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StudyBoardofMediaTechnology

February2021

Agreementonproject-orientedstudyinaanexternalorganization

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Preface Thisguideprovidesinformationonproject-orientedstudyinanexternalorganizationandappliestoallpartiesinvolved,i.e.students,coordinators,supervisorsandcompanies.

Pleasedirectanyquestionsorcommentsconcerningthisguideto

mtstudyboard@create.aau.dk

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Table of contents: Preface...............................................................................................................................................................2

Tableofcontents:.........................................................................................................................................3

Generalinformation....................................................................................................................................4

Howstudentsbenefitfromproject-orientedstudy..................................................................4

Howorganizationsbenefitfromproject-orientedstudy.......................................................5

HowAalborgUniversitybenefitsfromproject-orientedstudy..........................................5

Contacttorelevantorganizations.........................................................................................................5

Thetasksofthepartiesinvolved...........................................................................................................6

Thestudent’stasks.................................................................................................................................6

Thetasksofthesemestercoordinator..........................................................................................6

ThetasksoftheAAUprojectsupervisor.......................................................................................6

Thetasksofthesupervisorfromtheexternalorganization................................................6

Projectdocumentation..............................................................................................................................8

Evaluation........................................................................................................................................................8

Financeandinsurance...............................................................................................................................9

Appendix1...................................................................................................................................................10

Appendix2...................................................................................................................................................13

Appendix3...................................................................................................................................................14

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General information Ifthestudycurriculaallowsit,thestudentcanuseafullsemesterorpartofasemesterin project-oriented study in an external organization1. In most cases, the project-orientedstudytakesplaceonthethirdsemesterofthemasterprogramme.

Oftenstudentshaveworkedonprojectswithinvolvementfromcompaniesororganizationsduringearliersemesters.Thiscooperationmighthavebeenconductedinconnectionwithaprojectproposalformulatedbyanorganizationandmayhaveinvolvedthestudentsbeinginregularcontactwithemployeesintheorganization.Typically,whenworkingontheseprojects,thestudentswillhavebeenmembersofstudentprojectgroupsatAalborgUniversity,enablingthemtouseallavailableuniversityfacilities.

Project-orientedstudywithinorganizationdiffersfromthisinseveralways.Firstofall,workwillbecarriedoutwithintheorganizationallowingstudentstoexperiencefirst-handtheinterplaybetweentheoryandpractice.Thestudentisexpectedtobecomeanintegralpartoftheworkplaceandtoparticipateintheday-to-daylifeoftheorganization.Thisisanindividualmodule,andsoperhapsforthefirsttime,thestudentwillworkwithoutthesupportoffellowstudents.

Thecourseoftheproject-orientedstudymustbeplannedinsuchamannerthatthelearningobjectivesofthesemesterarefulfilled.

Itisessentialthatproject-orientedstudyinanorganizationwillnotprolongthestudent’sstudiesbeyondtheexpecteddurationofthemaster’sprogramme.Thismeansthatthemodulemustbecompletedwithinonesemester(September1toJanuary31orFebruary1toJune30).Thisperiodmustincludeboththeactualproject-orientedstudyandtheconcludingexamination.

Theextentoftheproject-orientedstudyisdescribedinthestudycurricula.Fromthecurriculaitwillappearifthereisapossibilitytocombinetheproject-orientedstudyinanorganizationwithoneormorecoursemodules.However,thefullextentwillnormallybeon30ECTS.

How students benefit from project-oriented study The project-oriented study in an organization provides a student with hands-onexperiencethatmayprovecrucialtothechancesoffindingajobaftergraduation.

Inaddition,studentsmaybenefitfromthefollowing:

• gainingexperienceincommunicatingandcooperatingwithanorganization• havingtheopportunitytotesttheircompetencesinpractice

1 Inthisguide,thetermorganizationisusedasawidetermincludingcompanies,institutions,publicadministrationetc.inDenmarkandabroad.

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• gainingknowledgeofthebusinessworld,includingworkmethodsandprocesses

• gainingrelevantworkexperience• apersonalrecommendation• increasingtheirprofessionalnetwork• inspirationandcooperationcontactsforthefinalproject

How organizations benefit from project-oriented study Astudentmaycontributetoanorganizationinseveralways.Thestudentwillbeanadditionalresourcetoanorganizationandmayoftencontributewithanewperspective.

