internships handbook

8/11/2019 Internships Handbook

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INDUSTRIAL TRAINING PROGRAM H

ANDBOOK V.2 SUMMER 2009

Issued by Industrial Relations Office, College of Engineering, Qatar University,http://www.qu.edu.qa/engineering/IRO/For your feedback, e-mail us: [email protected]


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INDUSTRIAL TRAINING PROGRAM HANDBOOK V.2 SUMMER 2009


INDEX

1. IndustrialRelationsOffice

2.AboutITP

3.Definitions

4.Terms&conditions

5.GradeBreakUp

6.Procedures

7.F.A.Qs

8.ApplicationForms

9. ImportantDates


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INDUSTRIAL RELATIONS OFFICE

ABOUT IRO

The Industrial Relations Office (IRO) is responsible of the communications & relationships between the industriesand the college of engineering (CoE); students, staff & faculties.

IRO encourages the students of the college of engineering to apply for the Industrial training program (summerinternship) and provides them with the most suitable company that meets their perspectives to choose and betrained in during summer. IRO encourages the companies as well to sponsor students, and also assist the studentsto acknowledge the benefits of the sponsorship program.

Industrial Relations office coordinates Field Trips for students and faculties to the industrial companies, Exhibitions,school visits, and any other events related to the college indoors and outdoors.

OUR VISION

The Industrial Relations Office (IRO) will strive to be recognized as the premier agency in College of Engineering thatbuilds strong and sustaining relations with industry using effective advertising, marketing and communication skills.

IRO ACTIVITIES

Faculty ChairsSponsorshipIndustrial Training ProgramField Trips


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ABOUT ITP

Industrial Training Program (ITP) is a mandatory course (credited) and called Practical Training/Summer Trainingcourse. This course has to be taken by the college of engineering students in order to graduate; Majors that fallsunder this group are:

Mechanical Engineering (Males only)Civil Engineering (Males only)

Architectural Engineering (Females only)Electrical Engineering (Males & Female)Chemical Engineering (Males & Females)

There is another Industrial Training Program which is eligible to all Students; however, Credited Course students

come as first priority.Majors that are not listed in the credited ITP are no obliged to take the course.ITP Goal

Expose the CoE students to the methods of engineering practiceIdentify the strengths and weaknesses in current students through industry feedback and modify the curriculumaccording to the needsStrengthen the relation between industrial institutions and Qatar UniversityBenefits of the industrial training program

TO THE STUDENTS

Familiarize the students with practical engineering work in various disciplines.Improve the performance of the students in theory classes by introducing them to the in practical work.

Help to know the strengths and weaknesses in the students, so they can improve their skills and overcome theirlimitations by taking appropriate measures.Expose students to real work situations and equip them with the necessary skills so that they would be ready for the

job when they graduate.

TO THE COLLEGE

Modify the curriculum based on the feedback from industry, if necessary.Better job placement opportunities for the graduating students from the CollegeMuster the support from industry in the form of sponsorships and scholarships.

TO THE INDUSTRIAL INSTITUTIONS

Solidify the relationship between the industrial institutions and Qatar University.Promote the services of the Industrial institutions & CoE.Get the opportunity to hire the perceptive trained students after graduation or have the chance to sponsor them untilthey graduate.


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DEFINITIONS

Credited Industrial Training Program(Mandatory)

The Credited ITP is a mandatory course and called Practical Training/Summer Training course. This course has tobe taken by the college of engineering students in order to graduate; Majors that falls under this group are:

1. Mechanical Engineering (Males only)2. Civil Engineering (Males only)3. Architectural Engineering (Females only)4. Electrical Engineering (Males & Female)5. Chemical Engineering (Males & Females)

Non-Credited Industrial Training Program

All Students are eligible to join the industrial training program; however, Credited Course students come as firstpriority.

Majors that are not listed in the credited ITP are no obliged to take the course.

Training Places

The Training Place is the place where the student will be trained in, meeting some specific criteria. These criteriainclude the presence of a field supervisor (an employee in the training organization) to monitor the students andevaluate him/her at the end of the training based on the observations of the students performance.

Industrial Relations Office

Industrial Relations office is responsible to coordinate between the College of Engineering and the trainingplaces/industrial institutions.

