Summer Internship Program -2012

Summer Internship Manual

Plot No. 32-34, Knowledge Park III, Greater Noida, UP.- 201306 Email: placements@sharda.ac.in Website: www.sharda.ac.in

TABLE OF CONTENTS
1. Summer Internship 2. Objectives of Summer Internship 2.1 Orientation in the company 2.2 On-Job Training 2.3 Summer Training Report 2.4 Documentation and presentation of the final report 3. Attendance Policy 4. Conduct and Behavior 5. Roles and Responsibilities 5.1 Internship Coordinator 5.2 Faculty Guide 5.3 Training and Placement Team 5.4 Student Intern 6. Summer Internship Evaluation 7. Important Tips 8. Annexure 8.1 Annexure I Initial Report 8.2 Annexure II Interim Report 8.3 Annexure III Final Evaluation (Project Report) 8.4 Annexure IV Final Evaluation (Presentation) 8.5 Annexure V Declaration Form 8.6 Annexure VI Format of Cover Page

SCHEDULE May 2012 Schedule Date Responsibility Reporting Letters June 2012 Schedule Initial Phase Date Responsibility Summer Internship Inception Initial Reporting Days Welcome Mail To Company Mentor Reminder To Student For Submitting Initial Report Last Date For Submitting Initial Report Inviting Company Guide For Feedback On The Basis Of Student Initial Repot End Of Initial Phase Department Student Report To Company Faculty Faculty Faculty Faculty Department Placements

June 2012 July 2012 Interim Report Days Date Responsibility Progress Report Update From Company Mentor Reminder To Students For Submitting Interim Report Update/Inform Company Mentor via Call For Interim Report Last Date To Receive Interim Report END OF PHASE II INTERIM REPORT Department Faculty Faculty

Faculty Faculty -

July 2012 Closing Days Date Responsibility Closing Call To Company Mentor Final Reminder To Student For Submitting SIP Closing Mail To Company Mentor Thank You Mail To Company Mentor Department Faculty Faculty Faculty Dean

August 2012 SIP PRESENTATIONS Date Responsibility Presentation On Sip Report Department Faculty

1. SUMMER INTERNSHIP An internship is a large part of a students formula for job search success. Students who have good internship experience can be hired faster and earn more than students who do not have good experience. More and more employers are seeking students who have relevant experience and are familiar with the work environment. After a student completes an internship, there is greater potential for the employer to hire him or her for a full-time position, the advantage here is that these students are already familiar with the organizations culture and work style. What is an Internship? A temporary, hands-on work experience in an organization or company for which students earn academic credits. The opportunity to add practical, relevant experience to your field of study. Why an Internship? Test drive the path you are choosing and confirm your interest - An internship is a good way to check out your interest in a possible career field. Not only will you have the opportunity to build your knowledge base and test your skills by doing your job, but you will have the opportunity to be exposed to the work of others within the organization and find out about additional job possibilities. Grow personally - The value of an internship often extends beyond career exploration; a good experience can have a significant impact on your personal growth by developing your intellectual, interpersonal, and leadership qualities. Get experience and skills and enhance your resume with career-related experience - Employers number one criteria when interviewing potential candidates for employment is related work experience. Develop future employment opportunities - The high demand for skilled employees have convinced employers of the prudence of sponsoring internship programs to identify, test, groom and recruit candidates. Gain valuable contacts and references - Networking is an essential part of the job search process and who better to ask for a reference or contact than someone who knows your work style and habits. Getting to know people working in the career field youre interested in is easier when youre working side-by-side with them.

2. OBJECTIVES OF SUMMER INTERNSHIP The objectives of the Summer Internship Program are To provide an opportunity for the Student Interns to apply the concepts learnt in real-life situations. To make them aware of the corporate culture by assigning time-bound projects in a company. To create awareness among Student Interns about their strengths and weaknesses in the work environment. To provide Student Interns a platform to take up on-the-job Training and develop a network which will be useful in enhancing their career prospects. To do a study on any one aspect of the company to enhance their research and report writing skills.

Summer Internship can be broadly classified into three phases1. Orientation in the Company, 2. On Job Training and 3. Project/research work leading to Summer Training Report. 2.1 Orientation in the Company During the first two weeks of Summer Internship, the student intern will undergo an extensive Orientation program in the Summer Internship Company. During this period, the student intern will understand the company, its customers and the competitors. He/She will thoroughly study and understand the policies of the company, study the macro-environment in which the industry is operating and prepares a SWOT analysis. The student intern may also get oriented to various departments of the company and get to know the key functionaries. The student interns may meet these functionaries with prior appointment and understand the various perspectives from them in managing their departments. This provides a unique opportunity for the interns to gain insights into managing the departments directly from the head of those departments. The student interns will also get to know their company guide and other executives/supervisors who will be closely guiding them during the period of Summer Internship. The intern will also understand the organizational structure and the top management team including the Chairman, Managing Director, Chief Executive Officer, etc. By the end of the orientation program in the company, the Student Intern should be able to clearly state his/her business objectives which would include specific and measurable targets to be achieved during the On-Job

Training, break-up of targets on a weekly basis, synopsis for the Summer Training Report, etc. 2.2 On-Job Training The Student Interns should keep this in mind that their future employers will assess them on their summer internship - and whether or not their temporary employer liked them enough to invite them back permanently. So work as hard as you can. At best, you may discover a fabulous new field you'd never considered before. At a minimum, you'll get a full-time offer, which will make you more marketable to future employers. The summer should be a time to make an investment in your future. On-Job Training may stretch from the beginning to the end of Summer Internship. During this period, the Student Intern may be assigned various tasks by the organizations, which are part of the day-to-day functioning of the department within the organization. On-Job Training gives direct exposure to execution and support functions of the department. It gives a flavor of teamwork, organizational culture, team dynamics, result orientation, organizational pressures, complexities in achieving the desired results, etc. A Student Intern should take this as a learning experience and be ambitious of achieving the desired targets or accomplishing the required tasks, through professionalism and business acumen. On-Job Training provides good scope for developing necessary managerial skills and positive attitude. 2.3 Summer Training Report Each student intern will undertake project/research work during the period of Summer Internship leading to Summer Training Report. A student would be assigned a specific project/research work involving project/research design, designing of questionnaires, application of sampling techniques, administering the survey, tabulation of data, application of statistical/managerial tools for analysis of data and drawing inferences/testing hypothesis thereof and finally culminating in the preparation of a detailed Summer Training Report. Summer Training Report can be chosen by a student intern in the field of his specialization/interest. However the student has to be sensitive to the placement opportunities and take up Summer Training Topic in that area. A good summer training report, providing value to the corporate may be the trigger for a better placement opportunity. 2.4 Documentation and Presentation of the Final Report Materials - The report should be typewritten or printed on plain, white, A4 size paper. Normally printing should be on one side of the page only but where good quality paper is used, printing on both sides is acceptable. Use black print. In all circumstances the text must be legible.

Margins - A left-hand margin of approximately 3-3.5 cm allows adequate space for binding. The top margin of the first page and of the first page of each succeeding chapter/Section should be 4 cms. Other top margins, the right side and bottom margins should be a minimum of 2.5 cm in size. If printing on both sides is intended, a right hand margin of approx 3-3.5 cm on even page numbers would be needed to allow space for binding. Typing - The text material should be typed with one and a half spacing between the lines. Twelve point font sizes to be used in Times New Roman/Arial fonts. Pagination - Beginning with the first page of Chapter 1/Section 1, pages are to be numbered. Small Roman numerals should be used for all preceding pages, with the exception of the title page which is unnumbered. Proof Reading - Allow yourself adequate time to go through the report word by word, line by line and page by page, ensuring that all typographical and other errors are removed. Examiners are going to check references and quotations to see whether they are accurate. Some examiners can be extremely searching, so be warned. Check these things before your original copy is duplicated. Attachments - Attachments such as data sheet, graphs or photographs should either be securely attached to the body of the project or submitted separately in a strong enclosure. Binding - Bound copies of project may be submitted in either hard-bound or softbound. Documents which are bound securely by being spiraled on their spine are also accepted. Submission Procedure - When you are satisfied that all the necessary revision has been completed and the project report is ready for submission, you should sign a declaration that the work is original and it is ready for examination. The declaration needs to be a part of your project submission. The format for project report would be: Cover page (Format of cover page is in annexure) Certificate of summer internship Acknowledgement Contents Executive summary Company analysis (company profile + SWOT analysis) Working methodology (research/study/field job) Detailed report Analysis (charts, diagrams if required) Recommendations/suggestions

Limitations of the project Learning References The report should be of 30-40 pages. A student needs to submit the project report in the following manner: 1 hard copy for company 1 hard copy for college (to be returned to student after the final presentation, for future reference) 1 CD to be kept as record in college (to be submitted to placements office) The soft copy and the hard copy are to be submitted in the Placements Office on the 1st day of College after the Summer Internship.

3. ATTENDANCE POLICY Absolute attendance (100%) is a symbol of dedication and commitment of a Student Intern. Unless there is dire need for availing leave, the Student Intern should not ask for any leave. Dedicated effort from the Student Intern paves the way for healthy relationship with the organization and enhances the placement opportunity. Analysis of the previous Summer Internship experiences prove that those with good attendance record performed better during Summer Internship and secured Pre-placement Offer (PPO). 100 percent attendance is mandatory. If a Student Intern is not in a position to attend on any day during Summer Internship, he/she shall obtain prior approval of leave from Company Guide and Faculty Guide. For all the leaves availed, there will be a penalty in terms of marks. Absence without prior approval of leave will be viewed seriously and may lead to termination of Summer Internship. 4. CONDUCT OF INTERNS The Student Interns must bear in mind that they are the ambassadors of Sharda University and conduct themselves in the manner befitting the Sharda University standards. Sharda University expects the Student Interns to maintain high professional and social standards. Sharda University expects that the Student Interns will at all times during Summer Internship conform to the rules and regulations of his/her place of work. It is particularly important to be regular, punctual, obedient, honest and sincere at work. Unprofessional behavior, dishonesty, misconduct, indiscipline, irregularity at work and unsatisfactory performance will lead to cancellation of internship of the student. 9

DO'S AND DON'TS FOR STUDENTS DURING SUMMER INTERNSHIP

Do's: Student Interns should Get an overview of the Company/Industry in which they are placed. This includes understanding the core business of the company, organizational chart, key personnel in the company, manufacturing units, marketing channels, financial policies, etc. Make an analysis of the company vis--vis the industry and prepare SWOT analysis. Always maintain formal dress code. Always be polite in dealings and maintain cordial relationship with the Company Executives. Always be positive and open to suggestions. Maintain strict confidentiality of company information. Consult Faculty Guide or refer textbooks to reinforce relevant concepts. Always submit bills in time when reimbursement is to be claimed. Get conversant with company policies/rules before incurring expenditure. Always be present whenever the Faculty Guide and/or Placement Manager visit the company. Focus on assignment and complete the individual tasks allotted on schedule.

Don'ts: Student Interns should not Criticize the company policies and/or Company Executives. Criticize or make adverse comments about Sharda University and/or Faculty Guide. Misuse the facilities offered by the company. Go to meetings and presentations unprepared or ill-prepared. Be late. Leave the office without prior permission from the Company Guide. Be impolite or rude to Company Executives. Exceed the work given by the Company Guide and collect information that is confidential in nature. Hold back any material/equipment/accessories provided by the company on a returnable basis. Interfere in third party assignments. Encourage friends visiting workplace during office hours and cause inconvenience to others.

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5. ROLE AND RESPONSIBILITES 5.1 Internship Coordinator Internship Coordinator has to lead, motivate and mentor the Faculty Guides. He/she has to give necessary thrust and directions to the Faculty Guides as well as the students. The Internship Coordinator shall Enable effective Summer Internship by donning the mantle of an organizer, leader, evaluator, enabler, director, planner, developer and resource manager. Leverage the strengths of Faculty Guides to accomplish the goals set for the Summer Internship and enhance Summer Internship outcomes. Visit Summer Internship companies if required. Review the progress and performance of Student Interns and Faculty Guides from time to time and give necessary feedback to the concerned. Counsel Student Interns on need basis. Randomly select Student Interns and review their progress from time to time. Interact with the Company Guides on need basis and develop the relationship with the companies. Give challenging tasks to Faculty Guides and help them achieve the tasks. Ensure that Faculty Guides give adequate attention to the bottom 1/3rd students. Help the Faculty Guides to achieve PPO targets and track their performance on a regular basis. Periodically undertake random evaluation of students and validate the evaluations made by the Faculty Guides. Encourage Faculty Guides to come up with innovative practices for improved effectiveness in Summer Internship. Ensure that Faculty Guides visit companies for reviewing Student Interns once in a fortnight. Make periodical feedback on Faculty Guides.

5.2 Faculty Guide The role of the Faculty Guide is to facilitate the Student Intern to undertake a meaningful On-Job Training and Summer Training Report, provide necessary operational and academic guidance and to facilitate evaluation, with the help of the Company Guide while the Summer Internship is in progress. The Faculty Guide would be involved at all stages of Summer Internship. The Faculty Guide shall Submit a Report to the Internship Coordinator which will include the initial report and interim report received from the student. It will also include a

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brief on the mails exchanged and telephonic conversation between the Faculty Guide and the Company Guide. Familiarize Student Interns with evaluation process, parameters and schedules. Plan for presentations by the Student Interns at the final stages of evaluation. This would help overcome any shortcomings on the part of the Student Interns when the presentation is made to the target audience. Guide/facilitate Student Interns in achieving the targets/tasks as assigned by the Summer Internship Company and tracking their performance on a weekly basis.

Faculty Guide shall be assessed for the key result areas like achievement/ surpassing the targets set by the company for the Student Interns for On-Job Training, no. of pre-placement offers received at the end of Summer Internship etc. As far as possible, the Faculty Guide should take the initiative to hold discussions with the Company Guide along with the Student Interns. This would help the Faculty Guide to assess the student's progress in his/her respective project, the quality and the quantity of work put in by the Student Interns. These discussions would also help the Faculty Guide to judge the behavior of the Student Interns in the company, and the relationship the Student Interns maintain with the other executives/staff of the company.

5.3 Training & Placement Team The Training & Placement Team is responsible for timely generation of Summer Internship. Placement Managers will be responsible for Liaising with the corporate and maintaining good relationship with the concerned Company Guides in the Summer Internship organization. Coordinating with Faculty Guides and facilitating timely implementation of various components of Summer Internship and help achieve the targets set for Summer Internship. Ensuring conduct of orientation for the student interns at the Summer Internship company during the first two weeks. Obtaining feedback from the company on the performance of the Student Interns and pass on the information in written form to the Faculty Guide.

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5.4 Student Intern The Student Interns are assigned to a Faculty Guide at the beginning of the Summer Internship. They must discuss with the Faculty Guide the various components of On-Job Training and Summer Training Report and seek clarifications on any matter related to them. The Student Interns shall Strictly follow the Summer Internship guidelines. Prepare Industry/Company profile as soon as possible after commencement of the Summer Internship and submit it to the Faculty Guide. Have continuous interaction with the Faculty Guide, Placement Manager and the Company Guide. Report constraints if any, to the Faculty Guide without delay. Take presentation as an opportunity to impress the host company and ensure its success. Submit weekly progress report to the Faculty Guide. Endeavor to secure pre-placement offer in Summer Internship Company through dedicated work and result orientation.

6. SUMMER INTERNSHIP EVALUATION Summer Internship carries a weightage and therefore the evaluation of Summer Internship is critical to the Student Interns overall performance. The evaluation will be based on the performance of the Student Intern. The various stages of evaluation and weightage at each stage are given below: Components of EvaluationStage Initial Evaluation Interim Evaluation Final project Final presentation Weightage Remarks 10% 10% 40% 40% Evaluation by faculty guide. Evaluation by faculty guide. Evaluation by faculty guide. Evaluation by panel.

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7. IMPORTANT TIPS

Apart from giving the Student Interns an exposure to real work situations, Summer Internship provides them a meaningful opportunity to learn the art and skills of information/data identification, collection, classification, acquisition, processing and presentation. Projects under the Summer Internship could be of significance to the host organization-in terms of their objective of "Technical Documentation" aiming at updating or modernization of information systems. Therefore, Student Interns should take care to properly document their work. They should consult their Faculty Guide for any problems they might encounter. The Student Interns are advised to strictly adhere to the deadlines of submitting reports and making presentations. Non-submission of reports by the due date may lead to the student not being evaluated. The Student Interns are advised to submit the project report to the host organization for scrutiny before submitting it to the Faculty Guide. This gives assurance to the host organization on maintaining secrecy of certain confidential data.

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ANNEXURES

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SUMMER INTERNSHIP 2012 Initial Report (Annexure-I) (To be submitted by the summer interns to their Faculty Guides on or before -----) Enrollment No.

Name of the Student Address Name of the Faculty Guide Name of the Company Address of the Company Name of the Company Guide Designation of the Company Guide Contact Details of Company Guide Phone (Off) Reporting Date Mobile Email ID Current Status of the Training a) What is going right? b) What is going wrong?

Date:

Signature of the Student

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SUMMER INTERNSHIP 2012 INTERIM EVALUATION REPORT (Annexure-II) (To be submitted by the student intern to the faculty guide on or before ----------) Name of the Student: Name of the Company: Location: Name of Faculty Guide: Name of Company Guide: Progress of the training: Enrollment No.

