WIL FAQs

SONIA Online is the University's Work Integrated Learning (WIL) management system.

You are given access to SONIA when you are admitted to a degree that includes WIL. You will use SONIA to:

• view, submit and track your Fit to Practice (FTP) requirements and Site Checks
• view information about your WIL
• submit WIL assessment and evaluation forms
• complete timesheets
• track hours and progress towards completion of WIL within your degree.

For help logging into Sonia, refer to the How do I login to Sonia? web page.

Your SONIA Online account will be activated once you have:

• students who are enrolled in a placement (WIL) unit, or
• students who are enrolled in a course that does not include placement in the first year, but who are required to submit first‑year Fit to Practice requirements.

Your SONIA Online account will be activated once you have accepted your offer and meet one of the above criteria.

Further information on how to access and navigate SONIA Online can be found through the Sonia Online Instructions for Students.

1. Log in to SONIA online
2. Select the Checks tab
3. Locate the relevant requirement and select Browse to upload your document
4. Make sure you Save and Submit each document

Your submission will not be recorded if it is not saved and submitted. See Sonia Online Instructions for Students.

If you are having difficulty accessing SONIA Online, please contact Technology Services for assistance.

Your documentation may be rejected for a number of reasons.

Details explaining why your document was rejected will be available in the reference field for the relevant Check in SONIA Online. It’s important that you review this information carefully so you know what needs to be corrected or resubmitted.

Please ensure you check SONIA regularly and upload any revised documentation before your deadline.

Mask fit testing checks that a P2/N95 mask fits your face properly and creates a good seal. This helps make sure the mask works as intended to protect you from breathing in airborne particles. The test confirms that a specific mask type and size fits you correctly.

Mask fit testing is only required if you have been allocated to a placement site that mandates this requirement. If you’re unsure, please check the mandatory site checks listed on your Sonia Online profile via the Checks tab, or contact the Work Integrated Learning Unit for advice.

Once you are allocated to a placement, you may be required to complete additional Site Checks, including mask fit testing.

If mask fit testing is required, you can book a free appointment at one of the following SCU campuses:

• Coffs Harbour
• Lismore
• Gold Coast 

Booking instructions are available under the Mask Fit Test check in Sonia Online, including the password needed to access the booking site.

If you have already been mask fit tested within the last 12 months through your employer or an external provider, please upload your evidence to Sonia Online for review.

Mask fit testing does not need to be completed on campus. If you’re unable to travel to an SCU campus, you can arrange mask fit testing with an external provider.

Websites such as Find a Fit Tester and Fit Test Australia can help you locate an external provider near you.

If you complete mask fit testing through your employer or an external provider, please upload your evidence to your Checks tab in Sonia Online for review.

Please note that mask fit testing is required only if you have been allocated to a placement site that mandates it.

If you need a mask fit test for an upcoming placement and want to complete it through SCU, please book your appointment as soon as possible. Appointments are very limited.

To avoid disadvantaging other students, only book an appointment close to your placement Fit to Practice deadline, unless you need one earlier.

Appointments are opened one month in advance. Sessions are usually:

• Weekly at Gold Coast and Coffs Harbour
• Every two months at Lismore

Please note that appointments for your campus may not be available yet when you first check.

If you cannot book an appointment that meets your Site Check deadline, contact the Work Integrated Learning Unit on 07 5589 3439 for advice.

Important reminders:

• Only book one appointment per person, even if you need to be fit tested for two masks for a Queensland Health placement.
• If you need to cancel or reschedule, cancel your existing booking before making a new one

No. Students can book a free mask fit test appointment through the University at the Gold Coast, Coffs Harbour, and Lismore campuses via the online booking system.

If you choose to arrange your own mask fit test with an external provider, you will need to pay any associated fees yourself. These costs will not be reimbursed by the University.

Yes. If you have been mask fit tested through your employer or an external provider within the last 12 months, your certificate will be accepted.

Please upload your certificate against the Mask Fit Test check in Sonia Online.

No. To be mask fit tested, you must be clean‑shaven in the area where the respirator seals to your face.

