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OVERVIEW |
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PUBLIC-FACING |
Vocational Placement
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Vocational placement (VP) provides you with the opportunity to undertake practical training and to gain the experience required to demonstrate competency against the outcomes of a nationally recognised qualification. You are required to complete VP in a suitable workplace. A suitable workplace is an organisation that operates in the relevant industry sector that you are studying (e.g. youth work, early childhood, etc) that has the resources, facilities, equipment and range of work required to complete the tasks as outlined in the VP assessments. Unless you are currently working or volunteering, it is recommended that you do not begin VP until after you have completed your first unit of study. This gives you time to:
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RequirementsThe following is a list of the potential checks and steps you may be required to take before starting VP. Please note, each course has different requirements and not all of the requirements listed below will be relevant to your chosen course:
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Course-Specific RequirementsThe following table , outlines the VP requirements for each course that Strategix delivers:
*Students in South Australia may also require the Aged Care and/or the Vulnerable People checks. Key: Note: Hosts may also have their own requirement/s. Key:
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InsuranceStudents will be covered by Strategix’s insurance arrangements while on VP and only during the hours as agreed upon by the host and student. Insurance coverage will only take effect after Strategix has received the signed Vocational Placement Agreement. Currently employed students will fall under the insurance of their employer. If the Vocational Placement Agreement is not completed before starting VP, any VP-related assessment you complete, prior to Strategix receiving the Agreement, will not be recognised and you will not be covered under Strategix’s insurance in the event of a workplace accident. |
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Responsibilities and ObligationsStudent ResponsibilitiesPrior to starting VP:
During VP:
Host Responsibilities
Trainer/VP Coordinator Responsibilities
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Participate in Vocational PlacementSTEP 1: InductionDuring induction, you will be informed of the VP requirements, including but not limited to:
STEP 2: Student Preparation
Please note: The placement of students in VP is at the trainer’s discretion. The trainer may postpone your VP if they feel that you do not have the necessary foundational knowledge and skills to complete VP successfully and safely. STEP 3: Attend and Complete VP
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Find a VP HostStart Early: Start looking for a vocational placement host early. It is recommend that you don’t leave it any later than 6 weeks (even this may be a stretch to get in the door for some locations). Other students from other organisations are also looking for placement and some may be booked many months in advance. Get Help: Ask your family, partner and/or friends who work within the community relevant industry sector if their workplace takes students for vocational placement. Treat it like a job interviewLike a Job Interview:
If you don’t hear back, go back and follow up. Ask if they have had time to review and contemplate about your request and if it is somewhere you really want to be, leave another copy of your resume. What to say Say and doDo When meeting with the manager/supervisor at the organisation of interest, explain and outline the following:
If you get limited hours you can still complete your placement, it just may take a little longer to complete. Sometimes, if you are doing real well, they can will look at increasing your hours. |
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POLICY |
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PROCEDURE |
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STANDARDS AND REGULATORY REQUIREMENTS |
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Authority
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List here
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See Funding
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Regulatory Documents
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List here
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List the Contract, audit evidence requirements, standards etc. and the applicable section or clause from each document
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Approved By
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Name here
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Details / Decisions:
Appendix 1.
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Internal information
Policy:
This procedure sets out the way in which Strategix will manage Vocational Placement (VP) requirements of students who are studying online, on campus or in the workplace.
VP requirements are identified within training packages by either the inclusion of the wording ‘must be assessed in the workplace’ or by mandated hour requirements listed in the assessment requirements for the course or subject/s. Refer to training.gov.au for minimum work hour’s requirement for specific training packages.
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Where VP is completed in a voluntary capacity, students should not expect payment for the time and roles they perform while on placement. For information regarding the rights of a VP student access the Fair Work website.
To ensure that students are receiving a fair, valid and sufficient VP experience, a VP agreement has been designed to ensure all parties agree to the terms and conditions. The VP Agreement is a mandatory item/document. It must be completed before the placement commences*. The agreement has multiple purposes including:
Insurance access for voluntary participants and hosts (supplied by Strategix)
Role and responsibility outlines
Funding requirement/s at a state level
Confirmation and communication of relevant information to hosts and the training provider
Determine times and frequency of VP
Formalise the process and relationship between the student, host and Training Organisation.
An appropriate host will have the necessary range of work, facilities and equipment for the student to utilise during placement. Any shortfalls in a host must result in an additional host being sourced to meet the training package requirements.
