The Course FSI381:

Guidance Notes for Students on Internship

[Course HIT 301]Amended 23/11/06 SPC________________________________________________________________

THE COURSE HIT 301:INTERNSHIPDegree Programmes at the Harare Institute of Technology have the course HIT 301 Internship adapted in place of the common term Industrial Attachment.

The course enables the student to gain practical experience in his or her technological area of specialization under professional supervision in a working environment. Internship for HIT undergraduate students is mandatory and is assessed.

Internship is taken in the second semester of Part III of all the technological programmes and is guided by the general regulations of HIT with regards conduct and assessment. The Internship course is indicated on students registration forms when students register for Part III courses.

What are these Guidance Notes For?This booklet will:- 1. Set out the procedures which we ask you to follow while you are employed during the Internship period, to enable you to fulfill the requirements for the award of the BTech Degree programme area you are undertaking at Harare Institute of Technology. 2. Provide you with copies of the documentation to be completed by your employer during that period and guidance on the other requirements that you have to fulfill.

3. Inform you on the assessment procedure during Industrial Attachment to include what to expect when a lecturer [internship supervisor] visits you during that period for the purpose of assessment.You will be allocated an internship supervisor, a member of the academic staff of HIT, who will visit the company on at least two occasions. During the visit the supervisor will typically talk separately both with you and the supervisor assigned by the employing organization. The purpose of the visits is to maintain contact with you and the employer and to asses your overall performance and progress.

1.0 PREAMBLEThese Guidance Notes have been put together as a source of practical advice for Bachelor of Technology students at the Harare Institute of Technology.

It should also be noted that through internship students are given real jobs in a real job environment with all the attachment challenges, responsibilities and problems that entail.

Internship for each programme is unique, as it emphasizes on work related learning relevant to the understanding of lecture theory and course of the discipline.It is mandatory for students enrolled all programmes offered by HIT to go for Internship for not less than 30 weeks after completion of the first semester Part III of their study programme. Internship is practical course, which is assessed after Part III of the programmes offered by HIT.

Students enrolled at HIT should be aware that their department, through the Internship Coordinator and the Chairman, has the responsibility to ensure that the student is attached and will supervise and assess the student though liaison with management at the place of internship. In this guideline the member of staff visiting the student on internship shall be referred to as the Internship Supervisor.Students enrolled in HIT technological programmes also have a project course HIT 400 Capstone Design Project in Part IV all programmes. This is a final year project that the student starts to consider during the internship period. The Institute encourages the students to take project work related to issues of concern at their place of internship, as this enables the student to have direct supervision, access to resources, materials and facilities that might be necessary during the investigation work undertaken in the project.It is expected that management at the place of internship will task one of its senior personnel to be the supervisor of the student during the period of internship.

It is envisaged that Internship enables:

1. The student to work with others, value team effort and learn that other people are essential if the objectives of the organization are to be achieved.2. The student to have an opportunity to have a hand at the different tasks in the different departments in a working environment, thereby developing a repertoire of skills necessary in a multi-operational organization such as in productive industries. 3. The student to undertake a project under supervision thereby reflecting on the theory learnt in lecture rooms as he/she tries to solve or explain a practical problem or situation. Needless to say that this reflective practice is the essential ingredient for innovative work.

4. The student to have an opportunity for supervision in which the student is responsible primarily for the duties of other people thereby giving the student a golden opportunity to test his/her managerial potential.

2.0 GENERAL ACADEMIC REGULATIONS ON INTERNSHIP 2.1 Programmes at the Institute shall normally include thirty (30) weeks of supervised Internship approved by the appropriate Department Board, in the penultimate year of the undergraduate course.

2.1.1 The implementation of Internship programme shall be as provided by

Faculty/School Regulations.

2.1.2 Assessment of the Internship programme will be carried out in accordance

with the following regulations:

2.2.1 To obtain an overall pass, a student must pass both the continuous assessment and the final assessment components of the Internship;

2.2.2 A student who fails the continuous assessment components will be required to repeat Internship;

2.2.3 The overall assessment shall be as follows: -

50% continuous assessment and 50% final assessment;

2.2.4 The continuous assessment mark shall be determined by the Department Board Examiners from the marks awarded by the industrial and academic supervisors on the appropriate forms;

2.2.5 The final assessment mark shall be determined on the basis of the final report assessment 30% and oral presentation assessment 20%;

2.2.6 Two copies of the final report in a form approved by the Institute must be submitted to the Department within two weeks of the end of the lecture period for the second semester of the academic year;

2.2.7 A student who fails to meet the required date for submission of the final report will normally be considered to have failed the final assessment.

2.2.8 A student who fails the final assessment but has passed the continuous assessment component may be allowed to resubmit the Internship report within two months and be reassessed. Unless otherwise determined by Senate, the maximum mark allowed for such referred work shall be 45%.2.2.9 The General Academic Regulations on repeat, discontinue and withdraw shall apply to Internship.

2, 3 A student who fails the Internship component shall not proceed to the final year of the Degree Programme. _____________________________________________________________2.4 GUIDELINES FOR STUDENTS

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2.4.1 The student is subject to Institute and company regulations during Internship.

2.4.2 The student is expected to: -

i) Conform to the companys regulations, working time and discipline;

ii) fulfill the supervisors instructions concerning the training process and carrying out of the industrial research project;

iii) complete a logbook on a daily basis and submit a report after finishing the training in a given department (or training unit);

iv) take part only with educational purpose in mind according to the ultimate instructions of the supervisor;

v) put his/her best efforts to acquire extensive knowledge and skills in order to achieve required standard of training;

vi) keep good relations with all the staff of the company;

vii) promote the good name of the Institute.

2.4.3 The choice of a company for the Internship will not be based on any probable monetary benefits the students may stand to gain.

2.4.4 The student must always bear in mind his/her conduct during the Internship period will reflect not only on him/her but also on Harare Institute of Technology and that it may also affect considerably the future Internship placements and the relationship between the Institute and the company.

______________________________________________________________________________2.5 GUIDELINES FOR THE INDUSTRY ON THE TREATMENT OF THE STUDENT DURING THE INTERNSHIP.______________________________________________________________________________2.5.1 The student will be subject to the companys regulations and is expected to function like a full time employee of the company.

2.5.2 For the period of the Internship, the student will have a student allowance, an insurance and medical aid cover from the Institute.

2.5.3 The company is requested to provide the student every opportunity to function like a full-time employee and permit him/her to actively participate in all aspects of the business including management and administration except where confidentiality constraints may not permit his/her participation.

2.5.4Wherever possible, the company is requested to assist the student by providing welfare measures such as providing help in finding suitable accommodation close to the company, access to canteen facilities, company transport facilities, etc.2.5.5The General Academic Regulations on repeat discontinue and withdrawal shall apply to Internship.

3 INTERNSHIP PROGRAMME3.5 What is expected of a HIT undergraduate on Internship?

The Internship is the period within which the HIT undergraduate student acquaints with practical work related to his or her area of specialty thereby applying all theoretical knowledge learnt in Part I, II and semester I Part III of their technological programme.

Depending on the nature of the technological degree being pursued, departments may guide the students on specific technological areas to be studied in the identified places of internship.

3.6 Specific set objectives:

It should be understood that the internship for HIT students is rather more technical as is the nature of HIT technological programmes and it is envisaged that the students be able to accomplish the following during the period of attachment:

1. Acquaint with basic technological equipment, manufacturing processes and production in an industrial environment.

2. Acquire practical knowledge of basic principles learnt on the technological degree area being studied.

3. Be able to apply knowledge of technology design and innovation in the context of the specialty being studied and the internship placement manufacturing activities.

4. Fulfill all requirements for the internship course as outlined in this document ensuring that the following forms are submitted in time to the relevant department at Harare Institute of Technology:

Outline Programme Form HIT301/IF/01

Students Induction Checklist Form HIT301/IF/02 Students Health Profile Check Form HIT/IF/03 Employers Assessment Form HIT/IF/04 Students Self Assessment Report

5. Be able to make self assessment of practical knowledge acquired and identify areas of improvement.

6. Learn the various roles of a technologist in a processing and manufacturing organization, itinerary and modus operandi.

7. Be able to come up with a project which envisages solving a technological problem or investigate efficiency of an identified process with the aim of improving it or designing a new technique.

8. Be able to produce a comprehensive report of what was learnt during the attachment period.4.0ASSESSMENT DURING INTERNSHIPThe student is assessed both by the company in which he/she is attached and the Institute. The Institute sends an Internship supervisor who is an academic member of staff from the HIT. The student under internship has a standing supervisor at the company of attachment and he/she is involved in the assessment of the student.

Assessment of the internship work takes place via three elements: One employers assessment form

One students self assessment report

One Internship supervisors report

[Please Note:The student has to keep a logbook, which should be produced upon request]

The following procedure of assessment applies for the internship programme and applies to all undergraduate programmes.

Internship Period: Semester 11

FORM OF ASSESSMENTDUE DATE% OF FINAL ASSESSMENT MARK

Employers assessment form

20

Internship Supervisors assessment form.30

Students report

30

Oral Presentations 20

TOTAL 100

Employers Assessment Form HIT 301/IF/04At the beginning of the attachment the student in consultation with the supervisor at the place of attachment will fill in the Outline Programme Form HIT 301/IF/01.This form is foremost in the assessment procedure [Refer to appendix 1].The employers assessment form is filled by the employer [Refer to appendix 2] and assesses the performance at the work place, their self-development, performance targets and evidence of achievement during the attachment period.Students ReportThis is one of the most crucial written works prepared by the student to show how he/she has learnt during internship. The report should be done considering

The log book that the student has to keep

Outline programme agreed upon at the beginning of the attachment

The overall objectives of the internship based on the study programme being pursued at HIT [read the beginning of the Guidance Notes for Students]

The report should not be less than 10 typed A4, single spaced pages. In this report students should provide a detailed and analytical extension of the work placement emphasizing how elements of their degree can be expected to draw upon their academic learning in order to critically evaluate the companys operations and their performance.It should be a factual report covering:-1. Work done and practical knowledge acquired. Critical assessment of the experimental learning gained from the internship. Identification analysis of any difference between theory studied and the operational practices perceived. [This section is the key to the quality of the report].2. Principle products /services and their characteristics in which the student reports the technological outline of the establishment in line with his / her area of specialisation.

3. Identification of special opportunities and problems faced and the means adopted for exploiting and overcoming these during the attachment.4. Description and analysis of the performance criteria and targets set for the attachment programme. 5.0AT THE START OF THE INTERNSHIP(a) Give a copy of the Employers handbook to the person who will be responsible for you during internship.(b) Within a week of commencing work complete the Student Induction checklist and Health Profile forms.

(c) Your employer will agree with you (soon after joining them) an outline programme of the jobs, activities, training e.t.c that you will be required to complete for at least an initial period of time (refer to appendix).(d) Try to set yourself specific, self-learning objectives for the placement, and match those to the specific work to be done.

6JUST BEFORE YOUR INTERNSHIP SUPERVISOR PAYS A VISIT TO YOUR PLACE OF INTERNSHIP Prepare your report or whatever you would have written since joining the organization and have your outline programme ready! Be ready to discuss the progress of your report.

On the visit your internship supervisor will review your progress and performance with you and your employer and if necessary, will assist with drawing up a further outline programme for your next period of employment. The internship supervisor will establish whether another visit is appropriate.

7 WHAT THE EMPLOYER IS ASKED TO DO1. Confirm receiving the students health profile form.

2. Ensure that you are given the necessary instruction/information within a week of beginning work to enable you to complete the Student Induction Checklist.3. Assign a member of the employing organization to act as your supervisor.4. When you join the organization, to develop an outline programme for you of the jobs, activities, training etc that you are required to complete for the initial period at least.

5. Prior to the visit by the Internship Supervisor, complete an employers assessment form. In addition, your employer should approve your students report.6. Before the end of your attachment period, to read your report for approval. It is acceptable for your supervisor simply to sign and date the final page of the report, to indicate that the work is acceptable.

