The purpose of our procedure
Our procedure sets out the processes and requirements for developing and implementing Work Integrated Learning (WIL) in coursework programs. WIL activities provide students with practical and industry relevant experiences in a way that is safe and accessible for students and industry partners.
Please read this procedure in conjunction with our Work Integrated Learning Policy.
Who our procedure applies to
Inclusions
Our procedure applies to students and staff associated with WIL activities, whether they be on or off campus, delivered locally, nationally or internationally, by third-party providers, or online.
Exclusions
Our procedure does not cover:
- work experience that students do outside of the academic requirements for a program or course
- graduate research programs.
Our Work Integrated Learning Procedure
WIL activities in our courses can include one or more of the following (see [website] for detailed descriptions of each activity):
- internships
- placements
- fieldwork
- projects
- enterprise WIL
- community service learning
- simulated WIL
- degree apprenticeships
- WIL clinics.
WIL activities are inclusive of Flight Training and Flight Training Theory.
The management of WIL activities is supported by the [Work Integrated Learning Support Unit]. Resources for staff and students are available at [website].
The design, administration, and management of WIL activities must consider the requirements of international student visa holders, and comply with the Education Services for Overseas Students Act 2000, including both compulsory WIL and non-compulsory WIL.
1. Our Work Integrated Learning courses
Our coursework programs will include at least one WIL course. This ensures that students have authentic opportunities to apply theory to practice and develop important employment and industry engagement skills.
For a course to be designated a WIL course 70 per cent of its content must be related to WIL activity, including preparation for WIL, participating in WIL, and associated assessment. WIL courses are structured to include student preparation, ongoing supervision with direction (academic and/or industry), monitoring and assessment of progress and feedback, reflective practice, and post-WIL debriefing.
2. Developing our Work Integrated Learning activities
The [Program Director] (or approved nominee) is responsible for overseeing the development of at least one WIL experience in each of our programs. Academic and professional staff will work with industry partners as required to develop WIL courses that aim to be accessible and equitable for our staff, students, and industry partners. Accreditation bodies and industry associates are included in the process where relevant.
[Work Integrated Learning Support Unit] will develop appropriate documentation with WIL partners and students, including:
- preparing agreements
- preparing schedules
- determining roles and responsibilities, including having an appropriately qualified/experienced supervisor
- determining any pre-WIL requirements, including police checks, immunisations, working with children checks, first aid certification or any workplace specific requirements
- ensuring compliance with student mobility insurance arrangements.
All WIL courses must have a credit value and hours that are identified and articulated in course documentation and recorded in CurV. They must comply with relevant government legislation and regulations (including the Fair Work Act 2009 and Work Health and Safety Act 2012), and our policies and procedures.
Programs with recognition of prior learning must, where possible, note this in the [program rules]. Any credit for WIL courses will be managed in accordance with our Recognition of Prior Learning Policy.
Where international WIL is planned, or a WIL activity involves an international host, the [Course Coordinator] (or nominee) must ensure compliance with the [student mobility and student travel policies and procedures]. A [relevant foreign compliance form] must be approved prior to an international agreement being signed.
3. How we administer Work Integrated Learning in industry settings
When WIL is undertaken in industry settings, either physically or virtually, it requires a signed Adelaide University WIL agreement, approved by the relevant [role (or nominee/delegate)]. This must be stored in the management system. It must include:
- organisation and contact details
- WIL partner and student roles and responsibilities
- the nature of the WIL experience, including but not limited to working hours, overall duration, and location
- assessment requirements
- schedules
- risk assessments and/or work site evaluation where relevant
- placement termination
- intellectual property (IP) management and confidentiality (see our [Intellectual Property Policy])
- management of critical incidents under our [Critical Incidents Policy].
Adequate insurance coverage must be in place while students are participating in WIL.
All WIL activities must be recorded and administered in the management system.
4. How we prepare students for Work Integrated Learning activities
Where WIL is a requirement of a program, this must be clearly stated as part of the program and course outline. It must be made clear to international students in their offer of admission, along with any inherent requirements (see section 5).
WIL, and preparation for WIL, will be scaffolded throughout a program to enable students to achieve program and course learning outcomes and Graduate Qualities. This includes developing employability skills, and the identification of career pathways.
Students will be well prepared in principles of confidentiality and privacy, and ethical and appropriate behaviour, when engaging with industry partners. The consequences of breaches will be clearly articulated and transparent to students.
WIL compliance requirements will vary from course to course, reflecting relevant industry expectations and Work Health and Safety standards. Each program must publish the relevant information on their [website], to make these requirements clear for students, and to help build a transparent university-wide approach to WIL compliance.
5. Inherent requirements and reasonable adjustments
We are committed to providing an inclusive and equitable environment that supports full access and participation for all students. This includes supporting students with a disability, as defined in the [Students with Disabilities Policy and Procedures], to complete WIL activities. Where possible, reasonable adjustments must be made for students with approved Access Plans. Where inherent requirements apply in a program, reasonable adjustments must not fundamentally change the nature of these requirements.
We will provide students with clear documentation that sets out any inherent requirements before commencing WIL. These include essential knowledge, standards of conduct, skills and capacities relevant to the particular discipline, which may be specified by accrediting or professional bodies.
In accordance with the [Students with Disabilities Policy and Procedures], Access Plans that include accommodations to be made in relation to WIL activities must be developed using a consultative approach with the relevant [Course Coordinator], [Access and Inclusion Adviser], and industry as required.
6. How we ensure Fitness for Work Integrated Learning
Ensuring students are academically, professionally, and personally prepared for WIL is essential in achieving the best outcomes for the student, Adelaide University, and the industry partner. Any person may raise a concern about a student’s Fitness for WIL, either before or during the activity, including when a student may not meet the inherent requirements for WIL (see Section 5).
A preliminary assessment of the concern will be undertaken by the [Program Director/Course Coordinator] with assistance from the [Work Integrated Learning Support Unit] to assess the validity and/or seriousness of the concern.
Initial strategies for resolving concerns may include:
- providing increased academic support
- engagement with support services (see our [Support for Students Policy])
- development of an Access Plan
- recommending a period of leave from study (international student visa holders must demonstrate compelling or compassionate circumstances).
All correspondence and related documents will be maintained, stored, and disposed of appropriately as per the [Records Management Policy].
If the concerns are either unfounded, or are able to be appropriately managed to the satisfaction of the [pro vice chancellor] (or nominee), the student may commence or continue the WIL activity. If the concerns cannot be resolved, and permitting the student to commence or continue the WIL activity presents a risk of harm to the student, members of the public and/or others, the matter must be referred to the relevant [Pro Vice Chancellor]. They will consider the matter and recommend one or more of the following outcomes:
- no further action is required, and the student may commence or continue the WIL activity
- documentary evidence (such as a medical certificate or a discipline specific form completed by a medical practitioner) must be provided by the student to confirm their capacity to undertake the WIL activity
- a Fitness for WIL Panel must be convened (see section 7).
For accredited programs the [pro vice chancellor] may determine it necessary to include a registered practitioner in the decision making process.
The relevant Pro Vice Chancellor (or nominee) may prevent or discontinue the student’s participation in the WIL activity, with immediate effect if it is considered that the level of risk of harm to the student, members of the public and/or others is sufficient to warrant this. The student will be notified in writing of the next steps within two working days of the decision being made.
7. How we convene a Fitness for Work Integrated Learning Panel
A Fitness for WIL Panel will be convened when a concern has been expressed about a student’s ability to safely undertake and complete a WIL activity for academic or personal reasons. These concerns may be raised by University staff or students, an industry partner, or a member of the public.
A Fitness for WIL Panel will consist of:
- the relevant Pro Vice Chancellor, or nominee (Chair)
- the relevant [Program Director]
- the [Students and Research Registrar], or nominee
- any other staff member relevant to the placement, as determined by the pro vice chancellor or nominee.
The Chair will appoint an Executive Officer for the Panel to coordinate the arrangements for the Panel meeting. The student must be given at least five working days’ notice of the meeting via email. The student will be invited to attend and advised that they may bring a support person. The Panel meeting will proceed whether or not the student responds or attends, and may result in one of the following outcomes:
- No issue has been found to prevent the student’s commencement or continuation of the WIL activity.
- The student can start or continue their WIL activity if specified conditions are met, such as providing documents that prove fitness.
- The student is unable to commence or continue the WIL activity.
If the outcome of the Fitness for WIL Panel process has implications for the student’s continued enrolment in the program, they will be provided with information and support regarding their progress.
The Panel may also refer the matter to be dealt with under another process for example the [Code of Conduct for Students], an academic misconduct inquiry, or another of our policies or procedures.
The student will be advised via email of the Panel’s determination within two working days from the panel meeting. The student must also be advised of their right to appeal the decision (see section 8).
All correspondence and related documents will be maintained, stored, and disposed of appropriately as per the [Records Management Policy].
A Fitness for WIL Panel may be convened while another University process is also under way, such as consideration under the [Academic Progress Policy]. It may also result in a mandatory notification being made to a professional registration authority or government department.
8. How we review a Fitness for Work Integrated Learning decision
A student may request a review of the outcome of a Fitness for WIL Panel process by lodging a written request for review with the relevant [Pro Vice Chancellor] within 20 working days of receiving notification of the outcome. A review can only be requested on one or more of the following grounds:
- one of our policies or procedures were not correctly followed
- new information has become available that is relevant to the Panel’s decision.
The [Pro Vice Chancellor] must make a determination within 10 working days of receiving the request for review. The outcome must be emailed to the student and a copy of the request, and the response must be placed on the [student’s record].
A student who is dissatisfied with the review outcome has the right to lodge a complaint with the National Student Ombudsman.
9. How we monitor and review Work Integrated Learning activities
Monitoring and supervising students while on WIL industry-based activities is essential. University staff are responsible for overseeing WIL assessment and learning outcomes. A [university delegate] will contact the student during their WIL experience and coordinate with the industry partner to address any concerns that arise. The delegate will also manage any issues raised by the industry partner.
We will collect and monitor WIL partner satisfaction feedback, student progress and student satisfaction as part of the WIL Quality Assurance Process.
Academic Board is responsible for encouraging and monitoring the integration of WIL in Adelaide University courses in accordance with the Higher Education Standards Framework (Threshold Standards) 2021. This includes ensuring alignment between course learning outcomes, academic content, and all forms of WIL and assessment.
Definitions used in our procedure
Please refer to our Adelaide University glossary for a full list of our definitions.
Access Plan means a formal document developed in consultation with a student and the [Access and Inclusion Adviser] that outlines reasonable adjustments required to support the student’s full participation in their program, including WIL activities.
Compelling or compassionate circumstances for holders of international student visas means those beyond the control of the student and have an impact on the student’s academic progress or wellbeing. Examples include:
- Serious illness or injury supported by a medical certificate.
- Bereavement of close family members such as a parent or grandparent. A death certificate should be provided, where possible.
- Major political upheaval or natural disaster in the home country requiring emergency travel, which has impacted on the student’s studies.
- Adelaide University is unable to offer a prerequisite course.
- Inability to begin studying on the program’s commencement date due to a delay in receiving a student visa.
- A traumatic experience, supported by police or a psychologist statement, such as involvement in, or witnessing a serious accident, or witnessing or being the victim of a serious crime
Compulsory WIL means WIL that must be successfully undertaken to complete the requirements of the program.
Email means sending and/or receiving correspondence via an official Adelaide University email address for current staff and students. For prospective students or other individuals, email means the email address provided to Adelaide University as part of an application for admission, or via any other correspondence.
Inherent requirements means abilities, knowledge, and standards of conduct and performance that are essential for a student to be able to achieve the learning outcomes of a program or subject, and transition to the profession after graduating. These may include compulsory standards set by professional, registration, or accreditation bodies.
Non-compulsory WIL means any WIL that is optional (i.e. an elective) and unsuccessful completion does not prevent a student from completing the requirements of the program.
Recognition of Prior Learning means the process by which an individual’s relevant prior learning (including formal, informal, and non-formal learning) is assessed to determine credit that may be granted towards completion of an Adelaide University award program.
Student means a person enrolled in an Enabling Program, award or non-award coursework study, a research program, or a short course or microcredential at Adelaide University.
Support person means a person chosen by the staff member or student to provide emotional support during a University process. They accompany the staff member or student to meetings and may take notes on their behalf, but they may not attend a meeting as an advocate and should not act or speak on behalf of the staff member or student.
Work integrated learning (WIL) is an umbrella term for a pedagogical approach that combines theoretical learning of a discipline or professional context with practical experience, either actual, simulated and/or virtual, as part of the academic requirements of a program or course. This approach helps students apply academic concepts to real-world work and professional situations, enhancing their skills, employability and understanding. See (website) for a list of different types of WIL.
Working Days means the weekdays from Monday to Friday inclusive, excluding public holidays.
How our procedure is governed
This Procedure is categorised, approved and owned in line with the governance structure of Adelaide University and the offices and officers listed below.
Parent policy | Work Integrated Learning Policy |
Policy category | Academic |
Approving authority | co-Vice Chancellors/Vice Chancellor and President |
Policy owner | Deputy-Vice Chancellor - Academic |
Responsible officer | Pro Vice Chancellor (Teaching and Learning) |
Effective from | 24 July 2025 |
Review date | [3/4/5 years after date this version is approved, TBC] |
Enquiries | Interim Central Policy Unit/[Central Policy Unit] |
Replaced documents | None |
Legislation and other documents related to this procedure
Higher Education Standards Framework (Threshold Standards) 2021 Section 1.4: Learning Outcomes and Assessment Section 2.3: Wellbeing and Safety Section 2.4: Student Grievances and Complaints Section 3.1: Course Design Section 5.4: Delivery with Other Parties |
National Code of Practice for Providers of Education and Training to Overseas Students 2018 Standard 2 Recruitment of an overseas student Standard 3 Formalisation of enrolment and written agreements Standard 11 Additional registration requirements |
History of changes
Date approved | To section/clauses | Description of change |
24 July 2025 | N/A | New procedure |
At the time of writing, the organisational structure, positions, committees, or any other unknown item etc. for Adelaide University have not been confirmed. Accordingly, square brackets [ ] temporarily enclose such information in this procedure until confirmed.