Activity Management Guideline
Document change history Version Start date Effective date End date Change and location 1.4 22 02 2017 27 03 2017 Added notification to the insurer (QBE) ‘QBE’ to incident reporting process (pages 4 & 5). Clarification around the use of Activity Host Organisation Agreement for National Work Experience Programme and Voluntary Work Activities (pages 8 & 9). Removal of: Risk Assessment for Voluntary Work/National Work Experience Programme/ Work Experience (other) Activity Form; Activity Host Organisation Agreement Template; National Work Experience Programme Agreement Form; Work Experience (other) Agreement Form as attachments. Documents are available separately on the Provider Portal. Added references to PaTH Internships. 1.3 02 11 16 05 12 16 26 03 2017 Inclusion of clarification around Activity brokering and purchasing arrangements. Clarification on action if risks cannot be mitigated. Clarification on Supervision requirements. Other minor clarifications throughout. Reordering of content. 1.2 10 08 16 12 09 16 04 12 16 Minor change to Risk Assessment form. Inclusion of hyperlink to the Activity Types document and the SEE ESS Web Referral Guide. 1.1 27 06 16 27 06 16 11 09 16 Clarification on risk assessment and supervision and Work Experience (other) Placements. 1.0 15 02 16 15 02 16 26 06 16 Original version of document Explanatory Note All capitalised terms have the same meaning as in the Transition to Work Deed 2016–2020 (the Deed). In this document, ‘must’ means that compliance is mandatory and ‘should’ means that this represents preferred practice. Disclaimer This Guideline is not a stand‐alone document and does not contain the entirety of Transition to Work Providers’ obligations. It must be read in conjunction with the Deed and any relevant Guidelines or reference material issued by Department of Employment under or in connection with the Deed. Transition to Work Activity Management Guideline TRIM ID: D17/253982 Effective Date: 27 March 2017 1 Summary This Guideline details the core elements and requirements for Transition to Work Providers (Providers) in managing Activities for Transition to Work Participants (Participants). This Guideline sets out the general rules that apply to Activities under the Deed as well as specific rules relating to each Activity type. For Participants on income support, this is important to ensure they receive the correct entitlements for Participating in certain approved programmes of work. Information regarding Participants with Mutual Obligation Requirements can be found in the Participant Requirements Guideline. Policy Intent Activities provide Participants with the opportunity to increase their skills and capacity and improve their motivation and dependability so they can get and keep a job. Activities also develop or enhance a Participant’s ability to take directions from a Supervisor, work independently, communicate effectively and work as part of a team. Relevant Deed clause/s The relevant clauses in the Deed include: 
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Clause 8—Checks and Reasonable Care Clause 42—Insurance Clause 83— General Requirement’s for Job Plan Clause 99—Activities Clause 100—National Work Experience Programme Placement Clause 101—Work Health and Safety Clause 102—Supervision Clause 103—Other Matters Relevant references Reference documents relevant to this Guideline include: 
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Privacy Guideline Participant Requirements Guideline Job Plans Guideline Documentary Evidence Guideline Payments and Outcomes Performance Target Guideline Providing Services to Participants and Employers and identifying Complementary and Excluded Services Guideline Challenging Behaviours and Incident Management Guideline Managing PaTH Internships Guideline Insurance Reader’s Guide. Activity Management Process Details Activity types Providers are able to determine the appropriate mix of individual, group and self‐
directed Activities for a Participant to meet their 25 hours per week participation requirement. This may include Employment, Activities hosted by the Provider, attendance at Education and Training courses, and attending Activities to address non‐vocational barriers. Also refer to the Participant Requirements Guideline for further information about setting appropriate Activities for a Participant. Deed clause references:  Clause 99  Clause 100  Annexure A ‐ Definitions Participants may undertake an Activity at any time while participating in Transition to Transition to Work Activity Management Guideline TRIM ID: D17/253982 Effective Date: 27 March 2017 2 Process Details Work, as included in the Job Plan, where the Provider agrees and believes it will be of benefit to the Participant. The types of Activities that can be undertaken by Participants: 
