College of Administration and Finance Sciences College of Administration and Finance COOP Training Program 2021 1 College of Administration and Finance Sciences contents 1 General Guidelines 5 1.1 Requirements and Eligibility: 5 1.2 Duration: 6 1.3 Time line of the COOP 6 2 Definition of terms and expressions: 7 3 The Practical Training: 7 3.1 Core Objectives: 7 3.2 Academic Requirements: 8 3.3 Student Commitment before Starting the Practical Training: 8 3.4 Student Commitments during the Practical Training 9 3.5 Student Commitments after the Practical Training: 10 3.6 Training Organization Commitments: 10 3.7 Practical Training Evaluation: 11 a) Student Attendance: 11 b) The Training Organization Evaluation: 11 c) The Training Final Report: 12 d) The Training Final PresentationInterview: 12 4 Special cases the student trainee might face: 13 a. In case of Excuse (for not) training: 13 b. In the case of transfer from training organization: 13 c. Students already working in the same major: 13 Academic Report Guideline (Co-Op) 14 Chapter 1: Description of the company 15 2 College of Administration and Finance Sciences Chapter 2: Internship activities 16 Chapter 3: Recommendations 16 Appendix 0 Evaluation Form 1: Training Organization Evaluation Form 0 Evaluation Form 2: Student Evaluation Form 3 Evaluation Form 3: Faculty Member Evaluation Form 7 Evaluation Form 4: Field Instructor Evaluation Form 8 APPENDIX 10 3 College of Administration and Finance Sciences 1 General Guidelines 1.1 Requirements and Eligibility: The following criteria should be met before a student is considered eligible for admission to the COOP work programs: 1.1.1 The student must have successfully completed 90 Credit Hours of their academic program prior to practical training (at the time of application). 1.1.2 The student applying for practical training must be an active registered student of the degree program. 1.1.3 With the approval of their department the student can register two academic courses along with practical training. 1.1.4 Completion of any special departmental requirements. 1.1.5 You can get the electronic training letter and the registration form by the student servicer applied to the training organization. 1.1.6 You need to fill the registration form (attached) and send it to the course supervisor after you have applied for the course and are signed and stamped in the form stamps and CC it to the training unit email. 1.1.7 The course supervisor will review your task and will give you approval to the training course if it is related to your major, and if your assigned tasks are not associated with your core major, you will not get approval, and you will have to change them or delete the course. 1.1.8 Not subject to dismissal for academic causes. 1.1.9 COOP training start from week 3 to end of week 14 (for a regular semester) 1.1.10 COOP training start from week 1 to end of week 8 (for a summer semester) 1.1.11 COOP training report should be submitted by end of week 14 (for a regular semester) 1.1.12 COOP training report should be submitted by end of week 8 (for a summer semester) 1.1.13 The students who are already working with any professional organization in same major related fields as mentioned above can apply for their current job to be considered as their training. 1.1.14 Students are eligible to transfer from the training organization no later than one week from the starting date of training 1.1.15 Provide the college with an Assessment report on the student s performance according to the training assessment form provided by college. The report must reflect the student performance throughout training. 4 College of Administration and Finance Sciences 1.2 Duration: Students are allowed to submit registration forms until the end of the second-week semester end of the first week. If you do not submit the registration form by the end of the deadline, you have to drop the course (because the training period is at least ten weeks and 280 hours for a regular semester). Students must have minimum requirement training (10 weeks, 280 hours). For the summer semester, this would be at last eight weeks, 280 hours in their fields of specialization either in private or public organization. 1.3 Time line of the COOP The COOP students need to do the following during the semester during COOP: First two weeks (Fill out require forms (See Appendix in COOP guidelines policy) and download the registration form from college website. Week 3 to week 13 prepare a draft copy of the COOP report of every task (refer to appendix 2 in C Guideline policy) then contact their COOP advisor and discuss it with him. (Contact with supervisor should be in weekly basis). Week 14 Submit the COOP Full Report as a bonded hardcopy incorporating the COOP advisor. A soft copy of the full report is to be prepared in PDF format. A soft copy is also needed by the training unit. The student is considered successful if the student scores minimum 60% of the possible marks. Prepare a presentation describing your COOP and submit the PPT file. Suggested presentation duration 30 mins. + 10 mins. Q&A. (Suggested time the end of week 14). Collect all comments from your advisor, examining committee and the COOP coordinator and make changes accordingly in the final report. 5 College of Administration and Finance Sciences 2 Definition of terms and expressions: Key Terms Definition College Any staff member who holds the responsibility for supervising, coordinating, and managing the overall planning and implementation of the field experience-training course at the college level. This may include any of the following: Head of Department, Field Experience Unit or any other staff member in charge of such matters. Faculty Member Student Training Organization A member of the teaching staff at the college who is assigned authority and responsibility of supervising and evaluating the training of the student. Any student that is eligible to apply for the field experience-training course. Any institution that has been approved by the college to provide practical training to students in their field experience-training course. Field Instructor A representative working at the training organization who is responsible for supervising, training and evaluating the student throughout the training period. The Training Unit Refers to the structure defined by the College responsible for overseeing the training affairs and the implementation of the training plan. 3 The Practical Training: 3.1 Core Objectives: The program of Business Administration