Facial hair (including beards, moustaches and stubble) can prevent the mask from sealing properly, which reduces its effectiveness and your protection. For this reason, mask fit testing is only conducted on people who are clean‑shaven where the mask sits. More information on Acceptable Facial Hairstyles.

This requirement is based on Workplace Health and Safety standards and is essential for your safety during placement.

If you are unable to shave due to medical or religious reasons, please contact the Work Integrated Learning Unit for further advice.

If you need to cancel your appointment, you can do this online using the link in your original booking confirmation. You can also contact the Work Integrated Learning Unit for assistance.

If you need to reschedule, please cancel your existing appointment before booking a new one.

Please make sure you do the following before attending your appointment:

• Be clean-shaven in the area where the respirator will sit. Mask fit testing cannot be conducted if you have facial hair that interferes with the seal. More information on Acceptable Facial Hairstyles.
• Let the mask fit operator know if you have had any recent significant dental work.
• Avoid smoking, vaping, eating, drinking or chewing gum at least 30 minutes before your appointment.

Following these steps will help ensure your mask fit test can be completed successfully.

The Fit to Practice (FTP) requirements and due dates for each placement unit are listed on your FTP checklist.

To remain eligible to attend Work Integrated Learning (WIL) placements, you are required to submit and maintain FTP evidence throughout your degree.

Students must meet all FTP requirements before they can be allocated a placement.

Fit to Practice (FTP) requirements vary by course and placement unit.

Each placement unit has specific FTP requirements that must be met before you can attend Work Integrated Learning (WIL) placements.

Details of the requirements you need to complete, along with due dates, are outlined in your FTP checklist.

It is your responsibility to review this information carefully and ensure all required FTP evidence is submitted and accepted by the relevant deadlines.

All Fit to Practice (FTP) Requirements are submitted via the Checks tab in SONIA Online.

You can view the status in the top‑right corner of each check:

Possibly. Some placement sites have site‑specific checks that must be completed before you can attend placement.

If additional checks are required for your allocated site, they will appear as mandatory in the Checks tab in SONIA Online once your placement has been allocated. You must ensure these checks are completed by your Site Check deadline to remain eligible to continue with your placement.

There are several ways in which you can obtain your vaccination records, including:

• Australian Immunisation Register - You can access an Immunisation history statement through Medicare online or myGov.
• Your GP or medical clinic - Contact your current or previous GP to request a copy of your vaccination records.
• Personal records - This may include your baby book or other vaccination documents kept by your family.
• School records – Contact the local health district for the area where you attended school for more information.
• Public Health Units
  • Gold Coast Public Health Unit
  • NSW Health  - Northern and Mid North Coast: Request for Student Vaccination Records
  • NSW Health (other than Northern and Mid North Coast): Request for Student Vaccination Records through your local Public Health Unit

This depends on where you are completing your placement.

If you are attending a NSW Health facility, you must provide both:

• Evidence of Hepatitis B vaccination, and
• Evidence of a positive Hepatitis B serology result.

In addition, all students enrolled in Nursing, Midwifery, Biomedical Science, and Medical Laboratory Science are governed by NSW Health requirements. This means you must meet NSW Health requirements, including providing both vaccination and serology evidence, in order to be verified and approved for placement.

If you are partway through completing your Hepatitis B vaccination course, you may be issued a temporary verification by NSW Health. This allows you to remain eligible for placement while ensuring the minimum required timeframes between vaccine doses are maintained.

You must complete your full Hepatitis B vaccination course and required serology by the temporary verification expiry date. Failure to do so may affect your eligibility for placement.

Vaccination timing and dose intervals can vary depending on your individual circumstances. 

Please speak with your GP or immunisation provider about the recommended timing between doses and when to complete Hepatitis B serology (blood test).

When discussing your plan, please ensure you do not follow an accelerated vaccination course, as accelerated schedules are not accepted for placement verification.

For general information, you can also refer to the Australian Immunisation Handbook.

Tip: Start early, as completing the full course and serology can take time.

For Nursing, Midwifery and Medical Laboratory Science students only:
If you have a positive Hepatitis B serology result but cannot find your vaccination records, you should upload all the evidence you do have as soon as possible.

A qualified screening and vaccination assessor will review your documents and let you know if you need to take any further steps.