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Part‐time Employment National Work Experience Programme (for eligible Participants who are aged 18 years or over and who are on income support) Work Experience (other) (also referred to as Watch&Learn Placements) Voluntary Work Education and Training courses Accredited language literacy and numeracy courses (including Skills for Education and Employment programme (SEE programme) and Adult Migrant English Programme (AMEP) Defence Force Reserves PaTH Internship Non‐vocational assistance and interventions Any other Activity designed by or sub‐contracted by the Provider. See the Activity Types document for a full list of activities. Types of Activity Host Organisations When sourcing and generating Activities, Providers should consult with local communities and businesses and undertake promotional activities to help identify potential Activity Host Organisations. A range of organisations can host Activities including: 
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not‐for‐profit organisations publicly funded organisations, both private and public, that provide services for their local community  local, state or territory and Australian Government organisations and agencies  Indigenous community organisations, and  educational institutions and registered training organisations. Activity Host Organisations must not: 
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Insurance Deed clause references:  Clause 42 have engaged in illegal operations or promote or condone any form of unlawful conduct be associated with the sex industry promote or condone gambling promote or condone any form of violence, self‐harm or suicide promote or condone any form of discrimination, including on the grounds of race, ethnic group, language, sex, religion or disability, or provide any other service that is likely to bring the Participant, the Provider or the Department into disrepute. This section applies to Voluntary Work Activities, National Work Experience Programme placements, Work Experience (other) and PaTH Internships. The Department of Employment purchases personal accident insurance and public and/or product liability insurance to cover participants undertaking Voluntary Work, National Work Experience Programme placements, Work Experience (other) and PaTH Internships. However, these policies have exclusions. Transition to Work Activity Management Guideline TRIM ID: D17/253982 Effective Date: 27 March 2017 3 Process Details For further information on the insurance policies, please refer to the Insurance Reader’s Guide and insurance policies which are available on the provider portal. Source any additional insurance coverage where required Providers can deliver Activities where tasks are excluded under the policies if alternative insurance is in place. For example, the Activity Host Organisation may have appropriate coverage, or the Provider can purchase additional insurance. As part of conducting a risk assessment before establishing an Activity, Providers should liaise with the Activity Host Organisation to determine what level of insurance coverage is in place. If the Activity Host Organisation has sufficient insurance which covers participants, then it is not necessary for the Provider to purchase additional insurance. However, Providers should not assume the Activity Host Organisation will have appropriate insurance. In some circumstances, the insurance held by the Activity Host Organisation may only cover employees of the Activity Host Organisation and not volunteers. Note: As an alternative to purchasing additional insurance, the Provider may wish to amend the tasks in the proposed Activity to ensure all parts of the Activity are covered under the Department of Employment’s insurance coverage.. Work health and safety Deed clause references:  Clause 101 (This section applies to Voluntary Work Activities, National Work Experience Programme placements, Work Experience (other) placements and PaTH Internships). While undertaking any Voluntary Work Activity, National Work Experience Programme placement, Work Experience (other) placement or PaTH Internships, the Provider must satisfy itself there is a safe system of work in place. This includes ensuring the Activity Host Organisation is complying with relevant work health and safety requirements so each potential Activity is safe for Participants. Providers must take all reasonable steps to minimise the likelihood of injury to Participants and any other people directly related to the placement of the Participant in that Activity. Participants are to be provided with all elements necessary to undertake their Activity safely, including but not limited to appropriate and adequate: 
