Key requirements for WIL

This page show all of the content available in the staff and student WIL modules.

Acceptable behaviour

When students undertake WIL activities with industry/community partners, they need to be aware of workplace behaviours and expectations. RMIT rejects all forms of unacceptable behaviour. This applies at all times, including while students undertake WIL placement or project.

The Student Rights and Responsibilities for your Placement or Project WIL Module explains what constitutes acceptable behaviour. It also explains what students should do if they experience unacceptable behaviour and they may be withdrawn from the WIL activity if they display unacceptable behaviour.

If an incident related to unacceptable behaviour occurs whilst a student is undertaking a WIL activity, you should refer to Page 8.1 Report an Incident in the WIL Process Map (PDF).

Further resources

RMIT Student Support

Confidentiality, ethics and workplace rights

When students undertake a placement or project with industry/community partners, they need to be aware of workplace behaviours and expectations.

The Student Rights and Responsibilities for your Placement or Project WIL Module explains the topic to students.

Further resources:

Australia

Australia and Vietnam

Disclosure - Disability, long term illness and / or mental health conditions

If a student informs you that they have a disability, long term illness or mental health condition that may impact their WIL activity, you must refer the student to RMIT Equitable Liaison Services (ELS) to determine reasonable adjustments.

To comply with legislation, RMIT must implement reasonable adjustments for students registered with ELS.

Information about a student's disability/medical status should not be disclosed to partner organisations without written consent from the student.

Download the Students living with disability, long term illness and/or mental health conditions Guidelines for WIL Practitioners (PDF) for your reference.

The following resource for students is also available for download, Guidelines for WIL Students living with a disability, long term illness and/or mental health conditions (PDF).

For further information and guidance please contact RMIT Equitable Liaison Services

(Australia) or RMIT Wellbeing (Vietnam).

Further resources

Australia

Disclosure – Personal circumstance

Students may have a personal circumstance or religious or cultural considerations that may impact their placement or project and for which they may require support. The Student Rights and Responsibilities for your Placement or Project WIL Module explains to the student it is recommended that they notify RMIT well before starting any placement or project. Students are informed to speak directly with their WIL Coordinator if they are pregnant or have a temporary injury that may impact their placement or project.

Students may also contact their WIL Coordinator if they feel that consideration of cultural or religious background / needs may be required during their placement or project. Considerations may be made in relation to prayer times and locations, required clothing and so on.

Injuries during a WIL activity

Following Occupational Health & Safety practices and procedures should prevent most injuries, however injuries can sometimes occur.

If an incident occurs whilst a student is undertaking a WIL activity, you should refer to Page 8.1 Report an Incident in the WIL Process Map (PDF).

The Student Rights and Responsibilities for your Placement or Project WIL Module explains to students what to do if they are physically injured or acquire a health condition (physical or mental) whilst undertaking WIL.

Further resources

RMIT Connect for student support in Australia and the Student Centre in Vietnam

Due diligence

It is important to balance the risks and benefits of WIL so that students have access to quality WIL activities in a safe learning environment.

Performing due diligence is assessing the risks of the Work Integrated Learning (WIL) activity to ensure the activity is appropriate and safe. This includes:

  • assessing the WIL activity for risk
  • checking if the student is under 18 years of age
  • checking the appropriateness of the WIL activity for that student
  • conducting a site visit or phone interview to determine if a new or an unfamiliar site has an OH&S policy and is a suitable location for a WIL activity.

WIL activities for particular fields of study such as Medical and Health Sciences carry a higher risk and require site visits to determine if the location is suitable for a WIL activity.

See Page 6 Due Diligence in the WIL Process Map.

Further resources

Insurance and Risk FAQs

OHS and hazards during WIL

Each workplace will have its own unique hazards. Students may be doing a medical placement, or placement on a building site or in an office. Students may be undertaking a WIL project on-campus at RMIT. Regardless of location, the best line of defence against injury or illness is prevention. The Student Rights and Responsibilities for your Placement or Project WIL Module explains to students what OHS and hazards can be and instructions they must follow.

Further resources

Australia

Australia and Vietnam

Attendance and absence

The Student Rights and Responsibilities for your Placement or Project WIL Module explains to students that they must attend their placement or project for the hours agreed with the partner organisation and RMIT.

Before students start their WIL activity the WIL Coordinator must inform them of any discipline/School specific procedure related to absence.

If there is no school/discipline specific absence procedure, students are instructed to contact their workplace supervisor by phone (if not possible, by email) before the first two hours of their shift are over.

Change or terminate WIL activity

In the instance when a WIL activity has commenced and must be terminated early, there is a procedure which must be followed. See Page 8.2 Change or Terminate WIL Activity in the WIL Process Map.

