School of Management Placement Preparation Handbook 2017/18 Year in Business
Table of Contents 1.
Introduction ................................................................................................. 5 1.1 YIB – Aims and Learning outcomes................................................................... 6 1.2 YIB - Benefits .................................................................................................... 6
2.
How the Year in Business works .................................................................... 8 2.1 Placement Lists................................................................................................. 8 2.2 Social Media sites.............................................................................................. 9 2.3 An appropriate YIB placement .........................................................................10 2.4 Recruitment activities ......................................................................................10 2.5 Self Sourcing .................................................................................................... 11 2.5.1 Getting your self-sourced placement approved ...................................... 11 2.6 Overseas Placements .......................................................................................12 2.6.1 Working conditions .................................................................................12 2.6.2 Visas .......................................................................................................12 2.6.3 Agencies .................................................................................................12 2.6.4 Costs .......................................................................................................12 2.6.5 Safety abroad ......................................................................................... 13 2.6.6 Useful websites for those looking at Overseas placements..................... 13
3.
International Students ................................................................................ 13
4.
What you must do and when: your first year ................................................. 14 4.1 Build up your experience ..................................................................................14 4.2 Develop your skills ...........................................................................................14 4.3 Put preparations in place for 2nd year.............................................................. 15 4.4 Preparing your referee ..................................................................................... 15 4.5 Getting holiday work experience ..................................................................... 15 4.6 During your summer between the first and second year .................................. 15
5.
What must you do and when: your second year ........................................... 16 5.1 Attend YIB workshops and Careers events ......................................................16 5.2 Book a one to one Careers appointment ..........................................................16 5.3 Submit applications .........................................................................................16 5.4 Complete an interim report ............................................................................. 17 5.5 When you get a placement offer ...................................................................... 17 5.6 Just before you start your placement ...............................................................18
5.7 Deadlines for applications ............................................................................... 18 6.
Royal Holloway Support ..............................................................................18
7.
Troubleshooting .........................................................................................19 7.1 Unable to secure a placement ......................................................................... 19 7.2 Redundancy .................................................................................................... 19 7.3 Disability or Medical condition ........................................................................ 20 7.4 Fees ............................................................................................................... 20 7.5 YIB Thriving on Placement Handbook ............................................................ 20 7.6 Complaints procedure ..................................................................................... 20 7.8 Other issues .................................................................................................... 20
8.
Contacts ..................................................................................................... 21
1. Introduction Welcome to the Year in Business Placement Preparation Handbook. This handbook is designed to help you through the process of finding, choosing and securing a suitable YIB placement. A second handbook, Year in Business Thriving on Placement Handbook will cover all the things you need to know when you have secured a placement. Let’s start by dealing with some of the jargon that will be used in this handbook. Terminology
Abbreviation
Careers Service
Careers or CS
The central careers service of Royal Holloway.
Contract
Contract
In the UK - Contract of Employment (or Training Contract). The legal agreement between the placement provider and the student. Overseas placements may vary.
MN3511
The course that underpins the Year in Business.
Placement
The period of time that the student spends in business, between 9 and 12 months.
Placement Placement Officer
A member of the School of Management (SoM) Placement team responsible for the day to day running of the YIB programme
Placement Provider PP
An organization that provides the students with a placement
School of Management
The Academic registered to
SoM
Work Place Agreement
Department
students
are
The tripartite agreement which must be signed by the Placement provider, student and University ahead of the placement
Work-place Supervisor/Mentor
WPS
A member of the Placement Organisation’s staff who oversees the student whilst on placement.
Year in Business
YIB
The specified Royal Holloway programme pathway.
Year in Business Academic Director
Academic Director
A member of SoM Academic staff responsible for the academic aspects of the YIB.
Year in Business Advisor
YIB Advisor
Member of academic staff responsible for providing supervision of the Academic assessment of one or more students whilst they are on placement.
Year in Business Careers Consultant
Careers Consultant
The main contact for YIB students within the Careers Service 5
Right now let’s start at the real beginning. The responsibility for choosing and securing a placement is ultimately yours. However advice and support are provided at every stage by the SoM YIB team in close collaboration with the Royal Holloway Careers Service (more details later). The aim of the support is to enable you to choose an appropriate placement and perform effectively in the various recruitment and selection activities that are part of the process of getting a placement. Whilst getting a placement can be seen as hard work (and it is not easy), the skills and enhanced self-awareness you will develop are fundamental to your future graduate career. Moreover while the prospect of going on placement can seem daunting at first it really can be one of the best experiences of your life. The benefits are definitely worth the effort. Remember that securing the right placement takes time and effort on your part so a great deal depends on your enthusiasm, persistence and commitment to finding a placement. Having registered for a four-year degree course you have already indicated that you are keen to make the most of all the opportunities provided by the YIB programme, but let’s just outline them here.
