Norwich Research Park PIPS Student Handbook by made agency

Professional Internships for PhD Students (PIPS) Student Handbook

Welcome to the Norwich Research Park DTP Professional Internship Programme (PIPS) The Professional Internship for PhD Students (PIPS) programme is a new scheme that has been introduced by the BBSRC in order to provide students with direct experience of working in a professional environment that does not directly relate to their PhD project. We believe that this will give students a very useful opportunity to consider the direction that their career might take after completing their PhD, and will broaden their knowledge of the areas where their training can make a distinctive contribution. This handbook has been designed to provide you with background information and advice on how we are planning to run the PIPS programme here in Norwich. You will have the support of a PIPS Internship and Mentoring Team who already have considerable experience in arranging graduate internships for UEA graduates. I believe that the internship will be a very valuable component of your PhD experience and I encourage you to ensure that you take full advantage of the new opportunities that PIPS offers.

Professor Mike Merrick Chair of the Norwich Research Park Doctoral Training Partnership

Norwich Research Park - Professional Internships for PhD Students

Contents 05

PIPS Programme – Timetable

Inter

BBSRC Guidance on Suitable Internships

nsh i

Introduction

e as

r dy - Ch is Rice 10 u t S

Before Your Internship Do you have the skills sought by employers?

Case studies

Preparing for your internship – checklist

DTP PIPS process

Example internship advert

Your Internship 18

Practical work guidelines

Career pathways reflection worksheet

Further Information Writing your case study

Networking tips

Contacts 27 External sources of further information

Inter

After Your Internship

nsh i

Goal setting for your internship

Stu e as

m dy - Si on Lloyd

Introduction Introducing the Professional Internship Programme for PhD Students (PIPS) PIPS is a three-month internship in a non-academic research setting. It is a compulsory part of the Norwich Research Park BBSRC-funded Doctoral Training Programme. PIPS will provide you with work experience in a professional setting that does not directly relate to your PhD work. The introduction of PIPS has been recommended by the Bioscience Skills & Careers Strategy Panel, which advises BBSRC on its strategy for investment in bioscience skills and careers. Wider professional experience for PhD students was identified by the panel as an area of high priority action for BBSRC. A wide variety of career paths are open to researchers and the ability to move between different roles and sectors can be key to maximising the impact from your PhD training, as well as to achieving a successful and fulfilling career. Mobility brings great benefit to the UK economy and the PIPS programme will complement other people-exchange schemes that are available to academics and researchers.

PIPS provides a unique opportunity to: • Understand the wider context of your research – appreciate the ‘bigger picture’, and maybe make you a better researcher as a result • Receive wider training in professional and transferable skill development • Gain direct work in a professional environment • Build your confidence • Broaden your career horizons – not all students go on to be Post-docs and Professors • Build new relationships with non-academic organisations that could lead to long term collaborations You can choose to organise your own placement or apply through a competitive process to a number of placement opportunities identified by the Internship and Mentoring Team. It is important to note that flexibility should be a key factor to ensure compatibility of the internship with you, your PhD project and the internship host organisation. You will be offered a mentor to support you during your internship. Mentors are generally alumni of UEA. They are volunteers and are matched against interns based on the type of work placement.

Norwich Research Park - Professional Internships for PhD Students

Timing of your internship You must ensure that your internship does not interfere with your research and you should normally aim to complete your internship within years 2 or 3 of your PhD. The internship is normally completed in one twelve-week block. The exact timing will be agreed with your PhD project supervisor. Things to consider: • The timing of your most important experiments • Field-work seasons you may need to work around • Resource bottle necks in your research project • Conferences and meetings you may want to attend • Other training requirements and opportunities Planning ahead will give you more choice and maximise the chances of doing something you actually want to do.

