For Education Providers

cpo education providers

This section explains how to book student clinical placements with ACT Health and offers a summary of the current Deeds and Schedules established with ACT Health. There is also relevant information in this section for clinical facilitators.

Placement Process - For Education Providers

ACT Health provides quality clinical placements in partnership with education providers.

This partnership is formalised through a Deed of Agreement with ACT Health that clearly defines the arrangement between ACT Health, tertiary and vocational institutions, students and trainees. A Deed and course specific Schedule must be signed by the educational institution and ACT Health before a clinical placement can be provided.

ACT Health values its relationships with education providers and recognises that dialogue is essential to ensuring effective support for clinical education.

Organising Clinical Placements

Priority for student clinical placement is given to those students who are studying courses at local educational institutions and from which there are likely to be employment opportunities within ACT Health.

All clinical placements must be registered through ACT Health’s Student Placement Online (SPO) system.  If you do not have a logon for SPO, please contact the Clinical Placement Office (CPO).

For Allied Health Placements

Please contact the CPO Allied Health Student Placement Officer in the first instance with placement details (i.e course, date period, objectives).  Email: cassandra.gleadhill@act.gov.au Phone: 6207 8169

For Medical Placements

Please contact ANU Medical School at scmreception@anu.edu.au or medelective@anu.edu.au (for elective placements).


For Nursing and Midwifery Placements

Please contact the CPO Manager to discuss and arrange placements or submit a formal request through SPO.  

To ensure the equitable provision in the planning of nursing and midwifery clinical placements, Education Providers are encouraged to indicate their anticipated placement requirements to CPO in semester 2 for the following year.

Please note that no other ACT Health staff are authorised to approve the commencement of  clinical placements.

In accordance with Deeds between ACT Health and Education Institutions, students are not to approach ACT Health to organise their own placements.

Placement time frames

Two months prior to placement

  • Education Providers submit a formal request through SPO, with the following details:
  • Number of students
  • Type of placement
  • Proposed dates
  • Total hours required
  • Placement objectives
  • Resources to be provided to support clinical facilitation
  • Amount and type of supervision required for placement

One month prior to placement

Education Providers are to upload student information on to SPO, including:

  • Students’ names and contact details
  • Confirmation that all students have completed a National Police Check
  • Confirmation that all students have a Working With Vulnerable People card
  • Confirmation that all students have the required level of immunity
  • Confirmation of current manual handling training (as required for placement)

Note: Education Providers are expected to thoroughly check the documents. By confirming completion, Education Providers are legally responsible. Students do not need to present these documents directly to CPO however,  the documents must be available if required.

Where there are positive responses to checks or the student cannot be immunised to the required level, the Education Provider must contact the CPO as soon as possible.

Students requiring manual handling training must attend a Face to Face Manual Handling session each year, with these delivered either by Allied Health Clinical Educators, ACT Health trained staff in the education institution or training purchased from the Manual Handling team, Staff Development Unit at ACT Health.

Students are to have completed the following requirements two weeks before the commencement of placement:

  • mandatory elearning modules
  • acknowledgement form 
  • hand hygiene certificate

Please ensure that students are aware of and understand the requirements of ACT Health as set out in the Deed. Education Providers are encouraged to use the information available in ACT Health’s Student Clinical Placement Policy.

Placement Cancellation

From 1 January 2018, the Clinical Placement Office will charge a cancellation fee of $60 plus GST per placement, with a 1.5% increase per annum.  The charge will apply to all clinical placement cancellations requested after a student’s details have been uploaded to the ACT Health Student Placement Online (SPO) database system and up to and including the first day of placement.

During a Placement

Students should contact their ACT Health supervisor about any issues that arise during a placement. If a student inadvertently contacts their education provider instead, the education provider should contact ACT Health to inform them of any issues affecting the placement.

Education Providers are to notify ACT Health of any known student illness, absence or anticipated absence during the placement period.

Education Providers are to supply the names and contact details of Clinical Facilitators who will be visiting ACT Health.

Clinical Placement Evaluation

To ensure that ACT Health continues to provide quality placement experiences, students will receive an automated email with a link to an evaluation questionnaire where they can provide feedback on their experience. These comments are always welcome and of benefit to the ACT Health clinical supervisors.

Deeds of Agreement Information

A Deed of Agreement sets out the terms and conditions that apply to the ACT Health provision of access to its facilities and clients by students or other individuals. The Deed must be in place before students or individuals can be provided with opportunities to obtain practical clinical experience, which usually fulfils educational and/or training requirements.

A Deed of Agreement is established between the Australian Capital Territory (ACT), represented by ACT Health, and one of the following:

  • An Educational Provider;
  • Another Health Service Provider;
  • A training Organisation; or
  • An individual.

ACT Health requires educational providers to sign a Deed of Agreement and a course specific Schedule prior to accepting any tertiary student or other trainee for placement. This is a legal agreement covering the rights and responsibilities of the student, the trainee, the institution and ACT Health.

