Pre-Work Placement Briefing Dr Joanne Dickinson E: [email protected] T: 0113 343 4511

Leeds University Business School

Pre-Work Placement Briefing

Dr Joanne DickinsonE: [email protected]: 0113 343 4511

LUBS8001 Training in the Workplace

LUBS8003 Year in Research

mailto:[email protected]


Aim: To lay the groundwork for a successful placement year:

What is required of you before starting your placement?• Key documents to complete, understand and follow; finances & benefits

What is required of you whist on placement and how can you pass... • LUBS8001 Training in the Workplace Module OR• LUBS8003 The Year in Research Module• Top tips from a former Placement Student• What happens if you do not pass the module!

A chance to:• Meet with your tutor (if available) and other students in groups• Identify expectations re. the skills that you would like to develop from

your work placement year


Before starting your placement…

1.

•Supply LUBS with up-to-date personal and placement details; plus, a copy of your contract/offer

2.

•Complete the change of programme form – if not already completed

3.

•Protect your health and safety


Before starting your placement: Supply your work placement/personal details

Why? LUBS will write to your employer to advise them of the academic requirements of your placement AND gain reassurances regarding your Health & Safety as required by law.

What do we need?

1. Your full contact details whilst at the company

2. Your job title and the department you where you will be based

3. The name and contact details of your line manager (or someone in HR)

5. Your start and finish dates

6. This information can often be found in your offer letter or contract; please ensure LUBS has a copy of these documents too

7. You must keep LUBS (Joanne) informed of any changes too


Before starting your placement:Change to a 4-year degree

How?

Complete a Change of Programme Form

Why?

Once complete signed and dated by you:• Your programme will be changed on the university database • You will be automatically enrolled on to your module (8001 or 8003)• The Central University Financial Aid Team will notify your LEA and

Student Loans Company that you are completing a placement• Your University fees for the year will be amended (reduced to £950)• You can then extend your University student card for another year


Before starting your placement:Protect your Health and Safety

Basic principles to be followed under UK and EU Laws

1. The University has a legal responsibility for your Health & Safety as a fee paying student. It takes your Health & Safety seriously

2. Your Employer has a legal responsibility for your Health & Safety and we seek assurances from employers regarding this

3. Health and safety requirements are, in part, dependent on your working environment, so we expect your employer to brief and train you appropriately too.

http://www.bing.com/images/search?q=HSE&qs=n&form=QBIR&pq=hse&sc=8-3&sp=-1&sk=


Before starting your placement:Protect Your Health and Safety

• You have a legal responsibility to look after your own health and safety AND NOT to endanger the lives of co-workers too.

• So, follow any training you receive and ask for help if in doubt.• http://www.hse.gov.uk/pubns/lawleaflet.pdf

http://www.hse.gov.uk/pubns/lawleaflet.pdf




The University’s 3-party HSE Agreement MUST be completed and signed off by:

1. You – as the placement student

2. Your employer as the placement provider

3. The University




• You must follow the Health and Safety Guidance Notes for Students on Placement found in your pack

• Download this document if you lose it from the module website

http://lubswww.leeds.ac.uk/internalonly/undergraduate/fileadmin/user_upload/H_S.doc



http://lubswww.leeds.ac.uk/placement_log/index.php



The Health and Safety ChecklistComplete and send to LUBS

Within 2-3 weeks of starting your placement, fully please complete and send a faxed, scanned or hard copy of this form back to LUBS


Before starting your placement…

On your own you are required to:• Sort out your finances

• Register with the University online – Aug 01st 2013 and pay fees• Register online for council tax exemptions• Register for a student Oyster card BUT only if heading to London

• Sign up to the module facebook group • http://www.facebook.com/#/LUBSworkplacement/• Sign up to the Module Website to access the log• http://lubswww.leeds.ac.uk/placement_log

http://www.facebook.com/

http://lubswww.leeds.ac.uk/placement_log


Before starting your placement:Sort out your finances

• Register with your loans company now (SFE or =)• Read the Financial FAQs pages emailed to you• Contact Rose Hannah ([email protected]) if you have any

issues after this

• Tuition fees payable for the Year in Industry are £950 for all students (home and international)

• International students may at first be charged at the rate of a student studying abroad If this happens, notify the Fees Office via www.leeds.ac.uk/studentservicescentre/financial_admin/index_ar.htm so that they can charge you the correct fee.

