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OVERVIEW

Table of Contents

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Classification*

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Review

*See Information classification policy

Note

PUBLIC-FACING

Vocational Placement

Excerpt
nameVP Introduction

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:

  • Organise Police, Working with Children Checks and/or other checks, as applicable

  • Learn core knowledge and appropriate workplace behaviours prior to placement.

Excerpt
nameVP Requirements

Requirements

The 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:

  • Obtain a National Police Check: Strategix will organise this on your behalf and at no cost to you, where required

  • Complete a Working with Children Check (WWCC): Each state has their own requirements and process. Please refer to Working with Children Applications for instructions. You will need to provide evidence of your completed WWCC to Strategix before starting VP. Refer to your learning and/or assessment portal for details

  • NDIS Worker Screening: Each state has their own requirements and process. Please refer to the NDIS Worker Screening Applications for information on how to complete this check. Once clearance is gained, Strategix will unlink you from their organisation and you must provide your Host with evidence of the relevant check before starting VP

  • Flu vaccination: Where it is a requirement of your course, you must organise to receive the flu vaccination. It is available from most Doctors and Chemists. Please consult your General Practitioner before arranging or booking a flu vaccination. You must email a copy of your Vaccination Certificate to Strategix and provide a copy to your VP host

  • COVID-19 vaccination: Where it is a requirement of your course, you must prove that you are fully immunised before starting VP. If you are not already immunised, please consult your General Practitioner before booking the vaccination. Students can check their eligibility for the vaccine here. More information can be found here. You must email a copy of your Vaccination Certificate to Strategix and provide a copy to your VP host.

Excerpt
nameVP Course Specific Requirements

Course-Specific Requirements

The following table outlines the VP requirements for each course that Strategix delivers:

Course

Vocational Placement Hours/ Time

National Police Check

WWCC

NDIS Worker Screening

Flu Shot

COVID-19 Vaccination

Certificate II Courses

Cert II in Hospitality

5 services

Not Req

Not Req

Not Req

Not Req

Required

Certificate III Courses

Cert III in Hospitality

36 services

Not Req

Not Req

Not Req

Not Req

Required

Cert III in Individual Support* (Ageing)

120 hours

Required

Optional

Required

Required

Required

Cert III in Individual Support* (Disability)

120 hours

Required

Optional

Required

Required

Required

Cert III in Early Childhood Education and Care

120 hours

Optional

Required

Optional

Optional

Required

Cert III in Education Support

100 hours

Optional

Required

Optional

Optional

Required

Individual Support - Disability Skill Set

Task-Based

Required

Optional

Required

Required

Required

Certificate IV Courses

Cert IV in Disability

120 hours

Required

Optional

Required

Required

Required

Cert IV in Ageing Support

120 hours

Required

Not Req

Required

Required

Required

Cert IV in Youth Work

Task-Based

Optional

Required

Optional

Optional

Required

Diploma Level Courses

Dip of Early Childhood Education and Care

240 hours

Optional

Required

Optional

Optional

Required

Dip of Youth Work

100 hours

Optional

Required

Optional

Optional

Required

Dip of Community Services

100 hours

Optional

Optional

Optional

Optional

Required

*Students in South Australia may also require the Aged Care and/or the Vulnerable People checks.

Note: Hosts may also have their own requirement/s.

Key:

  • Task-Based – Students are required to complete the tasks, the time required to do so may vary so there are no minimum time frames

  • Required – Industry standards require this check.

  • Optional – The VP host may require this

  • Not Req – Not required for this VP.

Excerpt
nameVP Insurance

Insurance

Students 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.

Excerpt
nameVP Responsibilities and Obligations

Responsibilities and Obligations

Student Responsibilities

Prior to starting VP:

  • Find a host willing and able to meet the Host Responsibilities

  • Ensure VP is voluntary, i.e. not paid, unless already employed in the industry

  • Complete, sign and return the Vocational Placement Agreement.

During VP:

  • Do not hinder or disrupt the operations of the host

  • Understand and observe the host's privacy and be respectful of their operations and regulations

  • Comply with and uphold Strategix’s rules, regulations and ethics

  • Complete activities in a timely manner

  • Book and report all visits and activities to the ‘supervisor’ at the host location

  • Record your attendance and ask your supervisor to verify your attendance

  • If asked by the host, provide a summary of any changes or suggestions you would recommend based on your time with them

  • Ensure all relevant sections of the VP assessment/s are completed.

