How Do We Start an Internship Program for Students? Seeking Advice and Formats

We are planning to introduce internships for the students. Can anyone help me with how to initiate this process and if any formats are available.

Thank you,
Satya

Hello, In my previous organization, I was responsible for managing the summer training / internship for the entire organization. Here are some key points for your reference:

**SUMMER TRAINING PROGRAM**

**1. OBJECTIVE**

The goal is to establish guidelines for the smooth implementation of the Summer Training Program within the organization.

**2. PROCEDURE**

**PHASE 1: SELECTION AND INDUCTION**

a) In July / August, HR should request numbers from the Department Heads for their respective Summer Trainee requirements and incorporate them into the AOP budget.

b) In September, HR should disseminate the details and approved numbers for the Summer Trainee Program and request project details as per the template (Annexure 1).

c) If demand exceeds the approved number, Department Heads / Project Guides should respond to HR with their requirements, providing details as per the Trainee Requisition Form (Annexure 2).

d) HR should facilitate the selection of summer trainees by:

• Inviting applications from the respective institutions.

• Conducting the first round of screening.

• Coordinating interviews (in-person for local candidates and telephonic for outstation candidates) with a department member nominated by the Department Heads / Project Guide.

e) HR should send the Trainee Offer letter(s) (Annexure 3) to the selected candidates, detailing the stipend (if applicable) and requesting a signed duplicate copy along with the confirmation of project initiation & end date.

f) HR should facilitate interaction between the selected students and their respective project guides if the project requires pre-project work.

g) HR should send the details of the trainees along with their joining dates to the respective Department Heads (Annexure 4a).

h) HR should manage the joining and induction formalities of the Summer Trainees as per the agreed plan and send a note to the respective Project Guide introducing the Trainee and providing the Guidelines for the Summer Trainees (Annexure 4b, 5 & 6).

**PHASE 2: PROJECT ALLOCATION AND REVIEW**

a) The Project Guide should brief the Summer Trainee about the Project requirements.

b) A weekly review should be carried out with the Project Guide at a mutually convenient time.

c) A mid-term Project Review should be done with the respective Functional Head (Annexure 7).

d) The Summer Training Project Report should be submitted and a presentation should be given to the Project Guide, respective Functional Head, and the Business – HR.

e) The Project Guide should fill in the following Evaluation Form(s) and hand them over to HR:

• Summer Training Project Evaluation Form (Annexure 8).

• Project Evaluation Form sent by the Summer Trainees' Institute (if applicable).

f) HR should keep a copy of the Institute Evaluation form for records and send the original to the Institute.

g) HR should issue the Summer Project Completion certificate to the Trainee and keep a copy for records (Annexure 9).

h) The Project Stipend, if applicable, should 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 should forward the Stipend Release request to the Accounts department (Annexure 10) and hand over the cheque to the Summer Trainee upon receipt from the Finance Department.

**Note:**

1. Summer Trainees should be informed about their Travel Expenses Entitlement at the start of the training and it should be reimbursed on actuals. They need to submit their Expense Statement to HR for processing after receiving approval from their respective Project Guide.

2. The Offer Letter for CA Industrial Trainee is different (Annexure 11).

3. For Trainees with projects lasting more than 6 months, details need to be forwarded to the Administration Department for monthly salary processing. For trainees with shorter durations, the stipend should be processed every alternate month.

4. For trainees with projects longer than 3 months, a Vendor visa needs to be processed.

5. Costs for Summer Trainees, if not budgeted in the AOP, should be debited to the respective Project Budget.

6. Costs for Project Trainees should be debited to the respective Project Budget.

7. T&E for AOP-approved Summer Trainees should be debited to the Summer Trainee T&E Budget on actuals up to a maximum of Rs. 5,000/-. The remaining amount should be debited to the respective Project Budget.

This is a brief overview. Please feel free to contact me for further clarification.

Thank you,

Rajiv

Dear, I\'m unable to provide the original documents as they have holograms and the company logo printed on each page. However, I can provide a format that you will need to prepare yourself.

The Project Guide is requested to prepare their project brief as per the template and hand the same over 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

This form should be filled out for Summer Trainees, Winter Trainees, Project Trainees, CA or Engg. Industrial Trainees:

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 the 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 a project in the industry as part of their curriculum between the months of April – July.
2. If the requisition is for more than one trainee, separate Project/ Scope & Project Guide needs to be mentioned for each.
3. The 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 colored 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 the 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 from 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 is all the information I can share with you.

Thanks & regards,
Rajiv