Description of tasks:

Learning from experience:

Achievements:

Date:

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SUMMER INTERNSHIP 2012 FINAL EVALUATION PROJECT REPORT (Annexure-III) Enrolment No.: Name of Student: Name of the Company: Name of Faculty Guide: Name of Company Guide: Sl. No. 1. Description Project completion: Initial project specifications; planning efficiency; meeting deadlines; variance with respect to the project report. Quality of Report Structure: Adequate report writing; formatting; conformity to guidelines; contours of project; proper spelling, grammar, appropriate language. Content: Description of project; accuracy of facts; relevance; research undertaken; approach; data collection; analysis, technical details; objectives achieved; illustrations. Choice of tools and techniques. Competence: Approach to the project; overcoming complications; management and organization; reliability and punctuality; individual contribution to the project; identifying and valuing learning outcomes; developing strategies to meet the contingencies. Achievements/Recommendations: Objectivity of recommendations; logical conclusion; practical implications of the findings. Reading/Referencing of literature (Book & Web based): Details of resources; cross reference to other research studies/Project Works; acknowledgement of citations. TOTAL Date: Name: Designation: Signature 18 Max Marks 10 Marks Awarded Location:

2.

10

3. 4.

20 20

5.

20

6.

10

7.

10 100

SUMMER INTERNSHIP 2012 FINAL EVALUATION - PRESENTATION (Annexure-IV)

Enrolment No.: Name of Student: Name of the Company: Name of Faculty Guide: Name of Company Guide: Sl. No. 1. Max Marks 20 Marks Awarded Location:

Description Quality of Presentation: Scope, objective & structure of presentation, use of supporting material for presentation Content: Logical sequencing of ideas, application of managerial tools to business Communication ability: Clarity of thought & expression, correct usage of language, transforming ideas into proper presentation, delivery style, eye-contact, bodylanguage and confidence Findings/ Recommendations: Focused analysis of the findings, substantiating with practical applications, stimulating further work in the area Handling Question Answers session: Preparedness for questions, convincing and precise response to questions TOTAL

2.

20

3.

20

4.

25

5.

15 100

Remarks: Date: Name: Designation: Signature

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DECLARATION FORM (Annexure-V)

I hereby declare that the Project work entitled___________________________ _____________________________________________submitted by me for the Summer Internship during the Master of Business Administration to Sharda University, Greater Noida is my own original work and has not been submitted earlier either to Sharda University or to any other Institution for the fulfillment of the requirement for any course of study. I also declare that no chapter of this report in whole or in part is lifted and incorporated in this report from any earlier / other work done by me or others.

Place : Date : Signature of Student

Name of Student Address

: :

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Format of Cover Page (Annexure-VI)

A Project Report On Title of the Project For Name of the Company In partial fulfillment of

Master of Business Administration

Company Guide Designation Department

Submitted by: Name of the student Roll No.

2011

SCHOOL OF BUSINESS STUDIES

Sharda University Plot No. 32-34, Knowledge Park III, Greater Noida, UP.- 201306

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REPORTING LETTER FORMAT

Ref: Date: To, Mr. XYZ ABC Company 212, Ansal Bhawan, 16, KG Marg, New Delhi - 110001 Sub: Reporting for Summer Internship Program Dear Mr. XYZ, This is in regards to Summer Internship Program of our student Ms. (Name of the Students) in your esteemed organization. We are grateful to you for providing the same. I am sure that under your able guidance she will excel and have a great opportunity to learn. Our Summer Internship Program will start on (Start Date) and will end on (End Date). We are pleased to inform you that our Faculty member / Member of Corporate Relation Team will be visiting/contacting you shortly to discuss the project details and modalities of the project. Once again we thank you for providing opportunity to us and our student to be associated with you. With warm regards,

Vikram Singh Director-Placements Sharda Univeristy

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THANKS LETTER FORMAT

Ref: Date: To, Mr. XYZ Head-HR ABC Limited New Delhi Dear Mr. XYZr, We thank you for giving an opportunity to Mr. (Name of the Student), a student of Sharda University to work in your esteemed organization during the summers of 2012. We would also like to take this opportunity to thank you and your organization for your guidance and supervision during the summer internship. He has learned and gained a lot from your guidance and has matured professionally. The suggestions made by you and other facilitators have benefited in an overall grooming of the student. Our campus placement activities for Master in Business Administration (MBA) students for session 2011 - 2013 are starting from second week of Nov. 2012. We anticipate an ambitious placement program for this batch and would be glad to have your esteemed organization among the participating organizations. We look forward to your organization recruiting from Sharda University this year. I appreciate your support and honor your continued involvement with Sharda University. Thanks and Regards,

Prof. R.K. Verma Dean School of Business Studies Sharda University

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