Vocational Placement and Volunteering
The guidelines concerning Vocational Placement and Volunteering are contained in the University's Policy on Vocational Placements Procedure (UOM0437). Use of the Vocational Placement and Volunteering documentation must comply with these guidelines
Vocational Placement
Two Vocational Placement Letter Agreements templates are available for use by faculties and graduate schools:
· Host organisation will not own the intellectual property
· Host organisation will own the intellectual property
Where the host organisation owns intellectual property generated by the student during the placement, faculties, graduate schools and departments must also ensure students sign two copies of a Student IP Deed of Assignment and provide these to Legal Services prior to the commencement of the placement. Legal Services will then arrange for the University Secretary to execute the Deed on behalf of the University and return the student’s original copy to the department/co-ordinator. The Deed assigns all intellectual property other than the copyright in a student’s assessment materials to the University so that the University can in turn assign it to the host organisation. Students should be encouraged to obtain legal advice given the effect of the Deed.
Two Checklists have been developed to assist staff and students to complete the Student IP Deed of Assignment
· Student acknowledgement - Volunteering at the University of Melbourne
· Volunteer Letter (Community Benefit)
· Volunteer Letter (Student Benefit)
Process for Signing Letter Agreements
- For Vocational Placements and Volunteer Activities with external host organisations:
Placement and volunteer coordinators must use the relevant Vocational Placement Letter Agreement or the Voluntary Placement Letter Agreement as appropriate and complete the following steps:
· Complete the details specific to the vocational placement or volunteer work as follows:
o Insert the name, address and contact information for the host organisation at the top of the first page;
o Insert the date;
o Insert the description of the vocational placement or volunteer program, subject/course
o details, name of student(s); and
o Insert the date of the placement.
· Arrange for the relevant Head of Department/Head of School to sign two copies of the letter agreement.
· Send both signed copies to the host organisation and ask for their authorised signatory to sign both copies.
· Request that the host organisation keep one fully signed original and send the other back to the School.
· Send the University’s original to Legal Services once it is received.
- For Volunteer Activities offered by the University:
Volunteer coordinators must use the appropriate Student Acknowledgement and complete the
following steps:
· Complete the details specific to the volunteer work as follows:
o Insert the name, student ID number, address and contact information for the student at the top of the first page;
o Insert the date;
o Insert the description of the volunteer program
o Insert the dates for the volunteer work; and
o Insert the specific objectives of the volunteer program/opportunity.
· Arrange for the relevant Head of Department/Head of School to sign two copies of the Acknowledgment.
· Arrange for the student to countersign both copies of the Acknowledgment.
· The student should keep one fully signed copy for his/her records and the department/school needs to retain the other copy for its records and possible audit.