THE NORTH SEA COMMISSION
WORK SHADOWING SCHEME
YEAR 2007
CONTENTS
1.1 Introduction
2. What is a work shadowing placement?
2.1 Definition
2.2 Personal development and training
opportunities
2.3 Types of work placements opportunities
3. Process and procedures
3.1
Selection process: questionnaire, interview
3.2
Conditions and terms of employment, salaries, pensions
3.3
General practicalities
3.4 Problems and recommendations
4. Organisation prior to the work placement
abroad
4.1 Induction and cultural awareness
4.2 Partnership agreement
4.3 Accommodation arrangements
4.4 Personal arrangements (bank, payments,
insurance etc.)
5. Once abroad
5.1 Social welcome
5.2 Induction and “Buddy” system
5.3 Development process
5.4 Liaising with workplace of origin
5.5 Collating
information
6. On return from Work Placement Abroad
6.1 Return Interview
6.2 Communication
6.3 Development
7. Problems scenario
7.1 Cancellation prior to departure
7.2 Early termination of work placement
1. EXCHANGE OF EMPLOYEES WITHIN THE NORTH
SEA REGION
1.1 Introduction
The purpose of
the scheme is to invest in and train local authorities’ officers in the North
Sea area, by providing work shadowing experience to officers among the
different members of the North Sea Commission, in order to share information on
best practice and access a variety of studies.
2. WHAT IS A WORK SHADOWING PLACEMENT?
2.1 Definitions
Work shadowing
A work shadowing
experience is when employees - whose local authorities are members of the North
Sea Commission - temporarily transfer between organisations, preferably within
a similar service or department whenever possible, and for a defined period of
time from 1 week to 3 months. The
Work Shadowing Scheme is addressed at any employees – however, conditions may
differ depending on local authorities’ policies and regulations.
Permanent
employer
The permanent employer is the substantive employer or
original employer.
Hosting
employer
The hosting
employer is the temporary employer providing a work shadowing opportunity.
2.2 Personal development and training
opportunities
The objectives
of the scheme are to give employees the following opportunities – which may
require some form of training prior to embarking on the scheme. The
opportunities for the employees are:
- To develop their skills.
- To introduce employees with different work practices.
- To gain new competencies in a challenging context.
- To build confidence and self-esteem.
- To practice or acquire a new language (language tuitions
may be provided by the original employer prior to departure and in situ after
arrival).
- To learn about and perform work in a different environment
- To share experience and information on joint areas of work
- To identify
best practice through accessing alternative methods of delivering
services.
- To
contribute to an employee’s career development and benefit the employee personally.
2.3 Types of work placements opportunities
There are two
distinct types of work shadowing opportunities:
·
Employee Development –This type of placement offers
opportunities for employees willing to develop their skills on a personal
development basis and to identify an area of work that will also benefit their
employer. This work placement may be identified through a development meeting
process and further on agreed by the service of origin.
·
Organisational need – This type of work placement is looking
at meeting the North Sea Commission business needs involving one or more
employees among the NSC partners. The employees would have to possess the
necessary or relevant skills in order to deliver work for a specific possibly
within strict deadlines.
3. PROCESS AND PROCEDURES
3.1
Selection process: questionnaire, interview
A
questionnaire would be provided to any employee interested in participating in
the scheme, in order to identify the objectives, priorities, areas of work,
training request, language levels, accommodation request etc.
(A draft
questionnaire is attached at the end of this document).
3.2
Conditions and terms of employment, salaries, pensions
There will be no changes in terms and conditions.
However, once abroad, the employee will have to comply with the organisation
rules, and will be considered as an employee in terms of regulations and code
of conduct, although the original employer will remain the contractual
employing organisation.
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Pay during work
placement |
·
·
When
abroad, employees will receive their salaries on their usual Bank account as
normal, and on their current grades, whatever the work placement level. ·
The salary
grade will remain the same during the work shadowing placement abroad
whatever the job grade. |
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Pension |
·
Pensions
will not be affected. Employees will remain members of their organisation’s
Pension Scheme even while making a work placement abroad. There will be no disruption with the employees’ contributions.
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Health and
Safety |
·
The
temporary employer will be responsible for the Employers Liability Insurance
and have a duty of care under the relevant health and Safety legislation for
the employee abroad. |
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Right of
return
|
·
Once back,
the employees will return to their original post. |
·
Return
will be at a pay level including any appropriate increment. |
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Continuity of
Service |
·
Continuity
of service and other related schemes (pension etc.) will be maintained as
long as the original employer remains the contractual employing organisation. |
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3.3
General practicalities
Work placements
will be flexible in terms of timetable, arrangements and office organisation. There
are several options:
·
Employees
can exchange jobs with their European colleagues.
·
Employees
can make a work placement on a shadowing basis without exchanging jobs with
their European colleagues
·
Employees
can exchange jobs at deferred or alternate times.
Whose
terms and conditions?