majors aims at producing highly skilled managers in all department field capable to fulfill with the needs of the labor market. Graduates are expected to: a) Familiarization with practical application of learned concepts prior to completion of studies. b) Comprehensive understanding of concepts, tools and practices in the domain of selected area of specialization. c) Creating awareness about professional ethics needed to be practices in practical life such as punctuality, innovation, application, honesty etc. d) Enabling the students to learn and handle the work-related stress and pressure. e) Better and more efficient communication skills to deal with all three levels of 6 College of Administration and Finance Sciences professional work i.e., clients, peers and superiors. f) To provide the students and training organizations an awareness of various performance assessment metrics being applied in professional world. g) Expose the student to future employment opportunities. h) Prepare graduates to exercise the administrative, leadership and specialized skills in the different fields of work. i) Obtain feedback to develop the educational plans and courses that suit with local reality. (Refer to 5 in Appendix 2, the academic report guideline) 3.2 Academic Requirements: To register for practical training, the student should fulfill the following requirements: The student must have successfully completed 90 Credit Hours of their academic program prior to practical training (at the time of application the student applying for practical training must be an active registered student of the degree program. With the approval of their department, the student can register two academic courses along with practical training. 3.3 Student Commitment before Starting the Practical Training: Below steps should be completed within first two weeks of the semester: Before the commencement of practical training semester, the student has to find and contact the practical training organization, which is related to the academic program, and seek appropriate training opportunity. The student shall download the registration form from college website and fill it with required details involving his academic details as well as organization details. After getting approval from the organization on registration form, the student will submit the form in the college. The student should follow-up the college announcements regarding registration-starting period. Once the college is officially informed by the training organization expressing their decision to accept the student for practical training, college will contact the concerned organization personnel and keep in touch with them regarding student performance in 7 College of Administration and Finance Sciences the training program. A list of the students will be submitted by the training unit to complete their registration for the practical training course. The students must regularly visit the Online Learning System Black Board to ensure that: Their practical training course registration is active Contact and update the supervisor for better mutual communication. The student, whose training course registration has not been completed, should immediately inform the training unit in their department within two weeks from the starting date of the practical training. In case of negligence, the student will bear consequences of denial of his practical training. 3.4 Student Commitments during the Practical Training a) Once a student has joined a particular training organization, the student will ensure completion of training time (280 hours of work for at least 10 working weeks), and not transfer to any other organization. In the case of non-compliance with the minimum hours of training, the student trainee will not succeed in the course and will not be accepted again. b) The student is responsible for abiding by and complying with all the rules and regulations of training organization. c) During the training period, it is the responsibility of student to promptly notify any change to the training unit as well as supervisor, refill all the needed information and regularly track that change has been properly documented. All such changes should also be properly documented in the student files. d) Make sure that training organization sends the trainee assessment (stamped in sealed envelope) in a maximum period of 5 days after the end of the training period both by the student trainee as well as via e-mail to the training unit. The student should ensure 8 College of Administration and Finance Sciences receipt of this assessment to supervisor. e) The student trainee should comply with the training commitments stated in the training instructions, otherwise; the student grade will be affected. f) Documenting and collecting information required to write the final practical training report. (Refer to Appendix 4 the academic report guideline). g) If there is a conflict that arises between the student and the training organization or filed instructor will submit it to the college s training committee to take the decision. h) If contradicting or differing evaluations have been given by the faculty and filed instructor will submit it to the college s training committee to review and make the decision about it. 3.5 Student Commitments after the Practical Training: The student shall be required to compile a final report in English language in accordance with the report template provided. The report must include an overview of the training organization, the training procedures, which things that the student has learnt in theory or has encountered in practice. Also, the report must include a part discussing the scientific information that the students make use of it in his training. The report should clearly outline the responsibilities assigned to students, tools, methods worked with, and summary of experience gained. The report should be sent to the training supervisor according to schedule defined by the college. Failure to submit the report in due time may entail student failure in the course. (Refer to Appendix 2 the academic report guideline) The student will be called to appear for an interview concerning final assessment. The student has to show the grasp of technical aspects in the chosen field of specialization. Failure to appear for the interview or clear it may entail student failure in the course. Deadline of submission of final report will be at end of week 14 of each semester. 