Useful Tips for SWLA2

The right attitude is very important for the success of your workplace experience.

Once your Host Organisation is approved and you have organised a start date with the service, it is time to prepare for your first day.

If you can, try to organise a shorter visit at the service when you can:

• introduce yourself to staff (For further details, read the ‘Introduction poster’ section below.)
• familiarise yourself with the service’s policies and procedures
• complete the service’s induction process (if applicable)
• find out details about:
  • the shifts you will be completing
  • which room will you be in
  • the room’s daily routine
  • any allergies within the service and/or the room you may need to be aware of
  • dress code.

During your placement, you will:

need to be willing to learn. Remember, you are completing placement to learn from the service’s staff and to apply theory in practice. If you are open for the learning opportunities, you will be able to gain the most from the workplace experience.

Need to be open for feedback. Educators and your Workplace Supervisor are required to provide you regular feedback on your performance to help and guide your professional learning. Never take feedback as personal attack: stay positive and thank for the time and effort for providing you feedback. It is OK to disagree with feedback, but you must maintain a professional behaviour at all times. You may discuss your concerns or questions with your trainer/assessor.

It is important that you:

• listen to instructions and ask questions. Life in a service can be very busy at times. If staff is giving you instructions to do something, try to be helpful and assist them to the best of your abilities. If you don’t understand something or something is not clear, ask questions – it is better to ask questions than not following instructions because you are not sure what you need to do.
• be polite, courteous, and well-mannered. Educators are usually great people with a lot of passion and dedication for their profession. They will try to guide and support you during your placement, therefore you should treat them with respect. Remember, while you may like your colleagues on a personal level, during placement you should build professional relationships and behave in a professional manner.
• dress appropriately, according to the service’s dress code.
• follow workplace policies and procedures, with focus on work health and safety requirements. As you may know by now, workplace policies and procedures are developed in accordance with relevant regulations to ensure staff abide by the sector’s requirements to fulfil their duty of care obligations. By following workplace policies and procedures, you will meet the sector’s requirements as well.

Take initiative and try to be proactive when completing SWLA assessment tasks. It is your responsibility to be aware of the expectations and the tasks that need to be completed. Consult the Workplace Plan, assessment documents (Portfolio and Journal) and talk to your trainer and Workplace Supervisor to create a to-do list for each day.

Try to:

• always present yourself with integrity, be punctual, respectful and professional
• telephone the centre and email your trainer prior to the start of your shift if you are to be absent for any reason.
• You should not attend the workplace if you are feeling unwell.
• Be punctual and try to arrive at least 10 minutes before your shift is due to start (e.g., if your shift starts at 9.00 am, arrive at 8.50 am the latest).
• You may need some planning to ensure you can complete all SWLA activities during the set timeframe. For example, services regularly conduct emergency drills (once every three months), so you need to plan ahead to ensure you can participate at one for one of the SWLA assessment tasks. Always consult with your supervisor before undertaking assessment activities!

When preparing for work, you must ensure you follow your workplace policies and procedures regarding dress codes. For example, you may need to wear clothing and shoes that are appropriate to the organisation or care service, and they also meet work health and safety requirements, ensuring the following:

• Hair must be neat and tidy. Long hair should be tied back and kept out of your face.
• Uphold good personal hygiene and always grooming.
• Follow the organisations or service’s dress code. Typically, staff members will either have uniforms or dress in a smart casual wear such as long black pants and a polo t-shirt.
• Avoid short skirts or clothing that may be uncomfortable. Remember, when working with elderly or disabled clients, you’ll be required to move around, sit on the ground, do physical activities: your clothes shouldn’t restrict you from moving freely. In some services, you may be provided with a uniform.
• Wear a name badge (if provided, or create one with a sticky note) and pay attention to your personal hygiene.
• Enclosed shoes (black) are required for work placements to ensure that the toes and heel of the feet are protected; this is a Work Health & Safety (WHS) requirement.
• Always wear a broad brim hat while outside. Remove dangling earrings and keep jewellery to a minimum, with care taken to not wear sharp, raised stones on rings. If you are not sure what is appropriate, ask your Workplace Supervisor or your trainer.
• Jewellery, such as multiple/long/hooped earrings and necklaces can be dangerous when working with clients as it could get caught on objects whilst performing daily tasks and it can also contribute to food contamination. It is recommended to avoid them.
• Acrylic fingernails or nail polish should be avoided to avoid food contamination when handling food. Cover up tattoos if needed (if they are inappropriate for the workplace). If you are not sure what is appropriate, ask your Workplace Supervisor or your trainer. Appropriate professional clothing, including personal protective equipment (PPE) must be worn as required by the policies and procedures of the service.

