hss sip 2011 student guidelines - temasek … sip... · web view6. student log book 5 7. travelling...

STUDENT INTERNSHIP PROGRAMME (SIP) 2015

STUDENT HANDBOOK

STUDENT’S NAME: ________________________________

CARE GROUP: ________________________________

LIAISON OFFICER (LO): ________________________________

CONTENT

PART 1 | GENERAL GUIDELINES Page

1. Objectives of SIP 2

2. Liaison Officer (LO) 3

3. Student Internship Programme (SIP) 3

4. Attendance 3

5. Discipline 4

6. Student Log Book 5

7. Travelling Overseas 5

8. SIP Feedback 6

PART 2 | ASSESSMENT

1. Assessment Structure 7

2. E-Journal 7

3. SIP Report 8

4. Performance Appraisal 10

5. On-Campus Session 10

6. Overall Assessment 11

7. Guides to Functional Areas for SIP Report 12

Important Note

Students are expected to be familiar with all SIP guidelines as laid out in the Student Handbook. Ignorance will not be accepted as a reason for non-compliance with any of the SIP requirements.

Updated 22-May-23 1

PART 1 | GENERAL GUIDELINES

1 Objectives of SIPThe key objectives of the Student Internship Programme are as follows:

1.1 To expose you to the work environment so that you will perform more competently in your future job.

The attachment gives you the opportunity to apply your knowledge and skills in an actual work environment.

1.2 To initiate you into the world of work so that you will have a more realistic perspective of working life.

The exposure provides an insight into areas such as job opportunit ies, employer expectations , and the practices and culture prevailing in industry. You learn to cope with work pressure and to manage working relationships.

1.3 To provide you with the opportunity to take responsibility for your own learning and test your own resourcefulness.

Learning by doing lets you experience and understand the work process. The process of solving problems in a work place allows you to apply and reflect on what you have learnt in the Polytechnic. The extent of learning depends on your personal goals, resourcefulness and initiative.

These objectives are achievable with a positive and conscientious attitudeThe Company provides the working context

Your Liaison Officer offers the guidanceBut it is YOU who decide what & how much to get out of the experience

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2 Liaison Officer (LO)

2.1 The LO is a lecturer who will be assigned to oversee each student’s attachment and will visit the company during the internship period.

2.2 Do not hesitate to approach the LO on any problems regarding the internship.

2.3 In the absence of the LO, student is to contact the Alternate Liaison Officer (ALO).

3 Student Internship Programme (SIP)

3.1 The LO will brief each student on the attachment programme and discuss the expected learning outcomes that has been finalized in consultation with the Company Supervisor.

3.2 The attachment programme may not include a comprehensive description of detailed work assignments. The Company Supervisor has the discretion to amend work assignments during the SIP.

3.3 Inform the LO or approach the Company Supervisor for advice should there be insufficient exposure / work on any aspect of the attachment programme.

4 Attendance

4.1 Students must keep a record of daily attendance in the SIP Student Log Book. Daily attendance must be endorsed by the supervisor in-charge. Where applicable, company time cards may be attached as an appendix to the Written Report.

4.2 Leave is not allowed except for the following:

a) Medical Leave

All medical certificates issued by a registered medical practitioner must be attached to the Leave Application Form (Appendix A). Medical certificates from Chinese physicians will not be accepted. If you take excessive medical leave, you may be required to make up for the days taken without pay, at the discretion of your School and the company.

b) Compassionate Leave

Only compassionate leave due to the death of an immediate family member will be allowed. A certified copy of the death certi f icate must be attached to the Leave Application Form.

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c) Special / Emergency Leave

This is subject to approval by the Company Supervisor and your LO on a case-by-case basis.

Students who take Medical or Compassionate Leave must inform the Company Supervisor and LO IMMEDIATELY. The Leave Application Form and attachment must be submitted to the Company Supervisor for endorsement, with a copy forwarded to your LO for record, within 2 working days upon return.

For Special / Emergency Leave, students must obtain approval from the Company Supervisor and LO first before they go on leave. The Leave Application Form must still be completed and submitted to the Company Supervisor for endorsement, with a copy forwarded to your LO for record.

