First day of work placement
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 organisation or service, it is time to prepare for your first day. If you can, try to organise a shorter visit to the organisation or service when you can:
- introduce yourself to staff.
- familiarise yourself with the organisation or service’s policies and procedures
- complete the induction process, including providing all required pre-employment paperwork
- find out details about:
- the shifts you will be completing
- Your daily routine
- any allergies or special client requirements and conditions you may need to be aware of.
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 to the learning opportunities, you will be able to gain the most from the workplace experience.
- Need to be open for feedback. Your Workplace Supervisor are required to provide you with regular feedback on your performance to help and guide your professional learning. Never take feedback as a 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.
- Need to listen to instructions and ask questions. Life in an organisation or 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.
- Need to be polite, courteous and well-mannered. Usually, you will meet the staff that are 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.
- Need to dress appropriately, according to the service’s dress code.
- Need to 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 initiatives and try to be proactive. Once you are familiar with the service’s daily routine, take initiatives to help and assist staff to your best ability. It can be helpful to clean up after mealtimes, tidy up room during the day, assist with clients who may be in a wheel chair or have other special requirements. If you are not sure how you can help, ask staff members about how you could help them. However, as you progress with placement and you gain more experience, try to identify when you can make yourself useful. Staff will appreciate your effort!
- Complete 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 talk to your trainer and Workplace Supervisor to create a to-do list for each day. 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!
- Work a combination of shifts, including at least one early and one late shift. Take breaks in accordance with the service’s routine.
- Telephone the centre and email your trainer prior to the start of your shift if you are to be absent for any reason. You shouldn’t attend the workplace if you are feeling unwell!
- Be punctual: you should 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).
- Ensure you are with a staff member when present in a client's room, especially with clients with special needs. involve yourself in a variety of activities that allow you to gain experience and practise your skills.
- Remain confidential in every discussion.
- Never discuss a client's individual case history or progress with families.
- Refer all enquiries to staff.
- Refer administration of any medication to service staff. answer the telephone only when directed by a staff member.
- Report accidents to a staff member.
- Follow basic hygiene and safety requirements when carrying out duties. Give each client equal consideration.
Appropriate clothing
You are required to wear clothing and shoes that are appropriate to the organisation or care service, and they also meet work health and safety requirements:
- 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:
- You, just like all staff members, must abide by the Sun Protection Policy daily by wearing the sleeved shirts provided and a hat (broad-rimmed/legionnaires only) when outdoors or on an excursion. Sleeveless shirts or baseball caps are NOT accepted.
- You, just like all staff, must ensure that pants /shorts worn do not hinder the delivery of appropriate supervision and care of the clients. 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 SUPERVISOR’S AND FAMILIES’ PERMISSION. UNDER NO CIRCUMSTANCES TAKE PHOTOS AT THE SERVICE OR OF ANY CLIENT TO POST IT ON SOCIAL MEDIA!
Time Management
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
