Information on Interns and work experience students in PR and Communication Consultancies July 2015 Edition I have been accommodating interns for around 15 years it has not only been positive for the intern but also rewarding for me and my team. We expect new graduates to have a good understanding of our profession, so they must have completed several placements before we would even consider interviewing them for a role. As professionals, it is our responsibility to teach the next generation & pay them when it is beyond their study requirements. I am a great believer in student work experience and internship programs mentoring young people is one of our most important components of good governance and corporate responsibility.
Contents: 1. PRIA RCG members view internship programs as essential 2. Definition of internship and work experience 3. Features of a good internship placement program 4. Responsibilities and good practice for a hosting organisation 5. Responsibilities and good practice for an intern student 6. Three stages of an internship 7. Workplace policies and agreements for interns 8. Insurance 9. Remuneration 10. Duration of an internship 11. Contact with academic institutions 12. Advice and information access 13. Finding potential intern candidates 14. Contact details for PRIA Registered Consultancy Group (RCG) and PRIA RCG Employment Hotline Support 15. List of universities offering accredited PR and communication courses PRIA Internship Guidelines for RCGs June 2015 Page 2
Internship programs are essential Across Australia, members of the PRIA RCG provide crucial intern places. Many chief executives of PR consultancies started their career with an internship. In a recent study of RCG leaders, over 95% provided internship places as a way of giving back to the profession. PRIA RCGs have strong and enduring links with many tertiary institutions. They have fostered thousands of new practitioners through internship and work experience programs. PRIA recommends strong practical, internship and work experience components within PR and Communication degrees. While official internship units are usually undertaken in the final year of study, early opportunities for work experience in the first and second year of a degree are also encouraged. Under the Fair Work Australia (FWA) legal requirements, all interns must be undertaking a formal academic project in their university. If they are working within an organisation and are not undertaking a formal academic course, the student must be paid appropriately by their commercial business hosts. RCG representatives worked with the PRIA National Education and Advisory Committee (NEAC) to develop this guide on internship structures and management. This document seeks to clarify best practice so that you can continue to provide internship places with the least burden and the highest effectiveness. It also indicates some of the requirements of the Fair Work Act but is not legal advice. Please ensure you have discussed your obligations with your business lawyer as to how the Fair Work Act will apply to your circumstances and student employment or internship program. PRIA RCGs also have free access to a Workplace Advice Line. The hotline gives a member of the RCG direct phone access to experienced workplace specialists who can answer questions on a range of issues, including internships. Although formal internships are not a trial of prospective employees, 75% of consultancies said that interns often shone as potential full-time candidates and became permanent employees. PRIA Internship Guidelines for RCGs June 2015 Page 3
Definition of internship and work experience The definition of an internship varies across the profession, across the country and across the globe. It is important to know what an internship is, compared to work experience. This is extremely important for two reasons: 1. An intern has different requirements for supervision and reporting back to the teaching institution. 2. There are also legal definitions and responsibilities for interns which are outlined in the Fair Work Australia Act. Internship An internship is professionally monitored workplace activity and learning for students enrolled in a specific internship or placement subject. The student will most likely be asked by their academic institution to reflect actively on the learning experience and provide written reports to their academic internship coordinator. Internships are intended to be a professional learning experience, allowing students the opportunity to apply the knowledge and understandings they are gaining during their academic study and to help the students develop as professionals in the field. Internships will normally be undertaken in the later stages of a course of study when students are expected to have a more mature outlook and clearer career goals. At this stage their theoretical knowledge should be at a level where it can be applied more effectively in a practical sense. While it is useful for an intern to undertake some more general administrative tasks it is essential that there are learning opportunities beyond general office work. Work Experience Short-term work tasters, work shadowing or short periods of workplace observation are not internships. If a student does not perform significant work for the organisation but simply observes a profession to learn about the practical aspects of a possible career, this is work experience. Work experience is a valuable part of learning about the profession, and provides context for initial learning programs. It is mainly observing work practices, and not participating in the life and work of the communication team. Junior office work is not an internship. It is work, and it is common to find consultancy juniors who are working on a paid, casual basis within consultancies. PRIA Internship Guidelines for RCGs June 2015 Page 4
