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AMAIUB - WBL

1.0 POLICY

Career Practice, the second component of the Placement & Linkage Cycle, serves as the primary
method for the integration of academic knowledge with professional experiences. As the flagship
program, On-The-Job Training (OJT) / Practicum Programs supplement the knowledge imparted
through Career Awareness programs through the development of actual work-related
competencies. Career Practice aims to expose students in the real world of work, and business,
engineering, computing and medical environments in order to develop their capacities,
capabilities, attitudes, professional attributes, and work ethics that contribute to their
employability and life-long learning. With the objective of producing professionals and potential
leaders of the society, AMAIUB believes that WBL helps the students identify their career paths
and work towards professional success. The success of WBL lies on the tripartite partnership
between the University, the participating employers or work based and placement learning
institutions, and the students.

2.0 PURPOSE

These policy and procedures outline the processes in assisting AMAIUB students in the course
of their Work Based Learning (WBL)/ Practicum activities.
These also define the roles and responsibilities of the Head of Academic Affairs, Deans, PLO
Head, PLO Advisers/Mentors, employers/work based and placement learning institutions, and
the students.
Moreover, the Career Practice aims the following:

 to provide opportunities for students to apply their knowledge and skills, learned and
enhanced from AMAIUB;
 to allow students to develop new skills in team building, human relations, leadership,
communication and work ethics;
 to enable students to interact and work with , and learn from trainers/supervisors who
represent their respective companies/institutions;
 to provide students with the opportunities to conduct self-assessment of their
performance in the work place, recognizing their strengths and weaknesses for future
development needs;
 to implement structures and procedures to assure the quality of WBL;
 to develop linkages and strengthen partnerships with the employers/ participating
companies/institutions;
 to ensure a safe, fair, decent, and conducive atmosphere to students;
 to produce highly skilled graduates dedicated to life-long learning and responsive to the
growing socio-economic needs of Bahrain and the region.

3.0 SCOPE

The Practicum/OJT Program is an integral part of the Bachelor of Science in Business


Informatics (BSBI), Bachelor of Science in International Studies (BSIS), Bachelor of Science in
Computer Science (BSCS), Bachelor of Science in Mechatronics Engineering (BSME), Bachelor
of Science in Informatics Engineering (BSIE), Bachelor in Medicine Science, and the Doctor of
Medicine programmes at AMAIUB. The University defines WBL as any situation that provides
students various opportunities to apply knowledge and skills learned from the University to
workplace environments afforded by WBL linkage partners. AMAIUB ensures that the intended
learning outcomes of the WBL is assessed and credited as part of the respective programmes
where students are enrolled.

4.0 RESPONSIBILITIES
Head, Academic Affairs

 ensures that the Practicum course’s intended learning outcomes contribute to the overall
aims of the respective programmes where students are enrolled; and
 approves PLO WBL forms and mechanisms used to monitor students’ progress.

Deans

 designates students’ practicum advisers/mentors ;


 supervises the practicum advisers/mentors in the submission of the students’ performance
evaluation;
 recommends the programme’s Practicum coordinator to the PLO Head.

Head of the Placement and Linkages Office (PLO)

 endorses students to their identified WBL companies/institutions;


 assists students in identifying and allocating placements in case they have not chosen
one;
 provides procedures for students enrolled in the programme;
 heads the conduct of the Career Orientation Seminar;
 provides PLO Practicum forms and mechanisms to monitor students’ progress;
 supervises the Practicum Advisers/ Mentors in their specific duties and responsibilities;
 monitors the implementation of the Practicum/OJT activities;
 informs the students, practicum advisers/mentors, and company/industry partners of their
duties and responsibilities;
 administers Employer Survey forms that allow company/industry partners to assess and
give feedback to AMAIUB students’ performance in the workplace; and
 strengthens partnerships with employers.

Practicum Advisers/ Mentors

 meets the students during the scheduled time to discuss practicum matters;
 responds to student queries/concerns related to practicum experience and assessment
procedures;
 checks the veracity and accuracy of data in the students’ application letters and CVs;
 submits the application letters and CVs to the PLO Head to secure endorsement letters;
 identifies and recommends training institutions to the PLO Head and makes sure that
these partner institutions provide a safe working environment to the students;
 keeps and updates records/data of information of training institutions such as:

1. company profile; and


2. name of the company’s employee who will be responsible for supervising/supporting the
practicum experience and his/her contact number and e-mail address.

 ensures that students will be given an actual work in training institutions that are relevant
to their academic preparation;
 monitors the activities of the student-trainees through actual visits at least once a week or
as agreed upon with the student-trainees;
 consults with the training institution’s practicum supervisor regarding the student’s
performance;
 visits practicum students in their respective companies and accomplishes company visit
forms;
 furnishes students with the approved PLO forms;
 keeps track of the students’ progress and makes sure that requirements for the Prelim,
Midterm and Finals are submitted on time;
 evaluates the performance of the students in consultation with the training institution
practicum supervisor and gives the students a numerical grade.

