Best Practices in Intern Support

1. Best Practices in Intern Support Gary E. Demele, AIA Former AIA Minnesota State IDP Coordinator Member of AIA IDP Subgroup Edwin F. Jarboe, AIA IDP Auxiliary Coordinator, BRR Architecture Member of AIA IDP Subgroup

2. Emerging Professionals is a Registered Provider with the American Institute of Architects Continuing Education System (CES). Credit earned on completion of this program will be reported to CES Records for AIA members. Certificates of completion for non-AIA members are available on request.This program is registered with the AIA/CES for continuing professional education. As such, it does not include content that may be deemed or construed to be an approval or endorsement by the AIA of any material of construction or any method or manner of handling, using, distributing, or dealing in any material or product. Questions related to specific materials, methods, and services will be addressed at the conclusion of this presentation.

3. Learning Objectives • Develop a structured process that will enable Architectural Interns to plan for, prepare for, take and pass the ARE • Discuss the latest and best practices used by Firms in Mentoring today. • Examine the “IDP Outstanding Firm of the Year Award”

4. The ARE AIA Minnesota’s Perspective

5. Starting an ARE Review Program • ORGANIZE THE PROGRAM • 1. Determine the scope of the program • Why ? What is the Need ? (1 session or in-depth classes) How many Classes ? • Non-profit or for-profit ? (volunteer or paid instructors) • When ? How often ? • 2. Build a network • Volunteer Program Director (IDP Coordinator) • Administrator (AIA Staff) • Volunteer Instructors (AIA or Assoc. Members, Engineers, etc.) • Volunteer Network Support (IDP Committee) • 3. Create a Program • Schedule • classes, costs, location, instructors

6. Starting an ARE Review Program • ORGANIZE THE PROGRAM • 3. Create a program (continued) • Advertise • AIA website, AIA monthly newsletter • word of mouth thru YAF and Emerging Professional committees, etc. • Administrate • class registration • buy course materials and books • secure classroom - university or conference center or AIA office or Firm office • 4. Manage the program • bring in new instructors • constant program evaluation • provide feedback to existing instructors • review course content and update (ARE 4.0)

7. Starting an ARE Review Program Program Director IDP State Coordinator or Local IDP Coordinator • BUILD A NETWORK IDP Committee AIA and Assoc. Members Administrator AIA Chapter Staff Member Continuing Education Director Instructors Local Architects, Engineers, Attorney and Recently Licensed Architects

8. Starting an ARE Review Program • Paper brochure goes out to : • AIA Associate members • Mailing List of candidates • NCARB list of Record File holders in the state (IDP State Coordinators may request this list from Sonia Woolf at NCARB)swoolf@ncarb.org

9. Starting an ARE Review Program • content

10. Starting an ARE Review Program • content

11. Starting an ARE Review Program • content

12. Starting an ARE Review Program • By the Numbers • ARE Review Courses : 8 • 5 spring courses • 3 fall courses (one at AIA MN Convention) • Instructors : 5 architects, 3 engineers, 1 attorney, 5 recently licensed architects • ARE Candidates Served(each year): 160 - 200 • Cost : free to $125 per session fees cover all costs of program