Studentscanoftenprovidetheorganizationwith:• gaininganewperspectiveonandnewideasfortheprofessionalissuesrelating

totheorganizationaswellasitsworkingprocessesandtasks• gainingknowledgeoftheoriesandmethodswithinthestudent’sacademicfield• creatingcontactsamongstudentsandemployeesatAalborgUniversity

How Aalborg University benefits from project-oriented study AalborgUniversityprioritisesmaintainingaclosecontacttoitsconstituencyandemphasisestheneedtoensuretherelevanceofitsstudyprogrammesandresearch.Project-orientedstudyinanorganizationcontributestothisby:

• establishingcontactswithorganizations• actingasafacilitatorofacademicandprofessionalsparring• providinginspirationforstudyprogrammesandresearch• preparestudentsforaprofessionalcareer

Contact to relevant organizations Astudentmayfindrelevantorganizationsthroughdifferentchannelse.g.:

• contactingemployeesatAalborgUniversityandusetheirconnections• participateinjobfairssuchasDSEetc.• postingsinjobbankssuchasjobbank.aau.dkorattheInternationalOfficeat

AalborgUniversity2• contactingolderstudentswhohavebeeninproject-orientedstudyinan

organizationbefore• Contactingstudysecretaries/studyboardsecretariestogetinformationabout

organizationswhereearlieragreementshavebeenmade• Usingsocialmedia(Facebook,LinkedIn,etc.)

2 ForfurtherdetailsaboutjobpostingsseetheInternationalOfficeatAAU:http://www.internationaloffice.aau.dk/internships-abroad/internships-abroad

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The tasks of the parties involved Project-orientedstudyinvolvesapartfromthestudent,aprojectsupervisor,asemestercoordinatorandasupervisorfromtheorganization.

Thestudent,semestercoordinatorandcompanysupervisor,mustsignawrittenagreement.

The student’s tasks First,thestudentmustcontactthesemestercoordinatortodiscussrequirementsandexpectationstotheproject-orientedstudyinanorganization.Accordingly,itisthestudent’sresponsibilitytomakeawrittenagreementabouttheproject-orientedstudy(seeappendix1).IftheorganizationwantsanagreementintermsofconfidentialityorrightsitisrecommendedtousestandardagreementsmadebytheGrantsandContractsOfficeatAalborgUniversity3.

The tasks of the semester coordinator Thesemestercoordinatorsupervisesthestudentinfindinganorganizationandapprovesthattheproject-orientedstudyisinaccordancewiththelearningobjectivesofthesemester.ThesemestercoordinatorcanaftertheagreementismadedelegatethesupervisionofthestudenttoaprojectsupervisoratAAU.

The tasks of the AAU project supervisor TheAAUprojectsupervisormustmaintainregularcontactwithstudentsduringtheirproject-orientedstudyandmayalsovisitstudentsduringtheirproject-orientedstudyperiod.Theprojectsupervisoractsasthestudent’sacademicmentor.Whentheproject-orientedstudyhasbeencompleted,theprojectsupervisorisresponsiblefortheevaluationofthestudentinaccordancewiththestudycurricula.

The tasks of the supervisor from the external organization The company will appoint a supervisor from the external organization to whom thestudentistoreferduringthecourseoftheproject-orientedstudy.Itisessentialthatthispersonisspecializedandexperiencedwithinthestudent’sfieldofstudy.Thesupervisorfromtheorganizationwillensurethat theobjectivesof theproject-orientedstudyaremetbysupervisingthatthestudent:

• isassignedtasksinaccordancewiththeagreementmade.Theaimisthatthestudentgetsacademicallyrelevanttasksinaccordancewiththestudent’sstudylevel.Itisrequiredthatthenatureoftheworkenablesthestudenttoprepareprojectdocumentationthatdocumentsthefulfilmentoftheobjectivesofthesemester.

• getsinsightintotheorganizationandbusinessareasoftheorganization.• becomesanintegralpartoftheorganizationand,ifpossible,takespartin

socialaswellasprofessionalevents.• receivessupportandguidancefromtheexternalorganizationasstipulatedin

theagreement.Pleasenote,however,thatthestudentwillalsoreceivesupportandguidancefromtheUniversity;thus,theexternalorganizationemployeesarenotsolelyresponsibleforhelpingthestudent.

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3 Seehttps://www.en.match.aau.dk/project-collaboration/info-students#457086

Theexternalorganizationsupervisorisaco-signatorytotheagreementonproject-orientedworkinAnorganization[seeappendix1].

