Work integrated learning FAQs

Sonia is a Work Integrated Learning (WIL) management system.

The University gives students access to the software platform when they are admitted to a degree that includes WIL. This is a system where you can:

• view, submit and track your Fit to Practice (FTP) requirements
• 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 accepted your offer and have enrolled in a unit that includes work integrated learning. 

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

If you are having difficulties accessing Sonia please contact Technology Services.

Instructions to upload documents to Sonia

1. Log into SONIA and click on the CHECKS tab
2. Add/upload each document to the corresponding check-in SONIA by selecting Browse
3. Please make sure you SAVE and SUBMIT

   SONIA Quick Reference Guides:

   Sonia Online Instructions for Students

Your documentation may have been rejected for a variety of reasons. Specific information will be available in the reference field against your specific Check in Sonia Online . It is important that you review this information regularly and ensure all documentation is accepted by your relevant fit to practice deadline. 

Mask fit testing ensures any respiratory protective equipment that is used as a measure to control exposure to an airborne hazard is sealed and working adequately. Testing is completed to ensure that a specific make, model and size of tight-fitting respirator achieves an adequate seal against the face of the wearer.

Mask fit testing is only necessary if you have been allocated to a site that mandates this requirement. If unsure, refer to the mandatory checks listed on your Sonia Online profile or contact the Work Integrated Learning Unit for advice.

When students are allocated they may be asked to complete additional mandatory site fit to practice requirements which could include respirator mask fit testing. 

If required, students can book a free appointment at our Coffs Harbour, Lismore and Gold Coast campuses and instructions can be viewed against the Respirator Mask Fit Test check in Sonia Online, including the password required to access booking site. 

If you have been mask fit tested through your employer or an external provider within the last 12 months please submit evidence in Sonia Online to be reviewed.

It is not mandatory to complete mask fit testing on campus (if required) and in the event that you are unable to travel to campus for this service, we recommend that you contact an alternative provider that is external to the University. Students can use websites such as Find a Fit Tester and Fit Test Australia to assist in their search for external providers.

A reminder that mask fit testing is only necessary if you have been allocated to a site that mandated this requirement. 

If you are required to be mask fit tested for an upcoming allocation and would like to be mask fit tested through SCU, it is important that you secure an appointment as soon as possible. Appointments are very limited we strongly advise that you book an appointment as near to your site fit to practice deadline as possible, so not to disadvantage other students who may require a mask fit test earlier than yourself.

Appointments are scheduled a month in advance and are where possible are rostered weekly at the Gold Coast and Coffs Harbour and bimonthly at Lismore campus. Please take this into consideration when booking your appointment as availability at your campus may not yet be scheduled. 

If you are unable to select an appointment that will meet any of your mandatory deadline(s), please contact the Work Integrated Learning Unit at 07 5589 3439 for further advice.

A reminder to please only book ONE appointment per person. If you need to cancel and/or reschedule your appointment please ensure you do so before booking another. 

Students can book a free appointment at our Coffs Harbour, Gold Coast and Lismore campuses online.

If you choose to arrange your own mask fit test external to the University, you will be required to pay for any associated fees for which you will not be reimbursed.

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 evidence against your Respirator Mask Fit Test check in Sonia Online.

For effective respirator mask fit testing, a clean-shaven face is a crucial requirement. According to Workplace Health & Safety Regulations, facial hair that comes into contact with the sealing area of a respirator can compromise the mask's ability to seal correctly. This is because hairs can create tiny gaps along the deal, allowing harmful particles to enter. 

For accurate fit-testing, it's essential that the facepiece of the respirator makes direct contact with the skin. Any facial hair in this area, whether it's a beard, moustache, or even stubble, can interfere with the respirator's seal and reduce its protective effectiveness. Therefore, fit-testing is conducted only on individuals who are clean-shaven in the area where the respirator will sit.

This requirement is not just about compliance; it's about ensuring your utmost safety. A well-sealed respirator is your best defence against airborne hazards, and being clean-shaven is a key part of achieving this reliable seal. 

More information on Acceptable Facial Hairstyles 

Students who are unable to shave their beard due to medical and/or religious reasons are asked to contact the Work Integrated Learning Unit for further advice. 

