Policy Internship Framework

Transcription

1 Plicy Internship Framewrk Navitas Prfessinal - Careers & Internships ABN Dcument Dcument I.D. CI P Internship Framewrk Plicy Respnsibility Natinal Business Manager, C&I Initial Issue Date 27 Octber 2015 Versin Cntrl Issue Date: Summary f Changes Review Date 27 Octber 2015 Initial Dcument, v Octber May 2016 Update psitin titles, v Octber August 2017 Include clause n internship duratin and remte internship prcesses, change plicy respnsibility, remve EEP v Octber 2017 CI P Internship Framewrk v2.0 Page 1 f 10 Disclaimer: Printed cpies f this dcument are regarded as uncntrlled Please check the Navitas PEP Plicy Repsitry at t ensure this is the latest versin Navitas Prfessinal - Careers & Internships ABN

2 1 Purpse and Scpe The purpse f this plicy is t prvide a fair, equitable framewrk and prcedure fr Internships prgrams. This plicy and prcedure applies t all participants enrlled in a Navitas Prfessinal Careers and Internships prgram. 2 Plicy 2.1 Prvisin f infrmatin Participants are prvided infrmatin n the Internship phase f their curse during the participant inductin prcess and in the Participant Handbk. 2.2 Internships Arranged by Navitas Careers and Internships All Internships arranged by Navitas Careers & Internships (C&I) will: Include an agreed Training Plan where the specific training utcmes are determined and mnitred. Be supervised by a Hst Cmpany mentr wh is able t assist the intern t achieve all elements f the Training Plan. Be a supernumerary in the rle i.e. nt taking a rle that wuld be nrmally expected t be filled by a paid emplyee (e.g. nt having an intern t d the cmpany IT when there is n IT persn emplyed). Have n frmal emplyer-emplyee relatinship established, including Wrkers Cmpensatin cver. Nte C&I prvides grup persnal accident insurance cver. Nt extend beynd the agreed perid as stipulated in the Prvider Agreements. See Appendix A. Be at a Hst Cmpany with the capacity t prvide the requirements f an internship. Directly relate t the participant s qualificatins and include a minimum f 70% f graduate entry wrk r higher. Interns shuld nt be regarded as the junir emplyee and required t d tasks such as cffee making, phtcpying, lunch area cleaning etc. Interns will als wrk a nrmal rster such as ther staff wuld be assigned. Be with hst cmpanies wh are highly supprtive f the intern rle, an rganisatin that has a revlving dr f interns will be mnitred clsely t ensure the intern rle is nt being used as a de fact emplyment rle whereby a permanent paid rle shuld be in place. Ensure that if an internship is paid, the rate must be at the minimum award rate r abve. Hst Cmpanies can prvide supprt during an unpaid internship which might include specific things such as an accmmdatin allwance, meal allwance, travel allwance r similar. These are nt regarded as payment, but als need t be in-line with expected expense reimbursement. Be at a Hst Cmpany that cnducts business frm a dedicated business premise/wrking envirnment Remte lcatin Internships C&I will fllw the prcesses as utlined in Appendix C. CI P Internship Framewrk v2.0 Page 2 f 10 Disclaimer: Printed cpies f this dcument are regarded as uncntrlled Please check the Navitas PEP Plicy Repsitry at t ensure this is the latest versin Navitas Prfessinal - Careers & Internships ABN

