Student Industry Placement Policy

1. Purpose

This policy describes the principles, responsibilities and practices for CIT to meet its obligations with respect to arranging student industry placements.

This policy is to be read in conjunction with relevant legislation, regulations and the Student Industry Placement Procedure and supporting documentation.

2. Scope

Where this policy refers to CIT, it includes CIT Solutions.

This policy applies to:

• CIT enrolled students undertaking a student industry placement as required in the approved CIT course
• host organisations
• CIT staff as industry placement coordinators and workplace assessors.

This policy does not apply to industry placements:

• for international students undertaking a post-secondary education course
• Australian Apprentices
• students enrolled in higher education courses
• CIT employees.

3. Principles

Industry placements provide students with opportunities to apply theoretical knowledge in a practical work environment.

Industry placements will be arranged and implemented through mutual agreement of CIT, the student and the host employer, and in accordance with applicable legislative requirements.

Student industry placements are also commonly called:

• Student Placement
• Work Experience
• Practical Placement
• Structured Workplace Learning (non-Australian Apprentices).

This policy describes these as Student Industry Placements.

Student industry placement may be undertaken by any student enrolled in a nationally accredited training product on CIT's scope of registration, where industry placement is part of the course requirements. This includes students enrolled on a fee-for-service basis.

Overseas industry placements must be approved by the CIT Chief Executive Officer and the relevant authorised officer of the ACT Government where required.

Students must successfully complete the relevant workplace health and safety components, including dress, personal protective equipment (PPE) and equipment requirements, prior to placement.

Interstate student industry placement may be appropriate for some courses or students. Interstate placements must be organised by the relevant Head of Department. An agreement with the host employer must state:

• the student is enrolled with CIT
• CIT does not cover the cost of travel or accommodation.

3.1  Responsibilities to protect students

CIT will take all reasonable steps to protect students' wellbeing and safety on Student Industry Placement including but not limited to:

• ensuring the student understands CIT's policy and procedures on Student Industry Placement
• ensuring the student is aware of CIT's policies and procedures regarding sexual harassment and bullying
• providing induction for the employer to CIT's policy and procedures
• undertaking a review of workplace safety in the workplace.
• considerations of reasonable adjustment plans on the capacity of the student to participate in industry placement.

As required by industry, students may be required to:

• grant permission for police checks prior to placement
• provide evidence of medical suitability (such as vaccinations, etc.)
• hold a Working With Vulnerable Peoples (WWVP) card prior to starting placement.

A confidentiality clause or similar undertaking may be required by the host organisation.

3.2  Duty of care

The obligation for the duty of care owed to a student during a Student Industry Placement is shared between CIT and the host employer.

The host employer will:

• provide a safe place of work
• comply with relevant occupational health and safety and workplace legislation, regulations, standards, and best practices with respect to the student.

In the event of any complaints including bullying or harassment in the workplace these will be addressed by the CIT Student and Community Members Complaint Policy.

Allegations of child abuse and other child-related misconduct will be attended to immediately and in accordance with CIT policies and procedures.

3.3  Host employer's workplace

CIT's duty of care extends to ensuring risks in the workplace are mitigated cognisant of the CIT Compliance Framework and Risk Framework.

Nursing Placement venues must meet the National Safety and Quality Health Service Standards.

Aged Care facilities must meet the standards of the Aged Care Quality and Safety Commission (ACQSC).

Early Childhood Education venues must meet the standards of the Australian Children's Education and Care Quality Authority (ACECQA)

Staff in the workplace are expected to be aware of regulatory requirements as part of a risk assessment regarding the suitability of the Student Industry Placement.

Staff are expected to apply their professional judgment and due diligence to the consideration of risk in the workplace consistent with the Risk Management Framework.  If there is uncertainty as to the types of hazards, risks or standards that apply, advice should be sought from the WHS team.

CIT needs to be satisfied that:

• the employer can offer suitable student industry tasks to support the students learning
• the student will be adequately inducted and supervised
• the workplace is aware of safety standards to ensure the student's safety.