PIPS as part of your Personal and Professional Development As part of your broader Personal Professional Development (PPD) programme the PIPS Programme is worth 10 credits and includes both preparatory workshops designed to help you get the most out of your internship and an opportunity to showcase your experience at a post-internship seminar. You may also want to complete other relevant generic skills training in preparation for your PIPS such as: • CV writing and interview skills • Time management

BBSRC Guidance on Suitable Internships BBSRC anticipates that the PIPS programme will be used to provide students with experiences in a wide range of workplaces. For all internships, the experience should not be directly related to the student’s PhD project. PIPS are intended to help students understand how their research and professional skills can be used in a more broadly relevant context. Research roles in academia or research institutes are not appropriate, even in an area unrelated to the student’s PhD project. Internships should ideally be discrete projects that are well planned and managed. They should provide experience at a level appropriate for a postgraduate student.

Examples of different types of internships Industry • a short desk-based research project • review or analysis of manufacturing, processing or production techniques

The Personal and Professional Development (PPD) training programme for postgraduate research science students includes a comprehensive list of generic skills training that you might wish to consider. See: www.uea.ac.uk/sci/gradschool/training for further information.

• non-research roles - marketing, publishing or sales - technical support - legal offices - business development or project management - internal audit or consultancy Teaching In schools, or through other mechanisms

PIPS reporting requirements It is a requirement to produce a reflective report of your PIPS experience. Students will also be encouraged to produce case studies in conjunction with their host organisation. Case studies provide a real opportunity to briefly outline the project undertaken and the impact for both host and student. You will be encouraged to utilise the online blog to record your triumphs and problems whilst you are on your internship. This will provide content for your progress log, reflective report and case study. It will not be publicly accessible. The Norwich Research Park PIPS training programme has been designed to both empower and support students in scoping internship opportunities and in maximising their impact.

Policy Developing policy or working in a related setting, such as a government department, local authority, non-departmental public body, professional association, charity, research funder or medical organisation (such as NHS Primary Care Trust) Media A wide variety of roles are possible here that help students understand the wider societal context of their research. Such internships could include working in science communication roles or other roles in: • press office • science publishing company • zoo, museum or botanic garden

Take advantage of opportunities that you are offered, particularly where you will acquire new skills and knowledge. Be willing to take on new challenges, even if it may mean stepping out of your comfort zone.

Norwich Research Park - Professional Internships for PhD Students

Professional Internship Programme – Timetable Initial meeting with each DTP student To determine initial ideas regarding internship opportunity and suitable mentors and timescale. Spring year 1

Workshop 1: Scoping your Internship Opportunity

Internship ‘A Personal Perspective’ Talks by a previous intern and an intern host. To get the ‘insider’s’ perspective. Spring year 1

This half-day interactive workshop aims to help prepare postgraduate researchers to effectively scope opportunities and choices about their internship placement. The workshop is designed for participants at any stage of the scoping process. By the end of this session, participants will have:

Workshop 1 – Scoping your Internship Opportunity Spring year 1

• A clear idea of the type of internship they want to do

Employer Forum Targeted invitation to potential hosts. Purpose: to raise profile and outline benefits of the programme. Provide networking opportunity to DTP students. Autumn year 1

• Reflected on the benefits employers will be looking for – and started to complete a framework which evidences those benefits

Workshop 2: Maximise your Internship Early year 2 Online Equality & Diversity Module (1hr) To be completed prior to placement Mentee Training (1hr) To be completed before mentoring relationship begins, by those who have requested a mentor be assigned to them during their internship. Placement and Mentoring During the placement participants will be encouraged to use their PIPS handbook to help maximise the experience, and the online reflective log on the PIPS website. Normally 12 weeks in year 2 or year 3 Reflective Report Format designed by the BBSRC. Produced at the end of the placement Final Workshop Date to be determined in line with placement calendar.

• A better understanding of what they want to get out of a placement and a strategy to help ensure those goals are achieved

• A list of potential hosts • A clear idea of how to secure an internship

Workshop 2: Maximise your Internship T his half-day interactive workshop aims to help prepare students to get the most out of their professional internship placements. By the end of the session students will have: • Improved awareness of their strengths and weaknesses in a professional setting • A better understanding of how they can best contribute within a team setting • Increased understanding and respect for the different working styles of other team members • Gained techniques for better listening – active, reflective and empathic

Before Your Internship Do you have the skills sought by employers? Match your existing skills against those sought by employers to help you decide what type of internship would be most beneficial to you. In 2006 the Association of Graduate Recruiters surveyed 236 employers and found that the following skills and attributes were the most sought after, in order of importance to their business.

