We are planning to introduce Interinships for the students. Can anyone help me how to initiate this process and any formats are available. Thank you. Satya
From India, Hyderabad
10From India, Hyderabad
Hi,
In my last organization i used to handle the summer training / internship of my whole organization. So i am sharing some points here for ur benefit.
SUMMER TRAINING PROGRAM
1. OBJECTIVE
To lay down guidelines for smooth facilitation of the Summer Training Program in the organization.
2. PROCEDURE
PHASE 1: SELECTION AND INDUCTION
a) HR to requisition broad numbers from the Department Heads in the month of July / August for their respective requirement(s) of Summer Trainees and build in the same for AOP budget.
b) HR to circulate Summer Trainee Program details along with the approved number in the month of September and requisition Project details as per template (Annexure 1).
c) In case demand is more than approved no. Department Heads / Project Guide to respond to HR on their requirements giving details as per Trainee Requisition Form (Annexure 2.
d) HR to facilitate selection of the summer trainees by :
• Inviting resumes from the respective institutions
• First Screening by HR
• Coordinating interviews (face to face in case of local candidates and telephonic in case of out-station candidates) with one of the department members as nominated by the Department Heads / Project Guide.
e) HR to send the Trainee Offer letter(s) (Annexure 3) to the selected candidates giving details about the Stipend, in case applicable and requesting for signed duplicate copy along with confirmation of project initiation & end date from the students.
f) HR to facilitate interaction between the students selected and the respective project guides in case the project requires pre-project work.
g) HR to send the details of the Trainees along with their Date of Joining to the respective Department Heads (Annexure 4a).
h) HR to coordinate the Joining and Induction formalities of the Summer Trainee’s as per the agreed Plan and send a note to the respective Project Guide introducing the Trainee and also giving the Guidelines for the Summer Trainee’s for their reference (Annexure 4b, 5 & 6).
PHASE 2 : PROJECT ALLOCATION AND REVIEW
a) Project Guide to brief the Summer Trainee about the Project requirement.
b) Weekly Review to be carried out with the Project Guide as per mutual convenience.
c) Mid Term Project Review to be done with the respective Functional Head (Annexure 7)
d) Summer Training Project Report submission and Presentation to be given to the Project Guide, respective Functional Head and the Business – HR.
e) Project Guide to fill in the following Evaluation Form(s) and hand-over the same to HR :
• Summer Training Project Evaluation Form (Annexure 8).
• Project Evaluation Form sent by the Summer Trainees’ Institute (in case applicable).
f) HR to keep a copy of the Institute Evaluation form for records and send the original to the Institute.
g) HR to issue the Summer Project Completion certificate to the Trainee and keep a copy of the same for records (Annexure 9).
h) Project Stipend, in case applicable shall be released as a consolidated amount at the end of the project after a sign-off from the Project Guide on the Summer Training Evaluation Form, once the Project report has been submitted and Project presentation given.
i) HR to forward the Stipend Release request to the Accounts department (Annexure 10) and hand-over the cheque to the Summer Trainee on receipt from Finance Department.
Note :
1. Summer Trainees shall be informed about their Travel Expenses Entitlement at the start of the training and the same shall be reimbursed to them on actual basis. Summer Trainees need to submit their Expense Statement to HR for processing after receiving due approval from their respective Project Guide.
2. Offer Letter is separate for CA Industrial Trainee. (Annexure 11)
3. In case of Trainee with more than 6 months project, details needs to be forwarded to Administration Department for salary processing on monthly basis. Less duration trainees stipend shall be processed alternate month.
4. In case of trainees with more than 3 months project, Vendor visa needs to be processed.
5. Cost for Summer Trainee, if not budgeted in the AOP shall be debited to respective Project Budget.
6. Cost for Project Trainee shall be debited to respective Project Budget.
7. T&E for the AOP approved Summer Trainees shall be debited to the Summer Trainee T&E Budget on actuals maximum upto Rs. 5,000/- Balance amount shall be debited to the respective Project Budget.
This is the brief .... you may contact me for further clarification.
Thanks
Rajiv
From India, New Delhi
In my last organization i used to handle the summer training / internship of my whole organization. So i am sharing some points here for ur benefit.
SUMMER TRAINING PROGRAM
1. OBJECTIVE
To lay down guidelines for smooth facilitation of the Summer Training Program in the organization.
2. PROCEDURE
PHASE 1: SELECTION AND INDUCTION
a) HR to requisition broad numbers from the Department Heads in the month of July / August for their respective requirement(s) of Summer Trainees and build in the same for AOP budget.
b) HR to circulate Summer Trainee Program details along with the approved number in the month of September and requisition Project details as per template (Annexure 1).
c) In case demand is more than approved no. Department Heads / Project Guide to respond to HR on their requirements giving details as per Trainee Requisition Form (Annexure 2.
d) HR to facilitate selection of the summer trainees by :
• Inviting resumes from the respective institutions
• First Screening by HR
• Coordinating interviews (face to face in case of local candidates and telephonic in case of out-station candidates) with one of the department members as nominated by the Department Heads / Project Guide.
e) HR to send the Trainee Offer letter(s) (Annexure 3) to the selected candidates giving details about the Stipend, in case applicable and requesting for signed duplicate copy along with confirmation of project initiation & end date from the students.
f) HR to facilitate interaction between the students selected and the respective project guides in case the project requires pre-project work.
g) HR to send the details of the Trainees along with their Date of Joining to the respective Department Heads (Annexure 4a).
h) HR to coordinate the Joining and Induction formalities of the Summer Trainee’s as per the agreed Plan and send a note to the respective Project Guide introducing the Trainee and also giving the Guidelines for the Summer Trainee’s for their reference (Annexure 4b, 5 & 6).
PHASE 2 : PROJECT ALLOCATION AND REVIEW
a) Project Guide to brief the Summer Trainee about the Project requirement.
b) Weekly Review to be carried out with the Project Guide as per mutual convenience.
c) Mid Term Project Review to be done with the respective Functional Head (Annexure 7)
d) Summer Training Project Report submission and Presentation to be given to the Project Guide, respective Functional Head and the Business – HR.
e) Project Guide to fill in the following Evaluation Form(s) and hand-over the same to HR :
• Summer Training Project Evaluation Form (Annexure 8).
• Project Evaluation Form sent by the Summer Trainees’ Institute (in case applicable).
f) HR to keep a copy of the Institute Evaluation form for records and send the original to the Institute.
g) HR to issue the Summer Project Completion certificate to the Trainee and keep a copy of the same for records (Annexure 9).
h) Project Stipend, in case applicable shall be released as a consolidated amount at the end of the project after a sign-off from the Project Guide on the Summer Training Evaluation Form, once the Project report has been submitted and Project presentation given.
i) HR to forward the Stipend Release request to the Accounts department (Annexure 10) and hand-over the cheque to the Summer Trainee on receipt from Finance Department.
Note :
1. Summer Trainees shall be informed about their Travel Expenses Entitlement at the start of the training and the same shall be reimbursed to them on actual basis. Summer Trainees need to submit their Expense Statement to HR for processing after receiving due approval from their respective Project Guide.
2. Offer Letter is separate for CA Industrial Trainee. (Annexure 11)
3. In case of Trainee with more than 6 months project, details needs to be forwarded to Administration Department for salary processing on monthly basis. Less duration trainees stipend shall be processed alternate month.
4. In case of trainees with more than 3 months project, Vendor visa needs to be processed.
5. Cost for Summer Trainee, if not budgeted in the AOP shall be debited to respective Project Budget.
6. Cost for Project Trainee shall be debited to respective Project Budget.
7. T&E for the AOP approved Summer Trainees shall be debited to the Summer Trainee T&E Budget on actuals maximum upto Rs. 5,000/- Balance amount shall be debited to the respective Project Budget.
This is the brief .... you may contact me for further clarification.
Thanks
Rajiv
From India, New Delhi
Dear
I can't give them as they have hologram and company logo printed in every page of them.....
so u have to prepare them.... but here is some format...
Project Guide is requested to prepare his project brief as per template and hand-over the same to the trainee on his first day.
PROJECT TOPIC
DURATION
BACKGROUND
OBJECTIVE OF THE PROJECT
METHODOLOGY
TASKS INVOLVED TIMELINES
MEASURES
ANY OTHER INFORMATION
TRAINEE REQUISITION FORM
(To be filled for Summer Trainee / Winter / Project Trainee / CA or Engg. Industrial Trainee)
1. Function
:
2. No. of trainees required
:
3. Location of the Project
:
4. Initiation Date of the Project
:
5. Duration of the Project in case different from usual (6-8 weeks)
:
6. Project Topic
:
7. Scope of the Project
:
8. Project Guide
:
9. Institutional Preference if any
:
10. Specialization Preference if any
:
11. Cost for the Project shall be debited to(Please mention the Visa No.)
:
Signature
Name
Date
Initiated by_________Approved by________ (Functional Director)
Approved by__________(Business HR)
Notes:
1. Summer Trainees would specifically mean MBA students who are required to complete project in industry as part of their curriculum between the months of April – July.
2. If requisition is for more than one trainee, separate Project/ Scope & Project Guide needs to be mentioned for each.
3. Project Guide is requested to prepare his project brief in the template and send the same to HR.
Trainee Offer Letter Format
<Date>
«Title» «First_Name» «Last_Name»
«Address1»
Dear «First_Name»,
We are pleased to offer you a position of a <<Summer/Project Trainee>> in our organization. You would be joining our «Dept» department for a period of <<**>> weeks. The starting date would be as per the date of your institution’s <<summer>> training program.
<In case stipend is applicable<During this training you would be paid a consolidated stipend of Rs. «Total_Stipend» on the successful completion of your project.>>
Please sign and return a duplicate copy of this letter as a token of your acceptance, confirming the Date of Joining,
You are requested to carry the following documents for submission:
1. 1 coloured passport size photograph
2. Introductory Letter from the Institute
3. Photocopy of the I-card
Wishing you all the best.
Thanking you.
Yours truly,
JOINING REPORT
Name (Full) Recent Photograph
Joining Function
Date Of Joining
Tentative Training Completion Date
Name of the Institution
Personal E-mail
Mobile No.
Location for DD/ Cheque (for Stipend/T&E)
Current Address
Mailing Address
Telephone
Any Special Information You Would Like To Give:
Declaration:
I declare that I will keep secrets of the company and will not publish any article or statement, deliver any lecture or broadcast, or make any communication to the press (including magazine publications) relating to the company’s products or to any matter with which the company may be concerned, unless I have previously applied for and obtained written permission of the company. The complete draft of any proposed article, lecture, broadcast or other communication intended for publication will be submitted to the company for approval before it is released for publication.
I also acknowledge having received and read Guidelines and undertake to abide by the Guidelines as updated from time to time.
DATE :____________
PLACE:____________ ___________________________
Signature of the Applicant
To be filled by the HR Dept: :
Following Documents have been submitted by the Trainee:
1. Introductory Letter from the Institute
2. Photocopy of the I-card
3. 1 passport size snap
4. Visa Form
Name of the Project Guide
Signature of the HR Representative
Project Evaluation
Name
Project Guide
Department
Project Start Date
Institute
Project End Date
Project Topic
Rating: Poor (1) Excellent (5)
S N CRITERIA DESCRIPTION RATING
1. Thinking Skills-Possesses the perfect blend of smarts and practicality.
2. Innovation -Is a source of fresh perspectives and breakthrough ideas.
3. Establishes Priorities- Keeps work direction logical and crystal clear.
4. Drives for Results- Has laser beam focus on end results.
5. Collaboration- Leverages the ideas, learning and expertise of others.
6. Communicates Productively- Is a clear, simple, persuasive communicator.
7. Functional Excellence- Possesses superb functional / technical expertise.
Remarks by the Project Guide
Stipend Applicable : Yes / No (To be filled in by HR) Stipend to be released : Yes / No (To be filled in by Project Guide)
In case Stipend is Not Applicable, Project Guide may recommend the same basis the performance of the student : Yes / No
Signature
Name
Designation
(Project Guide)
Date
This much i can share with you...
Thanks & regards
Rajiv
From India, New Delhi
I can't give them as they have hologram and company logo printed in every page of them.....
so u have to prepare them.... but here is some format...
Project Guide is requested to prepare his project brief as per template and hand-over the same to the trainee on his first day.
