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Student Placement Agreement

The University of Queensland standard Student Placement Agreements

1. SPECIFIC UQ STUDENT PLACEMENT: GUIDELINES

These guidelines apply where specific placement arrangements are already in place, for example with The State of Queensland through Queensland Health (as extended by Deed of Variation 1), MaterThe State of Queensland through the Department of Agriculture and Fisheries and Ramsay Hospitals.

Prior to placing UQ students at any of these organisations, UQ staff should use their best endeavours to complete, arrange for signature (where applicable) and provide to the organisation the respective Schedule (available below) for each student on placement;

  • The State of Queensland through the Department of Agriculture and Fisheries (DAF) SCHEDULE
  • Mater SCHEDULE (simply complete schedule, no signature required)
  • Ramsay SCHEDULE

The State of Queensland through Queensland Health placements

Please note we are advised that it is now mandatory for Education Providers to complete an operational SCHEDULE TEMPLATE prior to each student commencing clinical placement in a Queensland Health Service (HHS) facility. Please find the SCHEDULE TEMPLATE here (please note clause 10 is “Nil”).

In terms of who should sign the SCHEDULES on behalf of UQ, please see the delegations table (currently Head of School or positions above are authorised to sign the above Schedules however please double check the delegations on each occasion). Prior to placing students, UQ staff should familiarise themselves with the terms of the above overarching Agreements and the facilities/hospitals at which UQ students can be placed on the basis of each overarching Agreement.

CSIRO - Industrial Trainee and Honours Student

The Chief Operating Officer has approved the use of CSIRO’s Industrial Trainee and Honours Student agreements as standard agreements.  The agreements are only available directly from CSIRO, however UQ has CSIRO’s permission to place these on the Legal Office website. Please note that agreements must be populated by CSIRO and it is not possible to enter information into this template. If you receive one of these agreements from CSIRO and the terms align exactly with those terms in template, that agreement may be considered “standard”.  As with the other approved standard agreements, please refer to the delegations table to check who is authorised to sign the agreement and refer any departures from the standard terms to the Legal Office. Note: These are revised versions Uploaded February 2016.

EAIT – Engineering Professional Practice Placement Agreement

The unpaid Engineering Professional Practice (EPP) Placement Agreement is approved by the Chief Operating Officer as a standard agreement for use by the Faculty of Engineering, Architecture and Information Technology for unpaid EPP student placements.

The Placement Form contains instructions for use. For guidance on insurance and travel, international placements and conditions of use refer to the General UQ Student Placement Guidelines below.  As with other standard agreements, please refer to the Delegations of Authority Policy to check who is authorised to sign the agreement.  Please refer any proposed departures from the standard terms to the Legal Office.  Version uploaded February 2017.

EAIT and Earth Sciences - Thesis Project Agreement

The following Thesis Project Agreement has been approved by the Chief Operating Officer as a standard agreement for use by the Faculty of EAIT and the School Earth Sciences only. Any other Schools or Faculties who wish to use the agreement, must seek to be joined to the approved users list (a decision made by COO, and to be facilitated by the Legal Office). The usual financial delegations procedures apply to the use of the agreement as a UQ standard agreement. The following conditions of use apply to these specific placements: 

  • The Sponsor does not pay the Student a wage or salary for the Project. Please note that for the purposes of Unimutual protections, a stipend/scholarship payment will not be construed as a wage so long as the student does not receive a group certificate from the Provider. Stipends/scholarships are tax free so do not appear in group certificate amounts;
  • No amendments have been made to the Thesis Project Agreement;
  • You have used the latest version of the Thesis Project Agreement downloaded from the Legal Office website each time;
  • The Project has been approved by the School/Faculty;
  • You have complied with UQ’s policies and procedures, including any relating to the conduct of a risk assessment, and student placements; and
  • Where there are any insurance issues or enquires, you have contacted FBS at insurance@uq.edu.au for advice and/or resolution of same.

Please also refer to the below information regarding placements offshore or requiring travel insurance.

