The Busy Manager`s Guide to Managing a Mountbatten Trainee
Transcription
The Busy Manager`s Guide to Managing a Mountbatten Trainee
The Busy Manager’s Guide to Managing a Mountbatten Trainee March 2013 – March 2014 Mountbatten Institute 50 East 42nd Street Suite 2000 New York, NY 10017 telephone: 212.557.5380 fax: 212.557.5383 web: www.mountbatten.org Updated: March 2013 1 TABLE OF CONTENTS TABLE OF CONTENTS..........................................................................................................................2 MISSION STATEMENT..........................................................................................................................4 ORGANIZATION DETAILS ....................................................................................................................4 INFORMATION FOR COMPANIES .......................................................................................................5 THE PROGRAMME................................................................................................................... 5 HOST ORGANIZATION FEES .................................................................................................. 5 MOUNTBATTEN SUPPORT STRUCTURE .............................................................................. 6 EARLY DEPARTURE FROM THE PROGRAMME ................................................................... 7 VACATION................................................................................................................................. 7 POST-PLACEMENT .................................................................................................................. 8 HOW TO GET THE BEST OUT OF YOUR TRAINEE............................................................... 8 FREQUENTLY ASKED QUESTIONS ....................................................................................................9 POSTGRADUATE CERTIFICATE IN INTERNATIONAL BUSINESS PRACTICE...............................10 MBA IN INTERNATIONAL BUSINESS PRACTICE .............................................................................11 POSTGRADUATE CERTIFICATE IN INTERNATIONAL BUSINESS PRACTICE SCHEDULE FOR MARCH 2013 INTAKE..........................................................................................................................12 MBA IN INTERNATIONAL BUSINESS PRACTICE SCHEDULE FOR MARCH 2013 INTAKE ..........13 SAMPLE HOST ORGANIZATION AGREEMENT ................................................................................15 2 The Busy Manager’s Guide to Managing a Mountbatten Trainee 3 MISSION STATEMENT “The mission of the Mountbatten Institute is to foster international and cross cultural understanding through experiential education, practical training and residence abroad, and to provide opportunities for personal growth and professional development.” ORGANIZATION DETAILS Office Location 50 East 42nd Street Suite 2000 New York NY 10017 Telephone Fax Office Hours 212 557 5380 212 557 5383 9:00 am – 6:30 pm Monday – Friday Answering machine after hours Website www.mountbatten.org Contact Info Jo Harvey, Global Corporate Partnerships & Relations Director jharvey@mountbatten.org x210 Dan Rempe, Corporate Relations Manager drempe@mountbatten.org x212 Tracy Waldman, Corporate Relations Manager twaldman@mountbatten.org x213 4 INFORMATION FOR COMPANIES THE PROGRAMME The Mountbatten Institute is a New York registered, not-for-profit company, founded in 1984, under the patronage of The Countess Mountbatten of Burma [elder daughter of the late Lord Louis Mountbatten]. Today there are approximately 300 British, European, Asian, African, Australian and international trainees working in more than 50 organizations in the NY metropolitan area, and Stamford CT. At the heart of the NY Programme is a year's training and work experience in NY/ Stamford with an Americanbased host organization. Host Organizations provide trainees with a range of practical training opportunities. They vary from large multinational organizations to small businesses, and reflect different fields including Financial and Legal Services, Accountancy, Human Resources, Information Technology, Marketing and Communications, and some Creative Services. Typically in their early to late-twenties, trainees serve a one year, full-time graduate placement with a host organization. The company pays a fee per trainee, and the trainee pays a fee to come on the Programme (if successful through the Programme’s application process, and if then successfully placed with a host organization). The Programme provides trainees with a living allowance, accommodation, medical insurance, and J-1 visa. The Programme also administers the study program which places the trainees’ experience in context. This study is managed through a schedule of seminars, leading to an MBA or Postgraduate Certificate (PGC) in