Work experience policy & procedure

1.0 Scope

• 1.1 This policy contains guidelines for Council staff in considering and accommodating requests for work-experience.
  
  
• 1.2 This policy applies to all requests for work-experience received by Council.
  
  
• 1.3 This policy does not apply to trainees and cadets employed by Council as they are covered under a separate policy.

2.0 Objectives

• 2.1 Council acknowledges the importance of work-experience to job seekers and students.
  
  
• 2.2 As a major employer in the Kiama Municipality, Council accepts a responsibility to provide meaningful work-experience as an opportunity for participants to gain an understanding of the requirements of the particular occupational area in which they are placed. As work-experience requires close supervision of participants, this responsibility must be balanced with Council's operational requirements.
  
  
• 2.3 Council will not use work-experience participants as a substitute for filling vacant positions. Work-experience positions are supernumerary positions.
  
  
• 2.4 The provision of work-experience is considered to be an important public relations exercise for Council in the local community in addition to providing the opportunity to attract applicants to future positions.
  
  

3.0 Definitions

Work-experience programs are programs that are arranged as part of a recognised program or course of study and include:

• a) school work-experience programs
  
  
• b) TAFE work-experience programs or compulsory work placements
  
  
• c) university work-experience programs or compulsory work placements
  
  
• d) government labour market and community-based work-experience programs
  
  
• e) recognised rehabilitation programs.

Voluntary work-experience occurs when a person volunteers their services without pay, for the purpose of improving their work-related skills. Voluntary work-experience does not form part of a recognised work-experience program.

Child-related employment is employment that involves direct contact with a person under 18 years of age.

Direct supervision occurs when a responsible Council officer is present at all times observing and directing, as required, the activities of the work-experience participant.

4.0 Responsibilities

• 4.1 Approval of work-experience placements

The Director of the appropriate department will ultimately determine whether or not a work-experience participant can be accommodated.

• 4.2 Departmental responsibilities

Each department shall:

• 4.2.1 ensure that work experience is not provided in operational areas that pose potentially serious occupational health and safety risks
  
  
• 4.2.2 ensure that work experience is not provided in areas that may compromise the confidentiality of Council's business
  
  
• 4.2.3 determine the amount of work experience that can be realistically provided
  
  
• 4.2.4 allocate a responsible person to supervise the work-experience participant and ensure they are supervised at all times;
  
  
• 4.2.5 provide the work-experience participant with details of the appropriate contact officer in case of emergency or inability to attend
  
  
• 4.2.6 maintain records of the work-experience participant's attendance
  
  
• 4.2.7 ensure that prior to placement, work-experience participants undertake appropriate training to ensure they meet relevant occupational health and safety requirements
  
  
• 4.2.8 ensure that the work experience student undergoes relevant induction procedures and checklists are signed to record details of the induction process
  
  
• 4.2.9 ensure work-experience participants adhere to Council Policy, relevant legislation and regulations at all times
  
  
• 4.2.10 complete any required appraisals of the work-experience participant's performance during the period of work-experience
  
  
• 4.2.11 notify the Human Resources Manager and the relevant institution, where appropriate, of any concerns regarding the work-experience participant immediately they become apparent
  

• 4.3 Responsibilities of the work-experience participant

The work-experience participant shall:

• 4.3.1 provide Council with documentation from the relevant institution/organisation to demonstrate the work-placement is an approved part of a relevant program or course of study and that they are covered under the Worker's Compensation Policy of that institution/organisation; or in the case of voluntary work-experience, provide Council with documentation to demonstrate that they are covered by an insurance policy which provides Personal Accident Insurance coverage for them in case of accident or injury during the period of their work-experience
  
  
• 4.3.2 comply with all Council Policy, procedures, relevant legislation and regulations and the reasonable lawful instructions of the work experience supervisor
  
  
• 4.3.3 comply with Council's standards of professional behaviour including courtesy and confidentiality during the period of their work-experience
  
  
• 4.3.4 contact the Council officer designated as their supervisor during the period of the work-experience within 30 minutes of the agreed starting time, should they be unable to attend on any particular day
  
  
• 4.3.5 discuss any issues or concerns relating to the work-experience activities assigned to them with the Council officer designated as their supervisor
  
  
• 4.3.6 discuss any issues or concerns relating to the work-experience placement with either the Council officer designated as their supervisor, Council's Human Resources Section and/or the work-experience supervisor from the relevant institution
  
  
• 4.3.7 ensure that they are appropriately attired taking into consideration the nature of the duties, occupational health and safety requirements and contact with the public

• 4.4 Responsibilities of the Human Resources Section

The Human Resources Section shall:

• 4.4.1 receive and respond appropriately to requests from applicants and institutions requesting work-experience placements
  
  
• 4.4.2 liaise with the appropriate Council officer to determine whether requests can be accommodated. Where practical, preference will be given to requests from Kiama High School students and/or residents of the Kiama Municipality
  
  
• 4.4.3 obtain documentation required to substantiate the work-experience placement, including provision of appropriate insurance coverage, prior to any commitment on behalf of Council to accommodate the request
  
  
• 4.4.4 seek necessary clearances including "Child Check Clearances" from the Department of Community Services, where relevant, for the supervising Council officer
  
  
• 4.4.5 where appropriate, correspond with the work-experience student providing details of their responsibilities and Council's expectations
  
  
• 4.4.6 act as the point of contact for liaison between the organising institution and Council
  
  
• 4.4.7 determine and manage recruitment strategies where Council deems it appropriate to actively seek interest in work-experience
  
  
• 4.4.8 assist the supervising department to oversee work-experience placements, including, ensuring appropriate induction programs are completed, monitoring the progress of the work-experience participant and handling any grievances.
  

5.0 Duration of work-experience

The duration of work-experience should generally be:

• 5.1 a maximum of one week for secondary school students
  
  
• 5.2 a maximum of 14 weeks for tertiary students and work experience and voluntary work experience participants.

This is usually conducted in a single block, however, single or half-days over a period of time may be approved at the discretion of the Director in consultation with the Human Resources Manager.

6.0 Payment for work-experience

• 6.1 Secondary students do not receive any payment for work-experience.
  
  
• 6.2 Tertiary students do not receive any payment for work-experience where the placement is for a period of less than twelve weeks.
  
  
• 6.3 Tertiary students on compulsory work-experience placements for a period of twelve weeks or more may be given an ex-gratia payment of up to $5000 at the discretion of the General Manager in consultation with the Human Resources Manager. Such a payment is intended to contribute to the student's ongoing education and will be determined subject to budget constraints based on the contribution made by the student during the work experience placement.
  
  
• Payment shall be made via Council's Creditors section and costs will be charged to the department with whom the work-experience student has been placed.
  
  
• 6.4 Voluntary work-experience placements do not receive any payment for work-experience.

7.0 Review

• 7.1 This policy was formally adopted by Council on 19 October, 2004.
  
  
• 7.2 This policy will be reviewed 12 months from the implementation date.
  
  
• 7.3 Council reserves the right to review or vary this policy in consultation with the Union representatives of employees affected by this policy. Once the consultative process has been finalised, the policy will be referred to the Consultative Committee for endorsement.