Part 3: Defence Work Experience Program

The Defence Work Experience Program (DWEP) has a duty of care to ensure the health, protection and safety of participants during a work experience placement. DWEP is a collaborative program undertaken by the Groups and Services under the direction of Head, Reserves and Cadets Support Division (HRCSD). The intent of this policy is to reflect the concept and practice of shared responsibility both at the program level and in the delivery of a DWEP placement. The identification of the roles, responsibilities and accountabilities of all those involved in a DWEP placement are outlined below demonstrate this concept.

This policy complements Part 1, Section 1 Chapter 1 and applies to:

1. Defence personnel involved in developing and managing DWEP placements and supervising DWEP participants
2. Defence personnel who, through their normal duties, may be in contact officially or unofficially with DWEP participants
3. Educational Institutions entering into a Defence Work Experience Placement Agreement (see Section 3, Chapter 2, Annexes C-H)
4. DWEP participants and their parent/s or guardian/s.

DWEP National Manager. The DWEP National Manager is a Defence APS position responsible for the delivery of the DWEP program, providing strategic oversight of a national network of personnel who facilitate and administer Defence work experience opportunities at Defence establishments across the country.

Regional Work Experience Manager (RWEM) is a Defence APS position which is responsible for assisting in the planning, coordination and delivery of a DWEP placement and activity.

Work Experience Coordinator (WEC) is a Defence APS position which provides administrative support to the RWEM, for example, the advertising and coordination of DWEP placements.

Officer Authorising Activity (OAA) is the officer in command of a military unit or establishment, often known as the Commanding Officer.

Host Unit Point of Contact (POC) is the point of contact nominated by the OAA to engage with the RWEM in the planning and execution of the DWEP placement. The POC and the Person Conducting the Activity (PCA) can be the same person.

Person Conducting the Activity (PCA) is the primary interface with the youth participants and provides supervision of participants on a DWEP placement.

Authorised Personnel are nominated ADF, including Reserve members, and/or APS personnel allocated to support the PCA by providing supervision and engaging with youth during a DWEP placement.

DWEP is committed to taking all reasonably practicable steps to achieve Defence’s vision for youth engagement as expressed in the Introduction to the Youth Policy Manual. This includes a commitment to:

1. meeting statutory obligations under the Work Health and Safety Act 2011
2. complying with the Commonwealth Child Safe Framework (CCSF), National Principles for Child Safe Organisations (NPCSO) and applicable legislation.

The intent of this policy is to ensure that roles, responsibilities and accountabilities for youth protection and safety in DWEP are defined and understood by all personnel to whom this policy applies.

The intent of this policy is to reflect the concept and practice of shared responsibility both at the program level and in the delivery of a placement. As a result, the RWEM, PCO and/or the PCA are jointly responsible for the overall review, analysis and mitigation of all youth protection and youth safety factors, taking into consideration participants’ age, maturity, fitness levels and risk tolerance.

Enterprise level youth protection roles, responsibilities and accountabilities are defined in Part 1, Section 1, Chapter 1. Those responsibilities and accountabilities extend across all Defence Youth Programs including DWEP and are non-delegable.

ROLE DESCRIPTION AND RESPONSIBILITIES

DWEP National Manager. The National Manager is responsible for:

1. fostering a youth safe culture within the DWEP team and promoting that culture across hosting units/establishments, so that DWEP placements are conducted in youth safe environments
2. managing and providing guidance and direction to RWEMs and WECs to ensure DWEP personnel are aware of and accept their responsibilities for the health, protection and safety of youth participating in a DWEP placement
3. completing an annual Program level Risk Assessment (see Part 1, Section 3, Chapter 1 and Part 3, Section 3, Chapter 1
4. ensuring all DWEP team members in Youth-related Work Positions:
   1. obtain and maintain Working With Children Check(s) (WWCC) and/or Working with Vulnerable People (WWVP) clearance(s) for the States and/or Territories relevant to their youth-related work in accordance with each relevant jurisdiction’s requirements
   2. are aware of their obligation to advise Director Youth of any event or issue that impacts or could impact their current WWCC/WWVP clearance(s)
   3. sign and adhere to the Defence Youth Safe Code of Conduct (Adult) and complete relevant youth protection training.
5. ensuring outcomes of paragraph 1.1.14.d are recorded in PMKeyS and stored on the individual’s personnel file in Objective.

RWEMs are responsible for:

1. ensuring all signatories to a Defence Work Experience Placement Agreement (the Agreement) have read, understood and adhere to the terms, conditions and obligations contained within the Agreement
2. providing coordination, support and youth protection subject matter expertise to the OAA and other personnel during the planning and delivery of a work experience placement to ensure all activities are conducted in a youth safe manner, consistent with youth protection policies
3. developing and coordinating DWEP placements in consultation with the OAA, the Host Unit POC and the PCA or Authorised Personnel, taking into account available resources, workloads and operational requirements
4. liaising with the POC and/or the PCA and/or Authorised Personnel to complete and sign a DWEP Placement Risk Assessment ( see Section 3, Chapter 1, Annex B). Once signed, the RWEM must ensure all Risk Assessments are stored in Objective prior to the commencement of each placement
5. providing the OAA with the Unit Guide (rsee Annex A)
6. accurately recording all relevant participant information on the Nominal Roll and providing a copy to the OAA in advance of a placement
7. confirming the Mess manager receives notification of participants’ food allergies and/or special dietary needs and that the POC and PCA are aware of participants’ medical or health requirements in advance of the placement and that reasonable adjustments can be made. In some circumstances a participant may be excluded from any or all of the placement if there is a likelihood that their medical condition would result in injury or illness. A risk based, case-by-case assessment will be undertaken
8. completing a Post Activity Report in consultation with the POC and/or the PCA
9. if requested, assisting the OAA, PCA and/or POC to manage a youth protection complaint or event/incident which occurs during a work experience placement
10. providing advice and support to Authorised Personnel and any other unit/base personnel involved in a youth protection complaint or event/incident which occurs during a work experience placement.

OAA. The OAA has overarching responsibility for:

1. the conduct of a work experience placement, which includes the protection and safety of youth during the placement
2. extending the scope of their WHS roles, responsibilities and accountabilities to include youth protection
3. approving work experience placements and associated activities to proceed
4. nominating certain DWEP placement/activity roles and responsibilities (for example, POC/PCA), subject to the capacity and capability of the unit 
5. ensuring all Defence personnel engaging with DWEP participants are aware of their WHS/ youth protection responsibilities and comply with Defence youth policy
6. ensuring Defence personnel who engage with youth during a DWEP placement have completed relevant youth protection training and (for overnight placements) have a current WWCC/ WWVP clearance
7. reviewing and approving the DWEP Placement Risk Assessment, including associated activity-specific risk assessments
8. managing any WHS or youth protection event/incident that occurs during a work experience placement in accordance with Part 1, Section 3, Chapter 3 (the RWEM, PCA and/or PCO may provide assistance with this process as required).

The POC is responsible for the timely and efficient flow of information and completed documentation between the hosting unit and the RWEM.

The PCA is responsible for:

1. obtaining the Nominal Roll from the RWEM, confirming that participants’ medical conditions or dietary requirements have been communicated to relevant areas on the base/unit and confirming participant needs are, as far as is reasonably practicable, being met during the placement
2. providing participants with a site-specific induction briefing at the commencement of the placement in accordance with the Induction Checklist in the Unit Guide and base instructions and processes
3. completing Youth Protection Training Levels 1 (Awareness) and 2 (Supervisor) training, signing a Youth Safe Code of Conduct (Adult) and (for overnight placements) have current WWCC/ WWVP clearance
4. ensuring that Authorised Personnel assisting with any DWEP activity act in a manner which reflect Defence values and community expectations when engaging with youth participants
5. assisting any participant wishing to make a complaint or report a youth protection event or incident, including but not limited to inappropriate or unacceptable behaviour
6. the initial reporting of a youth protection complaint or event/ incident to the unit chain of command in accordance with unit reporting processes and procedures (Part 1, Section 3, Chapter 3) and assisting the OAA to manage a youth protection event/incident.

Authorised Personnel. Authorised Personnel may be nominated by the OAA or the DWEP team to support the PCA to provide supervision and engage with youth during the placement. Authorised Personnel must have completed Level 1 Youth Protection Awareness training, signed a Youth Safe Code of Conduct (Adult) and, if supervising an overnight activity, have a current WWCC/ WWVP clearance.

