Employer Handbook


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Employer Handbook

Creating opportunities that inspire excellence

04

What is CareerTrackers?

06

Measuring Success

07

The Pillars of Success

08

Pre-Internship

10

During the Internship

12

Post-Internship

14

Graduate Attributes

16

Business Coordinator Checklist

17

Intern Manager Checklist

What is CareerTrackers?

Who we are

Role Definitions

CareerTrackers is a national not-for-profit organisation with the goal of creating pathways for Indigenous students to attend and graduate from university, with high marks, industry experience and bright professional futures.

Intern A student engaged in the CareerTrackers program, who is currently working in an internship.

We link Indigenous university students with employers for paid, multi-year internships. Each student completes internships in their university breaks with one of our partner organisations, aligned to their career aspirations and degrees. In addition to creating lasting employment opportunities, CareerTrackers provides a wide spectrum of support, from support completing university to training that prepares students for leadership in the workplace and the community.

Benefits of an Internship An internship is an invaluable opportunity for Indigenous university students. Students are exposed to industry leaders and role models while developing transferable skills that enable progress through university and their professional careers after graduation. 68% of our Alumni were rated in the top performance category during their last workplace performance evaluation.

CareerTrackers Advisor A dedicated employee at CareerTrackers who supports Interns and Managers to ensure a successful internship. Advisors work with the students over the course of their university studies, to support academic and career success.

“Thank you, Qantas for showing myself and my community that there are no limitations.” - Barbie-Lee Kirby, CareerTrackers 2016 Intern of the Year

National Contact An employee at CareerTrackers who is the primary contact to the partner organisation and supports the success of the internship. Business Coordinator An employee within a partner organisation who acts as the central point of communication and coordination to the National Contact at CareerTrackers. Intern Manager The person responsible for managing the Intern during their internship. Buddy An employee who can offer support and guidance for the Intern during their placement with an organisation, but is not their manager.

Communications with CareerTrackers The Advisor is a key source of support for the Intern as well as the manager. The Advisor will stay connected with the Intern Manager before and throughout the internship. The Intern Manager is encouraged to reach out to the Advisor at any stage during the internship should they have any questions or concerns.

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CareerTrackers

Corporate Induction Handbook

Measuring Success

97% 93% 86% 88%

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of CareerTrackers Interns obtain an internship following their interview

of CareerTrackers Interns complete their 12-week internship

of CareerTrackers Interns are invited back for a second internship

of CareerTrackers Interns convert their internships into full‑time employment

CareerTrackers

The Pillars of Success

Our Interns are students first, and we’re supporting them as they build on their education to become well-rounded graduate professionals. Success in the program is focused the following; University University comes first in CareerTrackers. We support our students to perform academically to the best of their ability. To do this, students are expected to prioritise their studies. The Advisor regularly checks in with students during the university semester to ensure they are on top of their study load. Internship All internships at CareerTrackers are completed in a 12-week block over the summer break and where possible, an additional 4-week internship in the winter break. Internships should be multi-year and span the length of the students degree. Students are able to participate in meaningful projects and make a positive contribution at work.

University

Internship

Community

Community CareerTrackers students are the future leaders in their industry and communities. We hold regular events throughout the calendar year to enable our students to network and make lifelong friendships. Our Alumni community continues to contribute to the program by mentoring and demonstrating leadership to their peers, and takes a well-earned place in our network of like-minded Indigenous professionals.

Employer Handbook

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Pre-Internship

Manager Induction

Employment Contract

Internship Preparation

To help employers prepare for the arrival of their Interns, an Advisor will take the Intern Manager through an induction process. You will be advised what to expect and how to get the most out of our program.

The formal employment agreement is between the Intern and the company. Please include the CareerTrackers National Contact in all correspondence. The following are a few items to consider in the employment contract:

Student Kick-Off Workshop

• Employment terms are set by each company. Some companies choose to employ students on a casual basis, where others will opt for fixed term contracts. • Internship wages are set by the company. As a guide, we recommend Interns are paid the industry standard/award rate for an equivalent level position. • Avoid a monthly pay cycle (where possible).

The first few days of the internship will have a massive impact on the overall experience. If the student is made to feel welcome and appropriate tasks are assigned, it will be an empowering experience for the student. CareerTrackers will prepare the students beforehand, but the company should cover the following:

Before commencing an internship, students complete a Kick-Off Workshop facilitated by CareerTrackers to prepare for their first day of work. Students learn from our alumni about what it takes to excel in their internship with the aim of being invited to return to their organisation for multiple internships and graduate employment.

