Structured Workplace Learning

Work-Based Learning Application

Government schools are recommended to use the department’s Work-Based Learning Application (WBL App) to coordinate the end-to-end process of making work experience and structured workplace learning arrangements. The WBL App digitises the creation and management of the:

• Structured workplace learning arrangement form
• Structured workplace learning travel and accommodation form.

The WBL App can also be used to:

• track the completion status of placements
• store completed arrangement forms as digital records in compliance with records management policies and guidelines
• track completion of occupational health and safety training certificates, which students are required to upload in order to progress their placements
• generate reports on placement details.

The WBL App reduces administrative work for school staff and saves time for parents/carers, employers, principals and nominated persons. It also makes completing arrangement forms easy on both desktop and mobile devices.

Students, parents/carers (where the student is under 18 years of age) and employers will receive links via email to complete and sign the digital arrangement form. This will be automatically initiated once the SWL coordinator begins the process in the WBL App. Once all parties have signed their sections, the principal or nominated person will automatically receive a link to review and sign the final arrangement form. At the end of the placement, the student and employer will automatically receive an evaluation form to complete.

If the digital form in the WBL App is not used, then schools must use the paper-based Structured workplace learning arrangement form on the Resources tab.

Refer to the Resources tab for WBL App resources including training materials.

Informing parents, carers and students about using the Work-Based Learning Application

Before using the WBL App to process arrangement forms, government schools must provide the Information sheet for parents and carers – Understanding the digital work placement form on the Resources tab to parents/carers and students.

If parents/carers, students or employers advise at any stage they wish to opt-out of completing the digital form, then schools must use the paper-based Structured workplace learning arrangement form on the Resources tab.

Access to the Work-Based Learning Application

Principals will be granted access to the WBL App by default, they do not need to request access. If applicable, the principal must provide access to their nominated person. Once completed, either the principal or nominated person can approve access for all other users.

Government school-based career practitioners and structured workplace learning coordinators must request access to the WBL App by raising a Service Portal ticket. Refer to How to request access and add nominated persons to the Work-Based Learning Application (DOCX) for detailed steps on completing the service request. Note that approval for the access from the principal must be submitted as an attachment to the service request.

Note: Only government school employed staff may be granted access to the WBL App. Principals may approve WBL App access for Head Start staff who facilitate work experience and structured workplace learning placements for students wishing to pursue a School-based Apprenticeship or Traineeship (SBAT) pathway.

To access the WBL App, a department email address (for example, xx@education.vic.gov.au) must be used.

Log in to the WBL App.

Student email requirements for the Work-Based Learning Application

Schools must ensure a valid school-based student email address is recorded for each student in CASES21 (for example, edu.au or school-issued). The WBL App requires this to generate the digital structured workplace learning arrangement forms.

Refer to the How to update CASES21 student email field quick reference guide in the Career and Pathways Platform Support Room hub (staff login required).