Skills sought by employers

Evidence to indicate you have this skill?

Do you need to develop this skill?

What sort of internship could help you develop this skill?

Commitment and drive

Motivation and enthusiasm

Team working

Oral communication

Flexibility and adaptability

Customer focus

Problem solving*

Managing learning and career *

Commercial awareness *

* Denotes skills that the recruiter has difficulty in finding.

Source: www.vitae.ac.uk/researchers/2376/What-employers-look-for-.html

Norwich Research Park - Professional Internships for PhD Students

Skills sought by employers

Planning and organisation

Time management

Leadership *

Numeracy

Cultural sensitivity

Computer literacy

Project management *

Report writing

Risk taking/enterprise *

Evidence to indicate you have this skill?

Do you need to develop this skill?

What sort of internship could help you develop this skill?

Case studies – what other students have gained from their internships Internship delivers tangible outcomes for Chris Rice Upon completing his PhD in molecular microbiology, Chris Rice undertook an internship with Gardline Environmental, based in Great Yarmouth, working day-to-day for the North Sea Marine Cluster (NSMC), a partnership between the University of East Anglia (UEA) and Gardline. In 2010, after completing his PhD, Chris was keen to gain experience in a sector outside of molecular microbiology and laboratory environments, so he applied for an internship with Gardline though the UEA’s Evolve Programme (now the Graduate Internship Programme). The placement involved desk-based research into the policy implications of marine protected areas in UK waters, which meant appraising the existing policy framework and conducting telephone interviews with interested parties in government, non-governmental groups and academics who study the ecological effects of protecting the marine environment. “The primary outcome of the internship was a critical review of current marine policy,” Chris explains. Chris was initially contracted for nine weeks and this was extended for a further three weeks. The initial work involved evaluating the policy implications of marine protected areas (MPAs) in the UK; when the internship was extended, the scope expanded to encompass case studies of MPAs around the world. The internship afforded Chris the chance to experience a completely different workplace setting. “I enjoy learning about new topics and it was an opportunity to work for a commercial group, where everything moves at a slightly faster pace!” he says.

Norwich Research Park - Professional Internships for PhD Students

By the time Chris’s internship was completed, he had written a report which acted as a ‘primer’ document on MPAs and formed the basis of an international conference set up by the NSMC in London: Marine Protected Areas - Aspiration or Reality? (www.nsmc.eu.com/page/conference). “Although I couldn’t attend the conference as I was out of the country, I heard from the organisers that the event was very successful,” Chris says. “The conference attracted over 110 delegates, representing 80 North Sea stakeholder groups and helped to raise the profile of the NSMC. In addition, my research brought the NSMC into contact with a marine planning group called NetGain, who were involved in shaping the local North Sea marine protected area. “After discussions had been held, the NSMC sent a representative to the marine planning meetings, thereby raising the profile of both the NSMC and Gardline. The MPA report was the first piece of independent research conducted by the NSMC, which brought the organisation to the attention of other marine stakeholders in the eastern region.” Eventually, the report was peer-reviewed and published as a freely-available document (www.ukmpas.org/pdf/MPAreport_NSMC.pdf). “I was pleased to have a tangible outcome from the project,” Chris confirms. Chris’ internship proved invaluable to him in gaining employment. “After my internship finished, I travelled for a year and returned to find the NSMC was looking for someone to complete a three-month research project on offshore renewable energy in the UK,” he explains. “The NSMC Board were aware of my work from my internship and offered me the short-term position.” Chris would not hesitate to recommend internships to fellow students. “The internship helped to broaden my horizons and allowed me to develop new skills and experience a different working environment,” he asserts. “My previous academic training had been based within microbiology laboratories, but completing the internship allowed me to highlight my flexibility in taking on new roles and gave me some commercial science and policy experience.” Since completing the second project at NSMC, Chris has embarked upon freelance scientific research and writing, which involves using the desk-based research skills honed during his internship to write about a range of scientific subjects, from in-depth molecular science to broader health policy in the UK and abroad.

