Frequently Asked Questions about the Work Experience (WE) Program

Is it compulsory to complete work experience? All Year 10 students are expected to complete a Work Experience placement in the last week of the school year, which will be Monday 12th December Friday 16th December in 2011. Alternatively, students may complete their placement in school holidays (but not the holidays over December-January); these students may choose to complete an additional placement in the WE week, but this is not compulsory. Students on overseas exchanges during the WE week are not required to complete a placement, though, again, they may choose to in the school holidays, or in subsequent years. Students must ensure they are at least 15 years of age when they complete their WE placement. No classes will run in the designated Work Experience week.

Must I complete my work experience in the designated week? Yes! Some workplaces have a fixed week for work experience that does not coincide with Mac.Robs designated week. Fortunately, many of these positions are held in the school holidays, and Mac.Rob students are supported in seeking these places (as long as it is not in the end of year holidays). Can I complete two placements? If you wish to complete a second placement in the term school holidays, this is fine.

Why must I complete work experience? The Work Experience Program is a compulsory part of the Year 10 program, as it has been developed to benefit students by giving them first hand experience of employment in the workforce. It allows you the opportunity to develop independence and a range of skills required in the workplace (including initiative), an understanding of the expectations of employers, confidence in dealing with other members of the workforce and customers, as well as giving you insight into an industry you may be considering for your future career. Students may also request their supervisor provide a personal reference, subsequent to their placement, to use in applications for part-time employment, scholarships or exchange programs.

My parents are concerned about my welfare while I am on my WE placement. How can I reassure them? Mac.Rob has had its WE program in place for many years, and the feedback from students has been overwhelmingly positive. No classes run during the WE week and the program is managed by the school and its staff. Before your placement you must complete some online, safe@work learning modules which provide state-government controlled training on your rights and responsibilities in the workplace. Your employer must sign a form verifying that she/he is aware of their responsibilities towards you

while you are under their care and is informed that she/he must abide by occupational health and safety laws and minimise any hazards in their workplace. You are covered by WorkCare and the Department of Education covers you for public liability insurance, while you are on your placement, as long as your paper work is all accurately completed. I will also be conducting forums outlining issues that may crop up in the workplace and how to deal with these. Furthermore, students can contact me whilst they are on their placement. If any student informs me of any concerns, I will investigate the situation and ensure their welfare is protected. One of your teachers will visit or make contact with you and your supervisor while you are on your placement. This may be in person or by phone. There will be a Year 10 Parent Information Night early this year, which will include information on the work experience program. Your employer will also receive a copy of Guidelines for Employers informing them of their responsibilities to work experience students.

How should I go about looking for a Work Experience placement? You should start this as soon as possible! Firstly, make a list of industries and workplaces: y you may be considering as a career y your personal interests y workplaces in your local area y workplaces you may have a contact with through your network of family, friends and acquaintances ask them for the names and contact details to help your search. A list of the employers who hosted Mac.Rob students over recent years has been placed on the noticeboard outside the Middle School Office, but students should not restrict themselves to this list. This will give you a starting point and an idea of the sorts of places that offer placements. Once you narrow down the type of workplace you want to work in, draw up a short-list of potential employers by referring:  conducting a google search  visiting the website: www.myfuture.com.au  referring to the Melways index or Yellow Pages  scanning the employment section of the newspaper  asking family, acquaintances and friends to help create your wish-list of contacts. Remember to consider the transport accessibility of workplaces you shortlist. There is no point applying for a position that will be geographically challenging to get to from your home. Students may only complete a placement within Victoria. Once you have your shortlist, send letters to about eight (first preference) potential employers at the one time, including a copy of your resume. Ring any of the potential employers who do not respond to your letter; do not assume a lack of response means there is no hope! If you end up with multiple offers, you are in the enviable position to being able to choose. In this situation, dont forget to contact the employer/s of the other offer/s, thanking them and informing them you have accepted another offer.

If you exhaust your first preferences without success, do not delay in then contacting your second round (ie: second preferences), adopting the same process. Continue with this until you receive an offer. Perseverance pays eventually!

Can I ring or email potential employers instead of sending letters? You can ring or email, but follow up with a letter and a copy of your resume to any contacts that seemed promising or said they would take you on. A phone call is also appropriate where you have a contact with a potential employer through a friend, aquaintance or relative.

