MSA Mentor Program. Guidelines. Mentor Program. Guidelines

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1 Mentor Program 1

2 MSA Mentor Program MSA Mentor Program The Mentor Program is a MSA initiative that provides students an opportunity to enhance their academic and life skills and provide a greater understanding of career options. The MSA Mentor Program provides a hands-on practical experience for highly-motivated Monash students. The Mentor Program will offer guidance and provide realistic appraisal of strengths and weaknesses relative to the department and industry standard. This invaluable experience allows Monash students to train with industry professionals and work within their area of interest. Aim of the Mentor Program The MSA Mentor Program endeavors to provide professional work experience to Monash students before completing their University degrees. The MSA would like to take this opportunity to not only to mentor Monash students, but to also learn from Monash students. Students will be given the chance to work along MSA Staff as a professional member of the MSA workplace. Students will provide valuable support to their relevant MSA Department and will be given the opportunity to use their newly acquired skills and knowledge to produce constructive results. This hands-on-learning experience seeks to advance student resumes and also assist students with their tough career options. Mentor Program Term MSA Mentor Program provides a number of work experience terms throughout the year. Each department will have a varying number of terms due to staff workloads and boom periods. The student must complete the minimum of 15 days to successfully fulfill the MSA Mentor Program requirements. 2

3 The MSA Mentorship can be completed on a full-time or part time basis and can be increased from 15 days to accommodate any Monash University placement/internship unit requirements. The MSA Mentor Program provides flexible work time frames and allows the student to complete the internship in their holiday period or within a given semester. It is suggested that the intern completes the program within three weeks, or 7.5 hours per week over 15 weeks. It is recommended that the Mentor Program is completed within a 4 month period. The intern must note their preferred method of completion on their application. The MSA Mentor Program requires the intern to submit the Volunteer Log after the internship period is complete. At the end of each work day, the Volunteer Log must be completed correctly and signed by the relevant MSA Mentor. The Volunteer Log allows the intern and the Volunteer Coordinator to keep track of hours. When the internship is completed, the intern is expected to submit the original volunteer log forms to the Volunteer Coordinator. The Volunteer Coordinator will store the Volunteer Log for 5 years and will provide a copy of the Volunteer Log to the relevant MSA Mentor. The minimum of 15 days has been selected to provide the most constructive experience. The intern is in no way legally bound to complete the number of hours/days required. The number of hours/days is a recommendation, however, if the applicant completes the minimum days required, the intern will receive a reference letter and a Volunteer Certificate. The MSA Mentor Program Structure In order to provide the more constructive experience, the MSA Mentor Program is composed of a part mentorship and part internship experience. The intern will be guided by MSA Staff and will be made responsible for completing allocated tasks and projects. The program is flexible and can be molded to suit the abilities and desires of each successful applicant. Mentorship Mentoring is where there is an educational and counseling relationship between an experienced person (MSA Mentor) and a less experienced person who is seeking to expand their skills (MSA intern). The experienced person in the mentor relationship must allow the student to observe operating procedures and the day-to-day tasks of the department. The aim is to develop the skills and abilities of the less experienced party through encouragement, constructive comments, openness, respect and the willingness to learn and share. This relationship will generally be between two people; however other experienced persons may also provide mentoring. 3

4 Mentoring programs aim to empower the intern. The MSA supports and values young people and aims to provide a safe professional environment where young students can freely express innovative ideas and perspectives. The objective of mentorships is to see the professional and long term needs of the less experienced person, rather than the immediate tasks and short term tasks of the organization. The program is structured to provide support and an enriching experience to the intern. Internship The internship section of the program provides exposure, access and practical or real-world experience relating to the students field of study. The intern will perform hands-on activities individually and as part of a team and provide assistance whenever necessary. The internship aims to provide professional development and will encourage the intern to form strong working relationships with staff and office bearers. The emphasis of an internship is on training and experience. As mentioned above, the intern will be responsible for completing regular tasks and contributing to department projects. In order to successfully complete the MSA Mentorship Program, the intern will undertake work which will result in a stipulated outcome for their relevant department. See relevant Mentorship Description for pre-determined tasks and department projects. 1 Week Prior To Mentor Program Commencement Date The Volunteer Coordinator and intern should meet at least one week prior to the MSA Mentor Program starting date. This is where the intern will be given a short MSA and MSA Mentor Program induction, where the intern can ask questions and when the intern will be given a tour of the organization. During this time, the intern must also submit all the relevant forms and agreements to the Volunteer Coordinator. First Day Of The MSA Mentor Program Term The intern should arrive on the first day at the advised location and time. The intern and their relevant MSA Mentor should meet to discuss and/or confirm dates and times of attendance. During this meeting the two parties should also discuss and/or confirm the structure of their MSA Mentor Program. 4

