Third-year practical training manual

Version: 7 June 2010

Thirdyear practical training manual, practical training 20102011

PREFACE
This is the manual for third-year practical training (full-time) of the Institute for Facility Management (FM) of the Hanze University Groningen. Practical training is part of the third academic year of the study programme. This manual contains information about the objectives of the practical training, the preparation for the practical training, the competences to be achieved and the work placement assignments for the practical training. This manual, including the appendices, is also available on Blackboard, course third-year practical training > preparation. In a formal way, this manual can be considered the standing orders of the examination scheme. Mr Reinier van Gerrevink, coordinator third-year practical training, is responsible for the organisation of the practical training. He gets support from the Work Placement Bureau. Mrs Brenda Raatjes and Mrs Saskia Wiepkema are working at the Work Placement Bureau; they are the first contact persons for questions about the practical training. Good luck to all students, trainee mentors and practical training teachers for a valuable practical training. Groningen, April 2010 Coordinator practical training FM: (Mr) drs. R. van Gerrevink r.van.gerrevink@pl.hanze.nl 050 595 2892 Work Placement Bureau FM: stagefm.fe@org.hanze.nl Consultation hours: Monday, Tuesday and Thursday from 10am till 12 noon and from 1:30pm till 2:30pm, Wednesday and Friday from 10am till 12 noon. Room F026 Course Third-year Practical Training full-time Brenda Raatjes 050 595 2890 Saskia Wiepkema 050 595 2886

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Thirdyear practical training manual, practical training 20102011

Page INTRODUCTION 1. OBJECTIVE AND REQUIREMENTS FOR THE PRACTICAL TRAINING 1.1 Competences and objectives practical training 1.2 Requirements for the practical training organisation 1.3 Responsibility of the Facility Management study programme 1.4 Prerequisites 1.4.1 Special circumstances 1.5 Exemption from practical training 2. PREPARATION TO THE PRACTICAL TRAINING 2.1 General preparation 2.1.1 Outflow profiles Commercial and Corporate 2.2 Assignments study career counselling 2.2.1 Assignment B 2.2.2 Assignment C 2.3. Allocation of trainee posts 2.3.1 Procedure arrangement for national practical training 2.3.2. Procedure arrangement for international practical training 2.4 Own practical training address 2.4.1 National 2.4.2 International 2.5 Introductory talk at the practical training address 2.6 Medical examination and certificate of good behaviour 2.7 Trainee allowance 2.8 Work placement contract Hanze University Groningen 3. THE TRAINING PERIOD 3.1 Introduction phase 3.2 Specific work placement assignments 3.3 The training process 3.4 Assistance 3.4.1 First practical training call 3.4.2 Second practical training call 3.4.3 Assistance in other countries 3.5 Trainee review day 3.5.1 Trainee review day abroad 3.6 Completion of the practical training 3.7 Table of the training activities 8 8 9 9 10 11 11 12 12 12 15 15 16 16 17 18 18 18 19 19 20 20 20 21 21 21 22 23 23 23 24 24 25 25 26 7

4. EVALUATION AND SECOND CHANCE OF THE PRACTICAL TRAINING

4.1 Evaluation of the practical training 4.2 Evaluation criteria 4.3 Second chance of the practical training

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29 29 29

5. PLANNING, COMMUNICATION AND OTHER INFORMATION 31 5.1 Planning and attendance 31 5.2 Communication 31 5.3 Sickness 32 5.4 Insurance 32 5.5 Reading list 33 _________________________________________________________________________ Hanze University Groningen, Institute for Facility Management
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Thirdyear practical training manual, practical training 20102011

APPENDICES (provided separately) Appendix Appendix Appendix Appendix Appendix Appendix Appendix Appendix Appendix 1: 2: 3: 4: 5: 6: 7: 8: 9: Form for the training programme and first impressions Formulation of Specific Work placement assignment and Plan of Action Evaluation form Professional Conduct and Results of Work placement assignments Evaluation form Work placement assignments Report part I and II Evaluation form Evaluation report Job description for the training teacher Days list Formal completion form third-year practical training Diagram of the third-year practical training

APPENDIX in the course only Behavioural indicators in key areas/sub-competences

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Thirdyear practical training manual, practical training 20102011

INTRODUCTION
The third-year practical training is held during two consecutive study terms in the third academic year. The first term is from September through to February, the second term is from February through to July. For 100 working days (20 weeks) you will be working as an assistant manager on assignments within the scope of FM for an organisation allocated to you by the Work Placement Bureau. This practical training will allow you to work on your professional FM competences and on your personal development. 30 Credits have been set aside for the practical training. Work placement assignments Unit of study Practical training process Unit of study Study Career Counselling 7 These credits are 15 credits 14 credits 1 credit earned in the following areas: Code: FMVH9MST1 Code: FMVH9MST2 Code: FMVH8SLB7

This manual gives you information about the objective and the contents of the practical training, as well as about the preparation. Chapter 1 is about the objective, the requirements and the conditions of the practical training. Chapters 2 and 3 are about the preparatory phase and the training period itself. Next comes chapter 4 with information about the evaluation and a second chance. Planning, communication and other useful information are discussed in the final chapter. This manual comes with a number of appendices; these appendices are provided separately via Blackboard course third-year practical training > preparation > appendices. The course will be regularly updated before the start of the academic year. You are therefore advised to check it from time to time. The exact dates for the 2010-2011 study year are available in the course Third-year practical training > preparation > planning and in appendix 9. Any masculine words and phrases (he/him/his) used in this manual are also deemed to apply in the feminine form (she/her); any specific work placement assignments mentioned in this manual are also deemed to include specific tasks and duties.

