Work experience placements for school students procedure

Audience

All schools

Purpose

This procedure details the roles, responsibilities and processes for developing and implementing a work experience program for state and non-state school students as part of their education.  

Overview

A work experience program is a formal arrangement that enables students, while enrolled at a school (including children registered for home education), to participate in activities at a place of paid or voluntary work. Work experience involves the short-term placement of students with businesses or organisations, providing students with insights into a specific industry and workplace environment. These placements are unpaid. During work experience, students will observe different aspects of work within their chosen industry and may assist with tasks allocated by their supervisor. However, students should not engage in activities that require extensive training or expertise.

Students must be at least 14 years old and enrolled in an educational establishment. Students can be placed on work experience up to a maximum of 30 days in a calendar year.

For students with disability, the Education (Work Experience) Act 1996 (Qld) indicates the principal may approve work experience that exceeds 30 days in consultation with the parent/carer and student. Any work experience undertaken as part of the student’s curriculum learning is the responsibility of the school, however, additional supports may be available in very limited circumstances through a student’s National Disability Insurance Scheme (NDIS) participant plan.

Students registered for home education are eligible to participate in work experience subject to the provisions in the Education (Work Experience) Act 1996 (Qld) and the processes outlined in this procedure. The Home Education Unit supports work experience placements for children registered for home education. For further information, email the Home Education Unit.

The decision to implement a work experience program rests with the school principal, in consultation with students, parents/carers and work experience providers.

Work experience that is part of a vocational placement through a Vocational Education and Training (VET) course/qualification provided through a non-school Registered Training Organisation (RTO) is not covered by this procedure.

Responsibilities

Principals or nominated officers (deputy principal, head of department, teacher, industry liaison officer, employee or contractor engaged by the school) 

• establish the work experience program as a key component of a broader career education program
• facilitate and support students to find and prepare for work experience placements
• consult with students, parents and work experience providers to arrange work experience placements
• identify any risks associated with work experience placements and complete risk assessments
• consider human rights when making decisions about work experience arrangements and make decisions that are compatible with the Human Rights Act 2019 (Qld) 
• approve work experience placements for students
• where appropriate, delegate responsibilities relating to work experience to a nominated officer (deputy principal, head of department, teacher, industry liaison officer, employee or contractor engaged by the school), noting that the responsibility for work experience ultimately remains with the principal.

Parents/carers

• provide relevant medical information about the student which may impact on their safety or the safety of others in the workplace, for inclusion in the Work experience agreement form 
• ensure transport arrangements are made for the student to travel to and from their work experience placement
• accept responsibility for all expenses related to the student’s participation in the work experience placement
• immediately notify the school and work experience coordinator if the student is unable to attend work experience.

Students

• identify and share potential work experience placements with the work experience coordinator
• collect and adhere to all necessary placement information, including hours of work and required clothing or, personal protective clothing/equipment
• complete any required paperwork requested by the school and work experience provider to facilitate the placement
• comply with the responsibilities outlined in the Work experience agreement form 
• reflect on and evaluate the work experience placement at the conclusion of the program to inform post-school pathway planning.

Work experience providers

• discuss with the school the proposed workplace activities and procedures that ensure the student's safety and wellbeing
• provide the student with all necessary information about the work experience placement before they begin
• where applicable, make reasonable adjustments to support students with disability to access and participate in work experience on the same basis as a student without disability
• comply with the provider’s obligations in the Education (Work Experience Act) 1996 (Qld) and the responsibilities outlined in the Work experience agreement form 
• if requested, provide incident or accident details that involve a school student to support insurance claims related to work experience.

State Schools Strategy Division (Curriculum, Teaching and Learning)

• process liability insurance claims received from state and non-state schools and facilitate payment of claims
• monitor WorkCover insurance claims received from state schools
• conduct the annual mandatory collection of work experience data from state and non-state schools.

Process

Developing the work experience program

The principal, in consultation with the school community and work experience providers, may choose to implement a work experience program.

