- Mutual Agreement: The job shadowing opportunity should be mutually agreed by the observer, host, and their respective line managers.
- Clear Timelines: Specific timelines should be set and agreed by all parties involved. The duration can range from a half-day to a maximum of three days per 12-month period.
- Role Suitability: Not all roles or aspects of a role may be suitable for job shadowing. The team or unit Manager of the Host facilitating the job shadowing experience will evaluate the request to determine its appropriateness.
- Accessibility: Ensure accessibility and additional support requirements are provided to ensure an inclusive environment.
- Confidentiality: Confidentiality must be maintained, throughout and after the experience, as appropriate to the nature of the role and activities.
- Respect: Be mindful of everyone’s time, responsibilities, and workplace environment.
- Compliance with Regulations: Ensure all relevant health and safety protocols, ethical standards, IT and GDPR-related requirements are followed.
Job shadowing is a voluntary development opportunity that enables individuals to observe and experience different roles, responsibilities and workplace environments across our diverse University. This structured yet informal initiative which is arranged locally is designed to support the professional growth and development of UCD employees.
- Job shadowing is open to all employees
- The duration can range from a half-day to a maximum of three days per 12-month period
- The process is voluntary for both the person who wants to shadow (observer) and the person they are proposing to shadow (host)
- You can shadow someone at your own grade or a different grade
- Job shadowing can take place in any school or unit, provided that clear objectives are established to support its selection
This initiative aligns with UCD’s Athena Swan commitments and enhances development support for faculty and staff. It also strengthens UCD’s capacity for learning and reflection in line with the Breaking Boundaries Strategy to 2030.
For more information about job shadowing and its benefits, please refer to the Job Shadowing at UCD brochure.
Answers to common questions can be found in the Job Shadowing FAQ.
- The ‘Observer’ (the individual participating in the shadowing opportunity)
- The ‘Host’ (the individual being shadowed)
- Line Manager (Manager(s) of the Observer and Host)
Observation (primary option)
Primarily job shadowing consists of the observer spending an agreed amount of time observing the day-to-day activities of the host. This approach is beneficial for those seeking to gain a deeper understanding of a specific role. For example, if someone wishes to explore a new career path but is unsure about the activities of a role, job shadowing offers an opportunity to explore it further.
Regular Briefings (where appropriate)
Where appropriate, the observer may shadow the host for specific tasks or activities over a set period. This approach works best when the observer and host work in close proximity, allowing the host to inform the observer of relevant dates and times for shadowing sessions. Unlike continuous observation, this approach focuses on short bursts of targeted activities and requires careful scheduling to avoid disruptions to the host’s workflow.
Hands On (dependent on activities/roles)
Here the observer begins to actively participate in tasks they have observed. Under the supervision of the host, the observer gains practical, hands-on experience in the role. While this approach offers valuable learning opportunities, it may not be suitable for all roles and activities. Each case should be discussed with the observer, host and their manager to ensure it is appropriate for the specific role.
Getting Started
The job shadowing experience will vary across different schools and units within the University, depending on the specific discipline and role of the Host. It will be arranged locally. Here are some suggested steps to initiate a job shadowing experience:
- An individual expresses an interest to their Line Manager in shadowing a particular role/activity within a specific School/Unit. This could take place ideally as part of their P4G preparation or conversation, or on a different occasion throughout the year.
- The Line Manager and the individual discuss and agree objectives and expected outcomes for them as an Observer in job shadowing.
- The Line Manager and the individual identify a potential Host.
- The Line Manager of the individual contacts the manager of a potential Host and requests a job shadowing experience.
- The Line Manager of the potential Host engages with the manager and connects them with the Observer.
- All parties (Observer, Host, and their respective Line Managers) should agree on the most relevant and appropriate approach and timeframe.
A job shadowing experience duration should range from a half-day to a maximum of three days per 12-month period. The duration depends on the individual's learning objectives and the availability of the person being shadowed.
- Before the shadowing begins, both the Observer and Host should discuss and clarify the learning objectives and expected outcomes to ensure they are aligned.
- The Observer and the Host engage in job shadowing.
- After the shadowing experience concludes, the Observer and their Line Manager should reflect on the experience, discuss key insights gained and how to apply the knowledge and/or skills acquired.
Answers to common questions can be found in the Job Shadowing FAQ.
The Line Manager supports and coordinates the job shadowing experience to align with the Observer’s development goals.
Support and Approval:
- Support the Observer in defining clear objectives, whether skills and/or knowledge, with a focus on both professional and personal development.
- Ensure the shadowing experience aligns with developmental goals.
- Approve time away from regular duties for the Observer.
- Ensure any cover, if required, for the Observer’s absence is in place.
Coordination:
- Support in identifying relevant shadowing opportunities and potential Hosts.
- Contact the Line Manager of a potential Host and request a job shadowing experience.
- Ensure accessibility needs and additional support, as well as health and safety, ethical standards and GDPR-related requirements have been considered and provided.
Post-Shadowing:
- Debrief with the Observer after the shadowing experience to discuss insights and outcomes.
- Provide guidance on how to apply what was learned to the Observer’s current role or future career development, if appropriate.
The Observer is responsible for making the most of the shadowing experience by being prepared, professional, and engaged.
Pre-Shadowing Preparation:
- Define clear goals and objectives to share with the Host before the job shadowing experience.
- Research the role or team in advance to ensure a basic understanding.
- Discuss any health, safety, accessibility and additional support requirements with the Host beforehand to ensure appropriate accommodations are provided.
- Plan your workload and responsibilities ahead of time before participating in a job shadowing experience to ensure there is no disruption to the operational needs and priorities of your role.
During Shadowing:
- Be punctual, professional, and respectful of the Host’s time, responsibilities and work environment. Inform the Host of any changes in availability.
- Maintain confidentiality and discretion at all times. Step away if required, such as in situations involving personal or confidential matters.
- Use the opportunity to ask questions and engage in discussions, if appropriate. The Observer is responsible for their own learning.
- Take notes to capture key insights, skills, and observations for later reflection.
- Refrain from influencing or interrupting the work of the person being shadowed, as well as that of the wider team.
Post-Shadowing:
- Reflect on the experience and evaluate what you have learned.
- Share key insights with your Line Manager and establish whether these met the agreed objectives and expected outcomes.
- Consider how to apply new knowledge or skills to your current role or development goals.
- Offer reflections and feedback to the Host about the shadowing experience, if appropriate.
The Host is responsible for facilitating the shadowing experience and providing the Observer with meaningful insights into their role.
Pre-Shadowing Preparation:
- Create a schedule or timetable for the shadowing session (s) based on the Observer’s goals and your own responsibilities.
- Identify key tasks, activities, or events that will offer the observer valuable insights.
- Brief colleagues about the shadowing arrangement, if necessary.
- Prepare a dedicated workspace or area for the Observer.
- Discuss and accommodate accessibility needs and additional support, as well as health and safety, ethical standards and GDPR-related requirements.
During shadowing:
- Provide an overview of your role, team, and workplace culture.
- Share your experience and insights related to your specialist subject area.
- Show interest in the Observer, encourage and answer questions and clarify any queries during or after shadowing session(s).
- Introduce the Observer to the team, this helps the Observer feel welcomed and provides context (for all parties) on who they'll be interacting with.
- Notify the Observer of any changes to the agreed schedule or cancellations as early as possible.
- Ensure the shadowing experience does not interfere with your regular responsibilities and daily tasks.