HRCSD, takes its youth safety and youth protection responsibilities seriously. Responsibility for youth safety, which is undertaken in a WHS and youth protection context during a DWEP placement, is shared between the host unit/ base and DWEP. To maximise a safe placement environment, DWEP will provide support to a unit on its youth safety responsibilities in the planning and conduct of a placement/activity. The diagram in Annex A illustrates the hierarchy of roles and responsibilities for youth safety and youth protection in DWEP. It specifies the roles with shared responsibility and those which are specific to the OAA or PCA when a placement/activity is being conducted. This will encompass the dual requirements of youth safety (WHS) and youth protection.

In addition to the roles identified above, educational institutions, parents/ guardians and DWEP participants themselves have a responsibility to contribute to ensuring and maintaining the safety and protection of youth during a placement.

Educational Institution (EI). The EI is an entity which supports a DWEP placement. The EI is responsible for:

1. completing a Defence Work Experience Placement Agreement which contains accurate participant information, including the participant’s medical and behavioural information and parent/guardian contact information
2. providing the RWEM with details of a nominated EI point of contact prior to the commencement of the placement
3. submitting the EI’s Insurance Certificate of Currency
4. ensuring that an accurate, completed and signed Defence Work Experience Placement Agreement is returned to the RWEM by the due date
5. where appropriate, advising the RWEM that the EI’s insurance will not cover participation in a work experience placement.

Parents/Guardians. Parents/guardians of participants under 18 years of age are responsible for:

1. reading, completing and signing the Defence Work Experience Placement Agreement (Participant Under 18 Years)
2. providing the EI with accurate and current participant information in the signed Defence Work Experience Placement Agreement, including contact information, participant’s medical, dietary and behavioural information and participant’s acknowledgement and agreement
3. immediately informing the RWEM (through the EI) of any changes to the information previously provided, preferably before the placement commences
4. providing alternative food options (for participants with severe allergies and dietary requirements)
5. advising the EI of any activity types in the placement that they do not wish their child to participate in or that the child is unable to participate in.

DWEP participants. DWEP participants are responsible for:

1. reading, completing and signing the Defence Work Experience Placement Agreement and returning it to the RWEM by the due date
2. reading, signing and complying with the DWEP Participant Code of Conduct throughout the work experience placement
3. immediately informing the RWEM and the EI of any illness or absence affecting their participation during the DWEP placement.

Annex

1. Unit Guide – Conducting a Defence Work Experience Placement

YOUTHPOLMAN Part 1 requires commanders and managers to promote and develop a ‘generative youth safe culture’, where youth safe behaviours and practices are understood, displayed and fully integrated by all personnel into every youth related program, activity and interaction ( Part 1, Section 2, Chapter 1).

Maintaining a youth safe environment that fosters a positive experience requires clear definition, acceptance and compliance with the expected standard of conduct/ behaviour by adults and youth.

This Chapter provides for the Defence Youth Safe Code of Conduct - Adult (Annex A) and the Defence Work Experience Program (DWEP) Code of Conduct, for participants under and over the age of 18 (Annexes B & C). By signing one of these Codes of Conduct, adults or participants confirm that they understand and agree to comply with the expected standards of behaviour during a Defence work experience placement.

Youth-related Work. All personnel in youth-related work positions must read, understand and sign the Defence Youth Safe Code of Conduct (Adult) ( Part 1, Section 2, Chapter 2, Annex A) before undertaking any Youth-related Work on behalf of DWEP.

Work experience participants. All work experience participants must read, understand and sign the relevant Defence Youth Safe Code of Conduct (Annexes B & C) prior to participating in a work experience placement.

Person Conducting the Activity (PCA) and Authorised Personnel. The PCA and Authorised Personnel must read, understand and sign the Defence Youth Safe Code of Conduct (Adult) prior to supervising a work experience placement or activity.

Code of Conduct Management. Unacceptable behaviour is not tolerated in Defence. Unacceptable behaviour in the youth protection context is defined as behaviour that, having regard to all the circumstances, would be considered unlawful, offensive, belittling, abusive or threatening to youth and/or adverse to their morale, health, protection and safety or otherwise not in the interests of Defence. Unacceptable Behaviours are defined in Part 1, Section 2, Annex C.