The
temporary employee will accept her/his new temporary organisation’s terms and
conditions prior to arrival into the country. Both organisations will agree on
the terms and conditions of employment and on the various arrangements made
regarding the place of work, leave, sickness, holidays etc.
During the stay of an employee with
one of the North Sea Commission’s partners, continuity of Service will be
ensured with the original employer.
3.4
Problems and recommendations
Early termination of work placement
The final decision will be at the discretion of the employer and the
hosting employer, who shall reach an agreement and discuss it with the employee
concerned.
Changing the duration of a work placement abroad
On occasions, the
duration of a work placement may be altered mostly for work related purpose
(completion of a project, new deadline, new piece of work etc.). Any party
wishing to modify the duration of a work placement should inform immediately
all the relevant parties, as it may be impossible in some circumstances to
accommodate these requests.
In addition, due to the nature of the costs involved
in organising work placements abroad – flights, accommodation – it is only
under certain circumstances that early termination will be considered.
Major problem scenario
In the eventuality of a major
problem occurring while an employee is on a job shadowing placement abroad and
necessitating a disciplinary procedure, there are contractual elements where
the initial employer’s conditions apply. In that case, the original employer
would be the organisation to be dealing with a disciplinary problem and in so
doing once the employee is back only.
4. ORGANISATION PRIOR TO THE WORK
PLACEMENT ABROAD
4.1 Induction and cultural awareness
Prior to leaving
her/his country, there will be a need to induct the temporary employee into
her/his new role as part of the new team or Service abroad.
The employee will
also receive an induction looking at raising awareness on cultural differences
and ways of living and working in order to prevent possible problems and
facilitate the integration of the new employee.
4.2 Agreement and contract
Procedure
Employees wishing
to make a work placement or exchange jobs with a North Sea Commission partner must get approval from their
direct line manager prior to
applying. The manager will discuss with the employee whether it is possible for
them to be released or not.
·
Where a
request is supported, the manager will confirm in writing the agreement
relating to the individual release and will indicate which period it relates
to.
·
Where a
request is refused, the direct line manager will provide the employee in writing
with the reasons for refusal and suggest alternative development opportunities
or solutions to be considered or looked at.
·
If an
employee believes that the reasons for refusal were unreasonable she/he should
approach their senior line manager.
A contract will be signed by both parties (the employee’s
line manager and the hosting organisation) prior to departure, detailing the
tasks to be undertaken, agreeing working times, and providing with the contact
details of the person in charge of the temporary employee.
It is
the responsibility of the permanent direct line manager to initiate discussion
on the development aspects and ongoing contact arrangements with the hosting
direct line manager or with the relevant Service abroad. Agreement to the work shadowing placement
will be subject to satisfactory arrangements being agreed.
Written
Confirmation
·
The hosting manager – is responsible for providing
written confirmation of the work shadowing placement in the form of a temporary
contract. This must be sent to the employee prior to undertaking the placement
abroad. It should also be copied to the employee’s original manager.
·
The permanent manager – is responsible for issuing an
amendment letter which complements the confirmation letter and details the
“return” arrangements, ongoing contact arrangements, notice of recall and any
additional pertinent information or agreements.
See Template Letter at the
end of this document.
4.3
Accommodation during work placement abroad
The types of
accommodation may differ from one employee to another depending on the work
shadowing arrangements chosen. Employees may wish to exchange houses and jobs,
or in the case of employees not exchanging jobs, they may decide to stay with a
family, a private accommodation or within a Bed & Breakfast.
4.4 Contact with substantive Service or original service
It is important
to ensure that an employee on a work placement abroad continues to have contact
with, and to receive information from, their substantive team and / or Service.
This is the joint responsibility of the employee and their substantive manager
and may include:
·
team and /
or Service meeting minutes
·
maintaining
employee on relevant group mailing lists (post and e-mail)
·
information
regarding team or substantive role changes
·
occasional
informal meetings and invites to work related social events
Although for a
work placement abroad a total immersion into a new language is key to its
success, communication should remain between the employee and her/his permanent
employer should changes occur within the management structure or the workplace
during the absence of the employee.
4.5 Personal arrangements (bank, payments,
insurance etc.)
Return from a job
shadowing should be planned prior to departure with respect to role, location
and work priorities. Return from a work placement abroad will be planned prior
to departure and agreed in contract by both the organisations prior to booking
flights and securing an accommodation.
4.6 Costs
The costs of flights and accommodation should be borne by
both employers, for instance from their training budget. The overall cost of
transport and accommodation may be shared equitably.
5. ONCE OVERSEAS
5.1 Social
welcome
It will be expected from the North Sea Commission partner to
socially welcome the employee for the first 2 days in order to help her/him
settling in.
The employee will be shown to her/his accommodation,
provided with a map of the area, transportation timetables, tourism brochures
etc.
5.2 “Buddy”
system and induction
The partner organisation will identify whenever possible a
“Buddy” – another employee who will help the temporary employee to settle in.
The Buddy will introduce the employee to the new service and manager. The Buddy
may also assist with the induction, introducing the temporary employee to the
code of conduct, health and safety regulations, do’s and don’ts, working time
directives etc.