• The principal or nominated officer:
  • designs a work experience program in the context of the school's broader career education program
  • considers and decides where work experience best fits within the school's calendar
  • decides how work experience placements are to be sourced, either by students finding their own placements or the school maintaining a database of providers 
  • promotes the benefits of the work experience program to students, parents, work experience providers and the wider school community
  • identifies opportunities to build sustainable relationships with industry and community organisations
  • determines how participation in work experience will further support students to identify their senior secondary and post-schooling pathway
  • determines if the school will offer both work sampling (sampling a work environment) and structured work placement (a key component of a vocational education and training (VET) qualifications provided by the school as a Registered Training Organisation)
  • determines how the work experience program is scheduled in negotiation with students, parents and work experience providers. Attendance at work experience may include whole days, half days or part days, over a specified period of time, or every day of the week for a specified period. (Note: Half or part days must be documented and not exceed 30 days of work experience in a calendar year)
  • considers if the work experience program engages human rights by examining whether:
    • human rights are engaged or impacted by the work experience program?
    • if so, will the work experience program limit those human rights?
    • if so, is the limitation lawful, justified and reasonable in the circumstances?
  • refer to the work experience guide for schools for more information about human rights considerations for work experience program decisions and save your assessment of human rights impacts in the department's records management system
  • ensures all work experience arrangements are consistent with policies on equity, diversity and social justice, and comply with the Education (Work Experience) Act 1996 (Qld), Anti-Discrimination Act 1991 (Qld) and Disability Discrimination Act 1992 (Cwlth) (where applicable)
  • ensures all work experience arrangements can provide a child safe context for students on placement and comply with the reportable conduct requirements as outlined in the Child Safe Organisations Act 2024 (Qld).

Determining the suitability of the work experience placement

• The student meets with the principal or nominated officer to express their interest in participating in work experience.
• The student and the principal or nominated officer work together to:
  • determine a potential work experience provider
  • contact the work experience provider to discuss the student’s placement.
• The principal or nominated officer:
  • supports the student to find an appropriate work experience provider and/or liaise with interested businesses and organisations regarding a potential placement
  • considers the work experience placement in relation to the learning goals documented in the student's Senior education and training (SET) plan and identified post-school pathways and aspirations
  • contacts or visits the work experience provider to determine the suitability and appropriateness of the workplace for work experience by:
    • discussing any special requirements for the placement (e.g. personal protective clothing/equipment)
    • providing information about any condition (including cognitive, social, physical, sensory and/or medical) that may impair the student’s capacity to safely engage in the work experience placement
    • ensuring where practical, reasonable adjustments can be made to support the student’s additional education needs, if required
    • discussing possible workplace activities to be undertaken during the work experience placement
    • discussing the processes related to work experience as detailed in the Work experience guide for providers.
  • completes a risk assessment (using the DoE template or similar) for the work experience placement in consultation with the work experience provider:
    • via telephone, email or workplace visits;
    • by obtaining or sighting health and safety/risk assessment documentation to support proposed workplace activities.
    • to ensure only activities covered by the insurance policy are undertaken by the student, and as far as practicable establish that the:
      • work to be undertaken is relevant and appropriate to the needs and interests of the student
      • work to be undertaken is without risk to the student’s health or safety
      • workplace can provide adequate supervision of the student.
    • at least annually, or when significant changes occur with:
      • the work experience provider (for example, changes to staff, machinery or operational practices)
      • the training package underpinning structured workplace learning.
    • aligned with the activities proposed by the work experience provider.
  • completes a student specific risk assessment if the student has an identified medical condition that may impact their safety or wellbeing in the workplace (for example, allergies that require the student to carry an EpiPen).