While students are required to source their own VP host, Strategix will assist students to have an appropriate host organisation that will provide the range of activities required for the students to complete their study successfully.
NOTE: Students cannot commence VP unless they have:
Completed all inductions and have all the relevant information to perform VP
A signed and completed VP agreement (hours completed prior to the agreement will not be counted towards the final outcome) *Previously completed hours/shifts may be accepted upon approval.
All necessary prerequisites, screening and checks are completed.
Simplified instructions for VP are available for students here.
Roles and responsibilities
There are four (4) main stakeholders in a VP program:
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Stakeholder
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Role/Responsibility
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Student
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Attend placement for the allocated times and duration
Display an appropriate attitude and behave in a manner that is in keeping with the accepted standards of the employer who is providing the vocational placement
Follow and abide by the organisation’s policies and procedures at all times
Contact the Host Employer and Strategix as soon as possible if unable to attend placement
Complete all necessary hours and tasks in line with the assessment requirement/s
Maintain privacy and confidentiality in relation to their VP.
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Host or Employer
Volunteer Host (voluntary placement only)
Notify the RTO of any incident or accident involving the student, any actions undertaken and/or damages to property involving the student
Ensure payment will not be made to the student for the vocational placement
Contact Strategix immediately if there are any concerns in behaviour and/or unexplained absences by the student.
Employer (employed only)
Continue employment arrangements as normal while the workplace tasks are being completed.
Employer and Volunteer Host (employed students and voluntary placement)
Care for the students under Workplace Health and Safety legislation
Inform the student of the particular safety requirements of this workplace
Provide appropriate supervision for the student and will not ask the student to perform work that is prohibited by law
Provide exposure to and verify situations that will allow them to develop and demonstrate skills and knowledge
Make available resources, facilities and relevant equipment as stipulated in the Mentor Guide and as required for the student to complete the tasks.
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Trainer/Assessor or VP Coordinator
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Have the responsibility for managing the placement of students undertaking courses that require a mandatory VP
Contacting and when possible, visiting potential host employers and building strong partnerships for continuity of student placements
Communicating with hosts on the progress of VP
Validate and verify the hours and tasks attached to the assessment/s.
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Training Organisation
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Provide appropriate opportunity and access to hosts for VP
Protect both the host and student from the risks associated with VP and the students potential work and safety
Ensure the student has received a valid and sufficient experience to determine competence in the subjects and qualifications.
Student Instructions
A quick guide for students is as below.
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Trainer Instructions
A quick guide for trainers is as below, this sequence must be followed.
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Procedure:
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Steps
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Person Responsible
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Students Informed of Placement Requirements and Expectations
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Sales and Marketing
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Assigning Placements
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Trainer and student
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VP Documentation
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Trainer, Student, VP Host and Coordinator
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Mentor Guide
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Trainer, VP Host and Coordinator
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Final Reminders Prior to Placement
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Trainer
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Complete VP
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Student, VP Host and trainer
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Submit assessment
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Student and Trainer
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Marking and feedback
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Trainer
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Finalisation of VP
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Trainer and Course Coordinator
Students Informed of Placement Requirements and Expectations
Strategix outlines information within its marketing material detailing the requirement for VP within a course. Individual fact sheets regarding funding also include the VP requirements prior to commencement.
Prior to commencement and at the beginning of the course, students are informed of all prior requirements or pre-requisites to be completed before commencing VP, including:
Requirements to have necessary screenings and checks completed (see course details)
Time limitations to completing their VP
Required VP Hours and/or tasks
Attendance Requirements, including, VP attendance may be one to two days per week, this increases to four to five days per week after theory has been completed
Agreement and contract requirements.
Appendix A details the requirements that may be required for each course/industry.
Assigning Placements
The students, Vocational Placement coordinators, business development team and the trainers/assessors are to source potential VP hosts. The placement of students needs to happen in a timely manner, so students are not disadvantaged by having to wait outside the designated time to complete their placement hours.
Required resources and facilities are listed in the Training and Assessment Strategy.
The trainer works with the student to manage this process in an efficient and organised manner. Placement details are to be confirmed with the student.
Where a student maintains permanent employment within the industry being studied, they are to gain confirmation from their employer of their intent to complete the tasks as part of their employment.
