This procedure describes how practical placements are to be arranged to ensure that each placement achieves its aims and all stakeholders are protected from liability.

This procedure and associated documents applies to enrolled Bendigo TAFE domestic students who participate in a practical placement. It does not apply to apprentices/trainees employed under training agreements; or where students undertake part or all of their training in a workplace as employees of the workplace. This procedure and associated documents does not apply to International Students at Bendigo TAFE.

Practical Placement - Any structured workplace learning that is part of a written agreement between Bendigo TAFE and an employer for vocational or further education courses or programs.  It includes work observation, work experience and other forms of workplace learning. Practical placement is automatically permitted for up to 240 hours. More hours are allowed where the national training package/State approved curriculum or a regulatory/professional body support a longer period and evidence of this is available. A case for longer practical placement hours may be approved by the Institute via the Course/Qualification Development Implementation and Delivery Plan (FCU001).

Practical Placement Agreement - Sub-section 5.4 of the Education & Training Reform Act (2006) (The Act) requires placements to be arranged through written agreements between a training organisation and a host employer. Skills Victoria Guidelines (see link below in References) require the signatures of the student, the employer and the RTO to the written agreement.

The Practical Placement Agreement formalises the arrangements and conditions between the host employer and Bendigo TAFE and defines the placement so that all parties understand their responsibilities and rights. It activates Work Cover insurance and is also a safeguard if a dispute or problem arises during the placement. The Practical Placement Agreement must be completed before a placement commences.

TDM - Teaching Department Manager

PPC - Practical Placement Coordinator

Employer Practical Placement Information Package
Bendigo TAFE Host Employer Letter (BTA001)
Practical Placement Host Employer Information (BTA002)
Paying a Student on Practical Placement (GTA001)
Lodging a Student Work Cover Claim (GTA002)
Practical Placement Agreement (BTA009)

Contents

1. Practical Placement Pre-Planning
2. Ensuring Safety During the Placement
3. Preparation for Placement
4. Placement Occurs
5. After Placement
6. Associated Documents
7. References
8. Flowchart

1. Practical Placement Pre-Planning

1.1. The TDM identifies the Practical Placement requirements for a particular course. The determination of the need for Practical
      Placement is made by referring to the Training Package, Accredited Curriculum or via assessment strategy planning and
      evaluation meetings. (See link in references to AQFT 2010 Standard 1 & 2).

1.2. If the industry where placement occurs requires Police Checks or Working with Children’s Checks, the TDM will ensure that
      the FCU001Course/Qualification Development, Implementation and Delivery Plan contains this information and that this
      information is available in all published course information.

1.3. The TDM establishes if there is an overarching agreement for particular placements, for example for Nursing, Allied Health, 
      and Aged Care, and if so refers to the Agreement to determine contact details for commencing negotiations.

1.4. If an employer is a regular host employer, with or without an overarching agreement, the PPC contacts them to establish
      details of next placement. If required refer to GTA003 Practical Placement Host Employer Discussion Checklist.

1.5. If a new employer is required, the PPC can canvas employers by phone and or use the BTA005 Request letter. Refer also to
      GTA003 Practical Placement Host Employer Discussion Checklist.

2. Ensuring Safety During the Placement

2.1. When an employer agrees to take a student on Practical Placement, the PPC visits the host employer’s workplace and
      conducts an OH&S check using the Site Suitability Checklist GTA005. This check need only be done once a year.

2.2. If the site is deemed not suitable the PPC should contact the employer in writing, (see BTA007). This letter should be 
      followed promptly with a phone call or visit in an effort to resolve the matter. If the matter cannot be resolved the placement
      will not go ahead.

2.3. If the PPC is able to sign off the Site Suitability Checklist, then the PPC commences arrangements to place the student/s.

3. Preparation for Placement

3.1. PPC ensures Practical placement participants are briefed /given induction about their placement responsibilities and rights.  
      Information to be discussed is contained in GTA004 (Staff Checklist), BTA003 (Information for Students) and BTA020 
      (Parent/Guardian Information).