It is also expected that the Buddy will provide the new
employee with her/his personal telephone number or mobile phone for the new
employee to have a point of contact outside working hours as domestic problems
may occur.
5.3 Development
meeting process
The new manager will keep track of the employee’s working
needs throughout the work placement period. A weekly session – or development
meeting process - may be organised to enquire on the employee’s development and
potential professional needs. This will enable the employee to receive
continuous support thus contributing to the success of the work shadowing
scheme.
5.4 Liaising
with workplace of origin
On occasion, the
temporary manager may liaise with the permanent direct line manager on the
employee’s progress. The employee will be able to liaise at any time with the
permanent employer. However, we would like to stress that a total language
immersion is often a key to the success of a work placement.
5.5 Collating
information
It will be expected that the employee will collate
information in order to share that information with office colleagues once
back. Some services may expect a report in order to include it into the
employee’s development file.
6. ON RETURN FROM WORK PLACEMENT ABROAD
Upon
return, it will be expected from the employees to assist with both personal and
business learning.
Return
interview and development meeting process
Employees
should meet with their line manager to
review the learning points from the work placement (it may be useful to use the
framework of a return interview).
They
should also meet with their direct line manager to review the key learning and finding from the work placement and
discuss how this could be utilised for the benefit of their post. A Development
Meeting Process or Contribution Management may well be organised to help with
the process and the follow-up and continuity of the scheme.
7. RECOMMENDATION
It is recommended that some level of follow-up communication
be arranged and report be produced by the relevant contributors in order to
evaluate and improve the scheme.
Dominique Robertson
External Relations
Policy & Organisational Development
Fife Council, Scotland
Dominique.robertson@fife.gov.uk
Direct line: 00 (44) 1592 58 3270
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WORK SHADOWING SCHEME QUESTIONNAIRE |
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NAME: PROFESSION: SERVICE: |
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1. If
you were to undertake a work placement abroad, which area of work or interest
would you like to develop or learn from? |
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2. How
long do you feel you would require abroad to fulfill the above task/area of
work/subject to achieve your objective? (From 2 weeks to 3 months maximum). |
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3. Once
your service approval and placement availability have been agreed, when would
you wish to go? Please indicate 2 dates, also any information you wish to
supply. |
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4. a)
Do you have or have you developed any language skills (on holiday,
course, language method, other etc.) or did you learn a new
language recently?
b) Please indicate the level (spoken, read and written). |
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a) b) |
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5. In which country from the North Sea Region
would you like to have a work placement and please give the main reasons. |
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6. Please
indicate your choice of accommodation:
a) Accommodation within a family
b) Shared accommodation with a person (e.g. with somebody from
another twin or partner town also undertaking a work placement?)
c) Private accommodation
d) House exchange
e) Other (Please indicate) |
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7. You
are aware that this scheme may also become an exchange of employees in some
cases, meaning that an employee abroad may wish to make a work placement with
your organisation. In some cases, exchanges are a direct match, in others
not. In the case of a direct match, how would you see it happening (please
also indicate why): -
Swapping desks and jobs at the
same time? -
Going over first and then meet
your direct match? -
Direct match to come first and
then you would go over? -
No exchanges possible and if so
why? |
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8. Do you have any previous experience of a
similar scheme or did you
participate - i.e. as a student - in a school exchange? If yes, how
would
you rate that experience and what did you learn from it? Also, are
there
any suggestions you would like to make please? |
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9. Do you have any questions of your own
about the scheme? |
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Many thanks for assisting in this exercise.
Please return this
questionnaire as soon as you can to:
CONTRACT WITH HOSTING ORGANISATION
Direct Line: 00 (--) ---------
Your Ref:
Our Ref:
Date:
Dear ,
WORK
SHADOWING PLACEMENT SCHEME
WITH
---------------
On
behalf of -------------------- I am pleased to welcome you to your work
shadowing placement with us.
As
you are not an employee of ---------------------- you do not require to be
issued with a statement of your terms and conditions of employment. However, the main points of the arrangements
for your placement are as follows:
1.
Your
placement will be from ------------------------- to ------------------------
with
------------------------------------------.
2.
You
will not receive any pay from ---------------------- for work done during
your placement.
3.
If
you choose to take on any other work, you must inform ----------------- and
your original employer as it may affect your status as an employee taking part
in the Work Shadowing Scheme.
4.
Your
working week will be -- hours. Standard
office hours are from
-.-- am to -.--pm Monday to Friday with
lunch breaks of --------.
However, these hours of work may be
varied to suit the needs of the
Service in
------------------------------.
5.
You
must notify ------------------------------------ on Tel: ---------------------
immediately if you are unable to attend
work due to illness. Any
days off will be notified to your
original employer as part of our report on
the placement.
6.
It
is recognised that you may wish to take days off during your placement
for a variety of reasons. It would not be considered appropriate to
have
more than two days off for personal /
holiday reasons during your
placement. Anything in excess of two days will be notified to your original