Putting theory into
practice
Practical placement in the
tourism, travel, hospitality and
events industries
A guide for registered training
organisations
This document is published by:
Service Skills Australia
Level 10, 171 Clarence Street
Sydney, NSW 2000
Phone
Fax
Email
Website
02 8243 1200
02 8243 1299
info@serviceskills.com.au
serviceskills.com.au
Document Version 1.0
DISCLAIMER
This publication is a general reference only designed for adaptation by users. Service Skills Australia
accepts no liability for the accuracy of the information, the opinions expressed and any losses from relying
solely on this publication.
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About these practical placement resources ............................................... 4
A word about terminology ........................................................................................................... 4
Roles & Responsibilities in Practical Placement ........................................... 5
Special legal and insurance considerations? ............................................................................ 5
RTO Responsibilities............................................................................................ 7
Establishing the program .............................................................................................................. 7
Organising placements................................................................................................................. 7
Planning student work programs ................................................................................................. 9
Communicating with students and employers ....................................................................... 10
Sample Checklists and Documentation ..................................................... 11
Checklist: Developing a Practical Placement Program ........................................................ 12
Checklist: Pre-placement Checklist .......................................................................................... 14
Checklist: Building and Maintaining Industry Networks .......................................................... 15
Sample Practical Placement Agreement ................................................................................ 16
Sample Accident Report Form .................................................................................................. 19
Sample Course Information Sheet (travel example) .............................................................. 20
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About these practical placement resources
Overwhelmingly, employers and training organisations agree that providing students with the opportunity
to practise their skills in the workplace is a great idea.
It is also true that the use of practical placement varies widely across the tourism, travel, hospitality and
events industries.
In travel, tourism and events, practical placement is not very widely used. The industry is characterised by
its high number of small businesses and often does not have the capacity to support students in the
workplace.
In the hospitality sectors, practical placement is used more extensively, perhaps partly because of the
nature of the work, and partly because it is now a requirement within the Training Package that all students
work a number of shifts to demonstrate their competence. While larger Registered Training Organisations
(RTOs) run their own training kitchens and restaurants, many smaller RTOs organise industry placements
for their students.
As a first practical step towards promoting and supporting practical placement in sectors where it is not
widely used, Service Skills Australia has developed three resources under the banner of Putting Theory into
Practice: Practical Placement in the Tourism, Travel, Hospitality and Events Industries:


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A Guide for Registered Training Organisations (this document)
A Guide for Employers
Student Workbook
The resources are designed to provide information and practical tools for training organisations, employers
and students. While employers and students are obviously integral to the overall process, the responsibility
for driving practical placement rests largely with RTOs.
All documents are designed for adaptation and ‘badging’ by RTOs to meet their specific needs.
A word about terminology
Terms like Practical placement, Workplace experience, Work Placement are often used interchangeably.
Generally speaking, workplace experience is a less formal arrangement where the student’s workplace
activities may have no direct link to the content of the qualification in which he or she is enrolled. Practical
placement tends to be more structured, where the student may actually be assessed in the workplace
against specific units of competency from their course of study.
These resources support the notion of practical placement being used as a formal component of a student’s
qualification, and the need to collect and use information from the work placement as part of the student’s
overall assessment. However, this does not have to include assessment in the workplace against whole
units of competency, as that is unlikely to occur in some sectors.
For the purpose of these resources, the term practical placement is used to describe ‘any type of placement
or experience in the workplace that formally contributes to the completion of a qualification’.
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Roles & Responsibilities in Practical Placement
Practical Placement Coordinator at the RTO
 Organises placement with students and employers
 Works with the employer to plan a work program for the student
 Keeps in contact with students and employers during the placement
 De-briefs student and employer at the end of the placement
 Takes responsibility for documentation required by the training organisation
 Follows the procedural requirements of the training organisation in relation to insurance and legal
considerations
Employer /Workplace Supervisor
 Gives the student an introduction to the workplace
 Takes responsibility for the direction of the student during the placement
 Provides a safe workplace, free from bullying and verbal, physical, racial and sexual abuse
 Provides opportunities to develop knowledge and skills
 Fills in relevant sections of the student’s workbook, including a student evaluation
 De-briefs the student at the end of the placement
Student
 Obtains consent for practical placement from a parent or guardian, if under 18 years of age
 Acts in a professional and courteous way and respects the rights of other people in the workplace
 Follows the policies and procedures of the host workplace
 Keeps information about the host business confidential unless agreed to by the employer
 Pro-actively seeks to develop skills and knowledge during the placement
 Completes student workbook or other documentation required by the training organisation
 Participates in a de-brief with the employer and practical placement coordinator
Special legal and insurance considerations?
