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Internship e-Logbook User Guide for Internship

Providers

http://siweb.ift.edu.mo/ELogbook

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Table of Contents

1.0 Introduction

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2.0 Logging In 2.1 Changing password 2.2 Forgetting password

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3.0 Intern information 7 4.0 Record of placement 8 4.1 Approval procedures 8 4.2 Rejection procedures 10 5.0 Weekly journal 11 5.1 Approval procedures 11 5.2 Rejection procedures 12 6.0 Interim appraisal and evaluation 13 6.1 Data input procedures 13 6.2 Opening a saved record 15

7.0 Final evaluation form 16 7.1 Data input procedures 16 7.2 Opening a saved record 18

8.0 Submission status 19

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1.0 Introduction This Internship e-Logbook serves as a record of the intern’s progress and activities during the six-month internship

programme. It should be jointly filled in by the intern and by his or her immediate supervisor (or department head if

appropriate) according to the suggested intervals:

Item Interval Action by intern Action by supervisor 1. Intern Information Once

(when internship starts) To be completed by intern N/A

2. Record of placement Once* To be completed by intern To be approved by supervisor

3. Weekly Journal Weekly To be completed by intern To be approved by supervisor

4. Interim appraisal and evaluation

Monthly (except the final month)

N/A To be completed by supervisor

5. Final evaluation Once* (when internship ends)

N/A To be completed by supervisor

*Multiple entries are required for interns with job rotations

The entire e-Logbook should be completed within 14 calendar days after the last day of the internship for the final

review of the Internship Committee of IFT.

The Internship e-Logbook also serves as an evaluation tool to see if the intern is attaining the objectives set out in the

internship programme and whether he or she deserves to receive a pass grade for the programme (a requirement for

graduation). The e-Logbook helps unify and provide a diary-based system for recording the experiences and knowledge

gained by the intern during the programme. The Internship Committee of IFT will use the information in the logbook to

help gauging the progress and overall achievement of the intern. As you will see, the information to be recorded in the

e-Logbook is multifaceted and allows multiple points of view to be included. For example, information is regularly

sought from the intern’s immediate supervisor and the department head or manager of human resource or personnel

department, in addition to information regularly supplied by intern. In short, the e-Logbook serves as a regular three-

way communication and feedback tool between the intern, the intern’s supervisors and managers, and the Internship

Committee of IFT.

Most importantly, the Internship e-Logbook serves as a learning tool for the intern. Every week, the intern will be

asked to record not only his or her activities and job duties but the insights, knowledge, and learning gained from such

experiences. This method supplements tremendously the site visits and consultation, which members of the Internship

Committee will be doing in order to check on the progress of the intern.

For IFT Internship Programme policies and regulations, please visit:

http://www.ift.edu.mo/En/Programmes/intership_policy.aspx.

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2.0 Logging in a. To login to Internship e-Logbook, enter your Company User ID and password provided by IFT in the appropriate

fields on the Log On page (http://siweb.ift.edu.mo/ELogbook) and press “Log on”. Company User ID = Student ID_ip (For example, S079999-C1); Password = Provided by IFT

b. You will see the Index page after login.

Home = Return to the Index page Status = Monitor your submission status User guide = For help and instructions on using the e-logbook Contact us = Contact information of internship programme faculty staff Log Off = Exit the system

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2.1 Changing password a. Each user is assigned to have a unique Company User ID and password. You may as well change your own password

and press “Change Password” on Index page.

b. You will be directed to the Change Password page as shown below. c. Enter the required information. All new passwords must be a minimum of six characters in length. d. Press “Change Password” as indicated.

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2.2 Forgetting password If you have lost or forgotten your password, you may contact the internship programme faculty staff for assistance.

Ms. Mandy Lao Tel: (853) 85983 050 Fax: (853) 8506 1351 E-mail: mandy@ift.edu.mo Ms. Cynthia Tang Tel: (853) 8506 1256 Fax: (853) 8506 1351 E-mail: cynthia@ift.edu.mo

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3.0 Intern information You can find the contact information of the intern including his/her emergency contact.

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4.0 Record of placement The Intern has to input all information about the placement, job position, duties and description, as well as name and contact number of his/her immediate supervisor on this page for your final approval.

4.1 Approval procedures a. After inputting all necessary information including the required fields as marked with a red asterisk * by the intern,

the status will be changed from Incomplete to For Approval.

b. Press “Edit” to view the information and amend if necessary.

c. Click “Save” to save the changes, if any, that you have made. The status remains as For Approval.

d. Press “Approve” once all changes and information are confirmed and approved or “Reject” if the intern is required

to update or edit the information for your final approval. For details of rejection procedures, you may refer to section 4.2 below.