3 2.3 Career and Internships Cre Prgrams Prfessinal Year Prgram The Prfessinal Year Prgram (PYP) is a DIBP gazetted prgram, intrduced t mitigate sme f the key skills shrtages in Australia. The prgram is a 44-week curse designed t bridge the gap between university and a career fr Accunting, IT and Engineering graduates. The prgram runs fr 44 weeks and is split int 32 weeks f theretical knwledge (part time study) fllwed by a 12 week unpaid internship. Upn successful cmpletin f the prgram, graduates may be eligible fr migratin pints Career Experience Prgram The Career Experience Prgram (CEP) is a curse specifically designed t launch student s careers thrugh develping wrk readiness skills, in a lcal envirnment, as well as prviding imprtant training in supprt f this. The prgram cmprises 6 weeks f face-tface part time theretical study fllwed by an internship. Internships may be undertaken part-time r full-time. The minimum internship duratin is three days per week ver eight weeks up t the full-time duratin f five days per week ver 12 weeks Navitas Prfessinal Internship Prgram The Navitas Prfessinal Internship prgram (NPIP) prvides students and graduates with internship placements that lead t prfessinal and persnal grwth fr better career prspects. The prgram cmprises 3 units f nline theretical study fllwed by an internship. Internships may be undertaken part-time r full-time. The minimum internship duratin is three days per week ver eight weeks up t the full-time duratin f five days per week ver 12 weeks Study t Wrk including University Graduate Prgrams. This is a suite f career readiness activities designed fr institutins wh are seeking t prvide students with bth wrk-readiness preparatin and access t industry placements pprtunities. Study t Wrk is a fully custmisable prgram, wrking with tertiary institutins t develp tailred packages that meet the needs f students, educatin prviders and future emplyers. CI P Internship Framewrk v2.0 Page 3 f 10 Disclaimer: Printed cpies f this dcument are regarded as uncntrlled Please check the Navitas PEP Plicy Repsitry at t ensure this is the latest versin Navitas Prfessinal - Careers & Internships ABN

4 3 Prcedures 3.1 Internship Placement Pre-enrlment IPCs will cnduct pre-enrlment interviews with the BDCs t assist in determining eligibility fr the applicant s selected prgram and t identify any challenges fr placement. Where the IPC identifies challenges fr placement which may be remedied, the IPC will liaise with the trainer and State Operatin Manager t determine remedial strategies. Where the IPC determines the applicant is unsuitable fr placement, the IPC may recmmend t the State Operatin Manager that the applicant nt be accepted int the prgram. The State Operatin Manager will make the final determinatin fr acceptance int a prgram. During the applicatin prcess r during class all participants will be required t put their resume int the required CV frmat Student Preliminary Interviews IPCs will cnduct a preliminary face-t-face interview with participants. Allwing the IPC team t assess participant s cmmunicatin and interview skills, t g ver resumes and suggest imprvements. This shuld happen apprximately 4-6 weeks prir t cmpletin f the cursewrk cmpnent befre internships are due t cmmence. Each participant will be allcated an Internship Placement C-rdinatr, wh will: Advise participants t treat the preliminary interview like a frmal interview, including being dressed apprpriately, be n time etc. Prvide participants with feedback n areas fr imprvement. Obtain a reprt frm the Prgram Trainer n the participant s curse perfrmance Liaise with the Prgram Trainer and the State Operatins Manager n the apprpriate actin taken t address issues identified at enrlment that require remedial actin. Will cnsult with the participants t achieve a suitable internship placement; participants will nt have the ptin f chsing the Hst Cmpany. A participant wh rejects an internship pprtunity shuld prvide reasns, in writing, as t why they d nt wish t prceed with the prpsed internship. Participants wh prvide reasnable grunds shuld be given ther interview pprtunities. Disputes arund such issues shuld be managed by the IPC Team Leader r State Operatins Manager as apprpriate. Participants wh repeatedly refuse internship interviews r apprpriate placement pprtunities will be required t surce their wn placement Shrt Listing Prspective Hst Cmpanies will be sent a shrtlist f suitable internship candidates resumes by the IPC t enable them t identify whm they wish t interview. CI P Internship Framewrk v2.0 Page 4 f 10 Disclaimer: Printed cpies f this dcument are regarded as uncntrlled Please check the Navitas PEP Plicy Repsitry at t ensure this is the latest versin Navitas Prfessinal - Careers & Internships ABN

