• Section 1 - Purpose
• Section 2 - Application and Scope
• Section 3 - Guideline Principles
• WHS Principles for WIL (Professional Experience)
• Principle 1 - Ensure Student Preparation and Readiness
• Principle 2 – Ensure Staff Preparation and Readiness
• Principle 3 – Ensure Host Organisation Suitability
•  Principle 4 – Ensure students are safe and supported
• Principle 5 – Ensure WHS incidents are managed through University systems
• Principle 6 - Ensure feedback is sought and evaluated
• Principle 7 – Ensure suitability of Host Organisation is regularly reviewed
• Section 4 - Roles and Responsibilities
• Section 5 - Definitions
• Section 6 - Appendix 1- WHS Training Program
• Section 7 - Appendix 2 – Contact Plan for Students
• Section 8 - Appendix 3 – WHS Risk Assessment for Students
• Section 9 - Appendix 4 – Risk Assessment for Subject Coordinators
• Section 10 - Appendix 5 – Host Organisation Checklist
• Section 11 -  Appendix 6 – Check-in Evaluation for Students
• Section 12 - Appendix 7 – Reflection Evaluation for Students

Section 1 - Purpose

(1) The Code Of Practice - Work Integrated Learning (Professional Experience) provides the overarching framework for the quality assurance of professional experience at the University of Wollongong (the University). These Guidelines outline the specific requirements for managing work health and safety for students undertaking professional experience under the Code of Practice.

(2) These Guidelines:

1. outline the minimum Work Health and Safety (WHS) requirements for University of Wollongong staff to support students undertaking professional experience;
2. seek to ensure that organisations hosting students on professional experience provide systems for a safe place of work, and that the workplace and work activities can be carried out without risk to health and safety, so far as is reasonably practicable; and
3. set out the roles and responsibilities of those involved, including University staff, students, third-party placement providers and Host Organisations.

(3) The requisite training programs, forms and guidance are included.

Section 2 - Application and Scope

(4) These Guidelines align with and should be read in conjunction with:

1. Higher Education Standards Framework (Threshold Standards) 2021 (Standard 2.3 on Wellbeing and Safety and Standard 5.4 on Delivery by Other Parties);
2. The TEQSA Guidance Note: Wellbeing and Safety;
3. The TEQSA Guidance Note: Work-integrated learning;
4. Institutional Quality Assurance Framework for WIL; and
5. WHS legislative requirements (Work Health and Safety Act 2011 and Work Health and Safety Regulation 2025).
6. The UOW Safe and Respectful Communities Action Plan (Item 1.6); and
7. The Department of Foreign Affairs and Trade’s (DFAT) Prevention of Sexual Exploitation and Harassment Policy (PSEAH).

(5) These Guidelines apply to all students undertaking professional experience as defined in the Code of Practice – Work Integrated Learning (Professional Experience).

Section 3 - Guideline Principles

Preventative WHS Model For WIL (Professional Experience)

(6) The Principles outlined in this Guideline are based on a preventative WHS model for WIL which places students at the centre of the risk management process. It is made up of five (5) layers of protection that work together to minimise the risks to students during professional experience (Figure 1).

Figure 1 Preventative WHS Model for WIL (Professional Experience)

Student Knowledge

(7) It is the responsibility of the University to ensure that students are prepared for professional experience. Students should be equipped with the appropriate knowledge and tools to keep them safe, and made aware of their roles and responsibilities while undertaking a professional experience.

University Systems and Services

(8) There are a range of UOW systems in place to safeguard the student and University:

1. Placement Coordinators who coordinate professional experience;
2. Faculty and School Executives who oversee the implementation of these Guidelines;
3. UOW student support services such as Student Support and Wellbeing, Safe and Respectful Communities Team, Student Accessibility Team, and Careers and Employability;
4. the Wellbeing Health and Safety Unit;
5. policies such as the Code Of Practice - Work Integrated Learning (Professional Experience);
6. training programs for students and staff; and
7. University systems such as SafetyNet and Sonia. Placement Coordinators who do not use Sonia should implement the recommended WHS processes and forms manually.

Host Organisation Systems

(9) Under WHS legislation, students are considered to be workers of their Host Organisation whilst on placement. Therefore, it is the responsibility of the employer to provide a safe and supportive work environment for students during professional experience.

(10) Emergency Response: In case of fire, medical or police emergency during professional experience, students should dial Triple Zero (000). For more information visit Emergency Services NSW.

(11) WHS Legislation: Australian legislation requires employers to ensure their workers are kept safe by ensuring risks are reduced so far as is reasonably practicable in the workplace. This means that all workers are entitled to a safe working environment that does not put their health and safety at risk. For more information visit SafeWork NSW Legal Obligations.

(12) The legislation that applies to workers in other countries will be different to that of Australian legislation. Information about overseas travel can be obtained from the DFAT Smart Traveller website. Contact the Strategic Partnerships and Mobility Unit for advice regarding requirements and opportunities for undertaking professional experience overseas.

WHS Principles for WIL (Professional Experience)

(13) There are seven principles associated with the Preventative WHS Model for WIL that require effort from students, staff and Host Organisations prior to, during and after a professional experience.

Principle 1 - Ensure Student Preparation and Readiness

(14) To conform to this principle, prior to commencement of professional experience, School/Unit Executives and Placement Coordinators must ensure that students:

1. complete 'WIL you be safe at work?’ online WHS training module before their first placement. This training addresses WHS matters such as discrimination, bullying and harassment as well as the procedures for identification, responding and management of incidents. This module only needs to be completed once; students should retain their certificate and supply it to the Placement Coordinator prior to professional experience;
2. complete any discipline-specific WHS requirements such as completion of workplace-specific WHS training, vaccinations or pre-placement checks;
3. maintain communication with the University during professional experience. Methods of communication include WHS evaluation surveys, emails, phone calls or site visits. A Contact Plan for Students should be provided to students;
4. demonstrate understanding of the WHS Incident Reporting Processes; what to do in the event of an injury, incident or emergency, including the reporting protocols during or post placement for incidents around bullying, harassment and discrimination. Students are encouraged to seek support if they have witnessed or been subjected to behaviour that is threatening, offensive, or could be seen to be harassing or discriminatory in any way. The WHS incident reporting process for students is:
   1. notify the workplace supervisor (or a trusted work colleague) as soon as possible and follow the Host Organisation’s WHS processes and procedures. Notify the Placement Coordinator as soon as possible;
   2. report WHS incidents that occur during professional experience through SafetyNet within 24 hours of the incident occurring;
   3. if uncomfortable disclosing incident details in SafetyNet, contact the Placement Coordinator, the Counselling Services or the Safe and Respectful Communities Team;
5. acknowledge understanding of the Code of Practice - Work Integrated Learning (Professional Experience), in particular their responsibilities as a student during professional experience;
6. identify any reasonable adjustments required for professional experience:
   1. the Disability Policy - Students, and the Code of Practice - Work Integrated Learning (Professional Experience), describe where students with disability may have reasonable adjustments in order to complete the professional experience program;
   2. students should ensure that they are matched to the professional experience position they will be undertaking. This may include fitness levels where physical activity will be required (e.g. heavy lifting, hiking); no medical conditions are present that may be triggered by professional experience activities (e.g. severe allergies);
7. participate in a workplace induction, comply with the Host Organisation’s WHS policies and procedures, and fulfil their obligations as a worker according to SafeWork NSW; and
8. complete a Basic WHS Risk Assessment for students upon commencement of their placement. Students learn to complete this form during the WHS online training module ‘WIL you be safe at work?’.

Principle 2 – Ensure Staff Preparation and Readiness

(15) To conform to this principle, prior to commencement of their role in coordinating professional experience, School/Unit Executives must ensure that Placement Coordinators:

1. complete WHS training, which includes (but is not limited to):
   1. 'WIL you be safe at work?’ online training module. This training addresses WHS matters such as discrimination, bullying and harassment as well as the procedures for identification, responding and management of incidents. This module only needs to be completed once;
   2. Understanding Sexual Violence in University Communities. This training is recommended for all University staff, particularly those in student-facing roles who may come into contact with individuals impacted by sexual violence;
   3. Subject Coordinators complete and periodically update a Subject Risk Assessment. This process is designed to guide Subject Coordinators through a risk identification process to understand the types of risks to which students are likely to be exposed during a typical placement in that subject. This process will assist with identifying the appropriate controls to be put in place at a subject level to safeguard the student and the University and inform the development of the subject-based WHS preparation for students. The Subject Risk Assessment (SRA) should be completed in SafetyNet as per the WHS Risk Management Guidelines. The SRA should be updated every three (3) years, or sooner in response to a major change to the way in which WIL is delivered in the subject, or if there is a significant WHS incident involving a University of Wollongong Student undertaking placement in that subject.

Principle 3 – Ensure Host Organisation Suitability

(16) To conform to this Principle, and fulfil the University’s obligations under the Higher Education Standards Framework (Threshold Standards) 2021 (Standards 5.4.1 and 2.4; see the TEQSA Guidance Note: Work-integrated learning for more information), prior to commencement of professional experience, School/Unit Executives and Placement Coordinators must ensure that Host Organisations:

1. acknowledge the WHS Clauses for WIL Professional Agreements;
2. meet the minimum WHS requirements to host a student on professional experience by completing a Host Organisation WHS checklist which:
   1. collects and describes hazard and risk information to inform the student prior to commencing their placement and identifies any workplace specific risks that may require additional controls to be in place prior to the student commencing placement;
   2. identifies the need for a WHS induction, and any training needed for the student to be able to undertake their placement safely and any logistical matters such as working from home. If the WHS checklist identifies that the student will be exposed to additional high-risk activities, further assessment is required before the student commences their placement. SafeWork NSW provides a range of useful resources employers can utilise to keep employees safe at work;
   3. is valid for up to three (3) years, after which it should be updated. In the event of a WHS incident involving a UOW student and/or changes to the work environment that could impact a UOW student, the Host Organisation WHS Checklist should be updated in light of that incident or change;
3. assign each student with a workplace supervisor who is responsible for:
   1. delivering a workplace induction before the student commences the professional experience and providing the necessary training and equipment to complete their tasks safely, whether they are working onsite or offsite. SafeWork NSW provides useful resources on training and orienting new employees;
   2. providing adequate supervision whilst working;
   3. Maintaining communication between the student and the University; and
   4. reporting WHS incidents in the workplace’s incident reporting system. A copy of this documentation to be provided to the Placement Coordinator within three (3) business days;
4. comply with the University’s Group Personal Accident Insurance Policy. If the student is remunerated for their placement, the University’s Insurance Protections do not apply; and
5. ensure that offsite WIL experiences and supervisory arrangements for WIL experiences are quality assured, to safeguard student wellbeing.

 Principle 4 – Ensure students are safe and supported

(17) To conform to this Principle, during professional experience, School/Unit Executives and Placement Coordinators must:

1. ensure a WHS ‘check-in’ Evaluation for Students occurs soon after commencement of professional experience, within a reasonable timeframe, to ensure that students feel safe and supported in the workplace;
2. if a student selects “No” to any of the WHS Evaluation questions in response to their self-assessment of being safe and supported, the Placement Coordinator will contact the student to investigate the matter and notify the School/Unit Executive within one business day. If a student selects “Prefer not to say” to any of the WHS Evaluation questions, the student will be asked permission for the UOW Placement Coordinator to contact the student to investigate the matter; the student can accept or decline this offer;
3. document incidents in SafetyNet within three (3) business days. Details of the Host Organisation and the nature of the incident should be documented; the student need not be identified unless they consent to do so;
4. if the incident involves bullying, harassment or discrimination, notify the Safe and Respectful Communities team and offer relevant UOW support services to the student; and
5. School/Unit Executive to ensure all incidents are investigated and followed up with corrective actions in line with the Incident Management and Reporting Guidelines. It is the responsibility of the School/Unit Executive to ensure students work in a safe workplace. In the event this cannot be achieved, the student must be withdrawn from the placement.

Principle 5 – Ensure WHS incidents are managed through University systems

(18) To conform to this Principle, during professional experience, School/Unit Executives and Placement Coordinators must:

1. Utilise University processes, systems and services in the management of student safety and wellbeing where practicable. The following incident reporting process should be followed by students:
   1. call ‘000’ if Emergency Services are required;
   2. notify the workplace supervisor (or a trusted work colleague) as soon as possible and follow the Host Organisation’s WHS processes and procedures. Notify the UOW Placement Coordinator as soon as possible;
   3. report WHS incidents that occur during professional experience through SafetyNet and notify the School/Unit Executive within two (2) business days of the incident occurring. The Host Organisation’s incident report should be attached to the UOW SafetyNet Report, where practicable;
   4. if uncomfortable disclosing incident details in SafetyNet, students may prefer to contact the Placement Coordinator, the UOW Counselling Services or the Safe and Respectful Communities team;
   5. if the incident involves bullying, harassment or discrimination the Safe and Respectful Communities team will be notified by the Placement Coordinator or the student, and the relevant UOW support services offered to the student;
2. the School/Unit Executive is responsible for ensuring all incidents are investigated and followed up with corrective actions in line with the Incident Management and Reporting Guidelines. It is the responsibility of the School/Unit Executive to ensure students work in a safe workplace. In the event this cannot be achieved, the student must be withdrawn from the placement.

Principle 6 - Ensure feedback is sought and evaluated

(19) To conform to this Principle, after professional experience, School/Unit Executives and Placement Coordinators must:

1. ensure a WHS ‘Reflection’ Evaluation for Students occurs to determine the degree to which students felt safe and supported in the workplace;
2. use data from these WHS evaluation surveys routinely for assuring the quality of the WIL program and when reviewing the suitability of Host Organisations;
3. if a student selects “No” or “Prefer not to say” to any of questions in the WHS Evaluation, contact the student to investigate the matter and notify the School Executive within one (1) business day;
4. document incidents in SafetyNet within three (3) business days: details of the Host Organisation and the nature of the incident should be documented; the student need not be identified unless they consent to do so;
5. if the incident involves bullying, harassment or discrimination, notify the Safe and Respectful Communities team and offer UOW Counselling Services to the student; and
6. School/Unit Executives are to ensure all incidents are investigated and followed up with corrective actions in line with the Incident Management and Reporting Guidelines. It is the responsibility of the School/Unit Executive to ensure students work in a safe workplace. In the event this cannot be achieved, the student must be withdrawn from the placement.

Principle 7 – Ensure suitability of Host Organisation is regularly reviewed

(20) To conform to this Principle, School/Unit Executives and Placement Coordinators must:

1. collate and review WHS documentation for review by the School/Unit Executive on completion of the professional experience:
   1. WHS Evaluations for Host Organisations reported to have poor WHS practices; and
   2. All incident reports logged in SafetyNet;
2. Conduct any necessary investigations with Host Organisations, which may be done in consultation with the Wellbeing Health and Safety Unit (WHS) if guidance or investigative expertise is required, into the suitability of Host Organisations or locations for WIL placements. Corrective actions should be completed and closed out.

Section 4 - Roles and Responsibilities

(21) The University has a responsibility to:

1. ensure that these Guidelines are accessible to all staff and students;
2. ensure that these guidelines are implemented and applied consistently across all faculties and divisions by assigning the following roles outlined in these Guidelines: 
   1. at least one Faculty/Division Executive;
   2. at least one School/Unit Executive; and
   3. at least one Placement Coordinator;
3. keep all parties informed of their rights and responsibilities in relation to the application of these Guidelines.

(22) Faculty/Division Executives, School/Unit Executives, Placement Coordinators, Host Organisations and students all have a responsibility to adhere to the Principles outlined in these Guidelines.

(23) It is the responsibility of the Wellbeing Health and Safety Unit (WHS) to provide support to University staff and students and Host Organisations on WHS matters in relation to professional experience.

(24) Third Party Providers have a responsibility to adhere to the Principles outlined in these Guidelines in addition to:

1. ensuring that student health and safety is a core component of the Host Organisation’s student professional experience service model;
2. acting to safeguard student health and safety at all stages of service delivery;
3. fully and accurately disclosing any factor(s) which might affect student health and safety to the UOW Placement Coordinator and Host Organisation;
4. monitoring patterns of complaints or incidents associated with Host Organisations and notify the University of possible risks to students; and
5. contacting the University in the event of any incident or illness affecting the student.

Section 5 - Definitions

Section 6 - Appendix 1- WHS Training Program

Appendix 1 – ‘WIL you be safe at work?’ WHS training program

Section 7 - Appendix 2 – Contact Plan for Students

Appendix 2 - Contact Plan for Students

Section 8 - Appendix 3 – WHS Risk Assessment for Students

Appendix 3 - Basic WHS RIsk Assessment for Students

Section 9 - Appendix 4 – Risk Assessment for Subject Coordinators

Appendix 4 - Subject Risk Assessment for Subject Coordinators

Section 10 - Appendix 5 – Host Organisation Checklist

Appendix 5 - Host Organisation WHS Checklist

Section 11 -  Appendix 6 – Check-in Evaluation for Students

Appendix 6 - WHS ‘Check-in’ Evaluation for Students

Section 12 - Appendix 7 – Reflection Evaluation for Students

Appendix 7 - WHS ‘Reflection’ Evaluation for Students