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Thirdyear practical training manual, practical training 20102011

1. OBJECTIVE AND REQUIREMENTS FOR THE PRACTICAL TRAINING 1.1 Competences and objectives of the practical training
The Facility Management Study Programme follows the competence profile for the Facility Management Study Programme 2005 (from: Facility Management. Competence profile for bachelor study higher vocational education. Dr. W.A. Verreck. Heerlen, 2005). This contains a summary of competences the students acquire in the study programme. The nine competences are: 1. Initiating and creating facility products and services, independently and entrepreneurial, for the benefit of an organisation. 2. Developing a vision following changes and trends in the external environment, as well as developing relationships, networks and chains. 3. Analysing policy issues, translating into policy objectives and alternatives, as well as preparation for the decision-making process. 4. Applying human resource management in view of the strategy of the organisation. 5. Designing, controlling and improving business or organisation processes. 6. Analysing financial and legal aspects, internal processes and the business or organisation environment to strengthen the relationship and interaction. 7. Developing, implementing and evaluating a process of change. 8. Social and communicative competence (interpersonal, organisation). 9. Self-steering competence (intrapersonal, holding an occupation or professional). In the practical training, competences 1, 5, 8 and 9 - at pre-vocational level - take centre-stage. During the practical training you will see how a facility manager performs in practice; this is a mirror for your own future performance. That is the reason why the main objective of the practical training can be summarised as follows: The student will perform as an assistant to the manager through FMrelated jobs within an organisation or a company. In terms of knowledge and insight, skills and professional conduct, the student will be made aware of his own abilities and restrictions in his future career. The following training objectives originate from this main objective. You will be able to identify the competences nos. 1, 5, 8 and 9: 1. Familiarising yourself with the tasks and roles of the facility manager as well as with the internal and external environment of the organisation where you do your work placement by performing a specific work placement assignment. 2. Developing and/or improving a facility product or service. For example: preparing/improving a product or service, searching the possibilities for a new product or service, or evaluating an existing product. The result may manifest itself in several ways, such as a quality manual, a new service or an event. The set-up, realisation, financial feasibility and the importance for the organisation must be accounted for. 3. Applying and developing knowledge in line with competences 1 and 5, and specified in the evaluation criteria for the (specific) work placement assignments. 4. Practising the methods in line with competences 1 and 5, and specified in the evaluation criteria for the (specific) work placement assignments. 5. The (further) development of professional behaviour through feedback and coaching on behaviour using: indicators for behavioural components, during the performance review and the job evaluation talk; regularly talking about personal objectives; full-circle feedback on personal objectives. 6. Awareness of one's own possibilities through reflecting on: a. level of operation, using the phase levels for developing into a start-capable higher vocational education student; b. professional behaviour, on the basis of acquired feedback and coaching; c. sector/organisation/role/position; d. strengths/weaknesses analysis; _________________________________________________________________________ Hanze University Groningen, Institute for Facility Management
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Thirdyear practical training manual, practical training 20102011 e. f. expertise (knowledge and skills): what do I know more now, and what can I do better than when I first started; results (realising results that meet the client's expectations).

1.2 Requirements for the practical training organisation

In order to assess the above-mentioned competences, the study programme puts certain demands on the practical training. These requirements are in relation to the characteristics of the placement-offering organisation and the organisational framework in which the student will be working as a trainee. The study programme asks the practical training organisation to meet the following requirements: - it is a company offering facility services or products, and/or it is an organisation with a facility organisation or a facility department; - for acquiring business experience: the company/organisation employs at least 10 staff; exceptions may be considered, of course; - the trainee will get assistance from a trainee mentor working at higher vocational education level; - the trainee mentor will be assisting the trainee on a weekly basis; - a workplace must be made available for the trainee.

1.3 Responsibility of the Facility Management study programme

The study programme considers the practical training as an integral part of the study. The Institute will be ultimately responsible for the practical training at all times. It will give meaning to such ultimate responsibility through: - aiming for a database of high-quality training addresses and assignments; - consulting with parties involved (host placement companies and trainee mentors) about the content and the level of the work placement assignments and about the procedures to be followed; - taking care of adequate assistance for the trainee; - assessing the trainee's performance and work on relevant criteria.

1.4 Prerequisites
The prerequisites must be met before you can undertake practical training. The prerequisites include: - the propaedeutic phase must have been concluded; - 45 out of 60 credits from the second study year must have been obtained; - the study career report of the second study year must have been signed off; - the study career counsellor must have given a positive advice about the practical training plans (see the course Academic Career Planning, second study year) Reference date for the prerequisites: - period September/February: final week previous study year (mid-July) - period February/July: end of December See for the exact dates of the course Third-year practical training> preparation > prerequisites After you meet the prerequisites for the September period, you will be advised to also do your practical training in this period, rather than wait for the February period. At the time of allocation, the student will be assessed for his credits. Students with less than 20 credits will not be given a trainee post. See chapter 2.3: Allocation of trainee posts. Students who fail to meet the prerequisites will bear the full costs incurred. A pre-purchased ticket gives no automatic right to practical training. N.B.: The examinations of the resit week in August for the practical training in September and the resit week for the practical training in February do not count for determining the prerequisites.

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Thirdyear practical training manual, practical training 20102011 On the reference date, a final decision will be made as to whether you meet the prerequisites and whether you will be admitted to do practical training. A written advice will be sent to your mailing address. Please make sure the STudent ADministration (STAD) has your correct address details. If you fail to meet the prerequisites, you are asked to present your study career counsellor with a study plan and discuss with him the possibilities for alternative study programmes.

