Year in Industry Degrees Student Handbook 2015­16

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Table of Contents Year in Industry Contacts

Course Description 1. Introduction 2. Aims And Learning Outcomes Of Programmes With A Year In Industry 3. Requirements For Remaining On, Or Transferring To, Year In Industry Courses 4. Assessment 5. University Fees 6. Duration Of Placement 7. Insurance And Health And Safety Issues 8. Support From The University Before And During The Placement

Advice on Securing Placements 9. Preparing for the Company Selection Process 10. Resources To Help You Find A Year In Industry Placement

Year by Year Guide 11. What Happens In Year 1? 12. What Happens In Year 2? 13. What Happens In The Year Before The Industrial Placement 14. What Happens During The Placement Year?

Frequently Asked Questions

Appendix 1. Aims And Learning Outcomes

Appendix 2. Placement Journal And Skills Analysis

Appendix 3. Placement Reports and Poster Presentation

Appendix 4. Expectations Of The Student, Placement Provider And University

Appendix 5. Links To Google Forms

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Year in Industry Contacts

Departmental Contacts

The following members of staff are directly involved in the Year in Industry programmes and will provide you with advice and support during your course. You will also be assigned an Academic Personal Mentor who should be your first point of contact whilst on placement.

Name Position Contact details

Dr Rob Barthorpe Year in Industry Tutor Aerospace and Mechanical Engineering

r.j.barthorpe@sheffield.ac.uk 0114 222 7762

Dr Steve Matcher Year in Industry Tutor Bioengineering

s.j.matcher@sheffield.ac.uk 0114 222 5994

Mrs Galina Balikhin Employability Placement Officer All degrees

engineering­placements@sheffield.ac.uk 0114 222 9733

University Contact

The University Placement Officer (Engineering) offers support for both Degree with Employment Experience (DEE) and Year in Industry (YiI) programmes, including administering the online placement resources.

Name Position Contact details

Mrs Louise Cooper Placement Officer (Engineering) Careers Service

l.h.cooper@sheffield.ac.uk 0114 222 0918

Emergency Contact

In the very unlikely event of a serious incident or emergency situation outside of your workplace, you should contact the University of Sheffield Emergency Control Room, 0114 222 4444

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Course Description

1. Introduction Year in Industry programmes allow you to spend a year in industry as part of your degree. By spending a

year on an industrial placement you will gain valuable work experience and evidence of applying your engineering skills, i.e. putting theory into practice. The Year in Industry will give you the opportunity to find out what working in engineering is really like and it will develop your personal transferable skills. Your placement should contribute towards eventual application for Chartered Engineer status.

BEng students will do the year in industry after the second year of academic study. They will return to the

University after the industrial placement to complete the final year of their course. MEng students do the year in industry after the third year of academic study.

This handbook and other documents relating to Year in Industry degrees are available on the Degrees with

a Year in Industry webpages: http://www.sheffield.ac.uk/aerospace/infocurrent/aeroyii.

2. Aims and Learning Outcomes of Programmes with a Year In Industry

Programme aims

To provide students with the experience of working in an engineering company

Programme learning outcomes

By graduation students will:

Have experience of practicing as a professional engineer in an industrial environment

Have an appreciation of the application of taught engineering skills and their relationship to the workplace

Appreciate the way in which an engineering company operates 3. Requirements for Remaining On, or Transferring To, Year In Industry Courses In order to remain on (or transfer to) the Year in Industry course, you will normally be required to attain an

average of 60% at the end of years 1 and 2 (BEng students going on placement after the second year of academic study) or at the end of years 1, 2 and 3 (MEng students going on placement after their third year of study). Progress is reviewed annually. If you fail to meet this threshold then you will be required to transfer to the equivalent standard MEng or BEng course. Companies will be selective and may place their own stipulations on levels of attainment during years 2 and 3 of your course.

You are responsible for finding a suitable industrial placement. If you fail to do so you will be required to

transfer to the equivalent standard MEng or BEng course. The relevant Year in Industry Tutor will be responsible for assessing the suitability of all placements.

Very occasionally, MEng students secure placements after the second year of academic study. If this

applies to you, you MUST obtain the permission of the Year in Industry Tutor in order to do the placement after Year 2. You also need to inform Mrs Galina Balikhin as there are important implications from the University's point of view in terms of the Regulations for your degree if you take the placement after Year 2.

Students registered for Aerospace Engineering with Private Pilot Instruction (PPI) courses only.

If you are successful in securing a Year in Industry placement you must decide on your preferred degree title:

If you wish your degree title to be ‘BEng or MEng Aerospace Engineering with a Year in Industry’ you

should transfer to the appropriate Year in Industry course upon securing a placement.

If you wish your degree title to be ‘BEng or MEng Aerospace Engineering with Private Pilot Instruction’ then you should to transfer to the equivalent Year in Industry course upon securing a placement; complete your placement year; then transfer again to the PPI course in your final year

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4. Assessment The Year in Industry is assessed on a pass/fail basis. In order be awarded a degree with the title ‘Year in

Industry’ you need to both complete the placement year and pass the formal assessment for the Year in Industry. You will be assessed on the following:

Skills Analysis

You are expected to make regular contributions to a skills­based Placement Journal (available via MOLE) throughout the placement year. At the end of your placement you will submit a Skills Analysis describing 5 skills you have developed (max 500 words per summary). These should be based on your journal entries. Further details, including the assessment matrix for the Skills Analysis, are given in Appendix 2.

2 x Placement Reports During your placement you will submit two written reports summarising the work you have been involved in and the skills you have gained. Each report should be approximately 3000 words in length. Further details on both reports are given in Appendix 3.

Poster Presentation At the end of your placement you will submit a poster for assessment by an academic panel. Further details are given in Appendix 4.

In order to pass the Year in Industry you need to obtain a pass in each of 5 skills described in your Skills

Analysis and achieve a combined mark of greater than 50% for your placement reports and poster presentation. The submission dates and element weightings are as follows:

Assessment Weighting Submission Date Placement Journal ­ On going. Checked w/c 14th Dec 2015 Mid Term Report 30% 14th December 2015 Skills Analysis Pass/Fail 12th September 2016 End of Placement Report 40% 12th September 2016 End of Placement Poster Presentation

30% Poster submitted: 26 September 2016 Poster presentation: TBC

The Reports and Skill Analysis should be submitted via email to Mrs Galina Balikhin, your Academic Tutor and the appropriate Year in Industry Tutor on or before the above deadlines.

The Year in Industry does not count towards your overall degree classification. The weightings for your degree are as follows:

MEng Students BEng students Year 1 0% 0% Year 2 20% 33.3% Year 3 40% 0% Year 4 0% 66.7% Year 5 40%

Any student failing the Year in Industry will be considered for the award of either a BEng or an MEng

Aerospace Engineering degree (Aerospace students), a BEng or an MEng Bioengineering (Bioengineering students) or a BEng or an MEng Mechanical Engineering degree (Mechanical students).

5. University Fees In order to stay on the Year in Industry programme and as part of your annual registration for the placement

year you are required to pay a reduced tuition fee.

Justification of the placement year tuition fee:

The student remains part of the university, on an accredited course with academic assessment.

The student retains their student status. This is, in particular, vital for overseas students whose visa requirements are met by taking their placement as part of an approved course of study.

