1 INTRODUCTION COORDINATORS - BEFORE AND DURING WORK BASED LEARNING SOCIAL SKILLS FOR COORDINATORS AND MENTORS... 9

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2 2 Guide for coordinators and mentors Chapters 1 INTRODUCTION GUIDE FOR COORDINATORS AND MENTORS PROBLEM SOLVER HOW DOES IT WORK? KEEP IT SIMPLE LEAN STRATAGIES COORDINATORS - BEFORE AND DURING WORK BASED LEARNING TASKS AND RESPONSIBILITIES FOR SENDING AND RECEIVING COORDINATORS SOCIAL SKILLS FOR COORDINATORS AND MENTORS GRIEVANCE PROCEDURES FOR COORDINATORS AND MENTORS COORDINATOR - AFTER WORK BASED LERANING SENDING AND RECEIVING COORDINATOR TASKS: LETTER OF INTENT CONTACT DATA STUDENT PARENT/S OR OTHER RESPONSIBLE PERSONS INFORMATION ON ACCOMMODATION FOR STUDENTS TRANSPORTATION TO WORK PLACEMENT SENDING COORDINATOR FOR MOBILITY EXCHANGE- SENDING OR RECEIVING RECEIVING COORDINATOR FOR MOBILITY EXCHANGE- SENDING OR RECEIVING WORK PLACEMENT: MENTOR AT WORK PLACEMENT STUDENT VISIT - INTERIM ASSESSMENT FOR RECEIVING COORDINATOR EUROPASS LEONARDO DA VINCI TRANSEUROPEAN TRAINING PROGRAMME TERMS AND CONDINTIONS - SCHOOL AND STUDENT/PARENT AGREEMENT MENTORS RESPONSIBILITIES BEFORE WORK BASED LEARNING ARE AS FOLLOWS: MENTORS TASKS MENTORS RESPONSIBILITYS DURING WORK BASED LEARNING ARE: MENTORS TASKS WORK PLACEMENT PROFILE POSSIBLE ACTIVITIES DURING THE WORK BASED LEARNING PERIOD ACTIVITY LIST AND TIME SCHEDULE MENTOR EVALUATION FOR STUDENT... 27

3 Guide for coordinators and mentors 3 Guide for coordinators and mentors The main objective of the guide is to develop a transparent tool that reflects the quality indicators set by the European commission. The guide will address the planning, conditions and evaluation of work based learning as well as communication techniques, health and safety, educational quality indicators and equality issues. The Guide gives an overview of duties both for the Mentor and Coordinator. It should be used as a communication tool between the coordinator and mentor. Both parties should therefore use the complete guide taking special notice of what applies to the parties in question. Work based learning may benefit the company in the following areas: Innovative attitudes and creativity. Diversity (cultural and language skills). Greater understanding of the European market. Potential employees and/or life time assets. Enhances business performance and competitiveness. Enhances business value chain, transparency and quality in learning outcomes. Enhances in business reputation for investing and developing people. Satisfactions from seeing students develop. Cost efficiency. Time efficiency in long run. Work based learning may benefit the Student in the following areas: Cultural experience. Enhances the student s portfolio. Enhance their independence and adaptability. Enables completion of work placement in order to finish their qualifications. Increases the value of the learning experience. Increases the transparency and quality of the learning outcome. Development of language skills.

4 4 Guide for coordinators and mentors 1 INTRODUCTION This is a guide to assist mentors and/or coordinators in their tasks during the mobility exchange. 1.1 GUIDE FOR COORDINATORS AND MENTORS PROBLEM SOLVER A mentor may be a supervisor, employer, instructor or training provider responsible for the student learning process during Work Based Learning. A coordinator is used to describe the person responsible for the mobility exchange. This may be for example an educator employed by a private company or a school teacher. There is also a coordinator in the receiving country, one whom is responsible for the student during his/her stay in the receiving country. Work based learning period is a where students participate and undertake activities in real work situations as well as a learning experience with measurable outcomes. The purpose of The Coordinator and Mentor Guide is to enhance the workplace learning experience. A sequence of events needs to take place in order to guarantee a successful work placement. This Guide informs all involved parties with the necessary information for a successful placement. The mentor should gain extra confidence in undertaking the task of guiding the student not only in a professional manner but also in matters such as communication and conflict management. The student will recognize the importance of work based learning and will heighten his/her awareness of the learning outcomes. Teachers may experience new knowledge which can be reflected in their teaching.

