CRICOS Provider Code: 00113B
deakin.edu.au
About the Deakin Internship Scheme (DIS)
As part of Deakin’s LIVE the future strategic plan, the DIS aims to nurture the personal development of Deakin students. Essential to the 'Experience' promise, an Internship at Deakin will provide students with an opportunity to gain practical workplace experience whilst applying the knowledge and theory gained during their studies.
Aimed at final year students, the Internship consists of:
An unpaid placement within an area of the University for a minimum of 100 hours (usually served as one or two days a week for up to 12 weeks during the trimester)
Completion of a specific project, task/s or operational activity that is clearly defined and articulated to the Intern
A mid-point 'Get Together Day' for all current Interns to meet and engage in developmental activities. The ‘Get Together Day’ is facilitated by the Human Resources Division and is designed to provide tools, hints and tips to assist with transitioning from University to the workforce. The ‘Get Together Day’ counts towards the Intern’s 100 hours in the office.
A presentation of the Intern’s project/experience to managers and staff at the conclusion of the Internship.
For more information, please visit:
http://www.deakin.edu.au/current-students/services/internships/index.php
Benefits for our Students
The Internship is recognised as a unit of study and contributes to the student’s degree It provides an opportunity to EXPERIENCE a real workplace, apply theory and gain new skills It enables a more Worldly employment perspective and the possibility for further employment
Benefits for your Faculty, Institute or Other Area
It gives you access to a current Student’s experience, challenges and perspective Adds an additional resource to assist with a specific project, task, research assignment or activity Assists to identify talent for upcoming vacancies and/or build a talent pool
It provides development opportunities within your area to supervise the Intern
DEAKIN INTERNSHIP
SCHEME (DIS)
CRICOS Provider Code: 00113B
deakin.edu.au
2
Key Responsibilities
Human Resources Division Provide advice with intakes and complete advertising on JobShop
Collate applications and send on to your area to short-list and organise interviews
Liaise with the WIL team and your area to confirm the student’s eligibility/enrolment for the Internship Facilitate the Intern ‘Get Together Day’
Maintain Internship webpages
Provide the Deakin Information Pack, host handbook and templates of documents (e.g. interview questions, evaluation form, etc.) to your area
Actively promote the Scheme through posters, online advertising and in-lecture presentations
Work Integrated Learning Teams (Faculty of Business and Law and Faculty of Science, Engineering and Built Environment)
Actively promote the Scheme to students Assist with any enrolment queries
Process enrolments
Act as ‘go to person’ for any questions with future intakes
Your Area
Upon receipt of applications, short-list and organise interviews
Select a student, confirm their start and end dates and complete their enrolment forms Liaise with HRD to confirm the student’s eligibility/enrolment for the Internship
Ensure an induction is conducted (both locally and online) Ensure interns have adequate projects/tasks to complete Ensure interns have support during their internship Review feedback to ensure the program is improving
Liaise with Human Resources, JobShop and the Business Internship Program Manager to ensure the program is successful
Overview of the Process
1) FIOA - Identifies a project(s) requiring the assistance of an Intern.
See guidelines below.
2) FIOA - Completes the Internship Project Plan and contacts HR to advertise the Internship (open for 2
weeks).
3) HRD - Collates applications and provides to the FIOA.
4) FIOA - Undertakes short-listing and arranges interviews with students. 5) FIOA - Makes a selection decision
and notifies HR as well as the successful and unsuccessful students.
6) FIOA - Completes the sucessful student's Internship Enrolment Application form. This includes mapping out start and end dates (100
-120 hours) with the student prior to the Internship commencement.
7) HRD - Liaises with the FIOA and relevant WIL team to arrange the
student's enrolment.
8) Upon enrolment confirmation, the student commences and completes
100 - 120 hours in the office. At the conclusion of the Internship, the student conducts a presentation to the
FIOA about their project.
9) The Internship concludes and the process resumes for the next
Trimester.