Upon completion of the project-oriented study, the supervisor from the externalorganizationmustseetothattwoseparateevaluationsaremade1. awrittenassessmentofthestudent’study.ThisevaluationissentbyemailtotheAAUprojectsupervisor.Theevaluationmayinclude:

• formalrequirements(organizationnameanddepartment,thestudent'sname,periodofproject-orientedstudy,nameofcompanysupervisor,etc.)

• abriefdescriptionofthetasksperformedbythestudent• anassessmentofthestudent’sstudy-relatedperformance• anassessmentofthestudent’soverallperformance(cooperation,approach

totheirwork,overallperformance,etc.)2. anevaluationofhowthecompanyhasbenefitedfromthestudent’sproject-orientedstudy4.Thisevaluationmustbesentbyemailtothestudysecretary.Theevaluationcanincludethefollowing:

• formalrequirements(companynameanddepartment,student’sname,theperiodoftheproject-orientedwork,thecompanysupervisor’snameetc.)• evaluationofthepreparationoftheagreement• evaluationofthecooperationwithemployeesatAalborgUniversity• ifpossible,anassessmentofthestrengthsandweaknessesofthestudyprogrammewhichthestudenthascompleted• adescriptionofthecompany’sinterestsandpossiblewishesregardingfuturecooperationwithstudentsandemployeesfromAalborgUniversity

• descriptionofthepossibilitiesofoptimisingfutureproject-orientedworkinaorganization

4 Thecompany’sassessmentmustbesentdirectlytothestudysecretaryandmay,ifrequested,becategorisedasconfidential.

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Project documentation Thestudentpreparesduringhis/herproject-orientedstudyprojectdocumentation,whichdocumentsthefulfillmentofthelearningobjectives.Thestudycurriculaand/orthestudyboardmayhavespecificrequirementstotheprojectdocumentation.

Theprojectdocumentationmustincludebothacademicaswellasareflectivepart,wheretheacademicpartmustbethemostdominantpart.

The(dominant)academicpartoftheprojectdocumentationmustincludeatleastoneoftherelevantacademicsubjects,whichispartofthestudyprogrammeandthestudenthasworkedwithduringthestayintheexternalcompany.Theprojectdocumentationincludes–ifrelevant–problemanalysis,theory,methods,models,solutions,implementation,test,conclusionetc.Theworkwiththeacademicsubject/smustbeatalevelcorrespondingtotheactualsemesteranddescribeadvancedengineeringtasksinabusinesscontext.

The(less)reflectivepartoftheprojectdocumentationmustincludeadescriptionoftheorganization–includingorganizationandworkareas,anoverviewofandshortdescriptionofthetasksthestudentshasbeeninvolvedin.Inaddition,itmustincludeananalysisoftheoutputofthestayintheorganizationintermsofacademic,social,andworkingexperiencesandpossiblesuggestionstochangesinthecurricula,proceduresetc.Finally,theprojectdocumentationmustincludeareflectionoftheknowledgeexchangebetweentheorganizationandthestudyprogramme.

Evaluation Theproject-orientedstudywillbeconcludedwithaninternaloralexaminationonthebasisofthestudent’sprojectdocumentation.Theexaminationwillbeheldinaccordancewiththestudycurriculaasregardsparticipationofexaminersandtheassessment.Theexaminationwillapartfromthestudentbeattendedby,theAAUprojectsupervisorandthesupervisorfromtheexternalorganization,whoisthoughnotallowedtoparticipateintheexaminationofthestudent

Thepurposeoftheevaluationistoassesstheextenttowhichthestudenthasmetthelearningobjectivesoftheprojectmoduleandthiswillbeconductedonthebasisofanoverallassessmentofthewrittendocumentation,thestudent’spresentationandthefollowingdiscussion.Inorderforthestudenttopasstheexam,alloftheabove-mentionedaspectsmustbefulfilled5.

5 ForfurtherinformationpleaserefertotheexaminationpoliciesandproceduresforexaminationsatAalborgUniversity

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Finance and insurance Asproject-orientedstudyisastandardpartofastudyprogramme,thereforethestudentmaynot(accordingtotheUniversityProgrammeOrder)enteranagreementofproject-orientedstudywherethecompanyispayingsalarytothestudent,i.e.apaidcompanystay.Theruleisthesameregardlessoftheindividualstudent'sSU(StateFunding)status.Studentsmayonlyreceivecontributionstocostsorfixedmonthlycostse.g.transport,rentandphone.Ifstudentswishtoenteranagreementofapaidcompanystay,thiscannotbedoneaspartofthenominallengthofthestudyprogrammeanditwillnotberegisteredatthestudent’sexaminationcertificate,whichalsomeansthatthestudentisobligedtotakealeavetocompletethecompanystay.