1.1
YIB – Aims and Learning outcomes
Students who secure and spend a year in a work placement will be provided with: • • • •
An understanding of the complexities/demands of the graduate job application process An understanding of the day to day running of a company An insight into the managerial skills needed in business Experience a range of practical work-based situations
By the end of the course, students should: • • •
1.2
Apply their knowledge and understanding of management theory to practical situations Gain an insight into the managerial skills needed in business Reflect on how they have dealt with practical work- based situations
YIB - Benefits
There are numeous benefits associated with students doing a Year in Business and we have detailed some of these below. Students will have opportunities to: • •
•
Try out a career path and determine if this is what they want to do longer term Potentially secure a graduate job offer from the placement provider easing pressure in the final year or be accelerated through a company’s graduate scheme o Read about one of our YIB students and his placement offer at Nomura http://yearinbusiness.blogspot.co.uk/2016/07/1st-class-degree-and-offerfrom-nomura.html Gain valuable work experience on their CV which is highly valued by graduate recruiters o The 2016 High Fliers report suggests Recruiters believe a third of this year's full-time graduate positions to be filled by graduates who have already worked for their organisations, either through paid internships, industrial 6
•
•
placements or vacation work http://yearinbusiness.blogspot.co.uk/2016/03/high-fliers-2016-researchvalue-of-work.html o DLHE stats indicate that students who have had a placement year are more likely to get a job after graduation (DLHE shows 82% have a job after graduations vs 74% without) o The 2012 Wilson Review by the Department for BIS using HESA 2009/10 data suggests that the average salary of students who have completed a sandwich placement is 8% higher than those who did not 6 months after graduating Develop increased focus and time management skills which can lead to better results in Final year. o Students can reflect on how they have dealt with work based situations when back at the University o an Ulster University study concluded that students undertaking a placement year tend on average to graduate with a higher degree classification than those proceeding directly to the final year of studies. The study found that the impact of the placement year was statistically significant for both male and female students and associated with an increase in classification from 2:2 to 2:1 Experience increased personal development which can lead to gains in self confidence and self-efficacy.
Comments from students out on placement in 2015/16 when asked how placement would help towards their graduate career goals: • • • • • •
100% enhanced professional skill set/ competencies 80% increased confidence in self 50% I am now convinced want to work in this job sector 30% I have been offered a graduate job by my placement provider 20% I have been fast tracked to an advanced stage of the recruitment process by my placement provider 30% I now know I don’t want to work for this type of company. Sarah Hunt, BSC Management with Human Resources (YIB) did a Human Resources placement in Executive Recruitment with GSK and said: I would highly recommend a placement! It’s an invaluable experience that allows you to gain a vast amount of new skills as well as having a break from university for a year and earning some money. It’s crucial to stay persistent when applying for jobs as you can easily get discouraged when rejected. However from experience I can tell you it is worth it in the end!
7
Hippolyte Petit, BSc Management with Marketing (YIB) did a Digital Marketing placement with The Walt Disney Company and said: My digital marketing placement as part of The Walt Disney Company has been a fantastic experience! I have learnt so much while working on brands like Disney, Star Wars, Marvel, Pixar and more. There has not been a day without learning something new! Slav Stateva, BSc Management (YIB) did a European Product Planning placement with Canon Europe and said My placement year was incredible... Not only did I meet so many amazing people who I will stay friends with for life but I also gained so much relevant experience. What is more important, I have clearer idea of what I want to do after graduating! Gemma Doyle, BSc Management with Marketing (YIB) is doing a Marketing placement with Valspar and says: “I really enjoy the amount of responsibility I am given and that I am treated as if I am a full time employee. My top tip for Royal Holloway students is to seek out all options and don’t ignore any companies you haven’t heard of. I hadn’t heard of Valspar but I did my research and had an interview and fell in love with the Company” So, if you are keen to make the most of the YIB opportunity read on.
2. How the Year in Business works The YIB is an integral part of your degree programme, and whilst the year starts after your second year, there is work you will need to do in your first year. Tuition fees are payable for the YIB and in order to progress to the YIB you must pass all your Year 1 and Year 2 courses, attain 2.1 (60% or higher) averages each year and have a good attendance record. As was mentioned at the start of this handbook, the responsibility for securing a placement is ultimately yours; so, you are advised to take advantage of all opportunities outlined to you from the 1st year onwards. These include Career events and sessions along with the Year in Business information evenings/ workshops. In our information evening we will detail how the process works. However, in the meantime, here is an overview of some of the main points, with some helpful advice.