What is NOT appropriate:

• Clothes should be sufficient in length (knee or below) to always maintain a professional manner, e.g., very short shorts are not acceptable. Gym tights are not considered professional attire. You, just like other staff, are to always wear closed non-slip shoes. Thongs or high heels are not acceptable and may provide a hazard to you, staff and the clients.
• Body piercing is to be kept to a minimum. Body piercings that may cause a risk to you, or clients are to be removed or covered appropriately. No one should wear or display items of clothing or tattoos that contain offensive language and/or graphics.
• Mobile phones are not permitted during workplace shifts! When you are with the clients and on your daily shift, you should not be working on your laptop even to complete assessment tasks. You can check your phone, take/make phone calls or work on assessment tasks before/after the shift or during your break if you wish.
• If you need to take photos for assessment tasks, ask your supervisor’s permission first.
• You must not take photos of any clients without the client's, or their families permission.
• Under no circumstances are you to take photos at the service of any client to post on social media! 

Be mindful of your workplace Code of Conduct and policies and procedures and always adhere to them. This will ensure you are following the appropriate rules and guidelines in your workplace. If you are in doubt, always seek advice from your Supervisor.

Time management is the process of organising and planning how to divide your time between different activities. During SWLA you will have to complete a series of assessment tasks, while interacting with the clients, getting familiar with the service’s life and organisational documents, etc.

Get time management right, and you'll end up working smarter, not harder, to get more done in less time – even when time is tight, and pressures are high. With this simple online too How Good Is Your Time Management? - Discover Time Management Tools That Can Help You to Excel (mindtools.com), you can test how good your time management is.

The Workplace Plan, if developed and completed properly, can help you manage your time and tasks effectively.

Here’s a few more useful tips on how to manage your time effectively:

• Plan ahead: Create to-do lists, even as part of the Workplace Plan, to help you stay on track. Get familiar with assessment tasks, then try to plan ahead a few days to list what are going to do each day. For example: Day 1: Complete the service’s induction process in consultation with the Workplace Supervisor
• Introduce yourself to staff and clients read your daily routine (take a photo if allowed) Read your planning for the week (take a photo if allowed) Read the service’s menu Find out where the First Aid kit is Interact with clients
• Help staff tidy up the room after activities Help staff clean up after mealtime
• Prioritise: Use your time wisely and complete activities with high priority first. Ensuring client's safety should be your number one priority. If you see a client getting injured? Notify a staff member and comfort the client while waiting for a staff member to apply first aid.
• Stay focused and concentrate: Life in a centre can be very busy, so you need to stay focused on what is expected of you. While it is part of your job to assist staff and interact with clients, you have to stay focused and complete your assessment tasks as well. You can negotiate with the service to stay back a bit to complete assessment tasks in the staff room, or you can complete the writing for your assessment tasks at home once you have collected the required pieces of evidence, as indicated by the assessment tasks.
• If you have family commitments or a job besides your studies, time management becomes even more important to ensure you can successfully complete your course.

In the following you can read answers to commonly asked questions:

What support can I get from Swinburne Open Education to find a Host Organisation for SWLA?