Any breach of a Code of Conduct must be managed in accordance with Part 1, Section 3, Chapter 3.

A signed copy of each Code of Conduct must be stored appropriately in Objective or other electronic storage facility.

Annexes

1. Defence Work Experience Program Code of Conduct (Adult)
2. Defence Work Experience Program Code of Conduct (participant over 18 years old)
3. Defence Work Experience Program Code of Conduct (participant under 18 years old)

Defence’s engagement with youth, through programs such as the Defence Work Experience Program (DWEP), assists in reinforcing and maintaining Defence’s reputation across diverse communities.

DWEP aims to complement existing Defence diversity and inclusion initiatives and policies across the enterprise by providing tailored, diversity-focused work experience placements designed in collaboration with the Australian Defence Force (ADF) and the Australian Public Service (APS).

The intent of this policy is to ensure:

1. DWEP complies with the 2016 Defence White Paper requirement to increase work experience opportunities for students from a range of diverse backgrounds to gain exposure to a variety of ADF and APS careers
2. DWEP stakeholders are aware of and understand the importance Defence places on promoting a diverse and inclusive environment
3. RWEMs, PCAs and Authorised Personnel consider the needs of participants from diverse backgrounds, in addition to students living with a disability, when planning, promoting and delivering work experience placements
4. Participants understand their right to be supported and respected by Defence personnel and peers, regardless of diversity differences, when considering and/or participating in a work experience placement.

This policy should be read in conjunction with:

1. Diversity and Inclusion Common Policy, ( Part 1, Section 6, Chapter 4 )
2. Pathway to Change: Evolving Defence Culture 2017-2022
3. 2019-2022 Defence Reconciliation Action Plan and the Joint Capabilities Group (JCG) Defence Reconciliation Plan (DRAP) Implementation Plan
4. Defence Industry Skilling and STEM Strategy
5. Defence Transformation Strategy.

DWEP recognises and supports Defence’s diversity and inclusion priorities for attracting a contemporary Defence workforce.

 Consistent with the 2016 Defence White Paper requirements, DWEP will place a particular focus on increasing placement opportunities for:

1. Aboriginal and Torres Strait Islander students
2. female students
3. students studying Science, Technology, Engineering and Maths (STEM)[1] related disciplines
4. students from Culturally and Linguistically Diverse (CALD) backgrounds

In the case of a student living with a disability, all reasonably practicable effort will be made to accommodate their particular circumstances. The placement of a student with a disability will be considered on a risk based, case by case basis, mindful of the capacity and capability of a unit, including staff-to-participant supervision ratios, the nature of the planned activities and the safety of the student, other participants and Defence personnel.  

DWEP will seek to promote work experience opportunities to people from diverse backgrounds by:

1. partnering with Services and Groups to develop inclusive placements
2. expanding relationships with Educational Institutions and other external organisations
3. promoting cultural awareness and competence among DWEP stakeholders
4. increasing opportunities for regional and remote participation
5. promoting the attraction of DWEP placements to participants from diverse backgrounds and those with a disability
6. promoting the positive experiences of previous DWEP participants encouraging respect for individual differences and promoting the benefits to Defence of enhancing capability through inclusion.

[1] STEM refers to the broad, inter-related skill disciplines that are particularly relevant to developing and supporting the complex systems operated by Defence.

Despite its benefits, social media can be used as a vehicle for child exploitation. Inappropriate use of social media poses a particular risk to youth safety as well as reputational risk for Defence and DWEP. All Defence personnel engaging with youth on a work experience placement have a duty to be aware and vigilant and to take appropriate action, including reporting concerns if it is suspected that a participant is at risk of harm from inappropriate use of social media.

DWEP has a responsibility to protect all DWEP participants from bullying, abuse and sexual exploitation by promoting the safe use of social media during a Defence work experience placement.

The intent of this policy is to ensure DWEP personnel and participants are equipped with the knowledge and skills to use social media appropriately and in a youth safe manner during a work experience placement.

This policy should be read in conjunction with:

1. Part 1, Section 6, Chapter 3
2. Part 1, Section 1, Chapter 2

Taking, requesting, sharing or posting sexualised photographs or other imagery of oneself or other people under the age of consent is a crime under Commonwealth, State and Territory child pornography laws, regardless of whether it is conducted in a physical or online environment.

