Employer Guide: Hosting a Student Intern. Careers Central

Transcription

1 Employer Guide: Hosting a Student Intern Careers Central

2 Criteria HOSTING AN INTERN REMOTELY OR VIRTUALLY To ensure that an internship especially one that is conducted remotely or virtually is educational, and thus eligible to be considered a legitimate internship by the Fair Work Australia definition. The internship description and communication from you should clearly state: Description of intern responsibilities wit Have exceptional communication skills Be able to provide the student with constructive feedback

3 Placement / Internship Timeline BEST PRACTICE Before First day/week During Following week Last week Onboarding Induction Meaningful Learning Constructive Feedback Wrapping Up Post Evaluation

4 Onboarding BEFORE THE PLACEMENT

5 Onboarding BEFORE THE PLACEMENT An effective placement begins before the student s first day. Here are some tips to ensure a smooth onboarding process, as well as the overall success of the placement for all involved. Appoint an experienced staff member to coordinate the placement and to act as the student s primary supervisor/mentor. Supervisory staff should: Be capable and trustworthy Have exceptional communication skills Be able to provide the student with constructive feedback Consult with relevant staff to create a list of meaningful activities that can be achieved and safely managed by students. These activities should: Offer insight into the industry and workplace Be varied, safe, interesting and somewhat challenging Include tasks and skills appropriate to the student s coursework requirements Provide time for career conversations on a weekly basis

6 Onboarding BEFORE THE PLACEMENT Set up a work station and grant the student access to any key systems they ll be required to use. Desk and chair Computer account Intranet Stationery Prepare your staff by ensuring they: Understand the purpose of the student s placement i.e. to learn Do not use the student in place of regular paid employees Receive a timetable of proposed student activities and arrangements for their supervision and induction Comply with agreed arrangements

7 Induction FIRST DAY/WEEK

8 Induction FIRST DAY/WEEK The student s first day on placement at your organisation is undoubtedly the most critical. Students (like any new starter) can easily feel overwhelmed. An induction can help them feel more comfortable and understand their placement and your business more quickly. It also allows you to set some clear expectations and guidelines. The student s induction should include: A welcome and introduction to the team A brief overview of your business and industry An outline of the planned activities and supervision arrangements Clear expectations of behaviour, attitude and dress Clarification of working hours, breaks and other workplace routines A tour of your facilities e.g. work area, toilets, exits, food outlets etc. An explanation of your WH&S policy and procedures A brief outline of policies on bullying, harassment and discrimination Codes and passwords to access printers, doors and computer access

9 Meaningful Learning DURING THE PLACEMENT

10 Meaningful Learning DURING THE PLACEMENT Engage your student in a variety of activities to maximise their learning and engagement. Activities for your student could include: Discipline related activities (completing a BAS statement, social media analytics) Conducting research (competitors, market analysis, best practice) Small projects (drafting a marketing plan, reviewing a process) Shadowing and observing (sitting in on consultations or client meetings) Creating a small content piece (newsletter, blog) Presentations and reports Site visits Involve your student in day to day activities: Attend staff meetings Keep minutes at meetings and write agendas

11 Learning & Development DURING THE PLACEMENT Encourage open communication: Ensure your student can easily ask for help Establish the best communication channels Assign multiple staff to be available for support e.g. supervisor, mentor and buddy Provide opportunities for networking: Rotation across the organisation Staff meetings Professional Development events Introductions to stakeholders and clients Social functions e.g. morning or afternoon tea

12 Constructive Feedback DURING THE PLACEMENT

13 Constructive Feedback DURING THE PLACEMENT Provide students with a means of measuring their progress and opportunities to improve. Collaborate with the student to establish goals aligned with their discipline Set smaller milestones so goals are achievable Schedule regular meetings to provide feedback and check progress Encourage the student to reflect on their experience: Ask reflective questions (How did you feel about this activity? What would you do differently next time?) Have regular discussions about the development of technical and soft skills Students can keep a journal or e-portfolio to keep track of their progress

14 Constructive Feedback DURING THE PLACEMENT Tips for giving effective feedback: Acknowledge contributions, areas of strength and offer praise to students Offer constructive, honest feedback focused on behaviours and actions Be comfortable discussing errors and areas for improvement Consider timing and location of feedback Schedule regular one on one meetings Check for understanding of feedback (ask the student a question or observe their future behaviour) Areas for feedback could include: workplace etiquette, professionalism, soft skills and technical skills