Faculty, Institute or Other Area (FIOA)’s responsibility Human Resources Division (HRD)’s responsibility
KEY:
The Process Explained
1)
FIOA - Identifies a project(s) requiring the assistance of an Intern. See guidelines
below.
Consider what types of projects or tasks an Intern can be involved in. The project or tasks should be able to be completed within 100 - 120hours and be able to align to an area of study.
Possible projects or tasks can include:
A research, survey or benchmarking based project or task, e.g. compare one of Deakin’s policy to those of other Universities
An evaluation project or task, e.g. evaluate a training program’s content or promotion
Investigation of technology (software, hardware, social media, apps etc.) to improve or undertake a new activity, e.g. Development of an app for your area
A project or task where the Intern must make recommendations or document how to improve a process, e.g. designing a new process for students to undertake internships
Past Interns have indicated that the best projects are those where the Intern gains practical experience about what it’s like to work in their designated area e.g. learning a new skill such as consulting, using a new IT program, undertaking research, writing documents etc.
To note: Projects are approved by the relevant Faculty before publishing. Internships are open to undergraduate and postgraduate students. Should you wish to appoint a postgraduate student to an Internship you will need to ensure that the project’s level of complexity is higher than for an undergraduate student.
The Intern is required to complete a formal report on their assigned project as well as undertake any tasks or assignments as part of the Internship unit of study.
Be sure to clearly define your expectations of the project in the project template (below).
2)
FIOA - Completes the Internship Project Plan and contacts HR to advertise the
Internship (open for 2 weeks).
Complete the project template (below) and send it on to the HR Coordinator (Employee Capability and Development) to arrange advertising and promotion. The HR Coordinator (Employee Capability and Development) will create an ad and flyers and will seek your approval before posting online and on physical notice boards (e.g. within the Faculties etc.) She will also utilise CloudDeakin, Deakin’s Facebook and Twitter pages, Course Coordinators etc. to advertise the opportunity.
Deakin Internship Scheme
Internship Project – Trimester X, 20XX
Project Title: XXXSupervisor: Name
Buddy: Name
Location: Campus
Purpose: Outline the core purpose of the project/operational activity that the successful Intern will be working on. Include details as to how it will benefit the Area.
Outcomes: Upon completion of the Internship the Intern will prepare a detailed report outlining:
- opportunities for improvement…
- practical suggestions/recommendation for implementation and - comprehensive details of how…
The Intern will have gained practical experience in Area, through … liaising with University staff across a multi-campus team environment, whilst applying research and analysis skills.
Scope: In detail, identify what the project/operational activity will entail- this must relate to the expected outcomes. Keep in mind that the program involves the Intern for one day a week (minimum of 100 hours), thus establishing a clear outline is essential. Be specific about what the Intern will be required to undertake and use this to identify any desirable skills/experience. If possible, include expected time frames.
Supervisor Commitment
At the beginning of the Trimester it is essential you allow 2- 3 hours to assist the Intern to get set up/inducted. On an ongoing basis it is essential that you have weekly catch-ups (approx. 30 – 45mins). Additional time will also be required ad-hoc to help with any queries/issues that may arise.
Please provide a summary of proposed meetings to be conducted with the Intern (including with key stakeholders) - outlining topic/items to be covered. It is highly recommended that you tentatively book this time in your Outlook calendar. NB: this will be a basis of the Internship weekly plan.
FREQUENCY LENGTH OF MEETING INVITEES Topic
Commencement 3 hours Intern, Supervisor Introduction, Set up systems, Induction Module, Project overview
Week 1 30 minutes Intern, Supervisor, Buddy Catch up and expectations Week 2 1 hour
1 hour
Intern, Supervisor Intern, Buddy
General overview of Area Project plan- weekly breakdown
Weekly 30 minutes Intern, Supervisor Regular catch up Ad hoc 1 hour
All day 1 hour
Meeting with Stakeholders All Interns and HR
Interns, staff in the Area
As required
Intern ‘Get Together Day’ Intern presentation
Benchmarking
Where projects require comparisons to other universities the below shall apply. The scope section should detail what information requires comparison when benchmarking.