2.1
Placement Lists
As more organisations now offer yearlong placements, there has been an increase in the number of online sites offering ‘online placement lists’. There will be many overlaps with the opportunities listed, but it is possible that you will find different opportunities listed on different sites. Look at the Year in Business Moodle page for links to: • a list from the University of London Careers group Jobs online site: http://jobonline.thecareersgroup.co.uk/careersgroup/student/ 8
• •
Rate My Placement (http://www.ratemyplacement.co.uk/). Sign up for their regular alerts. Milkround ( http://www.milkround.com)
Other sites which may help with finding placements in both large companies and small to medium enterprises (SMEs) include: Careers Tagged http://careerstagged.co.uk Prospects http://www.prospects.ac.uk Inside Careers http://www/insidecareers.co.uk Allaboutcareers http://www.allaboutcareers.com E4S http://www.e4s.co.uk/jobs/3-industrial-placements.htm The big choice http://www.thebigchoice.com/Placements Student ladder http://www.studentladder.co.uk/Retail/retail-2.html Target jobs https://targetjobs.co.uk/internships Care should be taken when considering these opportunities to ensure they meet Royal Holloway SoM YIB requirements (see below). You must not sign a contract until you have the approval of a member of the Placement Team. More detail about getting your placement approved in given in Section 2.4.1 below.
2.2
Social Media sites
There are a number of different social media sites which help you prepare for getting a placement and you are encouraged to use these: • http://yearinbusiness.blogspot.co.uk : The Year in Business blog features a range of articles and photos about employer events/ call back afternoons/ placement tips / student profiles • http://twitter.com/YearinBusiness : follow the YIB page for the latest alerts • School of Management Royal Holloway students facebook page. This is a closed facebook group for 2nd /3rd and 4th YIB students to facilitate connections as students apply for their placements. https://www.facebook.com/groups/1048398715190789/ • Linkedin is a great resource for developing professional contacts, as well as for job searching. The Careers Service can help students to create a LinkedIn profile and advise on using Linkedin to build networks and identify opportunities. There is also a useful students’ guide (http://students.linkedin.com/uk) with video instructions to creating your profile and advice about what employers are looking for. Now we come to a challenge. Some of you will know exactly what you want to do on your placement, e.g. accountancy, marketing, finance, etc. and some of you won’t. That’s perfectly OK. The range of placement roles (job types), locations, and companies that you will see starting to appear on the bulletin is likely to be wide. However if this is your first foray into ‘choosing a job’ or thinking specifically about what you want to do after graduation, then the range of opportunities can seem bewildering. Special workshops and one to one support will be available to help you think about what sorts of placement roles might suit you, your graduate ambitions and your personal circumstances. The one thing to remember is that you may not find your dream job at this stage. You should be looking at the YIB opportunity as a stepping-stone. In fact many students who have completed placements say that no matter what sort of placement you 9
complete, whether you enjoy it or not, you will enhance your employability and therefore be more likely to be successful in moving along your chosen career path. Look at the Prospects site to better understand what different placement positons entail: https://www.prospects.ac.uk/job-profiles You can also contact the YIB Careers Consultant to arrange a one to one appointment to discuss this.
2.3
An appropriate YIB placement
An appropriate RHUL SoM YIB placement should: • be paid • Whilst legally a UK placement can pay below the National Minimum Wage (see https://www.gov.uk/national-minimum-wage-rates) you are strongly advised not to accept unpaid or under-paid 1-year placements. • be a full-time role with a contract of employment (or similar) • enable you to engage in between 9 and 12 month’s work with adequate annual leave/holidays. • provide you with opportunities to meet the YIB learning outcomes (see above) • facilitate the completion of YIB academic work and attendance at call-back days • allow prearranged visits or skype calls by a member of the SoM Placement team. • provide you with adequate supervision in the workplace • meet the requirement of the RHUL SoM Risk Assessment process. All placements need to be approved in advance of a placement being started.
2.4
Recruitment activities
Almost all placement recruitment processes will take the same format at those for graduate roles, which you may be aware, are becoming tougher over the years, as application numbers soar. In addition to setting entry level UCAS points as the first hurdle, many placement providers will expect you to engage in any or all of the following recruitment activities: • online applications • CVs • telephone interviews • pre-recorded video interviews • online tests • face-to-face or Skype interviews • group assessment days It is tough and time consuming, but the rewards are great. Workshops and one to one support will be available to help you prepare for these processes. The Royal Holloway Careers service website will detail when and where events will take place via the link: https://www.royalholloway.ac.uk/careers/home.aspx It is important that you attend these sessions, as the recruitment process is very competitive, and knowing the tricks and techniques for the placement recruitment process will be invaluable. Standard/template CVs or cut-and-paste online application answers, sprayed to all possible 10
placement providers are unlikely to be sufficient to get you through to the next stage of the recruitment process. If cover letters are requested they should be tailored to the specific job that you are applying for. Group assessment days demand interpersonal skills that most students need to practice and company research is vital. So take advantage of the help on offer and invest some time in preparing for each application/interview/assessment day as well as you can. The Careers Service page page on “CVs, applications, interviews and more” at https://www.royalholloway.ac.uk/careers/applyforjobs/home.aspx has information, videos and test on: CVs; application forms; covering letters; psychometric tests; interviews; assessment centres. Check out the Careers and Employability Moodle page. Royal Holloway students can also access further information using the site: https://www.careerstagged.co.uk/ this is a unique resource designed by The Careers Group. Search the information you want by typing in tag words like "covering letters"
2.5
Self Sourcing
It is possible that some of you will already have good contacts in the business world and would like to make use of these in your search for a placement year. If your contact works for an organisation that already offers placements, and you can usually find this out via the company website, then ask them if they can provide a reference or recommendation to support your application. Be aware most companies that already offer placements do not like, or accept, speculative applications. If your contact works for an organisation that has not previously offered a placement year, then you could start discussing it with them. Perhaps using the detail provided in Section 2.2 above. However, you should be aware that these sorts of negotiations can take a long time and are usually very time-consuming, so don’t rely on this method to secure a placement contract. If you do want to self-source, then you must have an initial discussion with Careers or the Academic Director regarding the organisations you are considering talking to. They can then provide any background information they have relating to the company. For example, if the organisation offers placements in another country, or in other locations/divisions. Plus they will be prepared should the company call the School to discuss the YIB requirements. 2.5.1 Getting your self-sourced placement approved The vital fact about self-sourcing is that you cannot accept a placement offer until the placement opportunity has been approved by a member of the Placement Team. So when you get to the contract stage, make an appointment to speak to a member of the Placement Team. Amongst other things he/she will need to check: • •
the quality of opportunity, usually specified in the role/job description the robustness of the company, i.e. how long it has been in business and its reputation • the suitability of location in terms of safety and tutor visits So you should take the appropriate information with you to the meeting. 11
Please note: The main negotiations with a self-sourced placement provider will be carried out by you. But on occasion there will be a need for a member of the Placement team to contact the organisation directly. You will be asked to provide appropriate contact details to facilitate this contact.
2.6
Overseas Placements
Most students registered on a YIB programme, regardless of their country of origin/nationality, automatically have the right to work full-time in the UK as an integral part of their course, i.e. during their placement year. However, some of you may be thinking of a non-UK based placement and here things can be more complex in a number of ways. What follows are some examples of the sort of differences you may find when investigating overseas placements. It is up to you to research carefully, but if you have any concerns, then speak to a member of the Placement Team. As for UK placements any overseas placement offers need to be approved by the SoM Placement Team in advance of the placement starting. 2.6.1 Working conditions Some placement/internship opportunities in Europe are unpaid (all SoM placements are expected to be on a paid basis) and contracts of employment, working hours, holidays, insurance cover and general health and safety standards can vary significantly from those in the UK. You will need to make sure you have explored all these aspects for any non-UK based placement as you will need to ensure you have adequate insurance in place to cover all elements of your overseas placement. 2.6.2 Visas Placements in other countries may require a visa, which is not automatically granted to all students, even if they have an offer from a placement organisation. Visas can also take a considerable amount of time to secure, and so it is wise to investigate this aspect at an early stage in the process if you are considering a non-UK based placement. Government policies change periodically and so even if in previous years a country allowed 1-year placements, it doesn’t automatically follow that they would in the future. Up-to-date information can usually be obtained from the relevant country’s embassy. 2.6.3 Agencies There are now numerous companies who offer to find you an overseas placement for a fee, and part of the fee is payable, whether you secure a placement of not. We do not recommend that students follow this route, however, if you choose to use these sorts of agencies, then make sure you do not rely solely on this method to secure a placement contract, as there are no guarantees a suitable placement will be found. 2.6.4 Costs In general, overseas placement providers do not pay for travel, e.g. flights, to and from the placement. Neither do they provide accommodation, although some may provide housing for the first couple of weeks to enable you to settle in. For example, if your placement is in the USA, not only will you need to fund return flights, but you will also need to have sufficient funds to pay up-front utility deposits within the very early stages of your time there, and then perhaps purchase a car. 12
2.6.5 Safety abroad You should consider the safety of any country you are considering for an overseas placement. It is advisable to check the Foreign and Commonwealth office for safety advice and discuss this with the SOM placement team: https://www.gov.uk/foreign-travel-advice Placements will not be approved if they are in a location which is contrary to advice issued by the Foreign & Commonwealth Office (source: The Health and Safety of Students working or studying in the UK or overseas Policy and Procedure document 2011) 2.6.6 Useful websites for those looking at Overseas placements •
• • •
Going Global - Packed with country-specific career information, this research tool provides expert advice and insider tips for finding employment opportunities abroad and can be accessed via Moodle Target Jobs working abroad - in-depth guide to working abroad with lots of hints and tips to help you. https://targetjobs.co.uk/careers-advice/working-abroad Numbeo - extensive information about the cost of living abroad – http://www.numbeco.com/cost-of-living/ Thirdyearabroad -Free network for students spending a year abroad with hints and tips from other students. http://www.thirdyearabroad.com/
Hofstede’s work (cultural tool) can be used to understand the differences in culture in different countries http://geert-hofstede.com/countries.html
3. International Students International students have the same opportunity to take up paid, full time, UK placements under the Tier 4 visa schemes, though placements in other countries may still require you to get a visa to work. Placements offer you the chance to enhance your career prospects, develop your language skills, gain experience of UK business culture and earn money to help towards fees and the cost of living. For businesses you can fill their potential need for language skills / cultural insights and knowledge of international markets. •
• •
• •
•
The Careers service can offer you one to ones to provide guidance about the UK recruitment process / application forms / terminology used in business plus preparation for interviews/ assessment centres. The Plain English campaign on the web offers PDF guides to assist with writing in business English. CEDAS at Royal Holloway also provided English language courses which some of you may find useful. https://www.royalholloway.ac.uk/ecampus/cedas/academicenglishforinternation alstudents/home.aspx Previous International Placement students can offer guidance on their experience of finding placements. Royal Holloway’s support and advisory services’ webpage for International students can be found via the link below: https://www.royalholloway.ac.uk/international/support/home.aspx UKCISA , the UK Council for International Student affairs, offers free advice for International students via their website http://www.ukcisa.org.uk/ 13
All Overseas placements need to have been approved in advance of the placement being started.
4. What you must do and when: your first year It can take a significant time to choose and secure a placement and so this section outlines what tasks you will need to do when.
4.1
Build up your experience
You should continue to engage in a lot of co-curricular activities, such as volunteering, sports and societies and part time work. These activities will ensure you are developing your transferable skills and have strong evidence of your attributes and abilities. You will need this evidence for applications and the skills will enable you to perform effectively at interviews and assessment centres. Consider putting yourself forward for a position of responsibility within a Society or Sport’s club because again this will help strengthen your application when it comes to making your placement applications. One society you may want to consider joining is the College’s Enactus Society which is a society allowing students to be involved in a whole range of community outreach projects both locally and internationally. Involvement in such projects allow students to develop skills which look very good on CVs. Enactus also has a range of sponsors involved in careersbased events and you will find many such companies offer placements (eg KPMG, Unilever, Enterprise). Find out more details on the Enactus website (http://enactus.org/) which also has links to their facebook, twitter and instagram accounts.
4.2
Develop your skills
Take advantage of the different skills based/ employer workshops that are provided by the Careers Service at periods throughout the year. You can find details of events on the Careers’ website (https://www.royalholloway.ac.uk/careers/events/home.aspx) and will also receive alerts from the YIB Placement Officer. CEDAS offer maths or numeracy help via one to ones/ workshops which can be booked via https://bookings.royalholloway.ac.uk/cedas/default.aspx. During the 2nd term there will be a YIB information evening run by the SoM placement team in conjunction with members of the Careers team and also an Application/ CV workshop. All these workshops will help you: • •
• • •
think about own strengths and weaknesses in relation to the workplace and the recruitment process create an effective base CV and Covering letter (for tailoring to individual applications); although many placement organisations will ask you to fill in an application form rather than a CV, they may well require the same sort of information as you would put on a CV. research placement providing organisations and their requirements submit high quality applications gain experience at techniques needed in interviews or assessment centres. 14
•
4.3
engage effectively in recruitment activities in ways that enhance the reputation of Royal Holloway students/graduates
Put preparations in place for 2nd year
All 1st year YIBs are advised to book a one to one YIB careers consultation between February and their return to college at the beginning of the 2nd year. Interviews can be booked using the Careers’ portal (https://careersportal.royalholloway.ac.uk/home.html), logging in as a student, and then using online booking and selecting YIB appointments. This one to one will help you to start thinking through your YIB options and provide guidance about areas to focus on in order to strengthen your applications. Before returning in the 2nd year all Year in Business students should also complete the ‘Write a CV, Application, Cover Letter’ course on the Careers and Employability course page on Moodle.