VP Documentation
Students must submit/upload all VP documents prior to commencing the placement, these may include industry specific clearances and the VP agreement. Students completing VP in the following industries may require one or multiple of the following:
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Course/Industry
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Possible Screening and Checks*
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Child Care
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Working with Children Check, Police check, Disability Worker Screening
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Education
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Working with Children Check, Police check, Disability Worker Screening
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Care and Support Services
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Working with Children Check, Police check, Disability Worker Screening
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Community Services
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Working with Children Check, Police check, Disability Worker Screening
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Hospitality
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Not required
*Each host may have their own requirement/s.
Access the WWCC procedure to determine the specific requirements for child related works.
Access the Disability Worker Screening Procedure for further instructions for students and staff coming into contact with NDIS clients.
Vocational Placement Agreements are mandatory for all students. They are to be completed by the Host and the Student and then uploaded into the LMS (Moodle/CloudAssess) by the student. The student is required to agree to the terms and conditions of the VP along with the host. Strategix will approve the VP agreement via the Mentor Guide email (see below).
Mentor Guide
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All hosts/employers must receive a Mentor Guide. The mentor guide provides hosts/employers with the information required to provide quality and meaningful placement in accordance with training package rules. The guide is sent via aXcelerate. Instructions:
Locate host profile (if not found, create using the details on the VP agreement form)
Select the Vocational Placement Mentor Guide template
Enter the student’s name in the field provided
‘Save and email’
Upload the relevant Mentor Guide under the ‘Attachment(s)’ section
‘Save and send’ to the host.
Final Reminders Prior to Placement
One week prior to placement the trainer goes through the following with the students:
Instructions to complete the VP activities
Ensure VP agreement is uploaded or gained
Vocational Placement book distributed, or VP activities released (Cloud Assess and Moodle)
Copy/photo taken of police check/working with Children check and uploaded to aXcelerate. The host employer is provided with a copy of each check.
Complete Vocational Placement
Students are required to complete their VP in the time frames as negotiated in the agreement and complete all assessment activities. The workplace log must be signed off by the supervisor progressively.
While on VP, the students must abide by the code of conduct as set out in the International Student Handbook or the Student Handbook and maintain standard employment conditions.
Any issues during placement should be raised directly with the training manager.
Trainers and VP Coordinators are responsible for the follow up on student progression. This should be completed on a bi-monthly basis (prompted by compliance report).
NOTE: If a student’s host does not have all requirements available as stipulated in the Mentor Guide, the student may be required to complete further VP with another host. If this is the case, repeat all steps in this procedure.
Submit Assessment
VP books:
To be returned to the trainer/assessor at the negotiated time
The book must be completed in full and have all areas completed before marking can occur
Any books returned incomplete or illegible will be returned to the student for resubmission.
Assessment LMS:
Submit assessments for marking.
Marking and Feedback
Assessors are to mark the VP book by ensuring the following has been completed correctly and in full:
Vocational Placement Attendance Record
Declaration/s
Vocational Placement Task Logs / Projects.
As per the Conducting Assessment Policy and Procedure, incomplete and incorrect assessments are to be marked appropriately and returned to the student for rework. Assessors should outline any required rectifications in writing and provide the student with support and guidance to complete their course.
Finalisation of Vocational Placement
Once the student has submitted a completed VP book and it has been marked, the trainer/assessor is required to submit the VP book to the respective course coordinator and either the trainer awards satisfactory (assessment part) and competence (subject) or the course coordinator enters the results.
The course co-ordinator is to award the results as indicated in the VP book.
Contributor/s:
The following person/s were consulted and involved in the process of developing this document:
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Role/Title
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Name
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Author
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Billy Brady
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Approval
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Andrew Read, Iris Henig
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Consultant/s
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Katrina Tangaroa, Calvin Young, Jeni Anderson, Janelle Hamer, Ted Mouton
Standards Reference:
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Standard
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Section/reference
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1.1, 1.3, 1.4, 2.2, 4.1, 5.1, 5.2
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1.2.2, 2.1.2, 3.3.1, 11.2.2, 11.2.3
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9.2
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4, 11
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1
Glossary:
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Explanation
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VP
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Vocational Placements provide students with the opportunity to apply the theory and skills they learned while studying in a professional workplace.
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VP Host
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Place of business where VP takes place.
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Range of work
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Tasks and roles applicable to the course of study.