5 3.1.4 Interview with Hst Cmpanies: Hst cmpanies must interview participants befre accepting them as an intern. Participants will be advised t treat the Hst Cmpany Internship interview like any frmal jb interview. Participants shuld ensure that they dress apprpriately and arrive n time. Where a participant is unsuccessful, they must be given feedback n their interview, given caching, if required, and shrtlisted t further cmpanies. Interviews, bth successful and unsuccessful are t be lgged in the student management/internship placement sftware SONIA 3.2 Internship Dcumentatin Navitas The dcuments required fr internship cmpliance, must be received and saved int files electrnically and upladed t SONIA. Failure t btain the fllwing fur dcuments is a breach f the requirements f the vcatinal training prgram: Jb Descriptins It is a Navitas rganisatinal requirement that a detailed jb descriptin (can als be a Psitin Descriptin r Vcatinal Placement Descriptin) shuld be btained frm the Hst Cmpany fr each intern. This shuld include: the name f the hst rganisatin, the hst rganisatin lg, a detailed utline f the training and activities t be cnducted during the curse f the internship. Bullet pints in an d nt cnstitute an apprpriate JD/PD/VPD. A Jb Descriptin shuld nt be generic r recycled. A new ne shuld be created fr each intern the Hst Cmpany accepts, r at the minimum, updated regularly Internship Agreement Once a participant has been accepted by a Hst Cmpany an Internship Agreement must be signed by all three parties (Navitas, Hst Cmpany and participant). A signed cpy shuld be given t bth the Hst Cmpany and the intern, and a cpy must be added t the participant s electrnic file n SONIA. The agreement must be signed befre an intern enters the Hst Cmpany s premises fr the first day f their internship t ensure all parties are insured. There are n exceptins t this rule Mid Review The Mid-Review is cnducted by the IPC at apprximately week six f the internship placement. This review is ideally dne nsite. Separate interviews will be cnducted with the intern and the Hst Cmpany separately t mnitr and capture genuine feedback relating t the intern s prgress against the training plan. An IPC must visit each intern at their hst rganisatin at least nce during the curse f their internship. Internships in remte areas are the nly exceptin t the abve rule. Fr remte (e.g. mining r cnstructin prjects) a vide telecnference interview shuld be cnducted with bth the Supervisr and Intern. If vide telecnference is unavailable, a telephne interview will suffice. Mid Review Reprts shuld be detailed and include cmments frm bth the Supervisr and the Intern in the respective sectins f the reprt. All Internship reprts shuld be signed by the Supervisr and the Intern s that their authenticity can be established. CI P Internship Framewrk v2.0 Page 5 f 10 Disclaimer: Printed cpies f this dcument are regarded as uncntrlled Please check the Navitas PEP Plicy Repsitry at t ensure this is the latest versin Navitas Prfessinal - Careers & Internships ABN

6 3.2.4 Training Plan A cpy f the plan shuld be prvided t the Hst Cmpany at the cmmencement f the internship. This will ensure the Supervisr is aware f what behaviurs t assess ver the curse f the internship. Training Plans must als be signed by the Intern and the Hst Cmpany Supervisr. The Supervisrs are welcme t make supplementary cmments and r reprts 3.3 Internship Dcumentatin Participants Depending n the participant s prfessinal assciatin, i.e., the ACS, EEA and the Skilled Migratin Internship Prgram (SMIPA), there will be assessments and/r hmewrk t cmplete during the internship perid that relate nly t the prfessinal year and internship and d nt frm a part f the assessments fr the BSB40215 Certificate IV in Business as fllws: Australian Cmputer Sciety Participants will be required t cmplete the Prfessinal Envirnment (PE) nline assessments and hmewrk as a part f their curse requirements. Details regarding the PE Assessment including the lgin and the passwrd will be sent t participants via by ACS. Failure t keep up-t-date with the Prfessinal Envirnment wrk n a weekly basis may result in the participant being withdrawn frm this cmpnent by the ACS. In this case the ACS may elect t remve the participant frm the prgram, r stipulate that they repeat the Prfessinal Envirnment cmpnent, frm the beginning, at an extra charge f $900 plus GST Engineering Educatin Australia As a mandatry EEA requirement Engineering participants are t submit a Wrkplace Reprt and an Events Register t EEA directly. The Events Register is a recrd f events attended by the participant whilst they are enrlled in the Prfessinal Year. The IPC is nt required t cllect this EEA reprt. 3.4 Participant Cnduct during Internship Participants will be treated the same as an emplyee within their Hst Cmpany, s will be required t act accrdingly. Participants are expected t behave prfessinally thrughut their placement. Prfessinal behaviur includes: speaking in English at an apprpriate level in the wrkplace; ensuring that they are punctual and dress suitably fr the Hst Cmpany envirnment; adhering t all Hst Cmpany plicies such as IT, WHS and Cdes f Cnduct; and exhibiting behaviur as expected in the wrkplace i.e. treating clleagues and managers with respect, acting in a prfessinal manner at all times etc Any participant wh displays unacceptable r disruptive behaviur during their internship may be asked t leave the internship r surce their wn suitable internship The apprpriate external authrity will be infrmed where the alleged miscnduct under investigatin is cnsidered t warrant interventin r actin frm an external agency CI P Internship Framewrk v2.0 Page 6 f 10 Disclaimer: Printed cpies f this dcument are regarded as uncntrlled Please check the Navitas PEP Plicy Repsitry at t ensure this is the latest versin Navitas Prfessinal - Careers & Internships ABN