1.4.1 Special circumstances

Special circumstances may give cause for different ways of assessing the above prerequisites and practical training period. If you believe you may qualify, please state your reasons addressed to the practical training coordinator via Brenda Raatjes, e-mail: stagefm.fe@org.hanze.nl, telephone: 050 5952890. Criteria for reconsideration include: - sickness during the examination period in the 2nd study year; - the death of a close relative; - personal circumstances; - your own medical condition: Included for international placements are: - serious illness of a close relative or partner that would require the immediate return of the student. Every request to the practical training coordinator will be judged on its own merits. If so required, you will be asked to come in for a talk. Deadline for submitting a request - period September-January: not later than mid-June - period February-June: not later than mid-November. See for the exact dates of the course Third-year practical training> preparation >prerequisites

1.5 Exemption from practical training

In exceptional cases, exemption may be granted for the third-year practical training. You will need to demonstrate that you have successfully completed third-year practical training at higher vocational education level and achieved similar competences as those for the third-year practical training FM. You may also have completed a higher vocational education study programme and worked at higher vocational education level in the past. Please submit a completed exemption form to the examinations board if you believe you may qualify for exemption. The request will be subsequently assessed by Mr R. van Gerrevink. You will be advised of the decision taken by the examinations board.

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2. PREPARATION TO THE PRACTICAL TRAINING 2.1 General preparation

In the six months prior to the practical training: you will be attending (informative) gatherings; you will be doing assignments from Study Career Counselling, study year 2; you will be making a justifiable choice for a trainee post; you will be having a motivation talk with your study career counsellor; a trainee post will be allocated using the study career counsellor's advice form; you will be formulating your personal objectives; you will be discussing your personal objectives with your training teacher.

2.1.1 Outflow profiles Commercial and Corporate

In the second year you will choose from an outflow profile: Commercial or Corporate. That will have consequences for the kind of placement you will do, of course. At the informative gathering you will hear a brief explanation about the difference between the outflow profile Commercial and the outflow profile Corporate. Basic principles of the two outflow profiles: Commercial Facility Management - external view - manager/officer who is part of the primary process - emphasis on the process - risk-prepared - position of salesman/trader - role of supplier - focussed on turnover and profit Corporate Facility Management - internal view - manager/officer who is part of the secondary process - emphasis on the place (building) - organisation-sensitive - technology and real estate - strategic position - cost-conscious

For a full description of the outflow profiles, go to the course > preparation. During the motivation talk with your study career counsellor, you will also choose between the outflow profile Commercial and Corporate. You can state your preference on the selection form. See Assignment C from the study career counselling, study year 2 and chapter 3.

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Thirdyear practical training manual, practical training 20102011 The entire procedure for practical training consists of a series of steps. These steps are shown in the following table. The dates for the various informative gatherings will be announced via de course in a timely manner. STEP 1 SUBJECT 1st informative gathering - procedure around the practical training - content of the practical training - general information - sector information PRACTICAL TRAINING SYMPOSIUM Assignments Study Career Counselling, study year 2 4 5 6 7 8 9 10 11 Assignment B Assignment C

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General information other countries Motivation talk with your study career counsellor Advice Allocation of trainee posts Assessment of prerequisites External job application procedure Practical training preparation Away on practical training

Sub 1 First information gathering During the first gathering you will be given practical information about the procedures surrounding the practical training: - in what way are the trainee posts allocated among students; see step 7; - difference between third-year practical training and graduation process; - in which six months will you be doing your practical training; - in what training sectors will you be able to do your training, see chapter 2.2; - what will be expected from you during the practical training; - what assignments will you be able to perform during the practical training; - what prerequisites will be used; see chapter 1.4. Sub 2 Practical training symposium By order of the Work Placement Bureau, students doing the minor Event Management in the fourth year will be organising a practical training symposium. During this symposium you will be able to become familiar with the various field-of-action sectors in which you can do your practical training. Managers from the field of action will talk about their experiences as trainee mentors, while third or fourth-year students will talk about their practical training experiences. The symposium is part of the practical training and is included in the school timetable. Sub 3 Assignments study career counselling See chapter 2.2. Sub 4 General information other countries _________________________________________________________________________ Hanze University Groningen, Institute for Facility Management
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Thirdyear practical training manual, practical training 20102011 The general information about practical training in foreign countries is given by the coordinators of the International Placement Office (BBS). Time will be spent on: - the possibilities of international practical training; - the possibilities for eligibility for placement in other countries; - individual talks; - what steps are yet to be taken before you start an international placement. See chapter 2.3.2 for mediation by BBS. Sub 5 and 6: See chapter 2.2.1 Sub 7: See chapter 2.3 Sub 8: See chapter 1.4 Sub 9 External job application procedure There are a great number of training addresses using their own job application procedure. This will be announced during the allocation of the trainee posts. In most cases you will also be facing rival candidates, either from your own class or from a different study programme. You will receive information on this external procedure from the Work Placement Bureau in a timely manner. At the same time the Work Placement Bureau will reserve a number of addresses for possible drop-outs from the external procedure. Please inform the Work Placement Bureau on whether or not you have been accepted. Sub 10 Practical training preparation Shortly before the start of the practical training there will be a preparatory day. Scheduled on this day are, among other things: - general information on the practical training; - writing a training report; - meeting your training teacher. You will meet your training teacher; you will discuss your personal learning targets; you will make arrangements on how to keep in touch. You will need to meet the teacher before the start of the practical training. The preparation will be included in the school timetable. The student will be responsible for contact with the teacher. Sub 11 Away on practical training Following the 10 steps is the start of the training period.