3.2. The PPC ensures practical placement participants receive or have received OH&S (& Manual Handling where applicable) 
      Training (mandatory before commencing Practical Placement). 

3.3. The TDM is responsible for ensuring that enrolment and assessment records are kept as evidence of such training.

3.4. PPC ensures that practical placement learning and/or assessment objectives are specified and a written copy provided to
      students.

3.5. Practical placement participants are matched with host employers by the PPC and records maintained of decisions.

3.6. PPC ensures that students with special needs are catered for. Refer to BTA03, BTA020, and GTA003.

3.7. Police/Working with Children Check is obtained by the student, if required by the employer, prior to placement
      commencing.  Students should be referred to BTA003 Bendigo TAFE Practical Placement Student Information for appropriate
      links.

3.8. PPC records outcome of checks. When a participant’s Police Check or Working with Children Check is not clear additional
      authority must be sought from the Head of School and in consultation with Industry to determine whether the placement
      can proceed.

3.9. If the placement is not to proceed:
      a) The PPC will arrange for the student to be given simulation training where possible. 
      b) The PPC will refer the student to the Careers Counsellor or other Student Support.
      c) The PPC will send letter BTA007 to the employer.

3.10. The PPC prepares the Practical Placement agreement which should have the details entered electronically and prints off
        three (3) copies of the agreement.

3.11. The PPC signs the agreement for Bendigo TAFE and obtains the signature of the student or parent/guardian if the student is
        under the age of 18 years.

3.12. The PPC sends the host employer the Employer Practical Placement Information Package, which includes the 3 copies of
        the Practical Placement Agreement, pre-signed and ready for signature by the employer. The Agreement must be signed
        prior to the placement.

4.1. PPC organises assessment of student at the host employer work place where required

4.2. If a grievance should arise, PPC and student follow the processes for handling grievances detailed in Proc505 Student
      Grievance and Proc205 Staff Grievance (where applicable).

4.3. If an incident or accident occurs, student and PPC follow the steps outlined in GTA002, Lodging a Student Work Cover Claim.
      Victorian based students who are interstate on a practical placement and who sustain injuries should make a Victorian
      Work Cover Injury Claim.

4.4. PPC records student attendance using appropriate attendance roll.

4.5. Practical placement visits are to be recorded on the FTL123 Contact Record.

4.6. Where PPC determines it is appropriate, a debrief interview with the student and/or host employer will be conducted. 
      Appropriate records for this include the FTL123Contact Record and/ or FTA030 Assessment Feedback Sheet. 

4.7. Record of de-brief interview is maintained by PPC in the School files. 

5.1. PPC forwards letter of thanks to host employer, (BTA006).

5.2. PPC ensures that all practical placement records including learning and/or assessment objectives, accident reports and the 
      results of assessments done during practical placements are filed in the relevant teaching school’s records. Refer to GTA020
      part, 3.13. At the end of a student’s course, the Police Check and Working with Children Check records are destroyed.

5.3. The PPC arranges for the Practical Placement Agreement to be kept with the student’s enrolment form in the Student 
      Administration Unit. Refer to Pol106, Proc723 and Proc114.

5.4. If there is an overarching agreement, the TDM maintains checks on currency of dates and at least two months prior to 
      expiry, commences negotiations for the next agreement by phone, letter or visit.

• Education, Training and Reform Act (2006) Division 2, Sub-section 5.4: Practical Placement.
• Skills Victoria Practical Placement Guidelines: http://www.skills.vic.gov.au/corporate/providers/training-organisations/practical-placement-guidelines 
• VET Quality Framework
• Standards for NVR Registered Training Organisations

Continuous Improvement

For suggestions & improvements: quality@britafe.vic.edu.au

 Practical Placement Flowchart

Warning – Uncontrolled when printed.  The current version of this document is kept on the BMS.