INTERNSHIP STUDENT GUIDE

INTERNSHIP STUDENT GUIDE

Table of Contents Introduction... 1 Learning Outcomes & Guidelines... 1 Qualifying Programs...1 Student Eligibility and Requirements...1 Internship Term Length and Schedule...2 Evaluation and Recognition...2 Checklists... 3 Pre-Placement Checklist...3 In-Placement Checklist...3 Post Placement Checklist...3 Internship Work Term Procedures... 3 Choosing Internship Employers...3 Interviews...4 Offers...4 Contact Information...5 Site Visits...5 Employer Feedback...5 Student Internship Work Term Report...5 Student Evaluation of Employer...6 Student Follow-Up Letter...6 Post Internship Debrief and Evaluation...6 Out of Province/Country Internship Placements...6 Responsibilities... 6 Students...6 Faculty...7 Employers...7 Health & Safety... 7 Safe & Respectful Environment...8 Resources... 9 Guides...9 Documents & Forms...9 Policies and Procedures...9 Appendix A: Student Internship Evaluation Requirements... 10 Versioning Version 1.0 1.1 Last Updated January 30, 2017 February 28, 2017

Introduction NSCC supports Internship because it is a valuable experience for preparing students to apply the skills and knowledge they have acquired in a real workplace setting. Internship terms are paid employment, enabling participants to earn as they learn while gaining invaluable experience as they prepare for graduation and ultimately, employment in their career of choice. The majority of internship employment opportunities are with organizations located in the province of Nova Scotia and many may be located in the student s geographic area. Students must be prepared to relocate if required to accept an Internship position if one is not available in the immediate geographic area. In these cases, students will be responsible for accommodations, meals and transportation costs when accepting the internship work term. By helping to connect employers with our programs and students, NSCC internship education placements provide benefits for everyone. As future employees in Nova Scotia s economy, students have an opportunity to take fresh ideas and new technical knowledge to the workplace to gain a better understanding of career choices. For internship employers, maintaining links through internship provides an opportunity to evaluate student work and provide input to our programs. Learning Outcomes & Guidelines Internship integrates a student s academic studies with a paid period of applied study and work in an employer s organization. During the work term, the student is an employee who is to be scheduled appropriately. For each program, the minimum number of hours/weeks required to qualify as an accredited Internship is indicated in the curriculum document and course outline. Qualifying Programs Internship is a mandatory requirement for the Ocean s Technology and International Business programs. Your curriculum documents outline the number of internship hours required for completion of the program. o Students are required to successfully complete an internship employment experience to meet the outcomes for these programs and be eligible to graduate. Tuition Fees: Internship work terms represent one full course credit and fees are covered by the program tuition. Student Eligibility and Requirements To be eligible for an internship, students must successfully complete all courses and all other pre-work term requirements (milestones) and be in good financial standing with the College. Exceptions may be considered at the discretion of the Academic Chair and faculty. For instance, if a student is missing a credit that is not critical to his/her success or safety in the work term, an exception may be granted. Internship Student Guide 1

After the Internship work term, students under the guidance of faculty, must provide oral and formal written reports which: o Reflect on their experience; o Identify the lessons learned; o Integrate what they learned from this experience with their program theory and processes; and, o Evaluate their experience. Internship Work Term Length and Schedule The length of an internship work term is determined by the requirements of individual College programs. Internship takes places at the end of the program and is intended to be a capstone experience added to the learning within the program, it will generally start at the beginning of the spring session (in late April/early May) and end in the last week of August. Evaluation and Recognition Evaluation of student performance in internship is the responsibility of faculty. The evaluation should include input from the employer and the student. Evaluation of Internship appears on the student's transcript as a "P" (Pass) or F" (Fail). Internship Student Guide 2

Checklists The following checklist outlines the required procedures to be completed by students prior to, during and following the completion of an internship work term. Pre-Placement Checklist Attend internship information sessions Review list of previous/approved employers provided by faculty Seek assistance in reviewing cover letters and resumes as required Conduct meeting with faculty to review Student Employer Partner Sheet as required Review internship evaluation process Ensure following forms are completed and submitted to faculty: Employer & Risk Assessment Compliance Agreement Release of Information Form Letter of Understanding Personal Training Goals In-Placement Checklist Ensure you maintain required documentation for your record of employment, timesheets and reflective learning journal Post Placement Checklist Submit Student s Evaluation of the Employer form to faculty Submit internship written report to faculty Submit Reflective Learning Journal to faculty Deliver oral presentation to faculty Submit record of employment (ROE) to faculty Write follow-up/thank you letter to employer Debrief work term with faculty Internship Work Term Procedures Depending on your campus, Academic School and program, faculty typically maintains a master list of employers that have provided placements in previous years. In some cases, the student may take responsibility for finding their own internship position. The faculty member approves all internship employers and position descriptions. Choosing Internship Employers Internship postings can come from industry partners and employers or from students who source their own placements. It is important that internship sites provide a valuable learning experience for the student. The faculty advisor must approve all internship employers. The following criteria should be considered when selecting internship employers. The employer agrees to fulfill his/her responsibilities as outlined in the Employer Guide. Internship Student Guide 3

An acceptable standard of safety is maintained at the work site. An optimum degree of relevancy exists between internship work placements and the student s program of studies. To assist in the organization of the internship placements, some students may choose to complete the Student-Employer Partner Sheet. The faculty member will discuss the organization that the student wishes to gain work experience with and how it will meet the student s personal goals and that of the program/course. Interviews Internship employers may screen and shortlist applications. All students may not be selected for an interview. The employer may contact the student directly to arrange the interview or may contact the faculty member to schedule the interview. Interview Preparation Students will be provided interview preparation either by the program faculty advisor and/or through their Communications Course. Interview preparation services are also available through Student Services at each campus. Students should research the company that they are scheduled to have an interview with. As a NSCC student, your portfolio should be current and ready to be presented during the interview. Actual Interview Arrangements will be made to conduct the interview at the convenience of the employer and the student. Rooms will be made an available for on-site interviews and/or to conduct either phone or Skype interviews. Missing an interview may result in the student having to complete the self-directed job search. The student may be required to write a letter of apology to the employer for missing the interview. Offers The employer is asked to contact the faculty member on whether or not an offer will be extended to the student. The employer may contact the student without contacting the faculty at which time the student is to notify the faculty member of such offer. The student is required to respond to the employer s offer within 3 business day. The student will inform his/her faculty advisor and finalize all arrangements. Occasionally, a student may find an offer unacceptable. In these cases, the following points should be considered: o If students are considering rejecting an offer of employment they must discuss it with their Faculty Advisor prior to advising the employer. If they reject a job offer without an Internship Student Guide 4

acceptable reason they may be removed from any further posted job competitions or be withdrawn from the program. o Students must not tentatively accept an offer while waiting to find out about another position. This could cause employers to question the responsibility and maturity of NSCC students and possibly result in an employer withdrawing from the program. Contact Information Faculty must maintain a list of their students current addresses, telephone numbers, email addresses, and supervisors names. This information is necessary for faculty to contact the student throughout the work term. Situations may occur at the work place that can cause students some stress. If the student feels that they are unable to find a solution, it is important that they contact either their assigned mentor or their faculty advisor. Site Visits As the College considers internship placements to be an extension of campus studies, at least two visitations should be scheduled during the work term. The visits can be done either in person or by phone, depending on the situation or location of the placement. Faculty members are responsible for arranging visitations. If there are changes in a student s work assignment, or if any other unforeseen changes develop, the student should not to wait for the visitation, but notify faculty as soon as possible. Employer Feedback The employer will complete a Student Feedback form at the end of the internship. The student s performance feedback should receive a minimum of a Satisfactory rating in order for the student to achieve a successful internship work term. If the employer terminates the student s internship prematurely, the faculty member and Academic Chair will review the student s status. This will be followed up within two weeks, by a meeting with the student to discuss the situation. Student Internship Work Term Report The internship work term report/project is from the students immediately following the Internship work term. Reports/projects are to be submitted to their faculty member for evaluation. Other components for the evaluation are as follows: Internship Work Term Report/Project Reflective Journal Personal Training Goals Employer Evaluation Course Training Goals Copy of ROE (Record of Employment) to confirm time frames and hours Internship Student Guide 5

See Appendix A for more information. Student Evaluation of Employer At the end of the internship term the student will complete the Student Evaluation of the Employer form and attach it to the final written report. Student Follow-Up Letter Students are expected to submit a letter of thanks to their employer for their Internship Work Experience. The letter and envelope are to be reviewed by one of the faculty members before it is posted. The approved letter and the stamped envelope are to be mailed to the employer and a copy placed in the student s file. Post Internship Debrief and Evaluation Faculty must schedule a debriefing session with the student at the end of the work term. The purpose is to review the internship experience and to notify the student of the results of the work term. There are three possible grades for an internship work term: Pass- student has satisfactory work term and employer evaluation and met all the requirements Fail student was terminated with just cause from the work place; has an unsatisfactory employer evaluation and the other evaluation pieces were graded as below average I/C in complete: the student is missing a component(s) and has been given an extension to complete the component. Once the missing component is successfully completed, the student will earn a P pass for their transcript. Out of Province/Country Internship Placements There are opportunities for students to work outside Nova Scotia for their internship work terms. The opportunity to experience another culture and environment for a work term offers an enriching experience. The following should be considered for these placements: Transportation and other costs are the responsibility of the student. Students who choose to work in a different country may be required to hold, and are responsible to arrange and pay for, a work visa and additional medical coverage. The cost of currency exchange should also be considered. NSCC International will be involved and can assist with requirements for travelling abroad. (http://www.international.nscc.ca) Responsibilities Students Must have a current Nova Scotia Health Card (also known as a MSI card) and SIP Accident Insurance Internship Student Guide 6

o International student(s) must ensure that they are enrolled in the International Student Emergency Health Insurance (EHI) Approach Internship with the attitude of one who is eager to learn, willing to co-operate and ready to work Have cover letter and resumes reviewed and approved by Faculty if required Attend all internship orientation/information sessions and seminars Be aware of and comply with the code of professional and ethical conduct required by the workforce or profession Serve as a good ambassador for the College Familiarize ones self with, and comply to, the partner s policies, rules, and regulations including occupational health and safety Work in a safe and healthy manner To contact NSCC in the event of any change in employment or at the first indication of difficulty with employment including a safe work environment setting Maintain regular attendance and be punctual Remain for the full term of the requirements (i.e., # of weeks and # of hours) appropriate to your program of study Obtain a record of employment at the end of the internship work term Complete the contact information form provided by faculty Sign the Letter of Understanding for Internship Work Term letter Sign the Employer and Risk Assessment Form and return to Faculty Sign the Release of the Information Form and return to faculty Engage in a reflective learning activity of the internship experience (see Appendix A), which may include maintaining journal entries during the work term Prepare a formal written internship report for the established guidelines (see Appendix A) Provide to Faculty the completed Student s Evaluation of the Employer Form Faculty Faculty responsibilities are outlined in the Internship Work Terms Faculty Guide. See https://ournscc.nscc.ca/schools/appliedlearning/pages/default.aspx for more information. Employers Industry partner responsibilities are outlined in the Internship Work Terms Employer Guide. See http://www.nscc.ca/learning_programs/work_experience/ for more information. Health & Safety Student health and safety is a priority. Safety is a shared responsibility amongst NSCC, the employer and the student. As a paid employee, students are covered by their employer s WCB account while on an internship work term. Students engaged in paid internship activities are also covered by NSCC Insurance and the Student Accident Insurance Plan (SIP). Employers must also carry adequate liability insurance of at least $2 million. Some exceptions apply. Consult with your supervising faculty for more information. Internship Student Guide 7

International students attending NSCC must purchase and will be automatically enrolled in the mandatory International Student Emergency Health Insurance (EHI). To confirm coverage for international students, please contact nsccplan@mystudentplan.ca. For international activities (i.e. outside of Canada), additional Student Guard insurance for students is mandatory and is paid for by the student. The purchase of insurance can be coordinated through NSCC International, which also provides student orientation for international activities. Please contact international@nscc.ca to arrange orientation and insurance coverage. Students are responsible for completing the Employer & Risk Assessment Compliance Agreement form jointly with the employer, prior to commencing the work term, to ensure that the student is aware of the employer s safety program and policies, to identify job hazards and control measures, and to determine what personal protective equipment is required. Completed forms are kept by Faculty while the student is on work term. In case of incident, a NSCC Accident/Incident Report must be completed. Employers and/or students are to inform faculty. Faculty must complete the incident reports online through https://ournscc.nscc.ca/departments/ohse/pages/accidentincidentreporting.aspx WCB (Workers Compensation Board) Employers Accident Report Form This form is used for internship students only and is to be provided and completed by the employer as required to report employee accident/injuries to WCB. NSCC notification and reporting requirements must also be followed. In case of accident, a NSCC Accident/Incident Report must be completed. Employers and/or students are to inform faculty. Accident reports must be completed by Faculty or Academic Chair and be submitted online through OurNSCC https://ournscc.nscc.ca/departments/ohse/pages/accidentincidentreporting.aspx Please note: In case of a serious accident or incident requiring ambulance transport, hospitalization, or emergency care, contact the office of NSCC Occupational Health, Safety & Environmental Services IMMEDIATELY at 902-491-7233. Please ensure that you know what to do and who to contact (i.e. faculty and/or academic chair) if they find themselves in an unsafe or disrespectful working environment. Safe & Respectful Environment NSCC is committed to ensuring that all students and employees learn and work in a safe environment, free from discrimination and harassment, and conducive to learning and teaching. NSCC is committed to ensuring fair and equitable treatment of all members of its community, while maintaining the academic integrity of programs and curriculum, and an academic climate conducive to learning, free from disruptive or inappropriate behaviour. To learn more about NSCC s commitment to providing safe and respectful work environments, visit, visit Student Code of Conduct at http://www.nscc.ca/about_nscc/policies_procedures/index.asp. Internship Student Guide 8

Resources Guides Guides have been developed for Faculty, Students and Employers to ensure there is a clear expectation of roles. Documents & Forms Forms for internship placements can be found in the Internship Forms Guide. Some forms are mandatory which need to be completed by all stakeholders (Students, Industry Partners and NSCC). Stakeholders and timing for each form is indicated in the table at the front Internship Forms Guide. Templates for forms and letters are also available in the Internship Templates Guide. Policies and Procedures Relevant NSCC policies and procedures apply to students during the duration of a work term. For an overview of NSCC s policies, please visit: http://www.nscc.ca/about_nscc/policies_procedures/index.asp Internship Student Guide 9