• If you have any problems after this please contact me (Joanne).


http://www.leeds.ac.uk/ssc/fees.htm

http://www.leeds.ac.uk/studentservicescentre/financial_admin/index_ar.htm

http://www.leeds.ac.uk/studentservicescentre/financial_admin/index_ar.htm


On or around the 01st August 2013:Register with the University

Even though you are away from the university, you are required to register as a student.

This is an online process so you do not need to be here.

You may register online from 1st August onwards and should complete registration before the start of the next academic year.

For more information please see: http://www.leeds.ac.uk/studentguide/registration.htm

http://www.leeds.ac.uk/studentguide/registration.htm

http://www.bing.com/images/search?q=University+of+Leeds+registration+image&qpvt=University+of+Leeds+registration+image&FORM=IGRE


Benefits of Retaining Student Status

Once registering as a full time student you can:• Secure a new student ID card• Use all the university facilities including online services too• Retain membership of student societies

The university notifies the UK local Councils about all registered students.

To help ensure you will be eligible for Council Tax exemptions BUT...• If staying locally, you must ensure that you have registered and provided a

valid Leeds, Wakefield, Kirklees or Bradford term time address on the Student Services section of the Portal

• For all students not living at a non Leeds/Wakefield address, you must request a registration letter online or at the counter in the Ziff Building

• For more information view:• http://www.leeds.ac.uk/studentservicescentre/counterservices/counciltax.htm

https://leedsportal.leeds.ac.uk/uollogin/login.html

http://www.leeds.ac.uk/studentservicescentre/counterservices/regcert.htm

http://www.leeds.ac.uk/studentservicescentre/counterservices/counciltax.htm

http://www.bing.com/images/search?q=University+of+Leeds+registration+image&qpvt=University+of+Leeds+registration+image&FORM=IGRE


Before Starting Your Placement:London Students - Oyster Card

• Students living and working in London can apply for a Transport for London Student Oyster Card – find out how to do this below...

• Register your email contact details via the TfL website: http://www.tfl.gov.uk/tickets/14312.aspx#tkt-tab-panel-5

• This should generate a number for your• Find another link right at the bottom of the weblink above.• Click on this link entitled the placement establishment letter - this is a pdf

document and seems to take a geological time period to load- but please be patient as it should eventually open

• Complete this online form then send a copy directly to me • I will sign and authorise this form to say that you are a placement student at

Leeds within LUBS• I will then forward the letter to transport for London on your behalf• Please follow up with TfL yourself thereafter if there are any problems

http://www.tfl.gov.uk/tickets/14312.aspx


Academic Matters on Placement

How to secure the industrial version of your current degree programme…

“Be prepared to work hard – you’ll get out what you put in”

“Make sure you know what’s involved in the assessment process from the start and keep up to date with it every month”

Advice from returned placement students 2012-13



What if I fail a second year exam? Can I still go on placement?• Even in the event of failing compulsory modules, the university will still

support you going on placement. • It is essential that you take resits at the earliest opportunity in August. • If you do not attend August resits, you will have lost this opportunity

and being on placement will not be deemed an acceptable excuse. • You must notify your employer that you will need to be available for re-

sits and book the days off in advance. Most companies who offer undergraduate placements should be reasonably supportive and will have encountered similar situations in previous years.

•


How do I pass the Placement Year?

• LUBS will enroll you on a 120-credit module • LUBS8001 Training in the Workplace or LUBS8003 Year in Research• You can find a summary of each module on the module catalogue. • You can find the full module details in each Module Handbook. • Handbooks are:

– Downloadable from the Module Website– http://lubswww.leeds.ac.uk/placement_log– & Must be read and understood before starting placement– Email me if there’s anything you don’t understand

• To pass the module you MUST complete an approved placement, of between 9-12 months within ONE company or organisation

• Unwritten rule: You go on placement, you stay on placement

http://webprod1.leeds.ac.uk/banner/dynmodules.asp?Y=200910&M=LUBS-8001





LUBS8001 and LUBS8003 are skills-based modules.