International Business Practice, in which the trainees typically learn about Organizational Behavior and Leadership, Global Business, and Managerial Accounting and Finance to name a few. Trainees are expected to evaluate their own progress throughout the year as they gain skills, knowledge, and confidence, and typically will do this together with their supervisor. Mountbatten is committed to helping each trainee make the most of the year and to this end offers professional guidance and advice for those who seek it. Mountbatten is a professional and personal development program for young emerging talent. HOST ORGANIZATION FEES No contracts are exchanged and no fees are due until you have selected a candidate and he or she has agreed to become your trainee. The total fees for the March 2013 intake are $34,000 per year. There are no hidden extras because the trainee is an employee of Mountbatten and not the Host Organization. The fees comprise the Host Organization Fee and the Trainee’s Allowance, Accommodation, Administrative Assessment Fee (IAAAA). The IAAAA portion is split into quarterly invoices. The full cash flow of fees per trainee is therefore $9,316 + $6,171 = $15,487 up front, followed by $6,171 four weeks before the beginning of months 3, 6 and 9. Host organizations based outside of the five boroughs, for example, organizations based in Stamford, Fairfield County, would be responsible for covering the costs of the trainee’s transportation to work - the New York Waterway ferry from Newport, NJ to New York and the Metro North train to Stamford. Any host organizations located 25 blocks or more from a PATH station in Manhattan are required to provide their trainees with a monthly MetroCard. Should a placement be terminated for any reason at any time during the placement period, IAAAA fees are prorated and any unused IAAA fees prepaid to Mountbatten will be refunded promptly. Refunds of the Host Organization Fee can be made on a pro-rata basis only within three calendar months from the start of the placement. This particular fee is non-refundable beyond that date. 5 MOUNTBATTEN SUPPORT STRUCTURE Mountbatten handles all payroll, accommodation, medical insurance and visa / immigration matters for your trainee. We also provide support for all trainees. • As the employer Mountbatten is responsible for the trainee’s payroll. They are on a budget – but are paid their allowance every two weeks. They take home approximately $485 every two weeks. Trainees do not pay rent, since the Programme provides accommodation. Their allowance is designed to cover food, utility bills, travel to work and living! They pay absolutely minimal tax due to being provided accommodation. • All trainees are required to file US tax forms. Although Mountbatten does not provide tax advice, we do offer tax seminars for the trainees, which are mandatory for them to attend. Their tax filing is somewhat different to a US citizen since they are here as a temporary resident on their J-1 visa – so they should not ask supervisors for help with their tax forms, as they do not follow the same criteria as a US citizen – much better that they attend the Mountbatten tax seminar and turn to professional tax advisors. • Mountbatten trainees live in fully furnished shared apartments in Newport, Jersey City, NJ and are within walking distance of the Newport/Pavonia PATH station. • The trainees are in shared accommodation, they share rooms – but the apartments are fully furnished with all amenities. • Mountbatten has a Housing Director based in a Mountbatten office in the apartment complex in Jersey City. The Mountbatten housing team deals with all matters concerning the Mountbatten apartments. So your trainee will never need to stay home to deal with maintenance issues. • Mountbatten accommodation has an RA in each apartment. This RA is a trainee who has been on the Programme for 6 months, and who is selected by the Housing Director for the RA role. The RA is a role with a high level of responsibility, as the RA is the designated first point of contact for that apartment for the Mountbatten housing team. They attend monthly RA meetings with the Housing Director and help coordinate on all apartment matters including the mediation of roommate disputes if needed. • Managers / Supervisors should not get involved with their trainee’s domestic issues. Please refer them to the Mountbatten office. • Mountbatten conducts a full Mountbatten orientation with trainees on arrival and prior to the start of their placement. At orientation trainees have bank accounts opened with Citibank, are advised on the social security process and fully briefed on medical insurance. Supervisors are requested to release their trainees for ONE morning approximately two weeks after arrival so that they can secure their social security number. They have to be registered by Mountbatten on