Work Experience

Work experience arrangement form

All work experience arrangements in Victoria or in a reciprocating state (New South Wales and South Australia) must be made using the work experience arrangement form. All sections of this form must be completed and signed before the work experience commences.

Note: The work experience 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
• student
• parent/carer of the student (if the student is under 18 years of age)
• 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 work experience arrangement form is available in digital and paper-based format. The paper-based format can be downloaded from the Resources tab.

Government schools

Government schools are recommended to use the department’s Work-Based Learning Application (WBL App) to complete the digital work experience 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 work experience arrangement form on the Resources tab.

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

Non-government schools

Non-government schools must use the paper-based work experience arrangement form.

Note: When using the paper-based work experience 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 and 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 or nominated person must be provided to each party.

Variations or amendments to the arrangement form

Variations or amendments to the arrangement form may only be made in writing and must be 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 arrangement form

The principal must retain a copy of the arrangement form and records relating to work experience for a period of 30 years in accordance with the Retention and Disposal Authority for School Records (PDF).

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 WorkSafe Insurance claim is made, remarks relating to the work experience (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.