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Third-year practical training manual

Version: 7 June 2010


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Thirdyear practical training manual, practical training 20102011

_________________________________________________________________________Hanze University Groningen, Institute for Facility Management

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PREFACEThis is the manual for third-year practical training (full-time) of the Institute for Facility Management (FM) ofthe 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 thepractical training, the competences to be achieved and the work placement assignments for the practicaltraining. This manual, including the appendices, is also available on Blackboard, course third-year practicaltraining > preparation. In a formal way, this manual can be considered the standing orders of the examinationscheme.

Mr Reinier van Gerrevink, coordinator third-year practical training, is responsible for the organisation of thepractical training. He gets support from the Work Placement Bureau. Mrs Brenda Raatjes and Mrs SaskiaWiepkema are working at the Work Placement Bureau; they are the first contact persons for questions about thepractical 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 [email protected] 595 2892

Work Placement Bureau FM: [email protected] 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 Raatjes050 595 2890

Saskia Wiepkema050 595 2886


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Page

INTRODUCTION 7

1. OBJECTIVE AND REQUIREMENTS FOR THE PRACTICAL TRAINING 81.1 Competences and objectives practical training 81.2 Requirements for the practical training organisation 91.3 Responsibility of the Facility Management study programme 91.4 Prerequisites 101.4.1 Special circumstances 111.5 Exemption from practical training 11

2. PREPARATION TO THE PRACTICAL TRAINING 122.1 General preparation 122.1.1 Outflow profiles Commercial and Corporate 122.2 Assignments study career counselling 15

2.2.1 Assignment B 152.2.2 Assignment C 162.3. Allocation of trainee posts 162.3.1 Procedure arrangement for national practical training 172.3.2. Procedure arrangement for international practical training 182.4 Own practical training address 182.4.1 National 182.4.2 International 192.5 Introductory talk at the practical training address 192.6 Medical examination and certificate of good behaviour 202.7 Trainee allowance 202.8 Work placement contract Hanze University Groningen 20

3. THE TRAINING PERIOD 213.1 Introduction phase 213.2 Specific work placement assignments 213.3 The training process 223.4 Assistance 233.4.1 First practical training call 233.4.2 Second practical training call 233.4.3 Assistance in other countries 243.5 Trainee review day 243.5.1 Trainee review day abroad 253.6 Completion of the practical training 25

3.7 Table of the training activities 26

4. EVALUATION AND SECOND CHANCE OF THE PRACTICAL TRAINING 294.1 Evaluation of the practical training 294.2 Evaluation criteria 294.3 Second chance of the practical training 29

5. PLANNING, COMMUNICATION AND OTHER INFORMATION 315.1 Planning and attendance 315.2 Communication 315.3 Sickness 32

5.4 Insurance 325.5 Reading list 33


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APPENDICES (provided separately)

Appendix 1: Form for the training programme and first impressionsAppendix 2: Formulation of Specific Work placement assignment and Plan of ActionAppendix 3: Evaluation form Professional Conduct and Results of Work placement assignmentsAppendix 4: Evaluation form Work placement assignments Report part I and IIAppendix 5: Evaluation form Evaluation reportAppendix 6: Job description for the training teacherAppendix 7: Days listAppendix 8: Formal completion form third-year practical trainingAppendix 9: Diagram of the third-year practical training

APPENDIX in the course onlyBehavioural indicators in key areas/sub-competences


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INTRODUCTION

The third-year practical training is held during two consecutive study terms in the third academic year. Thefirst term is from September through to February, the second term is from February through to July. For 100working days (20 weeks) you will be working as an assistant manager on assignments within the scope of FMfor an organisation allocated to you by the Work Placement Bureau. This practical training will allow you towork on your professional FM competences and on your personal development.

30 Credits have been set aside for the practical training. These credits are earned in the following areas:

Work placement assignments Unit of study 15 credits Code: FMVH9MST1

Practical training process Unit of study 14 credits Code: FMVH9MST2

Study Career Counselling 7 1 credit Code: FMVH8SLB7

This manual gives you information about the objective and the contents of the practical training, as well asabout the preparation. Chapter 1 is about the objective, the requirements and the conditions of the practicaltraining. Chapters 2 and 3 are about the preparatory phase and the training period itself. Next comes chapter 4with 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 thestart 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 feminineform (she/her); any specific work placement assignments mentioned in this manual are also deemed to includespecific tasks and duties.


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1. OBJECTIVE AND REQUIREMENTS FOR THE PRACTICAL TRAINING

1.1 Competences and objectives of the practical trainingThe Facility Management Study Programme follows the competence profile for the Facility Management Study

Programme 2005 (from: Facility Management. Competence profile for bachelor study higher vocationaleducation. Dr. W.A. Verreck. Heerlen, 2005). This contains a summary of competences the students acquire inthe study programme. The nine competences are:

1. Initiating and creating facility products and services, independently and entrepreneurial, for the benefitof an organisation.

2. Developing a vision following changes and trends in the external environment, as well as developingrelationships, networks and chains.

3. Analysing policy issues, translating into policy objectives and alternatives, as well as preparation for thedecision-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 thepractical training you will see how a facility manager performs in practice; this is a mirror for your own futureperformance. 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 termsof knowledge and insight, skills and professional conduct, the student will be made aware of his own abilities and restrictions in hisfuture career.

The following training objectives originate from this main objective. You will be able to identify thecompetences nos. 1, 5, 8 and 9:

1. Familiarising yourself with the tasks and roles of the facility manager as well as with the internal andexternal environment of the organisation where you do your work placement by performing a specificwork placement assignment.

2. Developing and/or improving a facility product or service. For example: preparing/improving a productor 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. Theset-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 evaluationcriteria for the (specific) work placement assignments.

4. Practising the methods in line with competences 1 and 5, and specified in the evaluation criteria forthe (specific) work placement assignments.

5. The (further) development of professional behaviour through feedback and coaching on behaviourusing:

- 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 vocationaleducation student;

b. professional behaviour, on the basis of acquired feedback and coaching;c. sector/organisation/role/position;d. strengths/weaknesses analysis;


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e. expertise (knowledge and skills): what do I know more now, and what can I do better than when Ifirst started;

f. results (realising results that meet the client's expectations).

1.2 Requirements for the practical training organisationIn order to assess the above-mentioned competences, the study programme puts certain demands on thepractical training. These requirements are in relation to the characteristics of the placement-offeringorganisation 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 programmeThe study programme considers the practical training as an integral part of the study. The Institute will beultimately responsible for the practical training at all times. It will give meaning to such ultimate responsibilitythrough:

- 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 trainingin 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 notbe 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 noautomatic 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 thepractical training in February do not count for determining the prerequisites.


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On the reference date, a final decision will be made as to whether you meet the prerequisites and whether youwill be admitted to do practical training. A written advice will be sent to your mailing address. Please makesure 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 planand discuss with him the possibilities for alternative study programmes.

1.4.1 Special circumstancesSpecial circumstances may give cause for different ways of assessing the above prerequisites and practicaltraining period. If you believe you may qualify, please state your reasons addressed to the practical trainingcoordinator via Brenda Raatjes, e-mail: [email protected], 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 beasked 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 highervocational 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 vocationaleducation 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 beadvised of the decision taken by the examinations board.


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2. PREPARATION TO THE PRACTICAL TRAINING

2.1 General preparationIn 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 CorporateIn the second year you will choose from an outflow profile: Commercial or Corporate. That will haveconsequences 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 Corporate Facility Management- external view - internal view- manager/officer who is part of the primaryprocess

- manager/officer who is part of the secondaryprocess

- emphasis on the process - emphasis on the place (building)

- risk-prepared - organisation-sensitive- position of salesman/trader - technology and real estate- role of supplier - strategic position- focussed on turnover and profit - 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 profileCommercial and Corporate. You can state your preference on the selection form. See Assignment C from thestudy career counselling, study year 2 and chapter 3.


