An Coiste Feabhais Riarachán agus Seirbhísí
The Committee on Administration and Services Quality Improvement
The Administration and Services Quality Assurance Programme 2002 – 03
REVIEW OF
CAREERS SERVICE
Final Report
4 February 2003
Careers Service: Review Group Report
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This report arises from a visit by a Review Group to the Careers Service on 28th –29th
November, 2002. The Careers Service had already prepared and submitted a 'Self
Assessment Report' that, with other documentation, was made available to the review team
well in advance of the visit.
The Review Group consisted of:
Mr Jeff Goodman, Head of Careers Service University of Bristol (Chair)
Ms Muireann Ni Dhuigneain, Head of Careers Service DCU
Professor Ulf Strohmayer, Department of Geography, NUI, Galway; and
Mr Sean O Farrell, Director Management Information Services NUI, Galway acting
as rapporteur.
The report is structured to cover the following main topics:
1. Procedure
2. Stakeholder Perspectives:
i.
Management
ii.
Staff
iii.
Students
iv.
Employers
v.
Senior Management
vi.
Academic/Student Support Staff
1. Recommendations
2. Summary and Concluding Remarks
Introduction
The Careers Service of NUI, Galway, is positioned in a custom-tailored location in the
Arts/Science Building –known as the ‘Concourse’ – and is part of the Industrial Liaison
Office working directly under the Vice-President for Development and External Affairs. It
has six full-time members of staff (including a secretary/receptionist). The Careers Service
has recently undergone profound changes, both with regard to its staffing and its physical
location. As a result of these changes, it has gained in reputation and visibility across
campus. The Review Group has been impressed by the way the Careers Service has taken
advantage of these changes, its positive contribution to the overall workings of the
University and its commitment to the welfare and future development of students.
Procedure
The Review Group followed the procedures laid down by the NUI Galway Quality Office.
These involved.
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Review of Self Assessment Report
Review of internal documentation provided by the Careers Service
Meetings with the management of the Careers Service
Meeting with the Director of Industrial Liaison
Meetings with all staff of the Office (individually and collectively)
Meetings with Employers
Meeting with Students
Meeting with NUI Galway Staff Academic and Administrative
Meeting with Registrar and Vice President Development and External Affairs
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The Group based its research and enquiries on the Self-Assessment Report.
The Review Group wishes to congratulate the University for the professionalism that
permeated every aspect of the review process. The Careers Service itself made every
effort to create an ‘open book’ environment, where every possible documentation was
made available and no question was ever ‘out of bounds’. The review visit was
conducted in an amicable atmosphere.
Stakeholders Perspective
The Review Group met with and discussed the Careers Service with its major
stakeholders. This section of the report summarises the results of these meetings from
the perspective of the various stakeholders.
Management Perspective
The management of the Careers Service are justifiably proud of their premises and the
spirit of team-work which exists in the service. The comprehensive and analytical Self
Assessment report indicated a commitment to the success of the review and a thoughtful
approach to the provision of careers support in the University. The Review Group noted
the following comments:
• The aims and objectives of the Service are clearly stated in the Self Assessment
report.
• The continued development of links to the Academic Community was expressed
as a major objective for the service.
• The input of the Service to the design of the new office was instrumental in its
appropriateness for purpose. The Buildings Office are to be commended for the
consultative process enabling this.
• The Service had a strong team-work ethos.
• Meetings of all staff were held fortnightly and minuted.
• All staff had action plans and training plans.
• The Service was not consulted directly on the University’s Strategic Plan but
has made a submission on the inclusion of career skills as part of the curriculum.
• A priority of the Service is to increase employer contact over the next 2 years.
• The linkage between the Careers and Placement service is through the Director
of Industrial Liaison and via informal contacts.
• The Service will have to continue to prioritise the achievement of the
aims/objective based on the resources available.
Staff Perspective
The staff of the Careers Service are all highly motivated and committed to their task.
There was great enthusiasm and a shared sense of achievement with the development of
the service over the last 2-3 years. With regard to the staff, the Review Group noted the
following
• The move to a purpose designed location was mentioned by each staff member
as a very positive initiative.
• The team-work and participation which went into the design of the area had a
strong positive effect.
Careers Service: Review Group Report
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All staff demonstrated a high degree of willingness to participate in the change
and development of the Service.
• The commitment to staff training in the Service is high.
• There was some uncertainty with regard to reporting lines where staff members
time was split.
The staff and management in the service expressed concerns regarding their future role
with particular regard to:
• The impending resignation of the Vice-President Development and External
affairs who had been of great assistance and support to the Service over her term
of office.