2.2 Assignments study career counselling

In the second study year you prepare yourself for the third-year practical training in the third study year. Assignments B and C from the study career planning, study year 2, are completed in preparation for the thirdyear practical training. After you meet the practical training prerequisites for the September period, you will be advised to also do your practical training in this period; see chapter 1.4. 2.2.1 Assignment B At the informative gathering you will be given the Selection form Third-year practical training Facility Management. The selection form gives you a number of sectors for your practical training to choose from. In order to make the right choice, it will be important for you to first have a better understanding of the attributes of each sector. The assignment is therefore as follows: * Briefly describe for each sector the following (do not Copy & Paste from the Internet): in what ways does the sector stand out from others; what can you tell about the culture; what can you tell about the expected pressure at work and working hours; _________________________________________________________________________ Hanze University Groningen, Institute for Facility Management
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Thirdyear practical training manual, practical training 20102011 what can you expect about the complexity of the organisation (remember also the effects from politics, society, etc.); can you also tell something about the way of working; what is specifically FM-related within the sector.

Also put this in an easy-reference schedule. Make use of the acquired knowledge and insights, as well as information on the Internet. However, do not use any verbatim text from the Internet. Once again, this is an individual assignment. Do not make a judgement for each sector at this stage. This will follow in the motivation letter for the practical training. Aim: to be well-prepared for the practical training symposium and to have a sound foundation for choosing the sectors. In this way you will reduce the risk of having to resit the motivation talk or later choosing the wrong sector. The practical training sectors include: A. Healthcare 1. General hospitals, nursing and rehabilitation centres 2. Care centres 3. Home care organisations B. Businesses and government agencies 1. General companies 2. Government agencies (central government, provincial and local authorities) C. Hospitality 1. Cultural organisations and conference centres 2. Hotels, cafs and restaurants 3. Recreation

D. Service providers 1. Cleaning and maintenance companies 2. Catering 3. Security and surveillance 4. Organising events

International (see the above sectors) 2.2.2 Assignment C 1. In preparation to the progress talk with your study career counsellor, carefully consider your choice of outflow profile commercial or corporate. It is part of the talk. In addition, make a summary of the results and a planning for catching up on neglected issues, if necessary. 2. In preparation to the motivation talk (outside the Netherlands at the end of period 2 in combination with the progress talk; in the Netherlands in period 3) with your study career counsellor: a. complete the selection form Third-year practical training Facility Management; b. prepare or update your CV (include the subject matters learnt in the training applying for a job/networking); c. write a motivation letter. Send (b) and (c) to your study career counsellor at least three days before the motivation talk; bring (a) personally when you come in for the interview.

2.3 Allocation of trainee posts

The allocation process for the trainee posts is roughly as follows. The Work Placement Bureau will set up an allocation scheme on the basis of the trainee posts on offer and the demand from students. You will be assigned to an address. Important basic principles include: - all practical training forms are in the possession of the Work Placement Bureau (handed in by the study career counsellor); _________________________________________________________________________ Hanze University Groningen, Institute for Facility Management
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Thirdyear practical training manual, practical training 20102011 are the requirements of the student will met, i.e. will he be posted in accordance with the advice from the study career counsellor (that is the reason why the advice form should be completed with utmost care); - will the demand from the field of action be met; i.e. will a placement address get the trainee it asks for; No address will be assigned to students who obtained less than 20 credits at the time of allocation. Neither will a student be placed if the Work Placement Bureau is not in the possession of a selection and advice form. 2.3.1 Procedure arrangement for national practical training As described in assignment C of the study career counselling, study year 2, a motivation talk will be held with your study career counsellor. Hand in the selection form to your study career counsellor before you have a talk. During the talk it will become clear for which sectors you will get a positive or a negative advice. The study career counsellor will mark the advice form accordingly. An in-depth discussion will follow if you choose to do your practical training in a foreign country, and in the end you will be allowed an international placement. In that case the study career counsellor will sign a consent form. Following the interview, the full package will be given to the Work Placement Bureau. For that reason, the Work Placement Bureau must have: your selection form the advice form a consent form for international placement, if applicable If you have chosen for an international placement, the Work Placement Bureau will make sure the above forms will be delivered to the international work placement agency. No mediation will follow if the international work placement agency is not in the possession of these forms. The allocation is made using the study career counsellor's advice form. You will be assigned to an address. Any objections must be made in writing. Objections concerning travel time, region and training allowance will not be taken into consideration. N.B.: The Work Placement Bureau will assign the trainee posts. In other words, you will not have to look for this yourself. However, if you prefer to do your own, please follow the procedure described in chapter 2. 4 Own address. Stay in contact with the Work Placement Bureau if you wish to do your practical training in the Netherlands. For international placements you keep in touch with the BBS (see chapter 2.3.2). 2.3.2 Procedure arrangement for international practical training The preparation for practical training in other countries is similar to the procedure for training in the Netherlands. Since the BBS is an intermediate, the procedure for allocating trainee posts is different. Information BBS Please contact the BBS with questions and for information about international placements. Placements can be arranged within Europe and beyond. Contact a coordinator directly by phone or e-mail to arrange for an appointment. The secretary will also be able to answer your questions about international placement. BBS is located in F027. The BBS is an intermediate. The work placement assignment will require the approval of the FM practical training coordinator. The FM rules, arrangements, manual, forms, etc. are to be followed. The address details are to be passed on to the Work Placement Bureau. The Work Placement Bureau will subsequently confirm the practical training. See also the course third-year practical training > preparation > foreign countries. The allocation of an international placement also depends on the supply. The BBS will tell you about the rest of the procedure. Following the placement, extra attention will be paid to special arrangements with regard to insurances, accommodation, subsidies, airplane tickets, etc. See also the special information booklet on international placement. The International Placement Office (in Dutch: Bureau voor Buitenlandstages or BBS for short) is dealing with practical training placements in foreign countries. _________________________________________________________________________ Hanze University Groningen, Institute for Facility Management
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For mediation, the BBS must be in the possession of a consent form from your study career counsellor. No form, no mediation!