Features of good internship places The best internships are those that are creative and challenging to the intern and where the intern feels that they have become a valued member of the organisation. Generally internships should include: Involvement in real work, whether on one project or several tasks, designated by the host organisation in liaison with the student and academic supervisor; Clear goals associated with the internship placement, which are appropriate to the skills and attributes of the intern and the timeframe involved; Effective supervision and support of the student, including provision of appropriate advice on matters such as occupational health and safety. At all times an ethical and fair working environment is expected; A commitment on the part of the host organisation to mentoring, including career advice and constructive feedback; Concluding the internship properly, which may involve the intern presenting his or her work at an agreed forum and/or conducting an exit interview. Activities undertaken by the intern can include: Researching for clients & new business proposals Helping to run events Participating in brainstorms Assisting team members implement campaigns Learning about Australian media, social media influencers Experiencing different PR activities such as social media or employee comms Drafting written pieces including media releases, fact sheets and blogs Routine office procedures used daily in a communication team such as answering phones, preparing for meetings, taking notes, formatting documents PRIA Internship Guidelines for RCGs June 2015 Page 5
Responsibilities and good practice for hosts 1. Ensure that the intern receives meaningful, professional development opportunities involving a range of relevant tasks and activities 2. Meet on the first day of the internship, to formally set out the activities to be undertaken and identify clearly associated deliverables and learning goals 3. Provide adequate induction and orientation training 4. Appoint a suitably qualified member to act as supervisor and mentor, who will maintain regular contact with the intern during the placement and provide thoughtful, focussed discussion 5. Liaise with the intern s academic supervisor as required 6. Complete some form of Host Evaluation documentation that provides formal feedback on the intern s performance and accomplishment. Responsibilities and good practice for interns 1. Manage the entire process from pre-placement planning and preparation, through to assignment work and the internship evaluation 2. Research and approach potential host organisations to secure a placement 3. Unless otherwise stated or agreed, the student is responsible for all costs associated with: travel to and from the organisation, passports and visas, accommodation and living expenses, travel insurance, vaccinations, health insurance, clothing and personal expenses and other incidental expenses incurred during the course of the internship 4. Dress and behave in an appropriate and culturally sensitive manner 5. Attend the placement on the agreed time basis and advise the host supervisor at the earliest opportunity if unable to attend on any given day(s) 6. Immediately reporting any accident or injury to the host organisation supervisor and to their academic supervisor 7. Abide by the host organisation s company policies and procedures and respect the confidentiality of information they are privy to during their internship PRIA Internship Guidelines for RCGs June 2015 Page 6
Three Stages of Internship: 1. Placement Orientation at the beginning Interns should be treated with exactly the same degree of professionalism and duty of care as regular employees. They should: Receive appropriate Day One Induction Be introduced to relevant staff and team members Be provided with details of relevant codes, rules, procedures and practices They should sign appropriate agreements to abide by consultancy policies Be informed about where to access support if they are concerned about work or with how they are being treated at work 2. Supervision and Mentoring throughout the internship period Supervision is both a management and educational responsibility. It is a crucially important component of the internship experience. Host organisations need to ensure that there is a dedicated person (or people) to act as a supervisor and mentor who will provide ongoing support, along with feedback on the intern s performance, competencies, professional behaviour, and interpersonal skills. Any significant performance-related or supervisory issues which emerge during an internship should be discussed with the intern, and if need be, the intern s academic supervisor. If an intern has concerns about their placement (e.g. issues of appropriate work tasks or support) these should be discussed with the host organisation, and if need be, the academic supervisor. 3. Evaluation and Feedback at the end The manner of concluding an internship is as important as good preparation is at the outset. Adhering to a few basic steps can cement the sense of accomplishment for all concerned and confirm the intern s deeper learning outcomes. For the host organisation there may be an opportunity for the intern to present results to colleagues. It is important that there is a formal performance review to evaluate and provide feedback on the intern s time with the organisation (this should be face-to-face and supplemented by the host organisation evaluation which is returned to the University). An organisation should also consider providing the intern with a certificate or letter detailing, for instance the work they have undertaken, along with the skills and experience acquired. PRIA Internship Guidelines for RCGs June 2015 Page 7
Workplace policies and agreements for interns Interns can be bound by the rules, regulations, protocols, procedures and by-laws of the host organisation. The policies should be provided in writing and discussed, as you would with a normal employee. These policies will include: Non-disclosure agreement Copyright and intellectual property agreement Email and internet usage policy and agreement with your consultancy Occupational health and safety policy of your consultancy Undertaking work placement in a consultancy will expose the intern to a wide range of confidential information as well as the host organisation s intellectual property. It is highly recommended that interns sign a non-disclosure agreement or internal confidentiality agreement prior to the start of the placement. It is also recommended that this is discussed in person with the intern to ensure they understand what is covered by the document, the consequences for breaking the agreement. As advised to them, interns are required to maintain the confidentiality of information concerning the business affairs of the host organisation or the host organisation s clients. At times this may place limits on the information that can be passed on to the academic supervisor, for instance in the intern s report on work undertaken. In the normal course of events it is expected that such situations are discussed between the host supervisor and the academic supervisor. Insurance In terms of insurance cover, exclusion from the provisions of the Fair Ombudsman (see above) does not limit obligations that may arise under other legislation, including workers compensation laws, OH&S, discrimination and other laws. Educational institutes should provide complete insurance cover for all interns while they are on placement. It will maintain public liability insurance, professional indemnity insurance and personal accident insurance for the student in relation to the internship if the internship is completed within a recognised course of study. PRIA Internship Guidelines for RCGs June 2015 Page 8