College of Engineering Departments

Departments are the majors of Mechanical, Civil, Electrical, Chemical, and Computer Science & ComputerEngineering. All documents must be delivered to the department assistant only. Any information, and forms can becollected from the students department admin assistant.

Forms1. Form 01 - Registration form2. Form 02 Drop course3. Form 03 Training field information4. Form 04 Student Evaluation by Field Supervisor5. Form 05 Student evaluation by Academic Supervisor6. Form 06 Training place evaluation7. Evaluation guide


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TERMS & CONDITIONS

NON-CREDITED INDUSTRIAL TRAINING PROGRAM (SUMMER INTERNSHIP)

For the non-credited group there are no Terms & Conditions except the one bound by the industrial Institution that you are trainedin.Documents Required:

a. Application Form (Internship Application)b. C.V (Resume)c. Official Documents (if needed): High school Certificate, Qatari ID/Passport, resident permit (for non-Qatar/GCC).Resumes must be clear and completed in all aspects.

CREDITED INDUSTRIAL TRAINING PROGRAM (MANDATORY)

Students can register in the Industrial training course (MAJOR-399) if he/she satisfies the following requirements and conditions:1. The student has to have at least 90 credit hours.2. The students has to have passed the following classes:

a. English language classes (ENGL 202 and ENGL 203)b. Computer programming (GENG106)

3. The approval of the head of department.4. No other courses can be combined with the Industrial Training course during the summer semester.5. Trainings must be within the state of Qatar; otherwise, a formal approval from the head of department and the Dean of

the college must be presented to the higher management of QU for approval6. No applications will be accepted without necessary forms and the official documents.

Fill in the application form attached with all the official documents and forward it to the departments admin assistant.

DROPPING THE TRAINING COURSE

The student can drop the industrial training course according to the following:

1. Anytime before he/she starts the training, according to the QU Rules of Drop/Add.2. Student must state convincing reasons with approval from head of the department; it should be at least 2

weeks after starting training.3. If the student does not meet the deadline of dropping the course, or does not show up, he/she will be

considered as failed


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STUDENTS

1. Commit to the training period.2. Student who misses 10 days of training he/she will be considered failed.3. Inform the training place/Industrial institution of any absence.4. Submit a registered written statement within 4 days in case of sickness.5. Students do not have the right to change the place of training once they have started.6. Comply with the regulations of the training place.7. Student must write a 2 short progress reports; one after 3 weeks of starting the training; the report must

be delivered at the 4thweek of starting the training and the second report must be after 7 weeks of

starting the training.a. Reports should include the following:b. Explain assigned duties.c. Project short descriptions.d. Daily work development/progress.

8. Evaluate the training place and the evaluation form must be sent to the department at least 2 weeksafter the completion of the training.

9. Submit The Technical Report before the first week of next fall semester.10. Present the Technical Report orally (presentation) during the first two weeks of the next fall semester.

TRAINING PLACES

1. The training place/industrial institutions confirm its ability and readiness to offer an industrial trainingcourse to students.

2. Permit an access for the academic supervisor to visit the students (twice during the training duration)3. Cooperate with College of Engineering (or representative for industrial trainings/ internships) with regard

to all aspects of the training.

4. Inform the Department/College of Engineering in case of any violation of the training place policy.5. Students must be trained in their area of specialty and not use them for other unrelated jobs or positions

(such as administrative assistance, or other irrelevant management positions)6. A field supervisor must be available for each student who will train, evaluate & monitor their progress,

performance, attitude etc.7. Evaluations must be sent to the department immediately after the completion of the Industrial Training

Program.8. Duration of industrial training period last for 8 weeks starting 21 June 2009 and ending 13 August 2009.9. Pay a reasonable monthly allowance for the students.10. Documents Required:

a. Form 04-Student evaluation by field supervisor

COLLEGE OF ENGINEERING

Academic Supervisor Responsibilities

1. Evaluate the students based on the Progress Reports & Technical Report.2. Assign two visits to the training places of each student; each visit will be as a friendly discussion meeting

between the field supervisor and the student.


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Evaluation of Department

1. Department assigns two faculty members to evaluate the oral/presentation of the technical report thatstudent will present on the couple of weeks of the next fall semester.

GRADE BREAK-UP

General Course Grades Break-up Percentage are not fixed and it is changes depends on departments syllables.

