PN Number J1

Date: February 2017

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 intend to apply for 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 may have
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
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.

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Practice No. J1 – Training Guidelines for APC interview candidates
3. APC Candidates

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.

Interviewees should be aware of the following sections of the Conditions of Membership which may be
relevant:–
• Definitions
• 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

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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Practice No. J1 – Training Guidelines for APC interview candidates
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 experienced Corporate members of the Chapter or
Division 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 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.
• A question should be expected about the calculation of professional fees

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Practice No. J1 – Training Guidelines for APC interview candidates
 • 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 candidate’s 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 5 minutes

Candidate explanation of education and experience 10 minutes
Questions from panel on competencies 15 minutes
Questions from panel on Code of Conduct 5 minutes
Final general questions from panel 5 minutes
TOTAL 40 minutes

8. Conducting the Interview

The Interview is the candidate’s 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 Membership Services 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
from the core competencies.

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Practice No. J1 – Training Guidelines for APC interview candidates
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 the Conditions of
Membership for further information.

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Practice No. J1 – Training Guidelines for APC interview candidates