FAQ

• What are the possible aims of a work shadowing programme?

  The initial aim is to gain an insight into a professional field and find out about a potential career path. The job shadowing programme serves personal as well as professional development. Through intensive contacts, your network can be expanded meaningfully. Individual motivations should be negotiated between the parties (see below).

  From the employer's point of view, job shadowing is a useful addition to other personnel development measures.

  For the host institution, a work shadowing programme contributes significantly to employer branding strategies.

• Who is the target group?

  The target group is, on the one hand, young professionals who are already working in their first position in science management and would like to take the next steps there; on the other hand, it is aimed at doctoral students and postdocs who do not want to pursue an academic career and would like to explore science management as a professional field.

• In which areas can work shadowing placements be offered?

  Work shadowing is possible in all fields of activity in the realm of science management in non-university research institutions. Examples of these fields are:

  • Administration/commercial fields
  • Strategy, management
  • Consultation, e.g. personal advisor to directors
  • Programme management, e.g. graduate schools
  • Communication
  • Transfer
  • Infrastructure
• What are the first steps to take?

  If you are interested in the programme, you should first find out as much as possible about the field of activity and, if applicable, the institute of interest. For a matching via the academy, we ask for a short statement in which you outline why you would like to be placed with an institute and what you want to learn/understand better.

• How does the matching work?

  The Leibniz Academy collects offers from the institutes and will present them for the first time at the Science Management Forum. Prospective participants can either reach out to the institutes directly or be connected via the Leibniz Academy. The contact exchange service will be continued on a pilot basis in the first year so that interested parties from both sides can contact the Academy and, if suitable, be connected to each other.

• How long does an internship usually last? Is it a “full-time job”?

  Depending on the circumstances and demand, duration can range from a few days to a few weeks. The work shadowing can also take place in several stages, for example if the travelling distance between the host institution and the visiting candidate is long.

  The programme can be either full-time or selective. Selective would mean meeting at agreed times and occasions, e.g. in the office, in meetings, for decision-making processes, for specific projects, etc. This may make it easier to become acquainted with larger processes and different work contexts. The other advantage is that the visiting candidate’s own responsibilities can be fulfilled as usual. Regardless of the time frame, compensation for participants will be provided by their employers for the hours spent on the programme.

  the agenda.

• After matching: What are the first steps?
  • Conversation between the visiting candidate and their supervisor
  • Involvement of the employer’s HR (professional development) department
  • Conversation between the visiting candidate and the host department: definition of objectives, duration, and other framework conditions (see below)
  • Informal written agreement between the visiting candidate and (the HR department of) the host institution
• What questions need to be settled?
  • What topics are of interest - what contents can be offered?
  • How long is the job shadowing planned for? If applicable: in how many stages?
  • What does the joint schedule look like (joint appointments...), what are the working hours?
  • Should specific tasks be taken on? If so, which ones, and in what volume?
  • Should/can the visiting candidate’s own tasks be worked on during the job shadowing?
  • What other opportunities for insights and networking are there?
  • Who is the professional and disciplinary supervisor for the duration of the work shadowing? (Recommendation: disciplinary management remains with the employer, professional management is the responsibility of the host institute).
  • Are travel expenses covered by the employer?
  • If applicable: agreement on data protection/confidentiality clause
• Is a work shadowing programme a training course? Do I receive a certificate?

  Work shadowing can be a personnel development measure. As it is usually based on very individual objectives and agreements, there is usually no provision for a certificate. However, it can make sense to have the work shadowing attested.

• Can work shadowing be done as part of educational leave? Or do I have to take leave?

  We generally recommend that you clarify with your employer whether the work shadowing can take place during your work time. It serves the purpose of networking and further training and should therefore also be in the employer's interest. Insurance cover is then also provided. Flexitime can be used if necessary to accommodate both parties. Any costs incurred for travel and overnight stays could be settled as business trips.

  • Educational leave is only possible for participation in recognised further training events. Unfortunately, this does not include work shadowing.
• Is there insurance cover?

  Work shadowing is not a paid employment relationship under social security law. This means that there is no obligation to take out health, nursing care, pension or unemployment insurance as an employee. In this respect, visiting candidates must take care of their own health insurance cover. (Source: Haufe, see here)

• What formalities are necessary?

  An individual agreement between the employee, the employer and the hosting institute is recommended. The agreement should be recorded informally in writing. You can download an example at the bottom of this page.

• Netiquette

  Work shadowing is based on trust. As a visiting candidate, you are a guest - and you should adapt to the general conditions of the host institute. For example, you should be prepared to be flexible with appointments in the event of (unforeseen) work peaks. Appointments should be made outside of work peaks. There should be no attempts by the host institute to entice you away.

• When was the job shadowing a success?

  In a feedback meeting at the end or, if necessary, halfway through, the parties should check whether the objectives have been achieved:

  • Was it possible to provide the expected insights?
  • Is there a better understanding of the area of work?
  • Have helpful contacts been made?
  • Can the visiting candidate contribute helpful feedback and observations from their unique perspective to the visited institute?
• What formal completion is required?

  The visiting candidate should provide feedback to their supervisor and to the personnel (development) department of their own institute. If useful, the experience should also be shared with colleagues.