Case studies – what other students have gained from their internships Policy placement an eye-opener for Simon Simon Lloyd graduated from Lancaster University in 2008 with a degree in Biological Sciences. Between January and April 2013, during his PhD in Plant Pathology based at the John Innes Centre, he undertook an internship at the Government Office for Science (GO-Science), within the Department of Business, Innovation & Skills. Simon’s three-month internship was a BBSRC policy placement. BBSRC funds an annual placement competition for PhD students to gain experience of working in science policy, with successful applicants receiving a three-month extension to their PhD funding, as well as travel and accommodation costs if they live outside reasonable commuting distance of their placement location. Simon hoped the internship would enable him to develop an understanding of how science is used in policy-making, along with giving him valuable experience of life in the civil service and more experience of scientific writing for different audiences. During his internship, Simon worked for the government’s chief scientific advisor (firstly Sir John Beddington and subsequently Sir Mark Walport); and the activities he undertook were wide-ranging. His writing tasks included the Annual Review of GO-Science (an overview of its activities); briefings on current policy topics for the chief scientific advisors prior to their attendance at Commons Select Committee meetings (which Simon also attended); and reports on the role of science in the Olympics and the mechanisms of obtaining scientific advice in international governments. Simon also organised meetings of the departmental chief scientific advisors, and acted as the Biochemical Society’s rep at the ‘Voice of the Future’ event, where PhD students had the opportunity to ask questions of ministers such as David Willetts.

Simon greatly enjoyed the variety of tasks he was able to get involved in. “I think I have written more in three months at GO-Science than for my entire PhD so far!” he comments. “And it was all on very diverse topics. Outside of the work output, Go-Science really values the policy placement students – they offer a lot of different skills and enthusiasm that can be hard to find within the civil service.” For Simon, the internship proved to be a valuable experience. “I learnt a lot about government, the civil service and the role of science in policy-making,” he explains. “The internship has really opened my eyes to the diverse range of things I can do after graduating. It was also an amazing opportunity to experience life in London and work in the heart of government.” Simon can vouch for the many benefits of undertaking an internship. “It’s very important to try as many different things as possible while you’re a student,” he comments. “It really does shape your future perspective and opens up many doors you might not have considered previously. Internships can also be a lot of fun! PhD students often have a ‘tunnel vision’ approach towards their own project, or towards a career in academic research, without considering what else is out there. An internship is the perfect opportunity for a break in routine.” Having completed his internship, Simon is now back at the John Innes Centre, where he has just commenced the fourth year of his PhD.

Norwich Research Park - Professional Internships for PhD Students

Preparing for your internship - checklist Task

Suggested resources

Decide on appropriate internship host

Consider how an internship will support you to develop new skills or achieve long-term career goals. Think about gaps in your skills and what you are looking for in a work environment www.uea.ac.uk/careers/researchers/exploring/assessing Workshop 1– ‘Scoping your Internship Opportunity’ will help you develop your ideas further

Prepare draft CV and cover letter

www.uea.ac.uk/careers/researchers/applications

Internship goal setting

To be completed in conjunction with potential internship host and Internship Team Decide on aims and objectives of internship project Reflect on skills and experiences you are seeking to develop through the project and tick skills you wish to improve on in the Internship progress log

Prepare for internship interview

Read general information on interview preparation: www.uea.ac.uk/careers/students/interviews Research the host organisation Contact your mentor (if you requested a mentor at this stage)

During the internship

Complete Internship progress log Maintain communication with your mentor (if you requested a mentor at this stage)

After the internship

Complete reflective report Future careers support can be found through the Faculty PPD programme or through Careers and Employability www.uea.ac.uk/careers/researchers

Norwich Research Park - Professional Internships for PhD Students

Follow up actions

Notes

Draw up a list of types of organisation you are interested in

If you find it difficult to identify types of organisation that you are interested in you may find it useful to book an appointment with the PGR Careers Advisor to discuss further

Contact the PIPS Coordinator pips.internship@uea.ac.uk or 01603 450774 to discuss potential host employers

Book appointment through Careers and Employability (01603 593452) to see a PGR Careers Adviser for feedback

You will need to prepare a CV and cover letter if you are making a speculative approach to a potential internship host or you are applying for an advertised internship