5 Guide for coordinators and mentors HOW DOES IT WORK? The Guide addresses the following parts. Task and responsibilities for sending and receiving coordinator before, during and after the placement o Following each task list, are the necessary documents such as; Letter of Intent Contact data (with all subtitles) Student visit Europass School en student/parent agreement Leonardo Da Vinci Task and responsibilities for the Mentor before, during and after the placement o Following each task list, are the necessary documents such as; Work placement profile Possible activities Activity list and time schedule Evaluation The sending and receiving coordinators send one another the necessary information according to the task lists. This means that both the sending and receiving coordinators will have all the relevant components upon completion in their Guides: When this is completed the receiving coordinator meets with the Mentor and goes through the following The Coordinator and Mentor Guide and informs him/her of the content of The Guide. Mentors responsibilities and obligation. The Mentor briefed on what material the student will be using during WBL. The aim is to encourage communications between mentor, coordinator and learner and to make workplace learning more transparent.

6 6 Guide for coordinators and mentors 1.3 KEEP IT SIMPLE LEAN STRATAGIES What are the students needs? How do you prevent mistakes, misunderstandings and misinterpretations between individuals in the work place environment? Mistakes may be reduced; misunderstandings and misinterpretations may be prevented by using The Guide for Coordinators and Mentors and The Logbooks for Students. The focus is on prevention rather than correction. Using the guide book leads to improvement of performances and greater job satisfaction which are worthwhile benefits.

7 Guide for coordinators and mentors 7 2 COORDINATORS - BEFORE AND DURING WORK BASED LEARNING 2.1 TASKS AND RESPONSIBILITIES FOR SENDING AND RECEIVING COORDINATORS What to do Who is responsible Done Letter of intent agreement between two partners. The sending coordinator send letter of agreement to receiving coordinator. See appropriate chapter Student information. See appropriate chapter Parent information. See appropriate chapter Information on Accommodations and transport between residence and work placements. Receiving coordinator send relevant information to sending coordinator. See appropriate chapter Sending coordinator responsibility is to send a copy of the student s European health insurance card or other insurance information and a copy of the student s passport. See appropriate chapter Coordinator information sending partner. See appropriate chapter Coordinator information receiving partner. See appropriate chapter Sending coordinator/receiving coordinator Sending coordinator Sending coordinator Receiving coordinator Sending coordinator Sending partner Receiving partner Work placement information Work placement profile (size, clientele, covers a week..) is filled in by mentor and handed over to receiving coordinator whom in hand sends it to sending coordinator. See appropriate chapter Receiving partner Activity list and time schedule to be handed to learner upon arrival. Taken into consideration the recommendations from coordinator of the mobility exchange. See appropriate chapter

8 8 Guide for coordinators and mentors The Guide for the Coordinator and Mentor: The Coordinator will hand the Guide to the mentor. Mentor then receives instructions on how to use The Guide and what is expected of him/her. The Coordinator in the receiving country is expected to visit the student at least once during his or her placement period. See appropriate chapter Grievance procedures. See appropriate chapter Arrange Euro pass for student. See appropriate chapter Work Based Learning agreement. See appropriate chapter School and student/parent agreement. See appropriate chapter Mobility financial contract between all partners (Your Local agency will provide this document). Overview of the Curriculum sent to receiving coordinator. Receiving coordinator Receiving coordinator Receiving coordinator Sending coordinator Sending coordinator Sending coordinator Sending coordinator Sending coordinator

9 Guide for coordinators and mentors 9 3 SOCIAL SKILLS FOR COORDINATORS AND MENTORS Problems may arise that cannot be solved on the spot. The mentor has his/her own obligations towards their own work and sometimes the student may have to wait to get a particular problem resolved. The student may even find his/her own way in solving the matter in hand. Show the student respect and expect the same from them. Communication is crucial to the success of the placement. Remember a student wants to learn new things. Social skills Make sure the student is aware of the importance of professional behaviour. Consult and give positive and constructive feedback. Make sure that student receives this regularly. Make sure the student understands you. Use simple phrases. Be direct. Use body language as it often says more than words. Make sure you understand the student. If you don t ask to explain Use active listening skills Coach! Language difficulties are common. If in doubt ask. If in doubt show the student what to do. Show interest understanding and respect to the national identity of your student. Show understanding. Home sickness may occur, motivate and be positive. Hold a performance interview at least once during the placement. This gives both parties time to engage in a dialog and have a constructive talk about the work place learning. Talk about what has been a success and what has been more of a challenge. Also review the tasks ahead. Do they need reconstructing? Other:

10 10 Guide for coordinators and mentors 4 GRIEVANCE PROCEDURES FOR COORDINATORS AND MENTORS If problems arise in the workplace the mentor should contact the coordinator or contact person and arrange a meeting. The problem should be discussed and a common agreement made and put in to place. A Short description of the problem should be recorded so that all parties learn from the incident. If the student needs support he/she should contact the coordinator immediately and explain the situation. The coordinator then in turn arranges a meeting and helps find a solution. A Short description of the problem should be made so all parties to learn from the incident. 5 COORDINATOR - AFTER WORK BASED LERANING In order to learn from the work placement experience the responsible parties should reflect on the work based learning period. This is done by reflecting on the process. What was learned professionally and what social skills where discovered or used. This can be done by using the following evaluation methods. 5.1 SENDING AND RECEIVING COORDINATOR TASKS: What to do Who is responsible Done Make sure that the student evaluation is completed by Mentor (evaluation is in student logbook) See appropriate chapter Mobility evaluation done by student upon returning home (Leo pass) See appropriate chapter Receiving coordinator Sending coordinator

11 Guide for coordinators and mentors 11 6 LETTER OF INTENT This is to confirm that the partner institution below has discussed and agreed a mobility programme developed under the framework of LEONARDO DA VINCI 2/MOBILITY for the years. The partners undertake to comply with the clauses contained in the Partnership Quality Commitment for Mobility Projects Placements. The responsibilities of the receiving partner are to: - arrange accomodation for incoming participants - send a list of host families/hostels in good time to the partners - arrange incoming participants to be met at point of arrival - arrange local transport passes where applicable - Arrange a teaching and cultural programme emphasizing the host countries cooking, service and culture throughout the preparation period of 4/5 weeks at the Host College. The participant s ability, professional option and language skills should be taken into account. - provide pastoral care throughout the entire duration of the programme - Arrange industrial placement and the travel from Host College to the placement provider and the arrangement between Host College and placement provider of training content during the placement. - monitor the placement by telephone, fax and where possible visits by co-ordinator and staff - Make certain the participants receive regular meals and are accommodated in a room that can be locked, has a bed, wardrobe, table and chair. The participants have to have access to showers any time of day or night, as well as being able to rest/sleep whenever the shift is finished. - Arrange travel between countries whenever possible. Cost to be invoiced separately to the partner in question. - Provide documentation, assessment and documentation of the programme provided as required by the partners. Arrange language examination and accreditation of practical work during the whole Programme. The responsibilities of the sending partner are to: - Send information of the participants, inclusive of photographs of the Host College as agreed. The CVs should be in accordance with the European CV and attached to certificate supplement and ELP (Europass Banner), copy of EU health card and passport. - inform the receiving partner of travel arrangements made and in accordance with agreement - inform receiving partner of any changes in number or sex of participants to be sent - Give the participants details on the Host College, the country/area and what to expect. Also working conditions and cultural differences to be encountered. - make sure the participants are covered by insurance and are in possession of the E111 or the European Health Insurance card - apply for the EUROPASS for the participants and send them to the receiving countries in good time - Pay the costs for the participants in the receiving country. The financial payment between partners will not exceed Euro per participant. - Recruitment of beneficiaries by Placement programme Tutor, Industry assessor and Responsible tutor in Network partnership. Director /sending Director /receiving coordinator/sending coordinator/receiving

12 12 Guide for coordinators and mentors 7 CONTACT DATA 7.1 STUDENT Surname and first name: Female Male Picture of the student Date of birth: Address: Mobile phone School Address Field of study School year class - module: Special needs such as dietary requirements 7.2 PARENT/S OR OTHER RESPONSIBLE PERSONS Name: Address: Logo or stamp of the school Phone number Mobile phone Fax:

13 Guide for coordinators and mentors INFORMATION ON ACCOMMODATION FOR STUDENTS Name of hotel/hostel/b&b: Phone number Mobile phone Fax: Web page: 7.4 TRANSPORTATION TO WORK PLACEMENT Transport to work placement From To Time Travel time Bus Train Walking Bicycle Other