Social Science - SOSC3201 and SOSC3211 placements

This Student Placement Agreement has been approved by the Chief Operating Officer as a standard student placement agreement for use by the School of Social Science for SOSC3201 and SOSC3211 course placements only. The general UQ student placement guidelines (see below) apply to this student placement agreement. For ease of use, the following (identical) version is suitable for electronic signatures.

2. GENERAL UQ STUDENT PLACEMENT: GUIDELINES

Where specific arrangements are not in place, the following guidelines should be followed by UQ staff assisting UQ students on an approved Placement as part of their program requirements [further information on Placements can be found in PPL 3.10.04a (Placement Courses)]. The aim of a Student Placement Agreement is to detail the responsibilities of UQ and the Placement Provider and set out the terms and conditions of the Placement.  

Insurance & Travel

The Travel Insurance Approval Flowchart details the insurance process needed to ensure insurance coverage for student placements. UQ Staff must comply with and ensure that UQ students comply with the relevant process before the start of a student’s placement. 

Where necessary, UQ staff should contact FBS at insurance@uq.edu.au for further insurance advice regarding student placements.

International Student Placements

Students undertaking a placement outside Australia should complete the International Student Placement form. UQ Staff must ensure that Students complete and return the form to the relevant School Administrator at least 14 days before the student’s placement starts.

Standard Student Placement Agreements

The Legal Office has developed four (4) standard Student Placement Agreements. 

  1. Overarching (continuing)  Clinical
  2. Overarching (continuing) – Non-Clinical
  3. Single (one off) – Clinical
  4. Single (one off) – Non-Clinical

Templates of the standard Student Placement Agreements can be accessed via the above links and cannot be amended without further consultation with the Legal Office. 

OVERARCHING (CONTINUING)
Student Placement Agreement

SINGLE (ONE OFF)
Student Placement Agreement

This Student Placement Agreement is an overarching agreement between UQ and the Provider of the Placement.  It is a continuing agreement which may be terminated on 6 months’ notice and can be used for any number of students who wish to be placed at the Provider organisation.

To enter into a continuing Student Placement Agreement, you must complete the cover page of the Agreement and proceed to signing (See ‘Steps when using a Standard Student Placement Agreement’ and ‘Conditions for Use’ below).

A student may undertake a Placement within the framework of an overarching Student Placement Agreement so long as details (ie. student name(s), UQ program, times, dates and site/ facility etc) relating to the placement are agreed in writing between the parties (clause 2.1). This can be done by email, copying in the international agreement/ Placement Coordinator (international placement) or relevant domestic agreement/ Placement Co-ordinator (domestic placement).

 This Student Placement Agreement comprises a covering  letter to the Placement Provider, Appendix 1 and Appendix 2  ‘UQ’s Standard Terms & Conditions for Placements’  (Clinical or Non- Clinical as the case may be). The  agreement operates for the period of the individual  placement and is typically a once off placement with the  Provider organisation.

 To enter into a one off Student Placement Agreement, you  must complete the covering letter and Appendix 1 by  inserting the specific details of the Placement for the  individual student and proceed to signing (See ‘Steps when  using a Standard Student Placement Agreement’ and  ‘Conditions for Use’ below). Please ensure Appendix 2 is  printed and attached to the Agreement.

 

Steps when using a standard Student Placement Agreement

 UQ staff should arrange to enter into a Standard Student Placement Agreement BEFORE a Student Placement commences.

The following steps are recommended:

  1. Select the appropriate standard Student Placement Agreement from the four links above.
  2. In the case of links 1 & 2 above ie. Overarching (Continuing) Clinical and Non-Clinical standard Student Placement Agreements;
  1. Insert details/ complete the cover page and print x 2 copies
  2. Arrange for signature x 2 by the appropriate UQ delegate
  3. Arrange for signature x 2 (of the agreements signed by UQ) by the Provider
  4. Provider retains one fully executed (signed by both parties) Agreement for their records
  5. UQ Placement Co-ordinator retains one fully executed Agreement for their records

In the case of links 3 & 4 above ie. Single (One off) Clinical and Non- Clinical standard Student Placement Agreements;