If you upload all available evidence by the deadline, you won’t be penalised while you are waiting for advice from the assessor, even if you have not completed all checks yet.

For All Other Students:
For all other courses, you can meet the Hepatitis B requirement by providing either:

• Evidence of a full Hepatitis B vaccination course, or
• A positive Hepatitis B serology result

No further action is required unless your GP advises otherwise.

For Nursing, Midwifery and Medical Laboratory Science students only:
Upload each vaccination record separately to the correct Check in Sonia Online, if possible.

Your records will be sent to an external vaccination assessor.

You will receive an email at your student email address letting you know if your evidence is accepted or if more information is needed.

For All Other Students:
Upload each vaccination record separately to the correct Check in Sonia Online.

You must also submit the SCU Vaccine Preventable Diseases Verification form.

This form must be completed and signed by a registered medical practitioner, as explained on the form.

The Work Integrated Learning (WIL) Unit aims to give you as much notice as possible so you can plan ahead. We aim to confirm your placement details within six weeks of the start of the placement period.

Generally, no. For most courses, you must not contact a placement site directly or attempt to arrange your own placement.

Placements are coordinated by the Work Integrated Learning (WIL) Unit. You should only contact a placement site if you have been specifically instructed to do so by the WIL Unit.

Some courses may allow students to source their own placement. If this applies to you, the WIL Unit will provide clear instructions about what is permitted and the process you must follow.

Contacting a placement site without approval may affect your placement eligibility.

You are responsible for any travel and accommodation costs associated with Work Integrated Learning (WIL) placements.

However, there may be financial support options available to assist you, including:

• Scholarships
• Student Loans
• Centrelink prac payments (CPP), where eligible
• Unistays – Southern Cross University’s off‑campus accommodation support service

We recommend exploring these options as early as possible to help you plan for any costs related to your placement.

Not always.

While we aim to allocate placements as close to your home address as possible, this is not always achievable due to placement availability and capacity.

You may be considered for allocation adjustments if you have:

• A valid Learning Access Plan that includes specific placement allocation adjustments, or
• An approved Pre-Placement Attendance Variation Application (AVA) that clearly outlines the requested adjustment and is supported by appropriate documentation.

To help ensure your placement is allocated as accurately as possible, it is important that your address details are up to date in My Enrolment: My Enrolment → My Details tile → Contacts (left‑hand menu).

Yes.

If you are registered with Equity and Inclusion and have a valid Learning Access Plan (LAP) that states you require placement close to home due to a medical condition, disability, or similar circumstances, this will be taken into consideration during placement allocation.

It is important that your Learning Access Plan clearly outlines the specific placement adjustment required, as allocations are made based on the information provided in the plan.

However, please note that approved adjustments cannot always be accommodated due to placement availability and capacity. If this occurs, you will be contacted directly to discuss the available options and next steps.

Being a sole parent is not taken into account when placement allocations are made, and we are unable to offer priority placement based solely on sole carer responsibilities.

However, if you care for a child with a disability or have other significant caring responsibilities, you are encouraged to contact the Equity and Inclusion team directly. They can advise whether a Learning Adjustment Plan (LAP) is appropriate for your situation.

Placement timing varies by course and is based on the recommended course progression for your program. You can find this information on course pages under the Course Structure tab.

If you have questions about your individual course progression or how placement fits into your study plan, please contact Client Services for guidance.

You can view the estimated placement hours required for your course on your course page.

Please note that while these hours are an estimate, you may be required to complete additional placement hours to meet all course competencies.

All Health degrees require students to achieve prescribed competencies to meet course requirements and professional accreditation standards.

If you are unable to attend placement, you must notify your site supervisor as soon as possible and follow any absence procedures required by the placement site.

You must also submit a Placement Attendance Variation Application (AVA) via Sonia Online → Forms.

Nursing students:
Nursing students must trigger the AVA through their placement ANSAT in SONIA.

Once triggered, an automatic email will be sent to your student email account containing a link to the Placement AVA, which you must complete and submit.

The AVA cannot be accessed or submitted unless it is triggered via the ANSAT.