14 14 Guide for coordinators and mentors 7.5 SENDING COORDINATOR FOR MOBILITY EXCHANGE- SENDING OR RECEIVING Name: Address: Logo or stamp of the school Phone number Mobile phone Fax: Web page Accompanying teacher Phone number Mobile phone Fax:

15 Guide for coordinators and mentors RECEIVING COORDINATOR FOR MOBILITY EXCHANGE- SENDING OR RECEIVING Name: Address: Logo or stamp of the school Phone number Mobile phone Fax: Web page Accompanying teacher Phone number Mobile phone Fax:

16 16 Guide for coordinators and mentors 7.7 WORK PLACEMENT: Name: Address Logo or stamp of the company Phone number Mobile phone Fax: Workplace Address Phone number Mobile phone Fax: 7.8 MENTOR AT WORK PLACEMENT Name of mentor: Phone number Mobile phone Fax: Name substitute mentor: Phone number Mobile phone Fax:

17 Guide for coordinators and mentors 17 8 STUDENT VISIT - INTERIM ASSESSMENT FOR RECEIVING COORDINATOR Ask the student about the following: Done Jobs, tasks and responsibilities. Perception and overview of the business. Health and safety awareness. Training courses/special training during Work Based Learning. Queries or problems. Review of Student Logbook. Work ethics. New knowledge. Proper work attire. Other comments. 9 EUROPASS Europass consists of five documents: two documents (Europass curriculum vitae (CV) and Europass Language Passport) you can fill in yourself; and three other documents (Europass Certificate Supplement, Europass Diploma Supplement and Europass Mobility) filled in and issued by competent organizations. The co-ordinator will make arrangements for the Euro pass mobility for the students and makes sure that they are delivered to the student at the end of his/hers training period. Europass is supported by a network of National Europass Centres. Europass has been established by the Decision No 2241/2004/EC of the European Parliament and the council of 15 December 2004 on a single transparency framework for qualifications and competences. You can create your own CV in the European language of your choice on the following website:

18 18 Guide for coordinators and mentors 10 LEONARDO DA VINCI TRANSEUROPEAN TRAINING PRO- GRAMME TERMS AND CONDINTIONS - SCHOOL AND STU- DENT/PARENT AGREE ME N T 1. TRAVEL ARRANGEMENTS Travel to and from the place of study will be paid for by the sending coordinator. 2. ACCOMMODATION Host family or student accommodation will be organised and paid for by the sending coordinator. 3. LANGUAGE TRAINING AND CULTURAL PREPARATIONS Language training and cultural preparations will be organised and paid for by the sending coordinator in conjunction with the work placement. 4. WORK PLACEMENT Work placement will be organised and paid for by the sending coordinator in conjunction with the work placement. 5. ATTENDANCE There is obligatory attendance for all activities. Absence due to illness must always be reported to the receiving coordinator. 6. HEALTH INSURANCE It is important that students acquire a European Health Insurance Card prior to arrival, as it will be needed when visiting health care facilities. Receipts must be kept and submitted for reimbursements in accordance to prevailing rules in host country. 7. INSURANCE The sending coordinator will be responsible for insurance at the work place. 8. LUGGAGE Students should bring only a minimal amount of personal belongings. The sending coordinator will not pay for overweight. 9. WHAT IS REQUIRED OF A STUDENT a. Be mature enough to deal with potential problems related to living in a new culture. b. Be open to new situations and experiences. c. Show interest in experiencing a different and new lifestyle and environment. d. Remember that exchanges students are ambassadors for their profession, school and country. e. Fulfil assignments and course requirements given by teachers at host organisation. f. Get pass grades in all courses.

19 Guide for coordinators and mentors UNSUITABLE BEHAVIOUR It is exceptionally important that students understand that they must act appropriately at all times and show respect for the host country and its culture. Any unsuitable behaviour, including but not limited to alcohol and drug abuse, will result in the student immediately being expelled from the programmed and sent home without any benefits. In such an event or in case the programme is cut short for other reasons such as personal problems, the students/ parents must repay any travel expenses incurred. Director of sending country/ Place and date Sending Coordinator/ Place and date Student signature/ Place and date Print Name Signature of parent or custodial adult / Place and date Print Name