Company/ Institution/Organization

 defines the types and nature of training opportunities available in the


company/institution;
 designates a qualified and trained personnel who will mentor the student-trainees;
 conducts learning avenues to meet the intended learning outcomes of Practicum;
 sees to it that the assigned supervisor reviews and assesses the students’ progress and
performance during the training period;
 provides company/institution information to the student-trainees;
 enables the student-trainees to gain fair, safe, decent, and conducive training
opportunities;
 assists student-trainees in the development and completion of Practicum Accomplishment
Report by providing appropriate assessment and other pertinent information; and
 works with the University in the maintenance and the enhancement of Practicum program
of activities.

WBL Student – Trainee

 attends the Practicum Orientation Programme to be informed of his/her duties and


responsibilities;
 performs the task(s) assigned to him/her promptly and satisfactorily by engaging fully in
the Practicum processes in order to achieve the intended learning outcomes;
 informs the Practicum adviser/mentor of any issue/problem which will affect, in one way
or the other, the satisfactory achievement of the WBL learning outcomes;
 utilizes the PLO forms to document and to keep a record of the reporting day’s activity,
problems encountered, solutions offered and/or implemented, etc. ;
 abides with the WBL company/institution regulations and policies;
 maintains confidentiality of any sensitive information concerning the transactions of the
WBL company/institution;
 informs in advance the Supervisor of the training institution of any absences or tardiness
from scheduled work hours and consults him/her for any concerns related to WBL;
 adapts with the training institutions/companies’ culture, methods, leadership and
programmes;
 shows awareness of his/her rights concerning a period of Practicum/Placement which
include:

1. safe working environment; and,


2. fair treatment in accordance with the University and WBL company/institution polices.

 follows the correct procedures in the Practicum programme which includes:

1. Reporting to your respective Practicum Adviser for orientation of the OJT Program.
Attend the scheduled Pre-Deployment Orientation Seminar for Practicum Students.
2. Identify the institution where you want to undergo training.
3. Prepare an Application Letter to undergo the training with Curriculum Vitae (CV)
attached (with proper photo). This will be checked by the adviser.
4. Fill-up the request slip for securing endorsement letter (attach a copy of application letter
and CV) and have it approved by your Practicum Adviser. The Adviser will forward the
request to the Placement and Linkages Office (PLO).
5. Get the Endorsement Letter from the Practicum Adviser. Make two (2) copies (one for
the PLO and the other for your Practicum Accomplishment Report/PAR).
6. Proceed to the Training Institution with the Endorsement Letter, Application Letter, and
CV.
7. Get an acceptance letter from the Training Institution and submit two (2) original copies
to the Adviser. The Adviser will forward one copy to the PLO. Get the following
required information from the Training Institution for the Training Agreement
Form(TAF):
1. Inclusive Dates of Training;
2. Trainee’s Working Hours Per Week and Timings/Schedule;
3. Department/Unit where the Trainee will be assigned;
4. Trainee’s Job Description;
5. Training Supervisor’s Name and Title/Position; and
6. Training Supervisor’s Contact Information (Phone Number and E-mail Address)
8. Get a TAF and a TPO from the Practicum Adviser (signed by the University
Representatives- College Dean and Head of Academic Affairs) and have it signed by the
Training Institution Representative. Submit a copy of the TAF and TPO to the Adviser
(the original will be an attachment of PAR).
9. Undergo an orientation with the Training Institution Supervisor and start the training (120
hours).
10. Report to the Practicum Adviser for the following:
1. Submission of requirements;
2. Progress Report;
3. Evaluation forms (Evaluation of Competencies, Performance Evaluation, PAR
Evaluation Form) to be given to the Training Institution before the completion of
OJT;
4. Preparation of the Practicum Accomplishment Report (PAR); and,
5. Submission of the Practicum Accomplishment Report (CD and hardbound copy to
the Practicum Adviser to be forwarded to the PLO).

 submits periodical requirements on time, which include:

1. Prelim Requirements
1. Endorsement Letter (2 copies- for PLO and PAR)
2. Application Letter
3. Curriculum Vitae (CV) with photo attached
4. Acceptance Letter (2 copies- for PLO and PAR)
5. Training Agreement Form (TAF) (2 copies- for PLO and PAR)
6. Training Plan Outline (2 copies- for PLO and PAR)
7. Certificate of Attendance for the Pre-deployment Orientation Seminar
8. Business Card
9. Chapter 1- Company Background
10. Preliminary Examination Permit
2. Midterm Requirements
1. Chapter II-Narration of Experiences
2. Chapter III-Evaluation of Practicum Experiences
3. Insights gained from all phases of OJT
4. Problems encountered
5. Solutions offered
6. Recommendation
7. Conclusion
8. Midterm Examination Permit
3. Final Term Requirements
1. Chapter IV- Detailed Weekly Reports
2. Appendices
3. Documents submitted during Prelim Period (endorsement letter, CV, application
letter)
4. Certificate of Completion (120 hours specified and signed by the Training
Institution representative). Two original copies must be submitted to the Adviser.
5. Evaluation of Competencies signed by the Training Institution representative.
6. Performance Evaluation signed by the Training Institution representative.
7. PAR Evaluation Form
8. Daily Time Record/Daily Work Accomplishment Report signed by the Training
Supervisor
9. Summary of Attendance and Work Accomplishment Report signed by the
Practicum Adviser
10. Photos of OJT activities (student while on the job)
11. Vicinity Map
12. Hard bound copy and CD of the WBL Accomplishment Report (with attached
PAR Evaluation Form duly accomplished and signed by the Training Supervisor)
13. Final Examination Permit

5.0 DEFINITION OF TERMS

Work-Based Learning is learning that is integral to a higher education program, and which is
based in the workplace and assessed and credited as part of the University programme. It is
usually and demonstrated through engagement with a workplace environment, the assessment of
reflective practice and the designation of appropriate intended learning outcomes.

Trainee is a student enrolled in the Practicum course who receives hands-


on experience and develops skills relevant to employer needs through WBL opportunities.

Adviser/Mentor is a senior or more


experienced individual who is assigned to act as an advisor, counselor, evaluator, or a guide to
the practicum trainee. He or she is responsible for providing support to and feedback on the
trainee in his or her charge. The WBL advisor/ mentor is the assigned teacher handling the
Practicum course and the Head/ Supervisor representative of the partner company/industry where
the student is having his/her WBL immersion.

Employer/Company/Organization is any business, medical, engineering, or computing private


or public institution which provides practicum/training opportunities to students.

Assessment is the evaluation of a student's performance or achievement


of the WBL objectives which lead to the realization of the Practicum’s CILOs.

Deployment is the entire process of carrying out Practicum activities to students,


mentor/advisers, and company/industry partners.

6.0 PROCEDURES

DEPLOYMENT
The Head of Placement and Linkages Office (PLO) is tasked to forge partnerships/linkages with
various local and international industry partners as WBL potential venues for the students.

 The PLO organizes Practicum Orientation Seminar to provide significant information


regarding the training activities.
 The PLO maintains a database of potential employers and posts these in conspicuous
areas in the campus.
 Any student requiring assistance may file his/her request to the PLO and submit the
following documents:
o Student’s certificate of registration (COR)
o Curriculum Vitae
 The PLO prepares a letter of endorsement to the prospective WBL employer submits this
together with the students’ credentials/documents.
 The PLO follows-up with the company and advises students on the status of their
applications. If accepted, the students are deployed to the training institution; otherwise,
they will be referred to other companies.

ASSESSMENT

Practicum activities should be subject to effective assessment and evaluation procedures. These
should include as a minimum:

o Evaluation of Competencies signed by the Employer/Training Institution


representative;
o Performance Evaluation signed by the Employer/Training Institution
representative;
o PAR Evaluation Form;
o Employer Survey Form;
o Numerical Assessment of the Adviser/Mentor; and
o Ensuring feedback from company/institution/organization through the focused
employers’ group.

Grading of OJT/ Practicum students should be based on the following:


Performance Evaluation (by the company supervisor/head) - 50%
Competencies Evaluation (by the company supervisor/head) - 20%
Practicum Accomplishment Report (by the company supervisor/head) - 20%
Punctuality (by the Practicum Adviser) - 5%
Attendance (by the Practicum Adviser) - 5%/100%

7.0 REFERENCES

 Operations Manual
 Procedures Manual
 Quality Manual
 Student Handbook

8.0. QUALITY RECORDS

 PLO WBL Forms


 List /Database of Employers/Training Institutions
 Endorsement Letters to Companies
 Training Opportunities File Record
9.0 DISTRIBUTION LIST

 Head, Academic Affairs


 Head, Administration
 College Deans
 Head, OSA
 Head, Government and External Affairs
 Head, Registration
 Head, Quality Assurance and Accreditation

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