INDUSTRIAL TRAINING BRIEFING

Universiti Tunku Abdul Rahman

18th August 2011

E009

2.00p.m – 4.00p.m

1

Contents1. Objectives

2. Learning outcomes

3. Own Placement

4. Credits

5. Work Ethics

6. Indemnity Letter

7. Reporting for Work7. Reporting for Work

8. Survival Tips

9. Sexual Harassment

10. Other risks

11. Insurance Coverage

12. Insurance Claim

13. Termination

14. Information Update

15. Visitation

16. Point of Contact2

15. Bi-Weekly Report

16. Final Report

17. Oral presentation

18. Grading

19. Assessment

20. Disciplinary Hearing20. Disciplinary Hearing

21. Payment of Course Fees

22. Action Plan

23. Standard Operating Procedure

24. Directory

25. FAQ

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OBJECTIVES

1. To apply acquired knowledge in problem based exercises in real life industrial projects.

2. To ensure the relevant degree coursework and training programmes conducted according to the expectations of the industry, to ensure the subject contents are relevant and up to date. date.

3. To provide opportunity for students to acquire practical skills and experience working on projects alongside industry experts.

4. To provide an opportunity for students to acquire interpersonal skills and ability for team work through interaction with professionals in their field of study.

5. To learn about ethics in the industry

6. To learn accepted safety practices in the industry.

7. To provide an opportunity for students to learn about the industry of their discipline and related environment.

8. To provide an opportunity for the industry to identify potential employees and to feedback comments on the degree programme at large.

9. To provide opportunity to obtain knowledge of how to make optimal decisions to resolve work challenges.

LEARNING OUTCOMES

1. Extend the boundaries of knowledge through research and development

2. Develop significant commitment in the students’ profession/specialisation

3. Integrate classroom theory with workplace practice.3. Integrate classroom theory with workplace practice.

4. Develop greater clarity about academic and career goals.

5. Gain understanding of administrative functions and company culture.

6. Appreciate the ethical basis of professional practice in in relevant industry.

7. Display a capacity for critical reasoning and independent

learning.

8. Write formatted report explaining the work in industrial

training and describing the experience.

9. Assess the adequacy of training. 9. Assess the adequacy of training.

10. Explore options in career plans and goals.

11. Make a gradual transition from academia to career.

OWN PLACEMENT

• Apply directly to the company.

• Advisable to apply in a group to the same

company.

– Elect a representative and send your resumes – Elect a representative and send your resumes

together for the convenience of the company – to

evaluate and arrange for interview(s)

– May be convenient for students to arrange

accommodation & transportation if there’s a

group

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How do I select the company?

• Consider the following

- Job description

- Office location

- Security and safety issues (e.g. if they provide accommodation)accommodation)

- Availability of on-site supervisor to guide you and if he/she is in the same location

- Allowances

- Claims/ reimbursements (petrol, parking, OT)

- Field work/ travelling overseas

- Accessibility & transportation

- Costs that may be incurred e.g. transport, rent, etc.9

• You are not allowed to change companies

after you have submitted your Acceptance

Letter to the faculty. You have to work in the

same company until the end of your

internship.

• Change of companies will only be allowed for • Change of companies will only be allowed for

special cases e.g. sexual harassment, illegal

operations.

• Ensure that the company location is correctly

written in the Acceptance Letter as this is the

address we will refer to conduct the visit.

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Pre-Requisites for Industrial Training

• Pre-register with the faculty (refer to SOP)

• Pre-register in Web2 the semester before (refer to SOP)

• Fulfilled course pre-requisites i.e:

– Have earned 70 credits excluding Wajib/MQA units– Have earned 70 credits excluding Wajib/MQA unitsat pre-registration in Web2.

• MPW 2113 Bahasa Kebangsaan (A)

• MPW 2123 Bahasa Kebangsaaan (B)

• MPW 2133 Pengajian Malaysia

• MPW 2143 Pengajian Islam (*Muslim)

• MPW 2153 Pendidikan Moral (*non-Muslim)

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• Have CGPA of at least 2.0 at pre-registration in Web2

• Must not be under probation during pre-registration in Web2.

