Shadowing Sessions

Definition

A shadowing session is a structured observational activity where a visitor follows a professional in their regular work environment to gain insight into their responsibilities, workflows, tools, and institutional context. The primary objective is mutual learning and knowledge transfer between academia and practice, without the formal constraints of internships or evaluations.

Description

Experiential observation for mutual understanding and content innovation

Objectives

– Foster long-term collaboration between universities and public-sector stakeholders.
– Align university curricula with the actual needs of the public sector.
– Enhance the employability of graduates by providing realistic insights into public administration roles.
– Facilitate mutual knowledge exchange through observation and informal consultation.
– Support public innovation by incorporating up-to-date academic knowledge into policy-making and administrative practices.

How Does the Format Work?

Shadowing sessions are structured visits where academics observe public administration experts—such as data analysts, planners, or specialized officers—in their day-to-day work. The primary purpose is not evaluation, but rather mutual learning. Academics gain firsthand knowledge of professional tasks, tools, workflows, and expectations. This knowledge can then inform curriculum development or shape applied research and project collaboration. The concept of shadowing sessions can also be viewed oppositely, where representatives from public administration visit practice-based academics or researchers in their labs. Although senior policy-makers may not have the capacity to be shadowed due to their schedules, mid-level professionals or practical-oriented officers are ideal participants. These individuals can demonstrate daily tasks such as spatial analysis, permit workflows, data management, or participatory processes. In some cases, group shadowing is used: one public officer performs their tasks while multiple academics observe, followed by a structured discussion.

For academics, shadowing provides:
– Insight into real-life workflows, administrative constraints, and data usage in public institutions
– Access to specialized tools, data systems, or archives that would otherwise remain closed.
– Inspiration for research questions with real-world relevance.

For public-sector experts, shadowing offers:
– A channel to communicate current challenges, outdated processes, or staffing needs.
– Opportunities to influence the competencies of future graduates.
– Feedback on how university teaching and research can support innovation and modernization.

Duration and Logistics

– Typical length: 45–60 minutes
– Format: In-person visit (one-on-one or one-to-many)
– Preparation required: Minimal—informal discussions among experts in similar fields suffice
– Recommended follow-up: Short debrief and opportunities for continued cooperation (e.g., internships, joint projects)

Challenges and Opportunities

While shadowing sessions offer great benefits, they are time-intensive to schedule and organize. Finding mutually convenient times for all participants can be difficult. However, the low-cost and high-impact nature of these interactions makes them worthwhile. Regular shadowing sessions can also serve as a feedback loop—enabling public institutions to revise recruitment criteria and universities to keep curricula aligned with evolving needs.

Benefits for Both Sectors

Academics benefit from:
– A better understanding of how processes are applied in local governance.
– Inspiration for course design, applied student projects, and research ideas.
– Access to real data, software, and institutional know-how.

Public-sector institutions benefit from:
– Influencing academic training to meet real labor market demands.
– Finding new ways to modernize workflows using up-to-date academic methods.
– Building relationships that support recruitment, internships, and project cooperation.

Do you want to know more about the policy engagement toolkit?

Do you want to share your experience in policy engagement? Do you think about contributing to the policy engagement toolkit? Feel free to contact Tome Sandevski via science-policy@pvw.uni-frankfurt.de