Optional (If you have not had any interview experience recently): Book a mock interview with PGR Careers Adviser

You will need to send information to the Careers Adviser in advance about the internship, including details about the project and host company, so the mock interview can be tailored

You may wish to reflect on how your internship may have influenced your long-term career goals. See Career Pathways Reflection worksheet. For more information on exploring options after your PhD: www.uea.ac.uk/careers/researchers/exploring

DTP Professional Internship Programme process ROUTE A: Student identifies potential hosts

Initial meeting with PIPS Coordinator and member of Internship Team

Student forwards organisation contact details and provisional dates to PIPS Coordinator Student agrees action plan, timeline and contact process with PIPS Coordinator Student wishes to approach potential host? YES: Student makes contact using letter and attachments agreed with the PIPS Coordinator NO: Internship Team make initial contact with organisation Response from potential host shared between student and PIPS Coordinator

Students provide sector preference and location + provisional dates to PIPS Coordinator

Mentor matched to student if required - if you would like to be matched with a mentor before your internship is agreed, to help with any stage of the process, please contact the PIPS Coordinator. Contract signed by student, host and DTP Mentor sent student internship contact details

NO: Restart with a different potential host or transfer to Route B

Internship Team arrange a variety of placements reflecting the preference of the students Internships advertised on website Targeted emails and ezine sent out Students apply for internship by email Eligibility of application checked

First day -contact made with student by PIPS Coordinator via email Halfway -contact made with student from Internship Team via email

Dates agreed with supervisor Student undertakes host’s recruitment procedure Internship offered?

Host interested? YES: Internship Team agree process, contracting and internship description with host

ROUTE B: Student wishes to apply for opportunities secured by the Internship Team

Post internship -student evaluation via BBSRC form

YES: Internship Team arrange paperwork NO: Unsuccessful students notified by PIPS Coordinator, these students asked to apply for other internships advertised on the website or transfer to Route A

Dates agreed with supervisor Student undertakes host’s recruitment procedure Internship offered

If you would like to be matched with a mentor before your internship is agreed, to help with any stage of the process, please contact the PIPS Coordinator

Norwich Research Park - Professional Internships for PhD Students

Example internship advert via Route B

Marine Sciences The Gardline Group, a leading marine contractor, is seeking a graduate with interests in marine and environmental science. The purpose of this exciting and career enhancing internship will be to support the management team to carry out a scoping study to help them identify the expertise and resources necessary to meet new opportunities for their business. Led by the management team, you will meet with a number of stakeholders within the Gardline Group and partners (including the University of East Anglia) to establish views on future business opportunities arising from changes in marine legislation, specifically the Marine & Coastal Access Act 2009. Your manager will work with you to identify 1-3 topics for further investigation, and with support of the team, you will undertake a review of the expertise and resources required to meet the commercial opportunities you identify, summarising existing capability and identifying shortfalls. Your recommendations in a final report, produced by you, will help steer the development of a number future Gardline projects.

Personal attributes

Application details

You will have good oral and written communication skills, you will be confident in meeting key managers within the organisation and be able to work to your own and agreed deadlines.

Duration of Internship: 12 weeks

Preference will be shown to candidates with a degree in environmental or marine science, or who can demonstrate equivalent knowledge.

Closing date: 25th January 20XX

How to apply: If you would like to be considered for this opportunity, please complete and return the following: • Completed internship eligibility form • Your CV • A relevant covering letter stating your suitability for the post Please send these to pips.internship@uea.ac.uk as soon as possible. Please state clearly the reference number of the position you are applying for.

Goal setting for your internship – progress log This evidence log is for you to write brief notes/bullet points about the skills you develop as part of your internship. It will later provide evidence for a CV or job application. You can also identify any skills gaps that you identified in the table on page 8.

Skills

Example

Communication verbal including presentation skills, negotiation, persuading, sharing opinions and expertise, willingness to listen

eg. • Introduction of new laboratory health and safety procedures (context) • PowerPoint Presentation to 15 staff members (action) • Raised awareness of new procedures (result) • Needed to allow time for questions/short test for staff as follow up (learning)

Communication written – project reports, executive summaries, briefing documents. Audience written for?