5 The MSA Mentor will orientate the intern and allow time for the intern to become acquainted with department staff, the MSA website and relevant department related documents. The intern should record their attendance on a Volunteer Log form. Throughout The MSA Mentor Program Term Throughout the program the intern will be assigned to particular responsibilities. The intern should participate fully in the workplace practices of their relevant MSA department and should also aim to complete all work activities by the end of their Mentorship. Interns should be prepared to complete office administration tasks and other tasks that may be unrelated to their field. Interns must meet with their MSA Mentor on a regular basis. Meetings must be pre-arranged and agreed to by both the MSA Mentor and intern. Intern must ensure that their Volunteer Log is completed and signed after each session. Last Day (Or Close To Final Day) Of The MSA Mentor Program Term On the last day of the MSA Mentor Program term, the intern and their MSA Mentor must meet and discuss the mentorship experience. At the end of the last day, the intern must return any property borrowed from the MSA. The intern must also submit their Volunteer Log to the Volunteer Coordinator. The Intern will also debrief with the Volunteer Coordinator and complete an online satisfaction survey. Satisfaction survey results will remain anonyms and will be compiled at the end of each year. Survey results will be used to improve the program. Satisfaction Survey can be viewed and submitted through the following active link: Post MSA Mentor Program Term Within 10 working days or within a pre-arranged time frame agreed to by the MSA Mentor and Volunteer Coordinator, the MSA Mentor must complete the MSA Mentor Program Assessment Form. 5

6 If the MSA Mentor Program was completed successfully by the intern, the MSA Mentor will provide the intern with a written reference letter, and the intern will also receive a Volunteer Certificate or their efforts. The Role of the Intern The intern should ensure that they arrive at their relevant department on time. If the intern is running late, they should contact their MSA Mentor as early as possible. The intern and the MSA Mentor must arrange the dates and times of attendance. The intern should alert the Volunteer Coordinator and the department of any attendance alterations. The intern will not be given the same responsibilities as a paid MSA Staff member, however will be expected to exhibit a professional manner at all times. The intern is expected to observe and respect the culture customs of the MSA workplace and of Monash University as an educational institution. The intern should ensure that attire is appropriate to their placement. The Role of the MSA Mentor The MSA Mentor must be the Coordinator, Senior Officer or Manager of the relevant department. In collaboration with the Volunteer Coordinator, the MSA Mentor may also be the MSA staff member responsible for interviewing and appointing the successful intern. The MSA Mentor provides successful applicants with a welcoming and professional work environment. The MSA Mentor will provide an induction session and allow time for the intern to become familiar with the MSA website and any relevant publications. The MSA Mentor will ensure that appropriate office space and the appropriate utensils are provided (e.g. Computer Access, paper, pens) so that the intern has the opportunity to successfully complete their assigned activities. The MSA Mentor will arrange and supervise the necessary training and activities to learn and develop the intern s professional skills. The MSA Mentor will arrange for the intern to complete or participate in tasks and/or one project. Any tasks given to the intern will be approved by the MSA Mentor. The MSA Mentor will ensure that the intern is given a chance to ask questions, contribute to discussion and also observe non-confidential meetings. In order to provide the best quality experience, regular meetings must take place between the MSA Mentor and the intern. Meetings must discuss current and future work activity and any 6

7 changes both parties would like to make to the program and any constructive critiques. The MSA Mentor must also clearly demonstrate how the intern would be evaluated within a professional workplace. The MSA Mentor will also be expected to complete a reference letter and complete a MSA Mentor Report that covers the MSA Mentor Program Assessment Form. If the program was successfully completed as part of a work placement coarse unit, the MSA Mentor must complete the relevant University paper work and report. If issues arise regarding the intern, the MSA Mentor is expected to talk to the intern and inform the MSA Volunteer Coordinator. The Role of the Volunteer Coordinator The Volunteer Coordinator (VC) recruits, processes and interviews all students who partake in the MSA Mentoring Program. The VC will meet with the successful applicant prior to the Mentor Program starting date and provide an induction and discuss the MSA Mentor Program Agreement. The VC collects and records Volunteer Log forms and provides on-going support to both the intern and the Mentoring department. The VC will also act as the primary contact regarding any issues or disputes. Voluntary Participation The MSA Mentor Program is part of MSA Volunteering. This means that all students participating in the MSA Mentor Program will be working for free and that the MSA is not required to pay interns for your services or completed work. Successful applicants who complete a Mentor Program term will receive a Volunteer Certificate and a reference letter. If the program was successfully completed as part of a work placement course unit, the relevant MSA Mentor will complete the relevant University paper work and report. As a voluntary program, the MSA Mentor Program intends to attract participants who are committed to the development of their skills and knowledge. Furthermore, both the organization and the intern can withdraw from the program anytime. By withdrawing, the successful applicant will not receive a Volunteer Certificate or a reference letter. 7

8 Intellectual Property Rights Intellectual Property is the creation of content or designs through original thought. This can include, but not limited to: Original ideas and information Brands and logos Invention and innovation Shapes, configuration and patterns Publications, brochures, manuals or advertising materials Web design, content and layout Original computer applications, programs or databases The Student Intern assigns to the Monash Student Association all of its right, title and interest in any Intellectual Property Rights created by the Creator in connection with the carrying out of Creator s duties, including by way of an assignment of future Intellectual Property. Application Criteria The Mentor Program will be available to currently enrolled Monash University students with the relevant educational background. Students must have the credit (60%) average across all areas of completed units to date. Student must include a current curriculum vitae and a cover letter that meets the relevant selection criteria. Students must also read and agree to the MSA Intellectual Property Agreement and MSA Confidentiality Agreement. Students, who plan to complete the MSA Mentor Program as part of a work placement or internship unit, must receive approval from the appropriate faculty staff member prior to applying. 8

9 Agreement This is not a contract; this is an agreement between the MSA and the volunteer intern. There is no intention to create a legal contract. Intern s Name MSA Mentor s Name Volunteer Coordinator s Name Intern s Signature MSA Mentor s Signature Volunteer Coordinator s Signature Date Date Date 9