Monitoring of WIL activities

All WIL activities must be monitored. WIL monitoring should include:

  • confirming the student has commenced the WIL activity
  • negotiating with the partner organisation to determine their contributing roles in supervising the student's progress throughout the activity
  • articulating to your students and the partner organisations about how and why ongoing supervision will take place
  • monitoring of student progress and provision of feedback
  • documenting and responding to any issues requiring resolution. Any issues must be documented on the student file and addressed at the earliest opportunity. Some cases may require withdrawing a student from the WIL activity.

Page 8 Monitor WIL Activity in the WIL Process Map.

Assessment of WIL activities

All WIL activities must be formally assessed. Assessment of WIL involves evidencing practice aligned to learning outcomes and the overall goals of WIL.

It is important to be clear about:

  • the student’s tasks, reporting and reflection requirements
  • the industry supervisor’s assessment of student learning outcomes and whether they can only provide third-party appraisals

Other questions to consider for assessment include:

  • What are the desired learning outcomes for the experience and other supported learning activities?
  • How can formative assessment strategies be effectively used to support learning, especially where students are off campus for extended periods?
  • Is there a place for professional judgement (by the academic or partner organisation supervisor) in assessing WIL activities, and how can assessment practices account for this?
  • How can assessment approaches and tools be designed so that they are flexible enough to account for the many variables present in WIL, but also ensure fair, reliable and consistent practices?

For further assistance with WIL assessment, see Assessing WIL.

Reviewing WIL activities

Reviewing Work Integrated Learning (WIL) activities helps to further develop the program and improve the experience of staff, students and partner organisations.

Evaluating the WIL activity is an important opportunity for RMIT to capture feedback on learning experiences, refresh curricula and processes as well as further developing relationships with partner organisations.

Staff reporting and feedback

Once the WIL activity is completed it is necessary to go through a process of debriefing, evaluation and reporting with stakeholders. These steps are briefly outlined below with further information being available through links to the relevant process maps.

Check completion of the WIL activity

This important step evaluates the learning outcomes of the WIL activity against its learning objectives. If required, it may be necessary to follow up on student attendance, advise on special consideration (unresolved) and collect formal appraisals.

Visit the Check completion of WIL activity process for more information.

Gather feedback on WIL activity

Following the closure and evaluation of the WIL activity it is important to seek feedback from all the parties who were involved. This improves and extends RMIT’s WIL practice while promoting it both internally and externally.

Visit the Gather feedback on WIL activity process for more information.

Process WIL invoices

Process any outstanding WIL Invoices.

Visit the Process WIL invoices process for more information.

Report on WIL activities

This is critical in strengthening relationships and ensuring important information is being distributed. Information should be reported to RMIT, industry and Governmental bodies as required.

Visit the Report on WIL activity process for more information.

Student reflection and feedback

Students can learn from a WIL activity, even after the activity itself has ended, by:

  • further reflection on the WIL as recorded in a journal, reflective learning logs or similar
  • application of their WIL experiences into their future courses
  • sharing of experience with other students in the same cohort as there will have been a wide variety of experience
  • sharing of experience with other students to enable them to prepare for their own experience
  • confirming or modifying career direction
  • sharing experience with staff who are involved with the preparation and overseeing of WIL
  • using the experience as a basis for directing and focusing career plans.

For additional information on evaluations by students and incorporating their WIL experience into their career plans see the Student WIL Site: After Work Integrated Learning.

Industry partner feedback

After a WIL activity, a lot of reporting is carried out by the student and RMIT, however the industry partner can:

  • provide the student with a debrief session summing up what has been learned and what has been of most relevance and interest
  • complete an evaluation form on the student’s workplace performance, discussing this evaluation with them
  • request information from the student as to how the WIL activity could become even more rewarding for all parties
  • provide the student with an appropriate testimonial, or agreement to provide a reference on request from a future potential employer
  • record their perceptions about the overall WIL experience for their company’s future reference
  • provide RMIT with feedback about what went well and what to improve in future WIL placements.

Paid/unpaid WIL and Workplace Rights

Students may be provided with a placement by their WIL Coordinator or alternatively students are expected to source their own (this must be stipulated in the course guide).

Where the WIL activity is unpaid, students must not work more hours than previously agreed on the agreement signed by the student, the partner organisation and RMIT. The activity may be illegal and uninsured. See Fair Work’s Student Placement Factsheet for information about unpaid placements.

In the event that the placement must be paid, it MUST be paid at least the minimum salary as stated by the Fair Work Australia Ombudsman. See Fair Work’s Minimum Wage Factsheet.

International students should be aware of their visa conditions regarding work.

Download Fair Work’s Working in Australia community presentation package which explains Australia's Workplace Laws.

