Internship Guidebook

Jan 2013
Version 1
Prepared By
Sharmini Gopinathan
MSc. Strategic Business IT
Department of Information Technology
Kolej Tafe Seremban

IST OF CONTENTS
1. Welcoming Message----------------------------------------------------------------------2. Introduction---------------------------------------------------------------------------------3. Mission of the internship program------------------------------------------------------4. Benefits of the internship program------------------------------------------------------5. Types of internships-----------------------------------------------------------------------6. Internship requirements------------------------------------------------------------------7. Internship evaluation and supervision-------------------------------------------------8. Essentials components of successful internship--------------------------------------9. Final note-----------------------------------------------------------------------------------10. List of appendices--------------------------------------------------------------------------

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ELCOMING

ESSAGE

Thank you very much for your interest in the Faculty of Information Technology internship program.
You have now discovered one of the great treasures Kolej Tafe Seremban (KTS) has to offer.

The guide outlines the reasons for the internship program and what is expected from
you during your training. Your participation in the internship program offers a
pathway to success as you enter into the business & Industrial community. The
internship program offers you the opportunity to work in a position directly related to
your college/department experience.
Please remember that you represent Kolej Tafe Seremban, your department as well as yourself
during your assignments. How you perform, both professionally and morally, will reflect on
you and the university and could affect the placement of future students.
Kolej Tafe Seremban is confident that you will come out of the internship program experience
professionally rewarded and enriched with new experiences and make the department
proud.
We wish you all the success

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NTRODUCTION

To enhance the academic education in all the Faculty of Information Technology majors at Kolej
Tafe Seremban through field and practical experience in the industry, both colleges offer an
internship program for all its students as one of its core/elective courses.

An internship program is an active learning experience in which students learn by

taking on a responsible role as a worker in an organization. It enables students to gain
practical experience in areas of administration, planning, and leadership under the
direction of supervisors from both the organization and the college. Internship
program is designed to augment academic experiences by helping to bridge the gap
from the academic to the professional working future.
The internship program enables students to participate in and observe daily industry
work related to their major. The internship should be a structured learning
experience in which interns and professionals in the field are allowed to interact with
each other and other external professionals. The internship allows students to use the
skills and experience they have gained during their studies at Kolej Tafe in ways mutually
beneficial to them and their respective industry sponsor.

ISSION OF THE INTERNSHIP PROGRAM

The mission of the internship program is to provide students at Kolej Tafe Seremban with the
relevant opportunities to discover and explore practical applications of academic
theory and experience in a professional working environment to enrich their personal
and professional development

ENEFITS OF INTERNSHIP PROGRAM

A. TO KOLEJ TAFE SEREMBAN STUDENTS

Through the internship program, students will gain the following:
To provide an appreciation of the types of work involved with their major
before they actually enter the job market;
To enable students to learn the technical, leadership and interpersonal skills
they will need to succeed in their future careers;
To improve ability to make career related decisions;

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To increase students professional judgment, sense of professional

responsibility and self confidence;
To provide specific preparation for employment in a career or field of interest
to students;
To help students to discover their strengths and overcome their weaknesses;
To enable successful transition from college education to work upon
graduation;
To help students in establishing professional work habits and attitudes;
To provide students with a chance to integrate theories learned in class with
real life situations; and
To increase students employment opportunities at the sponsoring organization

B. TO THE SPONSORING COMPANY OR INSTITUTION

Through the internship program, the sponsoring company of institution will gain the
following:
It provides the sponsoring company or institution with an opportunity to have
students with fresh ideas work on an issue or a problem currently facing them.
Internships may also provide employers with a risk-free chance to try potential
employees before actually hiring them.
It provides employers at minimal cost qualified resources that can be put to good use
to work on current projects.
Internships revitalize the learning process for employees of the company or
institutional since they will be teaching students and will need to review and refresh
their information to meet the demands of the interns.

YPES OF INTERNSHIPS

Internships may be regular/local, regional, international, or self-initiated.

A. Regular/Domestic: A public sector or governmental company, non-profit or
private for-profit company may communicate with the college with an interest
in hiring qualified students and may select interns from a pool of in-house
applicants. Some companies may advertise nationally for internships and such
cases KOLEJ TAFE SEREMBAN students must compete with outside candidates for these
positions.
KOLEJ TAFE SEREMBAN Colleges in coordination with Career Services and Deanship of
Institutional Affair will aggressively pursue establishing Institutional
Relationships with Companies and secure some internship opportunities as
part of the institutional relationship agreement. Career services and the
Colleges will also contact local companies to attempt to secure internship
opportunities for the students.