7 3.5 Remval frm internship Hst Cmpany Request Where a cmpany asks an intern t leave, the request must be in writing and needs t include as much evidence (dates and specific incidents) as pssible The IPC and State Operatins Managers will assess the situatin and advise the participant and Hst Cmpany n the recmmended curse f actin Where a participant s behaviur is deemed unacceptable and unprfessinal the participant will be ntified in writing that they will be remved frm the internship Where the incident is nt severe enugh t justify cmpletely remving the participant frm the internship the State Operatins Manager will decide whether r nt they will be placed with anther cmpany and undertake the entire prcess again The apprpriate external authrity will be infrmed where the alleged miscnduct under investigatin is cnsidered t warrant interventin r actin frm an external agency 3.6 Remval frm internship Participant Request If a participant requests remval frm an internship placement this will be managed n a case by case basis by the IPC. 4 Respnsibilities The Directr, C&I is accuntable fr the nging develpment, apprval, implementatin, awareness and effectiveness f this Plicy and the supprting prcesses and dcumentatin. The Natinal Business Manager, C&I and State Operatins Managers, C&I are respnsible fr ensuring that all team members are aware f this Plicy and their respnsibilities defined herein. C&I emplyees are respnsible fr being aware f, and cmplying with this Plicy. 5 Definitins Unless the cntrary intentin is expressed in this Plicy, the fllwing wrds (when used in this plicy) have the meaning set ut belw: DIBP Department f Immigratin and Brder Prtectin IPC Internship Placement C-Ordinatr (Navitas) SONIA Student management/internship placement sftware WHS - Wrk Health and Safety OHS Occupatinal Health and Safety State Legislatin, Victria 6 Review This dcument is reviewed every 2 years by the relevant manager t ensure alignment t apprpriate strategic directin and its cntinued relevance t Navitas Prfessinal Careers & Internships current and planned peratins. The next scheduled review f this dcument is listed in the Versin Cntrl sectin n Page 1. CI P Internship Framewrk v2.0 Page 7 f 10 Disclaimer: Printed cpies f this dcument are regarded as uncntrlled Please check the Navitas PEP Plicy Repsitry at t ensure this is the latest versin Navitas Prfessinal - Careers & Internships ABN

8 7 Recrds All recrds in relatin t this plicy will be managed as fllws Recrd type Respnsible Lcatin Retentin Participant File Internship Agreement State Administratin Office Participant File - WIP 7 years IPC Team SONIA 7 years Jb Descriptin IPC Team SONIA 7 years Mid Review Reprt IPC Team SONIA 7 years Training Plan Reprt 8 Related dcuments IPC Inductin Manual CI D Participant s Handbk IPC Team SONIA 7 years ACS Prfessinal Year Partners Operatins Manual 2016 (v2.0) ACS Internship Framewrk Sept 2013 Skilled Migratin Internship Prgram Accunting (SMIPA) Prvider Agreement Skilled Migratin Internship Prgram Accunting FAQs Engineering Educatin Australia (EEA) Prfessinal Year in Engineering Guidelines fr Delivery Partners CI P C&I Cmplaints and Appeals Plicy CI P Internship Framewrk v2.0 Page 8 f 10 Disclaimer: Printed cpies f this dcument are regarded as uncntrlled Please check the Navitas PEP Plicy Repsitry at t ensure this is the latest versin Navitas Prfessinal - Careers & Internships ABN