Recently, the University has determined to benchmark its XXXXX against the Group of Eight (GO8) and Australian Technology Network Universities (ATN):
GO8 ATN INTERNATIONAL UNIVERSITIES –
QUT BENCHMARKING
Australian National University Curtin University Auckland University of Technology Monash University RMIT University Otago University
University of Adelaide Queensland University of Technology Victoria University of Wellington University of Melbourne University of South Australia University of Cape Town
University of New South Wales University of Technology – Sydney University of South Pacific, Fiji University of Queensland
University of Sydney
University of Western Australia
Key Stakeholders: Identify the key people the Intern will be required to liaise with both regularly and ad hoc, noting the reason it is anticipated the Intern will consult with them.
References: List any relevant policies or procedures that will be reviewed/referred to in the course of the Internship.
3) HRD - Collates applications and provides to the FIOA.
As applications arrive, HRD will acknowledge and collate them, and send them to you after the closing date to undertake short-listing.
1) After you have short-listed, arrange the interview panel and room. We suggest having three panel members (including the project supervisor) on the panel.
2) Contact short-listed students by phone and schedule interview times. Send confirmation of interview email.
Dear Name
RE: Confirmation of Internship Interview
Thank you for your application for the area Internship for Trimester X with Deakin University. Further to our phone call, this is to confirm you have been shortlisted for the Internship, and we would like to invite you to interview.
Details of the interview are as follows: Date:
Time:
Location: (include details of parking) You will be interviewed by:
Name, position title, area Name, position title, area Name, position title, area
If you have not yet provided a list of referees, please make these available at the interview.
If you have any questions, please feel free to contact me on XXX. Please confirm receipt of this email. Kind regards
Insert email signature
3) Provide the interview panel with an interview agenda, questions (appendix A) and applications. Dear Panel Member
Please find below, an agenda for AREA X Intern – Deakin Internship Scheme on XX/XX/20XX at the (campus), room XX. 9am – 9.30am - Applicant 1 Name
9.30am – 10am - Applicant 2 Name 10am – 10.30am - Applicant 3 Name
Attached to this email are sample interview questions, and the applications. If you have any questions, please feel free to contact me on XXX.
Kind regards
Insert email signature
4) Conduct the interviews and rank the applicants.
To note: Internships are open to undergraduate and postgraduate students. Should you wish to appoint a postgraduate student to an Internship you will need to ensure that the project’s level of complexity is higher than for an undergraduate student.
5) FIOA - Makes a selection decision and notifies HR and the successful and
unsuccessful students.
6) When you have selected a student, notify them and work out their start and end date (100 hours during the trimester). Allow 10 days from notification of successful to start date in order to allow for enrolment paperwork to be processed.
7) Contact the unsuccessful interviewed applicants by phone to inform them of the outcome. 8) Send the applicants that have not been short-listed, an unsuccessful email (see below).
Dear Name
I refer to your recent application for the insert details Internship as part of the Deakin Internship Scheme (reference number insert).
I would like to thank you for your application and inform you that regretfully on this occasion your application has been unsuccessful. I appreciate you taking the time to submit an application and wish you all the best in your future endeavours.
Kind regards
Insert email signature
6) FIOA - Completes the successful student's Internship Enrolment Application form.
This includes mapping out start and end dates (100 - 120 hours) with the student prior to the Internship commencement.Please contact the HR Coordinator (Employee Capability and Development) for information regarding this. There are two pages in which you will need to complete. Please be sure to confirm the student’s start and end date as this is critical for the form. Please allow 10 days from notification of successful to start date in order to allow for enrolment paperwork to be processed.
Meanwhile, prepare the letter of offer (appendix C) for the successful applicant, and issue this together with the Visitor Status form, by email to the student.