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Special Internships may also be set as an endowment/sponsor by companies,

officials or by individuals. This is long term plan for the KOLEJ TAFE SEREMBAN, and no
such
sponsored internships exist currently.
B. Regional: Through the Institutional Relationships that KOLEJ TAFE SEREMBAN is
currently
pursuing with regional companies and institutions. Internship opportunities
may be pursued as part of the institutional relationship agreements.
C. International: Through the Institutional Relationships that KOLEJ TAFE SEREMBAN is
currently pursuing with International companies and institutions. Internship
opportunities may be pursued as part of the institutional relationship
agreements.
D. Self-initiated: A KOLEJ TAFE SEREMBAN student may secure his or her own internship
in a
domestic, regional or international company or institution. A student would
need prior approval from the HOD and Principal of the College before commencing his/her
internship.

NTERNSHIP REQUIREMENTS

A. Academic Requirements
The academic internship is a requirement of all undergraduate programs in the
College of Business Administration but is an elective for College of IT students; it is
usually equivalent to three credit hours and it is delivered over a minimum of six
weeks. College of IT students will be encouraged to take the internship elective to
enhance their classroom learning experience and for the benefits specified above.
Course requirements include finding and joining an approved internship program,
registering for the internship course (CT 3220), and completing and
submitting all paperwork needed to evaluate the internship and students
performance. Forms include but are not limited to

1. A request for internship or approval of an internship (see appendix A); a request

for self initiation internship (see appendix B) with a current resume (see appendix
C for CV preparation hints);
2. Registering for the internship course
3. Internship student undertaking form (see appendix D)
4. A letter of offer from the employer if self-initiated;
5. Students Evaluation of his/her experience in the sponsoring organization (see
appendix E);

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6. Industry Supervisors evaluation of the students performance in the sponsoring

organization (visitation report - see appendix F);
7. KOLEJ TAFE SEREMBAN supervisors evaluation of the students performance in the
sponsoring organization (see appendix G);
8. Students final project report and oral presentation guidelines (see appendix H)

B. Eligibility and Application Procedure

A student may participate in the internship program if he/she has satisfied the
following requirements:
Students must have successfully completed at least 84 credit hours
Student has a GPA of 2.5 or higher, and the Student must not be on probation.
Students must be an active learner, having been enrolled in the previous
semester
Consent of the HOD / Principal
The internship requires a completed application and a recent resume. Deadlines for
submission of application materials will be set by the College. If a student does not
include all required material requested in the application or submit the application on
time, he/she may risk being eliminated from the internship program. The career
services office may take complete application packages and send them to potential
employers for consideration by the employer or the college can nominate students to
specific organizations. When a student is selected by the company either the college
or the company will notify the student. The student must be committed to the
internship program and is not allowed to accept the internship and then reject after
starting the internship. In such cases, a student will receive a grade of F for the
internship course. The application procedure includes filling in the necessary
application forms along with a recent resume.

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C. Criteria for Approval of Internship

For internships that are self-initiated by the student, the following criteria will be
used in approving the internship:
1. The summer internship must be full-time, minimum of 6 weeks
assignment.
2. The internship must be in an area closely related to the students major
and must have added educational value.
3. The company or institution will provide an on-site supervisor for the
student.
D. Waivers
Waivers for internship come only in the form of credit transfer. For those students
who are employed in a relevant field to their major and/or have relevant experience,
the can apply for credit transfer. The college credit transfer committee makes the
decision on whether the student will receive credit for the 3-credit hour internship
course.

E. Clerical duties
Clerical duties such as filing, clipping, phone duty, copy, and serving as receptionist is
in no way appropriate and it is not allowed for internship students. Students should
report to their faculty supervisor if such incidents occur. Though some clerical duties
might be needed in the job, they are not acceptable if assigned on a continual basis.
The college will contact the employer immediately if such incident is recorded to
remedy the problem.

F. Assessment Strategy: Monitoring and Grading Academic Internships

Students will adhere to the following requirements:
Students are expected to file various reports and documents to the supervising
faculty.
Students are expected to keep a learning log book.
At the End of the Internship, the Industry supervisor will submit a formal
written report highlighting the students performance and professional
competencies and skills emphasized by the KOLEJ TAFE SEREMBAN.

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The Supervising faculty is expected to make one visit to the student in the
working environment (for local internships only).
The student will do a public presentation at the end of the internship for the
supervising faculty, other faculty members invited and invited students.
Based on all the above, the supervising faculty will evaluate the students work
and assess a grade for the course.