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training and supervision personal protection equipment and clothing on‐site facilities (access to drinking water and toilets) processes for reporting any work health and safety issues and any other concerns. Providers must ensure they consult, coordinate and cooperate with Activity Host Organisations and the Department, as appropriate, to ensure any work health and safety issues arising, in relation to an Activity, are appropriately managed. Providers must ensure each Activity Host Organisation is aware of their obligation to immediately advise the Provider of any proposed or actual changes to the tasks being undertaken by a Participant involved in Voluntary Work, a National Work Experience Programme Placement, Work Experience (other) placement or PaTH Internships. Incidents Deed clause references:  Clause 42  Clause 101 If a Participant or member of the public sustains an injury during an Activity, the Provider or Supervisor, should ensure, first and foremost, they and/or their personnel encourage the injured person to seek appropriate medical attention or call emergency services depending on the nature of the incident. Where an incident results in the death or serious injury of a Participant, the Supervisor must call emergency services Transition to Work Activity Management Guideline TRIM ID: D17/253982 Effective Date: 27 March 2017 4 Process Details and immediately notify the work health and safety regulator of the incident in accordance with laws of the relevant state or territory. The Supervisor must protect other Participants from unnecessary trauma where possible. When must an Incident be reported? The Provider must notify QBE Insurance (Australia) Ltd, Arthur J. Gallagher Pty Ltd their Department of Employment Account Manager within 24 hours of any incident and/or near miss that occurs during an Activity including those that result in accident, injury or death of: o
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any Participant (including where the incident occurred while the Participant was travelling to or from an Activity) any Personnel involved in the delivery or Supervision of the Activity, and members of the general public. All Incidents – both Personal Accident and Public and Products Liability Providers must complete an incident report on the forms provided in the Insurance Reader’s Guide, giving full details of the incident (irrespective of whether a claim is being made at the time). 
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A personal accident/non Medicare expenses claim form/incident report must be completed when an incident involves a Participant’s accident, injury or death and a copy of the form sent to: o QBE Insurance (Australia) Ltd o Arthur J. Gallagher Pty Ltd; and o the Provider’s Account Manager. A public and products liability claim form/incident report is used when a third party alleges a Participant has been negligent and caused accident, injury or death, or property damage. Once completed, the public and products liability claim form/incident report must be sent to: o Arthur J. Gallagher Pty Ltd; and o the Provider’s Account Manager. The incident report must identify if the incident was caused by an instance of misconduct by a Participant. For further information regarding misconduct, refer to the Challenging Behaviours and Incident Management Guideline. Participant reporting of Incidents It is important participants have access to reporting mechanisms in the event they wish to report an incident, lodge a complaint or provide positive/constructive feedback confidentially. The Provider must ensure there is an internal, impartial and easily accessible complaints mechanism that can be used by participants regardless of the nature of the complaint or feedback. For further information in relation to the process for reporting incidents and completing incident forms refer to the Insurance Reader’s Guide. Recording Requirements in ESS The Provider should record details of incidents or accidents in the ‘Participant Event’ screen in the Employment Services System (ESS). The Provider is also able to report any instances of misconduct or threatening behaviour on the ‘Participant Incident Report’ screen of ESS, whether or not the incident is associated with a police report. For further information in relation to the process for reporting incidents and Transition to Work Activity Management Guideline TRIM ID: D17/253982 Effective Date: 27 March 2017 5 Process Details completing incident forms refer to the Insurance Reader’s Guide. Risk assessments and Supervision (This section applies to Voluntary Work, National Work Experience Programme, Work Experience (other) Activities and PaTH Internships.) Deed clause references:  Clause 42  Clause 101  Clause 102  Annexure A ‐ Definitions Risk assessments At the Commencement of any Voluntary Work, National Work Experience Programme Placement, Work Experience (other) Activity or PaTH Internships, the Provider must be satisfied there is a safe system of work in place. Before an Activity commences, the Provider must conduct and document a risk assessment to: 