When received, send the completed Visitor Status form to your HR Adviser for processing. Move on to making arrangements for the commencement of the Intern.
7) HRD - Liaises with the FIOA and relevant WIL team to arrange the student's
enrolment.
The student cannot commence until their enrolment has been confirmed.
8) Upon enrolment confirmation, the student commences and completes 100 - 120
hours in the office.
When the Intern commences and during the Internship
The buddy is then responsible to help the Intern settle into the area. Key duties of the buddy include:
Create a ‘welcome poster’ (appendix D) and place on the Intern’s workstation for their first day (optional). Working with the Intern to complete the Intern Induction Checklist (appendix E).
Provide the Intern with the Information Pack (appendix F) including project details for them to review on their first day.
You may like to arrange a morning tea or lunch to welcome the Intern on their first day. Ensure the Intern completes the university-wide online induction program.
Ensure the Supervisor works with the Intern to complete the Project Plan- Weekly Breakdown (appendix G).
The supervisor must confirm the Intern’s end date, and the Intern must advise their Faculty as this affects their assignment due dates for the unit.
Schedule weekly meetings for the Supervisor and Intern to keep on track of the project requirements. Schedule meeting for the Intern to meet key stakeholders and other members of the team, to gain an
understanding of different roles and challenges in your area. Be a ‘go to’ person for the Intern to ask questions and seek advice.
Schedule the presentation date, time and participants, and provide this to the Intern well in advance. Upon completion of the Intern’s presentation
1) Present the Intern with a certificate of completion (template provided by HR) and any gifts you have purchased for them e.g. a compendium from the Deakin merchandise store. Gifts are of a nominal value. 2) Ask the Intern to complete an Intern Evaluation Form (appendix H) and to save their report to a central
location.
9) The Internship concludes and the process resumes for the next Trimester.
Follow up on any feedback on how to improve the Internship experience. Pass on to HRD. Commence at step 1 for the next intake of Interns.FREQUENTLY ASKED QUESTIONS
Does the Deakin Internship Scheme find me an I nternship?No, the Deakin Internship Scheme is the actual program where a student in placed in an area of Deakin University.
Eligible students can apply for one or multiple internships that are advertised on JobShop. Areas of Deakin University will make their final selection of an intern based on this competitive process.
Does the Intern have to be from the Faculty of Business and Law to apply?
No, the Deakin Internship Scheme is open to all eligible Deakin undergraduate, post-graduate and HDR students provided they meet any requirements of the relevant unit. Students must enrol in their relevant internship unit subject to their degree/field of study. This enrolment is a mandatory requirement for participating in the program.
Eligible units are not listed here because they change frequently. For information, contact or [email protected] for students in the Faculty of Science, Engineering and Built Environment or [email protected] for students in all other Faculties. It is the student’s responsibility to check their own eligibility prior to applying.
What happens after the Intern registers their interest through the online form?
Once the student registers their interest their details are recorded on our database. They will be notified of any Internship opportunities currently being recruited for. If an opportunity arises in the future, they will be contacted by Human Resources and advised how to apply.
How many Internships are offered each Trimester?
The number and location of Internships will vary each Trimester. To be kept up to date on Internship opportunities it is recommended that the students complete the register of interest.
What is the application process?
Opportunities are advertised regularly on the JobShop website - for full details it is important to refer to the advertisement. Generally, applicants will be asked to complete an online application form and submit a resume and a copy of their academic transcript as well as address the selection criteria.
For assistance with writing your applications and interview techniques, the applicant should visit the Student Life- Career and employment website.
Who can I contact for more information?
For more information on the Deakin Internship Scheme please contact the HR Coordinator (Employee Capability and Development) from the Human Resources Division. For assistance with eligibility and course requirements, please contact a Student Adviser in your Faculty or the Work Integrated Learning team in the Faculty of Business and Law.