Student Profile CareerTrackers will submit one Student Profile aligned with a potential opportunity. We will match the student’s preferences to the opportunity. The Business Coordinator and Intern Manager will then make an assessment as to whether or not they believe the student would be suitable for their team and eligible to progress to an interview.

On-Boarding Process Partners should start the on-boarding process as early as possible, especially if there are requirements such as background/security checks, medicals, working with children checks and anything else that may take time or requires third party involvement.

Interview Process Students are required to interview for the internship like anyone else who would apply for a job in your business. Students are trained for the interview and should be assessed for their potential to learn and contribute to the business. Following the interview, provide feedback to your National Contact. We will then communicate to this to the student, before passing on their contact details for you to connect if they are successful.

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CareerTrackers

How do managers rate CareerTrackers Interns compared to non-CareerTrackers Interns? Professionalism 10.5% 29%

5%

Preparation for the future

First Day Details CareerTrackers will coordinate the First Day Details with the Business Coordinators and prepare the Intern by advising when they should arrive, who to ask for, the location and any other special requirements for the Intern’s first day.

13%

Meaningful Projects/Tasks Think of tasks that are aligned with business needs and that will also develop the students skills. Administrative tasks aren’t discouraged; however, they need to be balanced with meaningful, empowering projects that will stretch the Intern’s learning and development.

13%

Computer/Security Access, Workstation Have an assigned desk/workstation, computer, access to the IT systems and a security pass ready for the Intern.

55.5%

34%

50%

3%

44.5%

8%

Resilience 8%

39.5%

Work Ethic 42%

40%

5%

Eagerness 21%

47%

26%

3% 3%

Much More More Same Less Far Less *Data taken from 2016 CareerTrackers Social Impact Report

Buddy Support Consider having a “buddy” who is in the same team, but not as senior as the manager, who can be another support person for the Intern. First Week Resource Scheduling/ Induction Plan

An induction plan maps our key meetings throughout the internship. Your new employee may be nervous on the first day(s), but this can be overcome by regular contact with a manager, buddy or other assigned staff.

Employer Handbook

9

During the Internship

Learning Contract

End of Internship Presentations

The Learning Contract is an agreement between an Intern, his or her Manager, and the CareerTrackers Advisor. It is based on the Intern’s goals, the needs of the organisation or team of the Intern and the requirements of the CareerTrackers program.

Every Intern is required to deliver a presentation towards the end of the internship. This activity is highly valued for a number of reasons, as it:

Creating Opportunities To create the best opportunity with your student to grow and engage with your business, we suggest the following ideas to consider; • Organise events that bring all Interns together, especially in the first week but throughout the internship such as lunches, dinners, professional development training, or organisational tours. • Give a group of Interns a side project to work on together such as a newsletter, internship induction pack or company blog. • Have interns use each other to develop specific professional skills. • Regular weekly meetings for all Interns to share highlights, challenges, learnings etc. • Have Interns participate in training sessions being delivered to other staff and not necessarily to members of their teams.

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• Develops the Intern’s confidence, presentation and public speaking skills. • Shares the highlights, challenges and the impact of their experience. • Allows the Intern to say thank you to their team and the organisation.

Intern Feedback CareerTrackers is keen to ensure managers provide constructive feedback to the Intern, but also to share that information with the Advisor so they can reinforce the messages. There are two key areas for feedback: Ongoing Weekly Feedback Timely feedback is essential, and therefore a Manager is encouraged to provide regular constructive feedback to the Intern. Manager Evaluation Toward the end of the internship period, the Intern Manager will complete a formal evaluation of the intern using the CareerTrackers standard template. We encourage you to openly share feedback with the intern before also sending it to their Advisor. Managers are asked to walk their interns through the feedback during the final week of the internship.

CareerTrackers

CareerTrackers Professional Development Events During the Internship period, CareerTrackers hosts two key professional development events that are mandatory for all interns. It is encouraged that organisations recognise these as working professional development days as they would for any of their employees and pay them accordingly. Program Day Program day is made up of professional skill development, goal setting and community building exercises. Program Day is mandatory for all students to attend, and will fall on a scheduled work day. Employment partners are encouraged to treat this as a day of professional development. Leadership Development Institute (LDI) A multi-day professional development conference hosted by CareerTrackers in Sydney at the end of the internship period. The agenda includes keynotes by CEO’s and community leaders as well as workshops that accelerate interns in leadership development.

