Policy
Student placements aim to provide a supportive learning environment for the development of skills, knowledge and contacts in the youth sector.
Students can assist YAPA to accomplish important tasks, many of which may not otherwise be possible without a student.
Student placements also require a significant contribution of staff time and energy in supporting a student. Given YAPA's limited resources (both human and financial) and high workload, the benefits of a student placement must be carefully weighed against the costs.
Procedures
This policy also applies to high school work experience students and alternative education students, where appropriate.
YAPA undertakes student placements at the initiative of YAPA, or the initiative of the student or educational institution.
At the annual Staff Planning Day at the beginning of each year, staff will identify any projects that would be suitable for a student to undertake, relevant timeframes and resources, and a staff member that is willing to supervise a student (referred to as the supervisor).
The supervisor is responsible for contacting relevant educational institutions to request a student. The supervisor should clearly state the type of work that is to be undertaken, timeframe, skills required, location of service and any other relevant information.
Once an interested student/s has contacted the supervisor, an interview process will be carried out. See Interview Process.
If YAPA receives a request for a student placement, at the initiative of the student then the following process will be followed:
The staff member answering the call will inform the student that YAPA is a peak organisation that does not provide direct welfare services to young people. If the student is seeking an agency that provides direct service they will be directed to their local youth network and/ or their local Council who will be able to provide local service referral.
If the student still wishes to undertake a placement at YAPA then the staff member will record further information including the name of the student, contact details, field of study, length of placement requested, hours of availability, type of tasks/agency that the student is seeking.
The staff member will explain that the request needs to be taken to a staff meeting, and how and when a decision will be reached.
The placement details will be presented and discussed at the next staff meeting. If the staff team agree to take on a placement, there is office space available and a staff member is willing to take on the role of supervisor then they will contact the student to arrange an Interview.
If the staff team does not agree, there is no office space available or no staff member is able to accept supervision responsibility then the staff member who received the call will contact the student to inform them of the decision.
YAPA will not accept a student placement for a Board of Management member, as it is considered a conflict of interest.
The student will be asked to read the YAPA Code of Conduct, Roles and responsibilities of student and supervisors and YAPA Policies Principles prior to attending an interview.
Interview Process
The following questions and prompts provide a guide for how the initial interview with the student should be conducted.
The interview will be conducted by the supervisor.
- Can you please tell us a bit about yourself and why you are studying youth work / community work?
- What year of study are you in? Do you have any relevant experience, including placements? If so, can you tell us a bit about what tasks and agencies you have been involved with?
- Can you tell us what you know about YAPA and why you are interested in completing a placement at YAPA?
- The supervisor should explain the role of YAPA, our social justice framework and that YAPA does not provide a direct welfare service to young people.
- How many hours need to be completed for your placement? When are you looking at starting? When do you need to finish? What hours and days of the week are you looking to do the placement?
The supervisor should indicate if these hours are suitable, ie on the same days that the supervisor works. The supervisor should also explain that there will be some times when they will not be at work, ie annual leave, time in lieu, sick time, training days and that the student will not be able to work during these days.
- What do you want to get out of this placement?
The supervisor should provide an overview of upcoming projects that the student may be able to be involved with, ie conference preparation and facilitation, consultations with young people, research and policy development, publications, networking etc.
- From the projects I have mentioned, are there any that would particularly interest you? Do you still think you would like to complete a placement at YAPA or would you like a few days to think about it?
- What values do you use to guide your community / youth work?
The supervisor should explain that all students are expected to abide by the YAPA Code of Conduct and meet the Roles and Responsibilities of student placements. The supervisor should take time to carefully explain each of these documents and answer any questions.
- If you were successful in gaining a placement at YAPA would you be willing to abide by these?
The supervisor should explain that the process of how the placement will be approved by YAPA and when the student will hear back from YAPA.
The supervisor is responsible for ensuring that the staff team, including the Executive Officer are aware of the outcome of the interview and of the commencement date and hours to be worked.
Student roles and responsibilities
- To operate within a social justice framework.
- To complete a Prohibited Employment Declaration form prior to commencing placement.
- To develop, in co-operation with the supervisor, a learning contract which identifies realistic tasks to be completed during the placement
- To make a consistent effort to complete the tasks identified in the contract, and any other tasks nominated by the supervisor. The student is expected to conduct these tasks with minimal supervision.
- To work as a member of a team with other staff and students, and show respect for other people and ideas.
- To attend and participate in staff meetings.
- To actively participate in supervision sessions and reflect on learning and work practice.
- To be punctual and show up at work at the agreed times.
- To maintain confidentiality and abide by privacy legislation requirements.
- To identify themselves to those outside of YAPA as a student on placement. Students must not provide advice to young people or youth workers at any time.
Supervisor roles and responsibilities
- To ensure that a Prohibited Employment Declaration form is completed prior to placement.
- To ensure that the student is covered by adequate insurance, either through the insurance of the educational institution or under YAPA's volunteer insurance.
- To keep other staff informed of the tasks and progress of the placement
- To ensure that the student is informed of the Code of Conduct, Roles and Responsibilities, OH&S, and any other relevant policy.
- To ensure that the student is provided with a work space including desk and access to a computer as required.
- To provide regular, structured supervision which allows the student to reflect on learning, personal strengths and opportunities for growth, achievement of goals and relevant theoretical perspectives.
- To provide informal supervision and feedback to the student.
- To ensure that the student receives reimbursement for pre approved travel expenses incurred during placement hours. (However the student will be responsible for paying their own costs to the YAPA office each day).
- To facilitate access of the student to any relevant YAPA training, ie Survival training, Conferences etc.
- To report any difficulties with the placement to the Executive Officer and if required, the Educational Institution.
- To provide an accurate reference at the completion of the placement, including the recording of unsatisfactory performance or non completion of work goals. Student references and learning contracts will be kept on file for future reference check purposes.
The supervisor is responsible for ensuring that the above roles and responsibilities are carried out. The supervisor will provide feedback and direction through informal and formal supervision sessions as to whether the student is fulfilling their responsibilities.
In cases where a student is failing to meet their responsibilities YAPA may decide to terminate the placement.
Date adopted by the Board of Management |
21 February 2005 |
Date of commencement |
23 February 2005 |