4.4
Preparing your referee
It would also be sensible to meet with your AS/CS, to discuss your initial plans for your YIB and to ask if they would act as referee for your applications. They are not normally required to write a reference letter at the application stage, but will be contacted if you accept a placement offer. This means all you need at the early stages is permission to use their name and contact details on your CV or application form. Please note the AS/PA are not trained Careers Advisers, so whilst they will be pleased to hear about your plans, they are unable to provide detailed advice. If you need this sort of support book an appointment with the Careers Service.
4.5
Getting holiday work experience
Research the opportunities available for 1st year students to gain an insight into specific employers or work sectors. You will find that some companies offer insight weeks in the Easter holidays and a few offer summer internships for 1st year students. These typically require a formal application at an early stage of your first year of study but can have the benefit of putting you in a stronger position when you apply for a Placement in your 2nd year. Alternatively find a local holiday job, arrange some work shadowing or commit to some volunteering in your holidays. Remember that employers are looking for evidence of work experience on the CV. It is recommended that you ensure you have a National Insurance number in your 1st year in case there is the opportunity to take up paid work. Useful websites: http://www.studentladder.co.uk/Work-Placement/undergraduate-schemes-for-1styears http://www.e4s.co.uk/internship-jobs/first-year-internships.htm https://www.prospects.ac.uk/job-profiles
4.6
During your summer between the first and second year
Access the various placement lists noted in section 2.1 above on a regular basis to check for new placement opportunities and, after the appropriate research and consideration, submit applications for roles that interest you. 15
You are strongly advised to keep a log of applications and outcomes so you can monitor your progress and identify additional support needs.
5. What must you do and when: your second year 5.1
Attend YIB workshops and Careers events
There will be YIB workshops and events which you will be expected to attend alongside your studies. Some of the College events will involve placement organisations, i.e. company representatives or current placement students. These are well worth attending even if you do not want to work for that particular company. Recruitment processes of many organisations are very similar and hints and tips are usually forthcoming at these events, either during the formal presentation, or afterwards when you get a chance to ask individuals questions. Always take the opportunity to ask a question if you are thinking of applying to that particular organisation and note the name of the person you have spoken to, so you can add a comment to your application or mention it at an interview. The Careers Service at Royal Holloway offers comprehensive careers information throughout the year, plus varied recruitment events and employer-led skills development programmes (e.g. assessment centre workshops) which you should attend. Remember also to attend all of your Employability course module (MN2115) as this will include many helpful sessions such as filling in Application forms / CV and covering letter writing.
5.2
Book a one to one Careers appointment
You have access to a dedicated YIB Careers Consultant who will help you prepare for your placement applications and the recruitment process. You can bring along CVs/ application forms to discuss and can do practice interviews. You can book appointments directly on the Careers’ portal (https://careersportal.royalholloway.ac.uk/home.html), log on as a student, and then using online booking. Under appointments you can select a Year in Business appointment in order to meet with a YIB Careers Consultant. This service provides a reminder of your appointment and we would ask that if you can no longer make an appointment that you cancel it in order to release it for another YIB student.
5.3
Submit applications
Continue the process of researching and submitting applications. Remember to tailor applications/ covering letters and provide extra information in the tick box when offered. Remember that online application forms can be saved and checked with Careers before applications are submitted. An important point to note is that closing dates can be misleading. Many organisations now run a rolling programme of recruitment and so their closing dates for placement applications may be set far in the future. However, the organisation may be assessing applications as they come in and running interviews and assessment days at regular intervals until they have filled all their positions. This can be frustrating if you put off applying and then discover there are no more roles left. Read the application details carefully as soon as you see the opportunity advertised. Paying attention to detail at this stage really pays off. 16
The main thing is do not give up. Applying for placements and engaging in the recruitment activities is time-consuming, and you will need to be organised to ensure that your studies don’t suffer. It can also be hard to hear that, after you have put in a lot of effort, someone else is better suited to the role than you. Most companies are looking for people with resilience and each rejection can not only help you learn and improve, but can in moderation, be used as evidence of your persevering attitude. If you can seek and act on feedback from previous unsuccessful applications you can make the necessary changes and enhancements to your CV/ application process and may be successful the next time. If you do feel like giving up, then book an appointment with a member of the Placement Team; they will try to help you get motivated again.