Of course, all the normal legal obligations that apply to employers (WHS, anti-discrimination etc) are still
relevant for a Practical Placement student. For school age students they may be requirements around
working with children checks. An additional consideration is Fair Work Act 2009 (FW Act) and its
requirements around unpaid work, and whether a practical placement constitutes an employment
contract.
You can find more detailed information about employer obligations under the FW Act on the following
links.
http://www.fairwork.gov.au/pay/student-placement-and-unpaid-work/pages/default.aspx
http://www.fairwork.gov.au/factsheets/FWO-fact-sheet-Internships-Vocational-Placements-UnpaidWork.pdf
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The RTO is usually obliged to cover a student for public liability insurance, accident insurance and
professional indemnity insurance, particularly if the placement is a requirement of the student’s studies.
If you are a public RTO, or school, there will be established internal systems in place that you need to follow
to meet all legal and insurance requirements.
Legal and insurance requirements vary between states and territories, and private RTOs should undertake
their own research to ensure local requirements are met.
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RTO Responsibilities
A robust placement program is one mark of a quality training organisation. Good practical placement can
be used as a very effective marketing tool both with industry and prospective students. There is no set
duration for work placement in travel or tourism and this remains at the discretion of the RTO and its host
employers.
Establishing the program
A first step in establishing and maintaining a successful practical placement program is to develop clear
systems, procedures and documentation to support it.
Each RTO needs to consider:
 Program objectives and priorities
 Roles and Responsibilities in the RTO
 Step-by- step process of managing practical placement
 Documentation and recording systems to support the program
For more detailed advice, see RTO Checklist: Developing a Practical Placement Program
Organising placements
Once systems and procedures are in place, organising placements can begin.
Industry networks
Probably, the most important factor that will impact your success in finding student placements is the
quality of your industry networks. RTOs build these networks in many ways – some are personal, others are
more systematic. Relationships with industry across all areas of the RTO operation will affect industry
willingness to host your students.
For more information, see RTO Checklist: Building and Maintaining Industry Networks
Getting the timing right
To make sure your students are providing the best possible value to employers, it makes sense for practical
placements to happen towards the end of a course rather than at the beginning. At a minimum, you should
be confident that students going on work placement are able to:
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Interact positively with others, both colleagues and customers
Provide routine customer service – face-to-face, on the phone or remotely
Show an understanding of the travel and tourism industry in terms of its structure and operation
Behave in a professional manner
Timing also needs to be considered from the employer perspective. It is important to be aware of the
seasonal factors that impact host organisations. And it cuts two ways – busy periods may mean it is
impossible for some organisations to host students, but for some businesses peak times may mean they
have lots of work that students can assist with.
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Matching workplaces and students
Not all students are suited to all workplaces. If a student’s strength lies more in detailed administrative
work than face-to-face communication, then throwing them into a workplace that needs a confident
people person is not likely to work. Here are a few things to consider when placing individual students:

What does the employer need?

What are the employer’s expectations?

What is the level of risk involved in the proposed work activities?
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How ready is the individual student to undertake the activities?
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How much preparation is needed for the student and the employer prior to the placement?

What are the practical issues to consider:
o travelling times
o hours of work
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Planning student work programs
The work that students will do during their practical placement, and the level of formality in any work
program will vary depending on the host organisation business.
Where possible, it is the RTOs job to work with the employer to agree what the student will do. The closer
the work activities mirror the competencies being developed in the student’s course the better. But of
course, this is not always possible. The majority of organisations will not ‘let students loose’ on their
systems and customers without first being convinced that the student can do the job properly or without a
high level of supervision. It is therefore more likely that the placement focus will be on the equally
important but more generic skills such as communication and customer service. Note that this is not the
case for hospitality industry sectors, where the placement can mirror course competencies much more
closely.
Knowing the skills profile of individual students will allow you to confidently work with employers to tailor
programs to meet specific needs. The Guide for Employers includes a checklist of items for planning a work
program.
Each student should have a workbook where they can records the types of work they’ve done, where the
employer is able to make comments and complete an evaluation at the end of the placement.