9 Appendix A Internship Duratin Prfessinal Year ACS The Prfessinal Internship is t be: EEA A minimum f 240 hurs f wrk experience A minimum f 10 weeks and a maximum f 16 weeks fr cmpletin A minimum f 15 hurs per week and a maximum f 37.5 hurs per week Recmmended duratin is 12 weeks (a minimum 20 hurs per week). The internship must ccur ver 12 weeks and be at least hurs per wrking week (a standard wrk week between hurs). SMIPA 12 Week accunting internship, minimum ttal duratin f 244 hurs. Appendix B Internship Duratin Other Prgrams CEP Internships may be undertaken part-time r full-time at a minimum f three days per week ver eight weeks up t five days per week ver 12 weeks. Navitas Prfessinal Internship Prgram (NPIP) Internships may be undertaken part-time r full-time at a minimum f three days per week ver eight weeks up t five days per week ver 12 weeks. Study t Wrk As negtiated. CI P Internship Framewrk v2.0 Page 9 f 10 Disclaimer: Printed cpies f this dcument are regarded as uncntrlled Please check the Navitas PEP Plicy Repsitry at t ensure this is the latest versin Navitas Prfessinal - Careers & Internships ABN

10 Appendix C Remte Lcatin Internship Prcess Step 1 IPC will cnduct an initial face t face meeting with a representative f the hst cmpany, the meeting will take place at the Hst Cmpany Head Office, during the meeting the fllwing will be established: Number f emplyees Hurs f internship: Nt t exceed hurs per week / Shift pattern t be established Cpy f Hst Cmpany Wrk Place Health and Safety Plicy/Prcedures Vcatinal Psitin Descriptin per internship pprtunity Certificatin required by the intern e.g. site safety certificates Equipment required such as hard hats, safety ftwear etc Details f accmmdatin, travel, meal allwance (if applicable) and that will be prvided by the hst cmpany Due t the nature f remte lcatins, cnditins etc it may be difficult fr the intern t adjust and s with this in mind please ensure that yu cnfirm with the hst cmpany that if fr whatever reasn the internship is terminated either by the hst r the participant, will hst will cver the cst f the return transprtatin. IPC t ensure that all infrmatin regarding type f transprtatin prvided by the hst, time f travel t the lcatin including the daily time f cmmute, is established and cmmunicated t the participant prir t being intrduced t the hst. Details f Supervisr/Mentr allcated t the intern and wh is respnsible fr reprting n the participants prgress during the perid f internship IPC will run thrugh all dcumentatin and the prcess f managing the interns prgress during the perid f internship Mid Term Review = (Week 6) The mid-term review will take place via Skype r Zm, this will include the Internship Placement Crdinatr, Supervisr/Mentr and Intern. Upn cmpletin, the review dcument will be signed by bth the Supervisr and returned t the Internship Placement Crdinatr. End f Internship = Training Plan / End Review (Week 12) A Training Plan will be prvided t the Hst Cmpany at the cmmencement f the internship. This will ensure that the Supervisr/Mentr is aware f the behavirs t assess during the perid f the placement. The Training Plan will include a mnthly review, where a brief f the reviews will be recrded, a cmpetency based tick sheet and a cmments bx fr bth the Supervisr/Mentr and participant t prvide their final feedback. Supervisrs / Mentrs and participants are welcme t prvide additinal infrmatin/reprts if applicable. Training Plans must als be signed by the Supervisr/Mentr and participant prir t returning t the IPC during the final week f internship. CI P Internship Framewrk v2.0 Page 10 f 10 Disclaimer: Printed cpies f this dcument are regarded as uncntrlled Please check the Navitas PEP Plicy Repsitry at t ensure this is the latest versin Navitas Prfessinal - Careers & Internships ABN