Defence personnel are subject to a high level of public scrutiny, which is heightened when they engage with youth on behalf of Defence. Relationships between DWEP participants and adults in Defence, including through social media, must remain professional at all times. Defence personnel should not establish any form of private communication, including online communication, with work experience participants during or following a DWEP activity. In the case of authorised, established or developing mentoring arrangements, or targeted recruitment programs or initiatives, appropriate placement contact may occur with mentoring protocols to be complied with.

DWEP participants are not permitted to post photos or details of any work experience placement on social media, unless permission has been given by the OAA, the PCA or Authorised Personnel.

Defence’s expectations of participants’ use of electronic communications, including social media, during a work experience placement is outlined in the DWEP Participant Handbook and reiterated during the PCA’s induction at the commencement of the placement. The Guide to Appropriate Use of Mobile Electronic Devices and Social Media in DWEP (Annex A) provides information on managing participants’ use of social media, together with expectations regarding the use of photography/video while on a Defence base.

Inappropriate use of social media is considered unacceptable behaviour and constitutes a breach of the DWEP Code of Conduct and potentially Commonwealth, State and Territory legislation.

Any instance of misconduct or misuse of social media must be reported immediately and appropriate action taken. Any participant who has reasonable grounds to believe there has been, or may have been, an incident of grooming, child pornography, child abuse or exploitation involving a DWEP participant must report the matter to the PCA or Authorised Personnel in addition to the State or Territory police and the relevant child protection authorities in accordance with Part 1, Section 3, Chapter 3. The DWEP National Manager must also be informed.

Annex

1. Guide to Appropriate Use of Mobile Electronic Devices and Social Media In DWEP

The Defence Work Experience Program (DWEP) has a duty of care to ensure the health, protection and safety of participants undertaking a work experience placement. An important element of that duty of care is the recognition and implementation of work, health and safety (WHS) responsibilities and their relationship to a youth safe and protection culture.

As a result, all personnel with WHS and youth protection responsibilities and accountabilities in DWEP must take all reasonably practicable steps to comply with these obligations. Risk assessments must therefore encapsulate both WHS and youth protection risks. DWEP risk assessments must also reflect that in a DWEP placement context, a host unit is a work place with a youth safe focus. Therefore, in addition to the regular WHS factors considered in risk assessments, DWEP participants’ age, maturity, (including physical, emotional, and behavioural status) must also be considered.

The roles, responsibilities and accountabilities in DWEP are outlined in Section 1, Chapter 1.

This policy aligns with Defence’s Youth Protection Management System (DYPMS), a system designed to meet the requirements of the Commonwealth Child Safety Framework (CCSF) and National Principles for Child Safe Organisations (NPCSO). ( see: Youth Policy Manual Introduction).

The intent of this policy is to ensure that all WHS and youth protection hazards and risks in DWEP are identified and effectively managed.

This policy should be read in conjunction with the Defence Safety Risk Management Policy.

DWEP’s youth protection risk management policy is consistent with:

1. Requirement 1.0 of the CCSF: Undertake risk assessments annually in relation to activities of each entity, to: identify the level of responsibility for and contact with children and young people, evaluate the risk of harm or abuse, and put in place appropriate strategies to manage identified risks
2. Principle 1 of the NPCSO: Child safety and wellbeing is embedded in organisational leadership, governance and culture
   • Key Action Area 1.5: Risk management strategies focus on preventing, identifying and mitigating risks to children and young people
3. Principle 8 of the NPCSO: Physical and online environments promote safety and wellbeing while minimising the opportunity for children and young people to be harmed

• • Key Action Area 8.1: Staff and volunteers identify and mitigate risks in the online and physical environments without compromising a child’s right to privacy, access to information, social connections and learning opportunities
  • Key Action Area 8.3: Risk management plans consider risks posed by organisational settings, activities and the physical environment.

This policy operationalises Defence’s policy on youth protection risk management (Part 1, Section 3, Chapter 1).

Responsibility for managing youth safety WHS and youth protection risks during a DWEP placement is shared between the host unit/ base and Joint Support Services Division (JSSD), as Program owner (See Introduction, paragraph 3 and Section 1, Chapter 1, paragraph 1.1.17).

Annual Risk Assessment. An Enterprise level risk assessment must be undertaken annually. In accordance with Part 1, Section 3, Chapter 1, Program level youth protection risks must also be assessed and reviewed annually. The annual DWEP Risk Assessment requires the DWEP National Manager and Director Youth to undertake an assessment of discrete groups of risks and hazards and to address the corresponding list of elimination, preventative and mitigation recovery controls.

DWEP Placement Risk Assessment. In consultation with the Regional Work Experience Manager (RWEM), the Host Unit Point of Contact (POC) and/or Person Conducting Activity (PCA) is responsible for conducting a DWEP Risk Assessment prior to every placement. Using the placement activity timetable and the Nominal Roll as key inputs, the Placement Risk Assessment must encompass WHS and youth protection risks at both the placement and individual activity levels. The DWEP Youth Protection Risk Management Supplement (Annex A) must also be completed. A DWEP placement or activity cannot take place unless the overall risk rating is Low or Very Low.

The RWEM must provide guidance to the POC and PCA and prior to finalising the Placement Risk Assessment documents, all parties must ensure that where necessary, reasonable adjustments have been made to specific activities to accommodate youth protection and safety needs.

Once completed, the Officer Authorising the Activity (OAA) must review and approve the any Service specific risk assessment documents and Annex A - DWEP Youth Protection Risk Management Supplement. The RWEM is responsible for ensuring all signed Placement Risk Assessment documents are stored appropriately in Objective.

Risk Control Awareness. All DWEP and host unit/base personnel participating in a DWEP placement, including youth, must be aware of WHS and youth protection risk controls. Mechanisms for ensuring awareness include, but are not limited to, the participants’ induction briefing and unit/ base placement pre-delivery briefing.

Risk Register. All youth protection and youth safety hazards, risks and issues must be included in a DWEP risk register. This is administered by the DWEP National Office.

Risk Management Support. For support relating to Defence youth protection risk management policy, commanders and managers should contact the Defence Youth Protection Contact Officer email address: youth.protection@defence.gov.au

Privacy.All information collected or used in relation to youth protection risk management must be managed in accordance with the privacy requirements outlined in Part 1, Section 1, Chapter 2.

Annex

1. DWEP Youth Protection Risk Management Supplement

Ensuring the health, protection and safety of participants in the Defence Work Experience Program (DWEP) is at the core of achieving the program’s goals and delivering a positive experience for youth.

Defence recognises its legal duty of care to participants undertaking work experience placements. To fulfil this legal obligation, all personnel engaging with youth participants must be aware of and consider the specific needs of youth when planning and delivering a work experience placement.

Youth protection encompasses matters relating to protecting all youth from child abuse, managing the risk of child abuse, providing support to youth at risk of child abuse and responding to incidents or allegations of child abuse.

Youth Safety means the application of the Defence Safety Framework to youth.

Duty of care is a legal duty to take reasonable care to prevent harm to another person that could be reasonably foreseen.

The intent of this policy is to ensure Defence personnel engaging with youth during a DWEP placement:

1. understand the rationale and strategies employed to manage youth protection during a work experience placement
2. effectively administer the youth protection risk controls detailed below to keep youth safe from harm throughout a DWEP placement

This policy should be read in conjunction with the DWEP Roles, Responsibilities and Accountabilities policy (Section 1, Chapter 1) and the DWEP Risk Management policy (Section 3, Chapter 1).

All Defence and non-Defence personnel engaging with youth during a work experience placement must take reasonable steps to minimise the risk of harm to all DWEP participants by:

1. complying with all Defence WHS and youth protection policies to foster a youth safe environment
2. implementing strategies to prevent unacceptable behaviour, misconduct and abuse of youth
3. ensuring youth safety and protection hazards and risks are identified and effectively managed
4. ensuring youth safety and protection events/incidents, including complaints, are reported and managed in accordance with WHS policies (see Part 1, Section 3, Chapters 3 and 4 and this Part).

Defence’s duty of care for each work experience participant commences when the participant arrives at the designated location and is met by the Person Conducting the Activity (PCA) or Authorised Personnel. That duty of care ceases when the participant departs the designated location at the conclusion of the placement.

For work experience placements where Defence personnel pick-up or drop-off participants from an airport/bus/train station, Defence’s duty of care commences when the participant arrives at the designated transfer location until the participant departs the designated transfer location.