Documentation and grading of the internship: Documentation and grading of the

internship learning experience may be done in a great variety of ways. The following
are the various methods required from KOLEJ TAFE SEREMBAN interns in order to complete the
internship course:
Log Book (10%): students are required to enter a summary of their work and
overall experience daily for the entire duration of their internship. It is
recommended that students follow a regular format (See template in Appendix
I). Commonly used format for writing the log book is as follow:
Date and Activity performed
Who I worked with today
What did I learn?
How did I move toward achieving my objective development of my
skills? or what else did I learn that was helpful to my personal or
professional development or
Progress reports (10%): At regular intervals (every two weeks, students are
required to provide the internship advisor with a progress report of their
experiences and how they are moving toward the achievement of their
objectives. Progress reports could include some of the following:
o Product samples: if the student was engaged in an experience where a
product of any kind was involved, a sample of that product is provided
with a thorough explanation of the students involvement in the
creation/development, etc., of that product.
o Annotated Bibliography: Most of the time the employer will have
professional periodicals or other resources where the student has access
to them or it is part of their responsibilities to use. An annotated

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bibliography of these periodicals or other resources requires the

student to give some critical evaluation to these documents.
Final Report (60%): All students are required to provide a scholarly written
report of the achievement of their learning objectives. The format of the
report will be outlined at the end of this guide.
Oral Presentation: (10%): When public speaking and presentations are
commonly part of the career field, often a public presentation is required.
The student and internship advisor should discuss the format and venue of
the presentation. Regardless of the venue, the student is expected to present it
as a professional to peers rather than as a student to a class.

Employer Evaluation (10%): Each employer is mailed a formal evaluation

form near the end of the internship program to provide feedback on the
students performance during the internship

NTERNSHIP EVALUATION AND SUPERVISION

The supervising faculty supervises the interns and evaluates their academic
performance and assigns a grade upon successful completion of the course. Faculty
supervision assures that an internship provides the educational opportunities and
course outcomes are achieved. The evaluation assesses whether a students work
meets the Colleges standard.

Supervision is necessary to:

1. Ensure that a faculty member is available to the student and the
company supervisor to advice on ways to enhance and enrich the
internship experience.
2. Assist in solving problems that jeopardize the students internship
experience.
3. Determine the grade for the student in the internship course.
4. Evaluate the internship opportunities on a continuous basis to
recommend whether or not students should be sent a particular
company again or not.

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Faculty supervisor duties include:

1. Contact both the student and the company/institution supervisor
during the internship.
2. Conduct an on-site visit to local interns once during the internship
duration.
3. Continually check the students learning log book.
4. Contact the company/institution supervisor based on feedback from
the learning log books to advice on ways to enhance the students work
experience.
5. Grade the students final report and presentation.
6. Evaluate the company/institution supervisors final report.
7. Assess the students performance and assign the course grade.
Important Note: Neither the College nor the College Faculty nor KOLEJ TAFE SEREMBAN is
responsible
for any personal injury, loss, nor death while a student is engaged in the internship
nor while traveling to or from the internship.

SSENTIALS COMPONENTS OF SUCCESSFUL INTERNSHIP

Communication: It is imperative that students submit the correct contact
details with the university administration, the internship supervisor. No
student will be allowed to proceed with his internship until such contact
details are provided.
Training Schedule: Once you have identified and been accepted by your
preferred or nominated internship sponsor company, it is important that you
agree upon a formal training program and schedule (see appendix J for
guidelines for training plan and reporting). This will avoid any uncertainty
and doubts about what you are expected to achieve during your training
period. If the Sponsor Company does NOT have a formal training schedule,
then please see the internship Coordinator as soon as possible to enable contact
with the Company. Appendix (K) sets out your introductory letter to the
Training Sponsoring Company. Kindly ensure that this is handed to your
internship Supervisor in the Company as soon as possible.

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o Be flexible during your training. As long as there are no major

deviations from your overall training schedule, then this is acceptable
as companies often face personal emergencies and movement of staff.
If there are major changes envisaged to your training program then
again contact your internship Coordinator.
o Take notes while training. Ask questions and don't be shy to make
observations and constructive suggestions. Remember, the internship
training is your chance to impress the company about your
employment chances and that you will make a good employee.
Appendix (L) sets out some general "TIPS" for effective internship
training.

Final Report: The Colleges have no hard rules about the format and style of the
final Report. However, it is important that the following is observed:
a)

Quality is more important than Quantity. A precise 25-page Report that

captures the major points well is more impressive than a recycled 60page report that does not clearly show the student's contribution.

b)

Be precise. The Report should include the main reasons WHY the
topic was chosen, what is hoped to be achieved, and the conclusions
drawn from the experience.

c)

Incorporation of your Sponsoring Company Training into the Report.

Very often the final submitted Report seems to be composed of two
totally unrelated parts one dealing with what happened at the
company, and the next being a Technical Report. Try to "tie" the two
together, by identifying what have been the major issues you observed
during your formal training that supported the relevant theories that
you took at KOLEJ TAFE SEREMBAN, or disproved them. This would make your
training
analysis more realistic and showed that you are aware of broader issues.

d)

Please quote references where appropriate and try to widen your bibliography
to beyond a few casual internet searches. Our library is rich in books and
journals. Appendix (H) contains useful hints on internship Report format
and contents outline.

Reporting Timeframe: Internship Supervisor has his own preferred reporting

timeframe and reporting format. Please agree beforehand on what is required to
avoid frustration and disappointment. If you do miss a deadline please advise
your Supervisor and explain WHY you missed the deadline and, more
important, when you WILL COMPLETE.The following reporting
schedule has been generally followed; but again, please agree with your
Supervisor on what is preferred.