Analysis including complex data analysis, problem solving, collection of data, software used

Teamwork – number in team, your role, aims and objectives of team, success of team

Organisational skills including planning work priorities, documenting processes, coordinating different aspects of project work, organisation of events and time management Problem solving – understand scope of problem quickly and accurately. Evaluate and propose a range of workable solutions

Autonomy – willingness to take responsibility for workload, self-starter, problem solver but knows when to seek advice

Norwich Research Park - Professional Internships for PhD Students

Try using the CARL model to complete the example column. CARL stands for Context, Action, Result & Learning. Before you begin your internship you might want to tick the skills you would like an opportunity to develop.

Skills

Example

Leadership – shape and direct project within agreed brief, drive project forward, motivate and support other team members

Interpersonal skills – self-aware and reflective of own abilities, respectful/courteous dealing with others. Ability to nurture relationships and build networks of contacts Commercial awareness – understanding the business dynamics of the company including position in marketplace, profit forecasts and margins. Strategies for future growth Project management – ability to plan and implement project within budgetary and time constraints. Ability to adapt plans as situation changes Additional row for any further skills

You may make some valuable connections during your internship. Keep a record of them below.

Name and position

Role

Contact details

Practical work guidelines - what will be expected of you when on your internship For some of you, this may be the first time that you have had ‘a regular job’, that is, a job where you are expected to turn up Monday to Friday and work specified hours, with your work directed and overseen by someone else. This can feel daunting. Many of us feel nervous when we make big changes in our lives and doing your internship is a big change. Any feelings of nervousness should start to disappear as you get to know your new work colleagues and learn what is expected of you. We hope that the following guidelines will help you to get settled in.

When to arrive and what to wear The PIPS Coordinator will have put you in touch with your placement organisation and will have told you where you need to report to and at what time. For your first day, aim to dress reasonably smartly. For men, a smart shirt and trousers will suffice. For women, a smart shirt or top and trousers or a skirt should be fine. Do not wear jeans on the first day. You want to make a good impression and, generally speaking, jeans are seen as rather casual attire. You can use your first day to gauge how other employees dress for work and then adapt as necessary. Make sure that you are on time for your first day. Get a contact number for the organisation and the name of the person that you are meeting. If your travel plans go wrong such that you know you will be late, give the company a call. Ideally, speak to the person who is designated to meet you. If you can’t speak to them directly, make sure that a message will be passed to them in time.

Working hours Once you are on placement, we expect you to abide by the rules set down by the host organisation. You will be regarded as working for the host organisation. Hence you will be expected to work the hours that they ask, unless these are totally unreasonable, in which case you need to contact us. To avoid any misunderstandings, if the host organisation has not said what hours they expect you to work, ask your workplace contact or the PIPS Coordinator. You should find out the minimum number of hours you are expected to work per week and the most convenient hours for you to be present. Some organisations may operate a fixed-hours policy, with each employee expected to be in work between set hours. Other organisations may operate a flexi-time policy with core hours. Under a flexi-time system, there will be a minimum number of hours that you are expected to work but you can be more flexible about your start and finish time. You should be in work between core hours, unless you have agreed in advance that you can be out of the office. If no hours have been agreed before you start your internship, ask on day one what is expected so that misunderstandings can be avoided. Try to align your working hours with those of your colleagues, particularly with those you work with closely. It can be annoying for others if they have to wait two hours for you to arrive if they need a vital piece of information to get on with their own work. The company will not expect you to work more than the recommended number of hours but there may be occasions when it is to your advantage to work somewhat longer hours than required, for example, to complete a piece of work to meet a customer’s deadline. It’s a question of being sensible, balancing the needs of the organisation and your work colleagues against your own needs.

Norwich Research Park - Professional Internships for PhD Students

Leave of absence If you need to take time off for personal reasons, e.g. to attend a wedding or funeral, give your employer as much notice as possible, and also let the PIPS Coordinator know. It is expected that you will not take holiday leave during your internship. If you are unable to get to work because you are ill or have to make an emergency appointment with a doctor or dentist, please let someone in the organisation know, including when you expect to be back at work.

