1. 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
- Privacy Policy
- Reasonable Adjustment Procedure
- Student Critical Incident Policy
- Student Critical Incident Response Procedure
2. Who our procedure applies to
2.1 Inclusions
Our procedure applies to students and staff associated with WIL activities, whether they are delivered:
- on or off campus
- locally, nationally or internationally
- by third-party providers
- online or virtually.
2.2 Exclusions
Our procedure does not cover:
- work experience that students do outside of the academic requirements for a program or course (separate guidance for these activities may be provided in other University procedures where applicable)
- graduate research programs (see our Graduate Research Candidature Procedure).
3. 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 College WIL teams. Resources are available online for staff and students.
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.
3.1 Our Work Integrated Learning activities
Our coursework programs will include at least 12 units of designated WIL activities for bachelor level programs, and 6 units of designated WIL courses for masters level postgraduate programs, with the exception of legacy programs may be exempt. See the Program Design Guidelines and Curriculum Architecture page for further details. 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 activities, including preparation for WIL, participating in WIL, and associated assessment. WIL activities are supported through structured preparation, ongoing supervision and guidance (academic and/or industry), monitoring and assessment of progress and feedback, reflective practice, and post-WIL debriefing.
3.2 Developing our Work Integrated Learning activities
The Program Director (or approved nominee) is responsible for overseeing the development of the WIL activities in each of our programs. Academic and professional staff will work with industry partners, as required, to develop WIL activities that are accessible and equitable for our staff, students, and industry partners. Accreditation bodies and industry associates are included in the process where relevant.
College WIL teams 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, mandatory Work Health and Safety (WHS) standards, 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 the Curriculum Management System (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 schedule. 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 Travel Procedure. A relevant foreign compliance form must be approved prior to an international agreement being signed.
3.3 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 university delegate, to be completed prior to the WIL activity commencing. This must be stored in the InPlace 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, including but not limited to provider evaluation and feedback
- 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 Student Critical Incident 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.
3.4 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 rule and course outline. It must be identified to international students in their offer of admission, along with any inherent requirements (see section 3.5).
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 the 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 ensure the relevant compliance requirements are published on the university website, to make these requirements clear for students, and to help build a transparent university-wide approach to WIL compliance.
All students will be provided with details of key contact points within the University to seek support, or to notify the University of any issues, concerns, or incidents arising during the WIL activity. Where appropriate, programs may also provide opportunities for students undertaking WIL to engage with academic staff and other students to support reflection and learning.
3.5 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 Reasonable Adjustment Procedure, to complete WIL activities. Where possible, reasonable adjustments must be made for students with approved Access Plans. Where inherent requirements apply in a program, an Access Plan or reasonable adjustments must not fundamentally change the nature of these requirements.
We will publish inherent requirements as part of the publicly available program rules and associated program information for the relevant program, and provide students with clear documentation outlining any inherent requirements before commencing WIL. These include essential knowledge, standards of conduct, and skills and capacities relevant to the particular discipline, as specified by accrediting or professional bodies.
In accordance with the Reasonable Adjustment Procedure, accommodations to WIL activities for students with approved Access Plans must be developed using a consultative approach with the relevant Course Coordinator, the College WIL team, and industry as required.
3.6 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 3.5), or 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 preliminary assessment of the concern will be undertaken by the Course Coordinator, who informs the Program Director, with assistance from the College WIL team to assess the validity and/or risk associated with the concern.
Initial strategies for resolving concerns may include:
- adapting the student's study plan to delay the commencement of the WIL activity
- 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 Procedure.
After considering the strategies available to allow the student to commence or continue their WIL activity, the Program Director will make a recommendation to the relevant College Pro Vice Chancellor (or nominee).
If the College Pro Vice Chancellor determines the concerns are either unfounded, or can be appropriately managed, 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 poses a risk of harm to the student, members of the public, and/or others, the College Pro Vice Chancellor will approve one or more of the following outcomes, within 10 working days:
- 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 before they commence or continue the activity
- a Fitness for WIL Panel must be convened (see section 3.7).
