PN Number J1

Date: April 2013

PRACTICE NOTE
J: ASSESSMENT OF PROFESSIONAL COMPETENCE Training guidelines for interview candidates
NOTICE TO MEMBERS These Practice Notes are designed to provide authoritative information in regard to the subject matter covered. They are not to be regarded as providing opinion or advice for any individual case. They are distributed with the understanding that the author is not engaged in rendering legal or other professional services. If legal advice or other expert assistance is required, the services of a competent professional should be sought.

1. Introduction This document is provided to assist those who are current Affiliate members of the Institute with the intention of progressing to Member grade membership. It contains guidelines on how to prepare prior to the interview and provides indications on the form that the interview may take. This document is not part of the Conditions of Membership and in no way constitutes a part of the requirements set out in those Conditions. 2. APC Purpose Clause The Institute places a high level of importance on the need for applicants for Member grade membership to demonstrate a satisfactory level of experience in practical Quantity Surveying. The purpose of the Assessment of Professional Competence (APC) period is to set requirements for the gaining of the required experience, to monitor candidates progress in gaining that experience during employment and to confirm by way of a structured interview that candidates have the level of professional experience expected of a properly qualified Quantity Surveyor in day to day dealings with consultants, contractors, clients and the like. Prior to commencing the APC candidates will have completed theoretical studies and become a member of the Institute in a non-corporate membership category. During the period of the APC candidates are expected to add to their theoretical knowledge and gain a broad range of experience and understanding of practical Quantity Surveying. The range of subject matter for the APC is taken from the Institutes National Competency Standards for Quantity Surveyors. The APC process finishes with a panel interview during which candidates are required to demonstrate their
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experience and knowledge of the profession. The interview is not intended as an examination but candidates are expected to show confidence in their abilities and commercial awareness of what is involved in being a Quantity Surveyor. 3. APC Candidates Clause 2.1.3 of the Conditions of Membership outlines three entry routes for candidates for Member grade membership. Candidates using either route are required to undertake an APC process.

4. Conditions of Membership Interview candidates (interviewees) should have a clear understanding of the Conditions in so far as they relate to the APC process. Clauses 3 to 3.6 cover the submission requirements for APC however Interviewees should be aware of the following associated clauses which may be relevant: Clause 6 : Definitions Clause 3.9 : Appeal Processes Other documents referred to in the Conditions in relation to APC requirements and which interviewees are required to have knowledge of the subject matter include : The National Competency Standards for Quantity Surveyors Construction Economists AIQS Code of Professional Conduct AIQS Reference Scale of Professional Charges and Conditions of Engagement Copies of all the above documents can be obtained from the Institute or downloaded from the AIQS website. 5. Purpose of the APC Interview The panel interview is the final stage of the process to ensure that Corporate Members have the range of experience and abilities expected of a member of the AIQS. Interviewees will generally have satisfied educational requirements and submitted a schedule of work experience outlining details of practical experience obtained over a two year minimum period. This Schedule of work experience is to be substantiated by letters of reference from the applicants supervisor. The APC interview is to assess whether the interviewee can demonstrate the Professional Competence that comes from Practical Experience and Professional Knowledge of competencies.

The AIQS considers that an experienced Quantity Surveyor such as those entering by the Pathway three should in addition have attributes such as the following : Management competence Commercial awareness and contractual and legal understanding Communication skills and the ability to maintain professional relationships A commitment to professional standards Professional judgement and responsibility

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It is accepted that after a comparatively short period of Practical Experience younger candidates may not have had the time to develop all of the required attributes fully. However, they should be able to show development in core skill key areas and be able to display a theoretical knowledge of other areas. They should be able to explain how they would access the appropriate knowledge and skills should they be called upon professionally to do so. 6. Preparation prior to the Interview Prior to the interview interviewees should: Read and understand the appropriate clauses of the Conditions of Membership relating to the interview Complete a Schedule of Work Experience and obtain letters from Supervisors substantiating this experience Identify as far as possible personal strengths and weaknesses in regard to Practical Experience and Professional Knowledge Undertake any necessary study to understand subject matters for interview Interviewees will be advised of the time and venue for the interview. It is important to arrive on time although a wait may occur whilst an earlier interview is completed. If you are unable to make the designated time advise immediately so that a new time can be made. Under no circumstances should you fail to turn up for the interview. The panel members time is valuable and if you do not present yourself for the interview you may have to wait up to six months for another date. 7. Format of the Interview The interview panel will usually comprise three senior corporate members of the chapter or section but on occasion a smaller panel may be used. The Chairman of the panel will be the Chapter President or his appointee whose role will be to: Greet the interviewee Introduce the panel members Make an introductory statement outlining the interview processes. Chair the interview Bring the interview to an end and ask you to withdraw at the conclusion Guidelines as to the subject matter for the interview are set out in Section 3.6 of the Conditions of Membership. The listed summaries of experience requirements and competencies are likely to be used as the agenda for the interview and in formulating questions. Basically the interview comprises two parts:1) The first part covers the experience gained over a minimum of two years, which should be predominantly in two of the three experience groups. Interviewees are not required to have experience in the third category but should be able to answer questions on the subject matter. The candidates APC submission and samples of work are used for this part of the interview. 2) The second part of the interview covers Professional Knowledge and deals with theory more than practice. Many of the specialities listed are not encountered by Quantity Surveyors with limited years of experience and interviewees are unlikely to be penalised for lack of knowledge of some of the more obscure specialisations. The approach to the four knowledge sub-sections should be as follows : All interviewees should expect one or more questions on the Code of Professional Conduct.

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A question should be expected about the calculation of professional fees but it may be more general and not necessarily on the AIQS Reference Scale. The Support Competencies are regarded as being important since they relate to the three experience groups covered in the AIQS Core Competencies. Interviewees will be questioned on these matters in detail and are expected to answer all questions. Interviewees are expected to have studied the specialisations and have some understanding of the subject matter but failure to answer all questions would not be a cause for failure.

The actual time taken to carry out an APC interview will vary depending on the candidates ability to satisfy the panel of their appropriateness for elevation. As a guide the proposed timing of the interview shall be as follows: Introduction and welcome by the panel Candidate explanation of education and experience Questions from panel on competencies Questions from panel on Code of Conduct Questions from panel on guideline scale of fees Final general questions from panel TOTAL 5 minutes 10 minutes 15 minutes 5 minutes 5 minutes 5 minutes 45 minutes

8. Conducting the Interview The Interview is the candidates opportunity to demonstrate their professional competence based on experience and to make their case for membership. Questions should be clear and concise and not open to misinterpretation. If you do not hear, or do not fully understand a question then ask for it to be repeated. Your answer should be considered and factual. Remember there is often more than one right answer to a question and your answer can lead to discussion. Candidates come from a variety of employment backgrounds. You may work as a Professional Consultant, in a Government Department, for a Contractor or in a Commercial Undertaking and you should answer practical experience questions from that point of view. Panel members have a duty to treat all interviewees equally, whatever their background, and adopt a consistency of approach with all candidates.

10. Pass or Fail? Candidates will not be told the result of their interview at the interview. The decision will be communicated in writing by the National Membership Officer and this shall be the only binding notification. The candidate should expect to be notified within a maximum of 6 weeks from the time of the interview. For unsuccessful candidates they must be notified in writing of the reasons for the decision stating those aspects of the APC process where they failed to satisfy the panel. If a candidate is unsuccessful they are usually referred for a period of 6-12 months prior to sitting another APC Interview. This is to give the candidate sufficient time to gain experience that was lacking form the core competancies.

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When interview candidates are unsuccessful a follow up process may be carried out by either the chairman or a member of the panel. This usually takes the form of a telephone call to the candidate to discuss his or her performance at the interview and what the candidate can do to prepare for a further interview. The Institute regards this counselling process as being an important part in helping candidates to successfully complete the APC process. 11. Appeal Process The AIQS established Appeal Processes in 2003 based on the concept of natural justice. APC candidates have a right of appeal if they feel that specific requirements of the Conditions of Membership have not been followed during the interview process. Please refer to section 3.9 of the Conditions of Membership for further information.

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