Student Evaluation by field supervisor 30%Student Evaluation by Academic Supervisor 30% (with the two progress reports)Presentation of Technical Report 20%Written Technical Report 20%


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PROCEDURES

Registration

1. The students will start registering for the summer course online according to the rules of Qatar University of add & dropclasses.

2. The student immediately will fill the application (Form 01) and send it to the department for approval.The required documents:

a. (Form 01 - Registration Form .)b. official Documents; copy of transcript (latest), High school certificate, Qatari ID/Passport, resident permit (for non-

Qatar/GCC), and C.V (Resume)

3. If the student want to drop the course, he should follow the rules of Qatar University of add & drop, and in the same timefills (Form 02 Drop course) and send it to the departments for records.

4. The Industrial Training Office will begin sending General request letters in the beginning of April 2009 to all the industrialcompanies, Government Organizations, and private sectors that gives professional trainings. The letter will consist:

General Description of the Industrial training.

The required major departments and none required.

Terms & Conditions

Acceptance Form.

5. If the company accepts the Terms & Conditions, the companys name will be listed in the preferred list in the IROwebsite and database.

6. If the company accepts with required time frame, then the student who choose this company should have the approval ofthe head of department first.

7. If the student chooses a company that it is not available in the preferred list the student must choose an alternative.

8. If there were a lot of students chose one company, then it is up to the companys choice of selection depending on theirrequirements to select the students. The rest of the students must choose an alternative.

9. If the student finds an Industrial training/internship on his/her own:1. The student must provide the complete information of the company (Companys Name/ Contact name & address).2. The student must provide an offer to train him/her from the company to the college, and then the head of departmentshould approve it.3. If the company asked the student to provide a letter of training request from the college, the college will provide theletter with the Name & Major of the student to the company and the student will take this letter personally to thecompany. This letter takes approximately 1 week to process.

10. The industrial relations office will send the list of students with their name and contacts to the companies that they havechosen.

11. The company will interview each student before they start the training. If the company rejected any student, then he/shemust choose an alternative.

12. Once the company accepts the student, the student must not change their training venue.


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Training Places

1. After the starts of the training, students and the field supervisors fill (Form 03-Training Field informationForm) within the first 2 weeks, then students must send it immediately to the department.

2. Student must evaluate the training place he/she was trained in at the end of the training and the form mustbe sent to the department at least 2 weeks after the completion of the training.

3. The field supervisor will evaluate the student at the end of the training by filling (Form 04-Studentevaluation by field supervisor).And it is recommended to discuss the evaluation with the student.

Student Reports

1. After 3 weeks of starting the training the student must write a progress report and send it to the departmentin the 4

thweek. This progress report will indicate the daily work of the student, the assignments that were

assigned by the field supervisor, comments or complain about anything he faced during the training in the

previous days, and the progress of any projects he/she is working on.

2. After 7 weeks of starting the training the student must write the 2nd

progress report and send it in the 8th

week.

3. The student must write a one Technical Report at the end of the Training and deliver it personally to theAcademic Supervisor within the first week of next fall semester.

4. The Student must present the Technical Report within the first 2 weeks of the next fall semester.

Academic Site Visit

1. The Academic Supervisors are asked by the college to assign two visits to the training places of each

student; each visit will be as a friendly discussion meeting between the field supervisor and the student,within the first two weeks.The second visit can be taken within the 6

th 7

thweek of starting the training.

2. If there are group of students in the same training place the Academic Supervisor can meet them all in thesame day.

Evaluation & Grades

1. Two faculties or more will be assigned to evaluate the presentation of the Technical Report.2. The Academic Supervisor will evaluate Students written Technical Reports.3. Student will receive the grades after presenting their Technical reports.


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F.A.QS

Q.1 What are the differences between sponsorship & internship?

Internship is under the industrial training program which is held in summer or can be taken as a summer courses to studentswho applied for credited course, and sponsorship is an agreement between student and a company that pays him/hermonthly allowance (Salary) until the student graduates and have his/her degree and fill in the position that have beenarranged in the agreement, the student has to keep his/her grades in high score to be eligible to be sponsored.

Q.2 What is a (C.V)?

All The companies now rely on the C.V in order to fit this person into a suitable position.A C.V is an abbreviation of Curriculum Vitae which explains your Personal, Education, & Work History.Every person must have a resume of life experience.

The C.V must contain:1. Personal Information/Personal Details

1. Name2. Full Address3. Date of Birth (DoB)4. Contact Details.5. Nationality6. Any other personal information that can be useful.

