Job shadowing promotes collaboration, transparency and professional growth across the university.
The UC Davis Employee Job Shadow Program connects staff and academic employees with leaders and colleagues to support professional growth and organizational learning. Participants observe colleagues in action, exchange insights and gain a deeper understanding of roles they aspire to, how decisions are made and how different parts of the university connect.
Big picture: how it works
- Career staff, academic employees and faculty may apply and name up to two individuals they would like to shadow.
- Employees are selected and, once the shadow host agrees to participate, the employee and shadow host are introduced.
- The employee and shadow host participate in the program during the spring or fall, devoting no more than 15 hours over a three-month period.
Eligibility - Open To:
- Career staff, academic employees and faculty
- UC Davis campus and UC Davis Health employees
- Employees who have been with the university for at least one year.
- Employees most recent performance appraisal rating must be "fully achieved expectations" or higher.
- Have supervisor approval.
Time commitment
15 hours over 3 months
- Program Kickoff (~1 hr.)
- All participants are strongly encourage to attend the program kickoff. The kickoff will be held virtually via Zoom to accommodate the diverse work locations of participants.
- Shadowing Activities (Max. 12 hrs.)
- Schedules, timing and format are coordinated and by shadower and shadow host.
The program allows for one to three shadow days, recommended to be four hours long, over a three-month period. Four to twelve total hours, typically spread across one to three days.
The three-month window provides scheduling flexibility. Participants may complete shadowing in as little as one week as schedules allow.
Virtual-only experiences are welcome as long as shadower and shadow host agree. - Reflection Activity
- The program requires all participants to complete a structured reflection of their experience, offering feedback for future improvements as well as highlighting things they found especially helpful.
Shadower and shadow host must complete the reflection form within 10 business days of last shadowing session.
Access Reflection Form
Roles and Expectations
Applicant (shadower)
- Clearly communicate learning goals and interests
- Coordinate scheduling with the shadow host
- Observe respectfully and focus on learning (not evaluating, criticizing or influencing)
- Honor confidentiality and professional boundaries
- All participants must complete a post shadowing reflection.
Nominee (shadow host)
- Allow aspects of work (meetings, projects and workflows) to be observed
- If work is confidential or HIPAA protected participants may have career conversations instead of shadowing
- Be open to questions about role and career journey
- Share how the unit or function operates
- Understand that job shadowing is not an evaluation or a mentoring commitment
- All participants must complete a post shadowing reflection.
Outcomes
- Enhance Employee Engagement and Institutional Connection
- Afford opportunities for employees to better understand the organization and connect with one another.
- Strengthen work relationships between staff, faculty and leadership at all levels.
- Foster a culture of transparency, inclusivity and collaboration.
- Support Professional Growth and Leadership Development
- Provide staff and faculty with exposure to one another, leadership perspectives and institutional decision-making.
- Encourage reflective learning, knowledge sharing and career growth.
- Model Principles of Community
- Facilitate direct engagement between staff, faculty and management employees to promote mutual learning, understanding and respect.
- Promote empathy, informed decision-making and inclusive employee and leadership development.
- Foster a culture of transparency, inclusivity and collaboration.
Taking Action
In the UC Davis Employee Experience Survey, employees shared a desire for more opportunities to develop professionally, build confidence in leadership and connect across roles. This program is one of the actions being taken in response.
Learn more at hr.ucdavis.edu/experience
I'm ready to apply!
2026 Cohort Application Open
March 10 -31
- Spring Cohort: May - July 2026
- Fall Cohort: September - November 2026
Participants will identify if they wish to participate in the spring or fall cohort in the application.
Selection Process:
- Participants are selected from across UC Davis and UC Davis Health by a committee comprised of HR and Staff Assembly representatives.
Review the rubric used to evaluate shadower applications to submit the most competitive application.
Resources
- Explore the Sample Agenda
- Review the Discovery Question Bank
- Remember to complete the Reflection form no more than 10 days after you finish your shadowing time.
Frequently Asked Questions
- What is the UC Davis Employee Job Shadow Program?
- The UC Davis Employee Shadowing Program is designed to support learning, career exploration and cross-campus connection. Participants are matched with a staff or faculty host to observe their role and learn more about different career paths across UC Davis.