PROJECT TOPIC
DURATION
BACKGROUND
OBJECTIVE OF THE PROJECT
METHODOLOGY
TASKS INVOLVED TIMELINES
MEASURES
ANY OTHER INFORMATION
TRAINEE REQUISITION FORM
(To be filled for Summer Trainee / Winter / Project Trainee / CA or Engg. Industrial Trainee)
1. Function
:
2. No. of trainees required
:
3. Location of the Project
:
4. Initiation Date of the Project
:
5. Duration of the Project in case different from usual (6-8 weeks)
:
6. Project Topic
:
7. Scope of the Project
:
8. Project Guide
:
9. Institutional Preference if any
:
10. Specialization Preference if any
:
11. Cost for the Project shall be debited to(Please mention the Visa No.)
:
Signature
Name
Date
Initiated by_________Approved by________ (Functional Director)
Approved by__________(Business HR)
Notes:
1. Summer Trainees would specifically mean MBA students who are required to complete project in industry as part of their curriculum between the months of April – July.
2. If requisition is for more than one trainee, separate Project/ Scope & Project Guide needs to be mentioned for each.
3. Project Guide is requested to prepare his project brief in the template and send the same to HR.
Trainee Offer Letter Format
<Date>
«Title» «First_Name» «Last_Name»
«Address1»
Dear «First_Name»,
We are pleased to offer you a position of a <<Summer/Project Trainee>> in our organization. You would be joining our «Dept» department for a period of <<**>> weeks. The starting date would be as per the date of your institution’s <<summer>> training program.
<In case stipend is applicable<During this training you would be paid a consolidated stipend of Rs. «Total_Stipend» on the successful completion of your project.>>
Please sign and return a duplicate copy of this letter as a token of your acceptance, confirming the Date of Joining,
You are requested to carry the following documents for submission:
1. 1 coloured passport size photograph
2. Introductory Letter from the Institute
3. Photocopy of the I-card
Wishing you all the best.
Thanking you.
Yours truly,
JOINING REPORT
Name (Full) Recent Photograph
Joining Function
Date Of Joining
Tentative Training Completion Date
Name of the Institution
Personal E-mail
Mobile No.
Location for DD/ Cheque (for Stipend/T&E)
Current Address
Mailing Address
Telephone
Any Special Information You Would Like To Give:
Declaration:
I declare that I will keep secrets of the company and will not publish any article or statement, deliver any lecture or broadcast, or make any communication to the press (including magazine publications) relating to the company’s products or to any matter with which the company may be concerned, unless I have previously applied for and obtained written permission of the company. The complete draft of any proposed article, lecture, broadcast or other communication intended for publication will be submitted to the company for approval before it is released for publication.
I also acknowledge having received and read Guidelines and undertake to abide by the Guidelines as updated from time to time.
DATE :____________
PLACE:____________ ___________________________
Signature of the Applicant
To be filled by the HR Dept: :
Following Documents have been submitted by the Trainee:
1. Introductory Letter from the Institute
2. Photocopy of the I-card
3. 1 passport size snap
4. Visa Form
Name of the Project Guide
Signature of the HR Representative
Project Evaluation
Name
Project Guide
Department
Project Start Date
Institute
Project End Date
Project Topic
Rating: Poor (1) Excellent (5)
S N CRITERIA DESCRIPTION RATING
1. Thinking Skills-Possesses the perfect blend of smarts and practicality.
2. Innovation -Is a source of fresh perspectives and breakthrough ideas.
3. Establishes Priorities- Keeps work direction logical and crystal clear.
4. Drives for Results- Has laser beam focus on end results.
5. Collaboration- Leverages the ideas, learning and expertise of others.
6. Communicates Productively- Is a clear, simple, persuasive communicator.
7. Functional Excellence- Possesses superb functional / technical expertise.
Remarks by the Project Guide
Stipend Applicable : Yes / No (To be filled in by HR) Stipend to be released : Yes / No (To be filled in by Project Guide)
In case Stipend is Not Applicable, Project Guide may recommend the same basis the performance of the student : Yes / No
Signature
Name
Designation
(Project Guide)
Date
This much i can share with you...
Thanks & regards
Rajiv
From India, New Delhi
Dear Dikmitra,I would greatly appreciate if you can post me all the Annexures which you have indicated in the mail.Can you help me making the certifiacte for the interns.Please help me as soon as possible. I am urgently need it.Please mail me on 
From India, Delhi
From India, Delhi
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