Participation Pathways Guide
Use this guide to choose the best pathway when someone attends, assists, visits, volunteers, completes placement, or undertakes study/practicum hours at a NERPSA service. Start with the quick decision guide, then open the matching pathway to see what needs to happen, what records are needed, and who to contact.
Quick Decision Guide
| Situation | Use this pathway | Managed by |
|---|---|---|
| External student placement, work experience, structured workplace learning, TAFE, RTO or university placement | Pathway A External Student Placement |
Head Office |
| Current NERPSA employee completing placement or practicum hours for study | Pathway B Internal Staff Study / Practicum |
Head Office + Human Resources + Education Manager |
| Enrolled parent/carer actively helping with the program, activities, events or an excursion | Pathway C Enrolled Parent Helper |
Service |
| One-off visitor, family event guest, incursion provider, presenter or event participant | Pathway D Visitors, Events & Incursions |
Service |
| Trainee or SBAT employed by a GTO and hosted at NERPSA | Pathway E Trainee / SBAT through GTO |
Head Office + GTO |
| Regular or ongoing unpaid helper who is not attending as an enrolled parent helper | Pathway F Community Volunteer |
Head Office + Service |
After choosing the pathway, open the matching section below for the process, paperwork links and support contacts.
Core Participation Expectations
Correct sign-in
Everyone signs in and out using the correct service process.
Educator supervision
NERPSA educators remain responsible for children’s supervision, safety and wellbeing.
Guided participation
Visitors, parent helpers, volunteers and students participate under educator guidance.
Care and safety
NERPSA educators manage toileting, intimate care, medication, first aid and behaviour guidance.
Digital safety
Personal devices are kept away, and service processes are followed for approved photos or documentation.
Child-safe communication
Communication with children occurs through approved service channels and child-safe expectations.
Pause and check
If a role changes, becomes unclear, becomes regular or raises a concern, the service seeks guidance.
Clear records
Relevant forms, attendance records, timesheets and placement logs are completed as required.
Participation Pathways
A Pathway A — External Student Placement External students, work experience, structured workplace learning, TAFE, RTO and university placements. +
Applies when
A person is completing a formal placement or learning arrangement through a school, TAFE, RTO, university or training provider.
This includes external student placements, work experience students, structured workplace learning, TAFE placements, RTO placements and university placements.
Managed by
Head Office manages external student placement approval and signs placement paperwork where organisational sign-off is required.
Services support the placement once Head Office has confirmed the arrangement.
Direct the placement enquiry to Head Office.
Share any training provider paperwork with Head Office.
Wait for Head Office to confirm approval.
Complete local orientation before the student begins.
Support correct sign-in and placement hour records.
Raise changes, questions or concerns with Head Office.
Head Office confirms
- student eligibility
- placement dates and hours
- training provider requirements
- Host Organisation or placement paperwork
- WWCC or screening requirements
- induction and record requirements
During placement
- the student participates under educator guidance
- the student completes approved placement tasks
- the student records placement hours as required
- educators remain responsible for children’s supervision, safety and care
Paperwork and records
Where to go for support
External student placement enquiries, paperwork, changes, start dates, concerns and final sign-off questions go to Head Office.
B Pathway B — Internal Staff Study / Practicum Current NERPSA employees completing placement or practicum hours for study. +
Applies when
A current NERPSA employee is completing formal study that includes placement or practicum hours.
This pathway is used when a staff member needs placement hours signed off as part of their course or qualification.
Managed by
This pathway is managed by Head Office, Human Resources and the Education Manager.
The service supports the approved arrangement once it has been confirmed.
Primary service rule: NERPSA allows staff to complete up to two approved practicum placements at their primary service. Further placements may need another NERPSA service or an external service, depending on course requirements and service capacity.
Staff or Student sign-in rule
| Situation | Sign in as | Paid? | Counted in ratios? |
|---|---|---|---|
| Placement during approved rostered paid work hours | Staff | Yes | Yes |
| Placement outside rostered work hours | Student | No | No |
| Placement on a day off | Student | No | No |
Simple rule: rostered, working and paid means Staff and counted in ratios. Outside rostered hours or on a day off means Student, unpaid for those placement hours, and not counted in ratios.