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WWCC
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Working with Children Check (state-based requirement)
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Course
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Time frame
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National Police Check
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WWCC
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NDIS Worker Screening
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Flu Vaccination
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COVID Vaccination
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Cert III in Community Services
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20 hours
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Optional
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Optional
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Optional
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Optional
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Optional
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Cert III in Individual Support* (Ageing)
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120 hours
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Required
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Optional
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Optional
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Required
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Required
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Cert III in Individual Support* (Disability)
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120 hours
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Required
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Optional
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Required
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Optional
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Optional
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Cert III in Early Childhood Education and Care
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120 hours
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Optional
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Required
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Optional
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Optional
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Optional
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Cert III in Education Support
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100 hours
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Optional
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Required
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Optional
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Optional
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Optional
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Individual Support - Disability Skill Set
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Task Based
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Optional
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Optional
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Required
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Optional
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Optional
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Cert IV in Disability
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120 hours
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Required
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Optional
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Required
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Optional
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Optional
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Cert IV in Ageing Support
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120 hours
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Required
...
Not Req
...
Optional
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Required
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Required
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Cert IV in Youth Work
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Task Based
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Optional
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Required
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Optional
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Optional
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Optional
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Dip of Early Childhood Education and Care
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240 hours
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Optional
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Required
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Optional
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Optional
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Optional
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Dip of Youth Work
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100 hours
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Optional
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Required
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Optional
...
Optional
...
Optional
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Dip of Community Services
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100 hours
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Optional
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Optional
...
Optional
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Optional
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Optional
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Cert II in Hospitality
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5 services
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Not Req
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Not Req
...
Not Req
...
Not Req
...
Not Req
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Cert III in Hospitality
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36 services
...
Not Req
...
Not Req
...
Not Req
...
Not Req
...
Not Req
*Students from South Australia may also require the Aged Care and, or the Vulnerable People checks.
Key:
Required – Industry standard will require this check
Optional – the VP host may require this
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Vocational Placement Policy
This policy sets out the way Strategix will manage vocational placement (VP) requirements of students who are studying online, on-campus or in the workplace.
VP requirements are identified within training packages by either the inclusion of the wording ‘must be assessed in the workplace’ or by mandated hour requirements listed in the assessment requirements for the course or subject/s. Refer to training.gov.au for minimum work hour requirements for specific training packages.
While VP is a term used to identify voluntary work, it is important to note that students currently employed in the industry may use their employed hours to meet the attendance requirements, but must still complete the tasks required as part of the VP assessment. Where VP is completed in a voluntary capacity, students should not expect payment for the time and roles they perform while on placement. For information regarding the rights of a VP student access the Fair Work website.
To ensure that students are receiving a fair, valid and sufficient VP experience, a VP agreement has been designed to ensure all parties agree to the terms and conditions. The VP Agreement is a mandatory document. It must be completed before the placement commences*. The agreement has multiple purposes including:
Gives students (volunteers only, not already employed) and hosts access to insurance (supplied by Strategix)
Outlines the roles and responsibilities of all parties
Mees state-based funding requirements
Confirms and communicates relevant information to hosts and the training provider
Lists times and frequency of VP
Formalises the process and relationship between the student, host and Training Organisation.
An appropriate host will have the necessary range of work, facilities and equipment for the student to use during placement. Any shortfalls in a host must result in an additional host being sourced to meet the training package requirements.
While students are required to source their own VP host, Strategix will assist students to have an appropriate host organisation that will provide the range of activities required for the students to complete their studies successfully.
NOTE: Students cannot commence VP unless they have:
Completed all inductions and have all the relevant information to perform VP
A signed and completed VP agreement (*hours completed prior to the agreement will not be counted towards the final outcome)
All necessary prerequisites, screening and checks are completed.
*Previously completed hours/shifts may be accepted upon approval.