For accredited programs, the College Pro Vice Chancellor may determine it necessary to include a registered practitioner from the discipline in the decision-making process.
The relevant College 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 decision and of the next steps within two working days of the decision.
3.7 How we convene a Fitness for Work Integrated Learning Panel
A Fitness for WIL Panel will consist of:
- a nominee of the relevant College Pro Vice Chancellor (Chair)
- the relevant Program Director (or nominee)
- the Associate Director, Work Integrated Learning (or nominee)
- one representative from Student Experience and Success
- any other staff member relevant to the placement, as determined by the College 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, progression, or completion, in the program, they will be provided with information and support regarding their progress.
The Panel may also refer the matter for handling under another process, for example, the Student Conduct Policy, 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 3.8).
All correspondence and related documents will be maintained, stored, and disposed of appropriately as per the Records Management Procedure.
A Fitness for WIL Panel may be convened while another University process is also under way, such as consideration under the Academic Progress Procedure. It may also result in a mandatory notification being made to a professional registration authority or government department.
3.8 When a student cannot commence or continue a Work Integrated Learning Activity
When a Fitness for WIL Panel determines that a student is unable to commence or continue a WIL activity, one of the following actions will be taken:
3.8.1 When program requirements permit it, the student will be offered an alternative form of WIL (see Section 3) that allows them to remain in their program (see also Section 3.1)
3.8.2 When a Fitness for WIL Panel determines that the student:
- is not fit to commence or continue any WIL activity because the student no longer meets their program rules; and/or
- represents an ongoing and risk to themselves, others, or members of the public:
The Panel has two options available.
- The Panel may determine that the student is not currently able to commence or continue the WIL activity. In this case the student can be considered under the Student Health Assessment and Medical Leave Procedure. Where appropriate, students will be provided with advice about the possibility of transferring to alternative programs at Adelaide University, including any relevant exit awards.
- The Panel may determine that the student will not be able to commence or continue the WIL activity now or in the future. This may be because they will be unable to meet one or more inherent requirements associated with their program, or because they pose an unacceptable risk to their own safety or the safety of others. In this case, the Chair of the Fitness for WIL Panel will issue the student with a preclusion notice (see our Academic Preclusion, Suspension and Expulsion Procedure for further details).
A preclusion notice will only be issued when all other options that would permit the student to remain enrolled are not possible.
3.9 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 College 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 College 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.
3.10 When a student wishes to appeal a decision
A student who is dissatisfied with a decision related to WIL, including the review of a Fitness for WIL Panel outcome, can appeal the decision under our Student Appeals Procedure.
Students will not be permitted to commence or continue a WIL activity while an outcome is being reviewed or appealed. Where the student is an international visa holder, the International Student Support team will be consulted to ensure compliance with ESOS and visa requirements.
3.11 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 through the University’s academic governance and course assurance processes.
4. Who holds a responsibility within this procedure
Refer to the Delegation Policy for all delegations at Adelaide University.
4.1 The Pro Vice Chancellor, Learning and Teaching or nominee is required to:
- provide academic leadership and oversight for the implementation of WIL across coursework programs
- ensure this procedure is implemented consistently across the University
- monitor the effectiveness of Work Integrated Learning across coursework programs
- provide strategic oversight of Work Integrated Learning governance, quality assurance, and continuous improvement activities.
4.2 The College Pro Vice Chancellor or nominee is required to:
- oversee responses to concerns regarding a student's Fitness for WIL
- determine outcomes arising from preliminary Fitness for WIL assessments
- convene, or nominate a delegate to convene, a Fitness for WIL Panel where required
- determine actions where a student's participation in WIL presents a risk to themselves, members of the public, or others
- approve outcomes arising from Fitness for WIL matters in accordance with this procedure.
4.3 The Program Director or nominee is required to:
- oversee the design, development and quality of WIL within their program(s)
- ensure at least one WIL experience is included in each program
- ensure WIL courses align with program learning outcomes, accreditation requirements and this procedure
- oversee responses to concerns regarding a student’s fitness for WIL
- participate in Fitness for WIL Panels, where required.