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identify potential risks and hazards associated with the tasks that will be undertaken during the Activity, and identify if the Activity is suitable for the relevant Participant/s including identifying any risks that may arise from a participant’s personal circumstances. The risk assessment should be completed by a competent person who understands the risk assessment process. In preparing the risk assessment, the Provider should take into account the role of the relevant Activity Host Organisation as well as the tasks the Participants will be undertaking. The Provider must consult the Activity Host Organisation when completing the risk assessment to ensure the assessment is correct. Please see the risk assessment template on the Provider Portal. Please note, this template is optional, the Provider may create their own risk assessment template. The Provider must ensure the requirements of Clause 101.2 of the Deed are covered in their risk assessment. If the Provider identifies a risk, which relates to an Activity or a participant’s involvement in an Activity that cannot be mitigated or adequately managed by the Provider or the relevant Activity Host Organisation, the activity should be terminated and the Provider should notify the Department and the Activity Host Organisation as soon as possible. Identifying and assessing risks When identifying and assessing risks, Providers should consider the following factors: 
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the nature of the tasks to be undertaken; the environment in which the Activity takes place, including the likelihood of being involved in work which is done for significant periods of time in non‐
public areas (e.g. a veterinary surgery operating from a private residence) or working alone with another person . the Participant’s personal circumstances (that is, working capabilities, any health or other personal issues and level of experience. The Participant’s personal circumstances will not create a risk to others while in the Activity) the level of supervision the nature of the risk the cause of the risk consequences of an incident. After identifying the risks, the Provider must determine appropriate methods to mitigate the identified risks. Transition to Work Activity Management Guideline TRIM ID: D17/253982 Effective Date: 27 March 2017 6 Process Details Providers have the discretion to determine how they document their risk assessments for National Work Experience Programme Placements, Work Experience (other) placements, PaTH Internships and Voluntary Work Activities. Providers must review risks on a regular basis and take appropriate action on those risks where required. The Provider must retain records of each risk assessment and any action taken in accordance with each risk assessment. The Provider must provide the relevant records to the Department on request. Supervision requirements Providers must ensure they maintain a high level of Supervision with regard to the health, welfare and safety of Participants and members of the public in conduct of Voluntary Work Activities, National Work Experience Programme placements, Work Experience (other) placements and PaTH Internships. Where Voluntary Work, National Work Experience Programme Activities, Work Experience (other) placements and PaTH Internships involve contact with children, the elderly, disabled or otherwise physically vulnerable, there must be a higher level of Supervision. This may mean there needs to be a higher ratio of Supervisors to Participants. The Provider must ensure all relevant Personnel and Supervisors: 
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are fit and proper persons to be involved in the Activities have a high level of skill or knowledge and training or experience in —the part of the Activity in which they are engaged and —working with, training and supervising people in such Activities have relevant work health and safety training, and have had checks as specified in clause 8 of the Deed and have met any additional statutory requirements before being given responsibility for the Supervision of Participants. The Provider must ensure each Supervisor, whether engaged by the Provider or an Activity Host Organisation, notifies the Provider of Participants’ non‐attendance at all relevant Activities, or any other issues with Participation in the Activities, as soon as practicable but no later than at the end of the relevant working week. Checks (This section applies to all Activities.) Deed clause references:  Clause 8  Clause 102 For the purpose of this Guideline, ‘checks’ refers to criminal records checks and/or Working with Children Checks or Working with Vulnerable People Checks. Providers must establish whether the nature of an Activity requires Participants and/or Supervisors to have checks. Activities that require checks include those where: 