Completing the work experience agreement form

• The principal or nominated officer:
  • completes the school, work experience provider and placement details on the work experience agreement form and sends it to the student and the parent/carer (if the student is under 18 years of age and is not independent) for signing.
• The student and the parent/carer (if the student is under 18 years of age and is not independent):
  • complete the work experience agreement form by providing contact details and any necessary health information that may impact on the safety of the student or the safety of others in the workplace
  • sign the work experience agreement form where indicated, to acknowledge and accept their responsibilities in relation to the placement and return the form to the school.
• The principal or nominated officer sends the work experience agreement form to the work experience provider.
• The work experience provider signs the work experience agreement form where indicated, to acknowledge and accept their responsibilities in relation to the placement and returns the form to the school.
• The principal or nominated officer:
  • checks the returned work experience agreement form for accuracy and completeness, attaches any supporting documentation required and signs the form
  • provides a copy of the completed work experience agreement form to the student, parent/carer and work experience provider, ensuring that all parties to the agreement understand how the student’s personal information contained in the work experience agreement may be held, used and disclosed
  • retains a copy of the work experience agreement form and supporting documentation at the school.
  • provides liability insurance and workers’ compensation information to the work experience provider, student (state or non-state) and parent.

Preparing the student for placement

The primary considerations when preparing students for participation in work experience are the health, safety and wellbeing of the student, together with the education, training and skills development value of the placement.

• The principal or nominated officer:
  • informs the student of their rights and responsibilities which include: 
    • adhering to the school’s expectations regarding attendance and behaviour
    • immediately contacting the work experience provider and school if they are unable to attend work experience or will be late
    • following all workplace health and safety procedures in the workplace
    • reporting to the school and work experience provider if they are involved in an incident, accident or near miss in the workplace.
  • provides the student with information regarding workplace harassment and unlawful discrimination, and the process to follow if a situation arises in the workplace including:
    • advising the offending person immediately that they do not want them to behave in that way
    • informing their workplace supervisor and parent
    • contacting the school principal or work experience coordinator.
  • ensures the student has a clear understanding of the work being carried out in the particular workplace
  • confirms the student is aware of any specific requirements (e.g. working hours, clothing, personal protective equipment, the need for confidentiality) for participation, and supports the student through the process to meet the requirements
  • provides the student with any documentation to be completed by the:
    • student whilst participating in the work placement (e.g. work experience diary of activities) 
    • workplace supervisor about the student’s participation in the work experience program (e.g. student report).
  • provides the student with contact details of an appropriate staff member from school ensuring students are able to make contact with the school at all times, including when a work experience placement is arranged to take place outside of school hours or during vacation periods
  • ensures the student knows that a member of the school staff will make contact at least once (face to face, video or phone call) during the placement to talk to both the student and the workplace supervisor
  • ensures the student understands the potential opportunities that may arise from participation in work experience including school-based apprenticeships and traineeships, and employment.