13. Starting an ARE Review Program Spring 2007 ARE 10190 minutes – 18 people – No charge to attendInformal discussion facilitated by three architects who had passed the exam within the last year.Structures & Lateral ForcesTwo three-hour afternoons (3:30 to 6:30 pm) – 21 registrants We charged $100 for AIA members; $125 for non-members.Taught by a volunteer structural engineer with a brief visit for Q& A by an architect. Used Kaplan books as a handout and the basis of the class.Site PlanningOne 3-hour evening (6:30 pm to 9:30 pm) - 22 registrantsWe charged $25 for AIA members; $35 for non-members.Taught by two young volunteer architects.Building PlanningOne 3-hour evening – 22 registrantsWe charged $25 for AIA members; $35 for non-membersTaught by two young volunteer architects.Building TechnologyOne 3-hour evening – 16 registrantsWe charged $25 for AIA members; $35 for non-members. Taught by two young volunteer architects.Expenses for our spring ARE reviews were basically the cost of Kaplan books for the Structures & Lateral Forces participants, facility room rental, catering, AV rental totaling $3603.34. Revenue was $3730. AIA staff time was not included in expenses.Fall 2007Construction Documents & ServicesTwo 3-hour evenings – 21 registrantsWe charged $45 for AIA members; $65 for non-membersCo-taught by a volunteer architect and a volunteer attorney.Mechanical and ElectricalThree 3-hour evenings – 29 registrantsWe charged $65 for AIA members; $85 for non-membersThe first two evenings taught by a volunteer Electrical Engineer and a volunteer Mechanical Engineer. The third evening co-taught by two volunteer architects.Expenses for Construction Documents & Services and Mechanical & Electrical reviews were for Kaplan books for M&E instructors, facility room rental, catering, and AV totaling $1608. Revenue was $1782.50. AIA staff time was not included in expenses.PreDesign at AIA Minnesota Annual State ConventionA three-hour session offered through the AIA Minnesota State Convention.49 registrantsTaught by a volunteer architect.The charge to attend was through Convention registration so fee varied depending on package used.Expenses and income absorbed by total Convention budget. • content

14. Spring 2007ARE 10190 minutes – 18 people – No charge to attendInformal discussion facilitated by three architects who had passed the exam within the last year.Structures & Lateral ForcesTwo three-hour afternoons (3:30 to 6:30 pm) – 21 registrants We charged $100 for AIA members; $125 for non-members.Taught by a volunteer structural engineer with a brief visit for Q& A by an architect. Used Kaplan books as a handout and the basis of the class.Site PlanningOne 3-hour evening (6:30 pm to 9:30 pm) - 22 registrantsWe charged $25 for AIA members; $35 for non-members.Taught by two young volunteer architects.Building PlanningOne 3-hour evening – 22 registrantsWe charged $25 for AIA members; $35 for non-membersTaught by two young volunteer architects.Building TechnologyOne 3-hour evening – 16 registrantsWe charged $25 for AIA members; $35 for non-members. Taught by two young volunteer architects.Expenses for our spring ARE reviews were basically the cost of Kaplan books for the Structures & Lateral Forces participants, facility room rental, catering, AV rental totaling $3603.34. Revenue was $3730. AIA staff time was not included in expenses.Fall 2007Construction Documents & ServicesTwo 3-hour evenings – 21 registrantsWe charged $45 for AIA members; $65 for non-membersCo-taught by a volunteer architect and a volunteer attorney.Mechanical and ElectricalThree 3-hour evenings – 29 registrantsWe charged $65 for AIA members; $85 for non-membersThe first two evenings taught by a volunteer Electrical Engineer and a volunteer Mechanical Engineer. The third evening co-taught by two volunteer architects.Expenses for Construction Documents & Services and Mechanical & Electrical reviews were for Kaplan books for M&E instructors, facility room rental, catering, and AV totaling $1608. Revenue was $1782.50. AIA staff time was not included in expenses.PreDesign at AIA Minnesota Annual State ConventionA three-hour session offered through the AIA Minnesota State Convention.49 registrantsTaught by a volunteer architect.The charge to attend was through Convention registration so fee varied depending on package used.Expenses and income absorbed by total Convention budget. Starting an ARE Review Program • content

15. Mentoring

16. Mentoring - Current Practices • Young Architects ForumYAF • Can make mentoring presentations to your Chapter, Firm or School • www.aia.org/yaf_liasons

17. Mentoring Resources from AIA Websites : www.aia.org/idpand www.aia.org/ed_mentoring - Mentoring Essentials Workbook - Best Practices in Mentoring - IDP Mentoring - Mentorship : A Journey in Collaborative Leaning - ACE Mentoring Program