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legislation requires checks to be conducted the Activity is subject to industry standards or legal requirements that an Activity can only be carried out by people who have not been convicted of particular crimes the Activity is specified by the Department as requiring checks, and the Participant or Supervisor will have regular or unsupervised contact with children, the elderly, disabled or otherwise physically vulnerable. The Provider must arrange, and pay for, any checks to be completed before allowing Transition to Work Activity Management Guideline TRIM ID: D17/253982 Effective Date: 27 March 2017 7 Process Details the Participant or Supervisor to participate in the Activity. Providers should contact the relevant organisation in their State or Territory to have checks completed. Checks must be completed in line with the relevant state and territory rules and regulations. Checks may take some time to complete. Where required, Providers should identify interim activities for Participants while results are pending. Providers should take appropriate action once the checks are completed. If the check uncovers an issue that might reasonably impact on the Participant’s suitability for an Activity, the Provider must assess whether the Participant should be referred to the Activity in line with the Deed or appropriately mitigate the risk. The results of checks are personal and confidential. Providers must not disclose the information to other parties unless given permission by the Participant or Supervisor. Check results must be handled in accordance with the requirements outlined in Clauses 35 and 38 of the Deed. Additional information regarding disclosure of information and privacy considerations can be found in the Privacy Guideline. Providers must ensure any checks that have been conducted are still valid if they are required for future Activities. Further checks must be conducted where required or where an initial check is no longer valid. Activity Host Organisation Agreements Deed clause references  Clause 48  Clause 99  Annexure A ‐ Definitions (This section applies to Voluntary Work Activities, National Work Experience Programme Placements and PaTH Internships.) Details on the requirements for Work Experience (other) are provided under the ‘Activity‐specific information’ section of this Guideline. Providers can provide the Activities themselves or they can Broker or Purchase Activities from an Activity Host Organisation. For activities other than National Work Experience Programme Placements, PaTH Internships or Voluntary Work, providers can arrange Activities for participants without a formal Activity Host Organisation Agreement or Subcontract in place, for example, Defence Force Reserves. Providers remain responsible for ensuring all Activities are delivered in accordance with the Deed regardless of whether the Provider delivers the Activity itself or the Activity is externally hosted. Where the Provider: 
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Brokers an Activity, it must do so under an Activity Host Organisation Agreement (such an agreement is not a Subcontract) Purchases an Activity, it must do so under a Subcontract and must comply with Clause 48 of the Deed or an Activity Host Organisation Agreement. Activity Host Organisation Agreements Activity Host Organisation Agreements between Providers and Activity Host Organisations ensure both parties understand their rights and obligations. Providers and Activity Host Organisations must discuss and document the Activity Host Organisation obligations including: 
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details of the proposed Activity and its associated tasks the Participant’s needs and capabilities details on the Supervision being provided Transition to Work Activity Management Guideline TRIM ID: D17/253982 Effective Date: 27 March 2017 8 Process Details 
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the Activity Host Organisation’s needs and capabilities the reporting of Participant attendance stakeholders and their roles—in particular, those who are best placed to manage identified risks, and work health and safety and incident reporting. For National Work Experience Programme Placement, Providers must use the National Work Experience Programme Agreement Form which can be found on the Provider Portal. For PaTH Internships, Providers must use the PaTH Internship Agreement. For Voluntary Work, an Activity Host Organisation Agreement must be signed for each Voluntary Work Activity. A template agreement is available on the Provider Portal for Providers to use. Where Providers use their own agreement for these purposes, they must ensure that the topics in the Department’s template agreement are covered in their agreement and must include, word for word, any clauses specified by the Department, for example on displacement and work health and safety.. Setting up Activities and Recording and managing Activities in the Department’s IT Systems managing Participants The Provider must identify and create all of their Activities in the Activity Deed clause references:  Clause 83  Clause 98  Clause 99 Management component of the Department’s IT Systems and place a Participant’s details against an Activity when the Participant is referred to the Activity. Providers must also include Activity Host Organisation details when setting up Activities and course identifiers (for Education or Training activities). Guideline reference: This will give each Activity a unique Activity ID and assist Providers in identifying and managing a Participant’s placement. 