2. Educational Details & Training Courses1. Starts with your High school year of Graduation, and your grade percentage.

2. University Graduation date with your GPA.3. Important Courses that you want to mention in your C.V that have been taken in the

university.4. All training courses that you have participated in, even if you see it insignificant.

3. Work History/Employment/Work Experience1. It includes your work history starts with the recent to the oldest.2. Volunteering3. Community participations4. Sports Participations5. Any work experience that you have done in your life

4. Skill/Personal Skills1. Computer skills (include all the important software & operating systems that you are using),

languages, speaking, writing & reading, typing etc.2. Personal character skills (Flexibility, hard working, etc)

5. HobbiesYou may write all your hobbies that you like.

Tips: Keep your CV updated at all times. Highlight your achievements. Show the employer that you are able to meet objectives.


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Add any relevant courses or qualifications. Remember all the courses/experiences/projects.

Write your hobbies so that you mention how to spend your spare time

Q.3 What is the differences between Technical Report and Progress Report?

The progress report should include the following:

2. Introduction3. Work Completed4. Work Scheduled5. Problems

You want to discuss work done, work in progress, and work to be done.

Q.4 How Can I write a good Technical Report?

Please visit the following website to download the useful articles.

http://www.qu.edu.qa/engineering/IRO/ITP/faq.php

Q.5 How students can succeed in the Summer Training?

1. First day, know the people, and always call them by their names.2. Know your tasks very well.3. Do your tasks in a defined time frame.4. Know your weekly schedule.5. Read all the documents the company gave it to you.6. Attendance is important and you should be on-time.7. Be of helpful to others and employees.8. Be positive, and a source encouragement to the environment you work within.9. Start writing your notes and report from the first day of training.10. Allocate sometime daily for yourself to write your report in the office; you will not have time after office hours

since you need to enjoy your vacation as well.

If you have more Questions Please do not hesitate to contact us: [email protected]


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APPLICATION FORMS

All forms can be found in each major departments office or online forms at CoE website.http://www.qu.edu.qa/engineering/IRO

All forms have to be filled and sent to each concerned major departments office. All forms will be reviewed by each head of department. Use one language (Arabic or English) when filling any form.

Form 01 - Registration form

Registration form has to be applied by the student, and approved by the head of department at the middle of the spring semester. All official/Legal Documents has to be attached with the form when applying. No application will be accepted without the official documents.



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Form 02 - Dropping Form

Form has be filled; before or after starting the training course, by the student and approved bythe head of department.



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Form 03-Training Place information Form

After starting the training the form has to be filled by the student and the Training FieldSupervisor.

Student must deliver this form to the concerned department's assistance within the first two

weeks.



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Form 04 - Student evaluation by field supervisor

At the last week of training the field supervisor has to fill in this evaluation and send itimmediately to the college (concerned department)

It is recommended that field supervisor discuss the final evaluation with the student. This evaluation represents 30% of the final grade. This form is confidential.



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Form 05 - Evaluation of Student by Academic Supervisor

This is form has to be filled by the academic supervisor only. The Academic supervisor will visit the student and have a friendly discussion meeting with

him/her and the field supervisor.

First visit evaluation will be after 3 weeks from starting the training. Second visit evaluation will be after 7 weeks from starting the training. Based on the discussion meeting, Academic supervisor will evaluation the student by his

comments.



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Form 06 - Evaluation of Student by Academic Supervisor

This is form has to be filled the student only. The student has to evaluation the training place after completion of training program. The student has to send this evaluation form to the concerned departments admin assistance

immediately after completion.



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Evaluation Guide

This guide is for Form 04 - Student evaluation by field supervisor. Field supervisor will evaluate the student based on this guide. This evaluation guide is confidential.



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Issued by Industrial Relations Office, College of Engineering, Qatar University,http://www.qu.edu.qa/engineering/IRO/For your feedback e-mail us: iro@qu edu qa

IMPORTANT DATES

12April2009 DepartmentheadsmeettheirStudentsandOrientthemabouttheIndustrialTraining.

3May2009

CompaniesOrientation

11:0012:00ConferenceRoom

12:0012:30 Lunch*Tentative*

28May2009 LastdayofRegistration

21June2009 StartTraining

13August2009 LastdayofTraining