WORK PLACEMENT GUIDELINES
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1 WORK PLACEMENT GUIDELINES BACHELOR 3rd Year PROGRAMME BACHELOR ACADEMIC YEAR DEPARTMENT Director, Bachelor Programme Guideline date 29/10/2014 This document is the property of the Burgundy School of Business
2 Contents I: WORK PLACEMENT OBJECTIVES Work placement option Employment option... 4 II: PRE-WORK PLACEMENT DETAILS Finding the work placement Approval of the work placement assignment (educational approval)... 4 A The work placement request... 4 B When and how to use the work placement request form? Work Placement Agreement... 5 A Aim... 5 B Establishment and distribution... 6 C Legal Aspects Insurance... 6 A Accidents at work... 6 B Use of a personal vehicle Administrative formalities when going abroad... 6 III: DURING THE WORK PLACEMENT Monitoring by the School... 7 A School Tutor Monitoring Confidentiality and Business Ethics... 7 IV: VALIDATION OF THE WORK PLACEMENT Written report... 8 A Contents... 8 B Format... 8 C Printing... 8 D Submitting work placement report Evaluation of the work placement... 9 V: PRACTICAL INFORMATION... 10
3 At the end of the third year, students are required to complete a work placement¹ in a company for at least 12 or 16 weeks between 13 th April and 28 th August 2015, in France or abroad. ATTENTION: Students continuing their studies in a Master programme the following September 2015, work placement completion dead line is 15 th August Students, who need to re-sit exams at the end of the academic year, must be available the week of 8 th June 2015 in order to be at Burgundy School of Business for their re-sit exams. Legally, the work placement cannot exceed 6 months. No extension will be authorized after October 2015, owing to Social Security requirements concerning students under contract. This work placement must be carried out in one company. If two or more students are carrying out their work placement in the same company, they must follow the procedure described in these guidelines (details, monitoring, work placement validation) INDIVIDUALLY. NB: At the end of the year a committee will decide if these guidelines are applicable to work placements being carried out within the framework of repeating a year along with acquiring company experience. I: WORK PLACEMENT OBJECTIVES The 3 rd year work placement is defined as an applied professional experience including: putting into practice the knowledge acquired over the three years at School in commercial activities, marketing, negotiation, communications, International business management, preparing necessary skills for future employment. Students are therefore asked to deepen their knowledge in a specific field and to be able to carry out a mission autonomously. 1 Work placement option This work placement training is essential for students to reinforce their skills and to add significant professional experience to their CV. During this work placement, students are required to manage a project in a professional way with objectives and deadlines set by the company. They are also required to effectively work in a professional environment with colleagues and teams. At the end of the project, they will be able to make recommendations and suggest specifications for project implementation. Finally, the student will be assessed as an employee of the company. He/She will be evaluated on his/her behaviour with the hierarchy and colleagues. A particular focus will be placed on autonomy, respect of corporate policies and regulations, and workflow deadlines. Furthermore he/she will be evaluated on his/her ability to draw conclusions in a global manner, taking into consideration overall impact on the company. NB: 1 for work placement also read internship 3
4 2 Employment option Student employment is not legally recognised as a work placement according to the curent rules of the French Ministère de l'enseignement supérieur et de la Recherche. In the event of student employment, the company has to sign two contracts, one for employment, the other for work placement. For the assessment process and criteria, the objectives are the same as the above mentionned. The student will be evaluated on the first position hold in the company. II: PRE-WORK PLACEMENT DETAILS 1 Finding the work placement Students are responsible for finding their work placements. Burgundy School of Business work placement offers are available to students on its intranet under the Corporate Relations portal. The intranet can be used to look for offers and answer offers. In addition, it can be used as a source of company addresses for speculative letters for work placements. Within the framework of preparing for their future careers, the School helps students to think about how to build their professional projects which guides them in how they look for work placements and jobs. The School also helps students with their applications, CVs, covering letters and trains them for their interviews. The Career Advisory Service of the group assists students, by appointment, to determine their skills and future career orientation. The Work Placement Department at Burgundy School of Business is a well positioned intermediary able to use the school s business contacts and to answer students questions. 2 Approval of the work placement assignment (educational approval) A The work placement request The work placement request is an internal school form which: checks that the work placement corresponds to the educational objectives defined in the programme, provides the necessary information for the Work Placement Agreement. The work placement is officially registered provided that the work placement request has been made and accepted. No work placement request will be accepted if the work placement begins prior to the request. B When and how to use the work placement request form? As soon as the student has found a work placement he must: complete the work placement request document on the School s intranet / e-campus, in the section Student, heading My E.A. ( Applied Education ). NB: The instructions to follow are on the School intranet in the portal Entreprises" OR "Corporate Relations, http;//enterprises.escdijon.eu, heading "Mes outils stage" / "Enregistrer sa demande de stage" / file "ERP procédure de demande de stage". Having completed the form, the student should click mission à soumettre so that it can be sent for validation: Complete the field EA Choice of Advisor (to validate the work placement assignment): Thomas ROIZOT or Virginie GOUDE-LACHEREZ 4