During the work experience placement

• The student:
  • commits to attending work experience every day, arriving on time, performing their duties to the best of their ability and participating enthusiastically in workplace activities
  • follows all workplace health and safety procedures and comply with all reasonable directions given by their workplace supervisor.
• Parents/carers:
  • support the student to attend work experience every day, arrive on time, perform their duties to the best of their ability and participate enthusiastically in workplace activities
  • ensure the student has suitable transport to and from the work experience location
  • pay any expenses related to the student’s participation in the work experience placement.
• The work experience provider:
  • inducts the student into the workplace on their first day of placement, by explaining:
    • site hazards, risk management and local procedures including hazard and incident reporting
    • the tasks the student will undertake during the placement
    • workplace policies regarding bullying, harassment and discrimination and any other codes of conduct relevant to the workplace
    • processes for reporting problems or issues to their workplace supervisor
  • contacts the school work experience coordinator if any issues arise
  • ensures the student receives relevant and appropriate training, as required, and provides direct supervision at all times while they are undertaking work-related activities
  • allocates a workplace supervisor to the student and ensure this person is aware of their responsibilities during the placement
  • implements reasonable adjustments where appropriate, if the student has additional educational needs
• The student and/or parents/carers report any absence from work experience to the provider as well as to the school/work experience coordinator as soon as possible on the day of the absence.
• The principal or nominated officer:
  • provides the work experience provider with contact details of an appropriate staff member from school ensuring they are able to make contact with the school at all times, including when a work experience placement is arranged to take place outside of school hours or during vacation periods
  • arranges for a nominated officer, to make contact with (face to face, video or phone call) the student on work experience at least once during placement to monitor the student's experience, by:
    • liaising with the school leadership team to identify nominated officers and appropriate release times for contact to be made
    • providing nominated officers with contact information for the work experience provider to schedule the contact
    • providing nominated officers with contact questions to inform conversations with the work experience provider and the student on work experience.
• The work experience provider:
  •  arranges for the workplace supervisor to communicate with the school staff member who makes contact (face to face, video or phone call) with the workplace to discuss the student’s progress
  • provides the workplace supervisor with contact details of the work experience coordinator in case an issue arises, including notification of student absence.
• The principal or nominated officer:
  • monitors the progress of the work experience student through contact with the student and employer to identify any issues or concerns
  • ensures the work experience provider is implementing reasonable adjustments, where appropriate, if the students has additional educational needs.
• The student reports any workplace issues or concerns to the work experience coordinator.
• The work experience provider notifies the school/work experience coordinator immediately of any incident, accident or near miss involving the student during the placement, including any action taken and any damage to property.
• The principal or nominated officer:
  • records any incidents, or near misses involving the student in MyHR WHS as outlined in the HSW incident management procedure, and retains copies of relevant documentation;
    • liaises with the work experience provider to seek information about the investigation, relevant recommendations and information to add to the MyHR WHS record
    • notes that the student was off campus and participating in work experience at the time of the incident. Ensure the MyHR WHS incident record specifies the student was on experience wherever applicable, and attach a copy of the work experience agreement form, risk assessment and any incident reports
    • seeks advice from the work experience provider if WorkSafe Queensland has been advised of any notifiable incidents and adds the WHSQ reference number to the MyHR WHS record.
  • withdraws the student from the placement when justified, or postpones or withdraws placement in the event of industrial dispute
  • reports complaints involving sexual abuse or assault to Child Safety Services, or to Queensland Police Service  
  • lodges any insurance claims for liability and Work Cover, as required, following the process outlined in the Lodging insurance claims section below.
• The student completes any documentation (e.g. work experience diary of activities) required by the school.
• The work experience provider completes any required documentation (e.g. student report) and returns it to the work experience coordinator or the student.

Following the work experience placement

The principal or nominated officer and student attend a debriefing session to:

• • discuss the student’s experience and feedback received from the work experience provider
  • enable the student to reflect on and evaluate the placement to inform post-school pathway planning and career goals outlined in the student’s SET plan 
  • identify any further opportunities for the student in employment or training, e.g. school-based apprenticeships or traineeships.
• The work experience provider:
  • may consider any further employment or training opportunities available if the student is a good fit for the business (school-based apprenticeship and traineeship or other employment opportunities).
• The principal or nominated officer:
  • contacts the work experience provider by email or telephone to:
    • thank them for supporting the school’s work experience program
    • discuss any further employment or training opportunities available for the student if appropriate
    • request feedback about the program which may inform future work experience placements.
  • maintains a register of details for each student participating in work experience, including the student’s full name, date of birth, address, and contact details (information from all signed work experience forms will fulfil this requirement)
  • reviews the workplace health and safety practices of the work experience provider to determine the appropriateness of the placement for students in the future
  • monitors the progress any insurance claims for liability and workers’ compensation lodged
  • reviews and evaluates the work experience program to identify any issues or concerns, including those arising from work experience insurance claims, which will inform future planning and preparation of students
  • develops procedures to be implemented for future placements to address any issues or concerns identified
  • provides information to the department on all work experience placements in the form specified in the Corporate data collections schedule (DoE employees only).
• State Schools Strategy Division (Curriculum, Teaching and Learning) conducts an annual survey on all work experience placements to determine work experience activity levels and inform ongoing insurance coverage.

Lodging insurance claims

The department maintains insurance cover for students undertaking work experience when enrolled in a school approved by the Minister for Education (including children registered for home education). The liability insurance cover for work experience students (state and non-state) has certain restrictions and activities precluded from cover, and these activities may not be undertaken during work experience. The insurance policies cover students undertaking work experience placements in Queensland.

Schools should support the student to complete paperwork and lodge relevant documentation related to liability and/or WorkCover insurance claims arising from participation in work experience.

