1. Before the internship period
1.1 Internship Supervisor Job Description
What?
As an internship supervisor, your task is to introduce, accompany and coach the trainees in their work area.
Why?
You are the contact person and intermediary for the trainees, for the internship coordinator and the colleagues at the work place with regard to the evolution and the contents of the training period. The positive evolution of the internship depends very much on your support.
How?
ROLES / COMPETENCES OF AN INTERNSHIP SUPERVISOR:
Supervisor as a person in charge of the introduction of the trainee
Supervisor as a supporter of the trainee’s learning process
Supervisor as an assessor of the trainee’s performance
Supervisor as a cultural interpreter
Supervisor as a role model
Working as a colleague
Mind!
Acting as a contact person does not mean that you solve personal problems of the trainees.
Always remain neutral and objective!
1.2 Company and Work Place Information
What?
Company and workplace information is a set of documents that provides comprehensive information about the company and the workplace where the students will do their internship. This includes information such as corporate values and area of expertise as well as safety regulations.
Why?
This information has been used to match the candidate’s learning pathway to the work place by the schools or intermediary organisations that are looking for suitable companies and work places for their trainees.
They give the possibility to all parties concerned of exploiting an internship period optimally.
How?
You should use your Company and Work Place Information. You should check if this information, which normally has been given to the trainees, is correct and up to date. Then you can prepare the Internship Activity Plan.
Mind!
In certain situations, time constraints may limit the thorough documentation of details. In that case it is very important to provide at least contact details (mobile nr.) to the trainees so that he can ask for information when he needs it.
1.3 Internship Activity Plan
What?
You make a plan for the internship period with a description of activities . You take into account the expectations of the sending college and of the trainees.
Why?
It makes clear what (to a certain degree) you want to realise with the trainees during the training period and makes it easier for the trainees to plan the tasks given the existing time frame.
How?
In the Internship Activity Plan you can make a distinction between:
Preparatory tasks (planning, organising the work shop, maintenance of parts and tools)
Executive tasks (installation, diagnosis, repair work)
Supporting tasks (administration, training, quality management, maintenance, safety & environment).
You can also add the competences (professional competences and key or generic competences) needed to realise the expected goals for the internship. Presumably every country or region in Europe has an employer’s organisation that designs job competence profiles.
Useful hints:
You make list of tasks, activities and skills and arrange an order of importance according to the priorities of the company.
You take into account prior conditions of the trainees.
You limit periods and stipulate a realistic duration (days, hours) per activity.
You take into account the often limited means of transport of the trainees (e.g. time schedule of public transport).
You provide time to demonstrate things and techniques, for consultation and feedback.
You schedule one or several moments of assessment, possibly with the internship coordinator or tutor.
You provide enough time as such that the trainees can work and can practise the assignments.
During the consultation you also provide time to discuss the completed tasks, to evaluate and to give feedback.
1.4 Practical Arrangements & Preparation
What?
For a good development of the internship it is necessary to avoid improvisations and last minute decisions. Both supervisor and trainees need a clear framework with detailed arrangements.
Why?
A good practical preparation is necessary to increase the efficiency and the effectiveness of the internship and to stimulate the motivation of the supervisor and trainees.
How?
Use the checklist and check your role in:
the preparation of the work placement,
the reception of the trainees and the info to be provided,
the intro to the company
the follow up & feedback of the trainees
Check the Internship Activity Plan for the training period
Also provide a Practical Information Document Practical Information Document with information about:
work clothes,
security rules and routines, fire alarm, injury & safety regulations,
routines when sick / time off,
working hours, times of lunch break, coffee breaks,
all necessary phone numbers for the trainees,
floor plan of the company (lunch room, toilets),
information about (public) transport in the area.
Mind!
Supervision of the trainees has to be guaranteed at all times. In case of illness or absence of the regular supervisor it can be delegated to a colleague. Then you map out the job responsibilities in advance, define the limits of responsibility and powers. Knowledge, skills and experience in internship projects is necessary.
Remember never to delegate without giving feedback.