They are assessed via (skills-based):

• Assessment Method A (LUBS8001 and LUBS8003) OR

• Assessment Method B (LUBS8001 alone)

• Most students will complete Assessment Method A



Assessment Method A involves 3 compulsory components:

1. Skills assessment document

2. Monthly online reflective log entries with supporting evidence

3. End of year 2000-word reflective statement

At the end of your placement,

You are required to collate items 1-3 into:• A work placement portfolio• Submit this to LUBS within the notified deadline


Portfolio contents: A summary

• LUBS 8001/3 module cover sheet• Portfolio contents page• 2000 word end-of-year reflective statement• Fully completed skills assessment document• 36 reflective online log entries – 6 per key skill area• Hard copies of evidence to back up each log entry

• Ensure the contents of your portfolio are fully cross-referenced:– Add in and number pages, sections, headings, images...complete

the portfolio checklist to help here too (via the website)– Top tip - make it easy for your marker to find things!


1. The Skills Assessment Document

To:• Be completed, in full, by you and your supervisor• Twice during the year, at the beginning and end• Be fully signed off and dated at the end of the year along with final

written comments from: – You and – Your named work placement supervisor too

We will not pass you if this document is not fully completed!

Why not?• It is the only document in which another person i.e. you supervisor

confirms that your skills have improved and that you finished the placement on good terms.



Lists 6 key skills to develop and evidence during your placement year:

1. Self-Management and Development

2. Managing Tasks

3. Communicating Clearly

4. Working (well) with and relating (well) to others

5. Applying knowledge

6. Applying initiative in work problems



The 7th Skill – is vital to passing the module and self-development!

7. REFLECTION ON YOUR OWN LEARNING OUTCOMES

By three methods we may learn wisdom: First, by reflection, which is noblest;

Second, by imitation, which is easiest; and Third by experience, which is the bitterest

Confucius, Philosopher, Teacher and

Political Figure


1. Some tips for reflecting...

When reflecting think about things like:• What went well?• What did not go so well?• What might you do differently next time – if required to do the

same thing again?• What were the alternatives to the choices that you made?• What do you still need to learn?• How successful were you? Did you receive any feedback on

your performance? (i.e. “close the loop”)• How might you apply what you have learnt in the future,

either in your studies or future career; will it go on your CV?


2. Compulsory Reflective Online Log Entries AND Supporting Evidence

The reflective online log is a good way for:• You and us to consider your past, present and

future too and track your progress towards goals• You to get feedback/keep in touch with your

LUBS placement tutor • Us to track your attendance – this is now a legal

requirement

You MUST complete your log each month – otherwise it might not just be us chasing you!

http://www.futurity.org/science-technology/memories-reflect-past-anticipate-future/


2. Compulsory Online Log Entries AND Supporting Evidence

Register and access the online reflective log via the module website:


While on placement, each month you must then:• Reflect on and write about your development in at least 3 of the 6 skill

areas listed in the Skills Assessment Document• Note any supporting evidence in your log • BUT keep paper copies of each piece of evidence in a portfolio file too• DO NOT just file things electronically in one place!

Students that delay completion of the log and evidence collection; then try to write their log or secure evidence, retrospectively are most likely to fail!



2. What does the evidence look like?

Evidence can take a variety of forms as long as they are paper based.

“Collect evidence as you go along!” 2012-13 student


2. Supporting Evidence could include:

• General feedback from others• Skills sheets that a mentor or supervisor has signed• Copies of communications written by you• Computer screenshots• Photocopies from a placement dairy or log• Checklists• Meeting minutes/actions taken by you• Certificates from induction/training courses• Copies of reports and/or appraisal documents


2. Supporting Evidence – could include:

• Any forms that are regularly completed by you• Photographs that you have taken • General records• Projects undertaken and related outputs produced e.g. if

you have given a talk - include your copies of your slides (blank out any information on slides that is commercially sensitive); screenshots of excel sheets etc...

• Invitations to events - work or social activities that you have completed on behalf of the company


2. Print and Cross-reference Everything

At the end of your placement you should have: • Printed off an edited version of your log • Along with the supporting evidence• Proof-read the final versions• Included this paperwork into your portfolio

Then cross-referenced everything • Label and number key contents, headings, images and pages

You may post the final portfolio submission

Students who delay completion of the log, and try to write and print it retrospectively are most likely to fail.


