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WORKPLACE LEARNING EFFECTIVE: 22 NOVEMBER 2010 VERSION: 2.4 FINAL Last update date: 27 January 2016

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Page 1: Workplace Learning - Canning Vale College Learning v2.4.pdf · B.2 SAMPLE WORKPLACE LEARNING MANAGEMENT PLAN TEMPLATE ..... 32. Uncontrolled when printed 3 Effective: 22 November

WORKPLACE LEARNING

EFFECTIVE: 22 NOVEMBER 2010

VERSION: 2.4 FINAL

Last update date: 27 January 2016

Page 2: Workplace Learning - Canning Vale College Learning v2.4.pdf · B.2 SAMPLE WORKPLACE LEARNING MANAGEMENT PLAN TEMPLATE ..... 32. Uncontrolled when printed 3 Effective: 22 November

Uncontrolled when printed 2 Effective: 22 November 2010

Workplace Learning All policy and procedural statements contained within this document are lawful orders for the purposes of section 80(a) of the Public Sector Management Act 1994 (WA) and are therefore to be observed by all Department of Education employees.

CONTENTS

1 POLICY STATEMENT ....................................................................................................... 4

2 BACKGROUND ................................................................................................................. 4

3 SCOPE .............................................................................................................................. 4

4 PROCEDURES .................................................................................................................. 4 4.1 ESTABLISHING WORKPLACE LEARNING PROGRAMS ..................................... 4 4.2 DEVELOPING A WORKPLACE LEARNING MANAGEMENT PLAN ...................... 5

5 RELATED DOCUMENTS .................................................................................................. 5 5.1 RELEVANT LEGISLATION OR AUTHORITY ......................................................... 5 5.2 RELATED DEPARTMENT POLICIES .................................................................... 6 5.3 OTHER DOCUMENTS ........................................................................................... 6

6 DEFINITIONS .................................................................................................................... 6

7 CONTACT INFORMATION ................................................................................................ 7

8 HISTORY OF CHANGES .................................................................................................. 8

APPENDIX A ESTABLISHING AND ADMINISTRATING A WORKPLACE LEARNING PROGRAM ....................................................................................................... 9

A.1 CONDUCTING A FEASIBILITY STUDY ................................................................. 9 A.2 DETERMINING THE MODEL OF WORKPLACE LEARNING COORDINATION .... 9 A.3 PREPARING A WORKPLACE LEARNING COORDINATOR FOR THE ROLE .... 10 A.4 ESTABLISHING A SUPERVISORY TEAM ........................................................... 10 A.5 SUPERVISION STRATEGY ................................................................................. 11

A.5.1 MONITORING DURING WORK PLACEMENT ......................................... 12 A.6 ASSESSING THE INVOLVEMENT OF EXTERNAL AGENCIES .......................... 12 A.7 COMMUNICATION STRATEGY........................................................................... 13 A.8 EMERGENCY RESPONSE STRATEGY .............................................................. 14

A.8.1 ACCIDENTS IN THE WORKPLACE ......................................................... 15 A.8.2 BULLYING OR HARASSMENT IN THE WORKPLACE............................. 15

A.9 SELECTION OF STUDENTS ............................................................................... 16 A.9.1 MATCHING STUDENTS WITH WORK PLACEMENT .............................. 16

A.10 SELECTING AND INDUCTING AN EMPLOYER .................................................. 17 A.10.1 ASSESSING THE SUITABILITY OF THE PREMISES FOR WORKPLACE

LEARNING ................................................................................................ 18 A.10.2 PREPARING A WORKPLACE SUPERVISOR FOR THE ROLE ............... 19 A.10.3 SPECIFIC REQUIREMENTS FOR SELECTED INDUSTRIES .................. 20

A.11 INSURANCE INFORMATION ............................................................................... 24 A.12 PARENT/GUARDIAN CONSENT ......................................................................... 25 A.13 TRANSPORT ARRANGEMENTS ......................................................................... 25

A.13.1 MOTOR VEHICLE ACCIDENT CLAIMS ................................................... 27 A.14 INDUCTION OF STUDENTS ................................................................................ 27

A.14.1 AT THE SCHOOL ..................................................................................... 27 A.14.2 IN THE WORKPLACE ............................................................................... 28

APPENDIX B WORKPLACE LEARNING MANAGEMENT PLANNING ................................. 29 B.1 CHECKLIST FOR WORKPLACE LEARNING MANAGEMENT PLANNING ......... 30 B.2 SAMPLE WORKPLACE LEARNING MANAGEMENT PLAN TEMPLATE ............ 32

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Uncontrolled when printed 3 Effective: 22 November 2010

Workplace Learning All policy and procedural statements contained within this document are lawful orders for the purposes of section 80(a) of the Public Sector Management Act 1994 (WA) and are therefore to be observed by all Department of Education employees.

B.3 EVIDENCE/RECORDS TO BE ATTACHED TO WPL MANAGEMENT PLAN ...... 38

APPENDIX C SAMPLE DOCUMENTS TO SUPPORT WORKPLACE LEARNING IMPLEMENTATION ........................................................................................ 39

C.1 WORKPLACE LEARNING – INSURANCE COVER ............................................. 39 C.2 PARENT/GUARDIAN CONSENT FOR WORKPLACE LEARNING ...................... 40 C.3 PARENT INFORMATION ABOUT STUDENT WORKPLACEMENT ..................... 41 C.4 INSURANCE LETTER FOR WORKPLACE SUPERVISOR .................................. 42 C.5 WORKPLACE LEARNING PLACEMENT ACKNOWLEDGEMENT FORM OF

INSURANCE DETAILS ......................................................................................... 43

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Workplace Learning All policy and procedural statements contained within this document are lawful orders for the purposes of section 80(a) of the Public Sector Management Act 1994 (WA) and are therefore to be observed by all Department of Education employees.

1 POLICY STATEMENT

The Department of Education provides workplace learning programs to assist students in the transition from school to work or further study.

2 BACKGROUND

Workplace learning takes a variety of forms, each having a different purpose. The types of workplace learning program options available are:

Work Experience; Workplace Learning Course; Workplace Learning: On the Job; Workplace Learning: Employability Skills; School Based Traineeships; School Based Apprenticeships; and School Apprenticeship Link.

Completion of any one or more of the workplace learning program options contributes to the Western Australian Certificate of Education (WACE) and Secondary Graduation. Details of these are also listed on the student’s Statement of Results (see enrolment and completion information on the Curriculum Council website at www.curriculum.wa.edu.au).

3 SCOPE

This policy applies to:

principals of schools providing workplace learning programs; and workplace learning coordinators.

4 PROCEDURES

4.1 ESTABLISHING WORKPLACE LEARNING PROGRAMS

The principal will:

appoint one or more workplace learning coordinator(s) when a decision has been made that the school will offer workplace learning program(s); and

endorse the Workplace Learning Management Plan in writing.

Guidelines For further information, see Appendix A - Establishing and administrating a workplace learning program. The principal may use Appendix B.1 - Checklist for Workplace Learning Management Planning to confirm that all the necessary requirements for the workplace learning management program have been addressed in the Workplace Learning Management Plan.

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Uncontrolled when printed 5 Effective: 22 November 2010

Workplace Learning All policy and procedural statements contained within this document are lawful orders for the purposes of section 80(a) of the Public Sector Management Act 1994 (WA) and are therefore to be observed by all Department of Education employees.

4.2 DEVELOPING A WORKPLACE LEARNING MANAGEMENT PLAN

The workplace learning coordinator will:

• develop a written Workplace Learning Management Plan that covers the features of each workplace learning program in operation;

• submit the completed Workplace Learning Management Plan to the principal for endorsement prior to any workplace learning program(s) commencing; and

• review and amend the Workplace Learning Management Plan, as applicable, for each school year.

Guidelines The features of each Workplace Learning Program Plan refers to: Features that are common to all workplace learning program models, such as:

communication strategy; emergency response strategy; selecting, matching and inducting students; selecting and inducting employers; and gaining parent/guardian consent.

(These common features should form the basis of the school’s Workplace Learning Management Plan.) Other features that may be unique to a specific model of workplace learning, such as:

the model of workplace learning coordination; the supervisor/supervisory team members; the supervision strategy; and assessing the safety and suitability of the worksite.

(These unique features should be addressed to suit the model of workplace learning to be undertaken, for example, Workplace Learning: Employability skills, School-based Traineeship or School Apprenticeship Link.) The workplace learning coordinator should use the Checklist for Workplace Learning Management Planning for planning workplace learning programs. For further information, see: Appendix A - Establishing and administrating a workplace learning program Appendix B1 - Checklist for Workplace Learning Management Planning Appendix B2 - Sample Workplace Learning Management Plan Appendix C - Sample documents to support workplace learning implementation

5 RELATED DOCUMENTS

5.1 RELEVANT LEGISLATION OR AUTHORITY Curriculum Council Act 1997 (WA) Occupational Safety and Health Act 1984 (WA) Occupational Safety and Health Regulations 1996 (WA) Public Sector Management Act 1994 (WA) School Education Act 1999 (WA) School Education Regulations 2000 (WA) Vocational Education and Training Act 1996 Vocational Education and Training (General) Regulations (WA) 2009 Volunteers (Protection from Liability) Act 2002 (WA)

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Uncontrolled when printed 6 Effective: 22 November 2010

Workplace Learning All policy and procedural statements contained within this document are lawful orders for the purposes of section 80(a) of the Public Sector Management Act 1994 (WA) and are therefore to be observed by all Department of Education employees.