• Those who did not pre-register will not be allowed to ADD the course. allowed to ADD the course.

• Those who did not hand in the Acceptance Letter and Indemnity Forms by the given deadlines will be have to DROP Industrial Training and ADD courses to attend in campus.

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WORK ETHICS

• Maintain confidentiality of all work material.

• Dress professionally and be well groomed.

• Be sensitive and courteous to all your

colleagues and clients – regardless of rank.colleagues and clients – regardless of rank.

• Become acquainted with your colleagues from

various departments and be appreciative of

the services they provide.

(Source: Industrial Training Manual)

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• Show enthusiasm.

• Give top priority in time, attention, and

preparation to the work assigned by the

company.

• Be punctual for work. Adhere to the

working hours and working days as working hours and working days as

stated in the offer letter and be willing to

put in extra work hours if requested by

your company.

(Source: Industrial Training Manual)

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• Sick Leave: Do not be absent from work

unless you are sick and you have obtained

the medical certificate from the doctor. Call

your On-Site Supervisor immediately if you

have to be on sick leave.

• Emergency/Compassionate Leave: Inform • Emergency/Compassionate Leave: Inform

your company in the event of an unavoidable

tardiness or absence as soon as possible and

provide the evidence e.g. Police report, etc.

on the first day you return to work.(Source: Industrial Training Manual)

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INDEMNITY LETTERS

• Download from WBLE

- 4 copies: 2 for company, 2 for FAS

• Ensure that they are signed by your parents/guardian. DO NOT sign the form on your parents behalf. your parents behalf.

WARNING: Forging signatures is a criminal act. The university will not tolerate dishonest and unethical behaviour.

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• Submit the 2 Indemnity Letters to Faculty General

Office

Deadlines

• For UTAR placement

- submission is due one week before commencement - submission is due one week before commencement

of Industrial Training

• For own placement

- submission from week 7 of Oct 2011 (for Ind.

Training in Jan 2012 trimester)

• Submission from week 14 of Jan 2012 (for Ind.

Training in May 2012 trimester)

Reporting for Work

• On your first day of work, hand-in these

documents to your company:

• 2 Indemnity Letters (signed by you and your parent)

• Verification Letter - if the company requests for it.• Verification Letter - if the company requests for it.

• Bring your I/C and Student ID in case the company

needs identification.

• A copy of the On-Site Supervisor Evaluation Form

and VISITATION REPORT

• The IA Manual – to serve as a guide to your onsite

supervisor18

SURVIVAL TIPS

• It is only courteous for you introduce yourself

to your On-Site Supervisor and new colleagues

on your first day of work.

• Do not get involved in office politics and DO • Do not get involved in office politics and DO

NOT participate in office gossips and bad-

mouthing others.

• If you find that you have nothing to do, you

can ask your Supervisor for tasks, or offer to

help others with your Supervisor’s permission.

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SEXUAL HARASSMENT

DESCRIPTION OF SEXUAL HARASSMENT

Examples of unwanted physical contact

• Patting

• Touching• Kissing

• Touching

• Pinching

• Brushing

• Squeezing

• Tickling

• Hugging

• Stroking

• Massaging

• Standing close

• Coercing sexual favours

Source: UTAR HR Policy

Examples of unwanted verbal communication

• Advances

• Propositions

• Suggestions

• Innuendoes

• Insults

• Remarks

• Ridicules• Innuendoes

• Comments

• Flirtations

• Jokes

• Stories

• Ridicules

• Personal questions

21Source: UTAR HR Policy

Examples of unwanted non-verbal sign language

• Signals

• Gestures

• Leering

• Whistling

• Flashing

• Lurid posturing

Source: UTAR HR Policy

Examples of unwanted visual display

• Inappropriate & revealing attire

• Display of inappropriate & indecent

photographs, pictures, computer graphics,

published & written materials, and objects on published & written materials, and objects on

work desk o station

Source: UTAR HR Policy

Examples of unwanted psychological

disturbances

• Asking for dates

• Social invitations• Social invitations

• Undignified/inappropriate favours verbally via

phone calls, SMS, e-mail, or any forms of

communication

Source: UTAR HR Policy

Other risks

1. Not provided with safety gadgets at places

with high risk

2. Any risk that may endanger interns while

carrying out duties assigned by the company. carrying out duties assigned by the company.