Roles and Responsibilities
There are four (4) main stakeholders in a VP program:
Stakeholder | Role/Responsibility |
|---|---|
Student |
|
Host or Employer | Volunteer Host (voluntary placement only)
Employer (employed only)
Employer and Volunteer Host (employed students and voluntary placement)
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Trainer/Assessor or VP Coordinator |
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Training Organisation |
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| Info |
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PROCEDURE |
Vocational Placement Procedure
Steps | Person Responsible |
|---|---|
Inform students of requirements and expectations | Sales and marketing |
Assign placements | Trainer and student |
VP documentation | Trainer, Student, VP Host and Coordinator |
Mentor guide | Trainer, VP Host and Coordinator |
Final reminders prior to placement | Trainer |
Complete VP | Student, VP Host and trainer |
Submit assessment | Student and Trainer |
Marking and feedback | Trainer |
Finalisation of VP | Trainer and Course Coordinator |
Inform Students of Requirements and Expectations
Strategix’s marketing material and funding facts sheets contain information on the requirement for VP within a course. Prior to starting and at the beginning of the course, students are informed of all requirements to be completed before starting VP, including:
Screenings and checks completed*
Time limitations to completing their VP
Required VP hours and/or tasks
Attendance requirements
Agreement and contract requirements.
Assign Placements
The students, VP coordinators, business development team and trainers/assessors are to work with students to source potential VP hosts. Placement details are to be confirmed with the student. The placement of students needs to happen in a timely manner, so students are not disadvantaged by having to wait outside the designated time to complete their placement hours. Required resources and facilities are listed in the Training and Assessment Strategy.
Where a student maintains permanent employment within the industry being studied, they are to gain confirmation from their employer of their intent to complete the tasks as part of their employment.
VP Documentation
Students must submit/upload all VP documents prior to commencing the placement, these may include industry-specific clearances and the VP Agreement. Access the WWCC procedure to determine the specific requirements for child-related works. Access the NDIS Worker Screening Procedure for further instructions for students and staff coming into contact with NDIS clients.
Vocational Placement Agreements
VP Agreements are mandatory for all students. They are to be completed by the Host and the Student and then uploaded into the LMS by the student. The student is required to agree to the terms and conditions of the VP along with the host. Strategix will approve the VP Agreement via the Mentor Guide email (see below).
Mentor Guide
...
All hosts/employers must receive a Mentor Guide. The Mentor Guide provides hosts/employers with the information required to provide quality and meaningful placement in accordance with training package rules. The guide is sent via aXcelerate:
Locate host profile (if not found, create using the details on the VP Agreement Form)
Select the Vocational Placement Mentor Guide template
Enter the student’s name in the field provided
Save and email
Upload the relevant Mentor Guide under the Attachment(s) section
Save and send to the host.
Final Reminders Prior to Placement
One week prior to placement, the trainer goes through the following with the students:
Instructions on completing the VP activities
Ensure VP agreement is uploaded or received
Vocational Placement book distributed or VP activities released in the LMS
Copy/photo taken of police check/working with children check and uploaded to aXcelerate. The host employer is provided with a copy of each check.
Complete Vocational Placement
Students are required to complete their VP in the time frames as negotiated in the Agreement and complete all assessment activities. The Attendance Log must be signed off by the supervisor progressively. While on VP, the students must abide by the code of conduct as set out in the International Student Handbook or the Student Handbook and maintain standard employment conditions.
Any issues during placement should be raised directly with the training manager.
Trainers and VP Coordinators are responsible for following up on student progression. This should be completed on a bi-monthly basis.
NOTE: If a student’s host does not have all requirements available as stipulated in the Mentor Guide, the student may be required to complete further VP with another host. If this is the case, repeat all steps in this procedure.
Submit Assessment
VP books (if applicable):
To be returned to the trainer/assessor at the negotiated time
The book must be completed in full and have all areas completed before marking can occur
Any books returned incomplete or illegible will be returned to the student for resubmission.
Assessment LMS:
Submit assessments for marking.
Marking and Feedback
Assessors are to check the following have been completed correctly and in full:
Vocational Placement Attendance Record
Declaration/s
Vocational Placement Task Logs / Projects.
As per the Training and Assessment Strategy Policy and Procedure, incomplete and incorrect assessments are to be marked appropriately and returned to the student for rework. Assessors should outline any required rectifications in writing and provide the student with support and guidance to complete their course.
Finalisation of Vocational Placement
VP Book (where applicable)
Once the student has submitted a completed VP book and it has been marked, the trainer/assessor is required to submit the VP book to the respective course coordinator. The course coordinator is to award the results as indicated in the VP book.
...
| Info |
|---|
STANDARDS AND REGULATORY REQUIREMENTS |
Authority |
| See Funding |
|---|---|---|
Regulatory Documents | List the Contract, audit evidence requirements, standards etc. and the applicable section or clause from each document | |
Approved By | Name here | Details / Decisions: |
...