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Submit to Internship advisor/coordinator/ supervisor

Activity/Type of Report
Internship training program
First Log Book
Second Log Book
Third Log Book
Fourth Log Book
Fifth Log Book
Sixth Log Book
First progress Report
Second Progress Report
Third Progress Report
Final Report
Oral presentation

Deadline

Internship Grading (see appendix M)

a.

The earlier you submit your Final Report to your internship advisor,
the sooner your advisor will have plenty of time to review your Final
Report. If you have been in constant communication with your
advisor, there WILL BE NO SURPRISES, as too often students just
turn in their FINAL REPORTS at the last moment and this is the
FIRST TIME the two sides have met!

B.

Come prepared (Oral presentation). Nothing is worse than a student

turning up for his examination totally unprepared, has not reviewed his
project, not carried out a "rehearsal run" beforehand and seems
uncertain about his subject. Your Supervisor is there to guide you. If
agreeable, carry out a "mini" rehearsal presentation with him/her.

INAL NOTE

Internship can be an enjoyable experience if you approach it with an independent and

eager mind to explore the real world and for some to apply academic principles and
theories into practice. It is an important stage of your academic life where you need
to prove to the world you have what it take to be in the professional world.
We wish you all the success with your internship

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IST OF APPENDICES

Appendix
A:
B:
C:
D:
E:
F:
G:
H:
I:
J:
K:
L:
M:

Form
Internship request/approval application form
Self initiation internship form
CV preparation hints
Internship student undertaking form
Student Internship evaluation form
Industry supervisors evaluation form
KOLEJ TAFE SEREMBAN supervisors evaluation form
Final report guidelines
Log book template
Guidelines for training plan and reporting
Introductory letter to the sponsoring company
Tips for effective internship training
Internship grading form

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[APPENDIX A]
[INTERNSHIP REQUEST/ APPROVAL APPLICATION FORM]

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INTERNSHIP REQUEST/APPROVAL APPLICATION FORM

Internship proposed start term:
Student name:
Student ID:
Contact E-mail:
Mobil:

-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

PART A TO BE COMPLETED UP THE STUDENTS

1. At the time when the Internship begins, will you have completed junior year level?
Yes__________ No _____________
2. Is your grade point average equal to or greater than 2.5?
Yes__________ No _____________

INTERNSHIP COMPANY/INSTITUTION PREFERENCE:

3. Below please indicate the first three preferred companies/institution that you
would like to be placed in:
1. ___________________________________
2. ___________________________________
3. ___________________________________
RESEARCH TOPIC AREA OF INTEREST FOR THE FINAL REPORT
4. Please list at least two internship research topic area of interest:
I)
II)
III)

----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

PART B FOR DEPARTMENT USE ONLY

1. Academic Performance
A. Major GPA:-----------------------------------------------------------------------------B. Accumulative GPA:---------------------------------------------------------------------

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C. Observation: ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------2. Proposed Areas of Internship research:

A. Acceptance
B. Not acceptable
3. Assigned Internship Advisor & supervisor
--------------------------------------------------------------------------------------------------------------Internship Coordinator:
Signature
__________________________________

Date: _________________________

Note: KOLEJ TAFE SEREMBAN does not guarantee a student will be placed in his preferred
companies.
Student placement is based on concrete criteria based on number of opportunities
available and selection criteria of interns to the best interest of both the companies
and KOLEJ TAFE SEREMBAN.
_________________________________
_
Student Signature

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Date: ____________________

[Appendix B]
[Self Initiation Internship Application Form]

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SELF INITIATION INTERNSHIP APPLICATION FORM

Internship proposed start term:
Student name:
Student ID:
Contact E-mail:
Mobil:

-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

PART A TO BE COMPLETED UP THE STUDENTS

1. At the time when the Internship begins, will you have completed junior year
level?
Yes__________ No _____________
2. Is your grade point average equal to or greater than 2.5?
Yes__________ No _____________
Internship company/institution Information:
Company/Institution Name:
______________________

Supervisor:_____________________

Address:______________________
_______________________
_______________________
P.O. Box
city
Zip Code
Phone #: ______________________
Fax:________________

Start Date:_______________

Website: ________________

End Date:_____________ Total # of

weeks:__________

# of weekly hours :____________

Give a brief description of job duties:

RESEARCH TOPIC AREA OF INTEREST FOR THE FINAL REPORT

3. Please list at least two internship research topic area of interest:

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I)
II)
III)

----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

_________________________________
_
Student Signature

Date: ____________________

PART B FOR DEPARTMENT USE ONLY

1. Academic Performance
A. Major GPA:-----------------------------------------------------------------------------B. Accumulative GPA:--------------------------------------------------------------------C. Observation: -----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