3. Not provided with adequate information /

briefing on high risk job functions.

(Governing law: Occupational Safety and Health Act)

Insurance Coverage

• The Multipurpose Group Insurance Policy is downloadable from the WBLE and FAS Website.

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Insurance Claims

• For Insurance Claims, you will have to contact Dept. of Student Affairs to get the form. This form cannot be uploaded online because each form has a serial number. Call DSA directly if you need to claim.you need to claim.

• The insurance coverage is based on the company that is registered with the faculty –according to your Acceptance Letter and Indemnity Letters. The insurance does not cover companies other than those registered.

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Termination

• TERMINATION BY COMPANY: If you are sacked/fired or terminated by the company,

notify your Insite Supervisor immediately. Submit a letter of explanation to your Insite Supervisor. An investigation will be conducted. An investigation will be conducted.

• You will Fail the course if you have breached the Industrial Training Agreement or the Agreement that you have signed with the company. (Refer to the Industrial Training Manual)

• You are not allowed to resign within the training period. Only special cases will be considered e.g. sexual harrassment. 28

INFORMATION UPDATE

• Please update your contact information in the

IA Portal – ie. Phone number, address, etc.

• E.g. if you lose your handphone and you have

a new number, please update the info in the a new number, please update the info in the

IA Portal so that we can get in touch with you

in case of emergency.

• You can also update your resume in the IA

Portal.

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VISITATION• The Faculty will assign an academic staff to visit

you during your training (Peninsular Msia only).

• Visitation is NOT an ASSESSMENT. No marks are given by the faculty or your employer.

• The lecturer will make an appointment with your On-Site Supervisor. Please do not expect the On-Site Supervisor. Please do not expect the lecturer to contact you.

• All students will be asked to sign on the Visitation Report. You should try to be present during the visitation. However, if you are not available on that day, e.g. MC, you can ask another colleague or intern to sign on your behalf. Make sure you inform your On-Site Supervisor first.

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• If your On-Site Supervisor cannot be present

during the visit, you can advise your On-Site

Supervisor to assign another person to sign on

the Visitation Report his/her behalf. He must

sign and stamp on the form as proof of visit.

The visitation may take place anytime during • The visitation may take place anytime during

your internship. You may ask your On-Site

Supervisor to inform you once the FAS staff

has made an appointment with him/her to

visit.

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• Company’s contact information should be

accurate eg. address, contact number, name

of onsite supervisor.

• Update your in-site supervisor if there are any

changes to your company’s contact

information. Ensure that you put in the information. Ensure that you put in the

update contact information in your bi-weekly

reports.

• These information will be used to determine

and allocate visiting lecturers

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POINT OF CONTACT

• When facing issues/problems during your IA,

you may contact your In-site supervisor.

• Their e-mail addresses can be found in UTAR

website > Staff Directorywebsite > Staff Directory

• Problems with Industrial Training Portal – Click

“Contact Us” to report directly to the

Webmaster

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Bi-Weekly Reports

• Submission is once in TWO weeks.

• The deadlines are the Sunday of Week 2, 4, 6,

8, 10 and 12. 8, 10 and 12.

• You will be penalised for late submissions. If

you are unable to submit on Sunday for some

reason, then submit earlier in the week and

explain to your In-Site Supervisor.

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Bi-weekly Report

Format

FINAL REPORT• Submit a final report to your Insite Supervisor during

Oral Presentation.

• TWO comb-bound hardcopies and one softcopy in a

CDCD

• The final report, not including appendix, should be

around 15 to a maximum of 20 pages.

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FINAL REPORT FORMAT

• A4 sized

• double-spacing

• 12pt

• Times New Roman• Times New Roman

• APA referencing system.