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The entire procedure for practical training consists of a series of steps. These steps are shown in the followingtable. The dates for the various informative gatherings will be announced via de course in a timely manner.

STEP SUBJECT

11

st

informative gathering- procedure around the practical training- content of the practical training- general information- sector information

2 PRACTICAL TRAINING SYMPOSIUM

3 Assignments Study Career Counselling, study year 2

- Assignment B

- Assignment C

4 General information other countries

5 Motivation talk with your study career counsellor

6 Advice

7 Allocation of trainee posts

8 Assessment of prerequisites

9 External job application procedure

10 Practical training preparation

11 Away on practical training

Sub 1 First information gatheringDuring the first gathering you will be given practical information about the procedures surrounding thepractical 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 symposiumBy order of the Work Placement Bureau, students doing the minor Event Management in the fourth year willbe organising a practical training symposium. During this symposium you will be able to become familiar withthe various field-of-action sectors in which you can do your practical training. Managers from the field ofaction will talk about their experiences as trainee mentors, while third or fourth-year students will talk abouttheir practical training experiences. The symposium is part of the practical training and is included in theschool timetable.

Sub 3 Assignments study career counsellingSee chapter 2.2.

Sub 4 General information other countries


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The general information about practical training in foreign countries is given by the coordinators of theInternational 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 procedureThere are a great number of training addresses using their own job application procedure. This will beannounced 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 externalprocedure from the Work Placement Bureau in a timely manner. At the same time the Work Placement Bureauwill reserve a number of addresses for possible drop-outs from the external procedure. Please inform the WorkPlacement Bureau on whether or not you have been accepted.

Sub 10 Practical training preparationShortly 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 personallearning targets; you will make arrangements on how to keep in touch. You will need to meet theteacher before the start of the practical training.

The preparation will be included in the school timetable. The student will be responsible for contact with theteacher.

Sub 11 Away on practical trainingFollowing the 10 steps is the start of the training period.

2.2 Assignments study career counsellingIn 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 third-year 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 BAt the informative gathering you will be given the Selection form Third-year practical training FacilityManagement. The selection form gives you a number of sectors for your practical training to choose from. Inorder to make the right choice, it will be important for you to first have a better understanding of theattributes 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;


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- what can you expect about the complexity of the organisation (remember also the effects frompolitics, 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 asinformation on the Internet. However, do not use any verbatim text from the Internet. Once again, this is anindividual assignment.

Do not make a judgement for each sector at this stage. This will follow in the motivation letter for thepractical training.

Aim: to be well-prepared for the practical training symposium and to have a sound foundation for choosing thesectors. In this way you will reduce the risk of having to resit the motivation talk or later choosing the wrongsector.

The practical training sectors include:

A. Healthcare1. General hospitals, nursing and rehabilitation

centres2. Care centres3. Home care organisations

C. Hospitality1. Cultural organisations and conference centres2. Hotels, cafs and restaurants3. Recreation

B. Businesses and government agencies1. General companies2. Government agencies (central government,

provincial and local authorities)

D. Service providers1. Cleaning and maintenance companies2. Catering3. Security and surveillance4. Organising events

International(see the above sectors)

2.2.2 Assignment C1. 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 theresults and a planning for catching up on neglected issues, if necessary.

2. In preparation to the motivationtalk (outside the Netherlands at the end of period 2 in combinationwith 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 ajob/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 postsThe allocation process for the trainee posts is roughly as follows. The Work Placement Bureau will set up anallocation scheme on the basis of the trainee posts on offer and the demand from students. You will beassigned to an address. Important basic principles include:

-all practical training forms are in the possession of the Work Placement Bureau (handed in by the studycareer counsellor);


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- are the requirements of the student will met, i.e. will he be posted in accordance with the advice fromthe study career counsellor (that is the reason why the advice form should be completed with utmostcare);

- will the demand from the field of action be met; i.e. will a placement address get the trainee it asksfor;

No address will be assigned to students who obtained less than 20 credits at the time of allocation. Neither willa 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 trainingAs described in assignment C of the study career counselling, study year 2, a motivation talk will be held withyour 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 studycareer 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. Inthat case the study career counsellor will sign a consent form. Following the interview, the full package will begiven 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 applicableIf you have chosen for an international placement, the Work Placement Bureau will make sure the above formswill be delivered to the international work placement agency. No mediation will follow if the internationalwork 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. Anyobjections must be made in writing. Objections concerning travel time, region and training allowance will notbe taken into consideration.