What internal staff need to check first
| Check | What to confirm |
|---|---|
| Course | What qualification are you studying and what placement is required? |
| Placement location | Can the placement requirements be met at your primary service, or do you need another service? |
| Primary service limit | Have you already completed any placements at your primary service? |
| Supervisor | Do you know who you would like as your placement supervisor? |
| Supervisor capacity | Have you spoken with them and confirmed they have capacity to supervise, observe and sign off your placement work and hours? |
| Timing | Will placement happen during rostered hours, outside rostered hours, on days off, or a mix? |
| Age group | Does your course require experience with a particular age group? |
| Paperwork | What does your RTO, TAFE, university or training provider need signed? |
Complete the Staff Study Progress & Practicum Placement Form.
Provide RTO, TAFE, university or training provider paperwork.
Confirm primary service, previous placements and whether another service is needed.
Confirm timing, age group and service requirements.
Nominate and speak with a proposed supervisor about capacity.
Consult with the Education Manager and wait for confirmation.
Who signs what
| Item | Signed or confirmed by |
|---|---|
| Host Organisation paperwork | Human Resources |
| Placement agreements requiring organisational sign-off | Human Resources |
| Placement work, practical tasks and placement hours | Approved service supervisor |
| Staff or Student sign-in arrangement | Human Resources / Education Manager |
| Students & Volunteers App access, if needed | Human Resources / service |
Human Resources / Head Office
- reviews placement paperwork
- signs Host Organisation paperwork where required
- confirms Staff or Student sign-in
- confirms paid/unpaid and ratio arrangements
- confirms whether app access is needed
Education Manager
- supports study and placement planning
- discusses professional learning goals
- helps confirm whether placement requirements can be met
- supports supervisor and service planning where needed
Service Supervisor
- supports placement learning
- observes practical work where required
- signs off workplace tasks where required
- verifies placement hours where approved
Service Support
- supports supervision arrangements
- helps with roster clarity
- supports correct Staff or Student sign-in
- helps arrange app access where needed
Paperwork and records
Where to go for support
Staff study and practicum planning goes to Human Resources and the Education Manager. Service-level questions go through the Nominated Supervisor or Service Leader.
C Pathway C — Enrolled Parent Helper Enrolled parents, guardians or carers actively helping with the program, activities, events or excursions. +
Applies when
An enrolled parent, guardian or carer actively helps with the program, activities, events or excursions.
A parent or carer who is only dropping off, picking up or attending as a family member is not automatically a parent helper.
Managed by
The service manages this pathway.
When a parent moves from attending as a parent to actively assisting the program, the Parent Helper process applies.
Confirm why the parent/carer is attending.
Confirm whether they are actively helping.
Apply the Parent Helper process if they are helping.
Ask them to complete the Parent Helper QR Form.
Check WWCC details and verify where required.
Support sign-in, safety brief and role clarity.
During participation
- the parent helper follows the safety brief
- the parent helper participates under educator guidance
- the parent helper supports the agreed activity, event or excursion role
- the parent helper asks an educator if they are unsure what to do
Educators remain responsible for
- children’s supervision and safety
- personal care
- first aid and medication
- behaviour guidance
- privacy, phones and communication expectations
Paperwork and records
Where to go for support
Start with the Nominated Supervisor or Service Leader. Refer to Head Office if the role becomes regular, unclear, higher-risk or raises a concern.
D Pathway D — Visitors, Events and Incursions One-off visitors, family event guests, presenters, incursion providers and event participants. +
Applies when
A person attends for a specific, time-limited purpose.
This may include family events, Mother’s Day or Father’s Day events, Grandparents Day, intergenerational programs, incursions, guest speakers, presenters, community visitors or service event attendees.
Managed by
The service manages this pathway.
This pathway applies when the person is not acting as a volunteer, student, trainee, staff member or regular helper.
Before the visit, event or incursion
Confirm the reason for the visit and who is attending.