• Report must be comb-bound.

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FINAL REPORT CONTENT

1. Introduction

2. Organization

3. Learning Outcomes

4. Recommendation/ Conclusion4. Recommendation/ Conclusion

• Appendices

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FINAL REPORT CONTENT

Chapter 1: Introduction

• Goal of Industrial Training (Training objectives

etc. )

• Scope of Training (provide your job • Scope of Training (provide your job

specification, role & responsibilities )

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FINAL REPORT CONTENT

Chapter 2: Organisation

• Background information

• Mission & Vision of Organisation

• Organisational Structure• Organisational Structure

• Organisational Success Indicators (financial

performance and other factors vital for success of

company)

• Training Placement (Explain in which department you

were assigned, your supervisor and others in that

department.40

FINAL REPORT CONTENT

Chapter 3: Learning Outcomes

• Work Performed

• (Highlight the tasks you undertook & share

with us on what you have learnt. Try to relate with us on what you have learnt. Try to relate

it with theories, models, work procedures that

you have learnt in class.)

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FINAL REPORT CONTENT

Chapter 4: Recommendation / Conclusion

• Explain (constructively) on how the

department or company can increase its

performance. performance.

• Identify your own weaknesses and how are

you going to overcome it so that you can be

more efficient in a similar situation in the near

future.

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FINAL REPORT CONTENT

Appendices

• Include all your BI-WEEKLY REPORTS

• Samples of work done (e.g. newspaper

articles, brochures you designed, cases or articles, brochures you designed, cases or

clients that you have managed, etc. - it would

be good to get your work endorsed by your

on-site supervisor/s)

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FINAL REPORT COVER PAGE

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GRADING

• Students from 2009 intake onwards:

– Oral presentation is compulsory.

– Results: Pass or Fail, not taken into account in the

CGPA.CGPA.

• Students from 2008 intake:

– Need not prepare for an oral presentation

– Results are graded (not just Pass or Fail)

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ORAL PRESENTATION

• EVERY student MUST be present for the Oral Presentation. You will FAIL the course if you are absent for the Oral Presentation.

• Hand-in TWO copies of the Final Report and ONE CD to the examiners during the Oral ONE CD to the examiners during the Oral Presentation.

• The hardcopy must be comb-bound andprinted on white A4 paper.

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• PRINT the label for your CD. Include:

– Your name

– Student ID

– Course (UAMG…. Industrial Training)

– Programme(Bachelor of….)

– Name of In-Site Supervisor

– Date– Date

– Scores – Breakdown of Marks (Refer to the next

slide)

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Industrial Training Marking Scheme

Final Report Assessment

• Be punctual for the Oral Presentation.

• The date and time will be announced in WBLE

by Week 6. So do not buy your bus/train

tickets until you find out the exact date and

time of the Oral Presentation.

• The results for Industrial Training will be • The results for Industrial Training will be

released at the same time as the final exam

results for the university.

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• You will have 10 minutes to present and

5 minutes to respond to questions.

• No Powerpoint slides.

• Please practise your presentation to

ensure that you manage the time well. ensure that you manage the time well.

The examiner has a right to stop your

presentation when the time

is up. This is to avoid upsetting

the schedule.50

ORAL PRESENTATION GRADING

Non-verbal skills

1. Eye contact

2. Body language

3. Poise3. Poise

Verbal Skills

1. Enthusiasm

2. Speaking skills

51

ORAL PRESENTATION GRADING

Timing

1. Length of presentation

ContentContent

1. Subject knowledge

2. Organization

3. Mechanics

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On-Site Supervisor Evaluation• Your On-Site Supervisor (your employer) has

the right to assess you. Please do not threaten or instigate your employer to give you more marks.

• If we get complaints or termination letter • If we get complaints or termination letter from the employer, your Insite Supervisor will conduct an investigation and you may be asked to write a letter to respond

to the complaints and attend a

DISCIPLINARY HEARING

immediately53

On-Site Supervisor Evaluation

• The On-Site Supervisor Evaluation form will be handed to the visiting lecturer during visitation.

• Your On-site Supervisor may also courier the • Your On-site Supervisor may also courier the form to the Insite Supervisor.

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• You can print out the PDF file of the On-Site

Supervisor Evaluation form from the IA Blog/

WBLE.

• This form must be handwritten, should not

contain any corrections/amendments/liquid

paper. paper.

• And it must be signed by your On-Site Supervisor

and bear the Company Stamp.

• Please advise your On-Site Supervisor to

photostat a copy for his/her own record –

because we may need to call him/her to check

and verify the marks.55

ASSESSMENT

56

ON-SITE SUPERVISOR ASSESSMENT

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58

59

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DISCIPLINARY HEARING

• A Disciplinary Hearing will be arranged if:

–the faculty receives any complaints

from the company about negligence,

dishonesty or unethical behaviour.dishonesty or unethical behaviour.

–Termination – if you are fired by the

company.

61

Payment of Course Fees• Please pay your course fees for Industrial

Training by Week 3 at the latest.

• You are advised to pay the fees before you for

your training to avoid any inconvenience.

• If you do not pay up your fees, we would • If you do not pay up your fees, we would

assume that you have dropped the course.

Therefore, there will not be any visitation or

Oral Presentation arranged for you. You will

then have to defer to Jan 2012. Industrial

Training is not offered in the short semester.62

63

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STANDARD OPERATING

PROCEDURE (SOP)

• Names of your In-Site Supervisor will be

announced before Week 2.

• You will have to send your first Bi-Weekly • You will have to send your first Bi-Weekly

report at the end of Week 2 of your IA

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DIRECTORY

• WBLE

http://wble-pk.utar.edu.my/

You will be able to find the Indemnity Letters, IA Manual, IA

Marking Scheme, Final Report Assessment, On-site Supervisor

Evaluation Form, and other necessary documents from the

following sources:

http://wble-pk.utar.edu.my/

• Faculty of Arts and Social Sciences (FAS) website

http://www.utar.edu.my/fas/index.jsp?fcatid=9&fcontentid=907

• Notice board in front of Faculty General Office (FGO)

FAQ

• 1. What is industrial attachment?

Answer:

Industrial attachment provides a platform for students to apply the acquired knowledge in problem based exercises in real life industrial projects. It is to ensure the relevant degree coursework and training programmes conducted real life industrial projects. It is to ensure the relevant degree coursework and training programmes conducted according to the expectations of the industry and to ensure the subject contents are relevant and up to date. Furthermore, it also provides an opportunity for students to acquire interpersonal skills and ability for team work through interaction with professionals in their field of study. Ultimately, it will be an opportunity for the industry to identify potential employees and to feedback comments on the degree programme at large.

67

2. What is the time frame/duration for industrial attachment?

Answer:

13 weeks.

3. Do I need to sign an employment contract?

Answer:Answer:

Student attachment is generally not a formal employment, thus employment contract is not necessary.

However, companies, to comply with their internal practice, may choose to engage the students as employees under employment contract, or provide an agreement or statement of understanding to set out the responsibilities and consensus of your company and students.

68

4. Will I be paid or salarated?

Answer:

It will be based on the company’s discretion. It is best to clarify

during the interview or at the point of accepting the offer.

5. Can I claim for the costs incurred?

Answer:

You are advised to discuss with the company during the You are advised to discuss with the company during the

interview. You can ask the company what claims you can make

if you are required to travel, do fieldwork, make calls from your

own handphone, work away from the office, attend events, etc.

It is best to clarify the matter before you spend your own

money. If you cannot afford to bear the costs, this should be

made known to the company. Ask them if you can apply for an

advancement. 69

6. Is there any insurance coverage for the students during the attachment period?

Answer:

All UTAR students are covered by a group personal accident policy with a minimum coverage as stated in the Industrial Attachment Manual .

The IA MANUAL and a copy of the complete insurance policy is available in WBLE & FAS Website. policy is available in WBLE & FAS Website.