N.B.: The Work Placement Bureau will assign the trainee posts. In other words, you will not have to look forthis 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 trainingThe preparation for practical training in other countries is similar to the procedure for training in theNetherlands. Since the BBS is an intermediate, the procedure for allocating trainee posts is different.

Information BBSPlease contact the BBS with questions and for information about international placements. Placements can bearranged 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 islocated in F027.

The BBS is an intermediate. The work placement assignment will require the approval of the FM practicaltraining coordinator. The FM rules, arrangements, manual, forms, etc. are to be followed. The address detailsare to be passed on to the Work Placement Bureau. The Work Placement Bureau will subsequently confirm thepractical 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 restof the procedure. Following the placement, extra attention will be paid to special arrangements with regard toinsurances, accommodation, subsidies, airplane tickets, etc. See also the special information booklet oninternational placement. The International Placement Office (in Dutch: Bureau voor Buitenlandstages or BBS forshort) is dealing with practical training placements in foreign countries.


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For mediation, the BBS must be in the possession of a consent form from your study career counsellor. Noform, no mediation!

2.4 Own practical training address (national and international)

2.4.1 NationalYou will be allowed to look for a practical training address by yourself, provided that you stick to the followingrules:

- always firstcheck with the Work Placement Bureau; staff will be able to help you with tips andinformation; 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 thecourse Third-year practical training > preparation> trainee acquisition. Without consultation, donot approach an address included in the FM placement address database. That is becausethe 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 alwaysprepared to provide further information. Just make sure the Work Placement Bureau is and will be informedabout your contacts and search activities! A form for your own address is available in the course Third-yearpractical 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 inforeign countries: always firstconsult the BBS.

2.5 Introductory talk at the practical training addressIf the placement address is definitely known and it may be assumed that, in all fairness, you will meet theprerequisites, you will be introduced at your future placement address. The Work Placement Bureau willprovide you with the address details in a timely manner. Prepare yourself well for the introductory talk. If youfail to make a favourable impression on your trainee mentor during the talk, the practical training can still becalled 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 addresswell 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 yourpractical training at this address. The introductory talk, among other things, will help to decide whetheryour trainee post will go ahead.


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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 Bureauand 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 practicaltraining. Please take note of this requirement in a timely manner. Some Companies require the student toproduce a certificate of good behaviour. An application will take about three weeks to be processed. In otherwords, you are advised to inquire well in advance if such a certificate is required to prevent any delays.

2.7 Trainee allowanceThe trainee can be seen as a future employee in training. The practical training covers a period of guidedindependence, in which the trainee works himself up from assisting others to independent job performance. Itmeans that the Company will not expect full work performance from the trainee. In other words, a trainee willnot be able to fill a vacancy. However, you will be able to make a contribution to jobs that have to be donewithin the organisation. If possible, any trainee allowance should be seen in the light of the above, but this willdepend on the organisation.

2.8 Work placement contract Hanze University GroningenThe work placement contract Hanzehogeschool Groningen must be signed by all parties at least one weekbefore the start of the practical training! The Work Placement Bureau will send one copy of the work placementcontract to the training address, together with the final confirmation letter. Three copies of the contract signedby the work placement organisation and the student are subsequently sent to the Work Placement Bureau. Thestudent will be responsible for providing the copies of the agreement. The Work Placement Bureau will signthe contract on behalf of the study programme, after which two copies are returned to the work placementorganisation.Some work placement organisations do not wish to use the Hanze University contract but use their own workplacement contract instead. In that case, first contact the practical training coordinator because: If and for as

long as there is no Hanze Universitywork placement contract signed by all parties, no claims can bemade under the Hanze Universitygroup liability insurance policy.