Gala Dinner Towards the end of the Summer internship period, CareerTrackers hosts a dinner in Sydney for all the Interns, Alumni and representatives from our corporate, university and community partners. Over 2,000 key supporters come together to celebrate the student and partner achievements.

Employer Handbook

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Post-Internship

End of Internship Review Meetings

Graduate Opportunities

After each internship period, the National Contact and Business Coordinator will organise a meeting to: • Discuss the highlights and challenges of the recent internship. • Review the return internship opportunities for the Student. • Discuss opportunities with graduating interns and the full time employment options available.

Confirming Returning Interns It is CareerTrackers’ intent to promote an ongoing relationship between the intern and the partner company. A review of the student and manager intentions will be completed at the end of Summer with the National Contact and Business Coordinator.

Ongoing Mentoring Role Once the internship period is over, interns and managers can gain a lot of value in maintaining a mentoring relationship during the university semester with ongoing communication and catch-ups between internship periods.

CareerTrackers interns are highly sought after for employment at the completion of their degree given the professional development and experience that they have gained from the program. 100% of our Alumni community is employed in a professional role. 95% of Alumni are in full-time employment in their field within three months of graduation. The median salary of CareerTrackers Alumni in their first year of professional employment is $62,000. 68% of Alumni were rated in the top performance category during their last workplace performance evaluation. For these reasons, we encourage our partners to take early steps to secure interns in their final year. CareerTrackers Advisors will encourage students to consider their internship company’s graduate opportunities, but students will also be proactive in applying to a variety of organisations for graduate opportunities. *Data taken from 2017 CareerTrackers Advantage Report

Ongoing Casual Work We expect our partners and students to prioritise the student’s commitment to their university studies. Interns shouldn’t feel obligated to work during their semester nor should partners feel obligated that they have to make such a commitment outside the standard program structure. Any alternative employment agreement does not mean that the student is no longer part of CareerTrackers.

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CareerTrackers

“There are two things that you can control, your effort and your attitude.” - Kyran Dixon, CareerTrackers 8th Annual Gala Awards Speaker

Corporate Induction Handbook

13

Graduate Attributes

Building Future Leaders

Personal Leadership

Self-Actualisation

Navigates present & upcoming challenge despite the situation or circumstances.

Builds resilience through understanding of strengths and potential.

We ask our Interns to measure their skills and development against our Graduate Attributes framework. This graphic is shown in workshops throughout an Interns journey with CareerTrackers and with each encounter Interns determine their progress personally, academically and professionally.

Autonomy Can act autonomously and lead their own projects and initiatives.

The framework incorporates input from a crosssection of industries that defines the core skills that top graduate employers seek.

By 2020 more than 1073 CareerTrackers Alumni will be in the workforce, changing the face of corporate Australia as well as their communities.

The framework also underpins the CareerTrackers training curriculum which students complete year on year.

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Delivering Results & Meeting Expectations

Relationships & Teamwork

Communication

Culture & Community

Influences others through good communication.

Driven by the communities we serve & empowers Indigenous advancement.

Being accountable Transparent when anticipates problems or errors and proposes solutions.

Timing Communicates and responds to issues in a timely manner

Relationships Deepens connection to other interns & Alumni & creates mutually beneficial relationships.

Exceeds expectations Driven to deliver over and above the expectations of clients.

Interdependent Seeks help and support from right people at the right time.

Written Writes in a clear concise manner, using appropriate grammar, style and language for the reader.

Impacting Positively contributes to programs & initiatives that are important within the Indigenous community.

Learns from mistakes Finds value and comfort in learning from mistakes and uses it to build performance.

Identifies priorities Seeks to understand the main work priorities from clients.

Flexible Adjusts to the style of others and is open to new and different ways of doing things.

Active listener Concentrates on what’s being said and empathises to gain understanding and perspective from others

Empowers others Mentors less experienced students in the program by encouraging and providing support.

Problem solving Demonstrates curiosity to learn and solve problems by breaking down complex issues into smaller tasks.

Considerate Seeks to solve problems and issues beyond their own.

Attention to detail Pays attention to detail and focuses on issues that are relevant to the situation.

Taking direction Involves others in decisions and is comfortable taking direction.

Self motivated Finds strength and reason to do what needs to be done, even when things are challenging.