The Leave Application Form is also available at the HSS website under Industry / SIP Guidelines (Students). http://www.tp.edu.sg/schools/hss/industry#tab3

4.3 Students who have taken Medical, Compassionate or Special / Emergency Leave may be liable for an extended SIP attachment. This serves to make up for the period of leave taken. An extended attachment period and/or other consequences may be imposed by the SIP Committee.

4.4 Absence without approval may result in an immediate failure of SIP.

5 Discipline

5.1 Disciplinary offences will be seriously dealt with and this can lead to a failure in the SIP. Should this happen, the student concerned might have to repeat the SIP in the following academic year. This in turn means a delay in graduation.

5.2 The following constitute disciplinary offences:

o Refusal to follow instructionso Termination by the company due to poor performance or

conducto Absence from work without approvalo Late for or absence from the SIP Launch and On-Campus

Sessions without approvalo Non-conformity with company’s dress codeo Unacceptable quality of work, such as untidiness and

carelessnesso Tardiness in reporting for work

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http://www.tp.edu.sg/schools/hss/industry#tab3

o Insubordinationo Pilferage of any company items, such as stationery and

inventoryo Failure to inform Company Supervisor of whereabouts

when requiredo Breach of confidentialityo Photocopying of confidential information / documents

without official permissiono Duplication of software / confidential information used by

the company, without official permissiono Bringing personal or pirated software to the companyo Using company PC to surf the Internet for personal

purposeso Terminating the attachment or “resigning” from the

company without authorizationo Inappropriate conduct or behaviour

5.3 Under no circumstances are students allowed to terminate the attachment on their own accord. Students are to consult their LO who will deal with any problems that arise.

6 Student Log Book

6.1 Record daily activities, observations, learning points and reflections in the Student Log Book. A regular and consistent recording of the daily learning activities will facilitate good report writing later.

6.2 At the end of each week, obtain comments or advice for improvement from the Company Supervisor.

6.3 Always keep the Student Log Book properly. A police report is required if it is lost as the information contained in the Student Log Book is confidential.

6.4 Bring the Student Log Book to the On-Campus Session and record significant learning points.

6.5 Upon completion of the SIP, submit the duly completed Student Log Book as an appendix to the SIP Report.

7 Travelling Overseas

The procedures for students who are required to travel out of the country (e.g. Malaysia, Indonesia, etc.) as part of the SIP attachment are as follows:

7.1 Inform the LO immediately.

7.2 At least 3 weeks before leaving Singapore, complete the Consent

Updated 22-May-23 5

Form and Confidential Medical Information Form necessary for travelling overseas and submit to your LO.

These are available at the HSS website under Industry / SIP Guidelines (Students). http://www.tp.edu.sg/schools/hss/industry#tab3

7.3 Ensure that the company has arranged for a travel insurance policy for the whole travel duration.

8 SIP Feedback

Students MUST complete the online SIP Feedback Form which will be sent to your TP email account at the end of the internship programme.

Updated 22-May-23 6

http://www.tp.edu.sg/schools/hss/industry#tab3

PART 2 | ASSESSMENT

1 Assessment Structure

Assessment Components Weightage

E-Journal 20%

SIP Report 35%

Performance Appraisal 35%

On-Campus Session 10%

2 E-Journal

The E-journal is an important communication tool between students and the LO. Students are to submit four E-journals to the LO according to stipulated timeline, through their TP e-mail accounts. It should summarise the work assigned and problems/difficulties encountered at the work place. Students are also required to reflect on their experience on given tasks and discuss about their learning points. The minimum number of words for each entry is 500.

3 SIP Report

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Assessment Criteria for each entry Marks

- Excellent summary of the work assigned and problems / difficulties encountered at the work place

- Excellent level of critical reflection - Thought provoking and detailed discussion of learning points- Meet the minimum word requirement of 500 words

5

- Good summary of the work assigned and problems / difficulties encountered at the work place

- Good level of critical reflection- Good discussion of learning points- Meet the minimum word requirement of 500 words

4

- Satisfactory summary of the work assigned and problems / difficulties encountered at the work place

- Satisfactory level of critical reflection- Adequate discussion of learning points- Meet the minimum word requirement of 500 words

3

- Vague summary of the work assigned and problems / difficulties encountered at the work place

- Poor level of critical reflection- Superficial discussion of some learning points- Does not meet the minimum word requirement of 500 words

1-2

Non submission 0

Students are required to consolidate the findings and reflections of the overall internship experience for SIP Report. Seek advice from the SIP Tutor during the On-Campus Session or the LO should you need help with the writing of the report.