Where an assessment of an interstate host employer's workplace is required and cannot be completed by the CIT responsible staff member, an interstate registered training organisation may be engaged to conduct a workplace visit.

In all workplaces regularly used for student industry placement, the CIT responsible staff member must review safety if:

• there are significant changes to student's tasks
• there are workplace changes that could affect student's health and safety
• there is an incident involving a student.

Where safety issues are identified, CIT and the host employer's representative will identify solutions to the issues that will eliminate or control the risks.

If the CIT responsible staff member is not satisfied about the safety of the host employer's workplace, then an alternative placement will be organised.

3.4  Duration of student industry placement

The duration of student industry placement will:

• meet the requirements of the relevant nationally accredited training product
• align to the Training and Assessment Strategy (TAS)
• have regard to the welfare of the student.

The length of student industry placement must be expressed in hours and specified in the written student industry placement agreement/memorandum of understanding.

Hours deemed to be industry placement hours mirror the industry standard and do not include time for approved lunch breaks unless the relevant industrial agreement states otherwise.

Students shall not be permitted to work between 8 pm and 6 am or on weekends or public holidays, unless by specific written approval of the relevant College Director or Head of Department. In the case of students under the age of 18 years, permission is required of their parent/guardian for such industry placements. Students are not to be permitted to work beyond a time which is ten hours before the start of the next student industry placement day, or before a scheduled class.

3.5  Placement limitations and adjustments

Students must participate in an industry placement at a time negotiated between the student, the host organisation and the CIT industry placement coordinator.

The placement coordinator and the host employer will be made aware of the requirements of any access plans applying to a student when negotiating the details of the placement. The requirements of the access plan will be considered in relation to the ability of the student to meet workplace requirements.

The CIT will publish advice on the website where placements are compulsory course requirements.

3.6  CIT insurance for students on industry placement

While undertaking industry placements students are covered by insurance, provided the student receives no remuneration from the host organisation for work undertaken during the placement.

CIT insurance arrangements cover students undertaking student industry placement within Australia.

Insurance covers personal injury, damage to property and advertising liability for which CIT may be found legally liable for the student’s actions to the extent that this is not covered by the organisation’s own insurance arrangements.

CIT will ensure all employers understand the application of insurance arrangements for students on student industry placements.

Students must disclose to CIT and the Host Employer any injury or medical condition that may affect their ability to attend industry placement.

If a student injured during a placement is later able to return to work, CIT will negotiate with the host employer to provide placement in the same or an equivalent position for the remaining portion of the original agreement.

Before a student returns to work, the CIT staff member responsible for the student industry placement will assess the suitability of the workplace prior to the student returning to it.  If the responsible staff member is not satisfied about the student’s safety, an alternative placement should be organised.

3.7  Student industry placement agreements

Each student industry placement must be evidenced by an executed written agreement between CIT and the employer about the placement of that student including:

• the course code and course name
• the relevant skills required as part of that course to be developed, reinforced and/or assessed during the industry placement
• the start and finish dates and the total length of the student industry placement expressed as hours and the maximum hours per week
• induction to the workplace
• clarification that the student is not required to be paid for the industry placement
• the signatures of the employer and CIT as parties to the placement agreement
• the signature of the student as acknowledgement of their agreement to participate in the student industry placement, include parent or guardian signature where the student is under 18 years of age
• roles and responsibilities of the parties
• risk summary and specific placement arrangements.

The Agreement may be electronic or print-based.

The Agreement may be:

• a memorandum of understanding (or similar) describing an arrangement with a single employer spanning multiple placement dates and students
• a document for a specific student industry placement for an individual student.

The Agreement:

• may only be varied or amended by a formal variation to the agreement
• may be cancelled at any time by the employer or CIT giving written notice to the other party.

3.8  Monitoring and assessment during student industry placement

CIT will monitor the student industry placement through:

• a mid-placement interview with the student and employer/supervisor (for placements of more than 14 working days) and a written record of the outcomes of the monitoring activity attached to the student's placement workbook/logbook
• prior to the completion of the placement, another interview held with the student and employer/supervisor and a written record of the outcomes of the monitoring activity attached to the student's placement workbook/logbook.