• The positioning of the Careers Service resulting from the new Strategic Plan.
• The lack of representation of the Service on University Committees which it was
feared might impact on its ability to develop its services.
Students
The Review Group met with a sample of 9 students in a group session. The students
interviewed were from a mix of undergraduate and post-graduate courses. All students
commented favourably on the support and assistance they had received from the
Careers Service. Most students tend to interact with the Careers Service in the final
year of their undergraduate or postgraduate courses. Where a module including career
skills had been taught as part of the curriculum it was a very positive experience for the
students in their personal development; it also encouraged them to make greater use of
the Service.
The students recognised the various publication methods used by the Service and
mentioned the emailing of ‘Career Matters’ to interested students as a very useful
service. The students used the Careers Service as follows:
• Attended seminars on skills development.
• Accessed information relating to careers and career development in the
information centre.
• Attended employer presentations.
• Had one to one advisory sessions with careers advisers.
They all rated the Service highly and suggested that it should continue to promote itself
among students. In general, they tended to think about their career choice in the final
year but appreciated that earlier intervention might help them focus on the issue.
Employers Perspective
The group met with 3 employers representatives (including the IDA).
They were all extremely positive about the Careers Service. The IDA saw the careers
service as a great resource to the region in terms particularly since the office
accommodation issues had been addressed. The Careers Service along with the
Placement Service provide a strong link to the employers in the region and share
information with regard to Employers on a regular informal basis. The comments from
employers may be summarised as follows:
• The Careers Service provides a one-stop shop service for potential employers
visiting the region acting as a liaison between the IDA and the academic
departments.
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Employer’s interaction with NUI, Galway often starts with the Placement Office
promoting awareness subsequently of the Careers Service.
Employers noted the quality of NUI, Galway graduates and are keen to develop
relationships with the University.
Local employers were happy to take part in Careers Service activities (fairs,
presentations)
The Careers Service was seen as a progressive service with which employers
would like to continue to develop relations.
Employers have direct links to academic staff. It was felt that Careers could
assist with the development of these links particularly for new employers.
Senior Management Perspective
The group met separately with the Registrar and the Vice President for Development
and External Affairs. The Review Group noted the following comments from these
meetings:
• The contribution of the Careers Service to the development of students in the
University is clearly recognised and supported the ‘student centred’ strategic
objective of the University.
• The Careers Service has benefited from its increased resources and new location
and improved office accommodation.
• Given the likely constraints on resources it is unlikely that the University will be
in a position to provide major new resources to the Service.
• There is more scope for integration of careers support into departmental
activities in the Faculties which provide non denominated courses.
• The Strategic Plan under development currently will be reviewing the
organisational structure of the University. The role of the Careers Service vis-avis other student services will be considered as part of this process.
Academic/Support Staff Perspective
The Review Group met with a mixture of academic representatives and student support
staff who interact with the Careers Service on a regular basis. The Review Group noted
the following comments:
• The Careers Service was seen as a valuable service to students.
• The participation of the Careers Service in the delivery of programmes for
access students was much appreciated.
• The contribution of the Careers Service to the skills modules developed in
Commerce and in the English Department were good examples of the ongoing
integration of the Service with the academic community.
• The flexibility of the staff in providing out of hours seminars and access to the
information centre was particularly helpful to mature access students given the
part-time nature of their course.
• The Careers Service should continue to develop the integration of career skills
as part of the academic programme to ensure as many students as possible gain
an understanding of the importance of their own career development and learn
the skills required to assist them with this activity.
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Recommendations
Many of the Groups recommendations reflect or build on those included explicitly or
implicitly in the Careers Service Plan. There are some very specific recommendations,
others support or encourage current developments.
Guidance
The Review Group is very supportive of the Services plan for self-help provision –
applauding developments so far and encouraging the Service to continue along these
lines. This is certainly the way to maximise the value of limited resources as well as
providing effective, targeted support for students. The Group noted the importance of
appropriate staff training for those actively involved in the process.
The Group recognised the Services decision to focus primarily on final year students,
though would suggest appropriate review of this decision as and when resources allow.
Academic Integration
The Review Group noted the many developments already underway to incorporate
employability and career management skills into the curricula of various Faculties,
especially in the Faculties of Arts and Commerce. The group applauds these efforts as
representing best practice in any progressive University and would like to encourage the
Careers Service further to develop its activities in this area. Academic integration and
especially the contextualisation of relevant skills development within the different
departmental curricula should become the norm, rather than the exception, at NUI,
Galway. The Review Group recommends the Careers Service define its role in this
process as one of consultancy, rather than delivery, and would encourage appropriate
staff members actively to establish contacts with relevant academics (most likely the
Deans and Heads of Departments) with the aim of identifying relevant skills and of
developing concrete ways of enhancing these skills in students.
