12.05.2013 Views

Facilities management candidate guide - RICS

Facilities management candidate guide - RICS

Facilities management candidate guide - RICS

SHOW MORE
SHOW LESS

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

Hooray! Your file is uploaded and ready to be published.

Saved successfully!

Ooh no, something went wrong!