2.4 Own practical training address (national and international)

2.4.1 National You will be allowed to look for a practical training address by yourself, provided that you stick to the following rules: - always first check with the Work Placement Bureau; staff will be able to help you with tips and information; see them at the consultation hours or send them an e-mail; - a list of practical training addresses already included in the FM database is available in the course Third-year practical training > preparation> trainee acquisition. Without consultation, do not approach an address included in the FM placement address database. That is because the Work Placement Bureau has made arrangements with these organisations. Make sure you prepare yourself for the following questions if you are going to approach an address for a trainee post yourself: why did you choose this company/organisation in particular? what does the Institute for Facility Management actually mean; what kind of practical training would you like to do; at which department would you like to do your practical training; what jobs would you like to perform; You are free to mention - at the interview or in your letter - that the Work Placement Bureau is always prepared to provide further information. Just make sure the Work Placement Bureau is and will be informed about your contacts and search activities! A form for your own address is available in the course Third-year practical training > preparation > appendices. 2.4.2 International The rules for searching a trainee post in the Netherlands yourself also apply to searching a trainee post in foreign countries: always first consult the BBS.

2.5 Introductory talk at the practical training address

If the placement address is definitely known and it may be assumed that, in all fairness, you will meet the prerequisites, you will be introduced at your future placement address. The Work Placement Bureau will provide you with the address details in a timely manner. Prepare yourself well for the introductory talk. If you fail to make a favourable impression on your trainee mentor during the talk, the practical training can still be called off. Points of interest during the introductory talk: - your motivation for the placement address/the training sector; - possible work, specific assignment(s); - your personal learning targets, strengths/weaknesses; - what is Facility Management; - possible medical examination/certificate of good conduct (see chapter 2.6); - placement contract (see chapter 2.8). Be thoroughly prepared for this interview. An introductory talk must be scheduled with your placement address well in advance. You could see this introductory talk as a job interview. N.B.:

Even though you have been allocated an address, this is no guarantee that you will in fact also do your practical training at this address. The introductory talk, among other things, will help to decide whether your trainee post will go ahead.
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Thirdyear practical training manual, practical training 20102011 The course third-year practical training > preparation will tell you when you should contact the organisation. Should the assignment be cancelled for one reason or another, you can still call on the Work Placement Bureau and ask for an alternative placement address.

2.6 Medical examination and certificate of good behaviour

Some placement-offering Companies require the student to undergo a medical examination before the practical training. Please take note of this requirement in a timely manner. Some Companies require the student to produce a certificate of good behaviour. An application will take about three weeks to be processed. In other words, you are advised to inquire well in advance if such a certificate is required to prevent any delays.

2.7 Trainee allowance

The trainee can be seen as a future employee in training. The practical training covers a period of guided independence, in which the trainee works himself up from assisting others to independent job performance. It means that the Company will not expect full work performance from the trainee. In other words, a trainee will not be able to fill a vacancy. However, you will be able to make a contribution to jobs that have to be done within the organisation. If possible, any trainee allowance should be seen in the light of the above, but this will depend on the organisation.

2.8 Work placement contract Hanze University Groningen

The work placement contract Hanzehogeschool Groningen must be signed by all parties at least one week before the start of the practical training! The Work Placement Bureau will send one copy of the work placement contract to the training address, together with the final confirmation letter. Three copies of the contract signed by the work placement organisation and the student are subsequently sent to the Work Placement Bureau. The student will be responsible for providing the copies of the agreement. The Work Placement Bureau will sign the contract on behalf of the study programme, after which two copies are returned to the work placement organisation. Some work placement organisations do not wish to use the Hanze University contract but use their own work placement contract instead. In that case, first contact the practical training coordinator because: If and for as long as there is no Hanze University work placement contract signed by all parties, no claims can be made under the Hanze University group liability insurance policy. Always make sure the Hanze University contract has been signed by both parties. If necessary, two contracts will be entered into. In that case, first contact the Work Placement Bureau.

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The Placement

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3. THE PLACEMENT
You will start your activities after preparing and signing the work placement contract. As a rule, you will start with an introduction period to familiarise yourself with the organisation. In due course you will be involved in performing one or more specific work placement assignments. These assignments may vary from doing research to performing management duties or special tasks/jobs.

3.1 Introduction phase

The first couple of weeks of the practical training are spent on familiarising yourself with the organisation. After 3 - 5 weeks, the trainee will send the Trainee programme form + first impressions (appendix 1) and Formulating specific work placement assignment + Plan of action (appendix 2) to the assisting training teacher. The assignment in the introduction phase is: Familiarise yourself with the organisation and the client's tasks and roles by describing the organisation in detail on a number of aspects, as shown in the evaluation criteria orientation assignment (see evaluation form Report work placement assignments, (appendix 4). For this assignment you will talk with people about the organisation and the facility organisation or department. You will interview the client or facility manager(s) about their tasks and their role(s) within the organisation. You will read policy documents, quality care plans, etc. In short, you try and familiarise yourself with the organisation within a couple of weeks. Included in the course third-year practical training > during the practical training, are the general assignments you will be able to use for the orientation. You will be using all the information acquired in this introduction period in the Work placement assignment report, part I.