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e. No amendment can be made by intern once the record is approved and the status will be changed to Approved.

Remark: Click “Details” to view the approved information if needed.

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4.2 Rejection procedures If you find the information being input by the intern is not relevant and reject the record, press “Reject” as indicated at point d. of section 4.1 above. The status will be changed from For Approval to Incomplete. The intern will have to input the correct information followed by the approval procedures as mentioned at section 4.1. Even after the information has been approved, if a placement is made in a new department within the present organisation, the intern will have to input the new information for your final approval. a. Press “Edit” though the status is Approved at this stage.

b. Click “Reject” and the status will be changed back to Incomplete.

c. The intern will input the new information followed by the approval procedures as mentioned at section 4.1.

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5.0 Weekly Journal The intern has to input the notes of activities, achievements and challenges encountered at the end of every week for your perusal and approval.

5.1 Approval procedures a. After inputting all necessary information including the required fields as marked with a red asterisk * by the intern,

the status will be changed from Incomplete to For Approval.

b. Press “Edit” to view the information.

c. Press “Approve” to approve all information or “Reject” if the intern is required to amend the information for your

final approval. For details of rejection procedures, you may refer to section 5.2 below.

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d. No amendment can be made by intern once the record is approved and the status will be changed to Approved.

Remark: Click “Details” to view the approved information if needed.

5.2 Rejection procedures If you find the information being input by the intern is not relevant and reject the record, press “Reject” as indicated at point c. of section 5.1 above. The status will be changed from For Approval to Incomplete. The intern will have to input the relevant information followed by the approval procedures as mentioned at section 5.1.

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6.0 Interim appraisal and evaluation Every four weeks, except the last month of an internship when the final evaluation is to be completed, you are required to complete the Interim appraisal and evaluation of the intern regarding his/her performance during the internship.

6.1 Data input procedures a. Press “Create New” to create a new record.

b. Fill in all necessary information including the required fields as marked with a red asterisk * and click “Save” to

save the data input up to a certain point. The status remains as Incomplete. You may refer to section 6.2 below for procedures of opening a saved record.

c. Press “Submit” once all information is completed and confirmed.

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d. No amendment can be made once the form has been submitted and the status will be changed to Complete. Click “Details” to view the completed form if needed.

e. Press “All Complete” when ALL the required evaluations have been completed.

Remarks: Click “Delete” if you want to delete a record which was created by mistake. No deletion can be made once the record has been submitted with the status changed to Complete.

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6.2 Opening a saved record a. Click “Edit” and you may log on to the data input page.

b. Follow the data input procedures as mentioned in points b., c., d. and e. of section 6.1 above.

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7.0 Final evaluation form You (or department head if appropriate) are required to fill in the Final evaluation form at the last week of the internship period while it should be completed within 14 calendar days after the last day of the internship. It is the final evaluation of the intern’s performance, including both quantitative and qualitative feedback. The results of the evaluation form are used by the Internship Committee of IFT to determine whether the intern has successfully completed the requirements and objectives of the programme and are eligible to get a pass grade. The intern will have no access right to the form until all the internship results have been finalized.

7.1 Data input procedures a. Press “Create New” to create a new record. If more than one internship departments have been assigned to the

intern, the personnel or administration department may assist in consulting all previous supervisors of the intern and compiling all comments in one form. Or alternatively, supervisors from each of the departments will have to complete a separate form for the intern. If the latter case is adopted, you will need to create a new record for each of the departments and follow the data input procedures as mentioned below.

b. Fill in all necessary information including the required fields as marked with a red asterisk * and click “Save” to

save the data input up to a certain point. The status remains as Incomplete. You may refer to section 7.2 below for procedures of opening a saved record.

c. Press “Submit” once all information is completed and confirmed.

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d. No amendment can be made once the form has been submitted and the status will be changed to Complete. Click

“Details” to view the completed form if needed.

e. Press “All Complete” when ALL the required evaluations have been completed.

Remarks: Click “Delete” if you want to delete a record which was created by mistake. No deletion can be made once the record has been submitted with the status changed to Complete.

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7.2 Opening a saved record a. Click “Edit” and you may log on to the data input page.

b. Follow the data input procedures as mentioned in points b., c., and d. of section 7.1 above.

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8.0 Submission status You can monitor your approval and submission status as well as to create new records here.

Should you have any inquiries regarding the use of the e-Logbook, please contact the internship programme faculty staff for assistance:

Ms. Mandy Lao Tel: (853) 85983 050 Fax: (853) 8506 1351 E-mail: mandy@ift.edu.mo Ms. Cynthia Tang Tel: (853) 8506 1256 Fax: (853) 8506 1351 E-mail: cynthia@ift.edu.mo