arrival and then can apply for social security number once active for 10 days. We will advise the trainee when they should schedule to take the morning to go to social security. They are expected to communicate this to their supervisors. • Medical insurance – Mountbatten provides medical insurance for the trainees and insurance cards are distributed at orientation. Mountbatten provides group medical insurance for all trainees. The trainees are briefed and have access to various medical centers in NJ and NY. They have a $30 deductible they have to pay when visiting one of the recommended centers. If they go outside of the network they have to pay the full fee and process a 70% reimbursement. Staff members at Mountbatten are able to help the trainee process the necessary paperwork. The insurance is designed for emergencies and illnesses that occur during the year – it is not for longterm and ongoing medical issues that have occurred prior to arrival in the US. • Please alert the Mountbatten office immediately of any concerns regarding your trainee’s health or personal issues. 6 • We recommend volunteer and other outside activities to trainees so that they can become involved in various aspects of American culture. It is an important part of their development, cross cultural learning and international exposure. • We are happy to speak to you about a trainee’s work performance. We will work with you and your trainee to clarify or resolve any issues that may arise. Please feel free to call us if you have any concerns about your trainee on any matter. EARLY DEPARTURE FROM THE PROGRAMME PLEASE NOTE THAT OUR J-1 Visa designation with the US State Department is for a ONE-YEAR PLACEMENT. Dates are defined on a trainee’s visa documentation and Host Organization contract. THERE CAN BE NO EXCEPTIONS. Trainees are accepted onto the Programme on the basis that this is a 12-month traineeship, a point that is stressed during interview. Each trainee signs a contract to this effect before joining the programme. Should a trainee have to terminate their position early, they should inform the Mountbatten Office before any discussion with their supervisor. If a trainee approaches you as a supervisor with regards to early termination of their traineeship, please immediately refer them to the Mountbatten Office. If the trainee leaves the Programme early they shall be liable for such penalties in force at the time and duly published by the Programme. The Mountbatten Office will notify the host organization’s main contact person and the trainee’s immediate supervisor to discuss the last day of work, plus 1 week’s notice to ensure that all procedures related to accommodation, flights, visa termination and final pay can be arranged in a timely manner. Should a trainee leave the programme early they will not receive a full individual reference or their housing deposit. Mountbatten will confirm any dates of employment requested from future employers. As part of our contract with our host organizations, supervisors are requested not to provide references for any trainee. We utilize host organization trainee performance evaluations and academic performance to produce a full and rounded reference for the trainee. All reference requests should be referred to the Mountbatten Office. VACATION In order for the trainee to settle into their position, it is recommended that they not take vacation other than National Holidays in the first 10 weeks of their placement. Contractually, we require that host organizations give their trainees at least 10 days vacation during their placement year. Many host organizations give their trainees more than 10 days vacation. We strongly recommend that the supervisor explain to the trainee, in the first few days, the host organization’s expectations and company policy regarding vacation requests and allowance. We also recommend that the supervisor review the sick days and personal days policy with the trainee. 7 We ask that a trainee has utilized all of their vacation prior to the last week of their placement. POST-PLACEMENT The Mountbatten Programme prohibits the placement company from the hiring of Trainees in the USA beyond the completion of the Training Period. The J-1 visa is a non-immigrant cultural exchange visa issued by the U.S. Department of State. The objective of the J-1 visa is to increase mutual understanding between the people of the United States and other countries around the world through educational and cultural exchange programs. As per U.S. Department of State policy, upon completion of their cultural exchange program, the Mountbatten J-1 Trainee/ Intern is expected to return to their home country to share their experiences. For multinational global organizations, we encourage companies to hire their trainees in their home country on return, if that is of interest to the company. Mountbatten cannot support