Prior to allowing participants onto a Defence base, the PCA must collect and review all documentation required of the participant to allow entry onto the Defence unit/base. This includes, but may not be limited to the Covid-19 Risk Factors Advice and Acknowledgement Form (Annex A).

The PCA must conduct a work experience placement induction and safety briefing using the Induction Checklist in the Unit Guide (Section 1, Chapter 1 Annex A). The induction must confirm, at a minimum, that participants have understood and signed the Code of Conduct and have read the DWEP Participant Handbook (Annex B).

A Defence site-specific induction and safety briefing must also be delivered at the commencement of the placement and on other occasions as required during the placement.

PCAs and/or Authorised Personnel must regularly note a participant’s attendance. At a minimum, this must occur at the commencement and conclusion of the placement and at the commencement and conclusion of any subsequent day/s.

Each participant’s parent/s or guardian/s is responsible for providing the Educational Institution (EI) with accurate and current participant information in the relevant Defence Work Experience Placement Agreement (Section 3, Chapter 2, Annexes C-F).

If allergies, dietary requirements, medical conditions or pre-existing injuries are disclosed in the Defence Work Experience Placement Agreement, the RWEM must advise the PCA prior to the commencement of the placement, using the Nominal Roll.

The Nominal Roll must include the following information for each participant:

1. emergency contact information
2. emergency contact information for the participant’s EI
3. information relating to allergies, dietary requirements, medical conditions, behavioural issues or pre-existing illnesses or injuries and each participant’s  treatment plan.

The PCA must review and sign the Nominal Roll coversheet (Annex G) and return to the RWEM prior to the commencement of the placement. The PCA must retain relevant information for each participant during a placement to be readily accessed as required.

If a participant’s medical treatment plan specifies medication is required, PCAs must ensure the participant carries this medication at all times.

If a participant does not bring the required medication to the placement, the PCA should immediately notify the RWEM who will contact the EI to discuss the appropriate course of action. A participant may not be permitted to participate in a placement activity if there is a likelihood of the participant being injured or ill without their medication.

If a participant advises a previously undisclosed allergy, dietary requirement, medical condition or pre-existing injury or illness during a placement, the PCA must notify the RWEM. The RWEM must contact the participant’s EI and parent/s or guardian/s to confirm the participant’s needs and discuss whether those needs can be accommodated, as far as reasonably practicable, for the remainder of the placement. A participant may not be permitted to participate in any or all of the placement activities if there is a likelihood of illness or an injury occurring if any of the participant’s needs cannot be accommodated.

The POC or PCA must notify the Mess manager of participants’ special dietary needs in advance of the placement. The POC or PCA must confirm suitable meals are provided for each participant with special dietary needs.

The Defence Work Experience Placement Agreement seeks specific parental consent for participants under 18 years for the following activities:

1. Defence physical training activities
2. travelling in Defence vehicles (including cars, trucks, aircraft and/or ships)
3. supervised use of computer-based Defence weapons simulator systems
4. handling unloaded firearms under supervision
5. being photographed and videoed.

If consent is not granted for any of the activities in paragraph 3.2.23, participation must not occur and alternate arrangements must be made.

Additional or alternative activities (for example, an activity not included in the original activity schedule) should not include any activity for which parent/guardian approval would normally have been required.

DWEP workplace learning activities are classified-as-follows:

1. Approved activity: activities that are relevant to the intended career(s) being considered by a participant and do not fall into the category of DWEP Excluded Activities (Annex H) or activities requiring additional consideration or approval
2. Adventure activity: a physical activity such as abseiling, orienteering and water activities
3. Special consideration activity: a placement activity that requires additional consultation between the EI and Defence
4. Excluded activity: an activity from which one or more participants are excluded due to conditions or rulings determined by an EI, the EI’s insurance provider, Defence and/or DWEP (Annex H).

Prior to planning a DWEP activity, the PCA must consult with the relevant RWEM to confirm the activity’s classification and determine appropriate planning action. When planning a DWEP activity, the RWEM and PCA must take into consideration that DWEP participants are not militarily trained and activities must be appropriately tailored. Program and placement risk assessments are undertaken in accordance with Section 3, Chapter 1.