If you need to cancel your appointment this can be done online via your original booking confirmation or alternatively you can contact the Work Integrated Learning Unit for assistance. 

If you need to reschedule your appointment, we ask that you ensure your original appointment is cancelled before booking another.

Twelve months from date of completion. If mask fit is a requirement for your allocated site, your certificate must be valid for that entire period.

We ask that you follow the below steps before attending their appointment: 

• Be clean-shaven (to ensure compliance with the standards, our mask fit test operators will not conduct a mask fit test on persons with facial hair). More information on Acceptable Facial Hairstyles.
• Advise our mask fit operators if you have undergone recent substantial dental work.
• Avoid smoking, vaping, eating, drinking or chewing gum at least 30 minutes prior to your appointment.

The fit to practice (FTP) requirements and due dates for your degree can be found on the Course specific information page.

You will need to submit FTP evidence throughout your degree maintain eligibility to attend WIL. You must meet the FTP requirements for both the university and each of your allocated sites.

Most FTP requirements will be submitted via the Sonia > Checks Tab. The status of each check in Sonia can be viewed at the top right corner:

• Checks that appear red are considered mandatory and are either Not Complete, Expired, Incomplete or have been Rejected due to invalid documentation.
• Checks that are red and have a Submitted status, have not yet been reviewed by the FTP team.
• Checks that appear green have been cleared and are considered valid. It is important to be aware that green checks may or may not have an expiry date next to the Value field, if there is an expiration date you will be required to renew this document before the expiry.
• Checks that appear grey are considered non-mandatory for you at that point in time. Checks that are non-mandatory generally apply to specific circumstances, or specific sites and are turned red when required.
• Checks that appear yellow are Pending Expiry and may need to be updated and re-submitted so as not to cause delays to any upcoming WIL you may have scheduled.

Some FTP requirements are submitted directly to your allocated site. Details of these will be emailed to you via your student email, or they can be found via the Details button on your Sonia > Placements Tab

Each course has specific requirements that you need to meet so that you can attend work integrated learning. For further information see Course specific information.

The due date for documentation may vary depending on your admitted course. For further details see Course specific information.

Some sites have additional fit to practice requirements that you must meet before you can attend. Some of these include NDIS Worker Screening Check for disability accommodation and services, National Police Certificate more recent than 3 years old for some sites completion of online modules. These additional requirements will be visible as checks in your Sonia > Checks tab.

All site fit to practice requirements should be submitted at least two (2) weeks prior to the commencement of work integrated learning. Further information regarding specific due dates will be communicated to you via email to your student account.

We acknowledge that there may be circumstances outside your control where you find yourself unable to submit the required evidence by the published course fit to practice deadline. If required, you can apply for an extension by submitting a Fit to Practice Variation application online in Sonia > Forms tab. All applications must meet grounds for consideration, and include supporting documentation that provides factual and corroborative evidence to support your request.

If you are enrolled in the corresponding work integrated learning (WIL) unit you will be withdrawn from that unit as you have failed to provide documentation by the published due date. Only students with an approved fit to practice variation application are permitted to remain enrolled past the deadline.

If you have not yet enrolled in the corresponding WIL unit, you will not be permitted to enrol.

Southern Cross University accepts certificates that are no older than 3 years, however this check is considered a 'point in time' check and some organisations may request a more recent certificate. If a more recent certificate is required by your allocated site, this will be detailed in your Sonia > Checks tab.

You must upload your National Police Certificate to Sonia > Checks tab regardless of its outcome. Once uploaded, a risk assessment will be conducted by the Faculty of Health Faculty Exemption Committee, and you will be contacted with further information based on the outcome of that assessment.

First Aid is valid for 3 years and CPR is valid for 12 months. If your course requires you to complete First Aid and CPR, this must be updated prior to the date as detailed in your Sonia > Checks tab.

Twelve months from date of completion. If your course requires you to complete hand hygiene this must be updated annually and prior to the expiration date as detailed in your Sonia > Checks tab.

Your Qld blue card will be valid for three (3) years from date of issue, unless suspended or cancelled. If your course requires you to have a Qld Blue Card, this must be updated prior to the expiration date as detailed in your Sonia > Checks tab. Note, application processing for Qld Blue Card can take anywhere up to 12 weeks, so it is recommended that you apply for this as early as possible.