What should a say in my letter requesting a work experience placement? A proforma letter that you can use to send to potential employers is available at this site. Make sure you letter is well worded and formatted. Keep your letter short, but make sure it is tailored to each potential employer state why you want to work in their workplace and what particular skills and attributes you have that would make you suitable for that workplace. If you are ringing, make sure you project your voice well, you are polite and well-spoken, and have a script of what you intend to say at the start. Ensure your efforts are well directed by addressing your letter/ asking to speak to the right person: the Work Experience Coordinator in a large workplace that is likely to have someone dedicated to this job, or the person in charge of work experience students in smaller workplaces. I suggest you avoid asking do you accept work experience students?, as it makes it too easy for a potential employer who has not accepted students in the past to answer in the negative. Instead, commence by stating who you are (Hello. My name is Jane Lee and I am a Year 10 student at Mac.Robertson Girls High School) and explaining why you are very keen to complete a work experience placement in their workplace (I am looking for a work experience placement for early December of this year and, because I play a number of instruments and love all sorts of music, I am seeking a placement at a music store such as yours).

What should I do if I have contacted many potential employers but still cannot get an offer? Persevere! Consider your approach. The wording of your letter or phone call can tell your potential employer a lot about you perhaps you are selling yourself short. Try to project an image of the polite, confident and competent young person you are! I am happy to check over your letter or script, or perhaps ask your parents to do this.

I have already been offered a position. What do I do now? Well done! Firstly, send your employer letter or email, or ring them to thank them for their generous offer. It is a really good idea, if you have not been informed by letter or email, to request they confirm the offer in a letter or email. Make sure you keep this letter or email. Secondly, explain to them that your Work Experience Coordinator will be taking you through an information session on the online safe@work learning modules and the Work Experience Arrangement Form on March 7, and that

they can expect the paper work they need to complete shortly after this. If they say they need the form completed before then, let me know and I will take you through this individually. You can also use this contact to clarify any queries you have what you should wear, where exactly you should go on the first day, the name of the person who will be supervising you etc. Write this down and keep it safely with your Work Experience documents. Some (usually larger) workplaces may have their own forms that they request you complete, in addition to the Work Experience Arrangement Form. Make sure you do this as soon as possible. The other steps you need to complete are outlined below.

What other steps do I need to complete in the Work Experience Program? Year 10 students will be given information on the steps they need to take in the Work Experience Program at a Year Level Assembly on March 7 in 2011, and also at the Year 10 Parent Information Night. At this assembly I will cover: y how you can conduct your search for a placement y the safe@work learning modules y the Work Experience Arrangement Form y the steps involved in the program. The steps generally are: 1. Brainstorm all the places you are considering for work experience 2. Contact your wish-list of potential employers and request a place 3. Secure your placement and ask your employer to send you a letter/email confirming the offer of a WE placement 4. Attend my information session during the designated Assembly March 7 2011 5. Complete the online safe@work learning modules (in your own time) and print off your two certificates 6. Carefully complete your section of the Work Experience Arrangement Form 7. Ask your parents/guardians to complete their section of the Work Experience Arrangement Form 8. Take the Work Experience Arrangement Form, in person, to your employer so they can complete their section 9. Return the fully completed Work Experience Arrangement Form and two safe@work certificates to Ms Puszka via her pigeonhole by the end of term 2, or at least 3 weeks before your placement if it is during term holidays 10. Attend an information forums on the WE Program 11. Ensure your copy of the Work Experience Arrangement Form is returned to you before your placement and that you forward it to your parents/guardians 12. Complete your Work Experience placement. I suggest you start the process as soon as possible, by creating a shortlist of potential employers and contacting them to request a position, as I have outlined above (in How should I go about looking for a Work Experience placement?) Once you have secured the placement and attended the information session on March 7 2011, you should complete the safe@work learning modules and print off your certificates. You should also complete the Work Experience Arrangement Form and get you parents/guardians to complete and sign their section. The form is then forwarded to your employer for them to complete; I suggest you take it there in person and ask them to complete it in your presence (ring them beforehand to let them know you will be visiting them for this purpose). They will then return it to you once they have completed their section.

You then need to forward the two safe@work certificates and the completed Work Experience Arrangement Form to me via my pigeonhole. Make sure it is fully completed, with my details: Ms Susanne Puszka (Work Experience Coordinator) Mac.Robertson Girls HS 350 370 Kings Way, MELBOURNE 3004 Ph. 9820 0788 (fax. 9864 7777) I will ensure Ms Garvey will sign your form, once it is fully completed. I will then make two copies of the Work Experience Arrangement Form: one for you and your parents (which I will return to you before your placement so you have a record of where to go and the times you will be working); I will send one copy to your employer; and I will keep the original here at school together with your safe@work certificates.

How do I get my employer to complete their section of the Work Experience Arrangement Form? I strongly suggest you go to your workplace in person to get them to fill in their section, and have them complete it while you are there. Make sure you call them beforehand to make an appointment to do this. Going in person has the advantage that you ensure it is completed and returned to you so that you can submit it to me on time. It also allows you the opportunity to meet some of the people you will be working with and see your workplace. You can check on transport to the workplace and ask about what you should wear etc.

What happens if I send the Work Experience Arrangement Form to my employer but they do not return it? This can be a problem, as workplaces are often busy places, and your form may not be given the priority it deserves! To avoid this problem, I suggest you try to take it there in person and wait while it is completed by your supervisor (see How do I get my employer to complete their section of the Work Experience Arrangement Form? above). A Wednesday afternoon would be a perfect time to do this, but make an appointment beforehand. If you have sent it and it is not returned within two weeks, I suggest you ring and give them a polite reminder (would you mind completing it and sending it to me some time in the next week or could you please send it to me by the end of the week, as my Work Experience Coordinator has asked us to forward it to her by next week). If all else fails, let me know and I can call them for you. When is the deadline for securing a placement and submitting all the documents? You should start looking for a placement immediately! Bear in mind most Year 10 students (or Year 9) students across the state complete a work experience placement each year. Most work places will offer a very limited number of places. If you want to be assured of a placement, it is important to get in early, especially if you are hoping for a place in a specific industry. First in best dressed! You will find out about all the paper work at the information session during Assembly on Monday March 7.

All the online training and documents must be submitted to me by the end of Term 2, and at least 3 weeks before your placement.

What are the safe@work learning modules and which do I need to complete? I will go over this at the information session on Monday 7 March. The safe@work Program has been established by the state government to ensure you are aware of your rights and responsibilities in the workplace to protect your welfare whilst you are on your placement. The modules can be accessed at http://www.education.vic.gov.au/safe@work/index.asp You will need to complete two separate training modules: a general one, and an industry-specific one. If you are unsure what industry your workplace belongs within, contact me. Once you have successfully completed the online training you need to print up your certificates and forward them to me at school. They will be signed and kept by the school.

What forms do I need to complete within the Work Experience Program? Three items of paper work need to be completed and submitted to me by the end of term 2 or at least three weeks before your placement: the Work Experience Arrangement Form and two safe@work certificates one general module and one industry-specific one. If your home contact details or any other details on the form change between the submission of your form and your placement, it is essential these details are forwarded to me so I can update the information on your forms. The Work Experience Arrangement Form is a legal document and every effort must be made to ensure it is correct.

How long before I do my WE placement do I need to have all the paperwork completed? You need to forward the Work Experience Arrangement Form and safe@work certificates at least three weeks previous to the placement. This allows time for me to check the form and correct any errors, if this is necessary, have it signed by Ms Garvey and then copied and sent to your employer.

Do I need to inform my employer of any medical conditions I have? Yes. It is essential that you disclose to your employer any medical conditions you have or medication you may need to take whilst you are on your placement. This is so that they can care for you appropriately, should you become unwell whilst you are at work. Documentation about your medical condition and/or medication should be attached to your Work Experience Arrangement Form by your parents. This information is confidential and cannot be used inappropriately by your employer.

What should I do if my placement is cancelled? This would be most unusual, but can occur. Most commonly it results when the business or organisation closes down or changes hands.

Firstly, thank them for letting you know, and then ask if they can assist you in finding another placement eg: their new business or premises, with the new employer, with another business or organisation with which they have contact. Ask them to send me a letter or email formally terminating the arrangement. Secondly, let me know and I will assist you in finding a replacement.

What do I do if I must cancel my placement? Firstly, discuss this with me. Let me know before you contact the employer and explain why you need to cancel. There may be another Mac.Rob student who can fill the vacancy, so speak to me before your employer. Secondly, contact your employer, explaining why you need to cancel and apologising for any inconvenience you have caused. I will also need to send a letter terminating the arrangement. What should I do if any of my details change between when I submit my forms and my Work Experience placement eg: my address, phone number, place of employment, dates or times of work etc Let me know of the changes. An amended Work Experience Arrangement Form will be sent to your parents and employer. . Should I make contact with my employer before I start my placement? It is a good idea to ring your supervisor about two weeks before your placement. Use this as an opportunity to check any details about your placement: the dress code, where to meet on the first day, clarifying your work times etc.

What should I wear to work experience? It varies a little with different industries and jobs, but generally it is suggested neat casual but conservative dress, especially on your first day. You can ring and find out what the dress code is, or ask on your first day, if you are unsure. Do not wear: y jeans, very short skirts, shorts y revealing necklines y see-through clothing y t-shirts which contain slogans or risqu images y thongs or high heels y heavy makeup y overly-glamorous clothes y if you are handling food or equipment, or working with children or patients, your hair must be tied back and you must wear closed shoes You should wear: y comfortable shoes, casual skirt or pants, and short or long sleeve tops y clothing and shoes that are in good, neat and clean condition.