Remuneration The Fair Work Ombudsman recognises formal work experience arrangements or vocational placements which are undertaken as part of an approved Australian based education or training course. A formal intern must be enrolled in an appropriate subject. Where vocational placements, or internships, are undertaken for academic credit towards an approved course of study the person concerned is not covered by the Fair Work Act and is therefore not entitled to the minimum wage or other entitlements provided in the National employment standards and modern awards. (see http://www.fairwork.gov.au/pay/student-placement-and-unpaidwork/pages/student-placements-work-experience-and-internships.aspx ). Not for profits (NFP) do not require the same FWA regulations for remuneration of interns or work experience participants. It could be argued that a consultancy engaged in pro-bono activity may fall into the NFP category but this would need to be clarified with Fair Work Ombudsman. In terms of remuneration, the host organisation is not obliged to pay the student while undertaking an official internship, although interns may be reimbursed for necessary work-related expenses, such as travel costs incurred to attend external meetings or events. If the internship is not part of an approved Australian based education or training course the intern may be considered an employee and may therefore need to be paid under the Fair Work Act. You must first determine if the intern is considered an employee under the act. Visit http://www.fairwork.gov.au/pay/student-placementand-unpaid-work/pages/student-placements-work-experience-and-internships.aspx to view the guidelines. If the intern is defined as an employee by FWA, the national minimum wage applies. From the first pay period that starts on or after 1 July 2015, adult employees aged 21 years or over, who aren t covered by an award or an agreement must receive the national minimum wage which is $656.90 per week or $17.29 per hour. The casual loading is 25% per hour so the adult minimum wage will be $21.61 per hour for casuals from 1 July 2015. The July 2015 national minimum wage is $656.90 per week, calculated on the basis of a week of 38 ordinary hours, or $17.29 per hour. Loading is still 25%. PRIA Internship Guidelines for RCGs June 2015 Page 9
Effective 1 July 2015 Age % of rate of pay Base Casual Under 16 years of age 36.8% $6.36 $7.95 At 16 years of age 47.3% $8.18 $10.22 At 17 years of age 57.8% $9.99 $12.49 At 18 years of age 68.3% $11.81 $14.76 At 19 years of age 82.5% $14.26 $17.83 At 20 years of age 97.7% $16.89 $21.12 At 21 years of age 100.0% $17.29 $21.61 https://www.fwc.gov.au/awards-and-agreements/minimum-wages-conditions/annual-wagereviews/annual-wage-review-2014-15-15 When a PR intern is an employee of the company they will be covered for the purposes: Work health and safety legislation and related obligations of the Company (although this is likely to also apply to volunteer and work experience students as well, depending on the State jurisdiction); Workers compensation; Superannuation; Tax legislation; and Any other federal, State or Territory law or entitlement which applies to employees. PRIA Internship Guidelines for RCGs June 2015 Page 10
Duration of an Internship Each academic institution sets out a number of hours that is required for an internship. This number of hours may be divided among different workplaces. Some institutions set a minimum number of hours, and additional work placements can be undertaken. However, these must be managed, reported and evaluated by the academic institution according to their policies. Finding Potential Intern Candidates The PRIA runs a free site for potential interns. So if your consultancy has an intern position coming up, put the details on the website. http://www.pria.com.au/jobs/access-our-job-board-pr-central The universities also have internship coordinators who can be contacted directly. Many consultancies establish a relationship with their local institution and even provide guest lectures. Universities and colleges often have intranet job boards or online special interest groups that can promote your internship position. Contact with the Academic institution We recommend that you liaise directly with the academic coordinator to ensure your intern student meets the criteria for their academic program (for instance, that they have enrolled in the appropriate course!). Advice and Information RCG PRIA Workplace Advice Hotline: Members of the PRIA RCG are urged to use the free access across Australia to a Workplace Advice Line on issues such as internship agreements and conditions. This hotline provides guidance from specialist advisers who can answer questions on employment conditions, leave entitlements, termination of employment, internships, superannuation or any other workplace compliance and management matters. Just call the PRIA office on 02 9331 3346 and the Membership Services Manager will give you the phone number to call and your personal code to use to ensure you do not need to pay for the advice. PRIA National RCG Committee: Adam Benson, Chair Adam_Benson@recognition.com.au Links to FWA website: http://www.fairwork.gov.au/pay/unpaid-work/work-experience-and-internships PRIA Internship Guidelines for RCGs June 2015 Page 11
List of universities offering accredited PR and Communication Courses ACT University of Canberra NSW Charles Sturt University University of Technology Sydney University of Western Sydney University of Newcastle Queensland Bond University Queensland University of Technology University of Southern Queensland University of the Sunshine Coast South Australia University of South Australia Victoria Deakin University Monash University RMIT University Swinburne University Victoria University Western Australia Curtin University Edith Cowan University Murdoch University PRIA Internship Guidelines for RCGs June 2015 Page 12