Western Australian College of Teaching Act 2004 (WA) Western Australian College of Teaching Regulations 2004 (WA) Workers Compensation and Injury Management Act 1981 (WA) Working with Children (Criminal Record Checking) Act 2004 (WA)

5.2 RELATED DEPARTMENT POLICIES Behaviour Management in Schools Child Protection Curriculum Assessment and Reporting Duty of Care for Students Emergency and Critical Incident Management Excursions: Off School Site Activities Occupational Safety and Health Records Management Risk and Business Continuity Management Sexual Harassment Resolution for Employees and Students Student Drivers in Agricultural Education Visitors and Intruders on School Premises

5.3 OTHER DOCUMENTS A guide to establishing partnership arrangements between schools and registered training providers, The first step: managing safety and health hazards in your workplace The School Education Act Employees’ (Teachers and Administrators) General Agreement 2008 Curriculum Council’s Western Australian Certificate of Education WACE Manual: General information for senior secondary schooling, 2011

6 DEFINITIONS

ABORIGINAL SCHOOL BASED TRAINING PROGRAM (ASBT)

A program that offers a starting point for Year 10, 11 or 12 students to develop skills for the workplace. Once these are developed, students may apply for an apprenticeship or traineeship in their chosen industry area. These will be school based (SBT or SBA or ASBT/ASBAs) if students are in Year 11 or 12.

EXTERNAL AGENCY

A business or individual negotiated by the Department of Education, principal or their nominee, to provide a workplace learning service and/or expertise appropriate to a particular school activity. Examples may include an incorporated body (for example, Swan Education Industry Training Association Inc.), a Registered Training Organisation (public or private), a Group Training Organisation or a University that coordinates or delivers an educational program, or part thereof, to students as part of their school program.

NOMINEE

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Workplace Learning All policy and procedural statements contained within this document are lawful orders for the purposes of section 80(a) of the Public Sector Management Act 1994 (WA) and are therefore to be observed by all Department of Education employees.

Any staff member employed under section 235 of the School Education Act 1999 who is nominated by the principal to act on behalf of the principal.

NON-TEACHING STAFF

Employees of the Department of Education who are employed at the premises of a public school and who are not members of the teaching staff.

SCHOOL BASED TRAINEESHIP, ABORIGINAL SCHOOL BASED TRAINEESHIP AND SCHOOL BASED APPRENTICESHIPS

Workplace learning programs that allow full-time senior secondary students to begin their (paid) apprenticeship or traineeship in Years 11 or 12, while also completing their Western Australian Certificate of Education.

SUPERVISOR

Is an adult with the official task of overseeing other persons or groups.

SUPERVISORY TEAM

Is a group of adults with the official task of overseeing other persons or groups.

VOLUNTEER

An adult or organisation offering services for school activities, but receiving no remuneration from the school for the services provided.

WORKPLACE LEARNING

The placement of a student in a work environment as part of a Work Experience, accredited Workplace Learning, School Based Traineeship or Apprenticeship program, or some School Apprenticeship Link programs.

WORKPLACE LEARNING COORDINATOR

A role carried out by any employee pursuant to section 235 of the School Education Act 1999 or the Public Sector Management Act 1994, who is nominated by the principal to coordinate workplace learning for students enrolled in school-based programs. This role exists regardless of whether an external agency provides a workplace learning program service for the school or not.

WORKPLACE LEARNING MANAGEMENT PLAN

A plan describing how the proposed workplace learning activity will be organised and managed to take account of the procedures set out in this document.

WORKPLACE SUPERVISOR

An adult employee of a host workplace acting in a designated supervisory capacity for the student(s) in workplace learning at that site.

7 CONTACT INFORMATION VET in Schools Department of Education

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Workplace Learning All policy and procedural statements contained within this document are lawful orders for the purposes of section 80(a) of the Public Sector Management Act 1994 (WA) and are therefore to be observed by all Department of Education employees.

151 Royal Street East Perth WA 6004 T: (08) 9264 4783 F: (08) 9264 4629 E: [email protected] Specialist Claims Team Insurance Commission of Western Australia – RiskCover Division GPO Box K837 Perth WA 6842 Ph: 9264 3539 Fax: 9264 3268 Head of Security Strategic Asset Planning Department of Education 151 Royal Street East Perth WA 6004 T: (08) 9264 4825 Director, Liquor Licensing Department of Racing, Gaming and Liquor PO Box 6119 East Perth WA 6892 T: (08) 9425 1888 F. (08) 9325 1041 E: [email protected] W: www.rgl.wa.gov.au

8 HISTORY OF CHANGES Effective date Last update date Policy

version no.

Ref no. Notes

22 November 2010

26 May 2015 2.2 D15/0196098 Changes regarding public liability and professional indemnity D15/0195602.

22 November 2010

1 September 2015 2.3 D15/0348181 Changes regarding public liability and professional indemnity D15/0348158

22 November 2010

27 January 2016 2.4 D16/0102005 Changes to requirements for public liability insurance D15/0480325

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Uncontrolled when printed 9 Effective: 22 November 2010

Workplace Learning All policy and procedural statements contained within this document are lawful orders for the purposes of section 80(a) of the Public Sector Management Act 1994 (WA) and are therefore to be observed by all Department of Education employees.

APPENDIX A ESTABLISHING AND ADMINISTRATING A WORKPLACE LEARNING PROGRAM

A.1 CONDUCTING A FEASIBILITY STUDY

For the school to be able to meet the strategic and operational requirements surrounding a workplace learning program, a feasibility study should consider factors such as:

benefits to student learning; the range of student cohorts accessing program; staffing – especially meeting supervision requirements; timetabling; interaction with other courses and programs; costs involved; Curriculum Council workplace learning program/course requirements; and access to employers.

A.2 DETERMINING THE MODEL OF WORKPLACE LEARNING COORDINATION

Experience has shown that three models of coordination have been successful in meeting the needs of the principals, students and employers. These are:

school-based; regional, for example, Swan Education Industry Training Association; Perth

Workplace Learning; and outsourced to an external agency such as a group training organisation or a

registered training organisation.

Depending on the model of workplace learning selected, there may be up to three key people involved in the coordination process:

school-based workplace learning coordinator; regional coordinator or external agency coordinator; and workplace supervisor.

The time commitment of the workplace learning coordinator varies in accordance with the:

type of program, for example work experience or School Apprenticeship Link; model of coordination used; number of students; time students spend in the workplace; location of work placements, especially in regional and remote areas; and degree to which industry links have been established.

To enable the effective coordination of workplace learning programs a range of 80 to 100 students to a full-time equivalent staff member may be required. This range will vary according to the needs of the students, the school-workplace proximity and the coordination model.

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Workplace Learning All policy and procedural statements contained within this document are lawful orders for the purposes of section 80(a) of the Public Sector Management Act 1994 (WA) and are therefore to be observed by all Department of Education employees.

For Curriculum Council developed and endorsed workplace learning programs, including School Based Apprenticeships/Traineeships and School Apprenticeship Link, students should be enrolled with the Curriculum Council. Their achievements in the workplace learning program should be recorded and forwarded to the Curriculum Council at the appropriate time in accordance with the Curriculum Council reporting requirements (see www.curriculum.wa.edu.au for details).

The student can use a logbook as evidence for:

Curriculum Council accreditation; Registered training organisation judgements about competence in Unit(s) of

Competency from an accredited training package; prospective employers; and claims for advanced standing at public and private registered training

organisations.

A.3 PREPARING A WORKPLACE LEARNING COORDINATOR FOR THE ROLE

The workplace learning coordinator should be appropriately prepared for the role.

The principal should verify that:

there is a clarity of role and responsibilities under this policy and other relevant policies;

effective communication can be developed and implemented with all parties involved in the workplace learning management plan; and

there is confidence and capacity to carry out/coordinate work site environment assessments and student supervision for: duty of care; occupational safety and health; and effective student learning/training.

A.4 ESTABLISHING A SUPERVISORY TEAM

The workplace learning coordinator:

establishes a supervisory team relevant to each workplace learning program; determines the role and duties of the supervisory team; verifies each supervisory team member’s capability to identify and establish a

safe work place learning environment and monitor each student’s progress; inducts supervisors into the role for which they have been appointed; coordinates relevant professional learning and/or resources, where necessary,

to enable supervisory team members to carry out assigned roles and duties; and

applies for written endorsement from the principal for the supervisory team and includes details in the relevant workplace learning management plan.

People who possess the appropriate experience, competencies and/or qualifications may be supervisors, including, but is not limited to, the workplace learning coordinator, teaching and non-teaching staff, external agency staff, parents, workplace supervisors, registered training organisation staff (if accredited training is involved) and group training organisation staff, and workplace employees.

Relevant professional learning may include:

clarifying role and responsibilities under this policy and other relevant policies;

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Workplace Learning All policy and procedural statements contained within this document are lawful orders for the purposes of section 80(a) of the Public Sector Management Act 1994 (WA) and are therefore to be observed by all Department of Education employees.

developing effective communication methods with all parties involved maintain goodwill whilst achieving expected outcomes; and

developing confidence and capacity to carry out/coordinate work site environment assessments and student supervision for: duty of care; occupational safety and health; and effective student learning/training.

Previous experience has shown that where block work placements are organised, there will need to be an adequate number of supervisory team members to monitor all students in workplaces during that block.

Non-teaching staff, volunteers and external agencies have a right to refuse a request to accept responsibility to supervise students. This should be negotiated early in the workplace learning program establishment, prior to implementation. Non-teaching staff may have limited scope to refuse a request from teaching staff to personally care for students if, by reason of their job description form, the request relates to a task that he or she is required to perform as part of his or her normal duties.

Where a member of the non-teaching staff, an external provider or a volunteer agree to perform tasks that require them to personally care for students in the absence of a member of the teaching staff, the workplace learning coordinator considers the suitability of that adult for the task being assigned by taking into account the:

number of students involved; age, experience and capabilities of the students; activities to be undertaken; characteristics and locality of the workplace; health, skills, and experience of the supervising adult; and the volunteer’s status under the Working with Children Act 2004.

Please note: Workplace supervisors of students learning in the workplace are exempt from having a Working with Children Check unless they otherwise carry out child-related work.

For further information on requirements for working with children checks, see the Department’s Working with Children Checks policy.

Volunteers who are exempt from having a working with children check may be requested to complete a Confidential Declaration form which is available from the Department’s Visitors and Intruders on School Premises policy.

A.5 SUPERVISION STRATEGY

The workplace learning coordinator:

establishes a supervision strategy with a level of supervision which is appropriate to the student’s age, knowledge and level of skill; the student’s medical condition or disability; the type and location of the activity; the workplace environment and workplace supervisor’s capability;

informs the workplace supervisor that they need to report to the school any discrepancies in the student’s safe and expected, timely arrival, departure and return to the workplace;

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Workplace Learning All policy and procedural statements contained within this document are lawful orders for the purposes of section 80(a) of the Public Sector Management Act 1994 (WA) and are therefore to be observed by all Department of Education employees.

confirms that work practices and/or flexibility arrangements for work placements during school holidays, or other out-of-school hours arrangements comply with this policy and relevant industrial arrangements; and

obtains parental permission for students to: leave the workplace during meal breaks in workplaces where the

workplace supervisor does not supervise students during meal breaks; and

travel with workplace colleagues (other than the workplace supervisor) to a meal provider and return to the workplace.

Supervision strategies should address circumstances where students are not in clear view of the workplace supervisor(s), such as:

when set a task out of direct line of sight; during meal breaks that are unsupervised; and when travelling to and from meal providers during meal breaks

Relevant industrial requirements may apply when students work in certain industries, such as the liquor, construction, mining and aged care industries (see Appendix F- Specific requirements for selected industries).

Also, it is necessary to consider the teacher/supervisory team member’s employment conditions, for example, when students are supervised in some placements that occur in school holidays, or out of school hours. Examples include the hospitality, baking or entertainment industries, or when increasing their hours in the workplace for a school based traineeship/school based apprenticeship or carrying out workplace learning in the holidays due to workplace availability or school timetables.

Student contact can be supplemented with, but not limited to, telephone calls.

A.5.1 MONITORING DURING WORK PLACEMENT

The workplace learning coordinator confirms that:

each work experience student has at least one personal visit whilst the student is in the work place by a member of the supervisory team;

each workplace learning student has at least one personal visit per placement whilst the student is in the work place by a member of the supervisory team; and

School Based Traineeship/Apprenticeship and School Apprenticeship Link students are monitored by a personal visit to the workplace by a member of the supervisory team at least twice each year.

A.6 ASSESSING THE INVOLVEMENT OF EXTERNAL AGENCIES

Where an external agency is engaged, prior to the student commencing workplace activities, the workplace learning coordinator verifies that:

necessary processes are in place to confirm that the external agency and their staff are competent, and possess the necessary working with children check in accordance with the Department’s Working with Children Checks policy;

the roles and responsibilities of the relevant parties within the external agencies are identified and documented;

the selected external agency has the appropriate level of public liability insurance;

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Workplace Learning All policy and procedural statements contained within this document are lawful orders for the purposes of section 80(a) of the Public Sector Management Act 1994 (WA) and are therefore to be observed by all Department of Education employees.

Department staff members have not signed indemnities, disclaimers or other documents provided by the agencies or companies which absolve them from liability for their own negligent acts or omissions; and

details of the workplace learning program are available at the school in the Workplace Learning Management Plan.

The suitability of an external agency may be determined from the information they provide (via telephone, web-site or through correspondence) related to:

recent experience (including maintaining log books and monitoring student work placements);

current qualifications, accreditation and any other relevant training; third party referees; and currency of their working with children check.

Persons taking a supervisory role for workplace learning in a voluntary capacity (including those assisting the external agency) maybe asked to sign a Confidential Declaration form which is available from the Department’s Visitors and Intruders on School Premises policy.

Agreements established with external agencies for workplace learning programs should be documented in a Memorandum of Agreement or formal contract, and attached to the appropriate Workplace Learning Management Plan. For an example Memorandum of Agreement see A guide to establishing partnership arrangements between schools and registered training providers .

Where a school has selected the regional or external agency approach to coordination, the principal or their nominee, or the workplace learning coordinator may be the contact person within that school. The role generally is one of a link between the regional or external agency and school, students, teachers and parents.

Where the workplace learning is supervised by an external agency under Department contractual arrangements, such as public or private registered training organisations with School Apprenticeship Link programs and group training organisations with the Year 10 – 12 Aboriginal School-based Training Program, the workplace learning coordinator should verify that all the necessary arrangements are made in line with this policy and relevant information is attached to the school’s Workplace Learning Management Plan before the student begins in the workplace.

A.7 COMMUNICATION STRATEGY

The workplace learning coordinator:

develops a communication strategy between the student, the school (including supervisory team members), the parents/guardians and the workplace supervisor;

documents communication strategy in the workplace learning management plan; and

confirms that the students are clear about the communication strategy.

The communication strategy includes contact information and may also need to include details of an alternative mode of communication in case of the failure of the primary communication method.

The workplace learning coordinator should have processes in place to be contactable whenever a student is in the workplace.

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Workplace Learning All policy and procedural statements contained within this document are lawful orders for the purposes of section 80(a) of the Public Sector Management Act 1994 (WA) and are therefore to be observed by all Department of Education employees.

Stakeholders should be invited to provide feedback where possible and when needed as part of a continuous improvement process for WPL program(s).

The following stakeholders may be included in the communication strategies and review process to provide feedback on issues such as occupational safety and health, suitability of the work placement and any other relevant information:

students; supervisory team members (including external agency personnel); workplace supervisors/employers; parents; and teachers.

A.8 EMERGENCY RESPONSE STRATEGY

The workplace learning coordinator:

establishes an emergency response strategy in line with Department’s Emergency and Critical Incident Management policy.

confirms that the student, parents/guardians, supervisory team members and workplace supervisor are familiar with the emergency response strategy;

includes the emergency response strategy in the workplace learning management plan;

confirms that the emergency response strategy is accessible by the principal; verifies that the appropriate procedures are followed in the event of the student

being injured at a work placement; and provides the workplace supervisor with:

the contact details of the student’s parents/guardians and the school; the relevant student health form and health care authorisations; and details of specific first aid responses needed in the event of a known

predisposition to an adverse health event such as an asthma attack, bee sting or nut allergy.

Other emergency response planning may include:

arrangements for medical assistance by the workplace supervisor; the workplace supervisor contacting the parents/guardians in the first instance

of any emergency and notifying the school’s workplace learning coordinator, at the earliest opportunity;

the workplace learning coordinator clarifying if the workplace learning student is a workers’ compensation case (for example school-based trainee/apprentice) or not;

the student, with the assistance of the workplace supervisor and the workplace learning coordinator completing the appropriate sections of the accident insurance claim form and have it signed by the parent/guardian as soon as possible;

the student or parent/guardian obtaining a medical certificate or statement from the doctor attending to the student; and

standard accident procedures being followed in reporting accidents including reporting to the Department’s Strategic Asset Planning Branch.

For further information, see the Department’s Emergency and Critical Incident Management policy and Occupational Safety and Health policy.

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Workplace Learning All policy and procedural statements contained within this document are lawful orders for the purposes of section 80(a) of the Public Sector Management Act 1994 (WA) and are therefore to be observed by all Department of Education employees.

A.8.1 ACCIDENTS IN THE WORKPLACE

In the event of an accident to a student in the workplace, the principal:

informs their Regional Executive Director and fills in the Online Incident Notification System at http://secureapps.det.wa.edu.au/oins/;

completes and retains for record purposes, the Department’s Incident Report form;

where doctors bulk bill and there is no additional charge, retains for record purposes, copies of all medical certificates and receipts;

fills in a RiskCover personal accident claim form and forward to the RiskCover Specialist Claims Team following a workplace accident; and

informs the parents/guardians that: all medical certificates and receipts are retained by them; appropriate health insurance claim forms should be completed and

submitted to Medicare or the private health insurance organisations for reimbursement of medical expenses.

A personal accident claim form can be downloaded from the following website: www.icwa.wa.gov.au/rc/forms/personalaccidentclaimform.pdf

In the event that reimbursement is required, the following documentation, where appropriate, should be forwarded to RiskCover as soon as it becomes available:

first medical certificate; medical account; statement portion of Medicare cheque; and private health insurers remittance receipt.

Students who are involved in part-time paid work, out of school hours, as part of a school program to achieve skills from a Workplace Learning Skills List or achieve Units of Competency or undertaking School Based Apprenticeships/Traineeships, are employees and any medical expenses are therefore, covered under the workplace supervisor’s (employer’s) workers’ compensation insurance, not the Department’s insurance.

If a school student injures themselves whilst on a workplace learning program to a degree where they are unfit for any part time/casual employment they may have, they are able to claim their wages on the Department’s Personal Accident policy held with Insurance Commission of Western Australia - RiskCover Division. This is of course subject to provision of appropriate medical certification and written confirmation from their employer of their work hours and rates of pay, and that they would have worked during the period they were unfit.

A.8.2 BULLYING OR HARASSMENT IN THE WORKPLACE

The workplace learning coordinator:

advises any staff member (who becomes aware of any bullying, harassment or sexual harassment of the student in the work placement) to inform the principal and the workplace learning coordinator;

provides relevant information about the work placement to the principal upon notification of sexual harassment in the workplace; and

advises students that if they find themselves in a situation where they experience bullying, harassment or sexual harassment during a work placement, they should immediately inform:

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their parent/guardian; and/or the principal, or any teacher.

Upon notification of an incident, which may include bullying and harassment in the work placement, a suggested process may include the following steps:

investigate to validate the incident; withdraw the student from the placement; inform the student’s parents/guardians that the incident has occurred; alert relevant parties of concerns regarding this workplace as an inappropriate

placement for students; inform the student and their parent/guardian of the existence of the Equal

Opportunity Commission which has power to investigate a complaint; and document incident and actions taken in line with established school processes.

For further information, see the Department’s Child Protection and Sexual Harassment Resolution for Employees and Students policies.

A.9 SELECTION OF STUDENTS

The workplace learning coordinator verifies that students:

complete an application process; attend an interview prior to or upon entry to the workplace, in the case of

workplace learning, School Apprenticeship Link and school-based traineeships or apprenticeships; and

are informed of the outcome of any interview that takes place.

Experience has shown that a work readiness program prior to the student’s work placement may be useful in assessing the suitability of the student for the workplace.

The workplace learning coordinator may prepare interview questions and identify an interview team, which may include a representative from industry. It is not necessary for the interview team to meet together as a panel, as they may interview the student individually. A selection interview form may be completed in collaboration with the interview team.

Those external to the school involved in the selection of students for the School Apprenticeship Link programs should inform the school as well as the student.

Special needs students, including students with a physical or intellectual disability or Aboriginal students, may require other considerations such as supportive workplaces, additional support at the beginning of the work placement and/or additional time to fulfil the requirements of the chosen workplace learning program.

A.9.1 MATCHING STUDENTS WITH WORK PLACEMENT

Students are selected for a work placement program on the basis of the education and/or the training outcomes to be achieved and other factors including work readiness. Placing students in the workplace who are not work ready may expose them to failure and present a very difficult situation for workplace supervisors and employers.

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Workplace Learning All policy and procedural statements contained within this document are lawful orders for the purposes of section 80(a) of the Public Sector Management Act 1994 (WA) and are therefore to be observed by all Department of Education employees.

Work readiness does not necessarily relate to academic ability. Students demonstrate work readiness by having a positive attitude towards learning in a workplace environment and making an honest commitment to the experience. The assessment of a student’s readiness needs to be made in the context of the outcomes to be achieved and the nature of the work placement.

In matching students to a work placement, the workplace learning coordinator should take into account the following:

the workplace learning skills to be acquired by the student; the expected student outcomes, including the specific workplace learning skills,

that can be achieved in the selected work placement; the match of student’s current work background skills, knowledge, attributes

and work readiness to the appropriate work placements and worksite specific requirements; and

evaluations from any previous Workplace Learning placement(s).

The workplace learning coordinator should consider information gained from the interview process, school performance and attitude to assess the work readiness of the students and retain a record of the following:

the student’s age, experience, maturity, capabilities and suitability in the context;

the student’s prior experience and knowledge of the industry; information about any special needs of the student; cultural needs of students any disabilities, special needs or health requirements; preferences or particular interests expressed by the student; the approach of the workplace supervisor; and access to transport.

In some occupations, (for example, child care or where students are handling cash and valuables), the workplace supervisor may insist on students signing a Confidential Declaration of Good Character.

Students from culturally and linguistically diverse (CALD) backgrounds may need additional support including mentoring and provision of English language and communication skills that are required in the workplace.

It would be useful to offer information and support to parents about workplace learning programs and how they can best help their child during a work placement. Translations may be considered for parents from CALD backgrounds.

A.10 SELECTING AND INDUCTING AN EMPLOYER

The workplace learning coordinator or designated supervisory team member:

locates a prospective employer willing to offer student work placement(s); assesses the suitability of the workplace, in terms of occupational safety and

health, and in terms of meeting the student’s needs; identifies and negotiates arrangements for a student’s workplace learning

program directly with the nominated workplace supervisor; clarifies the most appropriate way, if any, for the student(s) and visiting

supervisors to be identified while in the workplace; provides the workplace supervisor with written details about the insurance

cover provided by the Department, and obtain a signed acknowledgment and acceptance of these details (see Appendix C.4);

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verifies that students are only placed in a workplace that has the appropriate level of current Public Liability insurance;

confirms the placement in writing and includes all details in the workplace learning management plan; and

abides by all workplace-specific legislative requirements regarding a student’s work placement.

The workplace learning coordinator should assess each case on its merits and if, in their opinion, the nominated person (most likely to be a member of supervisory team) responsible for undertaking the workplace assessment is able to make an unbiased and independent judgement about the workplace for the selected student, then the placement may be deemed suitable. Details of the assessment and findings should be included in the Workplace Learning Management Plan and endorsed in writing by the principal or nominee.

Examples of where workplace inspection is not possible include:

where workplace supervisors are mobile; or where it is not feasible to travel to the workplace due to distance.

When inspection of a work place is not possible, such as in another part of the state or for mobile tradespeople, the principal or their nominee and workplace learning coordinator should refer to certificates of competency, references, interviews, past experience and reputation to confirm the suitability of the placement.

Additional information about WorkSafe resources is available at: http://www.commerce.wa.gov.au/WorkSafe/.

The First Step 2010 is a useful resource for workplace inspections and is available at: http://www.commerce.wa.gov.au/worksafe/PDF/Thinksafe/FirstStep.pdf

Additional industry specific hazard information to be considered when assessing the workplace is available at: http://www.commerce.wa.gov.au/WorkSafe/PDF/Hazard_identification/Priority_area_checklist.pdf.

Further information: http://www.commerce.wa.gov.au/index.htm http://www.worksafe.wa.gov.au/smartmove/index.htm http://www.safeworkaustralia.gov.au/AboutSafeWorkAustralia/WhatWeDo/Publ

ications/Pages/TR2007StudentWorkPlacementGuide.aspx http://www.safeworkaustralia.gov.au/AboutSafeWorkAustralia/WhatWeDo/Publ

ications/Pages/TR2002SafeGuardingTheStudent.aspx

A.10.1 ASSESSING THE SUITABILITY OF THE PREMISES FOR WORKPLACE LEARNING

Issues to be addressed when assessing the suitability of the premises for workplace learning may include, but are not limited to, the following:

occupational safety and health legislative compliance of a workplace. This issue could be addressed by the Coordinator checking if the employer has: an occupational safety and health policy and procedures and the equal

employment opportunity policy and procedures available; consultative processes for occupational health and safety in place; had student placements previously and the outcomes;

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any recent breaches of occupational safety and health, including accidents or incidents, prohibition notices in effect;

workplace induction/training programs; workers’ compensation insurance;(where applicable) selected a workplace supervisor, the extent of their workplace experience

and the intended level of student supervision within the workplace; and raised staff awareness of the presence and role of the student.

Observation and questions to ascertain if this is a suitable placement for a student could include, but are not limited to, the following: Is there an occupational safety and health induction program tailored to

students? Is the workplace clean and tidy? Are there any obvious hazards present? (see Worksafe resources below) Are there emergency exit signs displayed? Are emergency exits clear? Is an evacuation plan available? Are there fire extinguishers present in the workplace? Is there a first aid kit? Do the premises have accessible amenities?

As a part of ensuring a safe workplace, the workplace learning coordinator/supervisory team member may include in the information session with the workplace supervisor:

the key elements of a safe workplace; how workplace learning fits into the school program; procedures to be followed in the case of student absence from the workplace; the process for removing a student from the workplace who is not work ready; the procedures to be followed in case of an emergency (see A.8 Emergency

response strategy); the student’s work safety preparation prior to attending workplace ; and reference to where there are additional potential risks such as licensing

requirements (electrical, plumbing) or fast moving vehicles (forklifts in a warehouse), the workplace supervisor needs to be aware of safety limitations and assign appropriate tasks and supervision to the student.

Additional resources to assist in assessing the workplace suitability for workplace learning students are available at: http://www.commerce.wa.gov.au/WorkSafe/ with additional industry specific hazard information to be considered when assessing the workplace available at: http://www.commerce.wa.gov.au/WorkSafe/PDF/Hazard_identification/Priority_area_checklist.pdf.

For further information, see the Department’s Occupational Safety and Health policy.

A.10.2 PREPARING A WORKPLACE SUPERVISOR FOR THE ROLE

It is recommended that the workplace learning coordinator or allocated supervisory team member emphasise, with the workplace supervisor, the need to:

plan skills learning in a logical order; share the plan with the student; and set aside a period of time at the end of each day to review the tasks

undertaken by the students. This allows the student to consolidate progress.

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Workplace Learning All policy and procedural statements contained within this document are lawful orders for the purposes of section 80(a) of the Public Sector Management Act 1994 (WA) and are therefore to be observed by all Department of Education employees.

For workplace supervisors who have not been involved previously in workplace learning and school based apprenticeships/traineeships it may be necessary to provide follow-up sessions. This may be combined with a monitoring visit during the placement.

A.10.3 SPECIFIC REQUIREMENTS FOR SELECTED INDUSTRIES

A.10.3.1 LIQUOR LICENSING

The principal makes an application to the Director of Liquor Licensing to gain approval for students to be present on licensed premises when they are under 18 years of age.

The workplace learning coordinator confirms that:

juveniles do not take part in the sale, supply or serving of liquor on the licensed premises; and

each student undertaking work placement on licensed premises carries with him/her: a copy of the Director of Liquor Licensing’s letter of approval together;

and a letter from the principal providing evidence of the student’s enrolment in

the course and authorising the days and times of work placement.

Students interested in workplace learning and/or school-based training in industries that involve liquor, for example, hospitality and tourism, viticulture/wine making industries, are permitted to undertake work placements on licensed premises. The following sections of the Liquor Control Act 1988 describe the conditions under which school students (juveniles – young people under 18 years of age) may do this.

Section 121(5)(c) of the Liquor Control Act 1988 (“the Act”) requires that the approval of the Director of Liquor Licensing must be sought for unaccompanied juveniles to be present on licensed premises.

The Department of Racing, Gaming & Liquor (Government of Western Australia) has developed a policy statement about juveniles engaged in workplace experience on licensed premises. This policy includes details of the application for Director’s approval that can be found at: http://www.rgl.wa.gov.au/ResourceFiles/Policies/Juveniles_working_training_on_licensed_premises.pdf.

Section 126A of the Act provides that a licensee may apply to the Director for approval of the provision of entertainment solely for juveniles on the licensed premises or a part of the licensed premises [as amended on 7 May 2007].

Pursuant to Section 121(11) of the Act, a juvenile may, with the prior approval of the Director of Liquor Licensing, be employed or engaged at a licensed premises in the service of liquor ancillary to a meal. This authority is subject to the conditions that the juvenile is:

a) aged 16 years or older;

b) enrolled in an accredited course or an accredited skills training programme;

c) supervised at all times; and

d) the service of alcohol by the juvenile is only ancillary to a meal.

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Workplace Learning All policy and procedural statements contained within this document are lawful orders for the purposes of section 80(a) of the Public Sector Management Act 1994 (WA) and are therefore to be observed by all Department of Education employees.

In this regard, the presence of the juvenile on the licensed premises must be a requirement of the course (that is; hands-on experience in the service of liquor must form part of the competency requirements on which the student’s final assessment will be made).

Note: Liquor can be supplied to students as part of a recognised vocational training or education course, for example viticulture. Schools/organisations offering such a program are required to have a special facilities licence. Details for obtaining such a licence are found at: http://www.rgl.wa.gov.au/ResourceFiles/ApplicationKits/Liquor/Special_facility.pdf.

For students undertaking work placements through their association with a group training organisation, for example while in a school-based traineeship, Worksafe has developed a statement about the occupational safety and health responsibilities of registered group training organisations. These can be found at:

http://www.docep.wa.gov.au/WorkSafe/PDF/Bulletins/Agent_providing_work.pdf

http://www.docep.wa.gov.au/WorkSafe/PDF/Bulletins/Host_employers_appren.pdf

Further information: http://www.rgl.wa.gov.au.

A.10.3.2 MINING INDUSTRY

Students wishing to engage in workplace learning in the mining and associated industries are bound by the following regulations listed in the Mines Safety and Inspection Regulations 1995.

10.4. Persons under 18 years of age not to be employed underground

(1) Except as provided in subregulation (2), each responsible person at an underground mine must ensure that a person under 18 years of age does not work underground in the mine.

Penalty: See regulation 17.1

(2) Subregulation (1) does not apply to or in relation to a cadet or apprentice who is working underground in order to gain required experience in the course of training for a profession or trade.

Sub-section 2 would apply in the case of a School Based Trainee gaining experience to enable completion of a qualification.

For further information about the safety and health of young people in the workplace, visit the Worksafe website at: http://www.commerce.wa.gov.au/WorkSafe/.

3.6. Training of persons

(1) An employer must ensure that each employee engaged in exploration operations is provided with such training as is necessary to enable the employee to manage risks associated with the hazards of exploration operations in remote sites, including the lack of infrastructure and support and adverse climatic conditions.

Penalty: See regulation 17.1.

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(2) The requirement in subregulation (1) is in addition to the requirements of regulation 4.13.

4.13. Induction and training of employees

(1) Each responsible person at a mine must ensure that every employee is:

(a) given adequate instruction and training in safety procedures and systems of work and in the tasks required of the employee;

(b) assessed before commencing work at the mine to ensure that the employee is competent to perform the tasks he or she will be assigned and to operate any plant and equipment the employee will be required to operate; and

(c) retrained and reassessed whenever systems of work or plant and equipment are changed, or new systems of work or plant and equipment are introduced.

Penalty: See regulation 17.1

(2) Each responsible person at a mine must ensure that:

(a) a record is made of any instruction, training, retraining, assessment or reassessment given as required under this regulation; and

(b) the record is kept for a minimum of 2 years after it is made.

Penalty: See regulation 17.1

16.13 Conditions for young persons

Each responsible person at a mine must ensure that a person under the age of 16 years is not employed in a mine if, as a direct consequence of that mining operation the young person may receive doses of radiation in excess of the dose limits set out in regulation 16.19

Penalty: See regulation 17.1

Each responsible person at a mine must ensure that a person under the age of 18 years is not employed to work in a controlled area unless that person is adequately supervised, and then only for training purposes.

Penalty: See regulation 17.1

17.1. General penalty

The penalty for an offence committed by a person against a provision of these regulations that refers to this regulation is —

(a) if the offence was committed by the person as an employee —

(i) for a first offence, a fine of $5 000; and

(ii) for a subsequent offence, a fine of $6 250;

(b) if paragraph (a) does not apply —

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(i) in the case of an individual —

(I) for a first offence, a fine of $25 000; and

(II) for a subsequent offence, a fine of $31 250;

or

(ii) in the case of a corporation —

(I) for a first offence, a fine of $50 000; and

(II) for a subsequent offence, a fine of $62 500.

[Regulation 17.1 inserted in Gazette 4 Apr 2005 p. 1111.]

A.10.3.3 CONSTRUCTION INDUSTRY General information for industry

The Occupational Safety and Health Regulations 1996 have changed to reflect the national approach to construction induction training endorsed by industry Australia wide. 1. Repeat Training

There is no legislative requirement for repeat induction training. All cards already issued will remain valid under the regulations.

The National Code of Practice for Construction Induction Training, 2007, an advisory document, provides an option for repeat training if a person leaves the industry for more than two years, or, if the employer considers repeat training necessary. It may be the case that some employees require repeat induction training, in accordance with the code, as part of safety and health management processes. 2. Training course

Construction induction training that is nationally accredited will be recognised under the amended regulations. From the end of August 2009 in WA, this has been a unit of competence CPCCOHS1001A Work safely in the construction industry from the CPC08 Construction, Plumbing and Services Integrated Framework Training Package.

Those people who have completed the course 51466 Course in Safety Awareness Training will not have to repeat the training as it was also nationally recognised training, equivalent to the new unit of competence.

3. Cards issued and recognised in Western Australia

Across all States and Territories, including here in WA, both types of WA cards issued through training providers are accepted by the regulatory authority as evidence that induction training has been completed.

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Workplace Learning All policy and procedural statements contained within this document are lawful orders for the purposes of section 80(a) of the Public Sector Management Act 1994 (WA) and are therefore to be observed by all Department of Education employees.

The Construction Training Fund (CTF)

The CTF provides a subsidy to eligible students to reduce their costs associated with Construction Induction Training.

Since 1 September 2009, the CTF provides eligible trainees with a flat-rate subsidy of:

$50.00 (+GST) if they attend and successfully complete a Construction Induction Course with a recognised RTO

or a flat-rate subsidy of $20.00 (+GST) if they successfully complete an on-line Construction Induction Course with a recognised RTO

All RTOs relevant to the delivery of Construction Induction courses in WA have been informed of the change in subsidy rates.

A.10.3.4 AGED CARE INDUSTRY

Volunteers who are under the age of 16 or full-time students under the age of 18 do not require a police clearance to carry out a workplace learning program in an aged care facility.

See http://www.health.gov.au/internet/main/publishing.nsf/Content/ageing-quality-factsheet-policechecks.htm.

A.11 INSURANCE INFORMATION

Personal accident insurance cover is provided by the Department (via Risk Cover) to all authorised and unpaid workplace learning students subject to certain conditions. However, accidental damage caused by the student to work site machinery, equipment and infrastructure is not covered by the Department’s insurance.

School-based apprenticeship/traineeship students (who are paid) are covered under the employer’s workers’ compensation and not the Department’s insurance.

Enterprises are required to have public liability insurance in place as is standard business practice. Enterprises need to consult their insurance advisor to determine an appropriate level of insurance cover for their business or industry risk profile.

The workplace learning coordinator should apply professional judgment on the type of activity and potential risk or injury to the student given that a work placement is often a one-to-one experience.

Clarification on insurance issues should be directed to the Department’s Head of Security, Strategic Asset Planning.

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Workplace Learning All policy and procedural statements contained within this document are lawful orders for the purposes of section 80(a) of the Public Sector Management Act 1994 (WA) and are therefore to be observed by all Department of Education employees.

The Department’s Summary of Insurance Cover and Certificates of Currency are available from the Policies website at http://det.wa.edu.au/policies.

A.12 PARENT/GUARDIAN CONSENT

Following acceptance of a student into a work place learning program, the workplace learning coordinator:

obtains written parental or guardian permission for a student to participate in a workplace learning program; and

provides the following information when seeking parental or guardian permission: full details about the student work placement; and details regarding the insurance cover for students on work placement,

including recovery of any medical expenses incurred in case of accident or illness during workplace learning.

To assist parents/guardians make the decision as to whether their child may participate in one or more workplace learning options, the following details may also be provided:

workplace learning program options and their relationship to the student’s school program;

participation cost (if any); process for identifying students who are ready for work placements; benefits for the student; and post school options.

Once the student is selected for workplace learning option(s), the following information provided to parents or guardians may include:

location of workplace learning placement; days, dates, and times; tasks to be undertaken (including running errands, additional or alternative

activities outside normal duties, etc); potential work hazards in the workplace; student contact arrangements during the workplace learning placement; transport arrangements, including the possibility that students may travel with

other employees to a meal provider; supervision to be provided; arrangements for meal breaks and leaving early; special clothing or other items required and responsibility for provision of such

items; required or random drug testing and payment of associated costs; and procedures in case of student accident or illness on the work placement.

In the case of mature minors (students under 18 living independently), the principal may make a decision as to the appropriateness of a mature minor signing their own consent forms.

A.13 TRANSPORT ARRANGEMENTS

The workplace learning coordinator verifies that:

there are appropriate and safe transport arrangements to and from the work placement for workplace learning students;

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processes are in place for the workplace supervisor to acknowledge the arrival and approve the departure of the student from the workplace;

vehicles used by workplace supervisors have a current vehicle licence and drivers have a current driver’s licence;

vehicles driven by students comply with the road licensing requirements; student drivers have a current driver’s licence, and only transport other

students, where no other option exists and with parent/guardian consent; and students only drive employer’s vehicles (including boats, motor bikes and

tractors) if: permission, appropriate training and supervision are provided by

employer/workplace supervisor; the student holds a valid driving licence for the class of vehicle; and the employer’s vehicles meet the licensing requirements and are insured

for students to drive.

For further information on road licensing requirements, see http://www.dpi.wa.gov.au/licensing/.

In exceptional circumstances, such as injury to a student or in the case of an emergency, the workplace learning coordinator may exercise discretion pertaining to the use of private vehicles.

For further information on transporting students in teachers’ cars, see the Department’s Excursions: Off School Site Activities policy.

Licensing requirements for teachers using own cars for workplace learning programs

The Department of Transport’s Licensing Customer Contact Centre provides the following advice about the appropriate registration rate (Private or Standard) that applies when teachers use their own cars to carry out school business, ie in the context of this policy, when a teacher uses their car for regular or numerous workplace learning activities such as, site checks, transporting students and/or conducting supervision visits in the workplace.

As stated on the reverse of the Licence and Third Party Insurance Policy you must pay the Standard rate if the vehicle does not fit the description of a family vehicle.

Vehicles that fit the description of a family vehicle, must be a car, bus or goods vehicle that is:

• licensed in the name of a natural person

• with an unloaded mass that does not exceed 3000kg

• not a heavy vehicle

• to be used exclusively for social, domestic or pleasure purposes and not for the carriage of passengers or goods, for hire or reward, or in any business, trade or profession.

This last clause would indicate that teachers using their private cars for work purposes should register them at the Standard rate. The final choice belongs to the vehicle owner. For further information contact: the Insurance Commission of WA on 9264 3333.

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Workplace Learning All policy and procedural statements contained within this document are lawful orders for the purposes of section 80(a) of the Public Sector Management Act 1994 (WA) and are therefore to be observed by all Department of Education employees.

For further information on students driving farm vehicles, see the Department’s Student Drivers in Agricultural Education policy.

A.13.1 MOTOR VEHICLE ACCIDENT CLAIMS

If an injury occurs, during workplace learning, and is the result of a motor vehicle accident, the workplace learning coordinator:

advises the parent/guardian that any claims are to be made directly to the Motor Vehicle Personal Injury Division of the Insurance Commission of WA; and

advises the Department in writing if there is a likelihood of permanent injury.

For further information on the Motor Vehicle Personal Injury Division of the Insurance Commission of WA see http://www.icwa.wa.gov.au/mvpi/mvpi_index.shtml.

The Department of Education’s personal accident insurance for workplace learning includes cover for direct travel between the student’s residence and the workplace. In the event of an injury being sustained in this circumstance.

A.14 INDUCTION OF STUDENTS

A.14.1 AT THE SCHOOL

The workplace learning coordinator verifies that students scheduled for a work placement program participate in an induction program, conducted by the school, before the student engages in any practical work activities.

An appropriate school-based induction program may include:

protective behaviours including how to deal with workplace bullying, harassment and sexual harassment (see Appendix A.8)

rights and responsibilities of being a student in the workplace; role(s) of Workplace Supervisor(s); occupational safety and health (Occupational Safety and Health policy)

including emergency procedures and emergency signals specific to the work placement and the appropriate use of any equipment; and is supported by participating in a work safe program by completion of the Work Safe Certificate, and/or other relevant site specific requirements, for example, Construction Induction [formerly Construction Safety Awareness Training (Blue Card) - see Appendix A.10.3.3;

accident procedures; students’ travel to and from the workplace; confidentiality of Workplace Supervisor’s business; interpersonal skills; personal grooming and hygiene; dress codes appropriate to the workplace; required or random drug testing; video surveillance; observance of workplace requirements for mobile phones, i-pods and other

electronic devices; observance of workplace internet use protocols; and the concept of competency based training and assessment in the case of

Workplace Learning and School Based Traineeships or Apprenticeships; and students being clear about the communication strategies to use:

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routinely with their Workplace Supervisor and school supervisory team member;

when planned or expected arrangements are changed for any reason; and

in a crisis situation, such as injury, accident or harassment. Refer to Worksafe’s Smartmove resource. It provides useful safety and health information for Year 10, 11 and 12 students going on work placements. Available at: http://www.worksafe.wa.gov.au/smartmove/index.htm

A.14.2 IN THE WORKPLACE

Workplace induction should include:

site specific occupational safety and health procedures; workplace expectations for behaviour and daily routines ; activity, accident and absence reporting procedures; machinery, equipment and materials operation/handling procedures; and the level of supervision to be applied.

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Workplace Learning All policy and procedural statements contained within this document are lawful orders for the purposes of section 80(a) of the Public Sector Management Act 1994 (WA) and are therefore to be observed by all Department of Education employees.

APPENDIX B WORKPLACE LEARNING MANAGEMENT PLANNING

Workplace learning management planning comprises four elements:

A. Checklist for Workplace Learning Management Planning

B. Workplace Learning Management Plan

C. Evidence supporting the Plan’s implementation

D. Review and evaluation of WPL Program(s) and the Plan

A. Checklist for Workplace Learning Management Planning

The Checklist for Workplace Learning Management Planning identifies all the components of a school’s Workplace Learning Management Plan to be completed prior to the principal’s sign off (see Appendix B1).

B. Workplace Learning Management Plan

The Workplace Learning Management Plan for each school program describes how the proposed workplace learning activity will be organised and managed. It focuses on assessing and managing risks in line with the Department’s Duty of Care for Students policy and Risk and Business Continuity Management policy and offers a justification for decisions made about those activities.

The principal may use the Checklist for Workplace Learning Management Planning to confirm that all the necessary requirements for a viable workplace learning program have been addressed in the Workplace Learning Management Plan.

C. Evidence supporting the Workplace Learning Management Plan’s implementation

Evidence that each component of the Checklist for Workplace Learning Management Planning has been implemented for each workplace learning program run during the school year, should be attached to the endorsed Plan and Checklist to facilitate:

• Accountability, in the event of a: o breach of student safety, welfare or care o complaint by a stakeholder (student, parent, employer, teacher etc) o accident or incident in the workplace.

• Effective record-keeping. • Data availability for program and Plan reviews. • Succession planning support.

For examples of evidence/records to be attached, see Appendix B.3

D. Review and evaluation of Workplace Learning Program(s) and the Plan

The workplace learning program(s) and the Workplace Learning Management Plan should be reviewed, evaluated and amended, where applicable, at least annually. It may be prudent to review workplace learning programs when they conclude, if earlier in the year, and especially if they are to be repeated later in the year with different students. The review process should include debriefing and feedback processes; post-program review, noting issues for improvements and refinement, as necessary.

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Workplace Learning All policy and procedural statements contained within this document are lawful orders for the purposes of section 80(a) of the Public Sector Management Act 1994 (WA) and are therefore to be observed by all Department of Education employees.

B.1 CHECKLIST FOR WORKPLACE LEARNING MANAGEMENT PLANNING

PURPOSE The educational purpose for the workplace learning program(s) has been described.

ASSESS RISKS

Work site assessment processes are established to: match the activities at the worksite to expected workplace learning program

outcomes; maintain the safety and welfare of the student(s); and clarify appropriateness to the student’s needs and capabilities, including

provisions for students with special needs.

Transport needs for workplace learning participants and appropriately safe and supportive arrangements have been identified.

STUDENT/S

Process(es) for selecting students have been determined for each workplace learning program

A student induction program has been developed.

SUPERVISOR/SUPERVISORY TEAM

Process(es) for selecting a supervisor/supervisory team with the relevant capabilities has been established for each workplace learning program.

The roles and responsibilities for the supervisor/supervisory team have been developed

A supervisor/supervisory team induction program, process and schedule has been prepared

A Memorandum of Understanding has been prepared, if applicable, for negotiation when using, for example, an external agency

SUPERVISION STRATEGY

A supervision strategy has been established.

COMMUNICATIONS STRATEGY

A communication strategy has been established.

EMERGENCY RESPONSE STRATEGY

An emergency response plan has been developed. .

EMPLOYER

Employer selection and induction processes have been established.

Workplace learning arrangements have been prepared for discussion with a nominated workplace supervisor.

The roles and responsibilities of the employer and workplace supervisor have been outlined

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Workplace Learning All policy and procedural statements contained within this document are lawful orders for the purposes of section 80(a) of the Public Sector Management Act 1994 (WA) and are therefore to be observed by all Department of Education employees.

Insurance arrangements information for workplace learning students has been prepared for employers, with attached return slip acknowledging that the company the appropriate level of public liability insurance and confirming that a Certificate of Currency is attached.

PARENT/GUARDIAN CONSENT

Information has been prepared for the parent/guardian with attached return consent form

RETAIN RECORDS

There is an organised system in place to retain relevant records relating to all work placements with this Plan until students reach 25 years of age

EVALUATION

A review and evaluation process has been established for each WPL program and this year’s WPL Management Plan.

Workplace Learning Coordinator_____________________________Date______________

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B.2 SAMPLE WORKPLACE LEARNING MANAGEMENT PLAN TEMPLATE

School:

Student/s:

Workplace Learning Coordinator: Contact details:

VET Coordinator:

Type of Workplace Learning Program(s) covered by this Plan: Work Experience Course On the Job Employability Skills

Component of a VETiS Program: (SBT/SBA/SAL/ASBT)

Date/s:

PURPOSE Workplace Learning Program (see Appendices A.1, A.2 and A.3) Describe the educational purpose for the workplace learning program. Include decisions about the school’s capacity and need to have a workplace learning program. Provide the start and finish dates for each WPL Program. ASSESS RISKS

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Workplace Learning All policy and procedural statements contained within this document are lawful orders for the purposes of section 80(a) of the Public Sector Management Act 1994 (WA) and are therefore to be observed by all Department of Education employees.

Workplace environment (see Appendices A.9.1; A.10.1 and A.10.3) Provide work site assessment processes to be used when:

o matching the activities at the worksite to student aspirations and capabilities, and expected workplace learning program outcomes; and o determining if the site supports the safety and welfare of the student(s).

Once undertaken, provide evidence that a site safety and suitability check has been carried out for each site used.

Transport arrangements (see Appendix A.13) Identify possible transport needs for workplace learning participants, including students, staff and other members of supervisory team(s). Provide strategies for attending to identified transport needs that mitigate risks related to safety, compliance, complaint or general welfare. Once negotiated with relevant participants and implemented, attach:

o evidence of the arrangements established (for example, parent consent forms, details of staff reimbursement for travel, etc); and o evidence of any motor vehicle accident claims.

STUDENT/S Selecting students (See Appendices A.9 and A.14) Outline the process(es) for selecting students for each WPL program. Specify criteria to be used to ensure worksite choices accommodate students’ needs and capabilities, including provisions for students with special

needs (eg. CALD, intellectual or physical disability, specified health issues, etc). Describe any pre-requisites necessary for student(s) to engage with specific work places, for example, White Card for construction sites. Identify key components of a student’s induction program. Once students are selected, attach:

o details of student/s involved (including name, year group, contact details and their work placement –WPL Program, employer timing and any specific skills to be achieved);

o details of any special needs of students and provisions made o a schedule of student induction sessions and confirmation they have been undertaken prior to commencing work on site; and o evidence that pre-requisites have been gained prior to commencement of work placement

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Workplace Learning All policy and procedural statements contained within this document are lawful orders for the purposes of section 80(a) of the Public Sector Management Act 1994 (WA) and are therefore to be observed by all Department of Education employees.

SUPERVISOR/SUPERVISORY TEAM Establishing supervisor/supervisory team (see Appendix A.4 and A.6) Outline the process(es) for selecting a supervisor/supervisory team with the relevant capabilities for each WPL program. Identify the roles and responsibilities for the supervisor/supervisory team. Identify key components of a supervisor/supervisory team induction program. Where applicable only, prepare a Memorandum of Understanding, for negotiation when using, for example, an external agency. Once established, attach details of:

o the supervisor/supervisory team, including names, positions, contact details, role in the Team; and o confirmation that each supervisor/supervisory team member has been inducted, has had any gaps identified and related

resources/professional learning planned to enable them to carry out assigned duties and roles

SUPERVISION STRATEGY

Establishing a supervision strategy for each WPL program (see Appendix A.5) Detail the workplace supervision strategies that need to be established Identify the criteria to be checked during monitoring visits, including frequency Clarify how responsibility for supervision during non-work times is covered, eg at lunch times Once WPL program is arranged, attach:

o a schedule of monitoring visits and, as carried out, a summary of findings for each; and o evidence of parental permission obtained for students to:

leave the workplace during meal breaks in workplaces where the workplace supervisor does not supervise students during meal breaks; and

travel with workplace colleagues (other than the workplace supervisor) to a meal provider and return to the workplace.

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Workplace Learning All policy and procedural statements contained within this document are lawful orders for the purposes of section 80(a) of the Public Sector Management Act 1994 (WA) and are therefore to be observed by all Department of Education employees.

COMMUNICATION STRATEGY Establishing a communication strategy (see Appendix A.7). Outline the communication strategy. Include as a component of student, supervisor/supervisory team and employer inductions

EMERGENCY RESPONSE STRATEGY Establishing an emergency response strategy (see Appendix A.8, the Occupational Safety and Health Policy and the Emergency and Critical Incident Management Policy) Detail an emergency response plan (including relevant contact information, arrangements for accidents/emergency situations in the workplace and

measures to address bullying or harassment in the workplace). Include as a component of the communication strategy and stakeholder induction processes.

WORKPLACE EMPLOYER Employer selection and induction (see Appendix A.10 and A.11) Outline the process(es), including any specific criteria, for selecting and inducting an employer/workplace supervisor. Identify the roles and responsibilities of the employer and workplace supervisor. Identify key components of an employer/workplace supervisor induction program. Clarify how students and visiting supervisors are to be identified in the workplace.

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Workplace Learning All policy and procedural statements contained within this document are lawful orders for the purposes of section 80(a) of the Public Sector Management Act 1994 (WA) and are therefore to be observed by all Department of Education employees.

Prepare details of workplace learning program, insurance arrangements for workplace learning students, including a request that the company holds the appropriate level of public liability insurance, and attach an acknowledgement form for employer to complete and return, along with a Certificate of Currency.

Once employer selected, attach: o details of employer and nominated workplace supervisor, including name and contact details; o evidence that induction has been carried out; and o the employer’s signed placement acknowledgement form and Certificate of Currency for public liability insurance held by the enterprise.

PARENT/GUARDIAN CONSENT Obtain parental/guardian consent (see Appendix A.12) Detail the information to be provided to parent/guardian for their consent:

1. stating that their child may be accepted into a WPL program as part of their year’s curriculum program; and 2. stating that they accept the placement arrangements for their child, prior to their child commencing in that work placement; and

Once consent sought from parents, attach: o Evidence of parent consent, including any explicit comments, such as specific needs of the student

RETAIN RECORDS Evidence/records are to be attached systematically to this Plan and retained until students reach 25 years old (see Appendix B.3) Establish a system for keeping records for each WPL Program operating, including for each work placement Once WPL Program(s) complete for the year, safely retain the records as per the Department of Education’s Records Management policy

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Workplace Learning All policy and procedural statements contained within this document are lawful orders for the purposes of section 80(a) of the Public Sector Management Act 1994 (WA) and are therefore to be observed by all Department of Education employees.

EVALUATION Reviewing and evaluating the WPL program(s) and this Plan (see Appendix B) Outline the review and evaluation process to be carried out at least yearly. Following the review(s), attach:

o details of the review (date, those involved, outcomes, eg no change, specific changes, recommendations etc); and o the revisions made to documents and/or processes.

Please sign the Workplace Learning Management Plan

I am satisfied the Workplace Learning Management Plan meets the requirements of the Workplace Learning policy. I approve this Plan

Principal__________________________________________________________________ Date______________

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B.3 EVIDENCE/RECORDS TO BE ATTACHED TO WPL MANAGEMENT PLAN

Evidence or records that each component of the Checklist for WPL Management Plan has been carried out for each workplace learning program should be attached to/filed with the Checklist and Plan.

Many of the following items could be recorded on a single spreadsheet identifying the Plan section for which they provide evidence.

Records or evidence may include:

decisions made about the school’s capacity and need to have a workplace learning program;

names of authorising staff as nominee(s) of the principal; names and justification details for supervisory team members; names and year groups of students and selection process details; approval and consent documents; employer and workplace supervisor details; evidence that work site checks (for OSH and student suitability) have been

carried out induction details for students and workplace supervisors; details of monitoring visits; documents relating to insurance; skills that have been achieved; how, when and where the learning was achieved; who was involved in providing and assessing any associated training; a record of accumulated hours spent in the workplace; and the students’ post work placement and stakeholders’ overall workplace

learning program reviews.

As per the Department’s Records Management policy, the workplace learning management plan(s), including all records relating to all work placements, are retained until the students reach 25 years of age.

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Workplace Learning All policy and procedural statements contained within this document are lawful orders for the purposes of section 80(a) of the Public Sector Management Act 1994 (WA) and are therefore to be observed by all Department of Education employees.

APPENDIX C SAMPLE DOCUMENTS TO SUPPORT WORKPLACE LEARNING IMPLEMENTATION

C.1 WORKPLACE LEARNING – INSURANCE COVER Dear parent/guardian WORKPLACE LEARNING (UNPAID) – INSURANCE COVER The Department of Education (the Department) provides personal accident insurance and public liability insurance through RiskCover for students engaged in unpaid work placements allocated or arranged by the Department. The insurance covers, subject to certain conditions, the ‘gap’ costs over and above what is paid by Medicare or the student’s private health insurance for a student’s medical expenses, including dental, ambulance charges and surgical appliances. The insurance also covers direct travel between home and the workplace learning placement site. The Department of Education’s insurance does not cover accidental damage caused by the student unless negligence on the part of the student can be demonstrated. In the event of a workplace learning accident, the student will be asked to complete a workplace learning personal accident insurance claim form – available from: www.icwa.wa.gov.au/rc/forms/personalaccidentclaimform.pdf. This form must be completed and forwarded to the school principal. In the first instance when making a workplace learning accident insurance claim, medical bills should be claimed through Medicare or your private health insurance. In the event that reimbursement is required Medicare statements, private health insurer remittance and doctor’s and chemist’s receipts, where applicable, are to be forwarded to: Specialist Claims Team RiskCover GPO Box K 837 PERTH WA 6842 On approving the claim, RiskCover will send a cheque covering the difference between the Medicare/private health insurance cover and the total cost of the bills.

Yours sincerely

Workplace learning coordinator

Date: __________________________

Attachments

Workplace details, consent form

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Workplace Learning All policy and procedural statements contained within this document are lawful orders for the purposes of section 80(a) of the Public Sector Management Act 1994 (WA) and are therefore to be observed by all Department of Education employees.

C.2 PARENT/GUARDIAN CONSENT FOR WORKPLACE LEARNING

I have read and understood the attached information regarding the workplace learning placement and give my consent for my son/daughter ………………................................. to participate in the program.

In an emergency I or.........................................can be contacted on the following telephone

number ..............................................

The following details have been changed from those recorded on my child’s medical information.

__________________________________________________________________________

__________________________________________________________________________

____________________________________________________________________________

Name of parent/guardian...........................……….....………...................…………….…….……..

Signed ...............................................………….…. (parent/guardian) Date ...……………………

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Workplace Learning All policy and procedural statements contained within this document are lawful orders for the purposes of section 80(a) of the Public Sector Management Act 1994 (WA) and are therefore to be observed by all Department of Education employees.

C.3 PARENT INFORMATION ABOUT STUDENT WORKPLACEMENT

Workplace learning placement has been organised for ___________________________ as follows:

Venue: ____________________________________________________________

Days, dates, and times:______________________________________________________

Contact person:___________________________________________________________

Address:_______________________________________________________________

Telephone number:_________________________

Tasks to be undertaken:__________________________________________________

Special requirements including clothing:_________________________________________

Transport arrangements:______________________________________________________

Lunch-time arrangements:

Supervision to be provided:____________________________________________________

Your consent is required for your child to be placed on this workplace learning placement. Could you please sign and return the attached parent/guardian consent form to me as soon as possible.

If you have any queries please contact me during school hours on ______________

Workplace learning coordinator

Date: _______________________

Attachments:

Parent/guardian consent for workplace learning

Workplace learning – insurance cover

Insurance letter for workplace supervisor

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Workplace Learning All policy and procedural statements contained within this document are lawful orders for the purposes of section 80(a) of the Public Sector Management Act 1994 (WA) and are therefore to be observed by all Department of Education employees.

C.4 INSURANCE LETTER FOR WORKPLACE SUPERVISOR

Dear (workplace supervisor)

The Department of Education provides insurance cover for the duration of the student workplace learning placement. This insurance cover applies to students who are on unpaid work placement, when arranged or allocated by the school only. It covers, subject to certain conditions, the student’s medical expenses, including dental, ambulance charges and surgical appliances over and above what may be payable by Medicare or the student’s private medical health insurance.

Employers (and self employed persons) have a legal responsibility to ensure that their work and the work of their employees do not adversely affect the safety and health of non-employees, including any students undertaking work placement. The employer must take the necessary action to protect the safety and health of these students. This may include showing them how to work safely, ensuring the workplace is safe, ensuring reasonable care is taken not to expose students to hazardous situations, and providing appropriate supervision.

Accident Procedure If an accident occurs involving a student on work placement, then:

1. normal arrangements for medical assistance must be made immediately. It is preferable to have the student attend a public hospital. NB: Students are not workers’ compensation patients and should not be treated as such by the doctor;

2. employers should notify parents and the school immediately; and 3. a medical certificate must be issued by the doctor attending the student.

Public Liability insurance arrangements The Department of Education is a State Government agency and as such is subject to the policies and directives of the Western Australian Government.

The Department’s insurance coverage is placed with the Western Australian Government’s self insurance managed Fund – RiskCover. The Department of Education provides both personal accident insurance and public liability insurance for students engaged in unpaid work placements allocated or arranged by the Department’s schools.

It is a requirement of the Department of Education that a business accepting students on workplace learning has in place its own Public Liability insurance to an appropriate level for any one occurrence.

RiskCover will manage claims on behalf of the Department, as required, in accordance with agreed arrangements.

The Department of Education’s insurance policy does NOT cover accidental damage caused by the student unless negligence on the part of the student can be demonstrated.

Should you have any further queries please do not hesitate to contact me.

Yours faithfully

__________________________ Workplace learning coordinator

Date_____________________ cc: Parent/guardian Encl.: Insurance acknowledgment form

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Workplace Learning All policy and procedural statements contained within this document are lawful orders for the purposes of section 80(a) of the Public Sector Management Act 1994 (WA) and are therefore to be observed by all Department of Education employees.

C.5 WORKPLACE LEARNING PLACEMENT ACKNOWLEDGEMENT FORM OF INSURANCE DETAILS

STUDENT NAME:…………………………………………………………………….…..

NAME OF FIRM:……………………………………………………………………….…

ADDRESS: …………………………………………………………………………….…

…………………………………………………………………………….…..

…………………………………………………………………………….…..

TELEPHONE:……………….........................................................................................….

CONTACT PERSON:……..........................................….........................................….…..

TELEPHONE:…………….............................….......................................

FAX: .........................................................................................….

I, ................................................................ acknowledge that I have received, read, and understood the advice detailed in the letter relating to insurance conditions and confirm that our organisation has Public Liability Insurance of $……………… for any one occurrence. I have consulted with my insurance broker to determine the appropriate level of Public Liability cover for my business. I have attached my organisation’s Certificate of Currency for this insurance.

...........................................................

Workplace learning placement provider

Date: .............................................