Information Management
The Review Group noted the excellent resources, which the Service has in the
Information Room with its imaginative layout, signage and accessibility. Signage to the
Careers Service from elsewhere on the campus could though be improved. Overall the
Information Centre represents the best resource of its kind at any University in the
country. The Website provides campus-wide access to careers resources. The Review
Group recommends that to continue to increase the awareness and access to the Service
there should be an increase in the exploitation of electronic resources and ICT to
expand and develop student interaction. In any subsequent recruitment, the Service
should consider the value of IT skills or experience to support the continued
development of web-related resources. With the advent of the Centre for Excellence in
Teaching and Learning and its focus on an E-Learning environment, the Service has an
opportunity to increase its use of technology to assist with its academic integration
objective.
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Employer Relations
The response from Employers was extremely positive.
The Review Group recommends that the Careers Service:
share their Graduate Employer Database information with the Placement Office and
vice versa.;
adopt a more proactive structured approach to Employer visits;
establish a clearly documented procedure for all staff involved in employer visits to
ensure the visit details and follow up activities are available to all staff .;
continue to foster relationships between employers and the academic community in
NUI, Galway by building on and continuing to develop the existing strong relationships
between academic staff and employers;
make a conscious effort to increase the range of employer contacts for all degree
schools and not just those where market forces dictate.
Alumni Contacts
The Review Group notes the Careers Service intention in its Self Assessment report to
develop alumni contacts and recommends :
strengthening the links with NUI, Galway alumni office;
inviting alumni to play a more active part in the Careers Service information provision
to interested students and graduates as appropriate;
considering the establishment of a NUI, Galway graduate mentor system for current
students at the University..
Organisation and Management
A clear objective should be to establish the value of the Careers Service in the collective
mind of the University. The Careers Service needs to have a clear single and audible
voice within the University. This requires participation in its main Committees, and
well-defined reporting lines both internally and within the University hierarchy.
This is especially relevant in the light of:
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the growth of the Service and it’s increasing importance to a University
endeavouring to be student-centred
the impending loss of a ‘champion’ in the University Management team – the
current Vice President for Development and External Affairs
the imminent review of structures as part of the University Strategy Review.
Noting the nominal and under-exploited synergies that exist between the Careers
Service and Placement Office, there would be value in a more formal interaction
between them, with a redefined organisational structure. A central pillar of any review
of the current arrangements should be to ensure the Service can occupy a central and
widely recognisable and accessible place within the University.
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Summary and Concluding Remarks
The Review Group was impressed by the evidence presented during the visit and is
amply satisfied by the overall provision of the Careers Service. There has been
significant progress made in the last 2-3 years and the Service is well placed to move
forward to take up a more influential role in the life and work of the University.
The commitment to continual quality improvement is an important part of its current
and future success – continued involvement in the Irish response to AGCAS Matrix
standards should be helpful.
In this Report, the Group has tried to demonstrate its support for what the Service has
achieved so far and it’s encouragement to grapple with the changes, in particular in
structure, organisation and management, which will enable it to continue to improve.
The recommendations are based on actions which have already been identified by the
Careers Service in their self assessment report.
In summary the recommendations are. The Careers Service should:
1. Consider expanding the focus of the guidance service to include classes other
than final years (subject to resource availability).
2. Continue to develop the academic integration of employability and careers
management skills as part of the Academic curriculum.
3. Continue to develop the use of Information technology in the dissemination of
careers advice and information.
4. Adopt a more structured approach to Employer interaction with clearly
documented procedures for recording details of visits and follow up actions.
5. Strengthen the links with the Alumni office with a view to increasing
information exchange between graduates and students.
6. Have direct representation on the appropriate University Committees.
7. Develop an externally recognisable internal line of responsibility to facilitate a
structured approach to future innovations.
8. Develop formal links with the Placement office.
Mr Jeff Goodman, Director, Careers Service, University of Bristol (Chair)
Ms Muireann Ni Dhuigneain, Careers Officer Head of Careers Service, DCU
Professor Ulf Strohmayer, Department of Geography, NUI, Galway
Mr Sean O Farrell, Director Management Information Services NUI Galway
(rapporteur)
(4 February 2003)
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Comments on The Methodology of the Review Process
1. The process felt very rushed on occasions. We suggest that the Review team have at
least one hour to meet together and agree roles and procedure before the review begins.
Also that in scheduling the various visits, adequate time be allowed between the
interviews, for the Group to discuss the implications of responses and simply to get to
other places on campus.
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