APPENDICES
Highlights in yellow are for the area to update. A) Suggested Interview questions
Introduce yourself and others on the panel
Provide a brief explanation of the Deakin Internship Scheme (12 weeks, 1 day a week, 100 hours in total, must enrol in appropriate unit).
Explain that the Intern will work on a major project, attend the Get Together Day and present the results of their project to Managers and Staff.
Give a brief explanation of your team and the project/tasks that the Intern is required to undertake.
Candidate Name: Interviewer:
Interviewer Question Comments
What are you hoping to achieve from the Internship?
What subjects have you enjoyed the most and which did you enjoy the least? Why?
What are your three key strengths and why? Tell me about a time when you had to collaborate with other people in order to complete a project?
Was it successful?
Tell me about a time when you had competing demands. How did you prioritise? What was the outcome?
Think of a time when you had to deal with a complex problem or task. How did you solve the problem? What was the outcome? Describe a situation where you had trouble communicating effectively with someone. What did you do to overcome this challenge? What was the outcome?
Why do you believe you are an ideal candidate for this position?
What appealed to you about doing an Internship at Deakin University?
Which project interests you the most and why? Do you have any questions?
If you were successful, what days are you available?
Interviewer Question Comments
What are you hoping to achieve from the Internship?
What subjects have you enjoyed the most and which did you enjoy the least? Why?
Tell me about a time when you had to collaborate with other people in order to complete a project?
Was it successful?
Tell me about a time when you had competing demands. How did you prioritise? What was the outcome?
Think of a time when you had to deal with a complex problem or task. How did you solve the problem? What was the outcome? Describe a situation where you had trouble communicating effectively with someone. What did you do to overcome this challenge? What was the outcome?
Why do you believe you are an ideal candidate for this position?
What appealed to you about doing an Internship at Deakin University?
Which project interests you the most and why? Do you have any questions?
If you were successful, what days are you available?
Thank the applicant for their attendance.
• Ask whether they give you permission to contact their referees. • Explain when you will notify the applicant of the outcome.
• Provide an indication of the week in which the internship will commence, if the applicant is successful.
When you have selected the applicant – work out what their start and end date will be based on the day they are available. They must complete 100 hours. This is an essential step in order for the student to complete their Faculty application form correctly.
B) Reference check template
Minimum of two (2) required per student. Ensure you obtain permission from the student to contact their referees
prior to calling them
Introduce yourself to the referee and explain why you are calling.
Provide a brief explanation of the Deakin Internship Scheme (12 weeks, 1 day a week, 100 hours to undertake a project).
Student Name: Referee Name and Company:
Question Comments
What was your working relationship with (name)? How would you describe (name)’s communication skills: verbal and written?
How would you describe (name)’s interactions with colleagues and customers?
What would you describe his/her strengths as? What would you describe his/her weaknesses as? How did (name) interact with other members of the team?
How would you describe (name)’s time management skills and ability to meet deadlines? Are there any other comments about (name) that you would like to make?
Would you rehire (name) if the opportunity arose?
Thank the referee for their time.
C) Letter of Offer Template (attach Visitor Status form)
PRIVATE AND CONFIDENTIAL Date
Name Address
Dear Name
Congratulations on being selected to undertake an unpaid Internship with the Area for Trimester X, 20XX.
The Deakin Internship Scheme is a 12 week program which will take the format of one or two days in the office a week (dates to be negotiated- totalling a minimum of 100 hours over the trimester) to complete a project that will assist the Area in achieving XXX. Your start date will be XXX and your end date will be XXX. (You must have worked this out based on the student’s availability identified at interview).
The Internship project you have been allocated is to project name and will be supervised by Supervisor name. As part of the program you have also been allocated a buddy – Buddy name, who will assist you with your induction into the Area.
Please note that prior to the commencement of your Internship you are required to arrange your enrolment in an appropriate Internship unit. Please contact the Work Integrated Learning team immediately via [email protected] for further information regarding this.
Enclosed is a Visitor Status form and other forms as required. Please complete the forms and return to me as soon as possible, as this will enable us to set up IT access.