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Job Plans Documentary Evidence Guidelines Participant Requirements Guidelines The Provider must make sure Supervisors are aware they are required to notify the Provider as soon as possible of the non‐attendance of Participants. At the completion of an Activity, the Provider must input relevant details including: 
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adding Activity end dates end‐dating Participant placement records and ensuring supplement payments to Participants are ceased where relevant, and adding the Activity exit reason. For Education or Training Activities, Providers must record the outcomes of the training course upon completion (for example, whether a certificate or statement of attainment was achieved). Commencing and managing a Participant in an Activity When identifying an appropriate Activity for Participants, Providers should: 
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identify and appropriately take into account the individual needs of the Participant explain the timeframes for commencing an Activity and the consequences of not commencing in an Activity within the required timeframe identify the frequency of Contact with the Participant. The frequency, timing and duration of this Contact will be negotiated between the Provider and the Participant and should be commensurate with the Participant’s needs, and update the Participant’s Job Plan to reflect participation in the Activity. Transition to Work Activity Management Guideline TRIM ID: D17/253982 Effective Date: 27 March 2017 9 Process Details The Provider must only place Participants in Activities as allowed by law. If the law does not allow a Participant to be placed in a particular Activity, the Provider must ensure alternative Activities are made available to the Participant. For example, if an Activity involves tasks that can only be undertaken by a licensed person and the Participant does not hold the relevant licence (for example, an electrician’s licence or a bus driver’s licence), then the Participant cannot be placed into that Activity. Similarly, Participants cannot participate in Activities if it will cause a breach of visa conditions. A Provider must, in agreement with the Participant, update a Participant’s Job Plan with information about the selected Activity. Once a Participant has commenced an Activity, the Provider must support them to maintain their engagement in the Activity. For further information regarding a Participant’s Job Plan, refer to the Job Plans Guideline and Participant Requirements Guideline. As appropriate, Providers should support Participants by: 
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meeting with or contacting Participants to obtain feedback on their progress and resolving issues that may arise providing or ensuring adequate Supervision on the Activity to maintain the general health and welfare of all Participants and ensuring work health and safety standards are upheld ensuring Participants have adequate safety equipment and clothing for the Activity ensuring Participants are provided with all elements necessary for participation in Activities, including Materials, equipment, on‐site Services and facilities (such as toilets) and training ensuring the Participants are benefiting from the Activity, enhancing their Employment prospects, or progressing their Education and not being exploited monitoring Participants’ progress, attendance, behaviour and satisfaction with the Activity, and consider transport availability. The funds paid to Providers (annual upfront payment and performance outcome payments) enable them to fund services or activities that will support a participant to gain employment, participate in education and increase their work readiness. This could include but is not limited to: 
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purchasing clothing or safety items purchasing tools and equipment covering the cost of work related licences supporting the employer to provide additional training and mentoring. Where Providers are transporting Participants to and/or from an Activity, this must be included in their risk assessment of the Activity. Activity‐specific information Providers must enter information relating to Placements into the Activity Management component of the Department’s IT Systems. Deed clause references:  Clause 99  Clause 100  Annexure A ‐ Part Time/Casual Paid Employment The Provider may Broker a Vacancy that is Part‐Time or Casual paid Employment which will count towards 25 hours per week participation requirement. This may include a Work Trial meaning a short period of paid Employment on a trial or Transition to Work Activity Management Guideline TRIM ID: D17/253982 Effective Date: 27 March 2017 10 Process Definitions Details probation basis. National Work Experience Programme The National Work Experience Programme allows participants to undertake real life work experience placements and helps them gain experience and confidence while demonstrating skills to potential employers. Under the National Work Experience Programme, the Provider may provide, Purchase or Broker, if included in the Participant’s Job Plan, up to a maximum of four (4) weeks of unpaid work experience:  if the National Work Experience Programme Placement does not, in whole or in part, involve work which would have been undertaken by a paid worker if the National Work Experience Programme had not taken place, and  is in accordance with this Guideline. National Work Experience Programme Placements can occur in for‐profit and not‐for‐
profit organisations (referred to as Activity Host Organisations) and should have a likelihood of an outcome of sustainable paid Employment. A National Work Experience Programme Placement Activity is not Employment or training, an apprenticeship or other similar scheme. Eligible Participants undertaking a National Work Experience Programme Placement will be paid an Approved Programme of Work Supplement of $20.80 per fortnight to assist with the costs of participating. National Work Experience Programme Placements: 