3.6 Training Organization Commitments: a) Make sure that student performs responsibilities assigned in the approval document strictly in accordance with the area of specialization which directly relates with the 9 College of Administration and Finance Sciences knowledge area such as Auditing, or Receivables. The organization should take care to see that student is not assigned such tasks which do not play any role in their knowledge domain such as organization Data entry, Call Center Operator, files administrator, translator, or other. b) Return the training registration form provided by the college at the beginning of practical training. c) Provide the college with an Assessment report on the student s performance according to the training assessment form provided by college. The report must reflect the student s performance throughout training. d) Training organization should ensure communication between the college and the student trainee, and facilitate visits for responsible in charge. e) To make some personnel responsible for seeing internal assessment on student s learning, professionalism and provide qualitative assessment based on internal findings. 3.7 Practical Training Evaluation: At the end of training, the student trainee will be subjected to evaluation by the training supervisor. The evaluation will be based on assessment provided by training organization, final report, and final interview. The student will be considered successful in the training graded: NP (No grade Pass) if all of the following are fulfilled: a) Student Attendance: Refers to the student s attendance at the training organization throughout the specified training period. To fulfils these requirements, the student must attend the minimum number of hours required (280 hours of training or minimum ten working weeks) at the training organization. There are three or more virtual classes to be scheduled meeting, will recording attendance/absence of the students. 10 College of Administration and Finance Sciences The faculty member will visit the training organization for the students during the practical training. b) The Training Organization Evaluation: Refers to the evaluation report compiled by the training organization, which must measure the following: Skills acquired during the training. Self-reliance. Mastering job requirements assigned to the Trainee. Professionalism, work ethics and work attitude. The student is considered successful if he/she achieves 60% of the maximum points possible in the evaluation. c) The Training Final Report: The practical training instructor evaluates the final report delivered by student at the end of training (end of week 14 of each semester). This evaluation is based on specific criteria that measures the student s achievements throughout the training period. The student is considered successful if the student scores minimum 60% of the possible marks. d) The Training Final PresentationInterview: The student on completion of his/her training must appear for final presentation before the supervisor appointed for this task. The supervisor will determine the overall performance of the student and recommend for No Grade-Pass or No Grade-Fail grade. If the student fails to fulfill any one of the requirements mentioned above, he/she will fail the course and will be graded (NF: No grade Fail). The student may fall in one of the following categories: If the student does not fulfill the attendance rate required, he/she should 11 College of Administration and Finance Sciences repeat the training course. If the student does not score the minimum score in organization evaluation, he/she should repeat the training course. If the student does not score the minimum score in the final report, he/she should resubmit another report within a time line not exceeding two working weeks from the announcement of results for the practical training course. If the student fails to appear for the final interview or is unable to pass the interview. 4 Special cases the student trainee might face: a. In case of Excuse (for not) training: The student should fill in and submit an excuse form to their department and supervisor no later than three days before informing the training organization of his/ her excuse to attend. Excuse application should fall within the university calendar dates for excuses. Failure to comply with the deadlines may cause the student to fail the training course. b. In the case of transfer from training organization: Students are eligible to transfer from the training organization no later than one week from the starting date of training. The student should fill in and submit a transfer form to the training unit no later than three days before he leaves the training organization. The transfer form is subject to approval conditioned by the provision of alternative training organization by the student himself, willing to train him during the semester he/she has applied for the training. The student will be held responsible for his/her negligence, which will entail failure in the course. 12 College of Administration and Finance Sciences c. Students already working in the same major: The students who are already working with any professional organization in same major related fields as mentioned above can apply for their current job to be considered as their training. In this case, such students will get enrolled in the training program after filling in registration form from their current employees clearly highlighting the specific field they would be working in. If the current job is non-related, students will have to get transferred to a division where they can work as interns for the period of training. If such students cannot prove they are working in related division, they will have to find an appropriate internship, On the completion of training program, all such students will also be required to make sure that their reports have been submitted properly in the college and will have to later appear for the interview. Academic Report Guideline (Co-Op) Academic Report Guideline (Co-op) The practical training instructor evaluates the final report delivered by student at the end of training (end of week 14 of each semester). This evaluation is based on specific criteria that measures the student s achievements throughout the training period. The student is considered successful if the student scores minimum 60% of the possible marks. The purpose of the Internship Report is offer students to describe their accomplishments and demonstrate what they learned through p
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