Systems Training Hub - University of Queensland

InPlace is UQ's enterprise software-as-a-service solution for administering Work Integrated Learning (WIL), also referred to as Placements, and for recording cumulative student Unpaid Work Experience.

There are four approved generic WIL placement management processes, viz.

Student allocated by School (Manual or Automatic)
Student finds their own placement
Placement advertised
Student interviewed by school and placements matched after this

Placements has been implemented as a cloud solution and will integrate with other enterprise systems (via the data hub) for example, Aurion for staff details and SI-net for student details.

Standardised processes associated with student placements.
Easily scale up to provide more work integrated learning placements.
Optimise student placement readiness and mitigate risks associated with the placement administrative process by ensuring all prior and post placement administrative and /or legislative requirements are captured.
Quick access to student localities at any time.
Standard and configurable reporting of data within the placement system.
Improved industry and placement provider relationships through coordinated and transparent contact from each faculty/school/discipline.

New Access Requests Processes for InPlace
Effective 4 August 2025, School Faculty Super Users (SFSUs) have permission to grant Placement Officer role access (and other Standard roles) directly in InPlace to staff in their teams. SFSUs are required to participate in periodic audits of user accounts to ensure access is revoked when staff leave their positions.

Elevated approval is still required for RESTRICTED Roles from the System Owner, Dr Dino Willox, Director, Student Employability, Student Enrichment and Success (SES) - inplace@uq.edu.au .

Access to InPlace uses a combination of Roles and Disciplines to give staff users appropriate access to the system and the relevant functions and records.

Roles define the system modules and functions available to the user. The process to grant Roles depends on the Role type (Standard or Restricted).

Disciplines are used to define Program and Course ownership, often requiring similar functional configuration and user access, and can refer to Faculties, Schools or Disciplines at UQ. InPlace Disciplines set the scope of user access to records relevant to their area of placement management/coordination, and are applied by the team's School/Faculty Super User.

Placements Online Training Course

This online course redirects to Workday. Users can develop a broad understanding of UQ’s Work Integrated Learning software tool InPlace (Placements)

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UQ Staff

All profiles for staff with an active employment contract at UQ are enabled in InPlace, but have no initial access to view content in the system. To manage and coordinate placements you must first request a Role.

Prerequisites before applying for access:

Determine what Role is required for your position (discuss with your School/Faculty Superuser or line manager)
Consult the InPlace Role & Permissions Matrix to confirm the correct method of approval.

InPlace Role & Permissions Matrix

Standard Roles

Staff requiring access at a Standard Role level can request access from their School/Faculty Super User (SFSU). The SFSU may grant direct access to their team's staff users without higher approval for roles such as:

Placement Officer
UQ Academic Supervisor
School/Faculty Reporting
Placement Document Approver

Restricted Roles

If you are requesting a Restricted Role, download and complete the Restricted Role Request form:

InPlace Restricted Role Request

Adobe Acrobat/Reader and a Digital ID are required to successfully submit this form for approval.
Note: Apple Preview does not support the Adobe form functions of this request form.

Staff members must download the InPlace Access Request Form and follow its instructions to forward it for 2 levels of approval:

School/Faculty Super User (or Head of School / Faculty Manager if no SFSU is available for the team)
System Owner / Placement Management Group Chair

After the 2nd approval the form is forwarded to ITS to enable the role.

Please note once ITS receive approved access requests, configuration takes approximately 1-2 days to process through to InPlace.

Affiliate Staff

UQ Affiliate Staff (also known as Conjoint staff) are joint internal/external staff with UQ accounts but no 'paid' position as part of their employment contract with UQ.

Some placement management teams make requests for access to these staff allowing them to assist with coordination of placements for the team.

Profiles for these staff are NOT imported to InPlace automatically.

Access requests for these types of staff are treated as Restricted Roles and require submission of the Restricted Role Request form.

After the form is submitted:

ITS will manually create the user account and profile using the information available to them.
ITS will notify the approving School/Faculty Super User that the account has been created and resolve the request.
The SFSU will search for the user account in InPlace and apply any Standard Roles applicable and the relevant Discipline(s) for the user.

SuperUsers: How to Enable Disciplines and Roles

School/Faculty Superusers enabling access for their placement staff must add Disciplines FIRST, then Roles SECOND.

Add Disciplines

Navigate to Manage > Staff
Search for staff member by given OR surname (not both) and click Detail
Select the Disciplines tab on top row. Click Detail next to the campus.
Tick to select appropriate Disciplines and click Save.

(Note: If the Requirement Groups managed by your team use campuses other than St Lucia, you will need to also add a new Campus and select the same set of Disciplines for that campus also.)

Add Allocation Groups

This step can only be done after Disciplines are applied, but can be performed either by the School/Faculty SuperUser or by the new staff member themselves.

In the Staff detail page click the Allocation Groups tab
Scroll to the bottom of the page and click Add Allocation Group to expand the selection box
For quickest selection of relevant groups:
1. Untick "Show current allocation groups"
  AND
2. Tick "Show all for Staff Discipline/Campus"
  
  This populates the selection box with Allocation Groups across all years, and applicable to all Disciplines selected on the staff member's profile.
Click to select specific groups, or Ctrl+Click to select multiple individual groups, or Click top and Shift+Click bottom to select a whole section of groups.
Click Save.
(Note: This adds the user to the Allocation Group's "Staff" tab which controls which staff can manage placements for the group; users can also be added through that method instead)

Add Role

Navigate to Admin > Users
Search for staff member by username and click Detail
Tick to select the role(s) appropriate for the staff member's duties in InPlace. These should match the role(s) selected in the Access Request form.
Click Save

InPlace

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