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The student is assigned an academic tutor and is visited on­site at least once during the year. The tutor provides a point of contact for the student throughout the year, marks their placement reports and gives feedback on their work.

The student receives support before and during the placement. Administrative staff are in regular

contact with the company while the student is on placement.

The student retains access to university services and resources including library & journal access, sports facilities & support services.

The tuition fees for the year spent in industry are as follows for 2015­16 placements:

UK/EU students: on UK salaried placements: £1100 UK/EU students: on salaried placements overseas: £1800 UK/EU students: on UK non­salaried placements: £0 International students: £3669

6. Duration of Placement Placements are typically 12 months in duration, starting and ending during the Summer Vacation. Semester

dates can be found at: http://www.sheffield.ac.uk/about/dates.

Your industrial placement must be of a minimum duration of 38 weeks worked. Annual Leave does not count towards this total. The maximum duration of a placement is 67 weeks for all students. This is the maximum period between the end of semester 2 of your third (MEng)/second (BEng) year of academic study at Sheffield and the start of your final year of academic study.

You will take company and statutory holidays during your year in industry. You must inform the University if you and your placement provider have agreed that the duration of your

placement will differ from that originally intended.

7. Insurance and Health and Safety Issues The University must be satisfied with respect to your health and safety during your placement.

Prior to starting your year in industry:

Your placement provider will be required to provide us with a completed and signed HEI Agreement in order that we can satisfy ourselves that its policies and procedures provide effective control of the risks to health and safety and high standards of protection to those affected by its activities.

The University's insurance arrangements do not cover you whilst you are on placement. Your

placement provider needs to provide us with evidence of their employer's liability insurance and public liability insurance before the placement can commence.

If you are undertaking an overseas placement you will need to arrange appropriate travel and health

insurance. Please note that students sent abroad on exchanges/work placements/summer schools are now covered by the University's travel insurance. Information on what is covered can be found in the policy summary: http://www.sheffield.ac.uk/finance/staff­information/help/insurance/travel

You may wish to consider taking out insurance to cover your personal possessions in rented

accommodation whilst you are on placement.

Immediately upon commencing your year in industry:

You must ensure that you have received and read health and safety guidance from your placement provider.

You must inform us immediately of any concerns you may have about your health, safety and

wellbeing.

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8. Support from the University Before and During the Placement

The University’s Careers Service and Faculty of Engineering Employability Team provide support and on­line sources of information for students who are studying for degree programmes with a Year in Industry or with Employment Experience. Please contact Engineering Employability Team (engineering­placements@sheffield.ac.uk) and visit http://www.sheffield.ac.uk/careers/students for guidance.

The Faculty of Engineering Employability team is responsible for overseeing student placements for those on Year in Industry. The Placement officer (Engineering), Mrs Louise Cooper, manages students on Degrees with Employment Experience programmes. Mrs Cooper, who is based in the Careers Service, is also responsible for administering the on­line placement journal on MOLE that you will complete as part of the assessment for the YII and DEE.

During your Year in Industry you will be assigned an Academic Personal Mentor (APM). You need to

engage with your academic on a regular basis to ensure that your placement is going well. The Academic Personal Mentor will visit you once during your placement year. They will mark and give constructive feedback on your Mid Term and End of Placement Reports and will be your first point of contact at the University throughout your placement.

Further support is provided by the relevant Year in Industry Tutor and Faculty of Engineering Employability Team.

Advice on Securing Placements 9. Preparing for the Company Selection Process The following information is drawn from resources made available online by the University Careers Service. You are strongly advised to read further at: http://www.shef.ac.uk/careers/students/gettingajob. This provides invaluable information on topics such as applications, CVs, interviews, psychometric tests and assessment centres. You may have to undergo all of the latter three as part of your search for an industrial placement, as well as for a graduate job. Curriculum Vitae

Remember that employers have to sift through a large number of CVs and most will be rejected at the first hurdle, usually because they don't follow a number of basic rules. To give yourself the best chance of getting through the first sift consider the following points. Do:

Adapt your CV to the organisation and make it relevant to the job you are applying for. Think about the skills the employer is asking for ­ can you provide evidence from your course, work

experience or leisure pursuits that you possess them? Remember all sections of the CV are important and should be completed accurately. Sell yourself. Describe key achievements in work, study and other experience, not just your

responsibilities. Employers want to know what you can do for them. Include extra­curricular, course specific and University activities such as membership of the Staff­Student Committee; participation in course­related competitions; and membership of professional institutions e.g. RAeS, IET, IMechE.

Consider using bullet points along with short sentences and action verbs. Check your grammar, spelling and punctuation. Keep your CV to two sides and make it look well presented and inviting to read. Include the names of two referees. One of these should be your Personal Tutor. Please note that

members of the administrative staff are not permitted to provide references. Keep a copy for future reference.

Don't:

Leave dates unaccounted for. If you do, it leaves the employer guessing. Invent information, you could be asked to discuss it in the interview. Waffle. Long paragraphs and sentences will take too long to read. Make it too short by giving the bare essentials of dates and job titles. Don’t just make a list of skills

that you have gained. You need to provide evidence of them using examples from your experience. Use fancy typesetting or exotic paper. It will distract from what you are trying to say.

The Careers Service offer a CV Clinic where you can have a paper copy of your CV reviewed by a member of staff (details at the end of this section).

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Covering Letter

Remember that employers have to sift through a large number of CVs and most will be rejected at the first hurdle, usually because they don't follow a number of basic rules. To give yourself the best chance of getting through the first sift consider the following points. Do:

Use one side of white A4 paper and word process it unless you are asked to send it handwritten. If possible, address it to a person by name. Call the organisation and ask if it's not clear elsewhere. Set out as a formal business letter. Check for spelling or grammatical errors. Use the same font as your CV so that they look consistent. Deal with a problem area if you feel that it needs to be raised, for example, a retaken year or a

health problem. Try to be brief and positive and don't draw attention to something that is minor. Tailor your covering letter to each application and try to highlight skills and experience that are

relevant to the employer. Don't:

Waffle. Make the employer want to read your CV. Be overly humorous or too informal. You want to be taken seriously. Underplay your skills or make negative comments about yourself.

Interviews

If you have been invited for interview then the employer is serious about your application and is looking to build upon an already positive picture. Interviews indicate whether you will fit in with colleagues, present a confident and professional image with clients or customers and cope with the pressures of the job. Thorough preparation is essential if you are to arrive at your interview ready to make the most of the opportunity and with enough self­confidence to conquer inevitable interview nerves.

Research the employer thoroughly. You need to make sure that you research the employer thoroughly in order to demonstrate your interest. This means finding out about what they do, the service or product that they provide, how they may develop and who their competitors are (if any). One of the first questions you may get asked is 'why do you want to work for us?'

Read over your CV or application form. Think about your personal skills, motivation and personality. Read the job description and think about how your skills and experience match what the employer is

looking for. Decide what to wear. Make sure it's appropriate for the job and comfortable. Find out how to get there and allow plenty of time for your journey.

Assessment Centres Assessment Centre activities will have been carefully selected to provide the best chance of diagnosing which candidates offer the best match to the job. No matter how odd or silly these activities seem, have a go and enter into the spirit of the task: your attitude and approach are under observation. Be aware that it is not a competition within the group, you are all aiming to do well. All of you may get through or none of you.

Personality questionnaires ­ provide an insight into your personality rather than measure ability. There are no right or wrong answers so try to answer the questions as honestly as possible.

Giving a presentation ­ is a popular choice at assessment centres as it shows the employer your ability to research, understand and communicate information well. It's worth brushing up on your presentation skills prior to attending an assessment centre.

Report writing ­ in this exercise you will be given paperwork dealing with a particular situation and asked to write a short report or draft a response to a letter. You will be tested on your ability to analyse information quickly, think logically, use your judgment and express yourself clearly and accurately on paper.

In­tray exercises ­ you are given an appropriate work role (marketing manager for example) and the 'In­Tray' for that job. You are asked to make decisions on the priority and handling of each item and will be working against the clock. This exercise aims to test your ability to handle complex and unfamiliar information and how you cope under pressure.

Group tasks and role­play ­ involve candidates working to a brief with defined roles (as the finance manager, sales manager etc.) to tackle a workplace problem.

Careers Service Advice Sessions The following services are available to aid your placement search and develop your application techniques.

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The Careers Service offer bookable advice sessions with Careers Advisers which can cover any career related subject. Appointments are available every day, Monday­Friday during semester (times vary during vacation). They also offer additional CV review appointments during term­time from 12.00­2.30pm, Monday­Friday. Further details can be found at: http://www.shef.ac.uk/careers/aboutus.

The Placement Officer (Engineering), Louise Cooper, offers drop­in sessions to discuss placement options. These take place every Tuesday in term time between 12­2pm in The Student Jobshop, located in the Students' Union building. During the Christmas vacation and exam periods you can email placements@sheffield.ac.uk to arrange an appointment. Further details can be found at: http://www.sheffield.ac.uk/placements

Resources to Help You Find a Year In Industry Placement

Previous Placement Providers A good starting point for your search is with previous YiI placement providers. The list of previous providers is updated annually and available at: http://www.sheffield.ac.uk/aerospace/infocurrent/aeroyii. Please contact Mrs Galina Balikhin to enable access to these documents. Where are placements advertised?

You will be emailed when new offers of placements arrive directly from companies. There are a number of useful internal and external websites that advertise placement vacancies, which you are encouraged to look at:

University of Sheffield Careers Service ­ MyVacancies http://www.sheffield.ac.uk/careers/students/jobs

Gradcracker http://www.gradcracker.com

TARGETjobs http://targetjobs.co.uk

Rate My Placement http://www.ratemyplacement.co.uk

Prospects http://www.prospects.ac.uk/

The Year in Industry http://www.yini.org.uk

Finally, visit company websites directly, and follow the link for ‘Careers’, ‘Employment’ or ‘Graduates’ to find opportunities for one­year undergraduate placements. Careers Fairs and other resources The following offer an opportunity to meet representatives from engineering companies and learn more about their placement schemes and graduate opportunities:

Sheffield University Engineering Graduate Recruitment & Placement Fair Held on 4th­5th November 2015 in the Octagon Centre Details at http://www.sheffield.ac.uk/careers/

Future Female Engineers Held on 2nd November 2015 at the National Grid HQ, Warwick Register at http://targetjobsevents.co.uk

National Engineering & Construction Recruitment Exhibition Held on 27th­28th November 2015 at the NEC, Birmingham Register at https://www.engineerjobs.co.uk

Careers Service Industry Networking Events Five sesions bring together 6­8 employers from a relevant industry for an evening of presentations, followed by a Q&A session and a networking exhibition. http://www.sheffield.ac.uk/careers/students/events/oncampus

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What’s On Diary Includes details of employers visiting UoS to give talks and presentations in the coming months. http://www.careers.dept.shef.ac.uk/whatson/

Finally, don’t be afraid to pursue placements at companies not listed above.

Speculative applications Not all organisations advertise placements, making a speculative application is becoming an increasingly common way of sourcing placements. Sending your CV and covering letter ‘on spec’ can be an effective way of finding a placement with a smaller organisation or company in a niche sector.

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Year by Year Guide 10. What Happens In Year 1? You should attend the Year 1 Placement Briefing given in October by the Placement Officer (Engineering).

This will appear in the First Year Timetable.

You should focus on your academic studies, bearing in mind that you need to get a good grounding in the fundamentals before you proceed to Year 2. Remember that in Year 1 (BEng students) and Year 2 (MEng students) you are expected to achieve an average grade of 60% in order to remain on a Year in Industry degree.

Familiarise yourself with the requirements of the Year in Industry degrees and note what you need to do in

Year 2 or 3. You are strongly urged to begin preparing for applying for placements in industry by acquiring the attributes

of the Sheffield Graduate through participation in the Sheffield Graduate Development Programme, see http://www.shef.ac.uk/sgdp. The programme includes aspects of Personal Development Planning that will be very helpful to you in your search for a placement, and later a graduate job.

In addition to the above, the following advice is given to BEng students whose placement year is after the second year of academic study: Whilst it is too early to start applying for placements you should familiarise yourself with what you need to

do. You should start looking for placements in the summer vacation between Years 1 and 2.

You need to produce a CV and show it to your personal tutor and/or the Year in Industry Tutor/the Careers Service. See Section 9 on how to prepare a CV.

Don’t under estimate the amount of time securing a placement will take. Your academic studies will take up

most of your time in Year 2 and if you’ve done much of the work needed in terms of finding a placement you will be free to concentrate on your academic work.

If you haven’t already done so, think about the ways in which you can acquire the attributes of the Sheffield

Graduate and joining the Sheffield Graduate Development Programme.

You should focus on your academic studies. Remember that you are expected to achieve an average grade of 60% in Year 1 in order to remain on a Year in Industry degree and apply for placements in Year 2.

11. What Happens In Year 2 (MEng students only)?

You should attend the Year 2 Placement Briefing given by the Placement Officer (Engineering) in October.

Whilst it is too early to start applying for placements in Year 2, you should familiarise yourself with what you

need to do when you start this process. You should start looking for placements in the summer vacation between years 2 and 3.

You need to produce a CV and show it to your personal tutor and/or the Year in Industry Tutor/the Careers Service. See Section 9 on how to prepare a CV.

Don’t underestimate the amount of time securing a placement will take. Your academic studies will take up

most of your time in Year 3 and if you’ve done much of the work needed in terms of finding a placement you will be free to concentrate on your academic work.

If you haven’t already done so, think about the ways in which you can acquire the attributes of the Sheffield

Graduate and joining the Sheffield Graduate Development Programme.

You should focus on your academic studies. Remember that you are expected to achieve an average grade of 60% in Year 2 in order to remain on a Year in Industry degree and apply for placements in Year 3.

12. What Happens In The Year Before The Industrial Placement

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Finding a placement You need to:

Attend a pre­placement presentation from the University’s Placement Officer (Engineering), Mrs Louise

Cooper. This is usually held during the first/second week of the Autumn semester;

Update the CV you produced in the previous year. Don’t forget to include your end of previous year and current year examination results.

Identify and apply for appropriate industrial placements.

Arrange travel and, where necessary, accommodation when attending interviews.