2. Proposed Areas of Internship research:

A. Acceptance
B. Not acceptable
3. Assigned Internship Advisor & supervisor
--------------------------------------------------------------------------------------------------------------Internship Coordinator:
Signature _________________ Date: _________________________
For HOD / Principal Use only:
Approved:_________________Not Approved:__________________
HOD/ Principal Name: _____________ ____
Signature:______________________
Date:___________________

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[Appendix C]
[CV Preparation Hints]

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CV PREPARATION HINTS
A CV should be concise, factual and informative about you, your achievements and
your expectations. The layout and contents should be appealing with no spelling
mistakes as this will put employers off. Contents should include the following at a
minimum:
a) Name, full contacts address and contact numbers/email;
b) Your objective: what are you seeking to achieve by carrying out this training,
and what is it you can contribute? Be positive but realistic.
c) Personal data section: Date of Birth, Nationality, Marital status
d) Education: Start with current education, Department, Major, Courses taken
and GPA score. Then add your secondary school.
e) Work experience: Dont be shy, put down any meaningful part time
jobs/temporary summer assignments by date, company name, and your main
responsibilities and duties. About all what did you achieve?
f) Extra curricular activities: What is it that you like doing outside academic
work? Swimming? Football? Say so and be specific.
g) Positions of responsibility: Employers look this. Were you ever in a position
of responsibility and what did you achieve? (e.g, project team leader, etc.)
h) Languages: Show how
(reading/writing/speaking)

proficient/good

you

are

in

languages

i) Computer literacy: Specify any working familiarity with any computer

programs. Dont say I like the Internet
j) Hobbies/interest: This can be combined with (F) if you like but some keep it
separately.

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[APPENDIX D]
[INTERNSHIP STUDENT UNDERTAKING FORM]

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INTERNSHIP STUDENT UNDERTAKING FORM

Internship Program
I,

ID No.

hereby agree and understand that:

a) I will communicate regularly with my Internship advisor during and after the
Internship program period.
b) I will submit the progress reports and other documents (internship plan,
supervisor contact detailsetc) on time and according to the prescribed form and
content.
c) I will complete and submit my Internship report, in the prescribed form and
content, by the deadlines specified on the Internship policies stated in the
Internship Guide.
d) I will deposit two thermally bound copies of my final Internship report with the
Internship advisor no later than _______________ and perform an oral presentation
on _______________
e) I will present my Internship report no later than _____________________
f) Failing to submit and/or present my Internship report within the specified
deadlines will subject me to the penalties indicated on the Internship policies.
g) I have read and understood the helpful tips for effective Internship program.

SIGNATURE

DATE

PAGE 24

[APPENDIX E]
[STUDENT INTERNSHIP EVALUATION FORM]

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STUDENT INTERNSHIP EVALUATION FORM

Dear student,
Your feedback on the internship program helps us improve the services we provide to
students. Your comments are not shown to employers. Please return the form to
your college Dean.
How satisfied were you with the following?
Very
satisfied

Very
dissatisfied

Sponsoring organization
Your internship experience, overall
Employer and on site supervisor, overall
The nature of the work assigned to you
Quality of supervision and feedback
Exposure to profession beyond your
specific assignments

1
1
1
1
1

2
2
2
2
2

3
3
3
3
3

4
4
4
4
4

5
5
5
5
5

12

12

12

12

Skills acquired
I developed new skills and knowledge as a
result of the internship
This experience helped clarify my career
goals
I am better prepared to enter the work force
as a result of this internship
I would recommend my internship
organization to another student

What did you like best about your internship experience?-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------Did the experience change your mind about your career plans? Yes --------- No--------If yes, explain-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

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What could your internship coordinator/advisor have done to improve your intern in
the future? ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------Are there any reasons why we should not place interns at this organization in the
future?-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

Additional comments----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

Students signature

Date

Thank You

PAGE 27

[APPENDIX F]
[INDUSTRY SUPERVISORS EVALUATION FORM]

PAGE 28

INDUSTRY SUPERVISORS EVALUATION FORM

INTERN EVALUATION
Student Name:
Supervisors Name:
Internship
coordinator/advisor:

---------------------------- Internship Site: ------------------------------------------------- Date:----------------------------------------------------------------------------------------------------------------------------------------------------------------------------

INSTRUCTIONS: Please rate your interns performance

1.

Attendance:

2.

Punctuality:

8.

Never absent
Dependable
Usually dependable
Not regular enough in attendance
Too frequently absent

Works well with others

Usually gets along with others
Prefers to work alone
Does not work well with others
Is antagonistic

9.

Never tardy
Seldom tardy
Needs improvement
Very often tardy

Appearance:

10.

Is excellent in appearance/dresses
appropriately
Is good in appearance/frequently
dresses appropriately
Should make efforts to
improve/frequently dresses
inappropriately
Often neglects appearance/dresses
inappropriately most of the time
Is extremely careless

4.