7. Who owns the copyright for works produced during the attachment?

Answer:

All works produced shall remain the property of the company. Otherwise, the company may need to make explicit agreement with the students concerned.

70

8. What are the roles and responsibilities of the host company?

Answer:

We recommend the company to:

• offer a project, a task such as research, production, administration, or day-to-day operation with learning opportunities

• assign a company mentor (On-Site Supervisor) to supervise and guide the students on the job requirements and give feedback to them

• keep in contact with the Industrial Attachment Coordinator (In-Site Supervisor/Department Representatives) where necessary to facilitate the assessment of the student’s performance; and

• provide a safe and supportive working environment.

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9. What should my company do upon completion of the training period?

Answer:

Employers are encouraged to feedback their comments and intern’s performance in the Visitation Report (which will be given to them during the lecturer’s visitation to the organization) and to complete the On-Site Supervisor Evaluation Form (given to them by the interns on the first day of their internship). day of their internship).

Alternatively, the evaluation form can be couriered to the university, but the report must be completed and handed back to the visiting lecturer upon the visitation with the organization official stamp as proof of visit.

72

10. Can the company terminate the attachment earlier than the

agreed time?

Answer:

If there is a good reason, we suggest that the company

contacts the InSite Supervisor before the early termination and

discuss the best solution for all participating parties, if the discuss the best solution for all participating parties, if the

company considers the performance of the students

unsatisfactory. A mutual agreement on termination is

recommended.

73

11. What should I do when I find that my working

environment is insecure?

Answer:

You should report to your In-Site Supervisor You should report to your In-Site Supervisor

immediately.

74

12. Can I apply leave when there is an emergency?

Answer:

Yes, if permission is granted by the company. You also need to notify your Insite Supervisor if your leave is more than 3 working days.

13. What should I do when the company is suspected to be involved in unethical practices/business?

Answer:

You should report to your In-Site Supervisor immediately.

75

14. How can I ensure that my In-Site Supervisor has

received the bi-weekly reports that been sent?

Answer:

Upon the submission of the bi-weekly report via

email, your In-Site Supervisor should notify you with a

brief reply, such as “Noted with thanks.” brief reply, such as “Noted with thanks.”

If there is no response from your Insite Supervisor, you

should check the accuracy of your In-Site Supervisor’s

email address or call the Faculty General Office (FGO) if

necessary.

76

15. Can I/the company extend the time frame of my industrial training?

Answer:

Yes, but you must explain to the company that this is an unofficial arrangement. The university is not liable in any way. You will not be covered the university’s group insurance policy – therefore, you cannot make any claims if anything happens to you during the period.

You also need to ensure that you are able to attend the Oral Presentation on Week 14. The dates are final as it is an examination.

16. If I am under the UTAR placement, can I reject/change the company assigned?

Answer:

No.

77

17. What should I/the company do upon the visitation of the Visiting Lecturer?

Answer:

Appointment will be made with your On-Site Supervisor and you should try to be present during the visitation as you will be asked to sign on the Visitation Report by the Visiting Lecturer.

However, if you are not available on that day (e.g. MC or off day), you can ask another colleague or intern to sign on your behalf. If your On-Site Supervisor cannot be present during the visit, you can advise your On-Site Supervisor to assign another person to sign on the Visitation Report on his/her behalf. The company must stamp on the report as proof of visit. Besides, you should ensure that the On-Site Supervisor Evaluation Form is ready with your On-Site Supervisor.

78

18. When and where will my oral presentation be conducted?

Answer:

The Oral Presentation will be conducted on WEEK 14 after you complete of your internship on Week 13, in UTAR Perak Campus. Attendance is compulsory and no swapping of slots are allowed. If you are absent, your final result will be an “F” as this is a compulsory component in the Assessment (refer to syllabus).(refer to syllabus).

The date, time and venue will be announced in WBLE and FAS website before the end of your internship. It is the student’s responsibility to check WBLE for the announcement between Week 5 and Week 10.

(Source: http://www.vtc.edu.hk/html/en/partnership/faq.html & IA Manual)79

Q&AQ&A

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