or encourage the hiring of trainees in the US after their placement, or have the J-1 used as a conduit for taking jobs from Americans. Trainees are briefed not to approach their supervisors on the subject. If a trainee does approach you, please refer them to Mountbatten immediately, and/or call Mountbatten to discuss the situation. For placements in companies that host multiple trainees in each intake, please also speak to your internal Mountbatten HR coordinator, as internal policies may exist that affect the hiring process. A sample contract is included at the end of this handbook – it is the agreement that is signed by both the Host Organization and Mountbatten. HOW TO GET THE BEST OUT OF YOUR TRAINEE The trainees on Mountbatten are generally in their twenties and as such are known as Gen Y/ Millennials. There are some characteristics that we observe in this generation; among others they have high expectations for their lives and careers and so are very driven. They have paid a fee to participate in the Mountbatten Programme so also have high expectations for the skills and development they will get out of their Mountbatten year. However, this does not mean that they all know exactly how to achieve this! All trainees are individuals; but, in general, we recommend the following to ensure that they have a fruitful and successful year with you: • • • • • Challenging and varied tasks Keep them busy! Full inclusion on your team Frequent feedback, guidance and follow up Developing their long term career plans – explain the skills they are developing in context of any future goals they have. You have a huge influence on your trainee during their year; if you show interest in and encourage your trainee, generally you will find that they will more than repay you. Our goal is for them to add value to your team. In the end, we hope that they will positively influence you as well! 8 FREQUENTLY ASKED QUESTIONS Q A What if we accept a trainee and then find out that we are not satisfied with their performance? You would call the Mountbatten Office and we would try to help resolve any problems. If you feel the situation cannot be fixed, you may dismiss the trainee without cause by giving one week’s notice to the Programme - and you may dismiss with immediate effect should you have good cause. Agreed refunds are made promptly. Q A What if the trainee is not satisfied and requests to change roles or company? You or they should contact the Programme. Trainees may express preferences at the interview, which we try to accommodate; but, they are not free to switch placements on their own initiative once they have started their role. If we are unable to resolve the situation and decide that the placement should be terminated, we would do our best to provide a replacement trainee quickly - or refund accordingly. Q A What are the chances of a trainee being a bad fit and the traineeship terminated? This is rare and unlikely to happen if we all carry out the matching process effectively. In the unusual event of a mismatch, all parties will communicate early on and frequently in order to resolve the problem to your satisfaction. Q A What if we require the outgoing trainee to assist in training an incoming trainee? We arrange a two-day handover between trainees for which you are billed $200 per day since the new trainees are starting before their contracted start date. Q A What if we wish to extend a particular trainee beyond 12 months? Mountbatten is strictly a 12-month training programme. We are not permitted to grant extensions to the J-1 visa and trainees must leave the US after their traineeship. Q A What if we want to hire the trainee permanently once the year is complete? Please see Post-Placement section on the previous page for more information. We encourage you to hire our trainees internationally. In any case, the trainee must leave the US at the completion of the traineeship. The purpose of the Programme is to immerse and train people and then send them back home to promote the US, and to put their training to good effect internationally. Q A How important is the PGC or MBA in International Business Practice? It is mandatory. The trainee commits at their interview to do the PGC/ MBA and, without this commitment, would not be accepted onto the Programme. If a trainee were to opt out of the academic parts of the programme they would have their visa withdrawn; i.e. they will be repatriated. Q A How often does that happen? Very rarely. The threat of repatriation and its commensurate stigma of failure usually help a straying trainee to return to their commitment. Q A Will the trainee’s academic work impinge on our company? Not really, apart from your two written appraisals of the trainee. We ask that you let the trainee use his/her company computer or word processor for their academic work. However, none of this should encroach on