The Busy Manager`s Guide to Managing a Mountbatten Trainee

Transcription

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
[email protected] x210
Dan Rempe, Corporate Relations Manager
Tracy Waldman, Corporate Relations Manager
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.
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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!
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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)
Mon - Thurs (22-25)
Mon - Thurs (29-May 2)
May
Mon - Thurs (6-9)
Mon - Thurs (13-16)
Mon - Thurs (20-23)
Mon - Thurs (27-30)
June
Mon -Thurs (3-6)
Mon -Thurs (10-13)
July
Mon - Thurs (15-18)
Global Business evening tutorial, 6:30-9:00
Mon - Thurs (22-25)
Mon -Thurs (July 29-Aug 1)
August
Mon -Thurs (5-8)
Mon -Thurs (12-15)
Mon -Thurs (19-22)
Mon -Thurs (26-29)
September
LABOR DAY BREAK
Mon -Thurs (9-12)
Mon -Thurs (16-19)
October
Mon - Thurs (21 - 24)
Managerial Accounting and Finance evening tutorial, 6:30-9:00
Mon -Thurs. (28-31)
November
Mon -Thurs (4-7)
Mon -Thurs (11-14)
Mon - Thurs (18-21)
Mon - Thurs (25-28)
December
Mon -Thurs (2-5)
Mon -Thurs (9-12)
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
Tues Apr 16
Organizational Behavior and Leadership (6:30-9:00)
Tues Apr 23
Sat Apr 27
Sun Apr 28
May
Tues May 7
Sat May 11
Sun May 12
June
Tues June 11
Global Business (6:30-9:00)
Sat June 15
Sun Jun 16
Global Business (1:00 - 5:00)
Tues Jun 25
Sat Jun 29
Sun Jun 30
July
Tues Jul 9
Sat Jul 13
Sun Jul 14
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
Tues Aug 27
September
Sat Sep 14
Sun Sep 15
Tues Sep 17
Sat Sep 28
Sun Sep 29
October
Sat Oct 26
Strategic Management (9:00 - 4:00)
Sun Oct 27
Tues Oct 29
November
Tues Nov 5
Strategic Management (6:30-9:00)
Sat Nov 9
Sun Nov 10
Tues Nov 19
Sat Nov 23
Sun Nov 24
13
December
January 2014
Sat Jan 11
Research Methods (9:00 - 4:00)
Sun Jan 12
Tues Jan 14
Sat Jan 25
Sun Jan 26
Tues Jan 28
14
SAMPLE HOST ORGANIZATION AGREEMENT
15
16
17
18
19

The Busy Manager`s Guide to Managing a Mountbatten Trainee

Transcription

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