3.2 Specific work placement assignments

In the course of the introduction phase, or after completion of this phase, your trainee mentor will give you a specific assignment, or a variety of tasks, assignments and jobs. In the case of a specific assignment you will draw up a plan of action after the format of R. Grit (2007). In this plan you specify the objective of the assignment, what the outcome will be, and the approach you will take. You discuss the plan of action with the client (and with the trainee mentor). You also formulate the plan of action (appendix 2) to your training teacher. The result of the specific work placement assignment(s) will always be a professional product, such as a recommendation, a new product, new service, event, web site, etc. You will be assessed for the results as well as for the description of the results and the realisation thereof in a Work placement assignment report, part II. The assignment(s) or jobs may vary from one organisation to the other. In any event, you will be dealing with the following. a. Your work will be focussed on developing or improving a facility product (competences 1 and 5) or improving/evaluating a facility process (competence 5); b. You will apply knowledge and methods earlier encountered in the study programme under the competences 1 and 5. A specification is included in the criteria for the evaluation of the specific work placement assignments (appendix 4); c. You develop your professional conduct and professional skills, including management skills. The aspects are shown in the evaluation form professional conduct and performance (appendix 3). The work may involve several small assignments (surveys), tasks or jobs. That is as long as the assignments and the like, in all fairness, can be completed within 20 weeks. You will check yourself that the assignments obtained comply with the requirements. To that effect you use the criteria-specific work placement assignments (appendix 4). Discuss the results with your trainee mentor and allow the results to be evaluated by your training teacher. _________________________________________________________________________ Hanze University Groningen, Institute for Facility Management
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3.3 The practical training process

Since the professional conduct and skills are taking centre stage in the practical training, you will have to keep track of your development during and evaluate your development at the end of the practical training period. Included are: the development of your personal objectives. To that effect you have made your personal objectives, drawn up before the start of the practical training, SMART with the specific assignment/jobs (appendix 3), according to the guidelines obtained during the preparation. You subsequently ask your trainee mentor for coaching on your personal objectives, do a full-circle feedback, and make notes of the things you have learnt in e.g. a weblog; the feedback and the evaluation from your trainee mentor via the two performance reviews and the job evaluation talk respectively; the feedback obtained from your training teacher and - through intervision - from your fellowstudents.

Your personal development and final evaluation are to be laid down in an evaluation report. Criteria on this matter are shown in the Evaluation form Evaluation report (appendix 5).

3.4 Assistance
During the practical training you will get help from an assistant of the work placement organisation (trainee mentor) and from a training teacher of the study programme. The training teacher will also give a final evaluation of your practical training. The assessment of your trainee mentor is very important in that respect. This assessment will be included in the final evaluation. From the work placement organisation, the trainee mentor is the contact person for the trainee. Guidelines for the assistance are included in the General manual for trainee mentors. Although it will be assumed that, as an FM student, you will be able to work independently during your practical training, you will have to discuss the progress of your assignment with your trainee mentor. Your trainee mentor will also coach and assess you on your personal objectives and performance. During your practical training you will have two performance reviews with your mentor as well as one job evaluation talk at the end of your practical training. At the start of your practical training you make arrangements with your trainee mentor about the means of communication, the progress talks, and coaching on personal objectives. From the study programme a training teacher will be assigned to you. This person is giving you remote assistance. In the job description of the training teacher (appendix 6) you can read what you may expect in this regard. You may also make arrangements with your training teacher about your means of communication. You will update to the training teacher about your progress once every three weeks on average. See the table in chapter 3.7. During the practical training, your training teacher will visit you twice. You will make the arrangement between the training teacher and the mentor for both visits. 3.4.1 First practical training visit The first practical training visit will be made approximately six weeks into the practical training. You will be responsible for the agenda of the practical training talks. You will make sure that both assistants are given the agenda and any other information that is required in a timely manner. Items on the agenda will be, in any case: getting acquainted; the assignment(s); the performance. 3.4.2 Second practical training visit _________________________________________________________________________ Hanze University Groningen, Institute for Facility Management
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Thirdyear practical training manual, practical training 20102011 The second and final practical training visit by the training teacher will be made approximately six weeks before the end of the practical training. During this second meeting, any suggested improvements drawn up at the first meeting will be discussed. Assessment by the mentor will also be on the agenda. Both calls/talks aim to give your trainee mentor a preliminary insight into your practical training to date, for which the evaluation form will be used. Suitable subjects to talk about include: the quality of the product (points of interest are taken from the report); the quality of the process (points of interest are taken from the training report); the connection of study programme and field of action; the individual objectives; the suitability of the trainee for the sector of the field of action in question. You will make a report of each visit. The report is to be sent to your mentor and your training teacher. 3.4.2 Assistance in other countries In some respects the arrangements for trainees in foreign countries are different. For details, see the course third-year practical training > foreign countries. In any event, frequent and written reporting is essential: on average once every three weeks an e-mail (or fax, or letter) must be sent to the training teacher with information about the content and the progress of the practical training. The training teacher will respond not later than one week after receipt. We will do our best to arrange for a practical training call. See chapter 3.6.1. NB: The student will be responsible for making appointments with the training teacher and for keeping

him informed on any progress made.

3.5 Trainee review day

A trainee review day will be organised during the practical training period. The date of the trainee review day is announced in the course Third-year practical training > during the placement > review day. The day will be held at the study centre or at one of the student organisations your training teacher will be assisting at that point in time. Your attendance is compulsory and you are expected to have input in the discussion. The trainee review day aims to give you intervision with your fellow-students. If the review day is organised at an organisation offering work placement, you or one of the other students of your training teacher will be the host for the day. The host will give a brief introduction about the organisation/department and possibly also arrange for a guided tour through the building. The trainee mentor may play a role on that day, of course. The rest of the programme will be put together in mutual consultation. The review day is included in the 100 working days.

3.5.1 Trainee review day abroad

If possible (depending on the amount of trainee in a place or country) students will organise a review day among themselves. The review day is under the supervision of a visiting Hanze University Groningen staff member. This staff member can be a tutor or a IPO employee. In preparation for the review day, all students will prepare a brief presentation (15 minutes) about their placement organisation and their placement assignment in order to give their fellow-students an idea of their placement. Each student will also formulate for the intervision at least two issues/problems/situations, to be presented to the fellow-students and the tutor for advice from their peers.