the normal working day, rather it is all to be done by the trainee after-hours. The trainee has to attend weekly evening seminars and up to 8 Saturday sessions throughout the year. This means they should be released in time to be at the lectures in the city by 6:30 pm. Q A What are the trainee’s working hours? Between 8 am – 6 pm (or earlier on evenings that they have class or other special Mountbatten-related events). Q A Can a trainee work over-time? Only in unusual circumstances; and we ask that it does not become a frequent occurrence or excessive. If overtime is necessary, we ask that the Mountbatten Office is informed in advance and trainees are given fair warning beforehand. We also ask that trainees be compensated for this. Compensation, however, must be processed through Mountbatten, as a trainee can only be paid by Mountbatten (we are their legal employer). Please contact the Mountbatten Office if you want to process compensation for overtime. 9 POSTGRADUATE CERTIFICATE IN INTERNATIONAL BUSINESS PRACTICE PGC Objectives The PGC is a mandatory part of your trainee’s year in the US. It is a postgraduate, practical qualification awarded at the end of the training year, upon successful completion of two central elements: company work and performance assessment, and a seminar programme, which includes evening and weekend sessions. The traineeship year is about personal and professional development in an international corporate setting. Throughout the year, key skills and core competencies are emphasized, such as research and presentations, which are taught, practiced and evaluated. The PGC is your trainee’s evidence of a structured year of practical business experience – it is their passport to a career. Overview of the Academic Programme I. POST GRADUATE CERTIFICATE PROGRAMME Trainees must attend all seminar sessions as part of the formal educational component of their traineeship. Contractually, the Mountbatten Institute academic events take priority over work requirements. The Post Graduate Certificate is validated by St Mary’s University College in collaboration with the Mountbatten Institute. Grading: Grades are based on written assignments, presentations and exams. Manager’s involvement: • • Make your trainee available to attend a tutorial promptly at 6:30 pm. Tutorial days are set at the beginning of the training period, but are subject to change during the year. Trainees are penalized for missing or for being late for seminars. A calendar will be forwarded to all Supervisors and Managers before the programme starts. 10 MBA IN INTERNATIONAL BUSINESS PRACTICE In addition to the Post Graduate Certificate, the Mountbatten Institute offers an MBA, which is the first MBA to combine a year-long practical training placement in New York (or London for our reciprocal programme in London for American trainees) with academic course work, integrating the two in a holistic program in international business practice. Designed for the future global manager, this specialist MBA is developed on the premise that for business to maintain its competitive edge in the 21st Century senior managers must combine both theoretical knowledge and practical experience within the global context. As the economic and political influence of China, India and other Asian nations grows, American, British and European companies are emphasizing the importance of cross cultural awareness and hands-on knowledge of foreign markets if the financial centers of Europe and the US are to maintain their competitiveness. Overview of the MBA I. MBA PROGRAMME Trainees must attend all MBA sessions as part of the formal educational component of their traineeship. Contractually, the Mountbatten Institute academic events take priority over work requirements. Manager’s involvement: • • Make your trainee available to attend all evening tutorials promptly at 6:30 pm. Tutorial days are set at the beginning of the training period, but are subject to change during the year. Trainees are penalized for missing or for being late for seminars. A calendar will be forwarded to all Supervisors and Managers before the programme starts. We do ask that managers/ supervisors/ teams support the trainees in pursuing their academic commitment. There is a correlation between trainee academic enjoyment and progress if the company shows interest. The Programme is quite a commitment for the trainees – fulfilling their host organization placement duties, academic requirements and enjoying New York – which is quite a draw! We are there to help the trainee balance their commitment but academic and placement must take priority over New York! Encouragement from managers / supervisors / teams can have a real impact on helping the trainees get the right balance and ensure they are able to make the absolute most out of their year. 11 Postgraduate Certificate in International Business Practice