Initiative/Motivation

11.

Is resourceful; looks for things to do

Takes very little initiative; requires

urging

5.

Maturity

12.

Demonstrates maturity consistently

Is positive

Is fairly positive

Is rarely positive

Is negative

Is openly hostile

Work habits

Courtesy
Is very courteous and very

PAGE 29

Attitude

Is industrious: stays on task

until completed
Seldom wastes time: is reliable
Wastes time occasionally: is
usually reliable
Frequently wastes time and
work id often incomplete

Is fairly resourceful
Does acceptable routine work

Accuracy of work
Does work of very good quality
Makes few errors
Often makes errors
Is frequently inaccurate and
careless
Is extremely careless

Tardiness affecting performance

3.

Cooperation

considerate
Is courteous and considerate
Usually courteous and
considerate
Is not particularly courteous
Has been discourteous

Demonstrates maturity occasionally

Demonstrates maturity rarely
Demonstrates mature behavior
Ignores verbal cues

6.

Communication

13.

Excellent communication skills

Uses incorrect English

Ineffective communication skills

Judgment

14.

Exceptionally mature
Above average in making decisions
Usually makes the right decisions
Often uses poor judgment
Consistently uses bad judgment

Overall
performance

Adaptability

Is adept at meeting changing

conditions
Adjusts readily
Needs direction to make
adjustments
Has difficulty adapting to new
situations
Cannot adjust to changing
situations

Above average communication skills

Average communication skills

7.

Ability to learn

Learns very quickly

Learns readily
Average in learning
Rather slow to learn
Very slow to learn

Excellent

Very good

Good

Poor

Would you hire this student for another work

period of a full time employment?

Yes

No

What traits may help or hinder the students advancement?-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------Additional remarks: ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

Signed

---------------------------------------------- Date:
(Supervisor)

PAGE 30

--------------------------------

[APPENDIX G]
[KOLEJ TAFE SEREMBAN SUPERVISORS EVALUATION
FORM VISITATION REPORT]

PAGE 31

KOLEJ TAFE SEREMBAN SUPERVISORS EVALUATION

FORM VISITATION REPORT
Student Name:
Supervisors Name:
Internship
coordinator/advisor:

---------------------------- Internship Site: ------------------------------------------------- Visitation Date: ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------

Purpose for contact

Regular visit/communication
Requested visit/communication (requested by-----------------------------------)

Summary of discussion and/ or observation-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

Need for further action?YesNo

If yes, what action?----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

Internship---------------------------------Coordinator/Advisor
(Signature)

Date:

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-------------------------

[APPENDIX H]
[FINAL REPORT GUIDELINES]

PAGE 33

HELPFUL TIPS FOR WRITING A GOOD INTERNSHIP REPORT

1.

Make sure to follow the coop report format and contents outlines below.

2.

Make sure that you write your report to be understood by a layman and not
your advisor.

3.

Proofread your report before submission. Make sure it is free of spelling and
grammatical errors.

4.

Whenever possible try to avoid the use of the first pronoun (i.e., I and
We) throughout your report.

5.

Any paragraph should have at least two sentences.

6.

Avoid having orphan lines at the end of pages. You cannot have a title at the
very end of the page. In addition, you need to have at least two lines of a
paragraph at the end of every page.

7.

Be systematic and consistent in your writing style: in using font type, font
size, heading numbering, spacing, showing hierarchy of titles, citing reference,
justification, indentation, page numbering, footnoting, etc.

8.

Be sure to number your tables and figures. Tables and figures should have
titles too.

9.

If you are using photocopied tables or figures, make sure they are clean and
readable.

10.

Avoid having two or more headings after each other without a text in between.
Similarly, avoid having tables or figures without any narrative description to
explain them.

11.

Make sure that every figure or table is referenced at least once in the body of
the report.

12.

There is no maximum or minimum number of pages for the coop report. Be

sure to address your topic adequately. Your grade is not directly linked to the
size of the report.

13.

Make sure to cite every source of information used in the body of the report.
Be sure to identify information that is extracted as is from another source.
Indicate whether the secondary information used is a direct quote or you

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paraphrased it in your own words. Use of references is not limited to the

Conceptual Framework part.
14.

Your list of references should include your organizations manuals and/or

annual reports, relevant and recent textbooks, relevant and recent journal
articles, and Internet sources.

15.

Whenever possible leave detailed descriptions which might hinder the

readability of the report to the appendix and direct the reader to go to it if he
desires.

16.

Try your best in highlighting the limitations of your project/report. Provide

some information on how to improve it.

17.

If you have done more than one project, try to focus on the major one and
make it your main project after getting approval from your coop advisor. The
other project(s) can be briefly included in the report. If your projects are
relatively small and of the same size, you may need to describe them all. Be
sure to consult your advisor on the matter.

18.

Make sure, at all times, to have at least one backup copy of your electronic file
of the report.

