Self-Sourced WIL Internships

Are you a currently-enrolled MADA Design student? Do you have the following goal in your mind?

"I want to take on a WIL internship that I have sourced myself, and I want academic credit for this."

This page has been created to address specific points around self-sourced WIL internships. Similar information can also be found in the Requestor and Student FAQs, but they have been re-organised here so you are aware of the slightly different process for a self-sourced internship.

There are some immediate issues you should take note when applying for a self-sourced WIL internship:

You can apply for a WIL internship during the open EOI calls for student applications
You can also apply for a self-sourced WIL internship any time (we call this 'out of frame'), BUT:
- Plan way in advance, there are additional steps in the process you might not be aware of!
- Allow at least 4 weeks before start of internship and your submission of the form. Late entries will not be considered
- Legal agreement must be signed 2 weeks before start of internship
- Start/end dates must coincide with a teaching period
No overseas WIL internships
You cannot backdate a WIL internship you have previously completed

You need time to plan ahead.

Part of why we created this page is to emphasise an important part of arranging self-sourced WIL internships: they take time, and can sometimes be beyond our faculty's control.

Whether you are applying for a self-sourced internship during the regular EOI rounds, or doing it 'out of frame', you need to get all of the paperwork sorted out to be enrolled in the ADA3406/5406 unit by the last date to add units for that teaching period, or 2 weeks before the legal agreement is executed (i.e. signed by all parties), whichever is earlier.

Below is a visual timeline of what needs to happen before a self-sourced internship is approved.

1.
Approach your own WIL internship agency.

2.
Negotiate details, including date range, job description, payment and insurance.

Share a sample legal agreement, along with insurance requirements, for their approval (see below).

3.
If agency agrees to the legal conditions, submit the self-sourced application form – either as part of an active EOI, or 'out of frame' (within 4 weeks of start date).

4.
Due diligence checks and reviews are done to assess the agency's compatibility for hosting a Design WIL internship.

5.
The legal agreement is drafted. Agency will consult their legal team, if not already completed in step 2, before signing off on agreement.

6.
Once all parties sign off on the agreement, the internship can start, no earlier than 2 weeks before the agreement is signed.

Step 1: Approach your own internship agency

Start by looking out for design-related agencies, or companies that are able to support design-centric WIL interns. Let them know your interest in being a design WIL intern, and get their support in wanting to have you on board for the requested timeframe.

Step 2: Negotiate details

In the self-sourced application form, you will need to furnish additional information about the internship agency, as well as the proposed start/end dates, a general overview of the job description, any payment involved, and to let them know about the required insurance cover that they must have (depending on the company size, and whether your internship is paid).

Your proposed internship period must align with a teaching period, i.e. Semesters 1/2, or the Winter / Summer A/B periods. Refer to the Monash academic calendar for details.

Please note the following requirements of insurance cover:

Professional Indemnity Insurance: $10M
Public Liability Insurance: $20M

IMPORTANT: No insurance waivers are allowed

At MADA Design, we have a strict policy where insurance waivers are NOT approved. To avoid future disappointment, when you approach your WIL internship agency, you MUST inform them about these insurance requirements.

IMPORTANT: No amendments to the legal agreement are allowed

We have come across cases where internship arrangements fall through at the final hurdle, as the company has been unable to agree with the Monash legal agreement. This is understandably frustrating to all parties and we want to minimise this from happening.

Monash University uses a standard set of legal terms across the university for handling industrial placements (i.e. WIL internships). We are unable to make amendments to any of the clauses outlined in the agreement selected for the internship.

Depending on the type of WIL internship you have, there are different legal agreements in place, each with different requirements for insurance coverage and intellectual property (IP) attribution. For self-sourced WIL internships, here are 3 of the most likely agreement templates, which you can share with the agency for preview:

Step 3: Submit self-sourced application form

You are expected to fill in this form, with the assistance of the WIL internship agency you are negotiating with. Refer to the Moodle EOI site, linked in the Students page.

Step 4: Due diligence checks & reviews

We will perform a Due Diligence check on your proposed WIL internship agency for safety, suitability (for a design WIL internship), and reputation.

Step 5: Legal agreement sent for digital signing

The legal agreement will be set up in DocuSign, using details as provided in your Self-Sourced application form. Digital signatures are required. This will go to all parties in the following order: internship agency, you, and Monash University.

Once all signatures have been added, the agreement is executed and the internship will therefore proceed.

This has to happen at least 2 weeks before the start of the internship.

Step 6: Start your internship!

You will be enrolled in ADA3406/5406 and added to the Moodle Site for the WIL Internship Unit, in the teaching period your internship begins/ends.

If you have applied for the self-sourced WIL internship 'out of frame', you should familiarise with the recorded briefing that was conducted via Zoom, to get up to speed with the rest of the intern cohort for the period. Review the academic assessment requirements relevant to Design students on Moodle.

CONCLUSION: Submit reports & presentation to Moodle for assessment

Follow the assessment instructions as posted on Moodle for Design WIL interns to complete the requirements of the ADA3406/5406 WIL internship unit. Without this, you will not be able to attain the 6 credit points for your WIL internship.

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