7. Communicate to the school / faculty administrator, Harare Institute of Technology, or Internship Co-ordinator of the department, matters that may arise not already covered by the normal communication process.APPENDICES

Outline programme form HIT301/IF/01

Students Induction Checklist Form HIT301/IF/02

Students Health Profile Check Form HIT301/IF/03

Employers Assessment Form HIT301/IF/04

HIT301-INTERNSHIP

PROGRAMME

OUTLINE PROGRAMME FORM HIT 301/IF/01

(To be filled for every month of internship)

The following schedule outlines the proposed programme of the training which the student will follow during his/her internship. This covers the first period from the students starting date of employment. The employer in agreement with the institute student supervisor should assign students to the training activities, indicate month of training and confirm by signature and endorsement of company official stamp. Function AreaProposed Training/Experience/ProjectApproximate Time Span of Training/Dates

Month of Training & Year Company Supervisor Internship Supervisor.................................Student Name & Registration No .Chairman Department..Date and Official Stamp

STUDENTS INDUCTION CHECKLIST FORM HIT 301/IF/02

Name of Student.. Start Date

The following items should be included in your induction into the company of internship. preferably on your first day. Please check off the items below when they occur and inform your supervisor of any items not covered within one week of the start of your internship. The list is not exhaustive and other topics may be covered, which you may not if you wish so.

TASKDATE

Introduction to key staff members of and their roles explained

Location of toilet facilities, canteen and rest room.

Lunch, tea and coffee arrangements

Place of work

Companys Regulations/Secrecy Acts/Policies.

Dress code

How to answer the telephone. Transfer calls and make calls both internally and externally.

HEALTH & SAFETY ISSUESDATE

Emergency procedures

Safety policy received or location known

Location of first aid box

First aid arrangements

Fire procedures and location of fire extinguishers

Accident reporting and location of accident book

Manual handling procedures

Industrial safety regulations

Instruction on equipment you will be using

..

.Internship Supervisor; Signature

Date .

.. Company Supervisor; Signature

Date

Date & Stamp ..

STUDENTS HEALTH & PROFILE CHECK FORM HIT 301/IF//03

[A] STUDENT ATTACHMENT DETAILS

STUDENTS FIRST NAMES & SURNAME:.

STUDENTS REGISTRATION NO.: ...

DEGREE PROGRAMME & PART: .

COMPANY SUPERVISOR:

PERIOD OF INTERNSHIP: .

[B] HEALTH PROFILE

MEDICAL AID SOCIETY & NUMBER: ..

TYPE:

DO YOU HAVE ANY DRUG ALLERGIES? YES/NOIF YES GIVE DETAILS:...

DO YOU HAVE ANY MEDIAL CONDITION THAT NEEDS CONSTANT MEDICAL ATTENTION? YES/NO:

IF YES GIVE DETAILS: .

...

HAVE YOU EVER BEEN ADVISED BY A MEDICAL PRACTITIONER TO LIMIT EXCESSIVE PHYSICAL WORK? YES/NO:

IF YES GIVE DETAILS: .DO YOU HAVE ANY RELIGIOUS COMMITMENTS THAT MIGHT AFFECT YOUR WORKING SCHEDULE DURING INTERNSHIP? YES/NO:

E.G.: RELIGION DOES NOT ALLOW YOU TO WORK ON FRIDAY OR RELIGION DOES NOT ALLOW YOU TO HANDLE PORK PRODUCTS OR RELIGION REQUIRES YOU TO ATTEND TO PRAYERS DURING WORKING HOURS.

IF YES GIVE DETAILS: ..

.

INDICATE WITH A YES OR NO IF YOU HAVE EVER BEEN DIAGNOSED TO SUFFER FROM THE FOLLOWING AILMENTS:

DIABETES

YES/NOBLOOD PRESSURE

YES/NO

HYPERTENSION

YES/NO

HEART DISEASE

YES/NOTUBERCULOSIS

YES/NOHEPATITIS: A OR B OR C

YES/NOIF ANY OF THE ABOVE ANSWERS IS YES GIVE DETAILS:

.