As a shadow host, you provide insight into your role, career path and day-to-day work.
As a shadower you will observe your host and have opportunities to learn about roles across the institution.
The Employee Job Shadow Program is
• A short-term, voluntary learning experience
• An opportunity for observation, conversation and career exploration
• A pilot program designed to test cross-campus shadowing at UC Davis
The Employee Job Shadow Program is not
• A performance evaluation or job interview
• A mentoring or coaching relationship
• A guarantee of future opportunities, transfers or advancement
• A centrally scheduled program
• A cross training program
• For undergraduate/graduate students
- Do I need to take time off to complete my shadowing hours?
- No, with supervisor permission to participate you can use professional development release time to complete your shadowing hours. Review professional development release time by unit. Learning and Organizational Development provides a Funding and/or Release Time Request for Professional Development template for use in departments to facilitate discussion between supervisors and employees.
- Is this program available to students?
- No. Undergraduate and graduate students interested in shadowing a campus executive should explore the UC Davis Leadership Job Shadow Program.
- What does shadowing typically include?
- Shadowing experiences vary, but may include:
• Attending meetings as an observer
• Job walkthroughs or demonstrations
• Informational conversations or Q&A
• Discussion of career paths, skills and competencies
It is the responsibility of the shadow host to determine the appropriateness of what work can be shadowed, considering both sensitive as well as protected information such as HIPAA. - Is participation flexible?
- Yes. Shadower and shadow host coordinate their time and may:
• Limit the number of hours or spread them out over 3 months
• Choose virtual, in-person or hybrid
• Focus on observation rather than participation
• Decline specific meetings or topics to be shadowed
The experience should align with both participants' workload and comfort level. - What should I do to make my application stand out?
- Review the provided application rubric to see what the review committee will use to evaluate and approve applications. You are encouraged to be thorough and thoughtful in your application responses.
- Do I need to tell my shadow host before I nominate them?
- You do not need to notify your intended shadow host before applying. The program committee will handle nomination communication to shadow hosts once shadower applications have been reviewed.
- Who can I shadow?
- You may shadow anyone you are interested in, learning about their career path and day-to-day work, regardless of payroll classification or title, ranging from leaders to colleagues. Nominated shadow hosts do not need to be in a leadership position.
It is the responsibility of the shadow host to determine the appropriateness of what work can be shadowed, considering both sensitive as well as protected information such as HIPAA. - What if I don't know who to shadow?
- We recommend looking at organizational charts and directories for departments you may be interested pursuing a career in. If you are not sure about a career path you are interested in, you may want to explore career coaching. Learning and Organizational Development provides free confidential career coaching for staff.
- What if my shadow host is not available?
- Applicants will nominate two shadow host preferences. If the first preference nomination is not available the program will contact their second preference.
If neither shadow host nominee is available the applicant will be encouraged to apply in a future program offering. - Can a shadow host have multiple shadowers?
- If a shadow host is nominated by multiple shadowers the program will provide the shadow host the opportunity to host as many shadowers as they feel comfortable.
If a shadow host cannot accommodate all interested shadowers the program committee will prioritize pairings based on a first-come, first-served approach of application submission date. - What are the benefits of being a shadow host?
- Accepting a nomination to be a shadow host provides you the opportunity to experience:
• Increased reflection on your own career path
• Meaningful cross-campus connections
• Contribution to talent development at UC Davis and UC Davis Health - How is scheduling handled?
- Participants and hosts coordinate scheduling directly with one another. Program coordinators are not able to assist with scheduling logistics.
- How should shadowers prepare for shadowing?
- Shadowers are encouraged to:
• Reflect on what they hope to learn
• Come prepared with thoughtful questions
• Review any materials shared by the host in advance
• Be mindful of time, confidentiality and professional norms - How does this differ from UC Davis Health Cross Training?
- UC Davis Health Cross Training is an opportunity for UC Davis Health career employees to acquire skills and knowledge of our health care environment, and enhance opportunities for personal growth and advancement. It is available only for UC Davis Health employees and involves a significant time commitment.
The Employee Job Shadow Program is not an opportunity for cross training. - Who can I contact for questions or help?
- Program coordinators are available to:
• Answer questions
• Provide sample agendas and conversation prompts
• Help troubleshoot scheduling challenges
Contact: [email protected]