Objectives

·       To protect as far as possible the safety, health and well being of all students engaged in course related research, training or work experience placements, in non-University premises under the control of external host agencies (including institutions or contracted training agencies).

• To ensure that host agencies recognize and accept their common law duty of care for the safety and health of University students (and staff, who may attend the host agency to monitor or otherwise supervise the students).
  
  
• To require external host agencies (including institutions, employers or contracted training agencies) to meet their common law duty of care and comply with minimum standards in occupational safety and health (OSH) and other legislative requirements (in relation to ‘other persons’ in their workplaces).  Agencies must have an appropriate OSH management system for the workplace(s) in which University students or staff are located.
  
  
• To ensure that host agencies carry public liability insurance to meet claims arising from the negligence of the host agency to students (or staff) from this University.
  

Scope

These guidelines apply to all Faculties, Schools, Sections and Units making arrangements for (or requiring) students to attend coursework or other training, work visits or placements in agencies outside of the University except for placements under a contract of employment, in which case the host agency is responsible for workers’ compensation cover.

This includes all workplaces or sites for which another agency has clear responsibility for and control over the safety and health of ‘other persons’, in terms of Section 22 (Duties of persons who have control over workplaces) of the Occupational Safety and Health Act 1984 (WA) -
 
              A person who has, to any extent, control of -  

(a)   a workplace where persons who are not employees of that person work or are likely to work or are likely to be in the course of their work; or

(b)  the means of access to and egress from a  workplace,

shall take such measures as are practicable to ensure that the workplace, or the means of access to or egress from the workplace, as the case may be, are such that persons who are at the workplace or use the means of access to and egress from the workplace are not exposed to hazards.’ 

The University’s duty of care extends to its students and any of its staff required to attend such areas, on a supervisory or other capacity.

Overview

The University must take adequate steps to ensure that external service providers (whether engaged under formal contracts or not) involving students (e.g. on research, training or work experience placements/practicums) and/or staff attending the host agency can ensure:-

·         Safe systems of work;

·         Safe working environments;

·         Safe tools, equipment, substances and procedures;

·         Appropriate first aid, fire and emergency and other assistance; and

·         An environment free of discrimination, racial vilification, sexual harassment or unfair treatment

In order to accomplish this, Schools/Sections/Units should require all host agencies to have OSH policies and procedures that comply with relevant OSH legislation, standards and codes and have public liability insurance to an appropriate limit.

Recommended Procedures

Placement Coordinator

Each School/Section/Unit should designate which member(s) of staff are permitted to authorise student placements, work experience placements or attendance at external agencies’ training courses.

Initial Contact with Host Agencies

When first contacting agencies concerning possible student placements (or recommending the agency’s courses to University students) the ‘designated staff member’ should advise that the University requires them to provide:

·         A safe and healthy work environment free from discrimination and harassment

·         OSH policies and procedures that comply with relevant OSH legislation, standards and codes

·         Personal protective equipment (as required)

·         A suitable workplace induction

·         Public liability insurance of a minimum of a $10 million limit

Compliance to be Advised in Writing

The Placement Coordinator shall prepare a relevant form letter containing the above points.  The host agencies should be required to complete and sign the letter and to return it to the designated University staff member.  The Placement Coordinator must maintain these letters.  Note that such advice may be initially by telephone but should be followed up in writing in order to ensure a written reply is provided.  Refer to Appendix A for a sample letter, which Schools/Sections/Units may modify to suit their particular host agencies.

Supervisory Notes

The Placement Coordinator should provide the specifically designated ‘Placement Supervisor’ (the person within the host agency responsible for the placement student) with supervisory notes that set out all expectations, procedures and requirements; both of the agency and the student.

Information to be Included in the Supervisory Notes

Host agencies (through their Placement Supervisor) should be informed in writing as part of the supervisory notes that they are expected to provide:

·         A safe and healthy work environment free from discrimination and harassment

·         OSH policies and procedures that comply with relevant OSH legislation, standards and codes

·         Personal protective equipment (as required)

·         A suitable workplace induction

·         Public liability insurance of a minimum of a $10 million limit

Requirements of the Visiting Student or Staff member

The following requirements must be effectively communicated to the student or staff member and form part of the supervisory notes.  The student is required to

·         Respect cultural differences

·         Respect the right of others to work free from discrimination

·         Comply with all policies and procedures of the placement agency

·         Take reasonable care of their safety and health and that of others

·         Report all known or observed hazards, incidents and injuries to the placement agency and to their Placement Coordinator

Students are also required to report any incidences of injury or breaches of OSH legislation, Equal Opportunity legislation (including sexual harassment, racial vilification) or poor personal security (including on home visits to patients) to their Placement Supervisor (host agency), to their Placement Coordinator (University appointee) and to the University Safety and Health immediately.  The University Confidential Incident/Injury Report format can be used.  This form is available at http://www.safety.uwa.edu.au/forms/incident 

Recommendations

The information regarding student and staff requirements should be provided via the following:

·         Lecture, tutorial or interview forum

·         Written form

·         Be available on the Student Section of the University Safety and Health website

 

Insurances

Public Liability and Professional Indemnity

The University provides public liability and professional indemnity cover for students of the University of Western Australia whilst on University course required work experience/placement indemnifying the host agency of such work experience for liability arising out of any negligent act, error or omission on the part of the student.  However, the indemnity does not extend to any liability, cost or expense arising out of any negligent act or omission of the host agency or any of its employees, contractors, agents or invitees.  For further information refer:   http://www.safety.uwa.edu.au/insurance

Student Plan Personal Accident Insurance

All currently enrolled University of Western Australia students are covered by this policy whilst engaged in campus activities or on UNPAID course required work experience.

Student Plan Personal Accident Insurance is a comprehensive Personal Accident Insurance Program that provides currently enrolled UWA students with 24-hour cover, 365 days per year. The policy provides benefits such as:  medical expenses (excluding Medicare rebatable items), weekly benefits if wages are lost as a result of temporary disablement and death cover.  Claim forms may be obtained from the UWA Insurance and Risk Management Officer on 6488 3214 or they may be downloaded from the web at:  http://www.safety.uwa.edu.au/policies/student

The University of Western Australia must be notified by the student of any serious incidents or injuries that occur using the Confidential Incident/Injury form that is available at:  www.safety.uwa.edu.au/forms/incident

Cover for students undertaking PAID work experience

Any injuries received while undertaking paid work experience are covered by the workers’ compensation policy of the host organization. 

Appendix 1: Sample UWA Student Placement/Practicum Letter