Where a serious matter is reported, the CIT Student and Community Members Complaint Policy will be initiated. Any formal complaint will be reported to the placement coordinator and the resolution monitored.

Only qualified CIT educators will assess the students in accordance with the Training and Assessment Strategy (TAS). Workplace supervisors might be required to provide third party evidence of a student's performance (Refer: Assessment Policy and associated procedures).

Where a skills assessment of a student located at an interstate host employer's workplace cannot be done by the Institute’s responsible staff member, a suitably qualified interstate registered training organisation may be engaged to assess the student/s.

3.9  Payment to students

While students are not required to be paid for industry placement, there is no prohibition on payment being made. Refer: 3.6 CIT insurance for Students on industry placements.

The Australian Taxation Office has advised that students paid $5 per day for the term of a student industry placement need not have a tax file number or submit a tax return. Host employers are also not required to issue group certificates.

Note: If students receive more than $5 per day, the exemptions as stated by the Australian Tax Office may not apply.

CIT does not control employment arrangements that may arise between the student and the host employer as an outcome of student industry placements.

3.10  Removing a student from placement before completion

Grounds to remove a student might include circumstances where the:

• employer believes the student is a safety risk to themself or to the employer's clients
• employer is dissatisfied with the conduct of the student and has requested the student leave the workplace
• Head of Department/educator is dissatisfied with either the student or employer's conduct during industry placement
• student provides evidence that the safety and employer's conduct during the student industry placement present a risk to the student
• either the student or host supervisor is unwell or unforeseen personal issues have presented that disrupt the industry placement. If this happens the work placement can be re-scheduled
• student demonstrates behaviour such that the requirements of the agreement cannot be met
• student demonstrates an inability to meet the requirements of the agreement
• employer does not meet the requirements of the agreement in relation to skills development and training.

Where the employer or the student wishes to initiate removal from placement the relevant CIT Industry Placement Coordinator will be advised and liaise with the educator to initiate discussions with the employer and the student.

Where the employer seeks to remove a student on placement due to concerns that the student is a safety risk to themselves or the employer's clients, CIT will defer to the wishes/decision of the employer.

Where the matter does not involve a safety risk, all efforts will be made to resolve the issue. Where the matter cannot be resolved the student may be removed from the placement. In all instances where a student is removed from student industry placement, CIT will provide written correspondence to the student and the employer, confirming the decision and setting out reasons for the removal and avenues for review of the decision.

3.11  Complaints

Complaints from students or employers will be responded to in a timely manner and in accordance with the CIT Student and Community Members Complaint Policy.

3.12  Training

All educators and student involved in student industry placement programs for students, will receive instruction in relation to placements including workplace harassment and bullying.

3.13  Responsibilities

3.13.1  Students

Students are responsible for:

• completing relevant work placement induction
• working in accordance with Work Health and Safety (WHS) Guidelines
• following CIT student code of conduct
• communicating with CIT and the host employer where a variation to the agreement is required
• meeting workplace attendance requirements
• maintaining industry placement records as required by the relevant teaching department
• adhering to CIT requirements in the event of injury or incident.
• covering the costs of travel and accommodation while on industry placement.

3.13.2  Industry Placement Coordinator/Educators

Educators/Placement Coordinators are jointly responsible for:

• assessing applicants' eligibility for Student industry Placement
• liaising with students, educators and host employers to facilitate the student industry placement
• taking all reasonable steps to protect students on Student industry Placement including from harassment and bullying
• aligning the length of the Student industry Placement to the unit/s of competency, training package requirements and the TAS
• Ensuring the student has read and agreed to the CIT Student Code of Conduct
• ensuring an Agreement is in place for all Student industry Placements
• communicating insurance arrangements to students and employers
• all preparatory documentation being completed and attached to the student file prior to commencement of the Student industry Placement
• liaising with the host organisations to ensure placement is suitable for skill development
• liaising with the host organisation regarding work health and safety requirements
• assessing that the student is suitable and capable of taking part in the placement
• ensuring all preparatory documentation is in place prior to commencement of the Student industry Placement
• ensuring students receive relevant WHS information and understand their WHS responsibilities
• scheduling a mid-placement interview and final placement interview with student and employer/supervisor
• administration of assessments during Student industry Placements adhering to Assessment Policy.
• responding in a timely manner to any complaints with an aim of quickly resolving the matter
• providing students with documentation confirming satisfactory completion of Student industry Placement
• monitoring placements at least to the minimum requirements of this policy
• following CIT policies and procedures in the event of a workplace incident during a Student industry Placement.
• monitoring student progress in the workplace
• maintaining records of industry placements