Further resources

Australia

Australian Government Fair Work Ombudsman provides information and handles complaints on workplace rights and rules.

Australian Industrial Relations Commission is an independent, national tribunal dealing with employment issues including unfair dismissal.

Department of Immigration and Border Protection provides information for international students working in Australia.

Fair Work Ombudsman – Unpaid work research report

Fair Work Commission provides information and advice on all workplace relations matters, including minimum wages and conditions and advice on workplace agreements.

Jobwatch is an employment rights legal centre which provides assistance to Victorian workers about their rights at work.

Fair Work Ombudsman resources

Immunisations and health screening

Some partner organisations have immunisation requirements students will need to complete in order to undertake WIL activities (e.g. clinical placements in health-care settings). Sometimes placements outside Australia may require vaccinations and other medical precautions.

Some common examples include: Hepatitis A, Influenza, Whooping Cough, Tetanus, Diphtheria, Measles, Mumps, Rubella and Chickenpox. An example of a common health screenings include a Mantoux test, a screening tool for Tuberculosis.

These requirements must be stipulated in the course guide.

Notes

Students are responsible for all costs associated with meeting the immunisation and health screening costs and must confirm the specific requirements of the partner organisation before starting a placement or project.

RMIT recommends students are immunised in accordance with the guidelines in the current edition of the Australian Immunisation Handbook.

If students do not meet the partner organisation immunisation requirements, the WIL Coordinator should make a reasonable attempt to allocate the student to another organisation (if available). If no alternative placement is available students may experience difficulty progressing through their program..

Preparing students for WIL

Providing a clear introduction to Work Integrated Learning (WIL) ensures that students understand what is required of them before, during and after a WIL activity. You may need to obtain any relevant information from students prior to WIL, including legal and other checks.

Note: It is recommended that this information is provided well in advance of the WIL activity, even as early as when the student enrols.

Legal and other non-academic requirements:

The Work Integrated Learning procedure requires that students are informed of any WIL activity requirements prior to commencement such as immunisations, insurance coverage and police checks.

Note: Students are responsible for all costs associated with legal checks and immunisations. They must confirm these details prior to commencing their WIL activity.

Other student information

It may be necessary that additional student information is required, such as:

  • transport status;
  • preferred industry area or specialisation; and
  • reasonable adjustments for disability, personal circumstances or schedule considerations (i.e. work, dependants, etc.).

All information provided must be handled as per the RMIT Privacy Policy.

Issues students should consider

Other issues students may need to consider before beginning their WIL activity include:

  • accommodation if WIL involves travel overseas or to a rural area;
  • childcare arrangements;
  • other employment;
  • study commitments;
  • transport; and
  • medical emergency action plan (a set of instructions for someone to follow in the event of an emergency or deterioration in their health, doctor’s contact details and any medications, including dosage, to be administered in an emergency).

see Page 2 Complete WIL Agreements in the WIL Process Map.

Helpful links

Careers website

InPlace

All WIL activities involving a partner organisation needs to be recorded in the RMIT InPlace WIL System.

The RMIT InPlace System is:

  • a University-wide system for managing WIL activities
  • a web-based application that is used by WIL practitioners and students
  • integrated with the Student Administration Management System and Student Registration System
  • designed to work together with the WIL Processes to support schools in WIL administration and management, and to improve the student and industry WIL experience

Please contact your School's WIL Contact for information about InPlace,

Contact the InPlace Support Team for help using the InPlace system:

Email: inplace.support@rmit.edu.au
Phone: 9925 5111

Hours of operation: Monday to Friday 9am to 5pm

Insurance and intellectual property

All students undertaking a WIL activity on or off campus with a partner organisation must be covered by insurance. To ensure this, an appropriate WIL agreement and associated schedule must be completed for each student undertaking each activity involving a partner organisation.

Students may produce intellectual property during a WIL activity. It must be decided between RMIT (WIL Practitioner), partner organisation and student whether the student will own the intellectual property or if this will be owned by the partner organisation. As a guide – paid activities mostly assign the IP to the partner organisation and unpaid activities mostly assign the IP to the student.

To understand the process of completing WIL Agreements, see Page 7 Complete WIL Agreements in the WIL Process Map.

WIL agreement templates are available from the RMIT Legal Services Group.

Further resources

Australia

Australia and Vietnam

Overseas placements and projects

Some WIL activities may be undertaken overseas. Students must register with Global Mobility before heading overseas to ensure they are suitably prepared and insured for an overseas RMIT trip.

You will need to let students know they have to register with Global Mobility by clicking Apply Now in the top right-hand corner of the Global Mobility webpage.