It is fine to wear the same clothes each day but ensure they are regularly laundered. Also, ensure you are very well groomed. I suggest you borrow clothes for the week if you do not have appropriate clothing for work experience. Some workplaces may allow you to wear jeans and sandals but ask first.

Is there anything I am not allowed to do while I am on my placement? Students should be aware of common courtesies and responsibilities towards their fellow workers and clients while they are on their placement. Generally, you should assume that behaviour which is not allowed at school is not appropriate in the workplace. Apart from consideration for your fellow-workers and the reputation of the business or organisation employing you, your behaviour also reflects upon your school. You should not use an iPod or carry around food or a drink bottle unless you have asked and been given permission to do so and you should not ask if these items are clearly inappropriate in your workplace, eg: serving customers in a shop, in childcare or aged care, in hospitals and medical clinics etc. Do not chew gum at you workplace. Some students may have access to sensitive and confidential information while they are on their placement, and should ensure such material remains private. You may also have access to the internet and electronic communication devises at your workplace; this must not be used inappropriately. There are a number of items and situations students may use or be exposed to in their placement: y power machinery and tools y forklifts and other vehicles y electrical and biological hazards, UV equipment, radioactive and carcinogenic substances or equipment, y activities involving elevated levels of dust or fumes y excessive noise y rubbish compactors y scaffolding y guillotines y administration of medication y heavy lifting y direct contact with animals y licensed (for alcohol) premises and gaming venues y handling of cash greater than $100 in value. Will I get paid during my placement? Workplaces are expected to pay you a nominal amount of at least $5/day to cover your costs in getting to the workplace. It is not intended to be payment for the work you do. This information will be entered on your Work Experience Arrangement Form by your employer. Most workplaces pay $5/day. Payment of more than this must be declared for tax purposes. Commonwealth government departments cannot make any payments, and educational, charitable and not-for-profit organisations may choose not to provide any payment.

What should I do if I am late for work or cannot attend work experience because I am unwell or have other engagements? Firstly, you should not have appointments or other engagements in the work experience week, unless under exceptional circumstances. This would have to be supported with a letter from your parents/guardians. If you are too unwell to attend work, you (or a parent/guardian) should first ring your employer (well before the time you would be expected to start work that day) and then ring the school so that I can record this absence and notify the teacher intending to visit or contact you on your placement. If you are unavoidably running late for work, you should make every effort to phone your supervisor to let them know.

What should I do if my employer needs to cancels one or more of the days? If your employer cannot supervise you on one or part of a day and asks you to not attend at this time, or changes any of the arrangements, inform me and ask your employer to inform me formally by letter, email or phone. An amended Work Experience Arrangement Form will be sent to your parents and employer.

Why is a teacher contacting me during my placement and do I need to make any arrangements for their visit? This is a routine part of the program, and is one of the ways the school safeguards your welfare whist you are on your placement. In all likelihood you will be visited or rung by a teacher that knows you; however, this may not be the case. The teacher will ask to speak to you, and then your supervisor. It is an opportunity for you to inform the school of how your placement has been going and discuss any issues you may have. If your teacher intends to visit you in person they will ring ahead to ensure they catch you. It is therefore important to let the school know if there are any changes to your location or hours. You or your employer do not need to make any arrangements for this visit, apart from being there at the arranged time.

Will the teacher visiting or contacting me by phone need to complete any forms? No. Some schools have an evaluation form, but at Mac.Rob this is purely a verbal discussion and no formal paperwork is required.

How should I thank my employer at the end of my placement? You are encouraged to write a letter or card thanking your supervisor and work colleagues at the end of your placement.

Do I need to let anyone know if I end up completing any work at locations outside the workplace shown on my form?

Generally not. It is accepted many students may be temporarily located outside their workplace, for short periods, over the course of their placement, such as when they need to attend court with a barrister, or pick up mail or to purchase lunch. Your parents/guardian and principal, in signing the Work Experience Arrangement Form, give their permission for this. However, if your location of work changes completely, or you are asked to complete work at another location for a protracted period, please let me know.

What do I do if I am uncomfortable about the way I am treated in my placement or the conditions I work under, or I am injured at work or on my way to work? Contact me immediately. You or your parents can do so by ringing me at school (ph. 9820 0788) or leaving a message for me to call you back, calling me on my mobile phone (0438 38 2201) at school or after hours, or emailing me at puszka.susanne.c@edumail.vic.gov.au

Ms S Puszka Work Experience Coordinator