Appendix A: Student Internship Evaluation Requirements PART 1: WRITTEN REPORT AND GUIDELINES: The work term report will be consist of 14 pages, double-spaced pages on standard 8 x11 white paper. The font choice can either be Times New Roman and/or Calibri 12pt. Pages are to be numbered in the upper right hand corner. 1. This formal report will contain the following parts in this order: Letter of Transmittal o directed to Internship Advisor (attached to front of report) Title Page Executive Summary o A one to two page summary of the report. It serves as a synopsis of the purpose, recommendations and outcomes of the report. Table of Contents Background information o On the organization or company, including history of the property and who the owners are. Also include purpose and scope of the work term. This will allow the reader to better understand the context of the report. Reflection/Main Body of Report o A comprehensive description of the work term, from initial approach through detailed analysis of work term to final results. o Explain the first day activities and the training provided. Please outline organizational departmental and task specific training as to time spent and an overview of content. o Include the responsibilities and duties performed during the Internship job. o Identify any problem areas in the organization. Define problems, outline relevant information, suggest alternative ways to correct the problems, and finally choose the best solution to the problems, giving rationale for choice made. Conclusion o Evaluate and explain in detail the relevancy of Internship to the college program and personal career goals. o Examine how this experience has affected your attitude towards yourself and others. o Examine what strengths and weaknesses you have discovered about yourself. o Explain some of the things you have learned about people, their attitudes toward work, and how they relate to co-workers and supervisors. o Explain how the work term improved your ability to work with others. o Explain how this experience has affected your attitude toward people, work and your future. Bibliography (if reference works are used) o See reference text for appropriate format. Appendices o Used to provide extra details. You can give readers access to supporting documents without cluttering up the main sections of the report. You must refer to the appendices in the report and label appendices clearly. Pay slips and/or separation slips should be attached as an appendix. 2. The report should be written in language that is easily understandable to a reader who is unfamiliar with the program of study, the Internship component and the assignment. Explain terms that are exclusive to the industry. Be objective. Relate all evaluations to facts. Keep the tense of the report consistent. Use appropriate language, correct sentence structure, correct spelling, standard punctuation, and appropriate paragraphing. 3. Headings and various levels of subheadings should also be used. Tabbed sheets are a good way to make all report selections, including appendices, easy to find. 4. The use of drawings, pictures, graphs, charts, descriptions, and materials to supplement the written part of the report is strongly encouraged. Placement of visual aids and titles within the report should be consistent throughout. Internship Student Guide 10

5. Submit the report in a folder that binds on the left margin. Set the margins for that of a left-bound report. 6. Pages should not be put in plastic sleeves, unless requested by faculty. PART 2: REFLECTIVE LEARNING JOURNAL Written Journal Students are required to make reflective observations on placement activities. This will assist them in preparing the work term report. The assignment is a course requirement, and is not a substitute for any record or summary required by the Internship Employer. The students will submit their observations for review with their written report. Confidential information about the organization should be excluded. The reflective learning component and the final work term assignment will be shared with the employer only with the permission of the student. Reflective learning can take many different forms. Your instructor may ask you to evaluate your learning experience by using one of the following methods: Self-assessment (What are the skills that I am developing on the job analyze using the Conference Board of Canada Employability Skills) Peer-assessment/debriefing (get together with other students and discuss the challenges and learning of the workplace) Learning logs (e.g. journaling around specific questions what was the significant event of the week how did I handle it? What did I learn/reinforce? What did the literature/mentor say?) Critical incident diaries (Describe the situation. How did I handle it? What did I learn/have reinforce?) Fieldwork diaries/logs (Describe the experience in the field. What was significant about it? How did it influence others? How did it influence me?) Personal development planners (Set learning goals/outcomes that are measurable and documented) Reflective commentaries (read articles related to your field of study during the work placement and reflect on them) Action research (develop a project during your learning period that contributes to the work place; complete a specified number of information meetings with people in the field) Synoptic or capstone modules (students & faculty hold a group discussion on challenges, successes and the work performed by each student at their respective placement. By listening to fellow students you become acquainted with different approaches at a workplace and the various skills sets necessary to succeed.) The reflective learning process consists of thoughtfully considering aspects such as: What are we learning?; How are we learning?; What are our strengths and weaknesses in the course of learning?; What are our learning priorities?; How can we improve upon the learning process? and; How well are we working towards achieving our short or long-term goals? PART 3: PERSONAL TRAINING GOALS Besides the learning outcomes as defined in the Internship course outline, the student is to develop 5 personal goals for to work on during their work term. The students are to pass these goals in for review with the faculty member before the commencement of the work term. A component of the written report will address their five personal goals and how they were met during their experience. Internship Student Guide 11

PART 4: ATTENDANCE REPORTING To meet and verify the minimum hours required for the Internship program, students are to record day/hours worked and submit to their Faculty Advisor according to the process set out by that Advisor. Faculty will provide each Internship student with the necessary form to complete and submit if required. Whether these forms are mailed, faxed, or forwarded electronically to the Faculty Advisor is up to the individual Faculty. A copy is to be completed by each student and returned to the Campus at the first of each month. A copy of the Record of Employment (ROE) is to be included in the Internship Report to confirm the year-to-date hours. Internship Student Guide 12