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Communicating with students and employers
It is the RTO’s role to manage all communication with students and employers. In essence, this breaks
down into three components:
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
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Before the placement begins:
o Finding the placement
o Preparing students and employers and managing expectations
During the placement:
o Visiting the workplace (may not always be possible)
o Communicating by email or phone
o Providing support and troubleshooting
At the end of the placement:
o Organising a de-briefing
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Sample Checklists and Documentation
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Checklist: Developing a Practical Placement Program
Checklist: Building and Maintaining Industry Networks
Checklist: Practical Placement Documentation
Sample Practical Placement Agreement
Sample Accident Report Form
Sample Course Information Sheet
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Checklist: Developing a Practical Placement Program
The checklist below is presented as a possible table of contents for Practical Placement Policy and
Procedures Manual
Key Headings
Action Required
Vision and objectives:
 Overall goals
 Particular courses?
 Particular sectors?
 Particular skills?
 Duration of placements?
Roles and responsibilities:
 Practical placement coordinator
 Individual teachers
 College administration
 Marketing staff
Step-by step process
 Organising placements
 Preparing students:
o Developing work programs
o Managing expectations
 Preparing employers
o Developing work programs
o Managing expectations
 Coordinating documentation
 Ongoing contact during placement with:
o students
o employers
 De-briefing processes:
o students
o employers
 Management of student workbooks:
o Evaluation and competency mapping
o Integration into overall course assessments
 Contingency measures:
o Student illness
o Cancellation by employers
 Continuous improvement actions
Documentation / resources to support the program:
 Database of industry contacts
 Industry networking plan / marketing plan
 Agreement to be signed by Employer, RTO & Student
 Accident / Incident Report Form for use by Employer
 Customised Employer Guide / Information
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Course Information Sheet
Customised Student Workbooks
Schedule for liaising with Employer during placement
Schedule for liaising with / visiting the student
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Checklist: Pre-placement Checklist
Have we:
 Prepared the employer:
 Provided customised employer information
 Developed the work program
 Managed expectations
 Prepared the student:
 Provided customised student workbook
 Developed the work program
 Managing expectations
 Completed and checked relevant documentation:
 Agreement to be signed by Employer, RTO & Student
 Confirmed insurance details
 Confirmed and acted on any legal requirements
 Put in place procedures or schedule for:
 Monitoring and contact during placement
 De-briefing at end with student and employer
 Collecting and integrating information from placement into overall student assessment
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Checklist: Building and Maintaining Industry Networks
Does my RTO / Do I….?
Yes /
No
Action
Use industry people to help guide our
course development and operations?
Promote careers across all industry sectors
Make regular contact with my industry
networks?
Let my industry networks know about the
way we train our students?
Have industry people as guest speakers in
our courses?
Have ongoing conversations with industry
as a matter of course?
Ask industry what they need?
Have trainers and assessors with current
industry experience?
Have trainers & assessors that actively
participate in industry networks?
Keep contact with graduates once they are
out there working in industry?
Use our graduate pool as a source of work
placements?
Promote the benefits of work placement
to our industry networks?
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Sample Practical Placement Agreement
(text below is based on a hospitality example (amended) from Victoria, can be tailored to meet needs of
different States and Territories)
This agreement is made between the parties described in the Schedule as the Registered Training
Organisation, the Employer and the Student.
Purpose
This Agreement is a practical placement agreement made according to (insert details)
Placement Details
The training provider, __________________________ places the Participant with the Employer for the
purposes of enabling the Student to undertake the practical training described in the Schedule. Particulars
of the placement are as follows:
Placement Start Date:
Placement Finish Date:
Total number of hours the student will work during this period: ____ hours
Work day start and finish:
Location:
Cancellation of Practical Placement
The practical placement agreement may be cancelled at any time by the employer or the RTO giving
written notice to the other.
Schedule
Registered Training Organisation
Organisation Name:
Address:
Contact Person:
Telephone:
Facsimile:
Email:
Employer
Company Name:
Address:
Contact Person:
Telephone:
Facsimile:
Email:
Student
Name:
Address:
Course Title:
Telephone:
Email:
Emergency contact:
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Employer
I, XXX , on behalf of (enterprise name): agree that:
1. We comply with anti-discrimination, Privacy, occupational health and safety, Equal Opportunity
legislation and follow lawful workplace practices within our enterprise.
2. We understand the requirements of the Practical Placement. We will ensure that required planning,
induction, supervision and safe systems of work are provided for the participant to maintain a safe and
healthy Practical Placement at all times.
3. We will consider and take into account the competency, maturity and physical capabilities of the
participant in relation to all activities he or she will undertake. The participant’s program of activities
will be planned and carried out with these considerations in mind
4. We will nominate a supervisor (or supervisors) of the participant who will be responsible for ensuring
that my obligations as the participant’s employer are carried out.
