Internship Guidance www.vuzs.net Dear Students , here are some instruments required for your internship program. 1-First of all , you need to submit "Request form for reference letter" to VU Internship Instructor after filling with some preliminary information about organization where you want to do internship. REQUEST FORM FOR THE ISSUANCE OF INTERNSHIP REFERENCE LETTER (IRL) Please fill in the form and submit it (soft copy) to your Course Instructor at firstname.lastname@example.org. You are required to provide precise information for the issuance of IRL in the appropriate places mentioned below. Before submitting the request, make sure the information provided is complete and correct OTHERWISE it may result in rejection of your request or delay in processing. Before sending your request for the issuance of internship reference letter, make sure that the organization is willing to provide you internship and require a reference letter. Please provide your answers to the below mentioned statements in Yes/No: Is the mentioned organization willing to offer you internship? Yes/No Have you done the preliminary arrangements regarding internship by meeting/contacting the concerned/authorized person in the organization? Yes/No Do you receive post via TCS at your address? Yes/No Organization’s Information Name of concerned official Designation Name of the Organization Address City Note: All fields should be in Title Case. Designation should be clear. Avoid using abbreviations like AVP, OM etc. Provide complete postal address which should clearly depict location of the organization. Specify the name of branch as well (if required). Note:You have to take permission letter from concerned organization in order to do internship in that organization. For that , you will submit an application for internship in that organization.They will forward your application for internship to their MAIN HEAD OFFICE for approval. Concerned organization will allow you for internship only after getting approval from HEAD OFFICE. Student’s Personal Information Student Name Student ID Complete Postal Address City Mobile: Current Contact Number Residence: Note All fields should be in Title Case. The student name should be complete as mentioned on VU ID Card. Postal Address should be complete on which the student is expecting to receive his/her internship reference letter. Don’t skip house number, street number or anything else related to address. 2- VU instructor will post a reference letter at your postal address which you will forward as it is to your concerned organization.Now, you will start your internship program at your selected organization.Then you will have to prepare internship report as per procedure given by VU. 3-You need to paste the scanned copy of your internship completion certificate issued by the organization and letter of undertaking after signing it in your internship report.You will have to post original copy of your completion certificate to VU instructor at postal address given in your LMS.(Don't forget to take scanned copy of this original certificate before posting to VU.You have to paste scanned copy of "ORIGINAL CERTIFICATE" only) LETTER OF UNDERTAKING I ………………………………… Student VU ID…………………………. hereby confirm that the internship report I have provided is solely my own effort. I did not copy my report partially or completely from any other student or from any other source either against payment or free and I did not provide any plagiarized material in any section of my report. I further confirm that the documents (internship completion certificate & evaluation form) that I have provided are genuine (i.e. not forge/fake) and have been issued by the authorized person in the organization. If I am found guilty of misstating, misleading or concealing the facts about my activities (either academic or non-academic but relevant to this course) at any stage, the university is authorized to take disciplinary action against me according to university policies and regulations. I hereby also confirm that I have carefully read and understood all the guidelines, rules and regulations provided by the course instructor on VULMS. I assure that I will follow the instructions regarding presentation & viva voce and will appear on the scheduled date for presentation & viva voce which will be intimated to me at my VU-email ID by the Course Instructor. In case of any negligence, I shall be held responsible. Name………………………………. Signature…………………………… Date………………………………… 4-Here is evaluation form which will be filled and posted by Operations manager of the bank or organization where you did your internship. Its confidential instrument , student must not be informed about the points assigned by the operation manager to the internee in this form. Operation manager will directly post this evaluation letter to VU at XYZ619 department's postal address given in your LMS. 5-Internship Report Formate:( This formate is only for finance students , for other specializations formate can be little bit changed) FORMAT OF THE INTERNSHIP REPORT Masters of Business Administration (Finance) 1. Title page The title page of the report will include: a. Name of the organization b. Name of the internee, Student ID and session c. Submission date of the internship report d. Name of the University e. VU logo 2. Letter of Undertaking You are required to fill in the Letter of Undertaking provided in the ‘Download’ section of the course VULMS and attach here the scanned copy after signing it. 3. Scanned copy of the internship certificate (provided by the organization) Attach the scanned copy of your (original) Internship Completion certificate provided by the organization. 4. Dedication (Optional) If you want to dedicate your work to someone, you may write the dedication note under this section of your internship report. 5. Acknowledgement In this section you should acknowledge the help and support of all the people who helped you in the compilation of your internship and internship report e.g. the library staff, instructor, family, or any other person. 