You are required to find a work site for your structured work placement. Resources to assist you in finding a Host Organisation are available in the Learning Platform. If you have been unable to secure a suitable workplace for your structured work placement and require additional support locating a Host Organisation, the Student Support Team can assist you sourcing and securing a workplace. You can lodge a request for assistance through the Learning Platform or by contacting the Call Centre.

What requirements do I need to be aware of before I commence my SWLA?

There may be a number of requirements that your Host Organisation needs you to comply with in order to undertake structured work placement. You need to confirm these with the workplace. These may include:

• National Criminal Record Check/ Police Check/ NDIS Worker Screening Check – You may be required to undertake a Criminal Record Check (CRC) at your own cost. This may take some time to arrange so where it is required, we recommend you apply early. Registered NDIS providers may also request you to complete a NDIS Worker Screening Check.
• Vaccination against infectious diseases – Depending on your state/territory’s requirements, you may also need to have certain immunisation. Where current vaccination certificates are mandatory, students cannot commence their structured work placement without providing certified copies to the Host. Please note that some immunisations such as Hepatitis B or COVID-19 need multiple injections to be administered over a specific time period before someone is deemed immune. It is important that you consult with your GP as soon as possible to avoid delays in starting work placement.
• Confidentiality Agreement – Organisations produce confidential information relating both to individuals and services. Any matters of a confidential nature (including information relating to staff, clients, and/or the organisation’s policies and practices) must not be divulged or passed on to any unauthorised person. Before commencing structured work placement, students may be required to sign a legally binding confidentiality agreement.

How do I prepare for my first day of SWLA?

Knowing the following information about your Host Organisation and their expectations can help you feel more comfortable when you start your structured work placement. Do you know:

• Where you have to go on your first day?
• How to get to the Host Organisation and how long it will take?
• What time you need to start?
• What your hours of work are?
• Who you will report to, and who your Workplace Supervisor is?
• What to wear? Are there dress standards or a uniform?
• Who are the clients/customers of the Host Organisation? 
• What to do if you are absent?

At your induction into the Host Organisation, be prepared to describe the learning you have undertaken in your course to date and indicate your willingness to follow the guidance and direction of your Workplace Supervisor. You may also find it helpful to go over your notes and learning material, so you feel confident of your current knowledge base.

What support is available to me during SWLA?

Support is available through your allocated Swinburne Open Education Assessor. You can contact your Assessor through the Learning Platform.

What if I find the work is too hard and I don’t feel confident in what I need to do?

Talk to your Workplace Supervisor and let them know what you are feeling. Learning new things can be difficult initially, however with time, practice and support your skills and confidence increase. For any ongoing concerns, discuss with your Assessor.

What is workplace insurance? How do I get a copy?

The Certificate of Currency for Student Insurance covers you for any mandatory and voluntary structured work placement that you may need to undertake as part of your course. The Certificate of Currency covers you in the event of an accident whilst undertaking voluntary unpaid structured work placement. You can request a copy of the Certificate of Currency by contacting your Assessor. If you are completing your  structured work placement and associated workplace assessments with your current employer, you will be covered by your employer’s Workers Compensation Insurance.

What if I am injured?

Students who are completing their structured work placement with their current employer will need to follow the policies and procedures of the workplace. If you are injured while completing your structured work placement with a Host Organisation as an unpaid volunteer, contact your Assessor who will support you to complete an Accident and Incident Form. While undertaking your structured work placement, you are covered by Swinburne Open Education insurance.

What if I am going to be late or cannot go to work?

You will need to contact your Workplace Supervisor and advise them, then make suitable arrangements to complete any additional hours to make up the missed time. The Workplace Supervisor has been advised to inform Swinburne Open Education if you fail to attend without providing notification.

What happens if I withdraw from the course before I complete the workplace assessments?

As noted in this Student Guide, the assessments completed as part of structured work placement relate to a number of Units of Competency within your course. If you choose to withdraw from the course before you complete all the assessments your Assessor will be able to advise you whether the assessment tasks completed at the time of course withdrawal are sufficient for you to be awarded a Statement of Attainment for any of the Units of Competency from the course.