You are advised to take full advantage of the resources provided by the University to maximise your chances of securing a placement. These include those offered by the Careers Service, those on the Year in Industry website (http://www.sheffield.ac.uk/aerospace/infocurrent/aeroyii), and this Handbook (particularly sections 9 and 10 on securing your placement). Look out for emails from the Year in Industry Tutor, Engineering Employability Team and Careers Service directing you towards placement opportunities and careers events.

Remember that you are responsible for securing a suitable industrial placement, and that deadlines for

some companies can be very early in the academic year. During the Autumn semester we will ask you to provide us with an update on your progress on finding a placement.

Please remember that your placement is subject to achieving the required academic threshold. If you have failed to meet the 60% grade threshold in the previous year your placement is unlikely to be approved. If you have concerns you should discuss these with the relevant Year in Industry Tutor prior to applying for placements.

When you have been offered a placement As soon as you are offered a placement, you need to inform Engineering Employability Team

(engineering­placements@sheffield.ac.uk) and send a copy of your job description to the relevant Year in Industry Tutor who will assess its suitability. Your Year in Industry Tutor will inform you whether or not you are authorised to take up the placement. For typical year in industry placements with companies familiar with the placement scheme, this will usually be a formality since the company will already be aware of the type of placement that will be suitable for a degree­level experience. However, it is particularly important to seek the advice of the Year in Industry Tutor if you are arranging your own placement directly with a company, especially if that company has no prior history of offering such placements, in order to ensure that the proposed placement is suitable.

Once you have accepted the offer of a placement with a company you are expected to take up that

placement unless there are compelling extenuating circumstances. With support from University staff you will prepare for the placement itself. As part of this you will familiarise

yourself with four documents that are attached as Appendices 1 and 4:

Aims and learning outcomes of Aerospace, Bioengineering and Mechanical Engineering industrial placements (Appendix 1).

Expectations Of The Student, Placement Provider And University (Appendix 4).

This is generic information provided by the University setting out what it expects of students, placement providers and the institution in respect of Year in Industry and Year with Employment Experience degrees. You should ensure that you fulfil the expectations placed on you as a student and that the placement provider and the University are meeting the expectations placed on them. If you feel they are not, you must let us know.

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Prior to the placement commencing: Your placement provider will be asked to send us completed health and safety documentation, together with

a written copy of your job description, the duration of the placement and how much you are to be paid.

You are expected to:

Attend a pre­placement briefing from the Placement Officer (Engineering), Mrs Louise Cooper. This is usually held in May.

Be aware of the learning outcomes that underpin the placement (Appendix 1), all the assessment components and criteria (Appendices 2 and 3) and the expectations on the student, placement providers and the University (Appendix 4).

Ensure that you have received and read health and safety guidance from the University and the

placement provider. Be responsible for arranging travel and accommodation for the duration of the placement.

Take out insurance as necessary.

Apply for a Criminal Records Bureau check if requested to do so by the placement provider (once an

offer of a placement has been made).

Complete the contact Details Form (Appendix 5): this should be submitted via Google form. If you have any questions please contact Mrs Galina Balikhin at engineering­placements@sheffield.ac.uk.

You should discuss any confidentiality requirements with the company prior to the placement starting. If

required, a standard confidentiality agreement between university staff and the placement provider can be arranged. Contact Mrs Galina Balikhin to arrange this. Be aware that it can take some time for documentation to be approved and signed so you are advised to start the process as early as possible.

Registering for the Year in Industry

Students who are already registered on the Year in Industry programmes are required to go through the

University’s on­line registration process and to register for only one module:

Aerospace Engineering students registered for AERU14 (MEng) and AERU15 (BEng) – Aerospace Engineering Year in Industry programmes should register for FCE390, Industrial Placement Bioengineering students registered for BIEU21 (MEng) and BIEU22 (BEng) – Bioengineering Year in Industry programmes should register for FCE390, Industrial Placement Mechanical Engineering students registered for MECU14 (MEng) and MECU15 (BEng) – Mechanical Engineering Year in Industry programmes should register for MEC397, Industrial Placement

Students who are registered for programmes other than the Year in Industry need to complete a Change of

Status form, listing the appropriate programmes/modules mentioned above, sign the form and bring it to their departmental registration contact:

Mrs Sarah Power – Aerospace Engineering and Bioengineering Mrs Cristin Goodyear – Mechanical Engineering

MEng International students only. If you are registered for a programme other than the Year in Industry you will be required to apply for the Academic Technology Approval Scheme (ATAS) clearance. Please remember that your Change of Programme form will not be finalised until we receive your ATAS clearance certificate. Students are not allowed to start their placements if they are not fully registered for the Year in Industry programmes. You can read more about The Academic Technology Approval Scheme (ATAS) and application process at:

https://www.gov.uk/academic­technology­approval­scheme

Students may also require a visa extension to move onto the Year in Industry course. The University of Sheffield has trained immigration specialists to assist you with your questions. You can find information on visa issues via the International Students page maintained by SSiD:

http://www.shef.ac.uk/ssid/international/immigration

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13. What Happens During The Placement Year? During your placement There will be regular two­way contact (usually by email) between you, your Academic Personal Mentor and

members of the Engineering Employability Team. Your progress will be monitored through the contact between the University, yourself and the placement provider.

A member of the academic staff will visit you and your placement supervisor once during your placement.

The academic member of staff will write a brief report on the visit. It is your responsibility to initiate the visit by contacting your Academic Personal Mentor.

If your placement provider offers a Monitored Professional Development Scheme (MPDS) you are

recommended to register for it. This will ensure your placement experiences are recorded in preparation for eventual application for Chartered Engineer (CEng) status.

You are expected to:

Remain in contact with the University of Sheffield via email and telephone.

Maintain your Placement Journal on MOLE. You will be given access to the MOLE online Placement Journal after you secure your placement. Year in Industry students use MOLE resource for the completing Placement Journal only. All Year in Industry procedures and assessment scheme are provided in the Year in Industry Handbook. DEE students should refer to the MOLE resources for completing Placement Journal AND for information on placement year procedures and assessment scheme.

Take the lead in arranging the mid­term visit with your Academic Personal Mentor and your placement

supervisor. Prior to the visit you should complete the online Student Appraisal Form (Appendix 5).

Fulfil the assessment criteria for the Year in Industry.

Inform the University if any of the arrangements for your placement change from those originally intended, e.g. location, supervisor, nature of work, duration.

Maintain confidentiality regarding the placement provider’s work. Observe and act in accordance with the placement provider’s code of conduct for employees. Inform the University of any unplanned absences from the workplace (e.g. sickness). Ensure you have received, read and acted on any information likely to affect you on return to the

University once the placement has finished. This will include selecting a final year project, choosing modules, registering for the final year and wider student support.

Final year registration, module choices and project selection

You will be contacted by your department in April or May of your placement year regarding module choices

and registration for the final year of study. You will also be sent information on final year individual investigative projects so that you can make your selection. Note that it is possible to propose an Industrially­led Project linked to the company. Contact the relevant Year in Industry Tutor and your departmental Final Year Project Coordinator if you would like to discuss this option.

At the end of your placement:

You will take part in a Poster Presentation Day attended by students and members of the academic staff

(and your industrial supervisor if he/she wishes to attend). You will present a poster recording and reflecting on your experiences. Full details are given in Appendix 3. The presentation will be held at the University and forms part of your assessment.

You will submit your End of Placement Report and Skills Analysis.

You will be asked to provide feedback on your placement to the Year in Industry Tutor. This will involve

completing a Google form (Appendix 5). The placement provider will also be asked to provide a brief written report on your placement, but this will not count towards the assessment for your Year in Industry.

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Frequently Asked Questions

Year in industry and Degree with Employment Experience: what’s the difference?

Around 22 departments in the University run a ’Degree with Employment Experience’ (DEE) scheme. There are a number of differences between the DEE scheme and the ‘Year in Industry’ (YII) scheme offered in Aerospace, Bioengineering and Mechanical Engineering,

The principal difference is in the type of placement that an Engineering student will be expected to

undertake, i.e. the placement will be within the engineering industry, and at a technical level that will count towards eventual application for Chartered Engineer (CEng) status. The DEE scheme is less specific in this respect.

Students do not normally enter the DEE programmes in Year 1, but instead transfer to them later in their course. Students can apply for a place on Year in Industry programmes through UCAS. MEng students and BEng students can also transfer to YII courses from standard Aerospace, Bioengineering and Mechanical Engineering courses right up to the end of year 3 (MEng) and year 2 (BEng).

If you have secured a placement that is not engineering­related we would typically suggest that you take the placement as part of the DEE scheme.

The Handbook and MOLE Placement Resources contradict one another. Which should I follow?

The Year in Industry Handbook. The MOLE Placement Resources are designed for the DEE scheme, not the Year in Industry. Year in Industry students should only use the MOLE Placement Resources to maintain their Placement Journal, and should refer to the Handbook for all other information. Details on accessing the Placement Journal are given in Appendix 2.

Will I be paid? Yes. The expectation is that you will receive a salary from your placement provider for the work you do.

Although this will vary from company to company, it should be in the region of £14,000 gross per annum.

Does my placement year count towards Chartered Engineer (CEng) status?

Yes, it should. The work you are doing should be at a level appropriate for use in your application for Chartered Engineer status. If your company offers a Monitored Professional Development Scheme (MPDS) you are recommended to register for it. If not, your Placement Reports and Skills Analysis provide a method of recording your experiences and evidencing your professional competence. Further details on professional recognition can be found on the institutional webpages: IMechE: http://www.imeche.org RAeS: http://www.aerosociety.com IET: http://www.theiet.org

I’m registered on a BEng with Year in Industry course. Can I move to an MEng with YiI course?

In principal yes, provided that you have achieved a grade of 60% in Year 1 and have met all the departmental criteria for moving to MEng. You should inform the relevant Year in Industry Tutor at the start of Year 2 if you are considering moving course. Note that if you subsequently fail to proceed from Year 2 to Year 3 of the MEng course you will be transferred to straight BEng course in Year 3 and won’t have the opportunity to go on placement. International students also need to be aware that they will need to apply for ATAS clearance to move to the MEng course.

Can I take a year in industry placement outside the UK?

Yes, we are generally supportive of students taking Year in Industry placements outside the UK. Note that instances of students taking their placement year overseas are relatively rare. It can be challenging to find placements that meet the requirements on the YiI scheme (e.g. duration, technical level, salary, insurance, health & safety). If you are considering a placement outside the UK you should discuss this with the appropriate Year in Industry Tutor at an early stage.

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Can I undertake a study abroad year and a year in industry placement?

Unfortunately not. This would result in you being away from the University for two consecutive years, which it is felt is not in the best interests of the student.

What happens if the placement doesn’t work out? Instances of placements failing are extremely rare. During your year in industry, University staff will

maintain regular contact with you and your placement provider to ensure that your placement is going well. If, however, the placement is unsuccessful, or cannot continue for some reason, then you will transfer to the equivalent standard degree programme. If this were to happen part way through the academic year then you would normally expect to take Leave of Absence until the start of the following academic year.

If you have any queries about the information in this document, or you have any questions that are not covered here, then please contact one of the members of staff on the contacts page or (while on placement) your Academic Personal Mentor. We will be happy to help.

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Appendix 1. Aims and Learning Outcomes The following is extracted from the Programme Specifications for Aerospace, Bioengineering and Mechanical Engineering Year in Industry programmes, which can be found at http://www.shef.ac.uk/calendar/progspec/.

Aerospace Engineering and Bioengineering students should look under the heading ‘Interdisciplinary

Programmes – Engineering’, codes AERU14 and AERU15 (Aerospace), BIEU21 and BIEU22 (Bioengineering)

Mechanical Engineering students should look under the heading ‘Mechanical Engineering’, codes MECU014 and MECU015.

Background The course enables students to spend a year working in an engineering company. This provides them with wide­ranging experiences and opportunities that put their academic studies into context and improve their skills and employability. Students benefit through experiencing the culture in industry, making contacts and preparation for subsequent employment. Programme aims To provide students with the experience of working in an engineering company

Programme learning outcomes By graduation students will:

(a) have experience of practicing as a professional engineer in an industrial environment

(b) have an appreciation of the application of taught engineering skills and their relationship to the workplace

(c) appreciate the way in which an engineering company operates

Development of learning outcomes is promoted through: Individual Industrial Placement. The year in industry provides students with experience of working in an engineering company, enabling them to build on their previous academic studies and setting these in an industrial context.

Opportunities to demonstrate achievement of the learning outcomes are provided through the following assessment methods Individual Industrial Placement. This is assessed through two written reports, a poster presentation to staff at the end of the placement and an on­line skills­based placement journal. The placement is assessed on a pass/fail basis. The Year in Industry does not count towards the overall degree classification. Programme Structure and Regulations In year 3 or 4 students work in an engineering company. They complete an on­line skills­based placement journal throughout the placement year from which they produce written reflections at the end of the placement. They also write two reports on the work they have undertaken, and how it interfaces with learning at the University. On completion of the year in industry they give a poster presentation to members of the academic staff recording and reflecting on their experience.

Student development over the course of study Year 3 or 4 ­ Students spend the year in an engineering company. They work on either a single project or a series of projects within the company. During this time they will be able to engage in engineering projects with industrial constraints such as time and finance. They will bring the technical and educational experience of the previous three years to the company and will be able to build on this in an engineering environment. Their written reports, poster presentation and placement journal will allow them to record and reflect on their experiences and enable them to bring enhanced skills and attitudes to their final year.

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Appendix 2. Placement Journal and Skills Analysis Much of the information in this appendix has been provided by Louise Cooper, Placement Officer (Engineering), Careers Service, The University of Sheffield. Assessment of the Placement Journal and Skills Analysis

As part of the assessment for the Year in Industry you are required to complete a Placement Journal during the duration of your placement. This is skills based and is completed on an ongoing basis throughout your placement. The Placement Journal can be found in the Careers Service Placement Resource on MOLE2. You will be given access to this in year 2 (BEng) and 3 (MEng) of your academic studies. At the end of your placement you are required to write a short Skills Analysis. This should comprise a reflection on/analysis of five separate skills that you have developed during your Year in Industry. You should write a maximum of 500 words per skill. The skills are defined in the Skills Directory in this appendix. The assessment for the Placement Journal is given in the Assessment Matrix in this appendix.

General advice on completing the Placement Journal It is recommended that you should make regular entries into your Placement Journal; a minimum of 1

entry per week.

Digital documents and images can be attached to a journal entry (e.g. letters, photographs, designs, handouts from presentations, work, commercial awareness, presentation skills etc

Placement tutors/coordinators can check your journal entries although they will not be assessing you at this point.

You are encouraged to use the discussion board to share your placement experiences and assist you in making journal entries.

From all the Journal entries you make during the year you are required to submit for assessment an analysis of 5 skills you have developed during your placement year.

Description of the Placement Journal

The aim of the placement journal is to provide you with a way of recording and reflecting on the development of your transferable (and technical where appropriate) skills during your placement year. The Placement Journal provides a framework for recording what you have learnt whilst on placement and gives you the chance to reflect on your experiences; this includes your successes as well as things which didn´t go quite to plan! Think about the skills you are developing and document examples of situations that have arisen when you have drawn upon these skills. Completing a placement journal will: • Provide your Academic Personal Mentor with a clear picture of your work activities during your placement

• Be an important source of information when building your CV; making graduate applications; preparing for interviews; and ultimately applying for professional recognition.

• Enable you to communicate your skills clearly to a potential employer in application / interview situation

• Encourage you to reflect on your progress and development during the placement year.

• Relate your experiences of placement to the learning outcomes of your degree programme.

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My Placement Journal comprises: 1. Skills tracker This part of the journal is not assessed however you should be making a minimum of 1 entry per week. The skills tracker is to be used as a way of recording events as they happen/ shortly after the event. In the tracker you should be recording both transferable and technical skills (where appropriate). Entries can be in shorthand, point form or note form (so long as you can understand them!). You can attach documentary evidence to your entries., for example minutes from meetings, emails, digital photographs, charts, drawings, plans etc. 2. Skills Analysis From the information you have recorded in your skills tracker you will need to submit an analysis of 5 skills you have developed during your placement, where appropriate the skills you choose can be a mixture of transferable and technical skills. This part of the placement journal will be assessed. In the skills analysis you should be able to: • Discuss the skill you have developed • Describe the situation(s) that have contributed to the development of this skill • What can you do now in this skill area that you couldn’t do previously • How might you approach similar situations in the future considering what you have learnt during your

placement Again feel free to attach documents (photos, charts, podcasts, reports,emails etc) to support your entries. Word limit per individual skills analysis: no more than 500 words. A comprehensive list of Transferable Skills is provided in the Skills Directory later in this appendix., compete with full definitions of the skills. Technical Skills are generally subject and placement specific but could include knowledge of particular IT systems and software, lab­based skills, field­based skills and analysis tools. Accessing the Placement Journal The journal is accessed via MOLE. When you log into MUSE and click on MOLE you should see a new course named CAS Placements resource 2014­15. if you do not see this course, please contact the Placement Officer (Engineering), Mrs Louise Cooper. Accesing the Journal

Click on the link Journal in the left hand toolbar Click on the link My Placement Journal Bio, Mech & Aero Year in Industry

To make a Journal entry Click on the link Create Journal Entry. This will take you to a blank page in the Journal where you can

start to make your first entry. In the Title box enter the skill you will be discussing e.g Communication. Enter your Journal Entry in the meassge box. You can add attachments by clicking the Journal Entry Files section and this will allow you to upload

attachments saved to your computer. When you have finished you can either Save as Draft (if you think you may want to come back and

change something you have written) or Post (your entry will now be viewable by the Student Placement Officer and your Personal Mentor).

Accessing Journal entries

You can access your accumulated skills entries by following the same access procedure listed above. The list of journal entries is organised on a monthly basis. The journal entries you make during the year will make it much easier to write your 5 skills analysis that you have to submit for assessment at the end of your placement.

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Skills Directory

When making entries in My Placement Journal please pick from the list of transferable and technical skills given below. The descriptions are broadly drawn from the Characteristics of the Sheffield Graduate (www.sheffield.ac.uk/sheffieldgraduate). During the course of your placement you should make entries under all of the skills headings given below. 1. Transferable skills Analytical/problem solving skills Formulating relevant questions and engaging critically with a wide range of evidence Ability to identify key goals and constraints Ability to understand information quickly and accurately Logical and objective approach to information analysis Appreciation of all the variables affecting an issue Ability to evaluate and choose workable solutions to problems Willingness to reach decisions and make recommendations based on available information Appreciation of the effect and implications of decisions Communication Communicate effectively, orally, in writing, or by other means as appropriate Ability to communicate clearly and succinctly both orally and in writing Ability to identify the most effective communication medium for a given situation Willingness to question and listen to others to aid own, and check others’, understanding Ability to convey complex information at the right level so it is understood by others Applying different styles of communication when appropriate, e.g. negotiating, persuading, influencing Creativity and Flexibility ….applying creativity, enterprise and innovation, to push against the boundaries of current practice Ability to generate ideas or solutions Willingness to adapt Willingness to challenge the status quo when appropriate and participate in or drive change Ability to identify links between previously unconnected situations or problems An openness to others’ ideas IT Literacy Handle ICT packages and specialist software efficiently, effectively and innovatively Familiarity with and ability to use several packages such as word processing, spreadsheets, databases, email, internet Ability to select and apply appropriate packages for a given task Ability and willingness to learn new packages and applications Confidence when using new information technology Ability to identify how IT can be applied to improve efficiency and solve problems Interpersonal awareness Respecting diverse viewpoints and treating others as equals An interest in people and what is important to them Awareness and tolerance of the diverse needs, feelings and views of others Respectful and courteous approach to others Co­operative and collaborative approach Willingness to support, help and share information with others Appreciation of and respect for personal and cultural differences Respect for the contrary views of others Self­direction Work independently setting their own goals and the strategies for achieving them and Critically reflect on their strengths and weaknesses, and plan their personal and career development Willingness to take responsibility for tasks and outputs without supervision Willingness to take initiative and act without prompting Having a planned, organised and structured approach to tasks Having a conscientious approach to important details Ability to remain focused on tasks Ability to adapt plans, priorities, or views in light of new or changed information Comfortable switching between tasks or problems when appropriate Working with others Be a constructive team member working collaboratively towards a shared goal Ability to form relationships at all levels and motivate and support other team members

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Willingness to ask others for advice or help when solving a problem Ability to work productively alongside others, keeping others informed of progress or developments Positive about enhancing co­operation amongst colleagues Organisation …effective planning, monitoring and evaluation Willingness to take responsibility for work or a project Sets objectives and plans activities and resources to achieve a goal Ability to anticipate difficulties Ability to manage time effectively to prioritise activities and meet deadlines Business/ Commercial awareness Fit to practice and progress in their chosen profession, working responsibly, safely and ethically Awareness of key market forces which influence the priorities of organisations Awareness of the importance of competition and other market forces in driving business decisions Understanding of the need for high quality customer service and innovative approaches Awareness of how economic and political issues can affect organisations and their products or services Recognition of the importance of a professional and responsible approach to own role within an

organisation Confidence/ assertiveness Willingness to express needs, views and feelings clearly, confidently and courteously Appreciation of the value of one’s own abilities and role and is not overawed by seniors Willingness to put forward and stand firm to a minority or unpopular view when appropriate Confidence to take calculated risks Willingness to negotiate and a desire for a win­win conclusion Appreciation of when a compromise represents the best route to a result Ability to sell ideas to others, gaining their trust and support Drive and determination / Motivation High motivation to achieve and deliver on commitments Energetic and enthusiastic approach to work/tasks Desire to continuously learn and develop Perseverance in the face of obstacles Resilience to reasonable demands and pressures Numeracy Ability to interpret statistics and numerical data Ability to make decisions based on non­specialist numerical or financial information Ability to make calculations using mental arithmetic and/or a calculator Ability to solve numerical problems Familiarity with the ways in which numerical information is gathered and is presented. 2. Technical skills Where appropriate to your placement or degree subject, for example this could include the use of specific IT packages or systems, lab based skills, field based skills etc.

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Performance indicators for assessing the Skills Analysis

Students need to pass each of 5 skills in order to attain an over all pass mark. Achieving a pass requires meeting at least the Level 3 performance indicator in the following hierarchy.

Weighting

Level 1

Experience only Students experience the learning without giving any thought to it, it just happens. They find it hard to relate the areas of work covered to their learning objectives. They are often not sure if they have encountered a topic or not.

Level 2

Record and make explicit the experience Students are able to articulate their learning experience to others but only at a superficial level.

Level 3

Reflection on the learning experience Students know what the learning has meant to them. They are able to interpret the learning in a deeper way providing a range of examples and a clear articulation of what they have gained from the experience.

Level 4

Making the links and matching the learning Students are able to draw together their learning through concepts and models developed from their academic study. They can see the links and applications to other learning situations and/or potential careers.

Level 5

Application of learning to new situations and adapting to new situations Students can make connections and piece together what they have learnt. They are able to transfer their learning, and add value in the new context. Students are more flexible and effective in applying their learning to new situations, constantly evaluating its worth and adapting their model of thinking accordingly, thus taking responsibility for and control of their own development. Reference: National Council for Work Experience

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Appendix 3. Placement Reports and Poster Presentation

During your industrial placement you will produce two reports each of approximately 3000 words. These reports form a major part of the assessment for the Year in Industry. The guidance below and the assessment criteria are intended to be sufficiently flexible to account for the huge breadth of work experienced by students on placement. All students should be able to address the three areas of assessment for each report without difficulty. The reports should be written to normal academic standards. As they are recounting your personal experiences it is acceptable to write in the first person as appropriate. It is not necessary to cover every project you have been involved in in depth. You may choose to give a summary of activities then select 2­3 areas of work to describe in greater detail. Any queries regarding the report should be discussed with your Academic Tutor in the first instance. The Mid Placement Visit is a good opportunity to receive verbal feedback on either your draft or final Mid Placement Report, dependent upon the timing of the visit. Reports should be submitted via email to Mrs Galina Balikhin, your Academic Personal Mentor and the appropriate Year in Industry Tutor on or before the deadlines given in Section 4. If you are not able to meet the deadline you must inform the University in advance of the deadline stating your reasons. Mid Placement Report The Mid Placement Report should cover the following:

An overview of the company, its management structure (which may be the overall structure and/or for your team), and the work undertaken by your team

What you have done during the period to date: o Projects and ongoing work undertaken. o Responsibilities given. o Achievements & tasks completed.

Any specific problems encountered and how these were resolved (or not). Plan for next period including a Gantt chart.

The assessment criteria for the Mid Placement Report are given below: Weighting

Company profile The student is expected to demonstrate understanding of the major activities/products/services offered by the company and its management structure, and an awareness of its competitors, position in the market and future development plans.

20%

Technical achievements The student is expected to identify and evaluate management or technical issues relating to their project work or ongoing work. The student should demonstrate their ability to select and apply appropriate experimental and analytical techniques. Plan for next period, including GANTT chart.

50%

Reporting Quality of presentation, clarity, conciseness, referencing, organisation and use of English.

30%

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End of Placement Report The End of Placement Report should cover the following:

The work you have undertaken in the period since the Mid Placement Report

o Projects undertaken. o Responsibilities given. o Achievements & tasks completed.

Any specific problems encountered and how these were resolved. A reflection of how the placement and how it interfaced with learning to date at the University and

how you think it will help you in their final year of study and future employment. An assessment of the Company and University from a student placement viewpoint:

o Support from the Company. o Mentoring from the Company. o Support and mentoring from the University. o Suitability of projects given by the Company.

The assessment criteria for the End of Placement Report are given below: Weighting

Technical achievements The student is expected to identify and evaluate management or technical issues relating to their project work or ongoing work. The student should demonstrate their ability to select and apply appropriate experimental and analytical techniques.

50%

Reporting Quality of presentation, clarity, conciseness, referencing, organisation and use of English.

30%

Reflection The student is expected to reflect on the placement; how it interfaced with learning to date at the University; and how it will aid final year of study and future employment.

20%

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End of Placement Poster Presentation

At the end of you placement you will take part in a Poster Presentation session alongside other returning Year in Industry students. The Poster Presentation is the final assessed activity of the placement year and is also intended as a celebration of the work you have undertaken. During the presentation session you will be visited by a member of the academic staff who will assess your poster and ask questions about your placement. You will also have the opportunity to share your placement experience with students in lower years. Your poster should be submitted to Galina Balikhin for printing in advance of the Poster Presentation Day. The standard poster format is A1 (594mm x 841mm). Bear this in mind when scaling text and figures on your poster! It is acceptable for the content will be drawn from your placement reports. General advice on producing the poster is given below. Contents Focus on the main points As in a talk, identify the points you really want to put across to the audience,

and concentrate on those. Provide background/motivation

Give some background on the company and why you were interested in working for them. Tell a coherent story

Reading a poster is harder for the audience than reading a paper, because there isn’t a built­in sequence (the poster presents everything at once). So you need a strong structure to help your readers to get a clear picture

Use graphics Pictures are visually striking and, if well designed, can convey a great deal of information in a small space. But they have to earn their keep. Make sure that graphs are both readable (thick lines, large axis scales) and comprehensible (not too complicated; clear caption with key to symbols). Remember several people may be reading your poster at any given time but you can only talk to one of them!

Layout Make effective use of colour

Dark backgrounds are particularly effective. Be sure that the text stands out from the background. Avoid overly fussy patterned backgrounds, and be aware that colour combinations that look good on a computer screen may not print well.

Make the poster easy to navigate Posters can be difficult to find your way around! Avoid very complicated, fussy layouts with lots of small pieces of text. Remember that readers of English will normally start at the top left­hand corner. Consider using arrows as navigational aids if needed.

The assessment criteria for the End of Placement Poster Presentation are given below. Weighting

Technical Communication The poster should effectively communicate what the student did while on placement. It should provide a brief company background and highlight the key projects and areas of ongoing work with which the student was involved.

20%

Visual Impact This includes quality of presentation, visual impact, content, layout, clarity and conciseness,

20%

Reflection The poster should highlight the key technical and transferable skills developed during the placement

20%

Response to questions Ability to answer questions with positive answers. Are the students enthusiastic, professional etc.?

40%

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Appendix 4. Expectations of the Student, Placement Provider and University

Expectations of the student The University of Sheffield expects that students will: Prior to the placement commencing:

Have responsibility for finding their own placements, with appropriate advice and guidance from the University.