3.6 Completion of the practical training

At the end of the practical training you hand in to the training teacher: - The report Work placement assignments part I and II. First you had this report checked by the trainee mentor for any inaccuracies. Evaluation form Report Work placement assignments (appendix 4). - The Evaluation form Results work placement assignment (appendix 3) completed and signed by the mentor. - The Evaluation form Professional Conduct and Performance (appendix 3), completed by the mentor and discussed with the trainee. The form must be signed for confirmation by both parties. _________________________________________________________________________ Hanze University Groningen, Institute for Facility Management
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Thirdyear practical training manual, practical training 20102011 - The evaluation report. Evaluation form Evaluation report (appendix 5). - The signed days list (appendix 7, see 5.1). The training teacher will go over the reports with you, ask you for improvements if necessary, and assess the final evaluation of the units of study work placement assignments and practical training process. The practical training will be signed off by the Work Placement Bureau. The training teacher will be responsible for returning all documents to the Work Placement Bureau.

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Thirdyear practical training manual, practical training 20102011

3.7 Table of the training activities

Preparation Familiarise with the work placement organisation In year The 11 steps 2 Wk 1- Describe the 4 organisation Complete the assignments B and C from the study career counselling. Have a motivation talk. See course > preparation for the diagram. Perform the orientation assignment. Make use of the criteria for the evaluation of the work placement assignments (appendix 4) After 3 weeks, mail your first impressions to your practical training teacher. To do so, use appendix 1. Put the results in writing. Follow the structure as shown in the Evaluation form Report Work placement assignments. Justify how you can use the assignments to comply with the requirements of the specific assignments. To do so, use appendix 4. Have the assignments and the accountability checked by the training teacher. To do so, use appendix 4. Prepare your own checklist, if possible Present the objective and the desired results as required by the client. State your approach as well as your activities required for the intended results. Use the Roel Grit format: Project management. Groningen, 2007 Discuss the plan of action with your client, your trainee mentor and your training teacher. Have the plan of action approved by your training teacher. To do so, use appendix 2.

Perform the specific assignments

Wk 14

Choose and/or account for suitable specific work placement assignments Draw up a plan of action for the execution of the specific practical training assignments

Wk 114

Work in a methodical and structured manner Act from evidencebased knowledge and theoretical perspective Evaluate the results and the working process Make your personal objectives specific (SMART)

Use the basic knowledge of the 1st and 2nd year

Gain more indepth specific knowledge Regularly ask for feedback on the results and the process. Record it in your log book / weblog. For instance, make use of http://tips.ovia.nl

Work on your personal development

Wk 114

Include your SMART objectives in the evaluation form performance, communicate them with your mentor for coaching, and send them to your training teacher. To do so, use appendix 3. Compare yourself with experts. During the What are they doing different and why? performance of the assignment, keep track Keep a log book/weblog. of how you work on your personal objectives and the results you achieve Ask your trainee mentor, training teacher and fellowstudents for feedback Reflect on your on actions and results. Perform a fullcircle feedback. personal objectives Reflect on professional Ask for feedback on your professional behaviour. To do so, use the evaluation form professional conduct and performance, among other behaviour things. Ask the mentor about your performance during the practical training. This First performance will highlight the personal objectives and the professional behaviour. review The first performance review will be on the agenda of the teacher's first _________________________________________________________________________ Hanze University Groningen, Institute for Facility Management
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Thirdyear practical training manual, practical training 20102011 practical training call. The teacher makes an arrangement to meet the mentor

First call of the Wk 6 training teacher Take part in the review day Wk 14-15 Second call of the training teacher Report the results Wk 16 - 20 Wk 314 Include the orientation report in your work placement assignments Write a report on the specific assignments/jobs Provide the trainee mentor with product and process evaluation, in the interim and at the end of the practical training Write an evaluation report Final evaluation talk Second performance review

Check the information on BlackBoard The matters to discuss include any improvements raised in the first performance review. The second performance review will be on the agenda of the teacher's second practical training call. The teacher makes an arrangement to meet the mentor

Follow the directions in the Evaluation form Report Work placement assignments

Report on the approach and the results achieved in terms of the assignment(s) from the client. Follow the directions given in the corresponding evaluation form (appendix4) Make use of  the Evaluation form Results work placement assignment (appendix 4)  the Evaluation form Professional conduct and performance (appendix 3)

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Discuss the results with your mentor Evaluate the practical training: consider the benefits you gained. First read the corresponding evaluation form At the conclusion of the practical training you will have a final talk with the mentor about your performance and the execution of assignments. This evaluation talk will be part of the overall evaluation of your practical training. Appendix 3.  hand in reports I and II  hand in the Evaluation form Professional conduct and performance, including the results of the work placement assignment (appendix 3)  evaluation report  signedoff days list

After the practical training

Hand in various documents

Final talk

 Final talk with training teacher

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4. EVALUATION AND SECOND CHANCE OF THE PRACTICAL TRAINING

In this chapter we discuss the evaluation of the practical training (4.1). A second chance may be granted for subjects which are formally assessed (4.3).

4.1 Evaluation of the practical training

Unit of study
Work placement assignments

EC

Testing

Assessor

Assessment

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Results of specific assignment(s) Written report work placement assignments: orientation assignment and specific assignments Professional conduct and performance Written evaluation report

trainee mentor (i/g/e) practical training teacher (mark) trainee mentor (i/g/e) practical training teacher (mark)

Final evaluation: mark The final score is insufficient if the evaluation by the mentor or the teacher is insufficient (0 and < 5.5 respectively) Final evaluation: insufficient/good/ excellent; average assessment from teacher and mentor. If either one is insufficient, a second chance will be considered in each individual case. The training teacher will always have the ultimate responsibility. See also the second chance of the practical training.