Activities conducted on DWEP placements must be planned in accordance with Defence policy and comply with relevant State/Territory Department of Education guidelines. Some EIs may identify additional activities that are not covered by their Certificate of Currency. Special consideration and Excluded Activities for each State and Territory are provided in Annex H.

Participants must be supervised during adventure activities. Where appropriate, additional supervision requirements must be included in the activity specific risk assessment.

Regional DWEP personnel must confirm the currency of Excluded Activities with the relevant Department of Education statutory schedule of Excluded Activities, on at least an annual basis.

Students travelling interstate for placements remain subject to any special consideration or Excluded Activity specified by their home State or Territory, the EI and/or the EI’s insurer.

When there are placements involving participants from more than one jurisdiction, PCAs and Authorised Personnel must ensure participants do not undertake any activity which is excluded within their home State or Territory. Excluded ~participants must be supervised while the rest of the group completes the activity.

PCAs must carry a mobile phone at all times unless not practicable or prohibited (for example, in a secure area).

As part of the DWEP Induction, PCAs must remind students to adhere to the DWEP Social Media policy (Section 2, Chapter 3) and their undertakings under the Code of Conduct.

During free time, participants may be permitted to use a personal mobile device (subject to the caveats in Annex A, Section 2, Chapter 3). Use of mobile phones and other electronic devices during a placement will be addressed in the Induction.

Whenever any adult engages with youth during a DWEP placement, as far as is reasonably practicable another participant or adult should be present. If one-on-one interaction is unavoidable, it must take place in a well-lit area, visible to other adults.

When transporting only one under 18 participant in any vehicle, two adults should be present whenever possible.

Authorised Personnel must be present at all times during a work experience placement. A minimum of two Authorised Personnel must accompany participants at all times, except for activities involving five or less participants. For example:

1. If a day activity includes 16 participants, there must be a minimum of two Authorised Personnel accompanying the group
2. If a day activity includes 21 to 40 participants, there must be a minimum of three Authorised Personnel accompanying the group. This meets both the 1:20 staff to participant ratio and the requirement that a minimum of two staff accompany participants on all activities.

The Table below outlines minimum supervision ratios by activity type[1].

[1] Must include at least one Authorised Personnel.

For mixed gender groups undertaking overnight placements, there must be at least one Authorised Personnel of each gender in attendance in accordance with the prescribed ratio.

Guest speakers should not be included in minimum staff/participant ratios.

Bathroom, shower and toilet facility use must be separated by gender (for example, female participants only share facilities with other female participants and male participants only share facilities with other male participants). If a participant identifies as gender X, the participant’s preferences should be considered in advance of the work experience placement to confirm whether the participant’s needs can be accommodated while taking into consideration the needs of all other participants.

Wherever possible, PCAs and Authorised Personnel should use different facilities to participants or wait until the participants have vacated the facility.

Participants’ sleeping arrangements must be separated by gender (for example, female participants must only share a room with another female participant/s and male participants must only share a room with an/other male participant/s). RWEMs and PCAs must be sensitive to the needs of participants identifying as gender X when planning sleeping arrangements, including appropriate supervisory ratios.

The PCA and/or Authorised Personnel’s overnight accommodation must be in a separate room from the participants, but located in the same building to enable effective supervision.

Participants may have up to two hours of free time after dinner, before lights out. If organising leisure activities, such as a movie screening or board games, the PCA and/or Authorised Personnel should consider the participant cohort to make age and culturally appropriate choices.

PCAs should set standard lights out and wake up times for the placement which are age-appropriate and considerate of the activity schedule. As a general rule, 6.00am is an appropriate wake up time and no later than 10.00pm for lights out.

Annexes:

1. Covid-19 Risk Factors Advice and Acknowledgement Form
2. DWEP Participant Handbook
3. ADF Work Experience Placement Agreement Under 18 years
4. ADF Work Experience Placement Agreement Over 18 years
5. APS Work Experience Placement Agreement Under 18 years
6. APS Work Experience Placement Agreement Over 18 years
7. Nominal Roll Coversheet
8. DWEP Excluded Activities Guide

[1] Based on good practice, supervision ratios specified by Australian Curriculum, Assessment and Reporting Authority Student-Teacher Ratio; Victorian Department of Education and Training Staffing and Supervision Guidelines; and NSW Department of Education Teacher Staffing Entitlements

[2] Must include at least one Authorised Personnel.