A Deed of Agreement has a ten year expiry date. All Schedules signed in relation to the Deed of Agreement will expire when the Deed of Agreement expires.

ACT Health uses a standard template Deed of Agreement for students attending most tertiary institutions. Additional Schedules may be added to the Deed if this is negotiated and agreed with ACT Health.

Education Providers with current Deeds and Schedules

There are over 35 Universities who have Deeds currently in place with ACT Health. Attached to these Deeds are over a hundred Schedules for various disciplines.

Preparing for Deed and Schedules

New Deeds or Schedules are only required if there is no Deed of Agreement in place with an education provider who requires a placement. If only a Schedule is required, this is often straight forward to negotiate, as a current Deed of Agreement would already be in place. Deeds and the course specific Schedules are arranged between Education Providers through the ACT Health Clinical Placement Office.

Preparing a new Deed or Schedules is a time consuming process which involves:

  • Examination of the content of the document and agreement by both parties. This may involve legal consultation.
  • Obtaining signatures from organizational representatives at a senior level.
  • Co-ordinating delivery of the original documents between parties

It is advised that Education Providers plan for this well in advance of the start of clinical placements.

Deeds for Overseas Medical Students

ACT Health, in collaboration with the ANU Medical school, accepts a small number of overseas elective students each year.

Placements are arranged for students through the education provider’s placement office or course convenor. If you would like to undertake an elective placement with ACT Health, please discuss your placement query with your clinical placements coordinator and then apply through ANU Medical School. Contact for ANU Medical School Elective placements: medelective@anu.edu.au

Students cannot commence a placement with ACT Health until there is a signed Deed of Agreement and Schedule in place.

For Clinical Facilitators

Information for Education Providers about credentialing their Clinical Facilitators in ACT Health Facilities

ACT Health welcomes clinical facilitators into its facilities. All applications to be a clinical facilitator must be approved by the Clinical Placement office. Generally, the same conditions apply for facilitators as for students.

Education Providers (EPs) are responsible for:

Ensuring facilitators’ compliance with the following:

  • Completed a National Police Check (NPC) within the past 3 years. Facilitators are required to notify CPO if any further records have been added since the NPC report was issued.
  • Working with Vulnerable People check- This is only required if the facilitator is not a health professional currently registered with AHPRA.
  • Compliance with the ACT Health Occupational Assessment, Screening and Vaccination Policy.
  • Completion of the ACT Health mandatory e-learning courses (every three years).
  • Attendance at the ACT Health Manual Handling face to face training (yearly as required). This may not apply to facilitators from every health discipline.
  • Completion of the ACT Health Placement Acknowledgement form (yearly).

Requesting facilitator access to ACT Health facilities via the SPO Database, selecting extended dates if the facilitator will regularly attend ACT Health facilities over the whole year.

Uploading the facilitator’s details and entering their EP staff number in the ‘student number’ column. Facilitators will receive an automated email with a link to SPO in order to complete their mandatory e-learning packages.

If the facilitator is a current employee of ACT Health, special conditions apply.  Please email CPO@act.gov.au for advice.

The responsibilities of Clinical Facilitators and Educators needing facility access to Canberra Hospital and Calvary Healthcare facilities

For Canberra Hospital and Health Services facilities:

  • Provide your Education Provider with evidence of your recent national police check and proof of immunisation.
  • Complete the mandatory e-learning packages and book into Manual Handling face to face training through your Education Provider if required for your discipline.
  • CPO staff will check each facilitator’s compliance with the ACT Health requirements and grant the facilitator access to ACT Health facilities via the IAM portal.
  • Attend the CPO office to complete an ACT Health Placement Acknowledgement form (yearly).This may be done on the first day that you are providing clinical facilitation. Alternatively, the form is downloadable in the Student Placement Online system and can be scanned and emailed directly to CPO prior to commencement.
  • Present at the cashier’s desk with $20 cash deposit (refundable when the ID card is returned). A receipt will be provided.
  • Present to TCH Security with three forms (100 points) of ID to receive an ID badge, which must be worn at all times when on ACT Health premises.

For Calvary Healthcare facilities:

  • Provide your Education Provider with evidence of your recent national police check and proof of immunisation.
  • Complete the mandatory e-learning packages and book into the Manual Handling face to face training through your Education Provider if required for your discipline.
  • CPO staff will check each facilitator’s compliance with the ACT Health requirements and grant the facilitator access to ACT Health facilities via IAM portal.
  • Send your completed ACT Health Placement Acknowledgement form to the CPO. This is to be completed yearly.Forms can be scanned and emailed to CPO@act.gov.au .
  • Facilitators must wear their Education Provider ID at all times at the Calvary Public Hospital, Bruce. There will be no Calvary ID card issued.
  • Any facilitator who would like general orientation to Calvary facilities is encouraged to contact the Undergraduate Clinical Development Nurse in the Learning and Development Unit:

Undergraduate Clinical Development Nurse

Learning & Development
P: (02) 6201 6305 D: 6931

E: ldu@calvary-act.com.au

www.calvarycare.org.au