No, if you are studying the Bachelor of Nursing (Enrolled Nurse Pathway) as a registered health practitioner with the Australian Health Practitioner Regulation Agency (AHPRA) you are exempt from obtaining a blue card when employed or carrying on a business as part of their functions as a registered health practitioner.

Your NSW WWCC will be valid for 5 years from date of issue; however, applicants are continuously monitored. If your course require you to have NSW WWCC, this must be updated prior to the expiration date as detailed in your Sonia > Checks tab.

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

• Immunisation history statement via the Australian Immunisation Register
• Contacting your GP
• Baby book records
• School records – contact the local area health district in the are you went to school for more details
• 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 directly via public health units 

You must upload a copy of your result to Sonia > Checks tab regardless of its outcome. Once uploaded, a risk assessment will be undertaken by the Faculty of Health Faculty Exemption Committee, and you will be contacted with further information based on the outcome of that assessment.

If you are attending a NSW Health facility, you must provide evidence of both.

Please speak to your GP regarding recommended wait periods and time between each dose of vaccination. When speaking to your GP please ensure you do not follow an accelerated course.

You should submit your evidence as soon as possible so that your documentation can be assessed by a qualified screening and vaccination assessor. The assessor will advise if you need to do anything further based on the evidence you have provided.

You will be required to apply for a Faculty of Health exemption which will undergo an internal review by the Faculty Exemption Committee. Please contact the Work Integrated Learning Unit for further information.

Details about your exemption and related conditions will be detailed in your official outcome letter that has been emailed to you. You must follow instruction and abide by the condition's set out in the letter, including timeframes in which the exemption may be valid for.

No, for most courses you must not contact a site unless instructed by the Work Integrated Learning Unit. 

You are responsible for any accommodation and travel costs associated with WIL, however, here are some useful links and information about support that is available to you:

• Unistays - Southern Cross University's off-campus accommodation
• Scholarships
• Student Loans

No, not always, unless you have a valid Learning Access Plan from Equity and Inclusion with information specific to allocation adjustment(s) or an approved Work Integrated Learning Attendance Variation application with this detailed in the request.

Although we endeavour to allocate you close to home, this is sometimes not possible. To ensure we allocate you accurately based on your address details, it is important that this information is current in MyEnrolment > My Details tab. 

Yes, if you are registered with Student Inclusion and Equity and your Learning Access Plan states you are required to be close to home due to a medical condition or similar, this will be taken into consideration.

No, we cannot offer you preferential allocation due to this reason alone. If you have extenuating circumstances which you feel warrant special accommodation (eg: start/finish times, location), you can apply for consideration through the Work Integrated Learning Attendance Variation Application in Sonia > Forms tab. 

Each course varies and will depend on the recommended course progression which can be found on our course pages (under the course structure tab). If you have questions about your course progression please contact Client Services for advice.

You can view the estimated hours that you are required to complete for your course on our Course specific information page, although you may be required to complete additional hours to achieve your course competencies.

All of our Health degrees require you to achieve prescribed competencies in order to satisfy the requirements of your course and relevant accreditation.

You should let your site supervisor know that you are unable to attend as soon as possible, follow any other absence procedures that your site requires and submit a Work Integrated Learning Attendance Variation Application in Sonia > Forms tab. 

The short answer is none, this is because sourcing WIL is very competitive. It is likely that you will be required to make up all hours that you have missed, however this will also depend on how you are progressing towards achieving your course competencies.

Sometimes it can be difficult to source WIL for short-periods of time and because of this you may be required to make up more hours than you have missed. For Nursing students this could mean completing 40 hours of make up if you have missed 1 or 2 days.

This will vary depending on your course. It is recommended that you discuss further with your Work Integrated Learning Coordinator.

You should contact your Unit Assessor to discuss further.

• Faculty of Health Guideline - Pregnant students attending WIL
• Clinical placement information for students: NSW Health
• Vaccination requirements for student placements: QLD Health
• Community-engaged Learning Policy: Southern Cross University
• Community-engaged learning at-risk procedures: Southern Cross University
• Code of Conduct: Southern Cross University