  1. Insert details / complete the covering letter and Appendix 1
  2. Print x 2 copies of completed covering letter, Appendix 1 and Appendix  2 (UQ’s Standard Terms and Conditions for Placements)
  3. Arrange for  signature x 2 by the appropriate UQ delegate
  4. Arrange for signature x 2 (of agreement signed by UQ) by the Provider
  5. Provider retains one fully executed (signed by both parties) covering letter along with Appendix 1 & 2 for their records
  6. UQ Placement Co-ordinator retains one fully executed covering letter along with Appendix 1 & 2 for their records

Note: counterpart, facsimile or scanned signatures by the parties’ authorised representatives are acceptable.

  1. It is important to correctly identify the other party involved. You need to obtain a full company name (if there is one) and an ABN (Australian Business Number). To ensure the correct details have been provided to you by the other party please confirm the ABN by using the ABN Lookup service
  2. Insert the name of the appropriate signatory and his/her title. Please check the Delegations Schedule to ensure the UQ signatory has delegated authority to sign.
  3. Please request that the last party to sign the Overarching (continuing) Student Placement Agreement handwrites the date of signing as the Date of Agreement on the cover page.
  4. Once the Placement Agreement is signed by UQ and sent to the placement Provider for signature you need to ensure you receive a signed copy back from the Provider. Keep chasing them until this is received.
  5. Upon receipt of one part fully executed (signed by both parties) Student Placement Agreement or Cover Letter, retain a copy for your records and send the original signed Agreement to Central Records, Levels 3 and 4, Seddon Building (St Lucia). Please also forward a scanned copy of the signed Agreement to trim@uq.edu.au. If applicable lodge the International Student Placement form with FBS Insurance and comply with any travel notification procedures.

Authorised Signatory

Subject to the following conditions of use, the delegate set out in the Delegations Table is authorised to sign the agreement on behalf of the University.

Please note that you will be unable to save this document to your local computer, so please ensure you have all the necessary information before completing the required details in the Agreement.

Conditions of Use

  • The placement does not involve any payment of money by either party to each other or to a Student;
  • No amendments have been made to the Placement Agreement;
  • You have used the latest version of the Placement Agreement downloaded from the Legal Office website each time;
  • You have obtained any relevant University approvals to enter into this Placement Agreement;
  • You have complied with UQ’s policies and procedures, including any relating to the conduct of a risk assessment, and student placements;
  • Where there are any insurance issues or enquires, you have contacted FBS at insurance@uq.edu.au for advice and/or resolution of same.

When to contact the Legal Office

Please contact the Legal Office if you have any questions or concerns in relation to the content of the Standard Student Placement Agreements or their application.

3. STUDENT PLACEMENT INTELLECTUAL PROPERTY AND CONFIDENTIALITY AGREEMENT

The University does not assert ownership of IP created by students except in certain circumstances listed in the policy (PPL 4.10.13a, Intellectual Property for Staff, Students and Visitors).  Student placements are not one of the exceptions listed.  Relevantly, standard student placement agreements provide that IP from placements vests with the student unless otherwise agreed in writing between the student and the provider

In circumstances where student placement providers wish to enter into an agreement with the student they may provide their own template agreement for the student’s consideration.  However, in an effort to expedite the process, UQ have worked collaboratively with the Solicitor from UQ Union Legal Service to create the Student Placement IP and Confidentiality Agreement. There is no requirement to use this agreement – it is provided as an option in the event it is useful and suitable in the particular circumstances. Version uploaded on 19 September 2016.

Conditions of Use

  • The IP created by the Student does not fall within one of the exceptions listed at clause 5.4 (a) to (d) of the Intellectual Property for Staff, Students and Visitors policy;
  • No amendments have been made to the Student Placement Intellectual Property And Confidentiality Agreement;
  • The latest version is downloaded from the Legal Office website each time;
  • The Student must be advised to seek independent legal advice before signing;
    • NOTE: If students indicate they will use the UQ Union Legal Service for free advice - the reference ‘Student Placement IP and Confidentiality Agreement’ will expedite the advice.