Plays to strengths Acknowledges own strengths and uses it t build resilience an performance.

Uses feedback Views feedback as important and uses it to improve processes and performance.

Develops relationships Build and maintains relationships based on mutual trust and respect.

Verbal Speaks with clarity, confidence an directness while showing appropriate sensitivity to the receiver.

Leverages expertise Uses their area of experience & expertise to contribute to community.

Adapts to change Navigates ambiguity and accepts new ideas and initiatives.

Self-awareness Knows their personality style, can detect their feelings and is aware of their impact on behavior.

Positivity Motivated to exceed expectations and carries out tasks with enthusiasm.

Shows appreciation Lets others know they are valued for their help and support.

Professionalism Communicates with courtesy and professionalism.

Community-oriented Values community service & sees empowering others as a personal responsibility.

Surpasses expectations & delivers results to internal/ external clients.

Establishes good relationships & works collaboratively as part of a team.

Driven Has a desire to reach their potential and become the best that they can be.

Balanced Tasks pride in work and effectively balances quality, service, and productivity.

Takes responsibility Does what they say they will do, when they say they will do it.

Differences Constructively identifies difference in ideas and opinions with others.

Makes sound judgment Exercises sound judgment and makes good decisions in difficult or stressful situations.

CareerTrackers

Read cues Enhancing Identifies the style and Driven to support the preferences of others and preservation & growth of changes their approach to build Aboriginal & Torres Strait influence. Islander culture & communities.

Employer Handbook

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Business Coordinator Checklist

Intern Manager Checklist

The checklist below includes a summary of the main responsibilities of the Business Coordinator that will help you keep track of the key tasks and facilitate the most positive experience. Please ask your CareerTrackers’ contact if you need any further information in regard to any of the specific detail contained in this checklist.

The checklist below includes a summary of the main responsibilities of the Intern Manager that will help you keep track of the key tasks and facilitate the most positive experience. Please ask your CareerTrackers’ contact if you need any further information in regard to any of the specific detail contained in this checklist.

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Mid September

Share with prospective managers

Mid September

Notify intent to interview as early as possible

Late September

Schedule interview time and provide details (Interviewers, time, location, special notes)

Late September

Complete the interview

Late September

Feedback to CareerTrackers/confirm position

Late October

Start on-boarding processes

Late October

Provide first day details for each student

Early November

Ensure managers have considered meaningful work tasks for students’ internship

Early November

Induction, desk space, computer etc set up

Early November

Stay in touch with Intern Manager and Advisor

Internship period

Coordinate internship engagement activities

Internship period

Ensure managers are across the key internship events (LDI, Program Day, Presentations, Learning Contracts)

Late November

Coordinate invitation and RSVPs to Gala Dinner

Early December

Support student presentations and invite staff to attend

Late January

Ensure managers are providing constructive feedback

Internship period

Talk to the manager of each Intern and get their feedback

February

Understand the business intent for each student

Mid February

Review options to increase program interest with managers

Mid February

Confirm returning Interns for winter

Mid February

Discuss company’s graduate recruitment opportunities

Mid February

Discuss company’s future internship opportunities

Mid February

CareerTrackers

Phase

ü ü Pre-Internship

Review submitted student profiles

Done

Internship

Timeline

Post-

Task

Internship

Post-Internship

Internship

Pre-Internship

Phase

Task

Timeline

Express interest in having a CareerTrackers Intern

Ongoing

Review Student Profile

Mid September

Notify intent to interview

Late September

Participate in interview

Late September

Feedback to Business Coordinator to confirm intent for student

Late October

Begin pre-employment process

Late October

Confirm and share first day details

Early November

Assign buddy for Intern

Early November

Have introduction call with Intern’s Advisor

Early November

Schedule learning contract meeting

Early November

Identify projects/tasks for the Intern

Early November

Induction, desk space, computer set up

Early November

Learning contract meeting

First week of internship

Learning contract submitted by Intern

First week of internship

Understand key CareerTrackers and internal events/ dates over the internship period

First week of internship

Feedback to the student on frequent basis

Internship period

Check in with Advisor every 2 to 3 weeks or more if required

Internship period

Support student presentation objectives

Last week of internship

End of internship evaluation

Last week of internship

Send intent to return to Business Coordinator

After Internship

Consider ongoing mentoring role

After Internship

Consider ongoing casual work

After Internship

Employer Handbook

Done

ü ü

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