

The work experience coordinator may invite the employer to complete an employer evaluation. It is strongly recommended that letters of thanks are written to the employer by the student and the school.

Resources to support work experience coordinators perform their role, including ensuring students understand their rights and responsibilities, can be found on the Resources tab.

Employer

Employers must understand their roles and responsibilities before, during and after entering a work experience arrangement.

The primary ways in which employers are made aware of their responsibilities are via the following forms:

• work experience guidelines for employers
• work experience arrangement form
• fact sheet for employers: child safe standards and workplace learning.

The employer must acknowledge on the work experience arrangement form that they have read the Work Experience guidelines for employers (DOCX) provided by the school.

The employer must set up a work program for students that:

• gives them an opportunity to experience a variety of tasks in the workplace
• familiarises them with the running of the organisation and introduces key staff involved
• familiarises them with the school allocated work experience tasks that the student must undertake while on placement, for example, completion of a journal.

Before the placement

The employer must ensure that:

• the work experience coordinator and the student are aware of any special requirements (for example, starting and finishing times, special items of clothing, the need for confidentiality)
• a supervisor has been allocated to the student and that this person is aware of what is required of them during the placement
• the supervisor and other employees in the workplace understand acceptable and unacceptable behaviours when interacting with students
• any nominated supervisor has a valid Working with Children Check if the student is under 15 years of age.

During the placement

The employer must ensure that:

• the student is inducted into the workplace on their first day of placement
• the student understands workplace policies regarding bullying, harassment and discrimination, and any other behavioural standards or codes of conduct that apply to the workplace
• the student is given an opportunity to complete any required school allocated work experience tasks during the placement – for example, completing a journal
• the student understands the tasks they will undertake during the placement
• where required, the student is provided with appropriate clothing and protective equipment and instructed in its use
• the student is given adequate support and directly supervised at all times while undertaking work related activities
• the student understands the workplace policy for dealing with concerns or complaints about behaviour at work
• the student has access to their supervisor(s) and knows how to report any problems or concerns
• the principal or nominated person is consulted if it is deemed necessary to terminate the arrangement before the agreed time
• the student is paid a minimum of $5 per day
• the principal or nominated person or the work experience coordinator is immediately contacted if the student becomes ill or is injured in the course of the placement
• the work experience coordinator is immediately contacted if the student is absent without notification or in case any other issue arises at the workplace
• the student and school staff can readily contact each other, to monitor progress and address any issues promptly.

After the placement

The employer must ensure that:

• the placement is discussed with the student to find out if the student was satisfied with the work experience
• reimbursement has been paid to the student, in accordance with section 5.4.9 of the Education and Training Reform Act 2006.

For work experience placements arranged via the WBL app, employers are encouraged to complete the employer evaluation form available via the WBL app. The employer will automatically receive an evaluation form to complete.

The employer may be invited to complete an employer evaluation.

Student

Students must be aware that they are representing their school while on work experience and must continue to observe school policies and codes of conduct.

Students must also follow general workplace rules and understand protocols regarding the internet. In particular, students must not use the internet or other electronic communications for accessing illegal, offensive or inappropriate material. They must understand that some work placements might use sensitive information that must remain private and confidential.

Before the placement

The student must:

• complete the required occupational health and safety program ( safe@work or, in the case of students with disability, A Job Well Done)
• complete and sign the work experience arrangement form under the guidance of the work experience coordinator
• call or meet with the employer/supervisor on site before commencing the placement to discuss:
  • starting and finishing times
  • arrangements for meal breaks
  • clothing requirements
  • tasks/activities to be performed
  • any equipment or tools that the student may be required to bring
  • any special requirements the student may have
• if required, remind the employer at least 2 weeks prior to commencement of the upcoming placement
• ensure they have the contact details of the work experience coordinator at their school.

During the placement

The student must:

• maintain a diary or log book and/or complete work experience assignments and other tasks which have been set by the school
• complete allocated tasks to the best of their ability and in accordance with instructions and safety information provided their employer and/or supervisor
• wear clothing appropriate to the workplace and be punctual in attendance as agreed with the employer
• inform the work experience coordinator and employer of expected absences from work, or necessary late arrivals
• report any concerns or issues to the work experience coordinator without delay
• immediately report all accidents, ‘near misses’ and hazardous situations in the workplace to their employer and/or supervisor and the work experience coordinator
• immediately seek advice from their supervisor when unfamiliar with workplace procedures or uncertain about how to complete a task
• keep contact numbers of their parents/carers, school and employer with them at all times during their placement so that they can inform these parties about any changes to working times or other issues which may arise.

After the placement

The student must:

• complete and submit all journals, assignments and school assessed tasks which have been set by the school
• evaluate and reflect on the placement, and discuss the suitability of the placement with the work experience coordinator.

For work experience placements arranged via the WBL app, students are encouraged to complete the student evaluation form available via the WBL app. The student will automatically receive an evaluation form to complete.

It is strongly recommended that the student completes a letter of thanks to the employer and keeps a copy of the employer evaluation for use in their personal portfolio and future placements.

Parent or carer

Parents/carers have an important role in the successful delivery of work experience for their children. They play a vital role in discussing suitable work experience placements with their children and assisting them to understand roles and responsibilities in the world of work.

Before the placement

The parent/carer may:

• discuss information about occupations and industries that their child could consider for a work experience placement
• where required, assist their child to find a work experience placement
• share their own experiences of work and address any uncertainties their child may have.

The parent/carer must:

• sign the work experience arrangement form
• make appropriate arrangements for their child to safely travel to and from work experience
• make appropriate arrangements if their child is required to stay at accommodation other than their normal place of residence and complete the work experience travel and accommodation form
• provide consent to any proposed vehicle travel that their child may undertake with the employer by completing the work experience travel and accommodation form
• discuss the workplace and schoolwork requirements at home and where possible, assist their child to gain an understanding of expectations in the workplace
• provide any necessary health information relating to their child, including details of any medical condition which may require treatment during the placement to the school.

During the placement

The parent/carer is encouraged to:

• discuss the day’s activities with their child and, if any problems are identified, encourage them to follow correct procedures to deal with the problem
• keep details of the workplace with them in case they need to contact their child.

After the placement

It is recommended that the parent/carer assist in the debriefing process upon completion of the work experience placement, and encourage their child to reflect upon their experiences in the workplace and continue their exploration of careers and occupations.

If required, parents/carers can refer to their child’s school for further guidance on how to support their child’s work experience arrangements.