Schedule for March 2013 Intake Mountbatten Institute - New York Postgraduate Certificate in International Business Practice Proposed Schedule for March 2013 Intake: subject to change Date Session March Mon - Tues (11, 12) Orientation April Mon - Thurs (8-11) Organizational Behavior and Leadership evening tutorial, 6:30-9:00 Mon - Thurs (15-18) Organizational Behavior and Leadership evening tutorial, 6:30-9:00 Mon - Thurs (22-25) Organizational Behavior and Leadership evening tutorial, 6:30-9:00 Mon - Thurs (29-May 2) Organizational Behavior and Leadership evening tutorial, 6:30-9:00 May Mon - Thurs (6-9) Organizational Behavior and Leadership evening tutorial, 6:30-9:00 Mon - Thurs (13-16) Organizational Behavior and Leadership evening tutorial, 6:30-9:00 Mon - Thurs (20-23) Organizational Behavior and Leadership evening tutorial, 6:30-9:00 Mon - Thurs (27-30) Organizational Behavior and Leadership evening tutorial, 6:30-9:00 June Mon -Thurs (3-6) Organizational Behavior and Leadership evening tutorial, 6:30-9:00 Mon -Thurs (10-13) Organizational Behavior and Leadership evening tutorial, 6:30-9:00 July Mon - Thurs (15-18) Global Business evening tutorial, 6:30-9:00 Mon - Thurs (22-25) Global Business evening tutorial, 6:30-9:00 Mon -Thurs (July 29-Aug 1) Global Business evening tutorial, 6:30-9:00 August Mon -Thurs (5-8) Global Business evening tutorial, 6:30-9:00 Mon -Thurs (12-15) Global Business evening tutorial, 6:30-9:00 Mon -Thurs (19-22) Global Business evening tutorial, 6:30-9:00 Mon -Thurs (26-29) Global Business evening tutorial, 6:30-9:00 September LABOR DAY BREAK Mon -Thurs (9-12) Global Business evening tutorial, 6:30-9:00 Mon -Thurs (16-19) Global Business evening tutorial, 6:30-9:00 October Mon - Thurs (21 - 24) Managerial Accounting and Finance evening tutorial, 6:30-9:00 Mon -Thurs. (28-31) Managerial Accounting and Finance evening tutorial, 6:30-9:00 November Mon -Thurs (4-7) Managerial Accounting and Finance evening tutorial, 6:30-9:00 Mon -Thurs (11-14) Managerial Accounting and Finance evening tutorial, 6:30-9:00 Mon - Thurs (18-21) Managerial Accounting and Finance evening tutorial, 6:30-9:00 Mon - Thurs (25-28) Managerial Accounting and Finance evening tutorial, 6:30-9:00 December Mon -Thurs (2-5) Managerial Accounting and Finance evening tutorial, 6:30-9:00 Mon -Thurs (9-12) Managerial Accounting and Finance evening tutorial, 6:30-9:00 12 MBA in International Business Practice Schedule for March 2013 Intake Mountbatten Institute - New York MBA in International Business Practice Proposed Schedule for March 2013 Intake: subject to change Date Session March Mon - Tues (11, 12) Orientation April Sat Apr 13 Organizational Behavior and Leadership (9:00 - 4:00) Sun Apr 14 Organizational Behavior and Leadership (1:00 - 5:00) Tues Apr 16 Organizational Behavior and Leadership (6:30-9:00) Tues Apr 23 Organizational Behavior and Leadership (6:30-9:00) Sat Apr 27 Organizational Behavior and Leadership (9:00 - 4:00) Sun Apr 28 Organizational Behavior and Leadership (1:00 - 5:00) May Tues May 7 Organizational Behavior and Leadership (6:30-9:00) Sat May 11 Organizational Behavior and Leadership (9:00 - 4:00) Sun May 12 Organizational Behavior and Leadership (1:00 - 5:00) June Tues June 11 Global Business (6:30-9:00) Sat June 15 Global Business (9:00-4:00) Sun Jun 16 Global Business (1:00 - 5:00) Tues Jun 25 Global Business (6:30-9:00) Sat Jun 29 Global Business (9:00-4:00) Sun Jun 30 Global Business (1:00-5:00) July Tues Jul 9 Global Business (6:30-9:00) Sat Jul 13 Global Business (9:00-4:00) Sun Jul 14 Global Business (1:00-5:00) August Tues Aug 20 Managerial Accounting and Finance (6:30-9:00) Sat Aug 24 Managerial Accounting and Finance (9:00 - 4:00) Sun Aug 25 Managerial Accounting and Finance (1:00 - 5:00) Tues Aug 27 Managerial Accounting and Finance (6:30 - 9:00) September Sat Sep 14 Managerial Accounting and Finance (9:00 - 4:00) Sun Sep 15 Managerial Accounting and Finance (1:00 - 5:00) Tues Sep 17 Managerial Accounting and Finance (6:30 - 9:00) Sat Sep 28 Managerial Accounting and Finance (9:00 - 4:00) Sun Sep 29 Managerial Accounting and Finance (1:00 - 5:00) October Sat Oct 26 Strategic Management (9:00 - 4:00) Sun Oct 27 Strategic Management (1:00 - 5:00) Tues Oct 29 Strategic Management (6:30 - 9:00) November Tues Nov 5 Strategic Management (6:30-9:00) Sat Nov 9 Strategic Management (9:00-4:00) Sun Nov 10 Strategic Management (1:00-5:00) Tues Nov 19 Strategic Management (6:30-9:00) Sat Nov 23 Strategic Management (9:00-4:00) Sun Nov 24 Strategic Management (1:00-5:00) 13 December January 2014 Sat Jan 11 Research Methods (9:00 - 4:00) Sun Jan 12 Research Methods (1:00 - 5:00) Tues Jan 14 Research Methods (6:30 - 9:00) Sat Jan 25 Research Methods (9:00 - 4:00) Sun Jan 26 Research Methods (1:00 - 5:00) Tues Jan 28 Research Methods (6:30 - 9:00) 14 SAMPLE HOST ORGANIZATION AGREEMENT 15 16 17 18 19