Behaviour A useful maxim for the workplace is ‘Treat others as you would wish them to treat you’. Be courteous when talking to others and when addressing others in writing. Email can be a notorious trap for misunderstandings and it’s all too easy to respond to what seems an unreasonable request or a terse email with an equally terse tone. If you would not say something to someone’s face, do not say it in an email. You want to impress the host organisation as much as possible. Work hard, aim to fit in, think about your work and give an input to it. Think about the problem you have been set/the tasks that you have been given and come up with ideas about how to approach problems/deliver results. You will not be expected to be leading the project from day one. The host organisation will expect to have to provide more guidance at the start. However, they will then be looking for you to take more control of your work. This doesn’t mean that you should be running everything yourself without any consultation with others. Most organisations operate on a team basis, where members of the team need to keep in good communication with one another and work together to overcome possible problems. Ask for advice when you need it, particularly where you are unsure about the safety or probity of something. It can be useful to set up a notebook where you record useful information. This can be as simple as recording the photocopier passcode for future use or to note down complex procedures. For example, if someone is showing you how to use a complex piece of equipment, or a complex procedure for the first time, it can be useful to write this down on a separate page in your notebook so that you can refer to this when you come to carry out the procedure yourself. You might also want to make a note of names of people you meet and something about their role in the organisation and their contact details. In large organisations, you may be introduced to a lot of people when you start and this can make it difficult to remember names.

Intellectual property and non-disclosure

Making the most of your internship

Whilst on your placement, any work you do will belong to the host employer. It is essential that you respect confidentiality in your working practices and do not divulge the nature of your work to anyone outside the organisation without first seeking permission. You may also be required to sign a confidentiality or non-disclosure agreement when you start your placement. When you come to write up your case study, please get the agreement of your host employer on the content.

Your internship is a great opportunity to learn about the world of work and a chance to impress and forge contacts that may be useful in the future. Take advantage of opportunities that you are offered, particularly where you will acquire new skills and knowledge. Be willing to take on new challenges, even if it may mean stepping out of your comfort zone. Do not be afraid to admit that something is daunting and to say that you may need a bit of help but that you are excited by the challenge. If your workplace offers training, take the opportunity, having consulted with your workplace contact that the training is appropriate and that you have time in your work schedule.

Nature of placement/tasks An agreement should have been drawn up before you start your placement about the nature of the work you will be doing for the organisation. The guiding principle is to get clarification on what is expected if you are unsure. The organisation will be keen for you to do well because you are doing work that they want done. Hence it is in everyone’s interest for you to make good progress with your work and to provide the resources and support that you need to achieve results. It can help to agree clear aims and objectives for your work. Your organisation may set aims and objectives. If they do not, and you are not clear what is expected even after having been told, you can always write down what aims and objectives you think they are expecting. That can provide a good focus for a conversation because it will be obvious whether there is, or is not, agreement. Be aware that organisations often work to quick deadlines and that deadlines can change quickly or the nature of what is required can also change quickly. Some people find this rapid change exciting whilst others may find it more daunting or frustrating. If you fall into the latter group, accept that it is what is required and learn to adapt. One of the aims of the internship is for you to learn about how businesses operate and to decide whether the sort of organisation in which you are carrying out your internship would suit you career-wise.

Whilst you want to take advantage of opportunities offered, you also need to balance this with the need to complete the work that you have been assigned.

If you run into problems Although most students find their internship placements exceedingly rewarding and one of the highlights of their four years of study, with so many placements in so many different organisations there are occasionally some problems that need positive action. If you are having a problem, please discuss this with your workplace contact in the first instance. It’s far simpler for things to be sorted at source and learning to deal with problems is part of the workplace. If speaking with your workplace contact does not solve the problem, or if you feel that you need to speak with someone else, please get in touch with the PIPS Coordinator. Don’t forget that your mentor is also available.

Norwich Research Park - Professional Internships for PhD Students

Your internship is a great opportunity to test the waters in the sector or industry of your choice, and a chance to impress and forge contacts that may be useful in the future.