Theorganizationcanchoosetogivethestudentafinancialacknowledgement,whichcorrespondstonomorethan3,000DKKamonth.Inorderforthestudenttogetthisfinancialacknowledgementinconnectionwiththeproject-orientedstudythefinancialacknowledgementmustnotbegivenasapre-paidfixedincome,whichthestudentcanexpecttoreceivelikehis/hersalary.Thefinancialacknowledgementcannotbepartoftheagreement.Thefinancialacknowledgementissubjecttotaxationinaccordancewithcurrenttaxlegislation.

Iftheproject-orientedstudytakesplaceabroad,otherconditionscanapply.Thestudentcancontacttheuniversityorhis/hermemberorganizationformoreinformation.

Thestudentisnotcoveredautomaticallybythecompany’sliabilityandaccidentinsurance.Theconditionsofinsurancemustthereforebeagreedbetweenthestudentandthecompany.Therefore,itmustbeclearintheagreementformbetweenthestudentandtheorganization,ifthestudentiscoveredbytheorganizationinsurance.Iftheorganizationdoesnottakeoutaninsuranceforthestudent,itisrecommendedthatthestudenttakesoutaliabilityandsparetime/accidentinsurancetoensurethatthestudentisfullycovered.Theliabilityinsuranceisnecessary,ifthestudentshouldcausedamage.Itisarequirementthattheworkinthecompanydoesnotinvolvearisktothehealthandsecurityofthestudent.

Itisexpectedthattheorganizationmakesnormalworkfacilitiesavailableforthestudentduringtheperiod.

Appendix 1

Agreement on project-oriented study between Aalborg University, students and the organization

The form must be sent by the student for approval in the study board no later than 1 months before the start of the stay in the company

Ver February 2021

Student name:

AAU e-mail:

Study no.:

Study programme:

Period in the company:

Number of ECTS of the project-oriented studyi:

Courses followed during the project-oriented study: 1)

2)

Tobefilledoutbythecompany

Company/Organization (name, address, country):

Company/Organization supervisor (name, e- mail and phone):

Insurance; does the Organizations insurance cover the student? (Yes/No)iii

Tasks: (Description of tasks that the student is involved in during the stay. The description must be specified in such way that it is possible to determine whether the learning objectives of the curricula have been fulfilled. Please submit a detailed appendix of the tasks.

Tobefilledoutbythecompany

Supervision: (Description of what the student can expect in terms of supervision and academic mentoring. E.g. weekly meetings with the supervisor from the external organization and/or other in the organization)

Student name and signature:

Date:

Organization name and signature:

Date:

Semester coordinator name and signature:

Date:

Appendix 2

Studentevaluationofproject-orientedstudy

Studentname

Organizationanddepartmentname

Contactname

Howdoyouevaluatetheprocessofpreparingtheagreement?

Howdidyoubenefitacademicallyfromtheproject-orientedstudy?Howdidyoubenefitintermsofsocialaspectsfromtheproject-orientedstudy?Wouldyourecommendthisorganizationtootherstudents?

Studentname Signature Date

Appendix 3 Theformmustbesenttothestudysecretaryimmediatelyaftercompletionoftheproject-orientedstudy.

Organizationevaluationofproject-orientedStudy

Organizationname

Contactname

Studentname

Howdoyouevaluatetheprocessofpreparingtheagreement?

HowdoyouevaluatethecooperationwithemployeesatAalborgUniversity?

Assessmentofthestrengthsandweaknessesofthestudyprogrammewhichthestudenthascompleted

Thecompany’sinterestsandwishesregardingfuturecooperationwiththestudentsandemployeesofAalborgUniversity

HowmightAalborgUniversityoptimiseproject-orientedstudyinthefuture?

Organizationcontactname SignatureDate

iAskyourstudyboardwhatispossibleintermsofnumberofECTS

iiAskyourstudysecretaryaboutthedeadlinesforhandingintheprojectdocumentationiiiIfthecompany’sinsurancedoesnotcoverthestudent,thestudentmusttakeoutaninsuranceofhis/herown