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are voluntary are for Participants aged 18 years and over and who are receiving an income support payment must only be up to a maximum of 25 hours per week and involve a maximum duration of four weeks total participation time are not Employment and do not, in themselves, entail creating an Employment arrangement must not be approved if an organisation has downsized its workforce in the previous 12 months (that is, through redundancies or termination) and the proposed Activities involve the same tasks as those performed by the employees made redundant must not be used as a stop‐gap measure while an organisation is undertaking recruitment exercises or as a way of meeting ad‐hoc needs in lieu of creating paid Employment opportunities must not, in whole or in part, involve work which would have been undertaken by a paid worker if the National Work Experience Programme Placement had not taken place must be ended where the Activity Host Organisation offers a paid Employment position to the Participant must be ended if an organisation downsizes its workforce at the time of hosting a Placement. Providers must ensure each National Work Experience Programme Activity:  is not an Employment relationship under the relevant state or territory legislation  meets Commonwealth, state or territory legislation including work, health Transition to Work Activity Management Guideline TRIM ID: D17/253982 Effective Date: 27 March 2017 11 Process Details 
and safety laws and anti‐discrimination laws has the compulsory National Work Experience Programme Agreement Form (Host Organisation Agreement) completed before its commencement (this form can be found on the Provider Portal). Participants undertaking a National Work Experience Programme Placement must have or must be provided with the appropriate knowledge and skills to safely perform the tasks required in their placement, prior to being required, under supervision, to undertake the task. Alternative options for work experience available to Transition to Work Participants not in receipt of Income Support Payments include Work Experience (other) Placements or Voluntary Work or paid Work Trials. Participants under 18 years may Participate in Voluntary Work or paid Work Trials. Work Experience (other) Work Experience (other) has different eligibility criteria to the National Work Experience Programme as outlined in this Guideline. Work Experience (other): 
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is for Participants who are not in recipient of income support but who are eligible to receive services from employment providers is voluntary is for Participants aged 18 years and over while Transition to Work Participants under 18 years cannot participate in Work experience (other), alternative options for work experience available include participation in Voluntary Work or Paid Work Trials must only be up to a maximum of 50 hours a fortnight and involve a maximum duration of four weeks total participation time is not Employment and does not, in itself, entail creating an Employment arrangement must not be approved if an organisation has downsized its workforce in the previous 12 months (that is, through redundancies or termination) and the proposed Activities involve the same tasks as those performed by the employees made redundant must not be used as a stop‐gap measure while an organisation is undertaking recruitment exercises or as a way of meeting ad‐hoc needs in lieu of creating paid Employment opportunities must be ended where the Activity Host Organisation offers a paid employment position to the Participant must be ended if an organisation downsizes its workforce at the time of hosting a Placement. should be of a shorter duration (e.g. less than two weeks) if the employment opportunity is short term (i.e. less than six months). Under Work Experience (other), the Provider may provide or Broker (through an Activity Host Organisation) up to a maximum of four weeks of unpaid work experience: 
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if the work experience does not, in whole or in part, involve work which would have been undertaken by a paid worker if the work experience had not taken place, and in accordance with this Guideline. Transition to Work Activity Management Guideline TRIM ID: D17/253982 Effective Date: 27 March 2017 12 Process Details Work Experience (other) can occur in for‐profit and not‐for‐profit organisations (referred to as Activity Host Organisations) and should have a likelihood of an outcome of paid Employment. A Work Experience (other) Placement is not Employment or training, an apprenticeship or other similar scheme. A Work Experience (other) Placement should be ended if an organisation downsizes its workforce at the time of hosting a Placement. Providers must ensure each Work Experience (other) Placement: 