5.4
Complete an interim report
The YIB Placement Officer will ask you to complete an interim report in December to provide an update on your application process and then a final update in July. This will also help the SoM team identify any further assistance that can be offered.
5.5
When you get a placement offer
Whilst many of the recruitment processes start in the Summer or Autumn between your first and second year, it is unlikely that you will get an offer of employment before the Christmas break in your second year. In fact you may not even get to the offer stage until the summer after your second year. This variability is due to when organisations choose to advertise, the speed of their HR processes, and sometimes how many placement students they are recruiting. When you get a verbal or written offer check all the details carefully; pay/salary, dates of employment, annual leave allowance/holidays, actual location of role (not always the HQ or where you went for interview). If you haven’t already done so, then consider practicalities such as commuting and accommodation. If you have concerns then have a chat with a member of the Placement Team before you accept. Some companies will give you a short period of time to consider the offer with a deadline for a response. Missing the deadline is likely to mean missing out. However, whilst we are on the subject of accepting offers, it must be emphasised that it is highly unprofessional to accept more than one offer, or to accept an offer and continue to engage in other recruitment activities. If you have trouble with this idea, think how you would feel if the organisation that had agreed a contract with you, continued looking for applicants and dropped you at the last minute. You should remember that it is important to get your placement offer approved by the SoM Placement team. You should provide the PA with a copy of the contract or offer letter and the job description. At this point the PA will draw up a Work place Agreement which is a tripartite agreement which should be signed by yourself, the Placement provider and the Year in Business Academic Director. This document clearly sets out the expectations of each party and should include the details of the Placement provider’s Employer and Public Liability Insurance details. Once this has been signed, the PA will complete a Risk Assessment after which the Placement can be approved by the Year in Business Academic Director. Please note that some contracts, particularly in the Professional Services Industry, e.g. accountancy, will be ‘Training Contracts’ rather than ‘Contracts of Employment’. This can 17
mean that they contain a clause relating to the passing of examinations. Read the contract carefully and if in doubt chat to the Careers Service. Failing the professional accountancy exams twice can mean your placement is terminated.
5.6
Just before you start your placement •
• •
•
•
•
•
•
5.7
Your placement starting date could be immediately after your second year ends, or could be as late as September. Some areas to consider are detailed below with more details being provided in the YIB Thriving on Placement handbook which will be issued in your second year before you start your placement. Find out from your Placement Provider if there are any pre-placement activities you need to complete (health checks, reading lists etc.) Check payment details. You will still need to pay fees to Royal Holloway during your 3rd year at a reduced rate of 20% of your usual full time tuition fees. Speak to Student finance at Royal Holloway (01784 276109) MoneyMatters@royalholloway.ac.uk. You may also need to provide bank details to the Placement provider. Check you have a National Insurance number as you will need this to work. In the UK you normally receive one automatically at age 16 but for students who don’t already have one, more information can be found at the following website https://www.gov/uk/apply-national-insurance-number Check accommodation arrangements (if necessary). The Placement provider may be able to put you in contact with placement students from other universities or offer other assistance. Check out your insurance. You should ensure your personal insurance is adequate to cover your possessions and if you plan to use your car to travel to and from placements or for business activity at your placement you will need to check this is covered on your insurance. For working overseas check visa requirements as these can take considerable time to secure. It is your responsibility to secure a visa. For a full checklist for working abroad check the Thriving on Placement manual Consider the goals you want to achieve in your placement.
Deadlines for applications
The deadline for securing a placement is 31st July preceding your 3rd year. Although many of the larger companies have deadlines in January/ February there are still places available later in the year and you are encouraged to keep looking even after your summer exams are over. Do keep the SOM team updated as to your progress and any help you require.
6. Royal Holloway Support So now you have an idea of the sorts of things you will need to do in order to find and secure a placement in either the UK or overseas, let’s take a look at the people who will be supporting and helping you throughout the process.
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Position
Contact
Their role in the placement process
Programme Of f i c er
Katharine Radford SOM
Responsible for the day to day running of the YIB programme.
Careers Service
Rae Roberts
A member of the Royal Holloway Careers Team who will deliver workshops and provide one to one support as specified in the first YIB preparation session.