20 20 Guide for coordinators and mentors 11 MENTORS RESPONSIBILITIES BEFORE WORK BASED LEARNING ARE AS FOLLOWS: Role and tasks of the mentor - The mentor s role is to welcome and supervise the learner MENTORS TASKS What to do Who is responsible Done Work placement profile (size, clientele, covers a week..) is filled in by mentor and handed over to receiving coordinator who in turn sends it to sending coordinator. See appropriate chapter Staff policies, health and safety issues, equal opportunities, work ethics, bullying and harassment. Information on equality and diversity. Activity list and time schedule to be handed to learner upon arrival. Taken into consideration the recommendations from coordinator of the mobility exchange. This is filled in by mentor and handed over to receiving coordinator whom in hand sends it to sending coordinator. See appropriate chapter See appropriate chapter Mentor Mentor Mentor

21 Guide for coordinators and mentors MENTORS RESPONSIBILITYS DURING WORK BASED LEARNING ARE: Role and tasks of the mentor - The mentor s role is to welcome and supervise the learner MENTORS TASKS What to do Who is responsible Done Make sure the trainee is shown and is familiar with the operating environment. Take the student through all safety and health measures in the company. Make sure that the student knows what access and facilities are available for meals and breaks. Ensure the student is introduced to all work stations and key persons. Motivate all members of staff to coach the student. The student should experience learning in all workstations, understanding his/hers limitations and strengths. Receiving coordinators visit. Grievance procedures. See appropriate chapter Help/support students with any specific needs such as special diets, accessibility, etc. Assessment is important for student performance as well as a platform for the development of professional and social skills. Student evaluation upon completion should be reviewed and handed to student. See appropriate chapter It is recommended that the Work placement recognises and certifies the students Work based learning period by issuing a certificate. Mentor Mentor Mentor Mentor Mentor Receiving coordinator Mentor Mentor Mentor Mentor

22 22 Guide for coordinators and mentors 12.2 WORK PLACEMENT PROFILE Working hours for students should not exceed 40 hours per week. From From to to Time-clock in. yes No Acknowledgement concerning appearance. makeup nail polish hair colouring piercing headscarf mobile phone smoking drinking alcohol beverages snuff tattoos other Other comments: Knifes, pens, computer Acknowledgement tools and equipment Type of business Clientele Customer per week Staff in department Total staff Other: Other:

23 Guide for coordinators and mentors 23 What are the procedures regarding working clothes? Will the work placement provide protective clothes/uniform? Yes, write briefly what working clothes will be provided No, what should the student bring with them to the work placement Cloths will be cleaned by work placement Student must take care of his/hers own work clothes Attire

24 24 Guide for coordinators and mentors 12.3 POSSIBLE ACTIVITIES DURING THE WORK BASED LEARNING PE- RIOD Outline below what skills or activities the student needs to acquire or develop during Work Based Learning. Indicate how the work placement can help the student undertake these activities and develop these skills. Skills

25 Guide for coordinators and mentors ACTIVITY LIST AND TIME SCHEDULE DATE HOURS TASKS

26 26 Guide for coordinators and mentors DATE HOURS TASKS

27 Guide for coordinators and mentors MENTOR EVALUATION FOR STUDENT The Student has a copy of the following evaluation. The student will ask you at some point to fill out the evaluation. It is important upon completion of the evaluation that you discuss the evaluation with your student. Student Vocation School year / class /module: Mentor: Placement: Date(start/end):

28 28 Guide for coordinators and mentors 1. STUDENT PERFORMANCE Please indicate the student performance using the following scale. 4 being the highest score and 1 being the lowest score. Communication skills N/A Knowledge and understanding of his/hers field of study Relaying instructions Teamwork Initiative Consideration Leadership Inquisitive OTHER:

29 Guide for coordinators and mentors 29 BASIC SKILLS N/A Active learning - Adaptability and understanding of new information Active listening gives his/hers full attention Critical thinking identifies strengths and weaknesses and can solve problems easily Reading comprehension Writing Coordination of tasks OTHER:

30 30 Guide for coordinators and mentors WORKPLACE COMPETCY N/A Positive attitude towards safety. Wears proper / required attire. Maintains clean and safe work environment. Understands safety sign s and guidelines. Knowledge of HACCP or other Quality control systems. Demonstrates accuracy. Identifies the customer s needs and or problems. Seeks feedback for improving quality. Accepts and uses constructive criticism. Show willingness to learn. Interacts with others in ways that are tactful, courteous and friendly. uses appropriate nonverbal communication(eye contact, gesture, posture) Demonstrates respect for others ideas, opinions and contributions. Shows respect for rights and property. Other: Signature /Mentor