After registering students can:

  • Gain access the many benefits offered by GloMo, including comprehensive pre-departure support or briefing.
  • Be considered for an RMIT Global mobility grant. These grants are limited and are not guaranteed.
  • Receive free access to the e-learning module for travel and risk awareness. The module is designed to help lower the chance of a health or security issue happening while you are studying, living or travelling overseas.
  • Receive a mobility confirmation letter where applicable (e.g. for submission to Centrelink to continue receiving allowances).
  • Register with RMIT’s Global Assistance Program (provided via International SOS) which is a 24/7 resource on call, online and even on the ground to help with any medical, security and logistical questions, concerns and situations that may arise whilst overseas on placement or project.

Students’ registrations will be reviewed by GloMo and if complete, their status in the system will be changed to 'Accepted by RMIT'.

Students must agree to the terms and conditions of an outbound student mobility program.

Once students have completed the e-learning module they must upload a copy of your certificate into Mobi.

Students must enter the details of your travel including flight, passport and travel insurance information into Mobi. All students on outbound mobility activities (including WIL) receive free basic travel insurance from RMIT. To receiv, students must register with GloMo at least one month prior to departure and register travel itinerary with MyTrips.

If students have applied for an RMIT Global mobility grant, they will be notified of the funding outcome separately by the Global Mobility Scholarship Coordinator.

It is also recommended students register with Smart Traveller so that the Australian Government will know where you are should you require assistance.

The Student Rights and Responsibilities for your Placement or Project WIL Module explains the above to students.

Financial Support Options:

There is a range of funding available for Melbourne based students undertaking an outbound student mobility activity that is for academic credit within their RMIT program.

Overseas Programs:

RIIERP provides work placements overseas to undergraduate and postgraduate students pursuing programs by coursework or research. Supervised by industry professionals, RIIERP participants complete six to twelve months placements in some of the world’s best-practice companies throughout Europe, North America and Asia.

Short term programs and global intensives are often offered in the Australian summer and winter breaks. RMIT offers places in partner university programs on an exchange (no fees) or study abroad (tuition fees payable to host) basis.

Some of the mentioned programs can be considered as WIL if approved under relevant course.

Police Checks

Some partner organisations require a Police Check to be completed before students commence a WIL activity with them. If a Police Check may be required for a WIL activity as part of a course, it must be stipulated in the course guide.

If students are required to complete a police check they:

  • must your own police check and pay the associated costs
  • should take your certificate to the first day of placement in case you are required to present it prior to commencing with the organisation.

South Australia

Students undertaking WIL activities in South Australian schools are required to complete a Criminal History Screening.

International students

International students must apply for a National Police Record Check in Australia through the Australian Federal Police.

The partner organisation may require students provide a police certificate (with English translation) from their home country. This certificate should state any previous criminal history or specify that there are no pending, current or previous criminal charges or convictions. If you are unable to obtain a Police Check for these purposes you can complete a Statutory Declaration stating the same information.

The Student Rights and Responsibilities for your Placement or Project WIL Module explains the above to students.

Notes

RMIT is under no obligation to organise a placement for a student who does not wish to apply for a police check.

It is at the discretion of the partner organisation as to whether they choose to accept a student who has been convicted of a criminal offence. In the event that a student is rejected by a workplace the student will be advised and offered career and program counselling. Further placement options will be discussed.

Further resources

Australia

Working With Children Check

Some partner organisations may require students to complete a Working With Children Check (WWCC) in order to participate in WIL.

The check focuses on specific types of offences that relate to children and assesses a person’s suitability to work with children. It is a legal requirement for those undertaking paid or voluntary child-related work in all Australian states and territories. Similar requirements may be required for placements in other countries.

Students are required by law to list RMIT as the organisation through which they will be undertaking child-related work.

If students already have a WWCC for employment purposes, they must add RMIT as a volunteer organisation.

If students pass the WWCC they will be mailed a card that is valid for 5 years unless suspended or revoked.

Students should take their WWCC Card to the first day of placement in case they are required to present it prior to commencing with the organisation.

Note: Both volunteer and employee WWCC Cards are available. An Employee Card costs around $100 depending on where it is issued but allows the applicant to engage in any paid or voluntary ‘child-related work’. A Volunteer Card is free but can only be used for voluntary child-related work. It is unlawful to engage in paid employment with a Volunteer card.

Negative Notice

A Negative Notice is issued when it is considered that an applicant poses a risk to the safety of children. This prohibits the applicant from engaging in any child-related work even if they are directly supervised. If an applicant receives a Negative Notice, they cannot apply for another WWCC for a period of 5 years, unless their circumstances have changed.

Note: a Negative Notice may prevent a student from accessing suitable WIL Activity and may delay or prevent the student from satisfactorily progressing through their program.

The Student Rights and Responsibilities for your Placement or Project WIL Module explains the above to students.

Further resources

Australia