supporting and assessing the student in the workplace.

3.13.3  College Directors

College Directors are responsible for:

• enabling the assessment of an interstate student industry placement in conjunction with the Head of Department
• taking the lead in the implementation of processes should a workplace incident occur during a student industry placement
• actively participating in processes to activate an insurance claim in the event a workplace incident occurs during a student industry placement
• in conjunction with the Head of Department:
  • seeking guidance on any WHS risk assessment requirements of employers' workplaces from the WHS team prior to student placements
  • engaging with the WHS team to participate in internal CIT processes following submission of a report related to a workplace incident occurring during a student industry placement
  • ensuring any complaints are handled in a timely manner with an aim of quickly resolving the matter.

3.13.4  Head of Department

Heads of Department are responsible for:

• aligning the length of the Student industry Placement to the unit/s of competency, training package requirements and the TAS
• taking all reasonable steps to protect students on student industry placement including from harassment and bullying
• providing guidance in assessing the suitability of workplaces
• communicating insurance arrangements to students, educators and employers
• following CIT policies and procedures in the event of a workplace incident during a student industry placement including submitting a Riskman report
• where a workplace incident is reported:
  • ensuring any agreed return to work plan is followed
  • liaising with Audit Risk and Corporate Governance in processes to log an insurance claim in the event a workplace incident occurs during a Student industry Placement
• adhering to CIT Assessment Policy for all assessments during Student industry Placements
• in conjunction with the College Director:
  • seeking guidance on any WHS risk assessment requirements of employers' workplaces from the WHS team prior to student placements
  • engaging with the WHS team to participate in internal CIT processes following submission of a report related to a workplace incident occurring during a student industry placement
  • ensuring any complaints are handled in a timely manner with an aim of quickly resolving the matter.
• removing students during placement as a last resort.

3.14  Host Organisations

Host organisations are responsible for:

• enabling the student to apply and extend skills for their particular vocation in a real working environment with appropriate supervision and guidance
• appointing a host staff member to supervise the student whilst on industry placement
• complying with WHS legislation
• conducting an induction to the work site
• providing Industry Placement feedback or reports if requested
• supporting the student and facilitating access to the workplace by CIT educators to support and assess the student
• providing third party evidence of workplace achievement by the student if required.

4. Documentation

4.1   Related Legislation/Regulation

• Canberra Institute of Technology Act 1987
• Work Health and Safety Act 2011 (ACT)
• Work Health and Safety Regulations 2011 (ACT)
• Children and Young People Act 2008 (ACT)
• Ombudsman Act 1989 (ACT)

4.2   Related Policy and Procedures

• Student Industry Placement Procedure
• Assessment Policy
• Training and Assessment Strategy (TAS) Development Policy
• Student Code of Conduct
• Finance Policy

4.3   Related Documents

• Employer Report Form
• Industry Placement Agreement template
• Industry Placement - Host Organisation Guide
• Industry Placement Request Form
• Industry Placement - Student Guide
• Student Code of Conduct

5. Definitions

All terminology used in this policy is consistent with definitions in the CIT Definitions of Terms. The following definition is provided in the context of this procedure.

6. Policy Contact Officer

Executive Director, Education Futures and Students.

Contact CIT Student Services on (02) 6207 3188 or email infoline@cit.edu.au for further information.

7. Procedures

This policy is implemented through the associated procedures. Authority to make changes to the procedures is with the policy owner.