Practical training process

14

Study career counselling 7

1 30

Academic career planning

Study career counsellor

4.2 Evaluation criteria

For details, see the following evaluation forms: 1. Evaluation form Results work placement assignments (appendix 3). 2. Evaluation form Report work placement assignments (appendix 4). 3. Evaluation form Professional conduct and Performance (appendix 3). 4. Evaluation form Evaluation report (appendix 6).

4.3 Second chance of the practical training

The practical training will be assessed on Work placement assignments and the Practical training process. If work placement assignments are deemed insufficient, the student will have to redo the subjects of these assignments (or parts thereof) in consultation with the training teacher and possibly also the practical training coordinator. It may also be decided to redo the entire practical training. If a practical training process is deemed insufficient, the student will have to redo the practical training (or parts thereof) in consultation with the training teacher and the practical training coordinator. Redoing one or more subjects must have been completed within six months following the last day of the practical training. If certain subjects have not been completed by that date, the entire third-year practical training will have to be redone.

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Thirdyear practical training manual, practical training 20102011

5. PLANNING, COMMUNICATION AND OTHER INFORMATION 5.1 Planning and attendance

The practical training will be done in the first or in the second 6-month period of the third study year. The practical training is for 20 weeks, i.e. 100 days; how these days will be spread over the 6-month period will be in consultation with the work placement organisation, on the assumption that a 5-day working week will apply. Arrangements about working days and hours are to be made with your work placement organisation and you will inform your training teacher at the start of your practical training accordingly. In the event that the organisation has arranged for mandatory holidays, any such days off will be counting as working days. Any other leave must be taken in consultation with the training address. The entire training period will take 22 weeks. In other words, you will have two weeks leave, which you may spread across the entire period. With regard to activities of the study programme during the practical training, your only compulsory attendance is for the trainee review day. No other compulsory attendance will apply, other than resulting from membership of the training committee or the representative advisory body. In that case you will always consult with your work placement organisation about your absence due to having to attend meetings. Exam resits during your practical training will require the consent from your work placement organisation. You will keep a record of your working days using a working days list (appendix 7).

5.2 Communication
During the practical training you will not spend much time, if any, on the study programme. That is the reason why you should pay extra attention to the announcements made via Blackboard. Announcements about the practical training will be published in the course Third-year practical training. Announcements about the choice of subjects in the fourth year will be published in the course Study career counselling > third year. For further questions you may contact: - your training teacher, for substantive questions about your practical training; - the practical training coordinator or the Work Placement Bureau, for general questions with regard to your practical training; - your study career counsellor, for personal questions with regard to your study career.

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Thirdyear practical training manual, practical training 20102011

5.3 Sickness
In case you fall ill during the practical training, you are required to contact your trainee mentor, your training teacher and the Work Placement Bureau without delay. As soon as you have recovered, you once again inform your training teacher and the Work Placement Bureau. In view of the required 100 days work, your absence due to illness may result in extension of the practical training period.

5.4 Insurance
It is important to remember for which events you have insurance cover as a student. Hanze University Groningen provides a group liability insurance, limited to the duration of school activities. There is also an insurance scheme in place for the duration of your practical training. Any other insurance will be at your own expense, e.g. medical expenses insurance and/or private liability insurance.

 Hanze University Groningen liability insurance during school activities

The liability insurance covers liability for both material damage and personal injury as a result of a culpable act inflicted on a third party. Pecuniary losses are covered under certain conditions. Material damage caused by students to properties of the Hanze University Groningen is excluded. Also excluded is the so-called cloakroom risk. It means that Hanze University Groningen has no insurance for liability as a result of theft, embezzlement or exchange of matters such as clothing, jewellery, cash, valuable papers, etc. Hanze University Insurance during the practical training 1. Hanze University Groningen has liability insurance cover for the benefit of the trainee. The insurance covers the student's liability for losses, damages and injuries to others, which are not covered under any other insurance policy. 2. The insurance cover is valid only for the period the trainee is performing his duties for the employer as referred to in article 2 of the work placement contract. 3. Neither Hanze University Groningen nor the trainee can be held responsible for any loss or damage in relation to the practical tasks by the trainee, to property owned by or under the custody of the host enterprise owner. 4. The work placement host organisation owner must have arranged liability insurance providing primary cover for liability for damage caused by him or his staff to the trainee, as well as for damage caused by the trainee to third parties in the course of his work. 5. In the event of loss, damage or injury to or caused by the trainee, the work placement host enterprise owner will consider and treat the trainee as if he were one of his own staff. Information on insurance and the claims procedure The general terms and conditions are available for inspection at the Staff Bureau Financial-Economic Affairs (FEZ). For information, please contact Mr P. Pruim, Postbus 70030, 9704 AA, Groningen, phone 050 595 5546. Claims for both personal injury and material loss or damage are to be reported to the Faculty Service Centre. Building Administration will call in the police in the event of theft, burglary or vandalism. Send the claims form and the police report (if applicable) to FEZ (attn. Mr P. Pruim). FEZ will report the claim to the insurance company. FEZ will take care of feedback to the person reporting and advise him of the status of the claim.

The abovementioned group insurance will provide cover only in combination with a Hanze University Groningen work placement contract signed by all parties! (see chapter 2) See also Blackboard > HGorganisation > HGguide > insurance and claims. _________________________________________________________________________ Hanze University Groningen, Institute for Facility Management
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5.5 Reading list

Grit, R., Project Management, Groningen, 2007 Steehouder, M and others Learning how to Communicate, Noordhoff, Groningen 2006 Maas and Pleunis, Facility Management, Kluwer Keuning, D. Eppink, DJ. Management and Organisation, Noordhoff, Groningen

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