19.

If you are developing a computerized system, make sure to include a copy of it

(on a CD) in the report.

INTERNSHIP REPORT FORMAT AND CONTENTS OUTLINE

1. Cover page should include the following:
a. Name of university, college and department
b. Title: it should be indicative of internship experience
c. Employer name
d. Name of internship advisor
e. Name and ID number of student
f. Submission date

2. Executive summary (in one page)

3. Acknowledgment
4. Detailed table of contents
5. Introduction

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6. Company background (three pages): should describe the nature of the

companys activities, size, vision, mission, and organization chart focusing on
the unit which you have been working at.
7. SWOT analysis
8. Organizational marketing strategy
9. Organizational competitive strategy
10. Job history: A table showing major assignments and the timeframe for each
and narrative description
11. Conceptual framework (i.e., current literature review) that provides a basis for
the technical part
12. Technical part reflecting actual projects undertaken or problems handled and
methodological used, limitations, finding, and suggested solutions
13. Evaluation of the internship experience
14. Summary of findings and recommendations
15. Conclusions
16. List of references
17. Appendices (all other documents submitted such as Log Book, progress
reports)

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[Appendix I]
[LOG BOOK TEMPLATE]

PAGE 37

LOG BOOK TEMPLATE

Student Name:
Supervisors Name:
Internship
coordinator/advisor:

-------------------------------------------------------

Internship Site: ---------------------Week

---------------------beginning:
-------------------------------------------------------------------------------------------------------------------------------------------------------

Please document in detail the activities in which you participated, specific incidents
you observed daily to enable you in answering the attached questions.
Day and Date:
Day 1

Day 2

Day 3

Day 4

Day 5

Description of activity
-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

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1.

2.

3.

4.

5.

What new knowledge or skill did you learn on the internship this week?
Describe--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------What have you learned in college that you applied on the internship?------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------List any difficulties, mistakes, pleasant or unpleasant experiences that occurred
this week. What did you do to correct your mistake (s)?----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------On what skill or question could you use help in performing your internship
responsibilities better?----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------What interesting or challenging experience did you have with your fellow
workers or site supervisor? Describe------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

Intern Signature:

----------------------------------- Date:

PAGE 39

-------------------------------

[APPENDIX J]
[GUIDELINES FOR TRAINING PLAN AND REPORTING]

PAGE 40

GUIDELINES FOR TRAINING PLAN & PROGRESS REPORTS

Coop Training Plan
It is the students responsibility to submit his internship training plan to the
Department within one week of the start of his Internship assignment. The training
plan is expected to be developed and signed by the Internship employer (i.e.,
Internship supervisor) and should work as a contract between the student and his
Internship employer with regard to the Internship assignment.
Internship tasks must be devoted to the student's major, where he can focus on a
project for his Internship report.
It is required to see the assignments/activities of the Internship training plan
presented in a time framework over the 6 weeks period (e.g., using Gantt chart).
The Internship advisor will evaluate the training plan of his Internship advisee and
communicate his approval or comments to the student. In case the training plan is not
acceptable, the student and the Internship advisor should communicate to the
Internship supervisor the suggested revisions. The revised training plan has to be sent
to the Internship advisor for approval.

Progress Reports
Your progress reports to your Internship advisor every two weeks and will help to
open the channels of communication between you and your Internship advisor.
Proper guidance and monitoring of your work can be achieved through progress
reports.
In the progress reports, you need to describe the work assignments you carried out
during the reporting period. Make sure to write the progress report in a format that
will make it an integral part of your final report. Keep a diary of your daily activities
in order to use it in your progress reports. It is of importance to refer to your training
plan in your progress reports. If there are deviations from the plan, indicate these
deviations and the reasons behind them. In addition to the accomplished activities,
you need to describe the planned activities. Emphasize in your progress report the
activities that may lead to the subject of your Internship report. Each progress report
must carry the name and signature of your Internship-training supervisor.

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INTERNSHIP PLAN (SAMPLE)

To be done by the site supervisor and submitted to KOLEJ TAFE SEREMBAN
internship
coordinator/advisor
Student Name:
Supervisors Name:
Internship
coordinator/advisor:

---------------------------- Internship Site: ------------------------------------------------- Date:----------------------------------------------------------------------------------------------------------------------------------------------------------------------------

Intern position: -------------------------------------------------------------------------------------Intern career goal: ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------Intern tasks, activities and or observation:--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------Equipment to be used: -----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------Knowledge, skills and abilities required to perform internship responsibilities--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

Interns signature

Date

Site supervisors signature

Date

KOLEJ TAFE SEREMBAN internship coordinator/advisor

Date
signature
PAGE 42

INTRODUCTORY LETTER TO THE SPONSORING COMPANY

Dear internship supervisor,
Thank you very much for your interest in the Internship program. This faculty
highly appreciates your valuable help in making it a fruitful experience for the
Internship trainee assigned to your esteemed organization.
The basic objective of the Internship program is to enable a student to relate what he
learned in the core courses of his major to what he finds in practice and be able to
identify problems and recommend practical solutions. To achieve this objective, your
role is instrumental in the design of an effective Internship plan for the trainee under
your supervision within the first week of his/her training period. Each intern is
required to submit a plan designed by his internship sponsor, which is subject to
review and approval by this department. In order to ensure the effectiveness of the
training plan, it is highly recommended that a student is allowed to have a focus in his
training program on his major.