Host Responsibilities

  • Provide a safe environment for students to complete activities

  • Provide an onsite mentor/supervisor

  • Mentor/supervisor is to verify the satisfactory completion of VP tasks and assessments

  • Provide information and assistance to the student to complete activities

  • Provide the required activities as per the training package and VPassessment/s.

Trainer/VP Coordinator Responsibilities

  • Ensure students have successfully completed VP for the required units of competency

  • Provide support to the employer and student as required.

Excerpt
nameVP Participate in VP

Participate in Vocational Placement

STEP 1: Induction

During induction, you will be informed of the VP requirements, including but not limited to:

  • Requirements to have a current Police and/or Working with Children Check

  • Attendance requirements

  • Time limitations to completing VP

  • Host employer dress requirements

  • Information on Vocational Placement Agreement forms.

STEP 2: Student Preparation

  1. Obtain a Police and/or Working with Children check. You must update Strategix with its details when it comes through

  2. Meet with suitable hosts to secure a location to complete your placement. Refer to the Find a VP Host section below for tips

  3. Read and sign the Vocational Placement Agreement form and provide it to your host employer to also sign it. Return the form to your trainer or upload the completed form to your learning and assessment portal as instructed. This must be done before you start VP

  4. Provide your host with a copy of your Police and/or Working with Children Check (where required)

  5. Read through the VP assessment requirements on your assessment and/or learning portal

  6. *Certificate III Individual Support students only: Individual support students must complete instruction in manual handling covered in the workplace health and safety subject and on the practical days. Failure to attend both of these days may mean that you cannot start VP on the scheduled date.

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

  • Attend VP as scheduled in the Course Release Schedule

  • Ensure the following is completed:

    • Attendance Record

    • Student and Mentor Declaration/s

    • Task Logs / Projects.

  • Follow all obligations set out by Strategix and the host, e.g. code of conduct etc.

  • Complete VP within 10 weeks of the last class date or you may be withdrawn from the class, unless previously negotiated with and approved by Strategix management.

Excerpt
nameVP Find a VP Host

Find a VP Host

Start 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 relevant industry sector if their workplace takes students for vocational placement.

Treat it Like a Job Interview:

  • Prepare a resume titled Vocational Placement Request (unpaid)

  • Include a letter with your resume (we have a letter template which you can use)

  • Dress smart

  • Go to the organisation of interest to you, don’t phone

  • Request to see the manager/supervisor.

If you don’t hear back, go back and follow up. Ask if they have had time to review your request and if it is somewhere you really want to be, leave another copy of your resume.

What to Say and Do: When meeting with the manager/supervisor at the organisation of interest, explain the following:

  • You are a full-time student and require vocational placement to complete your studies

  • You are a volunteer, so no wages or employment contracts are required

  • Strategix provides all insurance (Liability, Workers Compensation Insurance and Public Indemnity)

  • The mentor will be required to sign off on attendance while on VP and verify the tasks/projects completed by you

  • Information/processes which you may be exposed to or collect or collate information for will be and is kept confidential and will not be used inappropriately or released to unauthorised parties.

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 will look at increasing your hours.

Info

POLICY

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

  • 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.

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.

Trainer/Assessor or VP Coordinator

  • Have the responsibility for managing the placement of students undertaking courses that require 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.

Training Organisation

  • Provide appropriate opportunity and access to hosts for VP

  • Protect both the host and student from the risks associated with VP and the student's health and safety

  • Ensure the student has received a valid and sufficient experience to determine competence in the subjects and qualifications.

Info

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

  • List here

See Funding

Regulatory Documents

  • SNR 1.1, 1.3, 1.4, 2.2, 4.1, 5.1, 5.2

  • ESOS 1.2.2, 2.1.2, 3.3.1, 11.2.2, 11.2.3

  • SC 9.2

  • SAS 4, 11

  • Qld U/C 1

List the Contract, audit evidence requirements, standards etc. and the applicable section or clause from each document

Approved By

Name here

Details / Decisions: