Facilities management candidate guide - RICS
Facilities management candidate guide - RICS
Facilities management candidate guide - RICS
Create successful ePaper yourself
Turn your PDF publications into a flip-book with our unique Google optimized e-Paper software.
<strong>Facilities</strong><br />
Management<br />
Candidate Guide: Associate Assessment<br />
rics.org
Published by: <strong>RICS</strong>, Parliament Square, London SW1P 3AD<br />
All rights in this publication, including full copyright or publishing right, content and design, are owned by <strong>RICS</strong>,<br />
except where otherwise described. Any dispute arising out of this publication is subject to the law and jurisdiction<br />
of England and Wales.<br />
02<br />
FACILITIES MANAGEMENT
Contents<br />
Introduction<br />
Section A Associate: giving you a competitive edge 04<br />
Section B Three stages of the process 05<br />
Section C Are you eligible for Associate Assessment? 06<br />
Section D The pathway and its competencies 08<br />
Section E The people 10<br />
Stage 1 – Registration<br />
Section 1.1 How to register 11<br />
Section 1.2 <strong>Facilities</strong> Management competencies 13<br />
Stage 2 – Assembling your evidence<br />
Section 2.1 The Managed Learning Environment 22<br />
Section 2.2 Written evidence 23<br />
Section 2.3 Commentary 26<br />
Section 2.4 Structured development 27<br />
Stage 3 – Associate Assessment<br />
Section 3.1 Ready for assessment 30<br />
Section 3.2 Online ethics module 33<br />
Section 3.3 The Associate Assessors 34<br />
Section 3.4 After the Associate Assessment 34<br />
Section 3.5 Audit and quality assurance 36<br />
Section 3.6 Associate Glossary 37<br />
Appendix<br />
Managed Learning Environment (MLE) User Guide 38<br />
FACILITIES MANAGEMENT 03
Introduction<br />
Section A<br />
Associate: giving you a competitive edge<br />
Membership of <strong>RICS</strong> gives you a genuine competitive<br />
advantage in your career and is highly regarded by employers<br />
and clients around the globe.<br />
Becoming an <strong>RICS</strong> Associate (Assoc<strong>RICS</strong>) provides<br />
the opportunity, if you have relevant work experience or<br />
vocational qualifications (or a combination of the two), to<br />
enhance your status and gain the recognition you deserve.<br />
It also provides a stepping stone to advance to full<br />
professional qualification (M<strong>RICS</strong>).<br />
As an Associate you will have access to valuable professional<br />
knowledge and information and the opportunity to network<br />
with land and property experts around the world.<br />
This <strong>guide</strong> takes you through the process of gaining<br />
your Associate qualification in your chosen pathway,<br />
<strong>Facilities</strong> Management.<br />
04<br />
FACILITIES MANAGEMENT
Introduction<br />
Section B<br />
Three stages of the process<br />
The Associate qualification is gained by submitting workplace<br />
evidence for assessment by <strong>RICS</strong>, and undertaking<br />
structured development.<br />
There are three main stages on the journey to your<br />
Associate qualification<br />
1. Registration – this is the stage where you become an<br />
Associate Candidate. The registration system determines<br />
whether you are ready for Associate Assessment now, or<br />
whether you need to gain more qualifications or experience<br />
before being assessed.<br />
2. Assembling your evidence – you will do this using the<br />
online Managed Learning Environment (MLE), where<br />
you upload your evidence and record your structured<br />
development.<br />
3. Associate Assessment – when you have assembled the<br />
evidence, you submit it to <strong>RICS</strong> Associate Assessors<br />
who decide whether you have met all the requirements<br />
to become an Associate.<br />
These stages are outlined in more detail in this <strong>guide</strong>.<br />
FACILITIES MANAGEMENT 05
Introduction<br />
Section C<br />
Are you eligible for Associate Assessment?<br />
The requirements for the Associate Assessment vary<br />
depending on a <strong>candidate</strong>’s prior work experience and<br />
qualifications. Each <strong>candidate</strong> will be given an assessment<br />
plan (through the MLE) which sets out what must be done to<br />
become an Associate. Candidates who already have proven<br />
competence through specific surveying related qualifications<br />
and/or membership of a specific professional body may<br />
be eligible for direct entry to Associate membership on<br />
successfully completing the ethics module (see page 33).<br />
If you have only a short period of experience you must<br />
discuss with your employer the best option for you to reach<br />
the Associate requirements. This might be by completing a<br />
relevant academic or vocational qualification. It might on the<br />
other hand simply mean gaining more years of experience<br />
before applying for Associate Assessment. In these cases,<br />
<strong>RICS</strong> Associate Qualification<br />
Candidate Profile Requirements<br />
No vocational/<br />
academic qualification<br />
Relevant NVQ 3<br />
Relevant HND/HNC,<br />
DipHE/FD<br />
Relevant degree<br />
<strong>RICS</strong> approved<br />
professional<br />
body membership<br />
<strong>RICS</strong> approved NVQ 4<br />
Minimum 4 years’<br />
experience<br />
Minimum 2 years’<br />
experience<br />
Minimum 12 months’<br />
experience<br />
Direct entry<br />
Associate<br />
Assessment<br />
you can enrol as an Associate Candidate as soon as you<br />
have the support of your employer and an understanding<br />
of how to meet the requirements. The MLE can be used as<br />
a tool to log your development and training as you progress<br />
towards assessment.<br />
Various qualifications (academic or vocational) can reduce the<br />
length of experience you require. Typical subject areas for the<br />
<strong>Facilities</strong> Management pathway include <strong>Facilities</strong> Management;<br />
Construction Project Management; Construction Engineering;<br />
Construction Contracting Operations and Property Management.<br />
Other built environment qualifications in subjects such as<br />
Building Control, Building Technology and Building Surveying<br />
can also be relevant.<br />
The diagram below illustrates the various routes to becoming<br />
an Associate.<br />
Ethics Module<br />
Associate<br />
(Assoc<strong>RICS</strong>)<br />
06 FACILITIES MANAGEMENT<br />
06
Introduction<br />
Here are some possible examples to illustrate how you<br />
could progress. Note, though, that whatever your current<br />
situation you can enrol as an Associate Candidate NOW,<br />
and work towards Associate Assessment at your own pace.<br />
No relevant qualifications?<br />
You could look at several different ways to ensure you<br />
are eligible for Associate Assessment, such as<br />
07<br />
Work experience Continue in relevant employment until you have four years’ experience,<br />
and collect evidence as you go<br />
Further qualification Enrol on an academic or vocational qualification which reduces the amount<br />
of experience you need. This applies only to specified qualifications – For advice<br />
email associate@rics.org<br />
Professional body If you are already preparing for a qualification from another professional body,<br />
that qualification may count towards Assoc<strong>RICS</strong><br />
FACILITIES MANAGEMENT 07
Introduction<br />
Section D<br />
The pathway and its competencies<br />
<strong>RICS</strong> members practise in a wide range of technical<br />
disciplines, each of which has its own unique mix of<br />
competencies known as a ‘pathway’. Your pathway is<br />
<strong>Facilities</strong> Management.<br />
What is <strong>Facilities</strong> Management?<br />
This pathway is suitable for an individual embarking on<br />
a career as an advisor (in-house or external) in facilities<br />
<strong>management</strong> for commercial and public sector occupiers.<br />
<strong>Facilities</strong> managers assist businesses to plan and safely<br />
deliver essential property decisions.<br />
Once established within the premises, businesses must<br />
make their buildings and offices as efficient as possible.<br />
<strong>Facilities</strong> managers will look at the best use of space,<br />
suitable technology solutions, human resources and<br />
safe surroundings.<br />
Running a company also means complying with legal<br />
responsibilities including health and safety, building<br />
regulations, fire regulations, access and security. <strong>Facilities</strong><br />
managers advise on these and other essential services such<br />
as catering, cleaning and maintenance.<br />
The scope for facilities managers is extremely varied and<br />
services are likely to include<br />
• business operations<br />
• business re-location<br />
• business support<br />
• health and safety<br />
• outsourcing<br />
• performance measurement<br />
• procurement<br />
• property <strong>management</strong><br />
• strategic planning and advice<br />
• utilities and services.<br />
08 FACILITIES MANAGEMENT<br />
08
Introduction<br />
What are the <strong>RICS</strong> competencies?<br />
<strong>RICS</strong> judges whether you meet its requirements by<br />
assessing your competence. To be competent is to have<br />
the skill or ability to perform a task or function. <strong>RICS</strong> has<br />
defined the competencies for the <strong>Facilities</strong> Management<br />
pathway, as follows.<br />
Six technical competencies - the technical skills needed<br />
for this pathway. These are at the heart of the Associate<br />
qualification – it is a qualification that demonstrates your<br />
knowledge, understanding and practical application of the<br />
competencies. You must achieve the following SIX technical<br />
competencies for Assoc<strong>RICS</strong> in <strong>Facilities</strong> Management<br />
• Analysis of client requirements<br />
• Contract practice<br />
• Procurement and tendering<br />
• Project financial control and reporting<br />
• Property <strong>management</strong><br />
• Supplier <strong>management</strong><br />
Eight mandatory competencies - the ‘softer’ skills that all<br />
responsible practitioners need, regardless of their <strong>RICS</strong><br />
pathway. These competencies are essential: they demonstrate<br />
your ability to work with colleagues, meet client requirements,<br />
manage your own work and act with honesty and integrity.<br />
They are<br />
• Client care<br />
• Communication and negotiation<br />
• Conduct rules, ethics and professional practice<br />
• Conflict avoidance, <strong>management</strong> and dispute<br />
resolution procedures<br />
• Data <strong>management</strong><br />
• Health and safety<br />
• Sustainability<br />
• Teamworking<br />
09<br />
How do I demonstrate the competencies?<br />
To become an Associate you must satisfy <strong>RICS</strong> that you<br />
have achieved all the technical and mandatory competencies<br />
required for your pathway.<br />
To do this you meet the following assessment requirements<br />
1. written evidence – 24 pieces of written work taken<br />
from your everyday role, four for each technical<br />
competency (the written evidence will also demonstrate<br />
your mandatory competencies)<br />
2. commentary – your 300 word explanation for each piece<br />
of written evidence, saying why you have chosen it<br />
and explaining the extent of your own involvement.<br />
3. structured development record – a description of your<br />
learning activities<br />
4. you will also complete the <strong>RICS</strong> online ethics module.<br />
FACILITIES MANAGEMENT 09
Introduction<br />
Section E<br />
The people<br />
You will work with a number of people to achieve the<br />
Associate qualification.<br />
Associate Assessors - there will be two assessors involved<br />
in assessing your evidence<br />
• Associate Assessor – an Associate (Assoc<strong>RICS</strong>), M<strong>RICS</strong> or<br />
F<strong>RICS</strong> who assesses your submitted evidence via the MLE<br />
and decides whether you have met the requirements of<br />
your pathway<br />
• Lead Associate Assessor – as above, but with the<br />
extra responsibility of writing the feedback for referred<br />
<strong>candidate</strong>s, and managing the contact between the two<br />
assessors before a decision is reached.<br />
Associate Proposer - must be an Associate (Assoc<strong>RICS</strong>)<br />
of four years’ standing, or a Member or Fellow (M<strong>RICS</strong><br />
or F<strong>RICS</strong>), who will endorse your application by signing a<br />
declaration form at Associate Assessment to confirm that<br />
you are a fit and proper person to practise.<br />
Associate Supporter – it is not compulsory to have an<br />
Associate Supporter, but nominating someone to this task can<br />
be a great help to you in achieving the Associate qualification<br />
especially if you are building your evidence over time. Your<br />
Associate Supporter would normally be your line manager<br />
r a suitable person in your organisation, who is able to give<br />
you help and guidance in interpreting the requirements for<br />
Associate Assessment and verify the evidence submitted<br />
is substantially your own work. S/he should know your<br />
work and should be prepared to understand the <strong>RICS</strong><br />
competencies and help you through the Associate process.<br />
You are now ready to enter the first stage of the process.<br />
10 FACILITIES MANAGEMENT 010
Stage 1 – Registration<br />
Registration is the stage at which<br />
• you tell <strong>RICS</strong> about your qualifications and experience,<br />
and <strong>RICS</strong> tells you whether you need to gain more<br />
experience before Associate Assessment<br />
• you pay your Associate Assessment fee and join <strong>RICS</strong><br />
as an Associate Candidate. Details on fees can be found<br />
at www.rics.org/associate<br />
Section 1.1<br />
How to register<br />
Go to the Registration page at www.rics.org/associate<br />
The instructions on screen will take you step by step through<br />
the Registration process. There are a few preliminary steps<br />
• enter your personal details<br />
• tell <strong>RICS</strong> how you heard about the Associate qualification<br />
• confirm your pathway<br />
• enter your employment details.<br />
You will then get to the area where you register your relevant<br />
experience and qualifications.<br />
Years of relevant experience<br />
Use whole years only. Round the number up if you have<br />
completed ten or more months in the latest year – for example<br />
if you have completed three years and ten months, enter ‘4’.<br />
How do I know whether my work experience is ‘relevant’?<br />
Count only experience that is genuinely connected with your<br />
pathway. You have to exercise some judgement on this. If in<br />
any doubt, ask your Associate Supporter for a second opinion.<br />
The experience<br />
• must be in the facilities <strong>management</strong> sector<br />
• must, in each of the years counted, use at least some of<br />
the technical competencies for the <strong>Facilities</strong> Management<br />
pathway (see section 1.2). By the time you reach Associate<br />
Assessment, you must have experience in all of them.<br />
Relevant academic, technical/vocational or professional<br />
qualifications<br />
• Select from the dropdown menu your highest relevant<br />
academic qualification.<br />
• Select from the dropdown menu the subject of your<br />
qualification (if you have a qualification in a subject which<br />
is not on the list but which you think is relevant, contact<br />
us at associate@rics.org giving full details).<br />
• Select from the dropdown menu your highest relevant<br />
technical/vocational qualification (if you have a<br />
qualification which is not on the list but which you think<br />
is relevant, contact us at associate@rics.org giving<br />
full details).<br />
• Select from the dropdown menu your highest grade<br />
of membership held in a related professional body<br />
(if you have a professional body membership which is not<br />
on the list but which you think is relevant, contact us at<br />
associate@rics.org giving full details).<br />
Before you complete the Associate Assessment you will be<br />
asked for evidence of any qualification or professional body<br />
membership you have registered.<br />
Getting the outcome<br />
The Registration system will assess your qualifications and<br />
advise how many years of relevant experience you need in<br />
order to be ready for Associate Assessment. This will be<br />
between 0-4 years. Your assessment plan will be given to<br />
you on screen.<br />
If the result screen tells you a period of experience is required,<br />
this does not necessarily mean you need to gain more<br />
experience before Associate Assessment: you can count<br />
experience retrospectively.<br />
FACILITIES MANAGEMENT<br />
11
Stage 1 – Registration<br />
Completing the Registration process<br />
You are now ready to complete the Registration process and<br />
become an Associate Candidate. As an Associate Candidate<br />
you will be given access to the MLE and can start putting your<br />
evidence together.<br />
• Complete the data protection screens<br />
• Agree the terms and conditions.<br />
You will then reach the payment screen where you will pay<br />
your Associate Assessment fee. Details on fees can be found<br />
at www.rics.org/associate<br />
There are two methods of payment<br />
• credit card online or<br />
• with your employer’s account (available to <strong>RICS</strong> corporate<br />
partners – you should check with your employer whether<br />
this applies to you).<br />
Once you have paid your Associate Assessment fee, you will<br />
not be required to pay any other fee until 1 January in the<br />
following calendar year – from then on, you will pay an annual<br />
subscription fee.<br />
When the payment process is completed you will be an<br />
Associate Candidate, and you will be ready to enter the MLE.<br />
• You will receive an email confirmation of your membership,<br />
including your membership number and directions to the<br />
member zone on the <strong>RICS</strong> website.<br />
• You will sign in as a member – once in, you can change<br />
your password.<br />
Reminder: You will need your <strong>RICS</strong> membership number and<br />
password every time you log on, so make sure you keep a<br />
careful note of it.<br />
Once logged into the member zone, select ‘My Details’ and<br />
click on the Associates tab. This will take you to the MLE<br />
where you will put your evidence together. When you are<br />
confident you have completed the 24 pieces of evidence,<br />
submit your portfolio of evidence for Associate Assessment.<br />
If you take the option ‘register later’, the information you gave<br />
<strong>RICS</strong> during the Registration process will be stored until you<br />
do wish to register. You will not be able to make any further<br />
progress towards Associate Assessment until you do so.<br />
12 FACILITIES MANAGEMENT<br />
On the next page you will find the competency table for<br />
<strong>Facilities</strong> Management. This is also available online at<br />
www.rics.org/associate<br />
The first part of the table shows the technical competencies<br />
• column 1 is a description of what the competency relates to<br />
• column 2 sets out what you must achieve<br />
• column 3 gives examples of the likely knowledge, skills<br />
and experience<br />
• column 4 shows the evidence you will have to submit.<br />
Take some time (ideally with your Associate Supporter) to go<br />
through these descriptions and decide how you will provide<br />
the evidence.<br />
The second part of the table shows the mandatory<br />
competencies. You will not have to produce separate<br />
evidence for these. The evidence will be from your 24<br />
pieces of work-based evidence, your structured development<br />
record, and the ethics module. For example, your written<br />
work will demonstrate your communication skills; a report<br />
or exchange of correspondence could show how you have<br />
worked collaboratively with colleagues.<br />
Do you have the breadth and length of experience to<br />
achieve all the competencies? If so, you could apply for<br />
Associate Assessment straight away. If there is still some way<br />
to go, do not be discouraged. You do not have to assemble<br />
all your evidence in one go: you can build up your evidence<br />
over time. It will be assessed only when you have put the full<br />
package together and are ready for Associate Assessment.<br />
So go ahead with registration, start collecting your evidence,<br />
and submit it for assessment only when you are ready.
Stage 1 – Registration<br />
Section 1.2 – <strong>Facilities</strong> Management technical competencies<br />
Analysis of client requirements<br />
Description Requirements<br />
Examples of likely knowledge,<br />
skills and experience<br />
This competency is about the<br />
establishment and agreement of<br />
a client brief, but primarily deals<br />
with the inception stage of a<br />
project. This requires a sound<br />
understanding of the relevant law,<br />
the preparation of outline service<br />
delivery proposals in various<br />
formats, the preparation of budget<br />
costs, project programmes, and<br />
advising on various procurement<br />
options. It also requires an<br />
understanding of matters concerning<br />
energy efficiency, sustainability<br />
and alternative energies.<br />
Demonstrate knowledge and<br />
understanding of the need to<br />
collect data, analyse and define<br />
the needs of clients. Provide<br />
evidence of the practical<br />
application of that knowledge and<br />
understanding. This should include<br />
the development of strategies<br />
and methodologies and, where<br />
appropriate, undertaking feasibility<br />
studies, design proposals<br />
and costings.<br />
Knowledge<br />
• the methods of data gathering<br />
including client briefings and<br />
site based information<br />
• the law applicable to facilities<br />
<strong>management</strong> activities and in<br />
particular those relating to<br />
consents and approvals<br />
• the principles of energy<br />
efficiency, sustainability and<br />
alternative energy sources<br />
• the principles of the preparation<br />
of alternative outline design<br />
proposals including sketch<br />
drawings<br />
• the methodology of preparing<br />
an option appraisal<br />
• the principles of preparing<br />
outline service level agreements,<br />
budget costs and a project<br />
programme of works<br />
• the various procurement options<br />
• the need for specialist<br />
consultants and options for<br />
engaging them<br />
• principles of service delivery<br />
and service improvement.<br />
Activities<br />
• analysing the data gathered<br />
through the client briefing<br />
process and formulating a<br />
detailed client brief<br />
• consulting with the statutory<br />
authorities on the consents and<br />
other approvals required<br />
• considering the impact of<br />
energy efficiency sustainability<br />
and the need for alternative<br />
energy sources<br />
Evidence<br />
You must provide four different<br />
documents as evidence for each<br />
competency. The examples in<br />
this column are not a definitive<br />
list but are for illustration only.<br />
It is for you to ensure that the<br />
documents provide evidence<br />
of the knowledge, skills and<br />
experience in column three.<br />
Evidence should demonstrate<br />
involvement with the preparation<br />
of the following<br />
• the establishment of agreed<br />
client briefs<br />
• outline service delivery proposals<br />
• budgets and programmes<br />
• procurement option appraisals<br />
• service improvement reviews to<br />
meet changing client requirements.<br />
Documents must clearly show the<br />
<strong>candidate</strong>’s involvement with the<br />
piece of work and how they dealt<br />
with matters such as<br />
• gathering information from<br />
client representatives to inform<br />
the development of strategies<br />
and methodology<br />
• liaising with outside bodies<br />
to establish requirements<br />
and constraints<br />
• co-ordinating information from<br />
consultants and incorporating it<br />
into proposals<br />
• preparing complaint proposals<br />
• helping to brief client departments<br />
on feasible options.<br />
FACILITIES MANAGEMENT<br />
13
Stage 1 – Registration<br />
Analysis of client requirements (continued)<br />
Description Requirements<br />
Examples of likely knowledge,<br />
skills and experience<br />
14 FACILITIES MANAGEMENT<br />
• preparing alternative outline<br />
service delivery proposals and<br />
preparing option appraisals<br />
• preparing outline schedules of<br />
work with approximate quantities<br />
• preparing budget costs including<br />
elemental cost plans<br />
• preparing a project programme<br />
of works<br />
• analysing contract<br />
procurement options<br />
• considering the need for specialist<br />
consultants and the options for<br />
engaging them.<br />
Evidence<br />
You must provide four different<br />
documents as evidence for each<br />
competency. The examples in<br />
this column are not a definitive<br />
list but are for illustration only.<br />
It is for you to ensure that the<br />
documents provide evidence<br />
of the knowledge, skills and<br />
experience in column three.
Stage 1 – Registration<br />
Contract practice<br />
Description Requirements<br />
Examples of likely knowledge,<br />
skills and experience<br />
This competency covers the<br />
various forms of contract used in<br />
the facilities <strong>management</strong> sector.<br />
Candidates should have an<br />
awareness of all of the main<br />
standard forms of contract and an<br />
understanding of contract law,<br />
legislation and the specific forms<br />
that they have used.<br />
Demonstrate knowledge and<br />
understanding of the various forms<br />
of contract used in the construction<br />
industry and/or your area of<br />
business. Apply your knowledge<br />
of the use of the various standard<br />
forms of contract at project level,<br />
including the implications and<br />
obligations that apply to the<br />
parties to the contract.<br />
Knowledge<br />
• basic contract law and legislation<br />
• contract documentation<br />
• the various standard forms of<br />
contract and sub-contract and<br />
when the different forms would<br />
be used<br />
• basic contractual mechanisms<br />
and procedures at various<br />
stages of the contract<br />
• third party rights including<br />
relevant legislation and the use<br />
of collateral warranties.<br />
Activities<br />
• producing contract<br />
documentation<br />
• carrying out the contractual<br />
mechanisms and procedures<br />
relevant to the financial<br />
<strong>management</strong> aspects of your<br />
project, such as change<br />
procedures, valuations, loss and<br />
expense and final accounts<br />
• understanding general<br />
contractual provisions such as<br />
letters of intent, insurances,<br />
retention, bonds, liquidated and<br />
ascertained damages, early<br />
possession, practical completion<br />
and other common contractual<br />
mechanisms.<br />
Evidence<br />
You must provide four different<br />
documents as evidence for each<br />
competency. The examples in<br />
this column are not a definitive<br />
list but are for illustration only.<br />
It is for you to ensure that the<br />
documents provide evidence<br />
of the knowledge, skills and<br />
experience in column three.<br />
Evidence should demonstrate<br />
involvement with the preparation of<br />
the following<br />
• contract documentation for a<br />
variety of contracts relevant to the<br />
facilities <strong>management</strong> sector<br />
• <strong>management</strong> of contracts to<br />
demonstrate compliance.<br />
Documents must clearly show the<br />
<strong>candidate</strong>’s involvement with the<br />
piece of work and how they dealt<br />
with matters such as<br />
• handling queries relating to the<br />
production of contract documents<br />
• dealing with the review of contract<br />
proposals to establish compliance<br />
• dealing with letters of intent and<br />
the placing of contracts<br />
• dealing with the contractual<br />
aspects of valuations, variations,<br />
claims and final accounts<br />
• involvement in insurance issues,<br />
liquidated damages, phased<br />
possession etc.<br />
FACILITIES MANAGEMENT<br />
15
Stage 1 – Registration<br />
Procurement and tendering<br />
Description Requirements<br />
Examples of likely knowledge,<br />
skills and experience<br />
This competency relates to services<br />
and goods rather than construction.<br />
It covers the selection of service<br />
providers – pre-qualification, tender<br />
lists, selection criteria; contract<br />
selection – alternative forms of<br />
contract; and pricing documentation.<br />
In this context contracts might<br />
cover single service providers<br />
or multi service <strong>management</strong><br />
and implementation.<br />
16 FACILITIES MANAGEMENT<br />
Demonstrate knowledge and<br />
understanding of the main types<br />
of procurement. Demonstrate<br />
knowledge and understanding of<br />
the tendering and negotiation<br />
processes involved in procurement.<br />
Apply your knowledge to the<br />
implementation of the procurement<br />
routes selected for your projects<br />
and to carrying out tendering and<br />
negotiation processes relevant<br />
to them.<br />
Knowledge<br />
• pre-qualification procedures<br />
• selection criteria<br />
• tender lists<br />
• specifications<br />
• service level agreements<br />
• pricing documentation<br />
• tender negotiation<br />
• in-house and outsourced<br />
service provision.<br />
Activities<br />
• working with in-house and<br />
external stakeholders to<br />
contribute towards the<br />
establishment of an agreed<br />
procurement solution<br />
• implementing prequalification<br />
procedures using selection<br />
criteria to draw up tender lists<br />
• devising tender documentation<br />
including statements of scope<br />
of service and pricing schedule<br />
• participating in pricing and/or<br />
vetting of tenders.<br />
Evidence<br />
You must provide four different<br />
documents as evidence for each<br />
competency. The examples in<br />
this column are not a definitive<br />
list but are for illustration only.<br />
It is for you to ensure that the<br />
documents provide evidence<br />
of the knowledge, skills and<br />
experience in column three.<br />
Evidence should demonstrate<br />
involvement with the preparation<br />
of the following<br />
• invitations to tender<br />
• the creation of tender lists<br />
• the pricing and/or vetting<br />
of tenders<br />
• appointment of external<br />
service providers.<br />
Documents must clearly show the<br />
<strong>candidate</strong>’s involvement with the<br />
piece of work and how they dealt<br />
with matters such as<br />
• gathering information to inform<br />
the decision on the most<br />
appropriate procurement and<br />
tendering solution<br />
• helping to establish selection<br />
criteria<br />
• analysing returns to identify<br />
suitable contenders<br />
• assisting with pre-qualification<br />
and selection procedures.
Stage 1 – Registration<br />
Project financial control and reporting<br />
Description Requirements<br />
Examples of likely knowledge,<br />
skills and experience<br />
This competency covers the<br />
effective cost control of facilities<br />
<strong>management</strong> related projects, such<br />
as space planning, energy<br />
<strong>management</strong>, recruitment and<br />
<strong>management</strong> of staff, security and/<br />
or contingency <strong>management</strong>.<br />
Candidates should be aware of the<br />
principles of controlling and<br />
reporting costs on any project.<br />
They should have an understanding<br />
of the control and reporting<br />
processes used on their projects.<br />
(Please note: for surveyors working<br />
in contracting this competency<br />
covers externally issued cost<br />
advice and reports).<br />
Demonstrate knowledge and<br />
understanding of the effective<br />
control of costs during a project.<br />
Demonstrate understanding of the<br />
legal and contractual constraints<br />
and the effect of time and quality<br />
on the cost of a project. Apply your<br />
knowledge to the <strong>management</strong> of<br />
project costs. This should include<br />
the preparation and presentation<br />
of financial reports on the<br />
performance of a project at<br />
appropriate intervals, to provide<br />
effective forecasting of costs, risks<br />
and their financial implications.<br />
Knowledge<br />
• effective cost control of facilities<br />
<strong>management</strong> activities<br />
• the legal and contractual<br />
constraints on the cost of a<br />
project such as changes in<br />
legislation and design risk<br />
allocation<br />
• reporting and forecasting<br />
of costs<br />
• principles of contingencies/<br />
risk allowances.<br />
Activities<br />
• managing budgets and costs<br />
• reporting and forecasting costs<br />
for different procurement routes<br />
and client types<br />
• using cash-flows in financial<br />
<strong>management</strong><br />
• managing provisional sums/<br />
contingencies/risk allowances<br />
• managing variances between<br />
budgets and costs.<br />
Evidence<br />
You must provide four different<br />
documents as evidence for each<br />
competency. The examples in<br />
this column are not a definitive<br />
list but are for illustration only.<br />
It is for you to ensure that the<br />
documents provide evidence<br />
of the knowledge, skills and<br />
experience in column three.<br />
Evidence should demonstrate<br />
involvement with the preparation<br />
of the following<br />
• financial reports in relation to a<br />
range of facilities <strong>management</strong><br />
activities<br />
• cost reconciliation reports between<br />
budgeted costs and out-turn costs,<br />
both at the end of a contract and<br />
at progress review points<br />
• cash flow reports<br />
• reports on the expenditure of<br />
contingent sums<br />
• calculating the financial impact<br />
of acceleration or delay.<br />
Documents must clearly show the<br />
<strong>candidate</strong>’s involvement with the<br />
piece of work and how they dealt<br />
with matters such as<br />
• preparing cost reports at<br />
various stages<br />
• dealing with the financial aspects<br />
of valuations, variations, claims<br />
and final accounts<br />
• identifying variances between<br />
actual and anticipated expenditure<br />
• assisting with cash flow projections.<br />
FACILITIES MANAGEMENT<br />
17
Stage 1 – Registration<br />
Property <strong>management</strong><br />
Description Requirements<br />
Examples of likely knowledge,<br />
skills and experience<br />
This competency covers all<br />
aspects of day to day functions<br />
associated with property and/or<br />
maintenance <strong>management</strong>. It<br />
includes issues relating to works,<br />
health and safety, landlord and<br />
tenant relationships, and service<br />
charges. In general, any matter<br />
associated with the smooth<br />
running of a property.<br />
18 FACILITIES MANAGEMENT<br />
Demonstrate knowledge and<br />
understanding of property<br />
<strong>management</strong> and the relationship<br />
between owner and occupier.<br />
Apply the principles of property<br />
<strong>management</strong> to provide solutions<br />
to issues affecting both owners<br />
and occupiers of real estate.<br />
Knowledge<br />
• key factors determining the<br />
landlord and tenant relationship<br />
in relation to the running of<br />
a property<br />
• operational objectives and<br />
<strong>management</strong><br />
• planned maintenance and<br />
reactive maintenance<br />
• maintenance and statutory<br />
inspections and resultant<br />
corrective actions<br />
• compliance requirements<br />
• prioritising forward maintenance<br />
• integrating maintenance<br />
activity with the occupant’s<br />
operational needs<br />
• legal requirements associated<br />
with multi let property and/or<br />
managed property<br />
• property <strong>management</strong><br />
accounting principles from the<br />
landlord and tenant perspective,<br />
and also the requirements of law<br />
and of <strong>RICS</strong><br />
• courses of action in relation to<br />
breaches of lease by landlord<br />
and tenant<br />
• how disputes and problematical<br />
issues can be resolved, and<br />
how to prioritise key tasks.<br />
Activities<br />
• managing property from both a<br />
landlord and tenant perspective,<br />
and understanding the key<br />
factors from each viewpoint<br />
• maintaining record systems<br />
• identifying maintenance<br />
requirements<br />
Evidence<br />
You must provide four different<br />
documents as evidence for each<br />
competency. The examples in<br />
this column are not a definitive<br />
list but are for illustration only.<br />
It is for you to ensure that the<br />
documents provide evidence<br />
of the knowledge, skills and<br />
experience in column three.<br />
Evidence should demonstrate<br />
involvement with the preparation<br />
of the following<br />
• creation of maintenance solutions<br />
• <strong>management</strong> of maintenance<br />
contracts to demonstrate<br />
compliance<br />
• maintenance <strong>management</strong><br />
including recommendations for<br />
improvements.<br />
Documents must clearly show the<br />
<strong>candidate</strong>’s involvement with the<br />
piece of work and how they dealt<br />
with matters such as<br />
• establishing maintenance<br />
requirements in accordance with<br />
legislation, good practice and/or<br />
the provisions of a lease<br />
• assisting in the prioritisation of<br />
maintenance tasks<br />
• preparing and maintaining records<br />
• managing a range of maintenance<br />
activities using in-house or external<br />
providers<br />
• assisting in the review of<br />
maintenance activities to identify<br />
potential change and improvements.
Stage 1 – Registration<br />
Property <strong>management</strong> (continued)<br />
Description Requirements<br />
Examples of likely knowledge,<br />
skills and experience<br />
• implementing maintenance<br />
policy prioritising activities in<br />
terms of changing operational<br />
and legislative requirements<br />
• placing contracts (orders)<br />
for maintenance<br />
• confirming satisfactory<br />
completion of work.<br />
Evidence<br />
You must provide four different<br />
documents as evidence for each<br />
competency. The examples in<br />
this column are not a definitive<br />
list but are for illustration only.<br />
It is for you to ensure that the<br />
documents provide evidence<br />
of the knowledge, skills and<br />
experience in column three.<br />
FACILITIES MANAGEMENT<br />
19
Stage 1 – Registration<br />
Supplier <strong>management</strong><br />
Description Requirements<br />
Examples of likely knowledge,<br />
skills and experience<br />
This competency relates to the<br />
<strong>management</strong> of internal and<br />
external facilities service providers.<br />
20 FACILITIES MANAGEMENT<br />
Demonstrate knowledge and<br />
understanding of how to manage<br />
suppliers using a logical process<br />
to ensure that the cost and quality<br />
of the service received meets<br />
organisational requirements. Apply<br />
your knowledge and understanding<br />
by using an existing process to<br />
manage suppliers to ensure that<br />
the cost and quality of the service<br />
received meets organisational<br />
requirements.<br />
Knowledge<br />
• contracts<br />
• service level agreements<br />
• key performance indicators<br />
• performance monitoring<br />
• benchmarking<br />
• stakeholder <strong>management</strong><br />
• supply chain <strong>management</strong>.<br />
Activities<br />
• performance review meetings<br />
• auditing of suppliers<br />
• budgeting<br />
• ordering variations to the service<br />
• payment of suppliers.<br />
Evidence<br />
You must provide four different<br />
documents as evidence for each<br />
competency. The examples in<br />
this column are not a definitive<br />
list but are for illustration only.<br />
It is for you to ensure that the<br />
documents provide evidence<br />
of the knowledge, skills and<br />
experience in column three.<br />
Evidence should demonstrate<br />
involvement with the preparation<br />
of the following<br />
• reports on the supply chain<br />
incorporating both internal<br />
and external suppliers and<br />
stakeholders<br />
• reports on the performance of<br />
internal staff teams comparing<br />
performance to agreed targets<br />
• reports on the performance of<br />
external suppliers, comparing<br />
performance to agreed targets<br />
• reports on the range of suppliers<br />
who could carry out a future task<br />
• review of the past performance of<br />
potential suppliers.<br />
Documents must clearly show the<br />
<strong>candidate</strong>’s involvement with the<br />
piece of work and how they dealt<br />
with matters such as<br />
• assessing supplier performance<br />
• reviewing performance with<br />
suppliers and with clients and<br />
building occupiers<br />
• identifying variance between<br />
service requirement and service<br />
provision<br />
• reporting on supplier performance<br />
• assisting in the review of supplier<br />
performance to identify potential<br />
changes and improvements.
Stage 1 – Registration<br />
Mandatory competencies<br />
Title<br />
Client Care<br />
Communication and negotiation<br />
Conduct rules, ethics and professional practice<br />
*Although this is achieved through the <strong>RICS</strong><br />
ethics module you should still refer to it<br />
(where applicable) in any 300-word commentary<br />
Conflict avoidance, <strong>management</strong> and dispute<br />
resolution procedures<br />
Data <strong>management</strong><br />
Health and safety<br />
Sustainability<br />
Teamworking<br />
Requirement<br />
Demonstrate knowledge and understanding of the principles and practice of client<br />
care including<br />
• the concept of identifying all clients/colleagues/third parties who are your clients and<br />
the behaviours that are appropriate to establish good client relationships<br />
• the systems and procedures that are appropriate for managing the process of client<br />
care, including complaints<br />
• the requirement to collect data, analyse and define the needs of clients.<br />
Demonstrate practical application of the principles and practice of client care in your<br />
area of practice.<br />
Demonstrate knowledge and understanding of effective oral, written, graphic and presentation<br />
skills including the methods and techniques that are appropriate to specific situations.<br />
Demonstrate practical application of these skills in a variety of situations, specifically including<br />
where negotiation is involved.<br />
Demonstrate knowledge and understanding of the role and significance of <strong>RICS</strong> and its<br />
functions. Also an appreciation of your personal professional role and society’s expectations<br />
of professional practice and <strong>RICS</strong> code of conduct and conduct regulations, including the<br />
general principles of law and the legal system, as applicable in your country of practice.<br />
Demonstrate practical application in your area of practice, being able to justify actions at all<br />
times and demonstrate personal commitment to the rules of conduct, and <strong>RICS</strong> ethical<br />
standards. Demonstrate that you have applied these in the context of advising clients.<br />
Demonstrate knowledge and understanding of the techniques for conflict avoidance,<br />
conflict <strong>management</strong> and dispute resolution procedures including for example<br />
adjudication and arbitration, appropriate to your pathway.<br />
Demonstrate knowledge and understanding of the sources of information and data, and<br />
of the systems applicable to your area of practice, including the methodologies and<br />
techniques most appropriate to collect, collate and store data.<br />
Demonstrate knowledge and understanding of the principles and responsibilities imposed<br />
by law, codes of practice and other regulations appropriate to your area of practice.<br />
Demonstrate practical application of health and safety issues and the requirements for<br />
compliance, in your area of practice.<br />
Demonstrate knowledge and understanding of why and how sustainability seeks to<br />
balance economic, environmental and social objectives at global, national and local<br />
levels, in the context of land, property and the built environment.<br />
Demonstrate knowledge and understanding of the principles, behaviour and dynamics<br />
of working in a team.<br />
FACILITIES MANAGEMENT<br />
21
Stage 2 – Assembling your evidence<br />
Section 2.1<br />
The Managed Learning Environment<br />
The Managed Learning Environment (MLE) is an online<br />
resource which enables you to upload evidence, write your<br />
300-word commentaries and record structured development<br />
for the Associate Assessment. It is accessible from any<br />
computer connected to the Internet. Once you have entered<br />
the MLE you can progress at your own pace.<br />
MLE user <strong>guide</strong><br />
At the end of this <strong>guide</strong>, there is a complete step-by-step<br />
<strong>guide</strong> to using the MLE. When you are using the MLE,<br />
you will see tips and guidance on screen.<br />
What is the MLE for?<br />
In the MLE you will build up, piece by piece, evidence to<br />
show your knowledge and skills. When you consider you<br />
have met all the required competencies, you apply for<br />
Associate Assessment. <strong>RICS</strong> Associate Assessors will view<br />
all your evidence and decide whether they agree that you have<br />
met the requirements to become an Associate. If successful,<br />
you will be awarded the Assoc<strong>RICS</strong> designation: if you are not<br />
successful, you will be given feedback about what you need to<br />
work on. You will then collect further evidence as directed, and<br />
along with paying a re-assessment fee you can then re-submit<br />
for Associate Assessment.<br />
The requirements fall into three categories<br />
• written evidence – examples of written work prepared<br />
by you, during the course of your day-to-day employment,<br />
submitted electronically to the MLE<br />
• commentary – with each piece of evidence you will write<br />
a 300-word commentary which clearly identifies your<br />
personal input and learning from the evidence provided,<br />
which you input direct into the MLE<br />
• structured development – an account of your learning<br />
activities and outcomes over the last twelve months,<br />
explaining what you have done in order to build up your<br />
competence; this is text typed into the MLE.<br />
22 FACILITIES MANAGEMENT<br />
The MLE has additional functions to help you keep track<br />
of your uploaded evidence and structured development<br />
• alerts – to notify you of any important changes and<br />
developments, new guidance notes, or new learning<br />
resources available<br />
• events – <strong>RICS</strong> will use this section to advertise events that<br />
could count towards your structured development.<br />
To see how each of these additional functions work, please<br />
see sections 1.4 and 1.5 of the MLE user <strong>guide</strong>.<br />
Career history<br />
You must complete, in the MLE, a table setting out your career<br />
history to demonstrate the years of relevant experience you<br />
declared in the Registration process. See section 2.1 of the<br />
MLE user <strong>guide</strong>.
Stage 2 – Assembling your evidence<br />
Section 2.2 – Written evidence<br />
Documents<br />
The evidence you submit for Associate Assessment should<br />
be in the form of material you have produced (or contributed<br />
significantly to) in the course of your day-to-day work.<br />
Associate Assessors want to see real work outputs. You<br />
should provide as much variety as possible to illustrate the<br />
breadth of your knowledge and application.<br />
These must be<br />
• your own work (or have your own contribution<br />
clearly identified)<br />
• uploaded by you to the MLE.<br />
There are several different types of evidence you may submit.<br />
These include, for example<br />
• letters or emails sent to key parties<br />
• notes taken at meetings (these will be your hand written<br />
notes, not a typed up version)<br />
• work sheets<br />
• query lists<br />
• back up notes or calculations<br />
• finished work.<br />
How recent must the evidence be?<br />
You can build up your evidence, using the MLE, over time.<br />
However<br />
• all the evidence must have been produced in the last four<br />
years (that is, no piece of evidence should be more than<br />
four years old when you submit it); and<br />
• at least one piece of evidence per competency must have<br />
been produced during the 12 months immediately prior<br />
to Associate Assessment.<br />
You must be able to show that your evidence meets these<br />
time requirements – for example, any correspondence<br />
should include dates, and any report should also be dated.<br />
Evidence such as site surveys or work specifications should<br />
contain a reference to the date the work was done or the<br />
communication produced. If the dates are not clear from the<br />
evidence itself, make sure you clarify in the commentary (see<br />
section 2.3 of this <strong>guide</strong>).<br />
Choosing what documents to submit<br />
You have seen, in section 1.2, the list of documents selected<br />
by <strong>RICS</strong> for the <strong>Facilities</strong> Management pathway. The following<br />
examples should give you a clearer idea of the depth and<br />
detail the Associate Assessors want to see.<br />
Example 1: If you are submitting a client brief, it should<br />
demonstrate to the client your clear understanding of the<br />
project and should be the output from preliminary discussions<br />
with the client. The scope and nature of the project must<br />
be clearly explained in the brief and should be one of the<br />
preliminary documents prior to formal contract. Its contents<br />
should include<br />
• your overview assessment of the project<br />
• options that might be considered<br />
• service delivery proposals<br />
• budget estimates and programme timescales<br />
• procurement options<br />
• client support and project review.<br />
Your submission is aimed at demonstrating your competency<br />
in working with a client to professionally support them in<br />
delivering a facilities <strong>management</strong> project that will meet their<br />
core organisational needs, is safe, legally compliant and<br />
delivers an effective efficient project.<br />
Example 2: If you are submitting evidence of a supplier<br />
review, your report should be comprehensive and demonstrate,<br />
on behalf of the client, that a full examination of options<br />
has been undertaken. Evidence will be in report form, but<br />
should include relevant communications between parties<br />
and demonstrate how cost and quality issues have been<br />
addressed. The report contents should cover<br />
• performance examination of supply chain (internal external)<br />
• review of performance against service requirements<br />
• evidence of wider market comparisons (benchmarking)<br />
• options for future provision<br />
• future procurement methodology that might be used.<br />
Your aim in this case would be to show that you understand<br />
the process of delivering a value for money service to a client<br />
and that you have a detailed knowledge of the service area<br />
and are able to offer options for future consideration. Examples<br />
of how benchmarking might be used within such a project<br />
and the value of occupier/customer feedback within the<br />
business process are relevant matters that can be used as<br />
support evidence.<br />
FACILITIES MANAGEMENT<br />
23
Stage 2 – Assembling your evidence<br />
Uploading your evidence<br />
When you have decided to submit a piece of evidence you<br />
must produce it as an Adobe .pdf file. This is the only format<br />
accepted by the MLE. Then upload it following the instructions<br />
in section 3 of the MLE user <strong>guide</strong>. If you want to submit a<br />
document you have only in hard copy, it must be scanned for<br />
uploading. You must give each document a unique title when<br />
you upload it, for identification.<br />
NB: If you do not have access to scanning facilities at your<br />
workplace you should use public services such as your local<br />
library or internet café.<br />
Make sure you keep a copy and keep a relevant backup as you<br />
would in your normal practice.<br />
You do not have to submit the documents in any particular<br />
order, and at any time before you submit your evidence for<br />
assessment you can change your mind about a document.<br />
Say, for example, you have uploaded an internal report<br />
showing your work on certain aspects of a task. Later, you<br />
produce a particularly good piece of work in the same subject<br />
area which in your view demonstrates your abilities better than<br />
the first one. You can replace the earlier work with the later.<br />
Do not try to submit extra evidence for Associate Assessment:<br />
the MLE will not allow you to submit the incorrect number of<br />
pieces of evidence.<br />
Remember that the Associate Assessors want to see only work<br />
that is relevant and concise: do not submit a massive document<br />
in which only a few sections relate to the competency.<br />
Submit only the relevant extract(s), and explain in the<br />
300-word commentary what the context was.<br />
Linking your evidence to the competencies<br />
You must submit four pieces of evidence for each technical<br />
competency. Do not be concerned if one piece on its own<br />
does not demonstrate the whole range and depth required.<br />
Choose evidence that taken together builds up a picture,<br />
reflecting different aspects of your work. For each competency,<br />
the Associate Assessors will be considering all four pieces<br />
together and looking at the bigger picture they present.<br />
Follow the process to link each document to your<br />
competencies – see section 3.1 of the MLE user <strong>guide</strong>.<br />
24 FACILITIES MANAGEMENT<br />
Work that covers more than one competency<br />
Don’t forget that you must submit four pieces of evidence<br />
for each technical competency.<br />
Each piece of evidence can be linked in the MLE to one<br />
technical competency only – so choose the one it mainly<br />
reflects. It will then count as one of your four pieces for that<br />
competency, and the MLE will ‘count down’ until you have<br />
lodged the required number for all your competencies.<br />
What if you have produced a piece of evidence that you think<br />
demonstrates more than one of your technical competencies?<br />
The Associate Assessors want to see brief, concise, relevant<br />
documents. If you have already submitted a document for<br />
one technical competency, but want to use parts of it towards<br />
another, you should prepare another version of this evidence<br />
for the second technical competency and upload it as a<br />
separate document. It must be given a separate title and you<br />
will write a separate 300-word commentary for it. Remember<br />
that the Associate Assessors will want to see the breadth of<br />
your work experience. You should, therefore, try to use as<br />
many different examples as you can rather than re-using a<br />
single piece of work several times.
Stage 2 – Assembling your evidence<br />
Work produced for another qualification<br />
Generally the evidence you submit for Associate Assessment<br />
must be produced in the course of your work – the Associate<br />
qualification is awarded in recognition of your practical<br />
competence. However, if you are studying for a relevant<br />
academic qualification your tutors might set you workbased<br />
assignments. And if you are doing a relevant vocational<br />
qualification, you will have been producing work-based<br />
evidence for that qualification.<br />
You can include written course work from an academic<br />
qualification towards your evidence, provided it relates<br />
directly to your job, rather than to the general role of the<br />
<strong>Facilities</strong> Manager. <strong>RICS</strong> advises that no more than half<br />
your evidence should be from course work produced for<br />
an academic qualification.<br />
You can also use evidence you have already used for a<br />
vocational qualification.<br />
All the other rules apply – that is, like any document you<br />
submit, the evidence must have been produced within the<br />
last four years, with at least one piece per competency from<br />
the 12 months prior to assessment.<br />
It is for you to decide how many pieces of evidence you could<br />
use from another qualification. Much will depend on how closely<br />
related that qualification is to your Associate pathway. The more<br />
closely related it is, the more likely it is to help you demonstrate<br />
the necessary Associate competencies.<br />
Vocational qualifications require the submission of workbased<br />
evidence. So if you have recently completed a relevant<br />
vocational qualification or are working towards it, you should be<br />
able to use much of your evidence for Associate Assessment.<br />
You should discuss carefully with your tutor (and with your<br />
Associate Supporter, if you have one) before deciding<br />
to submit any individual piece of course work towards the<br />
evidence for Associate Assessment.<br />
Confidentiality<br />
Your evidence is confidential and will not be disclosed by<br />
<strong>RICS</strong> to any third party without your authority or used for<br />
any purpose other than assessing your competence.<br />
You may however need to ensure, for commercial reasons,<br />
that you do not include names of clients, the location of<br />
a development, etc. If that is the case, and you choose<br />
for example to replace the name of your client with a<br />
pseudonym, you should include a statement with your<br />
evidence such as “the names in this document have been<br />
changed to preserve confidentiality”.<br />
How to view your documents<br />
You can view your uploaded evidence at any time<br />
– see MLE user <strong>guide</strong>, section 3.3.<br />
FACILITIES MANAGEMENT<br />
25
Stage 2 – Assembling your evidence<br />
Section 2.3 – Commentary<br />
For each piece of evidence, you must submit a 300-word<br />
commentary, which is input directly into the MLE.<br />
The commentary serves three purposes<br />
• to demonstrate how you have understood the requirements<br />
of the technical competency, and say how the piece of<br />
evidence demonstrates that you have achieved it – in effect,<br />
you are explaining why you chose this particular piece<br />
• to demonstrate your understanding of the mandatory<br />
competencies, and show how they are reflected in the<br />
work that led to the piece of evidence (for example, did<br />
you have to work with other team members, demonstrate<br />
communication skills, etc)<br />
• to set out the process you followed to complete the activity<br />
covered by your evidence.<br />
The commentary is important. It shows how you have reflected<br />
on what is required, and on your own work, and builds up a<br />
picture of what your work involves and how you go about it.<br />
You must be concise, as you have a strict word limit. There<br />
is no prescribed form for a commentary but you may find it<br />
helpful to use the following headings.<br />
How is the competency demonstrated?<br />
The requirements set out in the second column of the chart<br />
in section 1.2 should <strong>guide</strong> you in this.<br />
Wider skills<br />
Other than the main technical competency, what else does<br />
this evidence show about your work? Look particularly at the<br />
definitions of the mandatory competencies and say how this<br />
piece of evidence shows that you have achieved one or more<br />
of them.<br />
Background<br />
Describe the work that led to the piece of evidence.<br />
Where, when, how? Who was working with you? How<br />
much supervision? Is the activity part of your everyday<br />
role? How much experience do you have in it?<br />
26 FACILITIES MANAGEMENT<br />
You can edit your 300-word commentaries at any point up to<br />
the time you submit your evidence for Associate Assessment.<br />
At that point they are locked and you have no further access.<br />
<strong>RICS</strong> strongly recommends you prepare your 300-word<br />
commentaries as word-processed documents, and spellcheck<br />
them, then copy and paste them into the MLE. This will<br />
make it easier for you to get your work to the best possible<br />
standard, and will also prevent you losing your work if you lose<br />
your internet connection.<br />
If you exceed the 300-word commentary limit<br />
If you have uploaded a piece of evidence but exceeded the<br />
300-word commentary limit, the MLE will reject the piece<br />
of evidence you have just uploaded. To remedy this, simply<br />
upload the evidence again once you have reduced your<br />
commentary to 300 words or fewer.
Stage 2 – Assembling your evidence<br />
Section 2.4 – Structured development<br />
Your structured development record is a log and evaluation of<br />
the learning activities that have built up your skills towards your<br />
mandatory and technical competencies.<br />
Structured development is private learning, organised learning,<br />
work-based learning or other activities which you undertake in<br />
order to reach the required standard for your qualification.<br />
It should be<br />
• gained in a systematic, structured manner<br />
• based on a process of selecting, planning and evaluating<br />
the activities.<br />
Private learning: reading, online learning or similar which<br />
you have undertaken independently.<br />
Organised learning: a learning event provided by a training<br />
company, college or similar. May be a CPD event.<br />
Work-based learning: training provided in your workplace.<br />
May include in-house training courses or events put on by<br />
your employer; instruction or mentored practice in new tasks;<br />
reading, study or online learning required by your employer in<br />
order to equip you for your role.<br />
Other: any activity not falling into one of the previous<br />
three categories.<br />
You must have recorded a minimum of 48 hours<br />
structured development in the 12 months prior to your<br />
Associate Assessment.<br />
If you are ready for Associate Assessment now, you can<br />
complete your structured development record by reviewing<br />
your learning activities over the last year (if you have no<br />
diary records of your learning activities you may have to use<br />
approximate dates).<br />
If you are working towards Associate Assessment in the future,<br />
you should complete the record as you go.<br />
There is no strict rule about the precise number of hours<br />
of structured development you record for each individual<br />
competency. You should ensure that you achieve a reasonable<br />
spread of hours across the competencies, and record a variety<br />
of activities and learning methods. You do not have to record<br />
something for every competency. Some of your activities can<br />
relate to more than one.<br />
Completing the structured development record<br />
You complete your structured development record by typing<br />
direct into the MLE. To do this, you access the structured<br />
development recording area.<br />
Follow the instructions on screen to log your activities. Detailed<br />
guidance on the process is in section 4 of the MLE user <strong>guide</strong>.<br />
Do not log any activity that took less than half an hour.<br />
Start a new entry for each activity.<br />
You must follow the prompts to record<br />
• a brief description or ‘title’ (for example “event to learn<br />
about new forms of contract”)<br />
• the start date and time (when you commenced the<br />
learning activity)<br />
• the end date and time (when you completed it)<br />
• a description of the activity – for example “lecture at [venue]<br />
on the subject of…” [followed by a description of what the<br />
lecture covered]. Make sure the description relates directly<br />
to the competency: show how it was relevant and useful.<br />
• an ‘activity review’, in which you reflect on what you have<br />
learned and describe the learning outcome – for example,<br />
“raised level of skill from basic awareness to a good<br />
working knowledge”.<br />
FACILITIES MANAGEMENT<br />
27
Stage 2 – Assembling your evidence<br />
Some examples of structured development<br />
Contract practice<br />
Code Purpose<br />
Description Learning outcomes<br />
Work-based To develop my knowledge of the Attended in-house training<br />
use of various forms of contract workshop on contractual awareness<br />
Analysis of client requirements<br />
Code Purpose<br />
Description Learning outcomes<br />
Work-based To develop my understanding CPD lecture on company<br />
of the client’s operational<br />
requirements<br />
procedures.<br />
Work-based To develop my understanding Attended in-house induction on<br />
of the client’s operational<br />
requirements<br />
the client’s organisational structure<br />
Procurement and tendering<br />
28 FACILITIES MANAGEMENT<br />
I have an understanding of the<br />
need to gather detailed<br />
information in a structured<br />
manner so that we can develop<br />
an effective operational solution<br />
I have a clearer understanding of<br />
the parties that I need to talk to,<br />
and the operational requirements<br />
of the organisation, so that I can<br />
help to develop service delivery<br />
proposals<br />
Code Purpose<br />
Description Learning outcomes<br />
Organised Strengthen my knowledge of CPD Lecture - outlining the main<br />
procurement and tendering; how forms of procurement as well as<br />
much it was being applied in knowledge and understanding of<br />
practice and to further my<br />
the tendering and negotiation<br />
understanding on the<br />
procurement options<br />
processes involved in procurement<br />
Health and safety<br />
I developed an awareness of<br />
various forms of contracts and<br />
potential contract scenarios,<br />
including the implications and<br />
obligation that apply to the<br />
parties to the contract<br />
I learnt that with procurement<br />
options, there are so many<br />
variables which determine the<br />
option that is eventually chosen,<br />
there is no standard way of<br />
analysing it but certain options<br />
will be better suited to certain<br />
projects<br />
Code Purpose<br />
Description Learning outcomes<br />
Organised The course aimed at making Attended CPD training workshop<br />
delegates familiar with relevant<br />
health and safety legislation and<br />
industry standards and procedures<br />
on health and safety<br />
The course provided a brief<br />
understanding of procedures and<br />
legal requirements regarding<br />
these subjects. It increased my<br />
knowledge of the systems and<br />
my potential role
Stage 2 – Assembling your evidence<br />
Linking your structured development<br />
to your competencies<br />
Once you have recorded a structured development activity<br />
you must make sure you link it to your competencies. The MLE<br />
user <strong>guide</strong>, section 4.2, shows you step by step how to do this.<br />
Keeping track of your evidence and<br />
structured development<br />
The MLE will track your progress to show you how far you have<br />
got with recording the right amount of evidence and structured<br />
development. It allows you to see, for each competency,<br />
what documentary evidence you have uploaded and how<br />
many more pieces of evidence you need to upload in order to<br />
meet the requirement for the competency. It also allows you<br />
to review all the structured development you have recorded.<br />
You can edit your record at any time before you submit your<br />
portfolio for Associate Assessment.<br />
See section 5 of the MLE user <strong>guide</strong> for a detailed description<br />
of these operations.<br />
Presentation matters<br />
The <strong>RICS</strong> brand stands for the highest standards of work.<br />
The appearance and presentation of your work is important.<br />
Would a client have faith in your competence if you presented<br />
her with a report that had spelling and grammatical errors,<br />
lacked clarity or was full of inaccurate wording? Make sure<br />
that the work you submit for Associate Assessment has been<br />
properly proof-read and spell-checked, and that the language<br />
you use is appropriate.<br />
FACILITIES MANAGEMENT<br />
29
Stage 3 – Associate assessment<br />
Section 3.1 – Ready for assessment<br />
You are ready for Associate Assessment when you have<br />
• uploaded four pieces of evidence with a 300-word<br />
commentary for each of the technical competencies<br />
• uploaded a copy of your relevant qualification if you have<br />
registered one – this should be the certificate or a letter<br />
of confirmation<br />
• completed your structured development within the MLE<br />
• uploaded declarations for you and your Associate<br />
Supporter/Proposer (see below).<br />
Submitting your evidence for Associate Assessment<br />
The MLE user <strong>guide</strong>, section 6, shows step by step the<br />
process for submitting your evidence.<br />
Declarations<br />
Before submitting your evidence for Associate Assessment,<br />
you and your Associate Supporter/Proposer must sign<br />
declarations verifying your work and your suitability for<br />
<strong>RICS</strong> membership.<br />
The Associate Supporter must be from the same<br />
organisation as you, and must declare that your evidence is<br />
substantially your own work and reflects your job role.<br />
The Associate Proposer must be an <strong>RICS</strong> member<br />
(Associate of four years’ standing, M<strong>RICS</strong> or F<strong>RICS</strong>) but<br />
does not necessarily have to work for the same organisation<br />
as you. S/he must declare that you are a fit and proper person<br />
to be an Associate.<br />
A single person can act as both your Associate Supporter and<br />
Associate Proposer if s/he is an <strong>RICS</strong> member as described<br />
above and works for the same organisation as you. In this<br />
case your Associate Supporter/Proposer will complete one<br />
combined declaration form.<br />
30 FACILITIES MANAGEMENT
Stage 3 – Associate assessment<br />
Which declarations do you need?<br />
The MLE contains all the possible declarations. They are<br />
• Declaration 1 – Associate Candidate’s declaration<br />
• Declaration 2 – combined declaration for <strong>RICS</strong> member acting as both Associate Supporter and Associate Proposer<br />
• Declaration 3 – non-<strong>RICS</strong> member, who works for your organisation, acting as Associate Supporter<br />
• Declaration 4 – <strong>RICS</strong> member from a different organisation, acting as Associate Proposer.<br />
Below there is a flowchart which takes you through the options. To summarise, every Associate Candidate<br />
must sign, date and upload Declaration 1. In addition you will upload the other signed and dated declarations which<br />
reflect your circumstances. You have only two options, either<br />
• Declarations 1 and 2, or<br />
• Declarations 1, 3 and 4.<br />
Your evidence will not be assessed until you have uploaded all the required declarations.<br />
Which Declaration is required?<br />
All <strong>candidate</strong>s sign<br />
Declaration 1<br />
Identify a non <strong>RICS</strong> member<br />
in your organisation who can<br />
confirm your involvement in the<br />
work. This person acts as your<br />
Associate Supporter and signs<br />
Declaration 3<br />
Is there an <strong>RICS</strong> member<br />
in your organisation who can<br />
verify the evidence submitted is<br />
substantially your<br />
own work<br />
No<br />
Declarations<br />
1, 3 and 4<br />
required<br />
And<br />
Yes<br />
Only<br />
Declarations<br />
1 and 2<br />
required<br />
Identify an <strong>RICS</strong> member<br />
from your own or another<br />
organisation who will propose<br />
you as a fit and proper person for<br />
<strong>RICS</strong> membership by signing<br />
Declaration 4<br />
<strong>RICS</strong> member<br />
(acting as both Associate<br />
Supporter and Proposer)<br />
signs Declaration 2<br />
FACILITIES MANAGEMENT<br />
31
Stage 3 – Associate assessment<br />
After declarations are signed<br />
Once the declarations are signed and dated, they remain<br />
valid for 28 days. After that time they will no longer be<br />
accepted by <strong>RICS</strong>.<br />
To proceed to Associate Assessment when you have<br />
obtained the necessary declarations<br />
• upload them to the MLE<br />
• scan and upload a copy of your highest qualification,<br />
if you identified one at Registration<br />
• follow the instructions for submitting your portfolio for<br />
Associate Assessment.<br />
See MLE user <strong>guide</strong> section 6.2 for details of all these<br />
processes.<br />
32 FACILITIES MANAGEMENT
Stage 3 – Associate assessment<br />
Section 3.2 – Online ethics module<br />
After you have submitted your portfolio in the MLE<br />
In addition to submitting your evidence and structured<br />
development record, you must successfully complete the<br />
online ethics module before you can become an Associate.<br />
As a professional body <strong>RICS</strong> has a responsibility to protect the<br />
public by ensuring its members operate to the highest ethical<br />
standard. This is monitored by <strong>RICS</strong> Regulation, with reference<br />
to the <strong>RICS</strong> Rules of Conduct. To practise as a member of <strong>RICS</strong><br />
at any level you must prove you are ethically sound.<br />
Before you can become an Associate, you must successfully<br />
complete the online ethics module to show your understanding<br />
of <strong>RICS</strong>’ ethical requirements. The module consists of brief<br />
ethical scenarios, each of which is followed by five possible<br />
solutions. In each case there is one ideal solution. You must<br />
select what you consider to be the ideal solution.<br />
There is then a final test consisting of 20 questions. You<br />
must pass this test before your Associate Assessment can<br />
be completed.<br />
The ethics module is based on <strong>RICS</strong>’ professional and<br />
ethical standards.<br />
More about these ethical standards, together with useful<br />
guidance, can be seen at www.rics.org/ethics<br />
Once you have submitted for Associate Assessment, <strong>RICS</strong><br />
will send you a personal link and password for the online ethics<br />
module. You will then have two weeks in which to complete<br />
this module successfully.<br />
Please note: passing the online ethics module on its own does<br />
not give you any <strong>RICS</strong> qualification. You must pass the ethics<br />
module AND the overall Associate Assessment before you can<br />
qualify as an Associate.<br />
If you do not pass the online ethics module you will be<br />
notified by <strong>RICS</strong>, and told when you can re-sit.<br />
Once you pass the ethics module <strong>RICS</strong> will accept that you<br />
have met the requirements for the mandatory competency<br />
‘Conduct rules, ethics and professional practice’.<br />
There is a time limit of 12 months from the date you pass the<br />
module. If more than 12 months passes between that date<br />
and the date on which you pass your Associate Assessment,<br />
you will have to re-take the ethics module before you can be<br />
awarded the Associate qualification.<br />
Please note, however, that <strong>RICS</strong> expects you to maintain your<br />
ethical knowledge and understanding – passing the ethics<br />
module is not a ‘once-and-for-all’ achievement, but must be<br />
maintained throughout your career.<br />
FACILITIES MANAGEMENT<br />
33
Stage 3 – Associate assessment<br />
Section 3.3 – The Associate Assessors<br />
The Associate Assessors are specifically trained <strong>RICS</strong> members<br />
who assess your submitted evidence via the MLE and decide<br />
whether you have met and satisfied the requirements of your<br />
chosen pathway. Two Associate Assessors will review your<br />
evidence and structured development online and, if you<br />
successfully meet the competency requirements and pass<br />
the online ethics module, you will qualify as an Associate.<br />
Candidates who do not meet all the competency requirements<br />
will be referred, and given feedback on what additional evidence<br />
they need to submit (and possibly what extra experience they<br />
need to gain).<br />
The Associate Assessors will base their decision on an allround<br />
assessment, taking account of all your evidence, your<br />
commentaries and your structured development.<br />
Section 3.4 –<br />
After the Associate Assessment<br />
Results<br />
Approximately four weeks after you have been accepted for<br />
Associate Assessment, <strong>RICS</strong> will notify you by email that your<br />
result is available online. It will be either ‘Pass’ or ‘Refer’.<br />
Pass<br />
If you pass the Associate Assessment your membership<br />
will be upgraded from Associate Candidate to Associate –<br />
Assoc<strong>RICS</strong>. You will be directed to the <strong>RICS</strong> members’ zone<br />
to ensure all your details are correct. A welcome pack will<br />
be sent to you.<br />
Refer<br />
If you do not achieve the Associate qualification you will be<br />
directed back to the MLE where your feedback report will be<br />
stored. The Associate Assessors will<br />
• provide feedback on each of the competencies<br />
• identify any piece of evidence on which they were satisfied<br />
– these are ‘banked’ for a maximum of 12 months from the<br />
date of your result (see below)<br />
• provide feedback on your structured development<br />
• give a clear explanation of what you will need to do in order<br />
to be ready for re-assessment.<br />
34 FACILITIES MANAGEMENT<br />
For example, the feedback will<br />
• say if particular pieces of evidence were considered not to<br />
reach the required standard, or did not clearly display your<br />
skills - you will have to produce new or updated evidence<br />
for your re-assessment<br />
• recommend specific experience you need to gain (which<br />
you will record in your structured development).<br />
If additional experience is required, in no case will this be<br />
more than 12 months from the date of your result. This means<br />
that you will always be able to use any evidence you have<br />
‘banked’ (see the next section on banking evidence) for at<br />
least one Associate Assessment after a referral.<br />
You should discuss the feedback with your Associate<br />
Supporter and plan to resubmit within 12 months. If you go<br />
over that period, and there is more than 12 months between<br />
referral and re-submission, you will be starting again – that<br />
is, you will have lost the right to rely on the banked evidence,<br />
and all the evidence you submit must be new or updated in<br />
accordance with your feedback report.<br />
You will be required to complete and record a minimum<br />
of four hours of structured development for each month<br />
between assessments.<br />
You can submit for re-assessment as soon as you have<br />
assembled the new or updated evidence you need, and a<br />
minimum of four weeks has passed since your previous<br />
Associate Assessment. Naturally, if the Associate Assessors<br />
specify that you must complete a longer period of additional<br />
experience, you will not be able to re-submit for Associate<br />
Assessment until you have completed that period.<br />
There is a re-assessment fee, payable for each Associate<br />
Assessment after your first one.
Stage 3 – Associate assessment<br />
Banking evidence<br />
If you are referred, the Associate Assessors will identify<br />
what further evidence you will have to provide for your next<br />
Associate Assessment. They will also identify which individual<br />
pieces of evidence submitted for your first Associate<br />
Assessment were satisfactory. Those pieces of evidence they<br />
identify as satisfactory are banked for 12 months from the<br />
date on which your result is posted on the MLE.<br />
For example, suppose for one of your technical competencies<br />
two pieces of evidence were satisfactory and two were not.<br />
Although you will be referred on that competency, the two<br />
satisfactory pieces will be banked – so, when you submit for<br />
re-assessment, you need supply only two new pieces for<br />
that competency.<br />
Appeals<br />
You have the right to appeal against a referral. You cannot<br />
appeal simply because you disagree with the decision of the<br />
Associate Assessors. For an appeal to be successful you must<br />
be able to show fault in the way the Associate Assessment<br />
was conducted, leading to an unfair decision. Examples would<br />
be administrative error or procedural unfairness.<br />
You will have 21 working days from the date you received<br />
the result of your Associate Assessment to make an appeal.<br />
Details of how to make an appeal are on www.rics.org/associate<br />
Appeals must be submitted using the standard template<br />
included in the appeal guidance with an appeal fee.<br />
You should state, in no more than 1000 words, the reasons for<br />
the appeal. No further supporting documentation is permitted<br />
and no representations may be submitted by another party,<br />
eg Associate Supporter or Associate Proposer.<br />
Only an appeal directly from you (the <strong>candidate</strong>) will be<br />
considered, and no third party may appeal on your behalf.<br />
The appeal will be considered by two appeal panel members<br />
who have experience of Associate Assessment but were not<br />
involved in the original decision.<br />
If the panel dismisses the appeal, the referral will stand and<br />
you must provide the additional evidence specified in the<br />
feedback report before you can be re-assessed.<br />
If the panel allows the appeal, <strong>RICS</strong> will write to you advising<br />
you that the original Associate Assessment result and<br />
feedback report are now void. You will be invited to re-apply<br />
for Associate Assessment with different Associate Assessors<br />
using your existing evidence and structured development<br />
record. You may not submit any new documentation for the<br />
re-assessment. The appeal fee will be refunded.<br />
If the two members of the appeal panel cannot reach a<br />
unanimous decision, your appeal will be allowed.<br />
The appeal panel’s decision is final. There is no further<br />
right of appeal.<br />
FACILITIES MANAGEMENT<br />
35
Stage 3 – Associate assessment<br />
Section 3.5 – Audit and quality assurance<br />
<strong>RICS</strong> is committed to ensuring that the Associate qualification<br />
is supported by rigorous processes so that employers, clients<br />
and the public can have confidence that anyone who achieves<br />
it is competent to practise as an Associate. <strong>RICS</strong> will audit all<br />
assessments through monitoring and comparing assessment<br />
outcomes and standards. This will not only help to ensure<br />
confidence in the qualification but also consistency in the<br />
assessment across pathways, countries and <strong>candidate</strong>s.<br />
<strong>RICS</strong> will select a number of Associate Assessments for an<br />
audit as part of the quality assurance process. If your evidence<br />
is audited, you and your Associate Supporter/Proposer may<br />
be asked for further evidence that the work is all original and<br />
reflects your job role.<br />
One in ten <strong>candidate</strong>s will be subject to a telephone<br />
based interview.<br />
As part of the audit process, <strong>RICS</strong> may require you, after<br />
your Associate Assessment, to participate in a verification<br />
interview. The interview is conducted by telephone by an<br />
<strong>RICS</strong> auditor. Its purpose is not to re-assess your competence,<br />
but to verify the extent of your involvement in the work<br />
covered by your evidence, and the validity of the assessment.<br />
Any element of the Associate Assessment is subject to audit.<br />
Associate Assessors will nominate an Associate Candidate for<br />
a verification interview if they have doubts about whether his<br />
or her evidence is genuinely original – for example, if they<br />
suspect plagiarism, or passing off another person’s work as<br />
his or her own. The remainder will be selected randomly.<br />
If the auditor is not satisfied, the individual and employer<br />
concerned may be referred to <strong>RICS</strong> Regulation for a formal<br />
investigation.<br />
36 FACILITIES MANAGEMENT
Stage 3 – Associate assessment<br />
Section 3.6 – Associate Glossary<br />
Associate Assessment – The process by which Associate<br />
Assessors consider the portfolio of evidence you have<br />
submitted, and decide whether you have achieved the<br />
competencies for your pathway.<br />
Associate Assessor – A person who assesses a <strong>candidate</strong>’s<br />
evidence and decides whether he or she has met the<br />
requirements. (Lead Associate Assessor – an Associate<br />
Assessor who has the additional responsibility of writing the<br />
feedback for referred <strong>candidate</strong>s).<br />
Associate Candidate – A person who has registered on the<br />
Associate Assessment.<br />
Associate Proposer – An Associate or Chartered<br />
member of <strong>RICS</strong> who supports the Associate Candidate’s<br />
application to complete the Associate Assessment and<br />
become an Associate. This person must sign a declaration<br />
form at assessment.<br />
Associate Supporter – Normally the Associate Candidate’s<br />
line manager or similar, who is able to verify that the evidence<br />
submitted is substantially the Associate Candidate’s<br />
own work.<br />
Banking evidence – If the assessors feel that an Associate<br />
Candidate has provided some satisfactory evidence for a<br />
competency, but not enough to pass that competency, the<br />
Associate Candidate can bank the good evidence so that it<br />
is automatically accepted for the next attempt at Associate<br />
Assessment (there are certain conditions attached to this –<br />
see guidance).<br />
Competencies – The key skills that an Associate Candidate<br />
must demonstrate.<br />
Declarations – Forms completed by an Associate Candidate,<br />
Associate Supporter and Associate Proposer confirming that<br />
the evidence is the Associate Candidate’s own work, and that<br />
he or she is a fit and proper person for membership of <strong>RICS</strong>.<br />
Direct Entry – A process whereby people with certain<br />
qualifications can become an Associate without undertaking<br />
Associate Assessment. (Direct entry <strong>candidate</strong>s are required<br />
to complete the online ethics module).<br />
Ethics Module – <strong>RICS</strong> online learning materials and test,<br />
which enables you to demonstrate that you have achieved<br />
the <strong>RICS</strong> conduct rules, ethics and professional practice<br />
competency.<br />
Evidence – Documents, reports etc that <strong>candidate</strong>s submit<br />
for Associate Assessment.<br />
Feedback – Comments written by the Lead Assessor<br />
explaining why an Associate Candidate did not succeed<br />
at Associate Assessment and what must be done<br />
before re-assessment.<br />
Managed Learning Environment (MLE) – Online<br />
system used to assemble your portfolio of evidence for<br />
Associate Assessment.<br />
Pathway – The type of surveying that an Associate Candidate<br />
is working in, eg Quantity Surveying, Building Surveying,<br />
<strong>Facilities</strong> Management, etc. Each pathway has its own set<br />
of technical competencies.<br />
Registration – The online system where you complete<br />
the preliminaries for becoming an Associate Candidate:<br />
determines whether you are eligible for Associate Assessment<br />
now, or need to gain further experience.<br />
Structured Development – The range of activities by which<br />
<strong>candidate</strong>s extend their knowledge and practical skills in the<br />
various competencies.<br />
FACILITIES MANAGEMENT<br />
37
Appendix<br />
Managed Learning Environment (MLE) User Guide<br />
What is MLE?<br />
The Managed Learning Environment (MLE) is an online<br />
system which enables a <strong>candidate</strong> to upload evidence and<br />
record structured development ready to be assessed online.<br />
Main functions<br />
Submission of Evidence<br />
• You must use this system to submit all the supporting<br />
evidence for your application.<br />
• The system allows you to upload documents and attribute<br />
them to one or more competencies<br />
• You must also complete your record of structured<br />
development. This is a log of the activities you have<br />
undertaken in the 12 months before you apply<br />
for assessment.<br />
Ready for Assessment<br />
• You are ready for assessment when you have<br />
- uploaded four pieces of evidence for each of<br />
the competencies<br />
- uploaded a copy of your relevant qualification if you have<br />
registered one, see section 1.1 of the Candidate Guide<br />
- uploaded completed declarations for you, your<br />
supporter and your proposer, see section 3.1 of the<br />
Candidate Guide.<br />
• The MLE will tell you when you have completed all<br />
these steps, at which point you can submit your evidence<br />
for assessment.<br />
38 FACILITIES MANAGEMENT<br />
What’s on the Homepage?<br />
The MLE homepage takes you to the following<br />
Welcome<br />
• The Welcome section allows you to navigate to the main<br />
functions of the MLE<br />
- Upload my qualification<br />
- Upload some new evidence<br />
- Record structured development<br />
- Download the Candidate Guide.<br />
Alerts<br />
• In this section, <strong>RICS</strong> administrators can notify you of<br />
important changes and developments, such as any changes<br />
to the rules or new learning resources available.<br />
Events<br />
• <strong>RICS</strong> will use this section to advertise events that could<br />
count towards your structured development.
Managed Learning Environment (MLE) User Guide<br />
The MLE screen by screen<br />
1.1 Home Page<br />
When you first log in to the MLE you will see the welcome page. Each section will expand if you click on it.<br />
All the sections can be moved by clicking and dragging, so you can arrange your home page to suit<br />
your preferences.<br />
The first section displays your name. If you have to have completed further experience before you can apply for<br />
assessment, this section also displays the number of years.<br />
1.2 Welcome area<br />
The second section is the Welcome area. This contains links which take you to the most frequently used<br />
areas (upload a qualification, add evidence, add structured development, download guidance notes or submit<br />
evidence for assessment).<br />
1.3 Homepage applications<br />
The homepage contains two further applications: Alerts and Events.<br />
1.4 Alerts<br />
Alerts are the notifications from <strong>RICS</strong> of any important changes. Each one has<br />
• title<br />
• message details<br />
• date added.<br />
Click on the title of the Alert to open the full message.<br />
1.5 Events<br />
The events tab displays a selection of current <strong>RICS</strong> events that can help you develop your competencies. If you<br />
click on the event title, you will be taken to the full event details. To subscribe to an event, click through to the<br />
event website. To see a full list of <strong>RICS</strong> events, go to www.rics/events.com<br />
FACILITIES MANAGEMENT<br />
39
Managed Learning Environment (MLE) User Guide<br />
1.6 Calendar<br />
The calendar allows you to view on what dates you added your structured development, evidence and any event<br />
reminders you have added.<br />
40 FACILITIES MANAGEMENT
Managed Learning Environment (MLE) User Guide<br />
2.0 Select Optional Competency<br />
When you first login to the MLE the first screen that you will see is the Select Competencies page. If your<br />
pathway has a choice of competencies, this is where you will choose the ones you want to submit evidence<br />
against. Not all pathways have a choice of competencies.<br />
2.1 Add work experience<br />
When you first log in you must also complete your work experience record. From the homepage click My Details<br />
and then Add Work Experience. Your work experience must be complete and up to date when you apply for<br />
Associate Assessment.<br />
You can view the work experience you have recorded by going to the homepage, clicking My Details and<br />
selecting Work Experience.<br />
FACILITIES MANAGEMENT<br />
41
Managed Learning Environment (MLE) User Guide<br />
3.0 Add Evidence<br />
This is the screen in the MLE where you<br />
- upload your evidence<br />
- add commentaries<br />
(there is a shortcut to this page in the Welcome section of the home page, where it says ‘Upload some<br />
new evidence’).<br />
All the fields marked with a * are mandatory fields<br />
1. ‘Title’ – this is the title of your piece of evidence for submission. Try to make it as clear and descriptive as<br />
possible (character limit of 100 applies)<br />
2. Commentary – this is a free text area where you provide your commentary on the piece of evidence.<br />
There is a character limit of 300 words per entry. This will be part of your assessment: please ensure you<br />
do not use abbreviations or shorthand.<br />
The commentary is an important part of your evidence. It is essential that you read Section 2.3 of the<br />
Candidate Guide carefully and include in your commentary all the required information.<br />
3. ‘File Upload’<br />
• You can upload a file ONLY if it is in Adobe .pdf format.<br />
• If you use the button marked ‘click here for help creating .pdf’, this will give you guidance. See also the<br />
Appendix at the end of this document.<br />
• To view the files you have already uploaded, go to the ‘File Upload’ tab and click on the ‘Browse’ button.<br />
This will allow you to view your own file structure and navigate through your files until the required file is<br />
found – click on the file and then click ’Open’.<br />
• Once you are happy with the information you have submitted, click on ‘Save Details’. This will then allow<br />
you to link your evidence to the competencies.<br />
42 FACILITIES MANAGEMENT
Managed Learning Environment (MLE) User Guide<br />
3.1 Linking your evidence to the competencies<br />
1. Once you have saved your evidence, you will be taken to the screen that allows you to assign that piece<br />
of evidence to your competencies.<br />
2. The first screen shows all the technical competencies you are required to achieve for your chosen pathway.<br />
3. Click in the box next to the title of the competency, and the piece of evidence will be linked to that competency.<br />
You can link each piece of evidence to only one competency (if you also consider it relevant to one of the<br />
mandatory competencies, you will explain this in your commentary).<br />
4. Then click Save and View Source at the bottom of the page.<br />
FACILITIES MANAGEMENT<br />
43
Managed Learning Environment (MLE) User Guide<br />
3.2 Linking your evidence to the mandatory competencies<br />
1. Once you have saved your evidence and assigned it to the technical competencies, you will be taken<br />
to the screen that allows you to assign that piece of evidence to the mandatory competencies.<br />
2. The second screen shows all of the mandatory competencies you are required to achieve for your<br />
chosen pathway.<br />
3. Click in the box next to the title of the competency, and the piece of evidence will be linked to that competency.<br />
You can link each piece of evidence to as many of the mandatory competencies as you wish (you will explain<br />
in your commentary how it demonstrates these competencies).<br />
4. Then click Save and View Source at the bottom of the page.<br />
44 FACILITIES MANAGEMENT
Managed Learning Environment (MLE) User Guide<br />
3.3 Confirmation of Evidence Submission Screen<br />
This page allows you to view a summary of the evidence you have assembled.<br />
4.0 Structured development<br />
You can access the structured development recording area through the home page via the link ‘upload<br />
structured development’. You can also reach it from the menu bar at the top of the home page, via the tab<br />
‘structured development’ and then the sub menu ‘add structured development’.<br />
For guidance on what should be included in your structured development record, please see section 2.4 of the<br />
Candidate Guide.<br />
FACILITIES MANAGEMENT<br />
45
Managed Learning Environment (MLE) User Guide<br />
4.1 Upload structured development<br />
1. ‘Description’ - enter here a brief description of the structured development activity (for example, “attended<br />
an event about…”; “studied an online module on…”).<br />
2. Start date and time is the date and time you started the learning activity.<br />
3. End date and time is the date and time you completed the learning activity.<br />
4. ‘Type’ is the category of learning activity. The options (see Guide for Candidates section 10) are<br />
a. Personal Learning<br />
b. Organised Learning<br />
c. Work Based Learning<br />
d. Other<br />
5. ‘Details’ – this is an overview of what the learning entailed. Follow the <strong>candidate</strong> guidance carefully here.<br />
You must include your learning need and details of the learning activity.<br />
6. ‘Add Activity Review’ – this tick box will only appear if the learning is a date that has passed. You can put<br />
future events in as structured development but the system will let you know, when the date is past, that you<br />
need to add an activity review. The activity review is where you record the time you spent on the activity and<br />
reflect on what you have learned. You must describe the learning outcome and relate it to the competencies.<br />
7. ‘Save and Link Competencies’: this allows you to assign your structured learning activities to the<br />
competencies for your pathway.<br />
46 FACILITIES MANAGEMENT
Managed Learning Environment (MLE) User Guide<br />
4.2 Linking Competencies<br />
Once you have clicked ‘save and link competencies’, the screen below will appear.<br />
1. You will see a confirmation at the top that your structured development record has been saved.<br />
2. You will then need to tick which technical competencies that particular structured development activity should<br />
be assigned to. You can assign it to any number of the technical competencies. If you choose not to assign it<br />
to any of them, you must assign it to one or more of the mandatory competencies (see next screen).<br />
3. Then click ‘save’.<br />
FACILITIES MANAGEMENT<br />
47
Managed Learning Environment (MLE) User Guide<br />
4.3 Linking Mandatory Competencies<br />
Once you have assigned a structured development activity to your technical competencies you will then be<br />
asked to assign it to the mandatory competencies.<br />
1. You will see a confirmation at the top that your structured development record has been saved.<br />
2. You will then need to tick which mandatory competencies that particular structured development activity<br />
should be assigned to. If you have not already assigned the activity to a technical competency, you must<br />
assign it to one or more of the mandatory competencies. If you have already assigned it to a technical<br />
competency you are not obliged to assign it to a mandatory competency, but you may choose to assign<br />
it to as many as you wish.<br />
3. Then click ‘save’.<br />
48 FACILITIES MANAGEMENT
Managed Learning Environment (MLE) User Guide<br />
4.4 Summary Screen<br />
Once you have clicked ‘save’, the screen below will appear.<br />
1. If you click on the title of an entry you will be taken into another page where you will be able to edit the<br />
entry or assign/remove competencies.<br />
2. If you want to delete an entry, click in the ‘actions’ column and tick the box next to delete. Then click the<br />
‘update’ button under the summary box.<br />
FACILITIES MANAGEMENT<br />
49
Managed Learning Environment (MLE) User Guide<br />
4.5 Editing a structured development entry or an activity review<br />
1. You can edit your structured development record by clicking on the title of an entry.<br />
2. You will then see what you have entered. Click the ‘edit’ tab.<br />
50 FACILITIES MANAGEMENT
Managed Learning Environment (MLE) User Guide<br />
3. You can edit the information you have previously entered and then click ‘save’.<br />
4. To add an activity review, click the tick box next to ‘add activity review’.<br />
FACILITIES MANAGEMENT<br />
51
Managed Learning Environment (MLE) User Guide<br />
5. You can then enter the outcome of the learning and how many hours of structured learning it represented.<br />
Then click ‘save’ at the bottom of the page.<br />
52 FACILITIES MANAGEMENT
Managed Learning Environment (MLE) User Guide<br />
6. You will then see a confirmation summary screen. If the task was completed successfully it will state this<br />
at the top of the screen in green. If a mandatory field was not completed the screen will show in red where<br />
further information is required.<br />
FACILITIES MANAGEMENT<br />
53
Managed Learning Environment (MLE) User Guide<br />
4.6 Summary report of structured development<br />
1. To view a list of the structured development that is ready for assessment, on the main menu bar at the<br />
top click on ‘Structured Development’ and then ‘structured development summary’.<br />
2. You will only see the structured development for which you have already added an activity review, as only<br />
these entries are ready for assessment.<br />
3. You will see a total number of hours completed at the bottom of the page.<br />
4. To amend any entry, click on its title.<br />
54 FACILITIES MANAGEMENT
Managed Learning Environment (MLE) User Guide<br />
5.0 View Portfolio<br />
There is a tab marked ‘View Portfolio’ on the top header bar of the MLE. There are four dropdown menus:<br />
Technical Competencies, Mandatory Competencies, Type and Diary.<br />
5.1 Technical Competencies<br />
1. If you click on a competency it will expand, showing you what evidence has been submitted against<br />
this competency.<br />
2. In green you will see any structured development you have submitted against that competency.<br />
3. If you click on an entry you will either be able to view the file you uploaded, or view the structured development.<br />
FACILITIES MANAGEMENT<br />
55
Managed Learning Environment (MLE) User Guide<br />
5.2 Mandatory Competencies<br />
1. If you click on a competency it will expand, showing you what evidence has been submitted against this<br />
mandatory competency.<br />
2. In green you will see any structured development you have submitted against that competency.<br />
3. If you click on an entry you will either be able to view the file you uploaded, or view the structured development.<br />
56 FACILITIES MANAGEMENT
Managed Learning Environment (MLE) User Guide<br />
5.3 The Diary<br />
The diary displays a log of what your have added by date.<br />
6.0 Assessment<br />
1. On the main header bar at the top you will see the heading ‘Progress’. If you hover over this and then<br />
click ‘List Assessment’ you will see the screen below.<br />
2. Under ‘actions’ there are four different types of action.<br />
FACILITIES MANAGEMENT<br />
57
Managed Learning Environment (MLE) User Guide<br />
3. If you click on ‘Review progress’ under the Actions column, the following view will be displayed.<br />
4. This view shows how many hours of structured development you have added and how many more are required.<br />
a. Green – you have submitted all of the required pieces of evidence<br />
b. Amber – more evidence is required<br />
c. Red – you have not submitted any pieces of evidence against that competency yet.<br />
All the competencies will have to display as green before you can proceed to Associate Assessment.<br />
58 FACILITIES MANAGEMENT
Managed Learning Environment (MLE) User Guide<br />
6.1 Ready for Assessment<br />
When you have submitted 24 pieces of evidence with commentaries (four for each technical competency) and<br />
recorded 48 hours of structured development over the last 12 months, recorded your work experience, uploaded<br />
your declarations, you are ready for Associate Assessment. You submit your portfolio by doing the following<br />
1. Go back to the menu item List Assessments (see above) where you will see another header ‘Ready for<br />
Assessment’. Click on this; or go to the welcome section on the home page and click ‘I am ready to submit<br />
my evidence for Associate Assessment’.<br />
2. If you click on this without submitting everything required, the below screen will advise you what elements<br />
are missing.<br />
FACILITIES MANAGEMENT<br />
59
Managed Learning Environment (MLE) User Guide<br />
3. You will need to upload your signed declarations at this point, if you haven’t already done so.<br />
The Candidate Guide explains in detail what declarations are required: see section 3.1 of that Guide<br />
and follow the instructions carefully.<br />
4. If, when you registered for Assoc<strong>RICS</strong>, you selected an academic or vocational qualification, you must<br />
upload it before assessment: click on Link to Upload Qualification Evidence. You must upload the certificate<br />
or verification letter.<br />
60 FACILITIES MANAGEMENT
Managed Learning Environment (MLE) User Guide<br />
5. If you have added too many pieces of evidence for a competency it is ‘overloaded’. In this case you<br />
will need to go into the system and remove or reassign the evidence. You can only submit 24 pieces of<br />
evidence and 48 hours of structured development. Any more or any less than this and the system will<br />
not allow you to progress.<br />
6. Once you have submitted your assessment you will not be able to edit anything within the MLE.<br />
FACILITIES MANAGEMENT<br />
61
Managed Learning Environment (MLE) User Guide<br />
7.0 My Details<br />
1. To view the My Details page you can access it from the menu bar at the top of the screen (select ‘My Details’)<br />
or from the Home page.<br />
2. The first section of the My Details page contains your email, contact telephone number and name.<br />
3. If you would like to edit this page you can click on the Edit button, this will take you to www.rics.org/mydetails<br />
4. You must complete your Job Position and Workplace: this will ensure once you are ready for assessment there<br />
is not a conflict of interest with the Associate Assessors.<br />
5. The second two sections on the My Details pages allow you to view the pathway for which<br />
you are registered. You cannot change your pathway. If you do wish to transfer to another pathway,<br />
contact associate@rics.org<br />
6. If you click Edit on the second section, this will allow you to enter the details about your qualification and<br />
upload your relevant certificate.<br />
7. The title of your qualification is automatically populated from your original application through the Registration<br />
pages. If you need to amend this, contact associate@rics.org<br />
<strong>RICS</strong> will need to re-evaluate your registration if you provided inaccurate information at the Registration stage.<br />
8. If the screen reads ‘Not Set’ you did not enter any qualification when you registered for the process. If this is<br />
due to error, and you do have a relevant qualification, contact associate@rics.org<br />
9. Select your practice area. This will enable <strong>RICS</strong> to match you with an appropriate assessor. You must choose<br />
either building or engineering. You must then select either ‘contractor’, ‘private’ or ‘public’.<br />
62 FACILITIES MANAGEMENT
Managed Learning Environment (MLE) User Guide<br />
Declarations uploaded and all details complete<br />
1. Once everything has been uploaded and all your details are complete, go back to Submit Assessment for<br />
Review (see 6.2 above).<br />
2. The MLE will display a Warning message telling you that when you have clicked on Continue your evidence<br />
will be locked and you will be unable to add or amend anything you have submitted as evidence.<br />
FACILITIES MANAGEMENT<br />
63
Managed Learning Environment (MLE) User Guide<br />
8.0 Results<br />
Once your assessment outcome has been agreed you will receive an email informing you your result is online.<br />
Your results will be displayed under the Progress menu and then List Progress. If you have passed the result will<br />
be displayed in the Actions column as Passed, if you are referred your feedback report will be displayed if you<br />
click on Show Final Outcome in the Actions column.<br />
The feedback report will display what competencies need more evidence submitting and feedback from the<br />
assessors. A new assessment has now been opened and you are required to submit the requested amount of<br />
evidence. You do not have to resubmit everything, just the areas the assessor has highlighted – more evidence,<br />
structured development, work experience.<br />
9.0 Help Menu<br />
1. On the menu bar at the top of the screen select Help. There are three sub menus<br />
a. Useful Links – contains links to websites for Associate Guidance, Training Guides and rics.org<br />
b. Contact Us – via email addressed to associate@rics.org<br />
c. Guidance – all you need to know about the Associate process<br />
d. Creating a PDF – this will give you some guidance on creating a PDF.<br />
64 FACILITIES MANAGEMENT
<strong>RICS</strong> HQ<br />
12 Great George Street<br />
Parliament Square<br />
London SW1P 3AD<br />
United Kingdom<br />
Worldwide media<br />
enquiries:<br />
E pressoffice@rics.org<br />
Contact Centre:<br />
E contactrics@rics.org<br />
T +44 (0)870 333 1600<br />
F +44 (0)20 7334 3811<br />
Advancing standards in land, property and construction.<br />
<strong>RICS</strong> is the world’s leading qualification when it comes to<br />
professional standards in land, property and construction.<br />
In a world where more and more people, governments, banks and<br />
commercial organisations demand greater certainty of professional<br />
standards and ethics, attaining <strong>RICS</strong> status is the recognised<br />
mark of property professionalism.<br />
Over 100 000 property professionals working in the major established<br />
and emerging economies of the world have already recognised the<br />
importance of securing <strong>RICS</strong> status by becoming members.<br />
<strong>RICS</strong> is an independent professional body originally established<br />
in the UK by Royal Charter. Since 1868, <strong>RICS</strong> has been committed<br />
to setting and upholding the highest standards of excellence and<br />
integrity – providing impartial, authoritative advice on key issues<br />
affecting businesses and society.<br />
<strong>RICS</strong> is a regulator of both its individual members and firms enabling<br />
it to maintain the highest standards and providing the basis for<br />
unparalleled client confidence in the sector.<br />
<strong>RICS</strong> has a worldwide network. For further information simply contact<br />
the relevant <strong>RICS</strong> office or our Contact Centre.<br />
Europe<br />
(excluding United<br />
Kingdom and Ireland)<br />
Rue Ducale 67<br />
1000 Brussels<br />
Belgium<br />
t +32 2 733 10 19<br />
f +32 2 742 97 48<br />
ricseurope@rics.org<br />
United Kingdom<br />
Parliament Square<br />
London SW1P 3AD<br />
United Kingdom<br />
t +44 (0)870 333 1600<br />
f +44 (0)207 334 3811<br />
contactrics@rics.org<br />
Oceania<br />
Suite 2, Level 16<br />
1 Castlereagh Street<br />
Sydney, NSW 2000<br />
Australia<br />
t +61 2 9216 2333<br />
f +61 2 9232 5591<br />
info@rics.org.au<br />
Asia<br />
Room 2203<br />
Hopewell Centre<br />
183 Queen’s Road East<br />
Wanchai<br />
Hong Kong<br />
t +852 2537 7117<br />
f +852 2537 2756<br />
ricsasia@rics.org<br />
Africa<br />
PO Box 3400<br />
Witkoppen 2068<br />
South Africa<br />
t +27 11 467 2857<br />
f +27 86 514 0655<br />
ricsafrica@rics.org<br />
Middle East<br />
Office G14, Block 3<br />
Knowledge Village<br />
Dubai<br />
United Arab Emirates<br />
t +971 4 375 3074<br />
f +971 4 427 2498<br />
ricsmenea@rics.org<br />
Americas<br />
One Grand Central Place<br />
60 East 42nd Street<br />
Suite 2810<br />
New York 10165 – 2811<br />
USA<br />
t +1 212 847 7400<br />
f +1 212 682 1295<br />
ricsamericas@rics.org<br />
Ireland<br />
38 Merrion Square<br />
Dublin 2<br />
Ireland<br />
t +353 1 644 5500<br />
f +353 1 661 1797<br />
ricsireland@rics.org<br />
India<br />
48 & 49 Centrum Plaza<br />
Sector Road<br />
Sector 53, Gurgaon – 122002<br />
India<br />
t +91 124 459 5400<br />
f +91 124 459 5402<br />
ricsindia@rics.org<br />
rics.org<br />
AUGUST2012/ VP/680MM