Attend pre ­ placement preparation sessions delivered by the University.

Ensure that they have received and read health and safety guidance from the University and placement provider.

Be responsible for arranging and paying for appropriate insurance provision especially for those students going overseas on placement. (Further guidance is available to students via the materials on MOLE in the pre­ placement section).

Be responsible for arranging travel and accommodation both during the interview process and for the duration of the placement.

Ensure that they are aware of the learning outcomes that underpin the placement and all the assessment components and criteria.

Apply for a Criminal Records Bureau check if requested to do so by the placement provider (once an offer of a placement has been made, further guidance is available to students via the materials on MOLE in the pre­placement section).

During the placement:

Complete the placement journal and placement reports as detailed in the University’s assessment criteria.

Maintain confidentiality regarding the placement provider’s work.

Observe and act in accordance with the placement provider’s code of conduct for employees.

Inform the University of any unplanned absences from the workplace (e.g. sickness).

Remain in contact with the University of Sheffield via email, telephone and MOLE2.

Ensure they have received and read any information likely to affect them on return to the University once the placement has finished (including module information and wider student support).

Post placement:

Present to their peers on their placement experience as detailed in the University’s assessment criteria.

Attend a debriefing meeting to reflect on their placement experience with an academic tutor/placement officer either individually or in groups.

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Expectations of the placement provider

The University of Sheffield expects that placement providers will: Prior to the placement commencing:

Have satisfied the University that they comply fully with all relevant health and safety legislation and in accordance with the health and safety guidance for the placement of students. We will send you a Higher Education Institution (HEI) checklist that should be completed and returned to us.

Ensure that they are aware of the learning outcomes that underpin the placement, how these contribute to the degree programme, and all the assessment components and criteria. We will send these to you.

Wherever possible, provide the student with an opportunity to visit the place of work in advance of the start of the placement.

During the placement:

Provide the student with an induction to the organisation and the role they will be carrying out during the placement period, with specific reference to the placement provider’s health and safety procedures and risk assessments.

Provide the student with a supervisor who is aware of the objectives, benefits and learning outcomes of the placement.

Provide the student with regular and constructive feedback on their progress during the placement.

Facilitate a visit to the workplace by the university.

Treat the student as a member of the workforce and provide relevant insurance cover, training to enable the student to fulfil their role competently and safely and supply development and appraisal opportunities where appropriate.

Facilitate the provision of student attendance monitoring procedures run by the university.

Inform the University of Sheffield of any accidents/ health and safety incidents involving the student.

Inform the University if the student has any unplanned absences from the workplace (e.g. sickness).

Post placement:

Complete an online evaluation form to feedback on their experiences as a host to a placement student.

Carry out a post placement interview/appraisal with the student to review how the student has contributed to the organisation.

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Expectations and best practice guidance: University

The University of Sheffield will: Prior to the placement commencing:

Vet placement to ensure that the role being undertaken by the student is of an appropriate level and will clearly contribute to the achievement of the intended learning outcomes of the students degree programme.

Provide student with full contact details for the members of staff who are responsible for them during the placement period both at the University of Sheffield and the placement provider.

Provide a clear contract of engagement agreed with the placement provider and the student.

Provide pre­placement preparation information, preferably as part of a planned session.

Provide the student with details of who to contact in an emergency situation whilst undertaking the placement.

Provide the placement provider and the student with the feedback procedure in case of concerns over how the placement is progressing, and encourage students and placement providers to discuss any concerns at an early stage.

Have in place a procedure in the event of a student failing to maintain contact, particularly for overseas placements.

Provide guidance to the student and placement provider regarding the intended learning outcomes for the placement and how these contribute to the degree programme, and assessment criteria used by the university.

Be satisfied as far as reasonably practicable, that the placement provider complies fully with all relevant health and safety legislation and in accordance with the Health and Safety Guidance for the placement of students produced by UCEA and USHA.

For overseas placements departments should seek advice from the Placement Officers and Safety Services department with regard to the health and safety of those students who are going overseas on placement (further guidance is given in the departmental placement handbook).

At a departmental level, provide CiCS and the Taught Programme Office with the information necessary for the student record system to be amended to reflect the student’s change in programme (further guidance is given in the departmental placement handbook).

At a department level, consult External Examiners as part of the department's preliminary preparation, to confirm that what is proposed is appropriate in terms of its level and contribution to the learning outcomes of the student's degree programme (please refer to paragraph 6.1 of the University's Code of Practice for External Examiners).

During the placement:

Keep in regular contact with students via email / telephone or MOLE2.

Have in place a feedback procedure for both the student and the placement provider.

Visit the student whilst on placement; a minimum of one visit for UK­ based placements and where possible overseas placements. In the absence of a visit by a member of staff, a ’virtual visit’ should be arranged

Ensure that students are provided with any information likely to affect them on return to the University once the placement has finished (including module information and wider student support).

Post placement:

Carry out the assessment of the placement year in accordance with University regulations.

Signpost the student to the University Careers Service for guidance on integrating their placement experiences into future career planning.

Review all elements of the placement process on an annual basis, ensuring that the outcomes of student evaluations are taken into account.

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Appendix 5. Links To Google Forms

You will be required to use your university log in details when signing in for the first time. If you have any questions please contact Mrs Galina Balikhin, Engineering Interdisciplinary Programmes, g.balikhin@sheffield.ac.uk. Contact Details Form Link: https://docs.google.com/a/sheffield.ac.uk/forms/d/1xrCw3uJALP7VstKPHB1oau3xzklW8r1CsjeFoGfv3pQ/viewform?usp=send_form This form is to be used to notify the University of Sheffield of your contact details at the start of your placement and also to notify the university of any changes to your contact details during your placement. You can amend your records if you have checked the tick box on the bottom of the form ‘Send me a copy of my responses’. You will be sent a confirmation email with the link to the existing records that you can amend at a later stage. This form should be completed prior to the start date of your placement. Student Pre­Visit Appraisal Form Link: https://docs.google.com/a/sheffield.ac.uk/forms/d/1UFFv_4WWSxw3qeexQrEfh3JU2TSrYO7T3AS23F1dgtg/viewform?usp=send_form This form is to be used to notify your Academic Personal Mentor of the details of your placement and any issues you would like to discuss during their visit. This form should be completed at least two weeks prior to the visit taking place. End of Placement Student Feedback Form Link: https://docs.google.com/a/sheffield.ac.uk/forms/d/1eevWpN3pDDeIZsp­B_kd6Pup2g7dYNxGstokM_i7­7k/viewform?usp=send_form

This form is to be used to evaluate your placement year. This feedback helps to find out the opinions of our students on their overall satisfaction with their placement year and companies they worked for. Your feedback plays a huge role in the future direction of the Year in Industry programme. Industrial Supervisor Feedback to Student Form Link: https://docs.google.com/forms/d/1BZxJxH_VHmR1fH8sC8HiFCSeKyVjOLh5C_1fqaAdEsg/ viewform?usp=send_form This feedback form is to be completed by your Industrial Supervisor at the end of your placement. In instances where the Google Form cannot be accessed (for example due to company firewalls) please email Mrs Galina Balikhin (engineering­placements@sheffield.ac.uk) who can provide an MS Word copy of the form. This can be completed by your Supervisor and returned to Mrs Balikhin by email.

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