5 The Advisor may refuse, request additional information or accept and validate the work placement assignment; the student receives automatic s on the progress of his/her request. In the tab Suivi du Workflow the student is able to follow the progress of his/her application. When the student receives the automatic validating his/her request for a work placement: If the student has provided a digital signature: the agreement is sent directly to the company. In this case, the accepted request for the work placement replaces the signature of the Work Placement Agreement. If the student is at the school: He/She must go to the Work Placement Department to sign 4 copies of the Work Placement Agreement, and at least one week before the start of the work placement. If the student is not in Dijon: 3 copies of the agreement are sent directly to the company, and the student signs them on the first day of the work placement. It is the student s responsibility to ask the company for the copies of the agreement. One copy with the three signatures must be returned to the Work Placement Department of the School. NB: For work placements abroad, see item 5 and contact the Work Placement Department. 3 Work Placement Agreement A Aim THE WORK PLACEMENT AGREEMENT IS A TRIPARTITE CONTRACT which commits the company, the School and the student. The agreement serves as: a guarantee that the School covers the trainee/student s social security whilst in the company, a guarantee that the School covers the trainee/student s civil insurance whilst in the company. All changes to the agreement must be in writing for: a cancellation of the agreement with the prior agreement of the parties, a prolongation of the length of the work placement. BEING IN THE COMPANY WITHOUT A WORK PLACEMENT AGREEMENT, RISKS are the following: NO GUARANTEE by the School of the trainee/student s social security coverage whilst in the company: in case of accident the student will be responsible for all the costs. NO GUARANTEE by the School of civil insurance coverage: in case of litigation with the company concerning damage, the insurance coverage is that of the student s own civil responsibility insurance. IN CASE OF AN INSPECTION BY THE COMPANY, by the Employment Authorities ( Inspection du Travail ) or the Social Security Office: the trainee without an agreement is considered as an illegal worker, the work placement is therefore amended to an employment contract with fines and penalties. The company and the student must be aware of and must sign the agreement before the start of the work placement. NO WORK PLACEMENT CAN START WITHOUT A SIGNED WORK PLACEMENT AGREEMENT If the student has provided a digital signature, the accepted request for the work placement replaces the signature of the Work Placement Agreement. 5
6 B Establishment and distribution The Work Placement Agreement signed by the student and Burgundy School of Business is sent to the company to sign, one copy is kept in the student s file waiting for the copy of the agreement signed by the company to be returned. The copies signed by the three parties are then distributed by the company or the student as follows: - 1 copy for the company, - 1 copy for the School, - 1 copy for the student. NB1: No Work Placement Agreement can be sent to the company unless the work placement has been accepted by a School approved monitor. NB2: The completion and signature of the Agreement means that a work placement has been accepted and therefore the student is no longer available for any other possible contact with other companies. C Legal Aspects The dates given in the Work Placement Agreement define the length of the legal protection. The student is not authorised to change the dates of the work placement without informing the Work Placement Department of the School, even if an agreement has been reached with the company. In case of change, an amendment to the original agreement must be in writing. The Work Placement Agreement must cover the mandatory period of the work placement. Therefore it is impossible to sign an agreement which goes beyond the date of the first day of term also a graduate may not use a Work Placement Agreement after graduation. 4 Insurance A Accidents at work The student is covered during the period of the work placement against workplace accidents only when the Agreement has been signed by the company, the School and the student. B Use of a personal vehicle If the student, during the work placement and as part of his/her assignment, is required to use his/her personal vehicle, he/she must first inform his/her insurer to be sure that the insurance will be valid in case of an accident. If that is not the case then a temporary insurance policy must be taken out. 5 Administrative formalities when going abroad Specific procedures must be followed to enter certain countries (visas, vaccinations, specific authorisation, etc.) and sometimes there is a delay of several months (for example the USA, Canada and other countries outside the EU). If the correct procedures are not followed entry in to the country concerned could be refused. Social Security: for all training and work placements abroad, whatever their length, the student must obtain the relative form from their mutual student insurance or from Social Security office so that they have social security coverage. In the absence of this document, 100% of medical expenses will be the responsibility of the student. It is advisable to take out a complementary insurance policy for countries outside the EU, such as the USA, Canada, Australia, etc. 6
