An Coiste Feabhais Acadúil
The Committee on Academic Quality Improvement
The Academic Quality Assurance Programme 2002-2003
Report to Údarás na hOllscoile
Review of
The Placement Office
Self Assessment
Review Group Visit
Follow Up Meeting
July 2002 to Dec 2003
30–31 January, 2003
1 July 2003
This Report was compiled for members of Údarás na hOllscoile, NUI Galway and its
committees as a readily accessible but comprehensive source of information on the above
review, its context and its outcomes.
Professor Jim Gosling, Director of Quality, March 2004
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1. Overview of Placement Office
1.1 Aims and Objectives of the Department
Mission
To develop and manage in co-operation with the staff of participating departments a quality
external placement programme, designated PEP, the Professional Experience Programme. This
will:
A. Provide graduate and undergraduate students with appropriated experience of the
workplace which, in combination with their University studies; will serve to enhance
their prospects of obtaining fulfilling employment combined with their qualifications
and training, on graduation;
B. Serve to develop and maintain awareness amongst employers of the strengths, skills and
qualifications of graduates of NUI Galway;
C. Seek to establish and maintain links between participating organisations and the
University with a view to stimulating co-operative research, consultancy and education
interactions between external organisations and academic staff of the University.
Aims
1. To generate the required volume of suitable placement opportunities for graduate and
undergraduate students participating in PEP.
2. To endeavour to maximise the level of success of NUI Galway students in securing the
maximum number of potential placement positions.
3. To maintain contact with both the employers and students during the period of
placement with the aim of ensuring PEP is a positive experience for both parties.
4. To seek to maximise the participation of academic staff in the placement process.
5. To maintain and develop new contacts with employers with a view to maximising their
participation in PEP and their awareness of the University’s research activities and
academic programmes.
6. To develop and maintain a close awareness by both the Placement Office and Academic
Staff of the employment market place and to quickly identify and respond effectively to
changes in patterns of demand.
7. To develop and maintain and improve the competence of Placement Office Staff.
8. To regularly evaluated in co-operation with participating academic staff and students the
quality and benefits of the Professional Experience Programme.
1.2 Staffing
At the time of the Review, the Placement Office had three members of staff, the Senior
Placement Officer, one placement officer and a secretary/receptionist. The Office reports to the
Director of Industrial Liaison, who is located nearby.
1.3 Accommodation and facilities
These are at in the new Science and Engineering Technology Building, which is located just
north of the Quincentenial Bridge.
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2. Review Group Visit and Report
This report arises from a visit by a review group to the Placement Office on 30th/31st January,
2003. The Placement Office had already prepared and submitted a 'Self Assessment Report'
that, with other documentation, was made available to the review team in advance of the visit.
The Review Group consisted of: Dr. Anthony Glynn, Director of Innovation & Business
Affairs (Chair), Dublin City University; Mr Ronan Kavanagh, Insulator Product Manager, Tyco
Electronics Raychem; Professor Padraic O’Donoghue, Dean of Engineering, NUI, Galway; and
Ms. Mary O’Riordan, Computer Services acting as rapporteur.
2.1 Summary, and Main Recommendations from Report
The Review Group wish to recognise the excellent work, in particular in relation to the
Undergraduate PEP programme, of the Placement office. The hard work, dedication and
enthusiasm of the staff of the Placement Office was evident as was their honest and thoughtful
approach to the Quality Review Process. The Review Group, in presenting the report would like
to express its support and recognition of the work of the office and their obvious desire and
recognition of the challenges that lie ahead. A summary of the recommendations suggested in
detail throughout the report follows:
• The University Management Team and the Placement Office must develop a clear
strategy in relation to Postgraduate student placement and put in place appropriate
structures in the Placement Office to ensure its success.
• In light of the current review of the Industrial Liaison Office consideration should be
given to an appropriate position for the Placement Office in the University Structure.
• In order to highlight the strategic importance of the PEP the Placement Office should
articulate their strategy, structure and role in a document, which should be given wide
circulation in the University.
• The University Management Team should set up a PEP council/forum/steering group to
provide leadership, debate and development of the PEP programmes in the University.
• The Placement Office should communicate with all staff of the University on a regular
basis utilising all and every opportunity to raise the profile of the Office and to highlight
the strategic importance of the PEP programmes.
• At an operational level there is a need for greater separation of the professional and
administrative roles within the Placement Office.
• That one individual in the Placement Office should be designated as the head of that
unit, with a somewhat reduced placement target.
• The Postgraduate PEP programme should be given its own identity within the Placement
Office and if possible within the resources available, there should be a dedicated
Postgraduate Placement Officer, a more flexible matching process and closer liaison
with academic staff in respect of the postgraduate programme.
• There is a need to strengthen and support the role of the academic in the operation and
development of the PEP programme from a strategic through to operational level. In the
case of Undergraduate programmes, academic staff must be required to visit students on
placement and a mechanism established whereby the academics can provide feedback on
the visits they make.
• A mechanism should be established to allow for closer liaison between Students who
have participated in PEP programmes and those about to undertake a placement.
• The Placement Office should consider setting up a matrix of responsibilities whereby a
member of the office has responsibility for contacting particular companies and also a
responsibility in respect of a particular course.