6. Executive summary An executive summary previews the main points of an in-depth report. It helps the reader to get a quick glance at the report before reading it in detail. It can be called as micro image of the report. Every thing important that you have done, discovered and concluded should be mentioned but briefly and concisely. 7. Table of contents i. List the important headings and sub headings in the report with their respective page numbers. ii. Also make a separate list of tables and figures in the table of contents if you have used any. 8. Brief introduction of the organization’s business sector (minimum word limit: 400-500 words) Describe overview of the complete sector in which the organization falls according to current scenario. "Brief introduction of the business sector" refers to the main area which the organization deals in i.e. consumer consumable, consumer durable or services, e.g. Textile, Dairy or Telecom etc. But you should discuss the main sector and NOT the organization under consideration. 9. Overview of the organization (minimum word limit: 800-1000 words) a. Brief history b. Nature of the organization c. Business volume (Total number of stock, shares, bonds/ commodities, future contracts planned for a particular period etc). d. Product lines (A complete range of products/ services of the organization) e. Competitors 10. Organizational structure (minimum word limit: 700-900 words) a. Organizational Hierarchy chart b. Number of employees c. Main offices d. Introduction of all the departments e. Comments on the organizational structure (You would have to comment or give your opinion on the structure of the organization as a whole that whether the adopted structure and practices fulfill the requirements of the organization or not.) Note: In section # 8-10, students are expected to collect information from various sources such as within the organization (managers, internship supervisor and other concerned persons) and company’s website, documents, brochures etc. but it is necessary to mention the sources of information in APA format. 11. Plan of your internship program (minimum word limit: 200-300 words) a. A brief introduction of the branch where you did your internship b. Starting and ending dates of your internship c. Names of the departments in which you got training and the duration of your training 12. Training program (minimum word limit: 2000-2200 words) a. Detailed description of the operations/activities performed by the department(s) you worked in. b. Detailed description of the tasks assigned to you. OR Detailed description of the project (s) assigned to you. 13. Structure of the Finance Department (minimum word limit: 150-200 words) a. Departmental hierarchy b. Number of employees working in the finance department c. Finance & accounting operations 14. Functions of the Finance Department (minimum word limit: 600-700 words) a. Accounting system of the organization b. Finance system of the organization c. Use of electronic data in decision making d. Sources of funds e. Allocation of funds 15. Critical analysis (minimum word limit: 2500-3500 words) Relate the theoretical concepts with your practical experience during your internship with the finance department. a. Financial analysis A document "Essentials for Financial Statement Analysis" is available under the ICON of "DOWNLOADS" on VULMS of this course. You are required to provide the critical analysis of most recent three years. Critical analysis based on the financial data older than recent three years will NOT be considered. i) Ratio Analysis ii) Horizontal Analysis iii) Vertical Analysis iv) Industry Analysis (comparison with its industry or with its competitors) v) Trend Analysis b. Future prospects of the organization. 16. SWOT analysis of organization (in bullets) (minimum word limit: 300-400 words) SWOT analysis clearly describes the strengths, weaknesses, opportunities and threats to the organization in which you have done internship. Remember that strengths and weaknesses are internal to the organization and represent its culture while opportunities and threats correspond to the environment outside the organization. It is required to be discussed in bullets. 17. Conclusion (minimum word limit: 150-200 words) In this section, you are required to describe the organization according to your evaluation/assessment in the light of critical and SWOT analyses. 18. Recommendations for improvement (minimum word limit: 200-250 words) In this section, you are required to suggest solutions for all the problems or discrepancies (you have pointed out in critical and SWOT analysis) found in the organization. Note: Section # 11-18 are NOT expected to be copied from anywhere, the student must provide information in these sections based on his/her personal observation, learning and experience gained during the internship. Cheating or copying in these sections is NOT acceptable and hence the entire internship report can be completely rejected as per ZERO TOLERANCE POLICY of the university. The university may also take a legal action according to plagiarism policy as defined by HEC (Higher Education Commission). 19. Reference & Sources used In this section, provide all the references and sources in APA format that you have used for data collection in your internship Report. 20. Annexes At the end of your report, attach all of the supportive material you have used for the preparation of your report, like brochures, forms, newsletters, interviews, questionnaires etc. You must provide scanned copies of all the financial statements used for financial analysis. (If you have downloaded the financial statements from internet then its source or web link should be provided. Scanned copies are not required in such case). Your work will not be considered or accepted in case you do not provide scanned copies or source of original financial statements. Note: • Complete all the required parts as mentioned in the format of Internship Report. Remember, each part is essential, therefore, DO NOT skip any part as every part is included in evaluation criteria. • Minimum words required for internship report are 8000 – 10,000. • There should be harmony among the ideas that you describe in the Critical analysis, SWOT analysis, Conclusions and Recommendations. • Internship Report should be submitted within the due date as mentioned in the Semester Calendar’. Submissions made after due date shall not be considered. • Students are required to upload their Internship Reports on VULMS of the course against the relevant assignment. Internship Reports submitted via e-mail will not be accepted. Students can upload their Internship Reports only once that will be considered as their final submission and will not be replaced in any case. 6-You can download all these instruments from your LMS (FINI619>Course website>downlaod).For more information and guidance keep in touch with your instructor and regularly take lessons from MDB section in your LMS. Rules for Internship 7. 1-In order to enroll for an Internship Program or a Final Project, students must have: i. achieved a CGPA of 2.0 or higher ii. earned 45 or more credit hours iii. selected an area of specialization. 2-In order to enroll for a Final Project, students must have i. passed STA630 Research Methods course (**Effective from Fall 2010) 3--Regular Students (non job holders) 1. i. are required to select “Internship Course” when offered in their scheme of studies, instead of a Final Project ii. must undergo a 6 to 8 week internship in an organization, preferably relevant to their selected area of specialization iii. will be required to submit an Internship Report and Internship Completion Certificate at the end of the internship program iv. will be required to request their internship supervisor(s) to send a performance report of the internee by filling up the prescribed evaluation form and submitting it in a sealed envelope to the University. 4-On Job Students i. are required to select “Final Project” relevant to their selected area of specialization instead of undergoing an internship ii. must submit a Job Confirmation Letter from their current employer and claim exemption from the internship. (Note: Evaluation of the course “Final Project” / “Internship Report” will be based on pass/fail criteria and will not affect a student's CGPA. However, being a compulsory requirement, it is necessary to pass this course to fulfill the requirements of the degree program). At the time of applying for internship you need to submit following documents. 1-Application for internship 2-Your degrees, certificates or result cards of matric, intermediate, graduation and MBA 3rd sem result.(You can download 3rd sem result from LMS). 3-Your CNIC copy Bank manager will add following 2 documents and will submit to HEAD OFFICE for permission letter. 4- Request form for internship sent by VU to that org. 5-Another request letter which is written by bank operation manager will be enclosed with all these documents and will be submitted to HEAD OFFICE for permission. Note: Never ever rely on bank manager that he/she will do every thing.They might busy in their own responsibilities so try to do all work by yourself and keep supervising that whether your request form has been applied or have manager applied for completion letter?(I have been suffered due to rely on manager) As far as your responsibilities are concerned , you have to go through all the areas of organization. But they will not give you access to some specific confidential areas.As per my experience , they cooperate with internees and give them little work according to their capability.But it depends on "manager " or your internship supervisor " that how much cooperative and sensible he is. ================================================= ====== Important Note: Subject: procedure of submitting request form for reference letter Respectable sir, I want to know the procedure for submission of request form , when will we send this letter or can we send 2 times in case if we want to change our organization because university has given a particular date for submission of this form. My second question is about the duration of internship please confirm me the duration its 4 weeks or 8 weeks, which one will be acceptable? Post Your Comments Other Students' Comments: 0 Instructor's Reply: Dear Student, The proper way of requiring reference letter is that first you should seek internship opportunity in an organization where you can gain practical knowledge according to your area of specialization. Confirm from that organization that either they are willing to give you training in their organization. After confirmation you are required to download the request form for reference letter available in the Downloads section of this course, fill in the required information and send it to your course instructor at email@example.com. The minimum acceptable duration of internship is 6-8 weeks. We will not accept any internship which will be of less than 6 weeks. www.vuzs.net Shared by Omer Chaudhry 1) If we were doing job in past, can we get exemption from internship on the basis of that? 2) If we select internship now, and then get some job instead of internship, can we submit this job certificate in place of internship letter? Or we would have to do internship? (Instructor's reply of my questions about internship, start reading from below) (1) No. Current job is considered only. (2) Once enrolled in the course you should complete your internship of 6-8 weeks. If you could not be able to complete your internship and join any job you are required to intimate your course instructor. aamir Talha, there are 4 options in CS619. You have to select one. Otherwise if you dont like the options you can send your own proposal. But in that case you will be alone (or two) doing that project. After slection VU will publish the list of students and the project they are taking. There are 4 instructors , one for each project. They do reply the answers but most of the work is done by the students himself.