7 For all these formalities the student should seek advice from the Work Placement Department of the School. NB: For work placement abroad, students can receive specific financial aid, upon meting conditions from relative institutions. For more information, go to the Work Placement Department of the School. III: DURING THE WORK PLACEMENT 1 Monitoring by the School A School Tutor A coaching is organized by the School that is represented by a School Tutor. Each student is assigned a School Tutor. Tutor coaching includes: - One phone meeting at the beginning of the work placement with the student, - One or two phone meetings half way through the work placement with the Company Mentor and the student, - One final phone meeting with the Company Mentor and the student in order to assess the project achievement. During this final phone meeting, the assessment will be completed by both School Tutor and Company Mentor. School Tutor can also: - give advice regarding technological and methodological conditions, - give help in case of difficulty (student integration in the company, personal relation problems in the company, etc.). 2 Monitoring At the beginning of the work placement, the School Tutor will check: - the work placement location and conditions, - the detailed contacts of the Company Mentor, - the objectives of the mission or project, - the integration process and eventual problems, - the expected results. Half way through the work placement, the School Tutor will check: - the deadline to submit the final report, - the date of the final phone meeting with the company. At the end of the work placement, the School Tutor: - will check the final report with project or mission results, - will supervise the final phone meeting and assessment with the company. Throughout the work placement, if necessary in case of a problem, the student must inform the Work Placement Department as soon as possible, firstly by or telephone. Depending upon the nature of the request a response as well as advice will be given. Administrative problems (agreements, accidents, etc.) are handled by the Work Placement Department. 3 Confidentiality and Business Ethics The work placement in a company is the opportunity for the student to become involved in the organisation and activity of the company. Therefore, the student must behave as a member of the company. 7
8 During the work placement the student must abide by the rules of the company, respecting the use of equipment, working hours, health and safety rules, etc. The student must respect the rules of professional confidentiality. He/She must not reveal any element about the company outside the School and the company. If the student is required to contact other companies to complete his/her assignment he/she must respect the following principle: His/her research may not be presented as an assignment completed for the Programme Bachelor or Burgundy School of Business but as an assignment carried out for the company within the limits of the work placement. However the student does not have to reveal the name of his company for whom he/she is working to the interviewee. Finally, students are reminded that during a work placement they are ambassadors of the School and, as such, they must behave irreproachably. Any disregard of these obligations may be followed by disciplinary procedures, with the sanctions outlined in the Internal Rules of Burgundy School of Business. IV: VALIDATION OF THE WORK PLACEMENT 1 Written report At the end of the work placement a written report is required following the below mentioned criteria: A Contents Cover Sheet in the format of Burgundy School of Business (see form in appendix) Description of the Company: Legal status, activities set-up, organisation (organisation chart of the company and of the department in which the student was posted), policies (sales, financial, technical, human resources) and the company s environment, especially the competition Trainee/student s responsibilities: Trainee s position in the company, assignments given and carried out; analytical description of the mission or project and relative conditions and results Synthesis and recommendations regarding the mission or project Work placement conclusions, in term of professional and personal experience in the company. The focus should be on the competencies acquired during the work placement period. (see specific form in appendix). B Format 20 pages, 8,000 words (excluding appendices) typed, single sided, spacing 1.5, font Arial 10. C Printing Two copies of the report should be printed: 1 for the company (paper format¹ or electronic according to the company s preference), 1 electronic copy for the School. IMPORTANT: The company has to read the report before it is sent to the School. The file name of the electronic report, in Word, must be: "NAME_firstname_BACHELOR3Astage.doc". 8
9 NB 1: if the filename is incorrect, the work of the student could be lost or deleted due to an identical file name. The student is advised to save an electronic copy of his report on a CD, or USB key in addition to a copy on the hard drive of the computer. NB 2: for the paper format the typing, printing, copying and binding are not done by the School. The report must be sent to the address: rapport.stage@escdijon.eu D Submitting work placement report The student must submit his/her report to the Work Placement Department, Burgundy School of Business, by , by the last day of the work placement. Except for a case of force majeure, duly justified, any late submission of the report may be penalised. All reports submitted in after one month will be awarded a zero and the student will have to do another work placement. Failure to meet these conditions could result in student not graduating. The student has to ask his/her company mentor for a signed COMPANY ASSESSMENT which he/she must obtain before leaving the company. This company assessment is to be submitted to the Work Placement Department of the School. 2 Evaluation of the work placement The report is evaluated following the following marking/grading scheme: - written report 50 % - assessment by the company 50 % See assessment forms in appendices. The Work Placement Department will send the report to the teacher in charge of marking it. The assessment by the company is requested to the mentor by the Work Placement Department of the School, at the end of the work placement. Both report marking and work placement assessment are registered in the school IT records. All missing company assessment will result in minus 30% off of the student final mark. 9
10 V: PRACTICAL INFORMATION 1 ADMINISTRATIVE FORMALITES For the following points: request for work placement, Work Placement Agreement and employment contract, insurance, work placements abroad, registering process, using information technology. Refer to the specific guidelines "Work placement" on the School web site heading "Mes outils stage". 2 WORK PLACEMENT DEPARTMENT AT BURGUNDY SCHOOL OF BUSINESS The Work Placement Department, Burgundy School of Business is available to assist students with their administrative formalities, for assistance in the event of problems and to submit evaluations and validations. Tel. (33) (0) Fax. (33) (0)
11 NOM Prénom DE L'ELEVE STUDENT s NAME First name RAISON SOCIALE DE L'ENTREPRISE COMPANY NAME Adresse de l'entreprise Company address NOM Prénom du Tuteur Entreprise Company Mentor's NAME First name Téléphone Tel. Messagerie NOM Prénom du Tuteur École School Tutor's NAME First name DATE DEBUT DE STAGE DATE: start of work placement DATE FIN DE STAGE DATE: end of work placement WORK PLACEMENT REPORT (PERSONAL PRESENTATION TO BE INSERTED IN THIS SPACE) ANNEE SCOLAIRE ACADEMIC YEAR PROGRAMME * CURSUS ** Date du rapport Report date * Programme: PGE - MASTERS- BACHELOR ** Cursus: Y1 /Y2 / Y3 11
12 BACHELOR PROGRAMME 3rd Year INTERNSHIP/WORK PLACEMENT ASSESSMENT The School Examiner is kindly asked to complete the following form and return it to Burgundy School of Business - Work Placement Department - BP DIJON Cédex - FRANCE. THE REPORT THEORY THE COMPANY Understanding the company and its environment Understanding the strategy and the organisation Synthesis of the company's performance Interest and context of the mission Understanding and taking into account company environment and strategy /4 THEORY MISSION or PROJECT Objectives and description Description and taking into account of mission or project objectives Carrying out Methodology and technical skills, effectiveness of implementation Results Results and critical analysis skills regarding objectives Quality and relevance of proposals and recommendations, creativity Conclusion Quality of conclusions and realistic approach /12 PRESENTATION AND STYLE General presentation (titles, contents, pagination, references, ) Spelling Professional writing Structure Coherence /4 GLOBAL MARK /20 Global evaluation: Student's NAME First name: COMPANY:... School Examiner/Assessor's NAME First name:.. DATE: Signature: 12
13 BACHELOR PROGRAMME 3 rd Year INTERNSHIP/WORK PLACEMENT ASSESSMENT The company plays an active role in the student s mark. The work placement mentor is kindly asked to complete the following form (please circle the appropriate word) and return it to Burgundy School of Business - Work Placement Department - BP DIJON Cédex - FRANCE. OVERALL BEHAVIOUR PROFESSIONAL APPEARANCE Neglected Good Excellent PROFESSIONAL DEMEANOUR Absenteeism Happy with the minimum Conscientious Does what it takes MOTIVATION, ENTHUSIASM Gives up easily Active Very motivated Gets discouraged INTERPERSONAL SKILLS Not very sociable Easy contact Very sociable Not very open ADAPTABILITY Didn t adapt easily Flexible Very flexible INTEGRATION Didn t integrate the department well Acceptable Excellent NOTE /6 INTELLECTUAL AND PROFESSIONAL APTITUDE UNDERSTANDING OF COMPANY OBJECTIVES Didn t understand assignment objectives well. Acceptable Excellent EFFICIENCY EFFECTIVENESS Insufficient Good Excellent METHODS ORGANISATION Dependent Needs to be guided all the time Needs support at key phases of work Very autonomous Intelligently asks for advice CREATIVITY No imagination expressed Goes off the beaten path Makes original and concrete solutions LOGICAL THINKING Doubtful Acceptable Sound TECHNICAL KNOWLEDGE Insufficient Applies theoretical knowledge Excellent CURIOSITY Indifferent to what is outside of his/her defined subject Refuses encouragements to discover the environment Satisfactorily interested in his/her surroundings Eager to understand the environment ABILITY TO CONVINCE Does not know how to promote his/her ideas enough Does not look to convince Looks to interest his/her entourage with his/her ideas Able to get ideas across and persuade others to implement them NOTE /8 GENERAL COMPETENCIES Deepens his/her knowledge in a specific field Knows how to carry out a mission autonomously Insufficiently Well Very well Insufficiently Well Very well NOTE /6 13
14 COMPANY ASSESSMENT (Add the 3 marks above) MARK.. /20 GLOBAL EVALUATION: Student s NAME First name: COMPANY:. School Tutor's NAME First name:. Company Mentor s NAME First name:. The final assessment of the work placement has been made by the Company Mentor together with the School Tutor on: Date: Signature: Company seal: 14
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