Always make sure the Hanze University contract has been signed by both parties. If necessary, two contractswill 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 introductionperiod to familiarise yourself with the organisation. In due courseyou 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 phaseThe 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) andFormulating 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 ofaspects, 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 ordepartment. You will interview the client or facility manager(s) about their tasks and their role(s) within theorganisation. You will read policy documents, quality care plans, etc. In short, you try and familiarise yourselfwith the organisation within a couple of weeks. Included in the course third-year practical training > during thepractical 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 assignmentreport, part I.

3.2 Specific work placement assignmentsIn the course of the introduction phase, or after completion of this phase, your trainee mentor will give you aspecific assignment, or a variety of tasks, assignments and jobs. In the case of a specific assignment you willdraw up a plan of action after the format of R. Grit (2007). In this plan you specify the objective of theassignment, what the outcome will be, and the approach you will take. You discuss the plan of action with theclient (and with the trainee mentor). You also formulate the plan of action (appendix 2) to your trainingteacher.

The result of the specific work placement assignment(s) will always be a professional product, such as arecommendation, 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 aWork 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 withthe following.

a.

Your work will be focussed on developing or improving a facility product (competences 1 and 5) orimproving/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 workplacement assignments (appendix 4);

c. You develop your professional conduct and professional skills, including management skills. The aspectsare 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 andthe 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 thecriteria-specific work placement assignments (appendix 4). Discuss the results with your trainee mentor and

allow the results to be evaluated by your training teacher.


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3.3 The practical training processSince the professional conduct and skills are taking centre stage in the practical training, you will have to keeptrack 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 makenotes 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 thejob evaluation talk respectively;

- the feedback obtained from your training teacher and - through intervision - from your fellow-students.

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

3.4 AssistanceDuring the practical training you will get help from an assistant of the work placement organisation (traineementor) and from a training teacher of the study programme. The training teacher will also give a finalevaluation 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 forthe 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 yourpractical 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 yourpractical training you will have two performance reviews with your mentor as well as one job evaluation talk atthe end of your practical training. At the start of your practical training you make arrangements with yourtrainee 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 remoteassistance.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 willupdate to the training teacher about your progress once every three weeks on average. See the table in chapter3.7.

During the practical training, your training teacher will visit you twice. You will make the arrangementbetween the training teacher and the mentor for both visits.

3.4.1 First practical training visitThe first practical training visit will be made approximately six weeks into the practical training. You will beresponsible for the agenda of the practical training talks. You will make sure that both assistants are given theagenda and any other information that is required in a timely manner. Items on the agenda will be, in anycase:

- getting acquainted;

- the assignment(s);

- the performance.

3.4.2 Second practical training visit


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The second and final practical training visit by the training teacher will be made approximately six weeks beforethe end of the practical training. During this second meeting, any suggested improvements drawn up at thefirst 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, forwhich 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 countriesIn some respects the arrangements for trainees in foreign countries are different. For details, see the coursethird-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 withinformation about the content and the progress of the practical training. The training teacher will respond notlater 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 keepinghim informed on any progress made.

3.5 Trainee review dayA trainee review day will be organised during the practical training period. The date of the trainee review day isannounced in the course Third-year practical training > during the placement > review day. The day will be heldat the study centre or at one of the student organisations your training teacher will be assisting at that point intime. Your attendance is compulsory and you are expected to have input in the discussion. The trainee reviewday 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 ofyour training teacher will be the host for the day. The host will give a brief introduction about theorganisation/department and possibly also arrange for a guided tour through the building. The trainee mentormay 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 abroadIf possible (depending on the amount of trainee in a place or country) students will organise a review dayamong themselves. The review day is under the supervision of a visiting Hanze University Groningen staffmember. This staff member can be a tutor or a IPO employee. In preparation for the review day, all studentswill prepare a brief presentation (15 minutes) about their placement organisation and their placementassignment in order to give their fellow-students an idea of their placement. Each student will also formulatefor theintervision at least two issues/problems/situations, to be presented to the fellow-students and the tutorfor advice from their peers.

