Overview
Opportunity: Facility Services Department staff identified an opportunity to partner with a post-secondary institution to offer students in the industry hands-on property management experience in a municipal environment. This would complement their studies and contribute to their operations experience. In addition, the city could benefit from the fresh perspectives and insights the students bring. The department’s first-ever field placement program was developed to make this a realization. As a municipal leader in the industry, the department wanted to also explore this innovative program to lay groundwork for future recruitment outreach opportunities
Action: We believed that this approach would be effective because it could provide eligible students with the opportunity to apply the skills learned in the classroom to the workplace in a volunteer setting and help to develop their professional skills. It’s a win-win! They get hands-on experience, and the city benefits by keeping apprised of new and current technology and industry models. This approach could be implemented entirely in-house by staff-driven operations, with no direct costs. Seneca Newnham Campus offers the Mechanical Engineering Technology, Building Sciences Program, which is a perfect fit with the city of Vaughan's facility services department and their role as property managers for 89 city buildings, properties and facilities. In addition, the city has a good working relationship with Seneca College as a number of Facility Services management staff have teaching experience with this institution and/or other public agencies. This type of program would also align with the City’s Service Excellence Strategic Plan as it relates to supporting active, safe and diverse communities, staff engagement, operational performance, and ultimately citizen experience.
Challenges: As with most government and public agencies, administrative processes can be challenges in the development and rollout of a new program. Effective communications (meetings, email correspondence) clearly outlining roles, responsibilities and expectations helped to effectively manage these processes. Ensuring all requirements and risks associated with offering the program were vetted and assessed through the proper channels (office of the chief human resources officer, risk management, CUPE union).
Achievements: Over an eight-week period, students experienced on-the-job placement through staff-guided site visits while learning about property management and operations for city facilities. Five students successfully completed the 10-day field placement program. The field placement took place in various city sites, including Vaughan city hall, the joint operations centre (JOC), community centres, libraries and spanned across several internal departments such as fire and rescue service, recreation services, Vaughan public libraries, with facility services taking the lead.
Students assisted with the development of standard operating procedures (SOP); conducted research and benchmarking (surrounding municipalities and public sector); participated in on-site visits — operational bays, mechanical & electrical rooms, etc.; and interacted with management staff, foremen, tradespeople and operations staff, with the opportunity to ask questions along the way.
On April 29, 2019, all the field placement students were presented with certificates of appreciation at a ceremony with members of council, Seneca College administration, as well as city of Vaughan staff from facility services, recreation services, environmental sustainability, and the office of the chief human resources Officer. The program and ceremony were extremely well received, with appreciation expressed by the students, Filimon Tsionas, professor and program coordinator, Seneca College, and city staff. Through this program, the city gained insight on new technology, tools and creative ideas to enhance facility management, with a better understanding of current learning methodology and research techniques.
In-House Participants
Facility Services, Office of the Chief Human Resources Officer, Risk Management, Vaughan Public Libraries, Recreation Services, Fire & Rescue Service, Environmental Sustainability, CUPE Union