18. Mentoring Resources from NCARB Website : www.ncarb.org - IDP Guidelines - Direct Supervision vs. Mentoring

19. Outstanding Firm Practices The Best firms are proactive in creating new Learning Environments for Emerging Professionals, not just there to sign interns’ IDP employment records (Form 123). 1. goal setting / tracking time frames to complete IDP and the ARE 2. Firm provided Mentors and Reverse Mentoring 3. Opportunities for Community involvement 4. Active use of the EPC (Emerging Professional’s Companion) 5. Leadership roles 6. Lunchtime technical seminars 7. Personalize IDP to match Firm culture Financial Support 1. Pay for opening NCARB file 2. Reimburse for passed Exams 3. Pay for Time to take Exams 4. Provide ARE study materials

20. Outstanding Firm Practices Incentives for completing Licensure 1. Cash payment 2. Salary Increase 3. Future Rewardopportunities ( ie : On the Firm’s Management track) 4. Firm Recognition - reception for new Architects 5. Increase in project responsibility and control

21. It’s Not All About the Money: SSOE Grows Their Business with Benefits - Ohio-based firm lets employees decide how they’ll be compensated How do you . . . attract and retain architects at a large firm after exiting a period of business stagnation? Summary: Architecture firm SSOE has been able to open three new offices and expand their workforce by 40 percent up to 1,000 people by offering employees expanded benefits,continuing education classes, and other programs as part of their Total Employment Value Proposition, which lets staff members personalize their set of benefits. In response to this, several trade media publications have recognized the firm as a superior place to work. Outstanding Firm Practices

22. Award Programs -AIA IDP Outstanding Firm of the Year Award New program - open to all Firms regardless of size or number of interns in January 2008 2 Designations for Firms 1. “IDP Firm” - Meet Criteria in 7 areas 2. “IDP Outstanding Firm” - Submit Best Practices for Jury Review - 3 year firm recognition. - Firm will be able to resubmit and continue designation or upgrade. - Open submittal. Firm is able to submit at any time for “IDP Firm”. - “IDP Best Practices” will be added to AIA website as a resource for other Firms. www.aia.org/idp_outstandingfirm_default

23. Current Best Practices IDP/ARE Best Practices 2007 ARE Success Teams Boston Society of Architects Crossing Firm Boundaries Burkholder / MullenixLaddership Kim 2006Colorado Partnership for Mentoring AIA Colorado and U of CMentoring Interns PayetteProviding EPC Seminars in your Firm HKSAIA Resources :www.aia.org/ep_idparebp Gary E.

24. The ARE BRR’s Perspective

25. The Survey Says . . . . . What should I expect? How do I pay for this? What if I fail an exam division?

26. What To Do . . . . . Develop a logical exam preparation plan • ARE Master Plan • Exam sequence • Exam schedule • Study methods • Study materials • Study schedule

27. How To Prepare . . . . . In-house Study and Review Sessions • Focus on one exam division per month • Saturday morning ARE Study Session • Wednesday lunchtime review sessions

28. Saturday Morning ARE Study Session • Informal, small group • Led by a recently licensed Architect • Describe what the exam involves • Discuss the information required for the exam • Carefully review the example questions

29. Wednesday Lunchtime Reviews • Three review sessions • Review the exam Study Guides chapter by chapter • Carefully review and discuss example questions • The Study Session leader attends the third Wednesday session for additional clarifications

30. Exam Week . . . . . • Preparation • Confidence • Paid time off • Take the Exam

31. Exam Reimbursement . . . . . • Pass & Pay • Exam “Mulligan”

32. Announce and Celebrate • Ceremony • Cake • Licensure is a valuable and significant accomplishment

33. Questions for AIA Minnesota • For further information please contact : • Administrator : • Deanna Christiansen, Continuing Ed Director AIA Minnesota 612.338.6763 or christiansen@aia-mn.org • Program Director • Meg Parsons, AIA Minnesota State IDP Coordinator 612.379.5531 or mparsons@cuningham.com

34. Questions for Mentoring • Contact your YAF Regional Representative. Go to : www.aia.org/yaf_liasons • Contact NCARB with mentoring questions as they relate to IDP. Contact Douglas Morgan, Director, Records 202.454.2231 or dmorgan@ncarb.org

35. Questions for BRR’s Perspective • ARE Master Plan? • Study Sessions? • Reimbursement? This concludes the American Institute of Architects Continuing Education System Program