Year in Business Academic Director
Dr. Catherine Harbor SOM
Responsible for the academic elements of the YIB.
Year in Business Advisor
A member of academic staff will be assigned to you for your Placement year.
Work-place Supervisor/ Mentor
A member (or members) of the Placement Organisation’s staff will be assigned when you start your placement
7. Troubleshooting There are many issues that will arise in the run up to your YIB and the following sections attempt to provide advice and helpful links for the most common queries.
7.1
Unable to secure a placement
Whilst the SoM and Careers will provide you with support at every stage of the process, it is not always possible for every student to secure a placement. It is the placement organisation’s choice which individuals they employ and the student’s responsibility to find their own placement. If you find yourself in this position in the summer after your second year, it will be possible to transfer back to a 3-year degree programme. You will need to meet the Placement Officer to sign a Change of Degree form and one to ones can be set up with the Careers Service to discuss your options.
7.2
Redundancy
As the economic situation continues to be uncertain, it is possible that some students may find themselves in a threatened redundancy or restructuring situation. Your initial reaction should be to contact both the Human Resources department of your placement organisation for a chat and the SoM to ensure they are up to date on the situation. Often placement students, who are on a fixed-term contract, will be exempted from redundancy processes, but this is not always the case. If you are made redundant the SoM will provide you with support to help you in your search for another placement. If this is not possible and you have not completed a minimum of 9 months on placement your case will be reviewed. 19
7.3
Disability or Medical condition
If you have a disability or medical condition that involves regular attendance at hospital, you are strongly advised to talk to The Support & Advisory Services (Welfare and Wellbeing) or the YIB Careers Consultant as early as possible, to discuss disclosure at the application and/ or offer stage. Informing your placement organisation at an early stage can help them make appropriate arrangements for you, in a similar way to the way they would support a permanent employee. Students who have additional learning needs, such as dyslexia, should also talk to Careers YIB Consultant/ The Support & Advisory Services about disclosure, as there are occasions when extra time or support is made available by organisations during the recruitment process, particularly for online tests. Contact welfare@royalholloway.ac.uk for guidance.
7.4
Fees
You will still have to pay fees during your placement year but it will be at the reduced rate of 20% of your usual full-time tuition fees. Student finance is available to discuss your options and offer guidance regarding grants/ loans etc. with you: MoneyMatters@royalholloway.ac.uk/ +44 (0)1784 276109
7.5
YIB Thriving on Placement Handbook
Details regarding the assessment, call back days, tutor visits, risk assessment and insurance will be outlined in the YIB Thriving on Placement Handbook, which will be issued at the end of your second year.
7.6
Complaints procedure
If you have any dissatisfactions arising from the support in finding a placement, staff involved in the year in business or the placement itself then please raise these informally as soon as possible with the parties concerned and hopefully the issues can be resolved. If you wish to make a formal complaint about any part of the placement process or the placement itself, this must be done in writing as follows: • •
Email the Year in Business Programme Officer If you are not satisfied with the response received, email the Year in Business Academic Director
Upon receipt of your written complaint, we will acknowledge receipt and confirm the timescale for a full response which may depend on the complexity of the issue and/or availability of relevant staff. Those dealing with your complaint may respond by email or suggest a meeting to discuss your concerns.
7.8
Other issues
It is not possible to include every eventuality in this Handbook. If you are experiencing any difficulties that are not covered here, then contact the PA who is there to help you. Finally, we wish you every luck in finding yourself a placement.
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8. Contacts Dr. Catherine Harbor –Year in Business Academic Director
C.Harbor@royalholloway.ac.uk
Rae Roberts –Year in Business Careers Consultant
Rae.Roberts@royalholloway.ac.uk
Katharine Radford – Year in Business Programme Officer
Katharine.Radford@royalholloway.ac.uk Tel: +44 (0) 1784 414350
School of Management Reception desk Monday to Friday (9am–5pm) Tel: +44 (0) 1784 276213
Royal Holloway Careers Service
careers@royalholloway.ac.uk
Support & +44 (0) 1784 276473 Advisory Service
welfare@royalholloway.ac.uk
International Student Support
internationaladvice@royalholloway.ac.uk
+44 (0) 1784 443663
Student Financial +44 (0)1784 276109 advice
MoneyMatters@royalholloway.ac.uk
Citizens Bureau
www.citizensadvice.org.uk
Advice
Foreign and Commonwealth Office:
www.fco.gov.uk
HM Revenue and +44 (0)845 367825 Customs
www.hmrc.gov.uk
National Insurance +44 (0)845 6000643 Office:
www.gov.uk/apply-national-insurancenumber
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