ARE YOU PRESENTLY ON ANY MEDICATION? YES/NOWILL THIS MEDICINE AFFECT YOU IN ANY WAY DURING YOUR INTERNSHIP? YES/NO

IS THERE ANY HEALTH ISSUE YOU WOULD WANT YOUR INTERNSHIP EMPLOYER AND THE HARARE INSTITUTE OF TECHNOLOGY, TO KNOW? YES/NOIF YES GIVE DETAILS:

The above provided information is true to the best of my knowledge:

Students Signature: Date:

Checked by the Work Supervisor before forwarding to Harare Institute of TechnologySupervisors Signature:.. Date:

Received at the Department, Harare Institute of Technology

Internship Co-ordinator /Chairperson: .

(Signature &Date & Official Stamp)

EMPLOYERS ASSESSMENT FORM HIT 301/IF/04STUDENTS FULL NAME: ..

STUDENTS REGISTRATION NUMBER:

NAME OF EMPLOYER: ..

DEPARTMENT ATTACHED: .

DATE OF ASSESSMENT: ...

STUDENTS JOB TITLE:

NAME OF SUPERVISOR:

HAS THE STUDENT PROVIDED YOU WITH A SELF DEVELOPMENT PLAN OR SET GOALS HE/SHE INTENDS TO ACCOMPLISH DURING THE PERIOD OF INTERNSHIP? YES/NOIF YES WERE THE SET OBJECTIVES REALISTIC AND CHALLENGING? YES/NOPLEASE PROVIDE COMMENTS ON THE WORKING ENVIRONMENT AND OPPORTUNITIES AS THEY MAY HAVE AFFECTED THE STUDENTS PERFORMANCE .............................................................HOW WOULD YOU RATE THE STUDENTS BEHAVIOUR?

EXCEPTIONAL/GOOD/SATISFACTORY/POOR

HOW HAS BEEN THE STUDENTS PUNCTUALITY TO WORK?

EXCEPTIONAL/GOOD/SATISFACTORY/POOR

In the table kindly asses the student by making a tick in the appropriate column according to the criteria of assessment considered. It is assumed the assessor makes a general assessment for the whole period of INTERNSHIP under review.Criteria Poor Marginal SatisfactoryHighly CompetentExcellentOutstanding

%guide75%

Score Points012345

PERSONAL CHARACTERISTICS

Self Confidence

Drive & Self Discipline

Dependability

Adaptability

Initiative

QUALITY OF WORK

Task Fulfillment

Volume of Work

Accuracy

Thoroughness

Management of Time

INTERPERSONAL SKILLS

Oral Communication

Written Communication

Compliance with Authority

Team/Cooperation

Leadership Potential

INTELLECTUAL QUALITIES

Learning Capacity

Problem Identification

Problem Analysis

Problem Solving

Judgment

Total Score Points per Column

Overall Score of Points (i.e. sum of total points per column) ...

WORK SUPERVISORS ASSESSMENT OF THE STUDENTS REPORT

Having read the students report on internship at your establishment, how do you rate the following assessment areas:-

ASSESSMENT AREA 12345

How do you rate the students performance regards identifying and addressing the relevant issues i.e. the overall structure and coherence of the report

How do you rate the students performance regards evidence of data collection and analysis e.g. information on the organization/company of attachment and use of this information within the report.

How would you rate the students performance regards communication skill used in compiling the report.

How do you rate the students ability to apply theoretical knowledge in understanding or solving issues related to the efficient running of the organization/company.

OVERALL INTERNSHIP PERFORMANCE RATING:

For the period of INTERNSHIP you have had with our student, how do you rate his/her performance on the overall. Please tick appropriately.

SATISFACTORY

Most job requirements met

HIGHLY COMPETENT

All job requirements met

EXCELLENT

Exceeded all job requirements in a highly efficient manner

OUTSTANDING

All job requirements substantially exceeded

Signature of Work Supervisor . Date .....

Received and Checked at the Department, HIT Internship Supervisor Date & Official Stamp

HIT 301-INTERNSHIP PROGRAMME

HIT 301- INTERNSHIP PROGRAMME

HIT 301-INTERNSHIP PROGRAMME

UNSATISFACTORY

Performance below minimum level necessary

MARGINAL

Performing at a minimum level

PAGE 1 HIT301-Internship; Guidance Notes for Undergraduate Students