Confirm whether the visit is one-off or ongoing.
Confirm supervision and staff allocation.
Confirm whether a risk assessment is needed.
Confirm whether provider documents are needed.
Confirm medical, emergency or access considerations.
During the visit
- visitors and providers sign in and out
- stay within approved areas
- follow educator direction
- participate in the agreed visit, event or activity
- remain with the allocated staff member or group
Educators remain responsible for
- children’s supervision and safety
- personal care
- first aid and medication
- behaviour guidance
- approved photo, video or documentation processes
Paperwork and records
Where to go for support
Start with the Nominated Supervisor or Service Leader. Refer to Head Office where the activity becomes regular, higher-risk, unclear, or raises child safety, supervision or privacy concerns.
E Pathway E — Trainee / SBAT through GTO Trainees and school-based apprentices/trainees employed by a GTO and hosted by NERPSA. +
Applies when
A trainee or School-Based Apprentice/Trainee is employed by an external Group Training Organisation and hosted at NERPSA for learning and practical experience.
The trainee or SBAT is not employed by NERPSA. They are employed by the GTO. NERPSA acts as the host workplace.
Managed by
Head Office manages this pathway in consultation with the GTO.
The service supports the arrangement once Head Office has confirmed it.
What staff need to do
The service refers all trainee and SBAT enquiries to Head Office so the arrangement can be reviewed and coordinated with the GTO.
Head Office confirms
- whether NERPSA will act as the host workplace
- the GTO contact and responsibilities
- start date and placement arrangements
- onboarding requirements
- supervision and mentoring arrangements
- communication process for concerns
During the arrangement
- NERPSA provides local supervision
- NERPSA provides mentoring
- NERPSA provides a safe learning environment
- NERPSA provides feedback to Head Office and the GTO where required
GTO remains responsible for
- payroll
- employment contract
- industrial matters
- RTO enrolment or compliance
- formal employment performance processes
- disciplinary processes connected to employment
Refer to Head Office when
- someone asks the service directly about a traineeship or SBAT
- a GTO contacts the service directly
- there are performance, attendance, conduct or wellbeing concerns
- the service is asked to agree to a start date or placement
Paperwork and records
Where to go for support
Trainee and SBAT enquiries go to Head Office, who will liaise with the relevant GTO.
F Pathway F — Community Volunteer Regular or ongoing unpaid helpers who are not attending as enrolled parent helpers. +
Applies when
A person willingly provides unpaid assistance on a regular or ongoing basis to support the service, program, educators, children or service community.
This pathway is for community volunteers who are not attending as an enrolled parent helper.
Managed by
Head Office manages volunteer vetting and induction requirements.
The service manages local orientation, supervision, sign-in and day-to-day participation.
Examples
- regular community readers
- ongoing program helpers
- regular unpaid service support roles
- community members assisting with activities
Important distinction
A one-off visitor or incursion participant should not be treated as a volunteer unless their role becomes regular or helper-like.
Head Office confirms suitability checks.
Head Office confirms WWCC requirements.
Head Office confirms induction and Code of Conduct requirements.
App access is arranged where required.
The service completes local orientation.
The volunteer participates under educator guidance.
During volunteering
- The volunteer signs in and out using the correct process.
- The volunteer completes app timesheets where required.
- The volunteer participates under educator guidance and supervision.
- The volunteer supports the agreed volunteer role.
- The volunteer follows NERPSA child safety, privacy and conduct expectations.
- The volunteer asks the supervising educator before beginning unfamiliar tasks.
NERPSA educators remain responsible for children’s supervision, safety, personal care, first aid, medication and behaviour guidance.
Paperwork and records
Where to go for support
Volunteer vetting and induction questions go to Head Office. Local participation and orientation questions start with the Nominated Supervisor or Service Leader.
Need help choosing a pathway?
Start with your Nominated Supervisor or Service Leader. If the matter involves placement paperwork, internal staff study, a trainee or SBAT, or anything that needs organisational approval, refer it to Head Office, Human Resources or the Education Manager before confirming arrangements.