4.4 The Chair of the Fitness for WIL Panel is required to:
- convene and chair Fitness for WIL Panels
- ensure procedural fairness in Panel proceedings
- communicate Panel outcomes to students
- issue notices and recommendations arising from Panel decisions in accordance with University policy and delegated authority.
4.5 The Course Coordinator or nominee is required to:
- ensure the effective delivery and administration of Work Integrated Learning activities at the course level
- ensure WIL requirements, including inherent requirements, are clearly articulated in course documentation
- ensure students are appropriately prepared for WIL activities
- ensure compliance with student mobility and travel requirements for international WIL activities
- work with the WIL team and industry partners to manage WIL activities
- escalate concerns regarding a student’s fitness for WIL in accordance with this procedure.
4.6 The Work Integrated Learning professional staff is required to:
- support the administration, documentation and quality assurance of Work Integrated Learning activities
- prepare and manage WIL agreements and schedules
- support risk management, insurance and compliance requirements
- assist with preliminary assessments of concerns regarding student fitness for WIL
- maintain records and systems relating to WIL activities
- support the administration of Fitness for WIL Panel processes and outcomes.
4.7 Academic and professional staff involved in Work Integrated Learning are required to:
- support students and industry partners to ensure WIL activities are safe, educationally sound and compliant
- supervise, monitor and assess student learning during WIL activities
- identify and escalate concerns regarding student wellbeing, safety or fitness for WIL
- liaise with industry partners to address issues arising during WIL activities.
4.8 Students undertaking Work Integrated Learning are required to:
- engage responsibly and professionally in Work Integrated Learning activities
- comply with WIL requirements, including inherent requirements and pre-placement checks
- act in accordance with university policies, codes of conduct and ethical standards
- notify the University of any circumstances that may affect their ability to safely undertake WIL.
5. 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.
Compassionate or Compelling circumstances means circumstances beyond a student's control that materially affect their wellbeing or their ability to engage in University activities or meet required obligations. For holders of international student visas, the term is applied in line with the National Code of Practice for Providers of Education and Training to Overseas Students 2018 and generally refers to circumstances beyond the student's control that affect course progress or wellbeing.
Inherent requirements means the essential capabilities, knowledge, skills and standards of conduct and performance that are essential for a student must meet to achieve the learning outcomes of a program and to satisfy any compulsory requirements set by relevant professional, registration, or accreditation bodies (with reasonable adjustments where appropriate).
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 (RPL) is 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 is 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 someone chosen by an individual to accompany them to informal meetings, or formal processes (such as formal meetings, investigations, or disciplinary proceedings). Their primary role is to provide cultural, emotional, and/or practical support, such as taking notes or requesting breaks.
A support person may observe proceedings and assist the individual to understand the process and matters discussed. They do not perform a legal role and, in most circumstances, will not speak on behalf of the individual or act as an advocate.
However, reasonable adjustments may be made where required, for example, where the individual has a disability or other specific need. In such circumstances, and by prior agreement, a support person may take a more active role, provided this does not compromise the integrity, fairness, or orderly conduct of the process.
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 a planned part of the curriculum. 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.
6. 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 | |
Policy category | Academic |
Approving authority | Vice Chancellor and President |
Policy owner | Deputy Vice Chancellor – Academic |
Responsible officer | Director, Academic Quality and Integrity |
Effective from | 23 July 2025 |
Review date | 5 years after date this version is approved |
Enquiries | Education Policy and Compliance |
Replaced documents | None |
7. Legislation and other documents related to this procedure
Refer to the Delegation Policy for all delegations at Adelaide University.
| Category | Documents |
|---|---|
| Associated procedures | |
| Related policy documents | |
| Referenced legislation | |
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 | |
| Related legislation |
Equal Opportunity Act 1984 (SA) Work Health and Safety Act 2012 (SA) Education Services for Overseas Students Act 2000 |
8. History of changes
Date approved | To section/clauses | Description of change |
24 July 2025 AD2025/22714 | N/A | New procedure |
14 August 2026 AD2026/348653 | All | Review procedure Adding a section for who holds a responsibility within this procedure |