Furthermore, the internship training plan provides a window of opportunity for your
organization as well as for the intern to assess each other for possible future
employment after graduation. With your effective supervision and continuous
interest, the internship program will provide mutual benefits for all parties.

If you are the immediate supervisor to the trainee, you are kindly requested to fill out
the attached contact information sheet and fax it to me at your earliest convenience.
However, if you are not the immediate supervisor, you are kindly requested to
forward this letter to the concerned supervisor.
Thank you again for your help and valuable cooperation.

Sincerely,

Internship Co-coordinator

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INTERNSHIP OBJECTIVES
The Internship is integrating the theoretical knowledge learned in the classrooms and
laboratories with real word experiences. Its one of the graduation requirements for
business students. Internship students are required to spend a minimum of 6 weeks
of practical work in a relevant field in industry/business, and submit a comprehensive
report about their work experience to the academic respective department.
EXPECTED ROLE FROM THE COOP STUDENT
The internship student must spend the whole 6-weeks attachment with assigned
department(s).
The internship student should respect the employers property and maintain the
order of the department and do nothing to harm the reputation of his employer in
any way.
Internship students should not discuss confidential issues with any one who is not
directly involved with the internship employer, because businesses are found on
mutual trust, integrity and public confidence.
The intern needs to add value to the work and increase the quality of his
performance.
Internship student should follow the employers policies and procedures and work
as an employee.
The intern is responsible to make sure that the employer sends Evaluation Report
to the internship coordinator by any means.
EXPECTED ROLE FROM THE INTERNSHIP SUPERVISOR

The supervisor is responsible for making the students training program

meaningful and effective.

The supervisor should notify the University so that actions can be taken if the
internship student does not perform well or his performance does not meet the
employers standard.

Appropriate delegation of work with accountability should be given to the intern.

The supervisor should design a detailed training plan, which covers the whole
training period. A copy of the training plan should be sent to the internship
coordinator/advisor.

PAGE 44

The supervisor should sign the progress reports prepared by the student before
submission to the internship advisor/coordinator.

The supervisor should complete and sign one evaluation report and send them
directly to the University. Please send a copy to the academic department.

PAGE 45

INTERNSHIP SUPERVISOR INFORMATION SHEET

Supervisors Name

------------------------------------------------------------------------

Company

------------------------------------------------------------------------

Postal address

Department/Division

---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

Telephone Number

------------------------------------------------------------------------

Fax Number

------------------------------------------------------------------------

Mobil Number

------------------------------------------------------------------------

E-mail

------------------------------------------------------------------------

Student Name

------------------------------------------------------------------------

Student ID at KOLEJ TAFE

; -----------------------------------------------------------------------SEREMBAN
Please fax or e-mail this information sheet to
Pn Natrah
Head of Department, Information Technology
(06-7632020 Ext 118)
[email protected]

PAGE 46

[APPENDIX L]
[TIPS FOR EFFECTIVE INTERNSHIP TRAINING]

PAGE 47

TIPS FOR EFFECTIVE INTERNSHIP PROGRAM

1.

Make sure that your internship sponsor provides you with a training plan.

2.

Make sure that your training program is not composed mainly of clerical jobs.

3.

Make sure that your training plan does place a rather heavy emphasis on your
major.

4.

Be alert and observe how the department (s) to which you have been assigned
actually work(s). In other words, do not restrict yourself to reading
departmental manuals to learn about the department(s) to which you have
been assigned.

5.

Ask questions as to why things are done the way they are in the department(s)
to which you have been assigned. People might not like to be asked such
questions. Therefore, try to be selective in your questions and polite in asking
them.

6.

Try to find out if the department(s) to which you have been assigned has
(have) any problem(s) that you can take as a special assignment during your
internship program.

7.

Do not sit and wait for work to be assigned to you, but ask and look for work.

8.

Make sure, at the end of your internship program, that you have collected
enough data that would enable you to write an analytical final Report.

9.

To enrich your internship training experience, try to participate in the training

courses available at the sponsoring organization.

10.

Take the initiative to gain a useful experience during you internship training
program. Do not be passive.

11.

Communicate regularly with your internship advisor.

12.

Send in your Progress Reports on time and make sure they satisfy the
prescribed form and content.

PAGE 48

[APPENDIX M]
[INTERNSHIP GRADING FORM]

PAGE 49