3. Reflective Statement

• 2000 words written at the end of the year – log will help with this• Reflection on your overall skills development throughout the year• 1 paragraph about your placement company• 1 paragraph about your role and key responsibilities• Subsequent paragraphs: Six key sub-headings and reflections re.

overall development in the 6 key skill areas whilst on placement• Also comment on future career or study plans and how the placement

has affected them

• To be submitted, in the final Portfolio together with the completed– Skills Assessment Document– Online Log Entries and Supporting Evidence


What does the portfolio look like?

One A4 or Lever Arch file or ring-bound copy is sufficient

Do not submit any more than this

The size of the file will vary according to the evidence e.g. you may have more evidence in a marketing role than a finance role

We mark on it’s quality


Why do we make you complete a portfolio?


Continued Professional Development Cycle

1. Reflect on your role, skills, subject

and priorities 2. Analyse your professional goals and needs using your reflections,

reviews and appraisals

3. Using this analysis, create a

professional development plan

for the coming year

4. Carry out your planned activities, log your outcomes

and reflect on progress

5. Create a professional development

record from the evidence in your

log

6. Reflect on the impact of what you have achieved in your professional

development record

CPD


Top Tips from a final year student

• Ernst & Young, Advisory, London

• Problem solving, project based, working with FTSE100 clients, internal sales...

• Highlights? – My first big presentation– Travelled in a lift with a CEO– Some swanky ‘away days’– London 2012 Olympics


Completing my portfolio• Contribute little and often!

– Email folder– Set calendar update

• Sections– Try to plan ahead– Inevitably some months will be busier than others, use

everything you think might be relevant

• Evidence – get creative– All round experience, how are you developing as an individual?

Training, CSR, informal work, photos, emails, event invites...– Sometimes it’s okay to use evidence for more than one point


Top Tips

• Try to plan ahead, balance the sections equally

• Keep it at the back of your mind• Every couple of months sort out a hard copy of your

folder and evidence• Use time wisely – will you have some downtime near

the end of your placement?

• Take advantage of your firm and their resources

• Be proud of what you create!

Thanks, Emily Pollard, [email protected]


Portfolio Submission Deadline

• Deadline for submitting your portfolio: 3 weeks after you complete the first 9-12 months of your placement (as appropriate)

• Submit hard i.e. Paper-based copies of your portfolio• Can be posted – ideally send it by recorded delivery or registered post • Details of the address to post it to are in the module handbook• Your placement log should cover a maximum period of 12 months.

• PLEASE NOTE - if your contract gets extended and you choose to work several extra months, you do not need to include this in your portfolio, and you will not get an extension based on this.

• You are encouraged to complete and submit early• If you feel you have mitigating circumstances that will affect your

submission let LUBS know as soon as they happen not at the end


What is the module failure rate?

Usually between 3 and 6 students fail within a cohort of around 80

Reasons for failing include:• Being so focussed on work that academic requirements are forgotten• Procrastination• Not completing a placement of a minimum of 9 months – the unwritten

university rule is that “if you go on placement you stay on placement”

Recommendation: • Set aside 1 hour each month to work on your log entries and

evidence collection now



Will my work placement count towards my degree?• No, it will change the title, but not influence classification.

It is a pass/fail module. • However, if you do fail the year the failure will be shown

on your academic transcript which lists all the modules you have taken

• Your current and future employers may question any failure or non-completion so make every effort to pass

• Ask for help if in any doubt


Now it’s time to:

• Meet your tutor and/or other students in groups• Identify some of your placement expectations, in

particular, your skills strengths and weaknesses plus the exact skills you would like to work on developing during your placement year


Appendices


Have a great placement!

• Remember to

• Log on to the module website• Register for the log• Update your log once a month

• Get in touch if you need to:• E: [email protected]• T: 0113 343 4511



The Module Website

• Go to the website now – or as soon as you can!• http://lubswww.leeds.ac.uk/placement_log/ • Register• Write down your username and password once recieved• Access key module-related documents• Start to add your log entries and• Indicate supporting evidence • Gain feedback• ACCESS AND USE THE ONLINE LOG EACH MONTH

http://lubswww.leeds.ac.uk/placement_log/


The Online Log – Access and Use

Register for and access the log via http://lubswww.leeds.ac.uk/placement_log/




The Online Log – How to Use it














The More Information Tab

Documents

Pre-Work Placement Briefing Dr Joanne Dickinson E: [email protected] T: 0113 343 4511