3.1 Format

The length of the SIP Report should be between 12 and 15 pages, excluding appendices. It should be type-written, double-spaced, using Arial font size 12.

3.2 Structure and Assessment Criteria

The SIP Report should have the following structure and its assessment criteria is as follows:

Cover Page

Print the Assessment Form (Appendix D) and attach as the cover page of the SIP Report.

Content

Introduction (10 marks)

o Purpose - clearly states the objectives of the reporto Background - provides information on the context of the report

such as brief details about the company and your role in the company / department

o Scope - states the parameters of the reports

Findings (20 marks)

o Description of organisation structure of the department you are working in. This includes the number of staff, function/duties of each staff, workflow of the department and work culture – 4 marks

o Main findings on nature and purpose of tasks assigned (Refer to Part 2 Point 7 Guides to Functional Areas for SIP Report) – 12 marks

o Comments on the service culture of the company with recount of one positive and one negative incident you have encountered in the course of completing the assigned jobs &/orIdentification and description of the type of IT support used in the organization. Explanation on how the use of IT software assists in increasing the efficiency of the organisation - 5 marks

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Reflection & Principles Learnt (20 marks)

Use of Log Book, E-journals and Self-Appraisal to reflect and critically evaluate the internship experience. Highlight four points from either or both of these areas (5 marks each):- Job-related knowledge and skills - Soft skills such as human relations, communication skills,

attitude and other attributes

o Discussion on problems encountered and how these problems were overcome.

o Identification of your areas of strength and areas that need improvement.

o Comments on application of principles learnt at TP to your work.

Conclusion (5 marks)

Logical summary stating key points from the Findings and Reflection sections. Read smoothly with good use of transition to signal the Conclusion section.

Organisation & Language (5 marks)

o Inclusion of content page and properly numbered pageso Logical structure (e.g. introduction followed by findings,

reflections & self- appraisal, conclusions and appendices)o Information organised in sections and subsections, using

appropriate headings and sub-headings to indicate the content of each section / subsection

o Relevant content under each section o Logical flow of ideas in each paragraph o Relevant visuals, labelled and numbered suitablyo Relevant appendices referred to in the body of the reporto Language is clear with no major grammatical or spelling

mistakes

Submission Of Appendices (5 marks)

Attach the following as appendices to the SIP Report:

o Log Book – Attendance & Payment Summaryo Log Book – Daily / Weekly Summary of Tasks.

It has to be duly completed and endorsed by the Company Supervisor and LO.

o Self-Appraisal Form (Appendix C)

Updated 22-May-23 9

3.3 Failure to submit the SIP Report covering the required details will mean non-completion of this component, thus the student is deemed not to have completed the SIP.

3.4 Submit the SIP Report to the LO by 4 Jan 2016. Any report submitted after 5pm of the submission date will not be accepted, and consequently the student will fail the SIP.

4 Performance Appraisal

4.1 The Company Supervisor will appraise the student’s on-the-job performance. Familiarise yourself with the Performance Appraisal Form (Appendix B) so that you are fully aware of the Polytechnic and the Company Supervisor’s expectations.

Do not use the PA Form found in the Student Log Book.

4.2 Your Company Supervisor will submit the Performance Appraisal Form to your Liaison Officer.

5 On-Campus Session

5.1 The purpose of the On-Campus Session are:

o To allow sharing and communication among students attached to different companies

o For students to discuss and resolve any administrative matter or problem encountered at the company

o For students to seek advice from the SIP Tutor on the completion of the written report

5.2 Students are to share and discuss situations and problems that surfaced during the SIP attachment.

5.3 Keen participation and constructive contribution by students will enhance the SIP learning process.

5.4 Attendance for the On-Campus Session is compulsory. Students who are late will be considered absent from the session. Disciplinary action will be taken which may result in an immediate failure of SIP.