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is not an Employment relationship under the relevant state or territory legislation has the compulsory Work Experience Host Organisation Agreement Form completed before its commencement (this form can be found at the end of this Guideline), and complies with the rules and regulations relating to unpaid work at http://www.fairwork.gov.au/. Voluntary Work Voluntary Work may only be undertaken in a not‐for‐profit community organisation. Voluntary Work Activities should:  be of benefit to the Participant and the local community and offer no financial gain to the volunteer organisation (also referred to as an Activity Host Organisation)  provide the Participant with the opportunity to gain vocational and non‐vocational skills that will directly improve their Employment prospects, and  provide opportunities that will develop or enhance a Participant’s work readiness as part of a team, take directions from a Supervisor, work independently, communicate effectively and become more motivated and dependable. Voluntary Work Activities can be conducted in an Activity Host Organisation’s place of business where all other requirements specified in the Deed have been met. An Activity Host Organisation Agreement Form must be completed prior to the commencement of the Voluntary Work Activity. The Activity Host Organisation Agreement template for Voluntary Work Activities can be found on the Provider Portal.. Please note, this template is optional, the Provider may create their own Activity Host Organisation Agreement template. Where Providers use their own agreement for these purposes, they must ensure that the topics in the Department’s template agreement are covered in their agreement and must include, word for word, any clauses specified by the Department, for example on displacement and work health and safety. Education and Training Education and Training courses provide Participants with the opportunity to learn skills and help a young person to complete Year 12 or gain a Certificate III or higher qualification, which in turn will improve their prospects of finding work. Providers should work actively with Participants to assist in overcoming any barriers Transition to Work Activity Management Guideline TRIM ID: D17/253982 Effective Date: 27 March 2017 13 Process Details to engagement in Education and to assist in supporting the Participant to broker solutions. Before referring a Participant to Education or Training, the Provider will need to determine whether Education or Training is in the best interests of the Participant and identify a suitable course. Examples of Education and Training include: 
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Certificate I/II/III/IV Diploma Advanced Diploma Associate Degree Bachelor Degree Primary or Secondary school Accredited Units (including Training for tickets or licences) Language, Literacy and Numeracy Certificate I/II/III/IV or Accredited units Accredited skill sets Participants can undertake other government programmes where they are eligible including the: 
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Skills for Education and Employment programme (SEE) Adult Migrant English programme For further information about these programmes, refer to the Guideline on Providing Services to Participants and Employers and identifying Complementary and Excluded Services. Participants can undertake study or training at any time. Not all Education and Training Activities qualify for an outcome. For further information refer to the Vacancies and Outcomes Guideline. For information on how to enter a SEE placement refer to the SEE ESS Web Referral Guide. PaTH Internships PaTH Internships are available to eligible Transition to Work participants (from 1 April 2017). See Managing PaTH Internships Guideline for more information. Defence Force Reserves Defence Force Reserves is only available as an Activity to a Participant who can meet the enlistment and ongoing standards required by the Defence Force Reserves. Defence Force Reservists receive an allowance to cover their costs while in training. The amount of this allowance varies. All Defence Force Reserves allowances are tax free and not considered to be income under the Social Security Act 1991. Further information on Defence Force Reserves is available from free‐call 1800 803 485 or from www.defencereservessupport.gov.au/. Non‐vocational assistance and interventions Non‐vocational assistance and interventions can be undertaken where a Provider determines it is in the best interests of the Participant. Examples of non‐vocational assistance include:  parenting courses Transition to Work Activity Management Guideline TRIM ID: D17/253982 Effective Date: 27 March 2017 14 Process Details 
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careers counselling cultural services interpersonal skills, and personal development courses. Examples of interventions include:  addictions interventions  counselling services  disability intervention  homelessness intervention  mental health intervention  drug or alcohol detox, and  medical or health‐related services. Unaccredited Activities Unaccredited Activities designed and delivered by the Provider or subcontracted, can be undertaken at any time that may benefit the Participant. Examples of unaccredited activities include:  motivational workshops  mentoring  presentation skills
Activities that attract a payment supplement Approved Programme of Work Supplement Eligible Participants undertaking a National Work Experience Programme Placement will be paid an Approved Programme of Work Supplement of $20.80 per fortnight to assist with the costs of participating. Language, Literacy and Numeracy Supplement Eligible Participants undertaking a Skills for Education and Employment Programme Placement will be paid a Language, Literacy and Numeracy Supplement of $20.80 per fortnight to assist with the costs of participating. Managing Participants to receive eligible supplement In order for Participants to receive the Approved Programme of Work Supplement or the Language, Literacy and Numeracy Supplement, a Provider must create the Activity and Activity Placement in the Activity Management component of the Department’s IT system. The Provider must set Placement status to ‘Placement Confirmed’ and record the actual start date of the Activity on the Activity Placement Details screen. This will trigger the commencement of the relevant supplement. Once the Participant has finished the Activity associated with the supplement, the Provider must enter the actual end date on the Activity Placement Details screen. This will trigger payment of the supplement to end. Transition to Work Activity Management Guideline TRIM ID: D17/253982 Effective Date: 27 March 2017 15