3.6 Completion of the practical trainingAt 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 traineementor for any inaccuracies. Evaluation form Report Work placement assignments (appendix 4).

- The Evaluation form Results work placement assignment (appendix 3) completed and signed by thementor.

-

The Evaluation form Professional Conduct and Performance (appendix 3), completed by the mentor anddiscussed with the trainee. The form must be signed for confirmation by both parties.


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- 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 thefinal 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 beresponsible for returning all documents to the Work Placement Bureau.


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3.7 Table of the training activities

Preparation In year2

The 11 steps Complete the assignments B and C from the study career counselling.Have a motivation talk. See course > preparation for the diagram.

Familiarise

with the workplacementorganisation

Wk 1-

4

Describe the

organisation

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 trainingteacher. To do so, use appendix 1.Put the results in writing. Follow the structure as shown in theEvaluation form Report Work placement assignments.

Choose and/oraccount for suitablespecific workplacementassignments

Justify how you can use the assignments to comply with the requirementsof the specific assignments. To do so, use appendix 4.Have the assignments and the accountability checked by the trainingteacher. To do so, use appendix 4. Prepare your own checklist, if possible

Perform thespecific

assignments

Wk 1-4

Draw up a plan ofaction for the

execution of thespecific practicaltraining assignments

Present the objective and the desired results as required by the client.

State your approach as well as your activities required for the intendedresults.Use the Roel Grit format: Project management.Groningen, 2007Discuss the plan of action with your client, your trainee mentor and yourtraining teacher. Have the plan of action approved by your trainingteacher. To do so, use appendix 2.

Wk 1-14

Work in a methodicaland structuredmanner

Act from evidence-based knowledge andtheoretical perspective

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

Gain more indepth specific knowledgeEvaluate the resultsand the workingprocess

Regularly ask for feedback on the results and the process. Record it inyour log book / weblog.

Work on yourpersonaldevelopment

Wk 1-14

Make your personalobjectives specific(SMART)

For instance, make use of http://tips.ovia.nl

Include your SMART objectives in the evaluation form performance,communicate them with your mentor for coaching, and send them to yourtraining teacher. To do so, use appendix 3.

During theperformance of the

assignment, keep trackof how you work on

your personalobjectives and theresults you achieve

Compare yourself with experts.What are they doing different and why?

Keep a log book/weblog.

Reflect on yourpersonal objectives

Ask your trainee mentor, training teacher and fellowstudents for feedbackon actions and results. Perform a fullcircle feedback.

Reflect on professionalbehaviour

Ask for feedback on your professional behaviour. To do so, use theevaluation form professional conduct and performance, among otherthings.

First performancereview

Ask the mentor about your performance during the practical training. Thiswill highlight the personal objectives and the professional behaviour.The first performance review will be on the agenda of the teacher's first


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practical training call.First call of thetrainingteacher

Wk 6 The teacher makes an arrangement to meet the mentor

Take part in the review day Check the information on BlackBoard

Wk14-15

Second performancereview

The matters to discuss include any improvements raised in the firstperformance review. The second performance review will be on the agendaof the teacher's second practical training call.

Second call ofthe trainingteacher

Wk16 - 20

The teacher makes an arrangement to meet the mentor

Report theresults

Wk 3-14

Include theorientation report in

your work placementassignments

Follow the directions in the Evaluation form Report Work placementassignments

Write a report on the

specificassignments/jobs

Report on the approach and the results achieved in terms of the

assignment(s) from the client. Follow the directions given in thecorresponding evaluation form (appendix4)

Provide the traineementor with productand processevaluation, in theinterim and at theend of the practicaltraining

Make use of the Evaluation form Results work placement assignment (appendix 4) the Evaluation form Professional conduct and performance (appendix 3)

Discuss the results with your mentor

Write an evaluationreport

Evaluate the practical training: consider the benefits you gained. Firstread the corresponding evaluation form

19 Final evaluation talk At the conclusion of the practical training you will have a final talk withthe mentor about your performance and the execution of assignments. Thisevaluation talk will be part of the overall evaluation of your practicaltraining. Appendix 3.