After Your Internship You will need to complete the BBSRC official feedback form, a copy of which can be found on their website: www.bbsrc.ac.uk

Career pathways reflection worksheet How has the internship influenced your thinking about future career plans? Perhaps you had clear career plans before you began the internship. Have these changed? Do you have any new ideas about the work you would like to do? Jot down any words, images or phrases in the box below to describe your thoughts. Jot down ideas for future career plans:

Are there any actions you could take now?

Norwich Research Park - Professional Internships for PhD Students

Reflect on your progress log/skills record. Are there any skills you particularly enjoyed using? Are there any skills gaps to be developed during the remainder of your PhD? How could this be achieved e.g. attendance on PPD training sessions, volunteering, external opportunities, Vitae courses? Jot down new skills learnt and/or skills you would like to develop further:

Are there any actions you could take now?

Reflect on your thoughts and feelings about planning your career now and towards the end of your PhD. Are you confident about exploring your career options in the future? Could you attend more careers events or speak to other PhD graduates? Would you benefit from a careers guidance appointment? Jot down your feelings about career planning:

Are there any actions you could take now or at a future date?

Further Information Writing your case study – some guidance

Networking tips:

Please find below some guidance that may help you when writing your case study. You should write this in the first person, and include a high-resolution (300dpi) photograph where possible, for use alongside the text. In order to describe your experience to the full, it would be helpful to include details of:

Before the event:

• Your degree, university and year of graduation • Which company/organisation you interned at • The nature of your role/internship • What you hoped to gain from the internship • The duration of the internship • What projects you worked on during your internship • What you gained from the internship / how it has helped your career • What impact you had on the company/organisation • Whether you would recommend other students get involved, and why • What you are doing now

• Create a network plan • Prepare an ‘elevator pitch’ (a very brief summary of what you do now and would like to do in the future that could be delivered during an elevator ride) • Request an attendee list and do some research Networking at an event: • Arrive early, before groups have formed • Look for a familiar face that can introduce you to others • Smile, shake hands and don’t sit by yourself! • Try to communicate and engage with everyone • Walk up to a small group, start listening and engage with questions like ‘Hello, do you mind if I join you?’

• If there is anything you would have done differently

• Stimulate the conversation by asking questions like ‘What do you do?’

For further guidance see: www.vitae.ac.uk/policy-practice/265681-468531/ Researcher-work-experience-Placementsinternships-outside-academia.html

• Remember you don’t have to talk about business – find a common area of interest • Make notes on their business card, if they give you one • Think of networking as a fact-finding mission, rather than trying to sell something After the event: • Connect with everyone you talked to at the event on www.linkedin.com • Send a follow up email • Request a follow up meeting, if appropriate Source: www.ueacareersinlondon.blogspot.co.uk

Norwich Research Park - Professional Internships for PhD Students

Contacts Susan Bowman - PIPS Coordinator Room 104 Chatt Building John Innes Centre t: 01603 450774 (internal: extension 2774) e: susan.bowman@nbi.ac.uk e: pips.internship@uea.ac.uk Rebecca Wyand and Suzanne Walker Career Development Advisers PGRs and Research Staff Careers and Employability, UEA (to book an appointment with Rebecca or Suzanne, please do so via the contacts below) t: 01603 593452 e: careers.centre@uea.ac.uk Internship and Mentoring Team From left to right: Karensa Rands, Janka Rodziewicz, Julie Schofield. t: 01603 593917 e: pips.internship@uea.ac.uk

External sources of further information Norwich Research Park DTP: www.biodtp.norwichresearchpark.ac.uk Careers Centre: www.uea.ac.uk/careers Employability: www.employability.uea.ac.uk BBSRC: www.bbsrc.ac.uk Vitae: www.vitae.ac.uk Prospects: www.prospects.ac.uk GradsEast: www.gradseast.org.uk

Career profiles and destination information for PhD graduates: www.uea.ac.uk/careers/researchers/exploring/destinations Advice on creating a CV and writing job applications: www.uea.ac.uk/careers/researchers/applications Assessing your skills, values and motivations: www.uea.ac.uk/careers/researchers/exploring/assessing

www.biodtp.norwichresearchpark.ac.uk

Doctoral Training Partnership Norwich Research Park Norwich, NR4 7UH, UK Telephone: +44 (0)1603 593917 Email: pips.internship@uea.ac.uk