Assessment Criteria Marks

Willingness and readiness to share and contribute 5

Ability to recall and relate theory to the work situations 5

For those doing Overseas SIP, an oral presentation of the report will replace the component on participation in On-Campus Session.

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6 Overall Assessment

6.1 Based on the 4 components described above, the following overall grades will be awarded for SIP:

o Pass with Commendationo Pass o Fail

6.2 To pass SIP, students must fulfil the requirements of all the 4 components.

6.3 To obtain an overall grade of Pass with Commendation, a student must obtain a merit pass for all 4 components.

6.4 Students who fail the SIP must repeat the SIP attachment. The diploma will not be awarded should student fail SIP in the second attempt.

6.5 While repeating the SIP, student is required to pay 25% of the tuition fee and the full miscellaneous fees. In addition, the student’s graduation will be delayed.


7 Guides to Functional Areas for SIP Report

7.1 You are expected to write on the functional areas in the Findings section of your SIP Report. The content in this part of the report will depend on the type of organization, the department(s) you worked in, and the nature of the job. The report may focus on one specific functional area, or it may be a combination of a few areas that you were exposed to during the course of the SIP.

7.2 The questions below only serve as a guideline. The report may include areas not covered by these questions.

Research & Project Management (PSY)

o Describe the organization structure of the department you are working in:o number of staffo functions / duties of each staffo workflow within your departmento work culture – bureaucratic, informal, etc.

o Describe on the organisation’s research and project management process with particular reference to its main stakeholders and research services and methods offered. Comment on their effectiveness.

o Describe how research and/or project management strategies are planned and implemented

o Discuss the nature and purpose of tasks assigned to you.

Research & Project Management (GEM)


o As applicable: Describe your project and the organisation’s research and project management process with particular reference to its main stakeholders and research services and methods offered. Comment on their effectiveness.

o Describe how research and/or project management strategies are planned and implemented and how the outcomes they may assist the end user/client.


o Discuss the nature and purpose of tasks/project assigned to you. Human & Social Services


o Comment on the quality and type of services, outreach programmes and in-house programmes provided by the staff to its target groups.

o Describe the nature and purpose of various tasks assigned to you.

Health & Wellness Industry


o Discuss the following:

o the operational and functional divisions within the organisation and management/reporting structure. Define the management style.

o the key strategic objectives/vision/mission for the next 5 years and how they will be achieved and measured.

o the key marketing objectives/targets, and the strategies put in place to achieve them and how they will be measured.

o the key customer service/customer relationship management (CRM) objectives and strategies. What is the approach to clients/customers? How are they valued? Provide a customer profile.

o the staff training and development policies and practices (including orientation), and their effectiveness in equipping employees and if there is some form of career planning for staff.



Travel Industry


o Describe the following:

o the functional divisions within the organisation and management/reporting structure. Mark out the department(s) you were attached to. Define the management style at the top level and at the line level (your immediate bosses)

o the working culture of your department, e.g. formal, informal, cozy, helpful, serious, etc.

o the staff training and development policies (including orientation and hands-on training), and their effectiveness in equipping employees.

o the key marketing/customer service/operational targets, and the strategies put in place to achieve them and how they will be measured.

o What is the approach to clients/customers? How are they valued? Provide a customer profile.



Human Resource Management


o Describe and comment on the effectiveness of any 2 of the following HR practices in the company:

o recruitment and selection process with particular reference to its main sources and methods of recruitment, the line managers’ roles in the process as well as the interviewing techniques used.

o training and development policies and practices (including orientation) in equipping its employees.

o wellness programmes in promoting the employees’ Quality of Work Life (QWL).


Other Functional Areas

o Describe the organizational structure of the department you are working in:o number of staffo duties and responsibilities of each staffo workflow within your departmento work culture – bureaucratic, informal, etc.

o Describe how the department plans and implements policies, processes, programmes &/or initiatives. Comment on their effectiveness.

o Discuss the nature and purpose of tasks assigned to you.


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