15 Wrapping Up CONCLUDING THE PLACEMENT

16 Wrapping Up CONCLUDING THE PLACEMENT To effectively wrap up the placement with your student intern, there are a few steps you will need to take: Confirm the student is aware of their final date Set up a final meeting with the student on their last day your staff so they are aware the placement is concluding In your final meeting with your intern you should consider: Providing general feedback about the placement and the student s performance Whether you wish to be a referee for your student Offering to connect on social media such as LinkedIn

17 Post Evaluation AFTER THE PLACEMENT

18 Post Evaluation AFTER THE PLACEMENT As a valued host organisation for student placements, it would be appreciated if you could please complete this short evaluation form to measure the success of the program, and to provide feedback on any areas that you think need improvement. Internship Employer Evaluation Form

19 Appendix USEFUL RESOURCES

20 Onboarding Checklist BEFORE THE PLACEMENT Action Clarify the commencement date with UOW s Industry Development Manager. Responsibility (e.g. Supervisor, Admin Assistant) Comments Allocate an appropriate buddy provide the buddy with advice on their role. Prepare a student induction checklist template on next page. Tick when completed Tick when completed Arrange schedule of meetings and training sessions with management and key staff for student s first week. Tick when completed Tick when completed Collate an arrival kit containing: - Induction & orientation checklist - Schedule of meetings and training sessions - Policies and procedures Tick when completed Prepare workstation and install software: - Computer - Phone - Chair - Stationery Tick when completed all staff advising them of the student s name, start/finish dates and placement days. Other Tick when completed Tick when completed

21 Induction Checklist FIRST DAY/WEEK Student s name: Start date: First day to be completed with student Greeted by supervisor and buddy Tour of premises and any access keys/fobs provided / Instruction on entry and exit procedures Use of equipment (photocopier/scanner, etc.) Location of policies and procedures and explanation of organisational structure Workplace Health and Safety (WH&S) Induction (including location of first aid box) Student has received an Arrival Kit that includes: Code of Conduct Org chart List of key contacts Relevant policies e.g. WH&S and fairness & equity etc. First few days: Learning Agreement established either provided by the educational institution or organisation Legal obligations discussed (WH&S, discrimination, sexual harassment, privacy, code of conduct) Meeting with key personnel to discuss current projects/programs Introduced to wider team e.g. at morning tea Clarify expectations of behaviour, attitude and dress Work plan developed in collaboration with supervisor Regular meetings with supervisor established This is to certify that the above items have taken place or discussed with supervisor. Student s name: Signature: Date: Supervisor name: Signature: Date:

22 Meetings & Training Sessions Schedule FIRST DAY/WEEK Date Time Purpose Meeting with (e.g. Supervisor, Admin Assistant) Comments Warm welcome Buddy Tick when completed Business overview General Manager Intranet / systems training IT Officer Tick when completed Tick when completed Marketing overview Marketing Manager Tick when completed Human Resource overview HR Manager Tick when completed Tick when completed Tick when completed

23 Weekly Planner DURING THE PLACEMENT For the week commencing: Date Monday Tuesday Wednesday Thursday Friday 9:00 10:00 11:00 12:00 1:00 2:00 3:00 4:00 5:00 Notes

24 Effective Coaching DURING THE PLACEMENT 6 steps for effective coaching: 1. Tell them about it 2. Show them how it s done 3. Watch them do it 4. Praise what they do well 5. Correct any shortcomings 6. Repeat for practice

25 Buddy DURING THE PLACEMENT Using a buddy system is a great way to ensure your intern has a rewarding learning experience and has access to continuous support. A buddy provides informal guidance to the student on the culture and social norms of the organisation. Who s best placed to be a buddy? A buddy is usually an experienced employee on the same or similar grade as the new starter, preferably in a similar type of role though in the case of small departments or organisations, this may not necessarily be the case. A buddy should: Show the student around the building Explain how to gain entry/exit the building Point out main staff facilities e.g. kitchen, bathroom, chill out zone etc. Accompany the student to lunch Introduce the student to people they may not come in contact with as part of their placement, but who they are likely to meet around the office NB: A buddy should not tackle issues relating to the student s appointment or formal arrangements within the area e.g. performance expectations and standards or training. The buddy should be made aware that they should refer any serious welfare issues relating to the student s role to the supervisor in the first instance.

26 CONTACT If at any point during the placement you experience challenges or require assistance, please contact UOW Careers Central Staff. T: (02) E: