QM33
QM Policy and Procedure: Work Experience and Vocational Placements
1.0
POLICY STATEMENT (Why this policy exists)
To outline the QM policy in relation to work experience and vocational placements, and the
procedures to be followed when participating in such programs.
2.0
DEFINITIONS (Meanings of words and acronyms used in this policy)
Agreement (also referred to as “Work Experience Agreement” or “Vocational Placement
Agreement”) is the arrangement entered into between the educational establishment and
QM for the placement of a student.
CAA is the Corporate Administration Agency which provides corporate services to QM
including Human Resource Management.
Competency Log is a record of the competency gained, both general and industry specific,
during the placement period.
Educational Establishment is the place where a student is enrolled. This may be:
(a)
a state school;
(b)
a private school;
(c)
a state college or training institution (where a student is enrolled under the
Vocational Education, Training and Employment Act 2000);
(d)
home (where a student receives home-based schooling);
(e)
an international educational institution;
(f)
a university; or
(g)
an entity prescribed under a regulation to be an educational establishment.
Responsible Officer is in the majority of circumstances, the supervisor of the work area
where the student is placed. In work experience arrangements that operate across two or
more work areas, the responsible officer will be the HR and Organisational Development
Officer.
Student means an individual who is at least 14 years old at the time of placement, and is
enrolled in an educational establishment.
Vocational Placement is the placement of a student on unpaid vocational or training
experience under the auspices of the Vocational Education, Training and Employment Act
2000. (This term does not apply to students who are already employed by QM).
Work Experience is the involvement of students in the workplace on an unpaid basis, so
as to gain an insight into the work and operation of that workplace.
3.0
SCOPE (Who this policy applies to)
This policy applies to all sections of QM that wish to participate in a work experience or
vocational placement program and in particular the Responsible Officer. This policy does
not apply to volunteers or Honoraries (refer to Volunteer Policy for information on volunteer
arrangements).
The provision of placements will always be subject to the ability of QM to assist without
adverse effect to normal operations.
Students who participate in a work experience program will be matched to QM operational
requirements. The HR and Organisational Development Officer will administer the work
experience program.
4.0
PRINCIPLES (Any underlying legislation or general requirements for this policy)
QM acknowledges the mutual benefits to all parties that participate in work experience or
vocational placements and actively provides such opportunities to interested members of
the community.
Students should be afforded the opportunity to experience as many components as is
reasonably possible. Consideration should be given to the student’s educational and
physical needs, while also maintaining the requirements of QM.
Work experience and vocational placements aim to provide students with an opportunity to
relate their studies to the workplace, prepare them for the demands and expectations of the
working world, and help them to make informed career decisions by assessing their
aptitudes and interests. Accordingly, in allocating tasks to students, QM has a responsibility
to ensure that the participant has adequate skills to perform the tasks.
Students are not to be placed in areas that expose them, or are likely to expose them, to
dangerous situations or sensitive information.
5.0
ELEMENTS (The essential content of the policy)
5.1
ELIGIBILITY AND CONDITIONS
The following conditions must be satisfied before the work experience or vocational
placement takes place:
a)
The opportunity to perform work experience is open to any student
who is currently enrolled in an educational establishment;
b)
The student must have attained the age of 14 years;
c)
If the student is a minor (under 18 years of age), a parent or guardian
of the student must give written consent to the arrangements;
d)
The placement must be no more than 30 days during any one
calendar year as per Education Queensland policy (work experience
students only);
e)
The placement is not to occur during times of excessive workload
and limited resources;
5.2
f)
Students must work within the limitations of the ordinary working
hours, as determined by the applicable Awards, legislation or any
industrial agreements;
g)
No payment is to be made for any work performed during the
placement;
h)
The HR and Organisational Development Officer and the educational
establishment complete a Work Experience Agreement (supplied by
the educational establishment) before the student starts their
placement and this document is filed in records management; and
i)
The student must be covered by the appropriate insurance (refer to
Section 5.2).
INSURANCE AND WORKERS’ COMPENSATION
There are two types of insurance that must be provided before a work
experience/vocational placement can commence - public liability insurance and
workers’ compensation cover. Students are only covered after the relevant
Agreement forms have been completed and signed by all parties. CAA will obtain
evidence of this coverage from the relevant educational establishment and retain
this with the student’s Agreement forms. Students without insurance cover cannot
participate in a work experience/vocational placement program.
The insurance providers for work experience and vocational placements vary
depending on the educational establishment:
State School Students and Home-Based Schooling Students
a)
State school students and home-based schooling students are
automatically insured under Education Queensland’s work
experience public liability policy.
b)
Education Queensland’s WorkCover policy extends to state school
and home-based schooling students on approved work experience.
This is a special type of worker’s compensation cover against
permanent injury, disability, dismemberment or death, occurring
either at the work experience location, or while travelling directly
between their place of abode or school, and the work experience
site.
Private School Students
a)
Private school students are automatically insured under Education
Queensland’s work experience public liability policy.
b)
Non-state schools must make their own arrangements with
WorkCover for coverage of their students.
TAFE Institutions
TAFE vocational placement students are automatically insured under
TAFE’s public liability policy and Work Cover policy.
Universities and Other Private Educational Establishments
These institutions are responsible for providing both public liability and
worker’s compensation cover for vocational placement students.
5.3
INDUCTION PROCESS
The Responsible Officer must ensure the work experience or vocational placement
student is given an induction to the work area. The induction should include the
following:
Workplace Health and Safety
QM has the same obligation of care to work experience and vocational
placement students as it has towards employees. Responsible Officers are
to:

inform students about workplace health and safety including
emergency exits and procedures, first aid officers, fire wardens and
workplace health and safety officers;

take all reasonable steps to ensure that students are not exposed to
hazardous situations;

take reasonable steps to ensure that the work environment into
which the person is placed is without risk to the health and safety of
the student in accordance with the Workplace Health and Safety Act
1995.
All accidents and other workplace issues involving students are to be dealt
with using the same procedures applicable to other employees. The
Responsible Officer must report any accidents involving work experience
students to the student’s school as soon as possible, and document the
actions taken. Accidents involving secondary school students will also be
investigated by the school, in order to fulfil Education Queensland policy.
Sexual Harassment/Anti-Discrimination
Students are subject to the same policies and procedures for sexual
harassment and anti-discrimination as QM employees. Responsible Officers
are to ensure that students are familiar with QM policies and procedures on
sexual harassment and anti-discrimination.
Code of Conduct
The Code of Conduct applies, and can be administered, solely to
employees. However, the Responsible Officer is to ensure that adult
students are aware of the principles of the Code of Conduct (e.g. showing
respect for others, respect for the law).
Internet Access
All work experience students must complete an Application for Network
Access which also includes a declaration that they have read and
understood the Internet Usage Policy. Network access will not be granted
until this form is completed and signed.
Departmental Vehicles
Work experience students are not to drive departmental vehicles on a public
road or thoroughfare, as their insurance policy excludes coverage while
driving vehicles under these conditions. Where there is a need for a
vocational placement student to drive a government vehicle, the
Responsible Officer must ensure the student is aware of the Motor Vehicle
Policy.
5.4
REIMBURSEMENT OF REASONABLE EXPENSES
Work experience and vocational placement students are not QM employees.
Consequently, they are not eligible for the entitlements afforded to employees, such
as travelling or meal allowances. However, students may be eligible to claim for
incidental costs such as travel and meal expenses incurred as a result of unusual
circumstances. Initial approval to be reimbursed expenses must be obtained from
the CEO. Receipts should be provided with any claim for reimbursement of
reasonable and approved expenses.
5.5
TERMINATION OF AGREEMENT
QM may terminate the Agreement at any time due to operational requirements or
non-performance by a student.
The Responsible Officer determines nonperformance by the student. The student also has the option of terminating the
Agreement at any time. The Responsible Officer may choose to discuss the nonperformance of a student with the contact from the educational establishment. This
may allow the student to improve their performance without terminating the
Agreement.
If an Agreement is to be terminated, it should be communicated to the student in
writing. There is no minimum period of notice required. The Responsible Officer
shall also advise the HR and Organisational Development Officer when a student’s
placement is terminated (regardless of the initiating party).
5.6.
PROCEDURES
All requests for work experience are to be made using the Application for Work
Experience Form. All forms are then forwarded to the HR and Organisational
Development Officer.
The HR and Organisational Development Officer will coordinate a work program for
the work experience student in consultation with various areas of QM. In
circumstances where the work experience extends over two or more work areas of
QM, the HR and Organisational Development Officer remains the Responsible
Officer. In all other circumstances the Responsible Officer is the supervisor of the
work area in which the student is placed. The Responsible Officer will coordinate
the signing of the Agreement. The Responsible Officer will retain the copy of the
Agreement and supporting documentation on the appropriate QM Records file.
On the date of commencement, the Responsible Officer will give the student a brief
QM induction.
During the placement period the Responsible Officer will:

Supervise and allocate duties to the student;

Report any student absences to the contact officer at the educational
establishment;

Complete the Competency Log (if necessary).
6.0
RELATED DOCUMENTS..
DOCUMENT TITLE
DOCUMENT LOCATION (html links)
Education (Work Experience) Act 1996
http://www.legislation.qld.gov.au/LEGISLTN/CURRE
NT/E/EducWkExA96.pdf
Vocational Education, Training and
Employment Act 2000
http://www.legislation.qld.gov.au/LEGISLTN/CURRE
NT/V/VocEDTrEmA00.pdf
Department of Education Manual:
Curriculum and Studies, CS-08: Work
Experience Placements – Work
Education
http://education.qld.gov.au/students/placement/work
Workplace Health and Safety Act 1995
http://www.legislation.qld.gov.au/LEGISLTN/CURRE
NT/V/VocEDTrEmA00.pdf
Workers Compensation and
Rehabilitation Act 2003
http://www.legislation.qld.gov.au/legisltn/current/w/wo
rkerscompa03.pdf
Workers Compensation and
Rehabilitation Regulation 2003
http://www.legislation.qld.gov.au/LEGISLTN/CURRE
NT/W/WorkersCompR03.pdf
Working Hours Policy
http://intranet.qm.qld.gov.au/sections/hr/working_con
ditions/index.asp
Code of Conduct
http://intranet.qm.qld.gov.au/sections/hr
Motor Vehicle Policy
http://intranet.qm.qld.gov.au/documents/policies/admi
n/Vehicle%20policy.doc
Internet Usage Policy
http://intranet.qm.qld.gov.au/sections/it/
Application for Work Experience Form
http://intranet.qm.qld.gov.au/sections/hr/volunteers/in
dex.asp
7.0
DOCUMENT HISTORY (Summary of document amendments to be shown here:)
VERSION
DATE
AMENDMENT
1.0
01/03/2004
Approved
1.1
22/11/2007
Format review
1.2
06/05/2008
Technical review
1.3
18/05/2010
Technical review
8.0
MORE INFORMATION (Who do I go to if I need to know more about this policy?)
Policy owner/creator:
HR and Organisational Development Officer, QM
9.0
AUTHORISATION (When was the policy approved and by whom?)
Approved by:
Dr Ian Galloway
Title:
CEO, QM
Approval date:
01/03/2004
10.0
REVIEW PROCESS (When will this policy change?)
This policy will be reviewed every 2 years and at other times if any significant new
information or legislative or organisational change warrants a change to this document.
Once printed this document is no longer a controlled document.