All students:
Absences must be submitted as soon as possible, and no later than two (2) days after the final date of absence.

In short, none.

It is important that students plan ahead and maintain good health so they can attend all scheduled placement days. We understand, however, that absences are sometimes unexpected and unavoidable.

Placement (WIL) opportunities are highly competitive, and students are expected to attend all required placement hours. If you are absent, you will usually be required to make up all missed hours, depending on your progress toward achieving your course competencies.

In some cases, it can be difficult to source placement for short periods of time. As a result, you may be required to complete more hours than you originally missed.

Nursing students:
Missing one or two days of placement may require you to complete up to 40 hours of make‑up placement.

The timing of make‑up placement hours varies by course.

If you are required to complete make‑up hours, your WIL Coordinator will contact you directly once arrangements have been confirmed and provide further information.

If you have questions in the meantime, please reach out to the WIL Unit.

If you are experiencing difficulties at placement, you should contact your Unit Assessor as soon as possible to discuss the issue and seek advice.

They can support you and advise on next steps if required.

The following policies and guidelines apply to students undertaking placement (WIL):

• Annual Work Integrated Learning Student Statement - This document outlines the conditions under which you participate in WIL and sets out expectations before and during placement, including your code of conduct.
• Faculty of Health Guideline - Pregnant students attending WIL
• Clinical placement information for students: NSW Health
• Vaccination requirements for student placements: QLD Health
• Work Integrated Learning Procedures
• Code of Conduct: Southern Cross University

Students are responsible for ensuring they are familiar with and comply with all relevant policies and guidelines before and during placement.

There are various deadlines you need to be across when planning to enrol in a placement unit, these include:

All deadlines can be found on your Work Integrated Learning (WIL) calendar, and FTP deadlines can also be found on your FTP checklist.

Some deadlines for placement units that occur in the first half of the year are scheduled in the year prior. This is because placement planning begins well before the actual placement period.

Even though your placement may take place weeks or months after the deadline, several preparation steps must be completed early, including compliance checks, document verification, site requirements, and allocation processes. To ensure placements can be confirmed on time, some deadlines naturally fall in the previous year.

We understand that there may be circumstances outside your control that prevent you from submitting the required evidence by the published Fit to Practice (FTP) or Site Check deadline.

If you are eligible and your deadline has not yet passed, you can apply for an extension by submitting an Extension Application via the Forms tab in SONIA Online.

All applications must include supporting documentation and will only be considered if they meet the Extension Approved Grounds for consideration.

Please note that submitting an application does not automatically guarantee approval. You should continue to upload any available evidence as soon as possible.

If your deadline has already passed, you should not submit an extension request. Instead, you will need to follow the appeal process, which will be communicated to your student email.

If you are unable to submit a mandatory requirement for your course or for a placement you have been allocated (for example, a vaccination, health screening, check, or other compliance document), you will need to submit an Exemption Application through the Faculty of Health.

Exemption applications must meet the Exemption Approved Grounds, which differ depending on whether you are applying for a temporary or permanent exemption.

All Fit to Practice (FTP) exemption applications are reviewed by the Faculty Exemptions Committee through an internal assessment process. Approval is not guaranteed, and in some cases an exemption may limit or prevent your ability to attend placement or progress in your course.

📌 Please note: all site check exemptions are assessed by the placement site, not by the University. If a site is unable to support an exemption request, you will need to either comply with the site requirement or withdraw from the placement unit.

For further information about the exemption process and how to apply, please contact the Work Integrated Learning (WIL) Unit.

What happens next depends on which deadline you miss.

It is important to enrol in placement units as early as possible to give you the best chance of meeting these deadlines and avoiding delays to your placement, as this ensures you are included in placement planning and receive important reminders about key deadlines.

If you miss a Fit to Practice (FTP) or Site Check deadline, you will be contacted via your SCU student email with information about the option to appeal the decision to withdraw you or cancel your placement.

You may only appeal if you can demonstrate extenuating circumstances that prevented you from meeting the deadline, and your appeal must be supported by appropriate documentation (for example, medical evidence or emergency‑related proof). Submitting an appeal does not guarantee approval; your circumstances will be assessed in line with SCU policy.