5. We will provide appropriate information, training, instruction and supervision to the participant in
respect of occupational health and safety and will provide any equipment and/or clothing which are
required to comply with my duty of care toward the participant.
6. We will ensure that the Practical Placement is undertaken in a non-discriminatory and harassment free
environment.
7. We will permit access to the workplace and contact with the training co-coordinator or their
representative at any reasonable time during the Practical Placement period.
8. We will ensure that the Practical Placement arrangement is not used as a substitute for the
employment of employees and/or the payment of appropriate wages.
9. We will ensure that the maximum number of Practical Placement participants at the place of work does
not exceed one participant for every three full-time employees (or part thereof).
10. We will notify the co-coordinator in charge of Practical Placement as soon as is possible if the
participant is absent, injured or becomes ill in the course of undertaking the Practical Placement.
11. We will consult with the co-coordinator in charge of Practical Placement if I consider it necessary to
terminate the arrangement before the specified time.
I understand and accept the responsibilities set out above.
For and on behalf of the enterprise:
Signed:
Print Name:
On behalf of: XXX
Date:
Student
I, XXX, agree to take part in this Practical Placement Learning Arrangement and to:
 carry out all reasonable and lawful directions of the employer and perform my work to the best of my
ability
 comply with all reasonable workplace rules and requirements governing safety and behaviour
 attend at the workplace on each day at the agreed time
 inform both my employer and the co-coordinator of Practical Placements as soon as possible if I am
unable to attend work
 promptly inform the employer of any accident, injury or incident that may occur
 dress appropriately for the workplace.
Student signature:
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Print name:
Date:
Witnessed by:
Print Name:
Practical Placement Co-coordinator
I, XXX on behalf of (RTO): agree that we will be responsible for:
 finding placements
 being the main point of contact between the student, employer and the RTO
 providing support during the placement to both student and the employer
 liaising with employers, explaining the procedures and processes related to practical placement
 provide ongoing support to the employer/workplace supervisor if required
 ensure that the employer and the student have clear expectations about the skills and competencies
which the student is expected to gain in the workplace and that the student will be given the
opportunity to acquire these skills and competencies
 preparing students for the practical placement
 prepare the student to be aware of occupational health & safety and hygiene rules and regulations and
training relevant to the workplace before commencing their placement
 ensure the student and the workplace supervisors are aware of the assessment procedures and the
timing of the assessment
 ensuring that the student understands his/her rights and responsibilities
 ensuring that the student knows what to do in case of lateness at work, absence and/or an accident,
and is aware of strategies to deal with problems which may arise, and who to contact in a crisis
 visiting the student during the placement
 organizing for the assessment of the student to take place where appropriate and
 being available to be the first point of contact if any issues arise and ensure that all correct procedures
are followed.
For and on behalf of the RTO:
Signed:
Print Name:
Date:
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Sample Accident Report Form
(based on example from Victoria, can be tailored to meet different needs)
This report should be completed by the host employer and forwarded to the training organisation
immediately.
Student Details
Name
Address
Home telephone
Name of student’s
emergency contact
person
Telephone number of
student’s contact person
Host Employer Details
Name
Address
Employer contact person
Telephone number of
employer contact person
Particulars of accident
State when and where
the accident took place:
Describe the nature of
the injuries
State names and address
of any witnesses to the
accident
Has the student been
unable to attend the
workplace due to injury?
Please give details of
absences:
Declaration
I/ We declare that the foregoing statements are true and correct.
Name:
Telephone:
Position:
Signature:
Date Signed:
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Sample Course Information Sheet (travel example)
(to give to the Employer)
Course Outline: Certificate III in Travel
All students complete the following units as part of their course:
SITTIND201A Source and use information on the tourism industry
SITTTSL202A Access and interpret product information
SITTTSL301A Provide international destination information and advice
SITTTSL302A Provide Australian destination information and advice
SITTTSL303A Sell tourism products and services
SITTTSL304A Prepare quotations
SITTTSL306A Book supplier services
SITTTSL307A Process travel-related documentation
SITTTSL308A Use a computerised reservations or operations system
SITTTSL310A Construct normal international airfares
SITTTSL311A Construct promotional international airfares
SITXCC303A Provide service to customers
SITXCOM201A Show social and cultural sensitivity
SITXOHS101A Participate in safe work practices
Each student also completes 3 elective units – the content of those elective units will vary.
Students will have learned and practised skills in most of the above areas by the time they arrive at your
business. Any opportunity you can provide for workplace practice of these skills would be of great value to
the student.
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