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•
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The Placement Office, in consultation with the Industrial Liaison Office, should identify
and target a priority list of companies with which NUI, Galway wishes to develop a
particular relationship.
The Placement Office must identify its requirements in respect of a database
management system as soon as possible in order to establish a responsive database to
assist them in their operations.
3. Follow up Meeting
11.30 a.m. Tuesday, 1 July 2003
Present: Professor Jim Browne - Registrar, Professor Jim Gosling - Director of Quality (Chair),
Ms Mary O’Riordan – Vice President and Rapporteur of the Review Group, Professor Padraic
O’Donoghue – Review Group, Dr Anthony Glynn – Review Group, Dr Joe Watson, Ms Annette
Dolan, Ms Kathleen O’Connell, Ms Mairead Ledwith, Mr Tom Fitzgerald, Ms Maureen
Linnane (in attendance)
3.1 Action Plan for the Department:
1. A Senior Placement Officer has been designated and has a reduced target, in comparison
with the other Officers, for the number of students to be placed per annum, starting in
2003-04.
2. The Placement Office will continue to report to the Governing Authority of the
University through the Strategic and External Affairs Committee and Senior Placement
Officer will make an annual report and other presentations as required to this
Committee.
3. The Senior Placement Officer will work with the Director of Industrial Liaison and the
Vice President for strategic Initiatives and External Affairs to formulate terms of
reference for an advisory body with external members (a ‘Placement Council’) and will
propose establishment of this body to the Strategic and External Affairs Committee,
before January 2004. When formed, the Placement Council will be asked to advise on
the implementation of these Actions Plans.
4. In order to explain and publicise the importance and role of student placement within
NUI Galway, the Placement Office:
•
Will utilise all and every opportunity to raise the profile of the Office
•
Actively encourage two-way communication.
•
Designate Officers to visit departments in the new academic year, to explain
policies, processes and procedures.
•
Is currently drafting a special new brochure that will be circulated across the
University in September 2003.
5. Postgraduate student placement (now referred to as the Graduate Experience Programme
[GEP]) and will now be monitored by a single placement officer. This officer will work
to ensure:
•
Closer liaison with academic staff directing postgraduate programmes with a
placement element.
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A more flexible matching process of students to companies.
6. In order to strengthen and support the role of the academic in the operation and
development of PEP and GEP from strategic through to operational level, the Placement
Office will seek formally commitments in this regard from Heads of Departments,
Course Directors and PEP/GEP Co-ordinators, starting in September 2003.
7. The Placement Office will identify a mechanism for consideration of feedback arising
from visits by academic staff to companies with PEP/GEP students, as an essential
component of the continual quality assurance.
8. Working with the PEP co-ordinators, the Placement office will identify suitable
mechanisms to ensure liaison between students who have participated in PEP
programmes and those about to undertake a similar placement, with the objective of
having procedures in place by 2003 – 2004. The Placement Office will seek to facilitate
the process but will not be involved in implementing it.
9. Every effort is made, and will continue to be made, to minimise duplication and overlap
when Placement Officers contact particular companies.
10. The Placement Office will participate actively in the “Operations Group” described in
Action 2 below.
11. In order to establish a responsive database to assist placement operations in 2003-04, a
list of requirements has been compiled by the Placement Office. Different options are
currently being explored with the Director of Management Information Systems.
3.2 Action plan for University Management:
1. The Vice-President for Strategic Initiatives and External Affairs will work to set up a
Placement Council/forum/steering group comprising relevant faculty members, external
corporate personnel and Placement Office professionals to provide leadership and advice
on the student placement programmes of the University. Supporting complimentarity
and synergy with the new Community Knowledge Initiative will also be a significant
role.
2. The Vice-President for Strategic Initiatives and External Affairs will establish an
“Operations Group” with representatives drawn from the Careers Service, Placement
Office, Development Office and Industrial Liaison Office with a view to developing a
priority list of companies with which the University wishes to develop a strategic
relationship.
3. The Vice-President for Strategic Initiatives and External Affairs will work to ensure that
additional administrative resources are provided to the Placement Office to allow the
Professional staff more time for company and academic contacts. It is recognised that
the provision of additional resources will depend on the overall budgetary situation of
the University.
4. In the context of new academic programmes submitted to the Registrar’s Office for
consideration, the Registrar will ensure that any requirements of new programmes for
support from the Placement Office will be communicated to that Office as soon as this is
appropriate.
5. The Registrar and relevant Vice Presidents accept fully the importance of academic staff
in the development and operation of the PEP and GEP programmes and will stress this,
and the need for active partnerships with the Placement Office, at every appropriate
opportunity.
6. The Director of Quality agreed to revise the guidelines and ensure, whenever feasible,
that reviewer groups meet with the Unit under review, the evening before Day 1 of the
review visit.
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Approved by: Head of Office, Ms Annette Dolan, 30th October 2003
Approved by: Head of Department, Dr Joe Watson, 30th October 2003
Approved by: Registrar, Professor James Browne, 6th November 2003
Approved by: Vice-President, Ms Mary O’Riordan, 18th November 2003
Approved by: President, Dr I G O Muircheartaigh, 10th November 2003
Finalised: 18 November 2003, Jim Gosling, Director of Quality
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