After thepracticaltraining

Hand in variousdocuments

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

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 forsubjects which are formally assessed (4.3).

4.1 Evaluation of the practical trainingUnit ofstudy

EC Testing Assessor Assessment

Workplacementassignments

15 Results of specificassignment(s)

trainee mentor(i/g/e)

Final evaluation: mark

The final score is insufficient if theevaluation by the mentor or theteacher is insufficient (0 and < 5.5respectively)

Written report workplacement assignments:orientation assignmentand specific assignments

practical trainingteacher(mark)

Practicaltrainingprocess

14 Professional conduct andperformance

trainee mentor(i/g/e)

Final evaluation: insufficient/good/excellent; average assessment fromteacher and mentor.

If either one is insufficient, a secondchance will be considered in eachindividual case. The training teacherwill always have the ultimateresponsibility. See also the secondchance of the practical training.

Written evaluation report practical trainingteacher(mark)

Study careercounselling 7

1 Academic career planning Study careercounsellor

30

4.2 Evaluation criteriaFor 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 trainingThe 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 theseassignments (or parts thereof) in consultation with the training teacher and possibly also the practical trainingcoordinator. 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 (orparts 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 thepractical training. If certain subjects have not been completed by that date, the entire third-year practicaltraining will have to be redone.


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5. PLANNING, COMMUNICATION AND OTHER INFORMATION

5.1 Planning and attendanceThe practical training will be done in the first or in the second 6-month period of the third study year. Thepractical 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 willapply. Arrangements about working days and hours are to be made with your work placement organisation andyou will inform your training teacher at the start of your practical training accordingly. In the event that theorganisation has arranged for mandatory holidays, any such days off will be counting as working days. Anyother leave must be taken in consultation with the training address. The entire training period will take 22weeks. 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 compulsoryattendance is for the trainee review day. No other compulsory attendance will apply, other than resulting frommembership of the training committee or the representative advisory body. In that case you will always consultwith your work placement organisation about your absence due to having to attend meetings. Exam resitsduring 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 CommunicationDuring the practical training you will not spend much time, if any, on the study programme. That is thereason why you should pay extra attention to the announcements made via Blackboard. Announcements aboutthe practical training will be published in the course Third-year practical training. Announcements about thechoice 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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5.3 SicknessIn case you fall ill during the practical training, you are required to contact your trainee mentor, your trainingteacher 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 dueto illness may result in extension of the practical training period.

5.4 InsuranceIt is important to remember for which events you have insurance cover as a student. Hanze UniversityGroningen provides a group liability insurance, limited to the duration of school activities. There is also aninsurance 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 liabilityinsurance.

Hanze University Groningen liability insurance during school activitiesThe liability insurance covers liability for both material damage and personal injury as a result of a culpable actinflicted on athird 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 forliability as a result of theft, embezzlement or exchange of matters such as clothing, jewellery, cash, valuablepapers, etc.

Hanze University Insurance during the practical training1. 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 anyother insurance policy.

2. The insurance cover is valid only for the period the trainee is performing his duties for the employer asreferred 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 hostenterprise owner.

4. The work placement host organisation owner must have arranged liability insurance providing primarycover for liability for damage caused by him or his staff to the trainee, as well as for damage caused by thetrainee 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 enterpriseowner will consider and treat the trainee as if he were one of his own staff.

Information on insurance and the claims procedureThe 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 ServiceCentre.

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 UniversityGroningen work placement contract signed by all parties! (see chapter 2)

See also Blackboard > HGorganisation > HGguide > insurance and claims.


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_________________________________________________________________________Hanze University Groningen Institute for Facility Management

5.5 Reading listGrit, R.,Project Management, Groningen, 2007Steehouder, M and others Learning how to Communicate, Noordhoff, Groningen 2006Maas and Pleunis,Facility Management, KluwerKeuning, D. Eppink, DJ. Management and Organisation, Noordhoff, Groningen

microsoft word third year practical training manual

Documents