Public liability (state and non-state schools)

• The principal or nominated officer:
  • completes the Public Liability Notice of claim – Students on work experience placement form 
  • advises all parties that any admission of liability could prejudice the opportunity for indemnity under the policy
  • collects relevant supporting documentation including:
    • a copy of the student’s work experience agreement form 
    • a copy of the risk assessment
    • incident/accident reports, statements and photographs
    • third party correspondence (tax invoices, quotations, letters of demand).
  • returns the completed form and relevant supporting documentation to State Schools Strategy Division (email: VETinSchools@qed.qld.gov.au) where it will be recorded and sent to the insurance company
  • directs any summons, writ or legal demand received at the school to the insurance company to the State Schools Strategy Division (email: VETinSchools@qed.qld.gov.au)
  • keeps records at the school of all claims made
  • reviews any claims lodged to identify if additional strategies are required to prepare students prior to their attendance at work experience to minimise the re-occurrence of such incidents.
• State Schools Strategy Division (Curriculum, Teaching and Learning):
  • reviews all submitted documentation
  • lodges a claim with the Queensland Government Insurance Fund (QGIF) and submits all documentation
  • liaises with QGIF in relation to the progress of the claim and provision of any additional information required
  • liaises with the principal in relation to the progress of the claim.

WorkCover claims (state schools only)

• The principal or nominated officer:
  • ensures the student receives appropriate medical attention and, when appropriate, obtains relevant documentation and medical certificates
  • lodges the claim by contacting WorkCover on 1300 362 128 or worksafe.qld.gov.au (this can be completed by the school, parent/carer, employer or health care facility in the event of an emergency)
  • quotes the Department of Education WorkCover policy number SAA070676519 and nominates the Department of Education as the Employer
  • sends a copy of the work experience agreement form and risk assessment for the student on work experience and copies of any incident reports, photos or incident notifications (emails) related to this claim to the VETinSchools inbox
  • completes a myHR entry – noting that the student was off campus and participating in work experience at the time of the incident. Ensure the myHR report specifies the student was on experience wherever applicable, and attach a copy of the work experience agreement form, risk assessment and any incident reports
  • monitors the student's recovery and considers any supports and adjustments required to assist the student in their rehabilitation and return to school. For senior students this may include requesting Access Arrangements and Reasonable Adjustment provisions from the Queensland Curriculum and Assessment Authority for assessment
  • reviews any claims lodged to identify if additional strategies are required to prepare students prior to their attendance at work experience to minimise the re-occurrence of such incidents.
• State Schools Strategy Division (Curriculum, Teaching and Learning):
  • reviews all submitted documentation
  • liaises with WorkCover in relation to the progress of the claim and provides any additional information required
  • liaises with the principal in relation to the progress of the claim.

Definitions

Legislation

• Education (Work Experience) Act 1996(Qld) Parts 2 and 3
• Education (Queensland Curriculum and Assessment Authority) Regulation 2014 (Qld) 
• Disability Discrimination Act 1992 (Cwlth) 
• Disability Standards for Education 2005 (Cwlth) 
• Child Safe Organisations Act 2024 (Qld) 
• Human Rights Act 2019 (Qld)  
• Anti-Discrimination Act 1991 (Qld) 
• Workers’ Compensation and Rehabilitation Act 2003 (Qld) Sections 22 and 26
• Work Health and Safety Act 2011 (Qld) 
• Education (General Provisions) Act 2006 (Qld)  

Delegations/Authorisations

• Nil
  

​​Other resources

• WorkCover Queensland claim form 
• Inclusive education policy 
• Senior education and training (SET) planning 
• Home education in Queensland 
• Workplace health and safety 
• WorkSafe Queensland – General Construction Induction Card (white card) 
• Working with Children Check – blue card 
• Criminal history checks 
• Corporate data collection schedule (DoE employees only)
• Child Safety Services 
• Queensland Police Service 
• Defence Work Experience Program 
• Queensland Reportable Conduct Scheme 

Superseded versions

Previous seven years shown. Minor version updates not included.

5.0 Work experience placements for school students

6.0 Work experience placements for school students