Should you have any further questions, you can contact me on 03 924 XXXXX or via email [email protected]. Welcome to the XXXXX!
Kind regards Name Title
D) Welcome poster
E) Intern Induction Checklist
Before the Intern arrives:
Ensure the work area is setup (computer, telephone, stationery)
Arrange a time and place to meet on the first day. Supply details on parking options
Return the completed Visitor Status Form to your HR contact
Visit http://ums.deakin.edu.au/account creations/to create IT account
Key Activities Who Date Completed
General Administration
Issue/arrange temporary security pass & discuss associated responsibilities
Outline details of Internship hours, lunch arrangements, location of facilities/amenities etc.
Give instructions on the telephone procedures and use of onlineDirectory of Staff
Direct Intern to complete online induction
Re-iterate use of staff intranet, local intranet and glossary of terms as ongoing sources of information
Arrange weekly one-on-one meetings with buddy and supervisor
Workplace Orientation
Email work colleagues regarding new Intern/s arrival including: what they are studying/majoring in, the project/activity they will be focusing on and what day/s they will be in the office
Introduce Intern to colleagues
Deakin Internship Scheme
Explain structure and function of work area and provide organisational chart; explain context of group/team
Conduct tour of local work area including toilets, kitchen etc Demonstrate use of local resources e.g. photocopier/printer,
scanning
Set up a meeting with at minimum three other people from your area/group/team or related to meet with the Intern (over the course of the Internship)
Go through project template and expectations
IT Support
Assist Intern to set up computer including: email signature, shortcuts
Organise access to required applications/systems Arrange access and explain internal drives
Arrange for staff member to be added to circulation/contact lists
Explain role of local IT support and e-Solutions service desk
F) Intern Information Pack – available as a separate document
G) Project Plan- Weekly Breakdown. The Intern must inform their Faculty of their end date as it affects their assignment due dates for the unit. 100 hours must be completed.
DEAKIN INTERNSHIP SCHEME- PROJECT PLAN- WEEKLY BREAKDOWN
Week Date Task to be completed
Week 1 Week 2 Week 3 Week 4 Week 5 Week 6 Week 7 Week 8 Week 9 Week 10 Week 11 Week 12 Presentation
H) Intern Evaluation Form
INTERN EVALUATION
NAME: PROJECT UNDERTAKEN:
SUPERVISORS NAME: TRIMESTER and YEAR:
1. WHAT WAS YOUR INITIAL EXPECTATION OF THE INTERNSHIP? WHY?
USE A SCALE OF 1 – 5 (1- NOT ALOT, 3- NEUTRAL/UNSURE, 5- HIGH)
2. WHAT SKILLS, KNOWLEDGE OR OPPORTUNITIES DID YOU GAIN FROM YOUR INTERNSHIP?
3. THE THREE MOST VALUABLE THINGS YOU GAINED FROM YOUR INTERNSHIP AT DEAKIN UNIVERSITY WERE:
- - -
4. THREE THINGS THAT COULD HAVE BEEN DONE BETTER WERE:
- - -
5. HOW WOULD YOU IMPROVE THE INTERN GET TOGETHER DAY? WHAT DID YOU GAIN FROM ATTENDING?
6. HAVING COMPLETED THE INTERNSHIP, WERE YOUR NEEDS MET? WHY/WHY NOT?
USE A SCALE OF 1 – 5? (1- NOT ALOT, 3- NEUTRAL/UNSURE, 5- HIGH)
7. HOW WOULD YOU RATE YOUR OVERALL INTERNSHIP? WHY?
USE A SCALE OF 1 – 5 (1- POOR, 3- NEUTRAL, 5- EXCELLENT)
9. OTHER COMMENTS:
10. WOULD YOU BE WILLING TO SHARE YOUR EXPERIENCE ON THE DEAKIN WEBSITE? E.G. SHORT STORY ABOUT YOUR
