NGO Guidelines - 2013.doc

7/29/2019 NGO Guidelines - 2013.doc

1/15

NGO-CSR Internship Guidelines

Academic Year: 2013-14

(Internal Circulation only)

ITM Business School

11/D14, Fourth Main Road, SIPCOT IT Park, Rajiv Gandhi Salai (OMR), Pudhupakkam

Post, Chennai 603103


2/15

INTRODUCTION

ITM has a high interest in ensuring that quality internships are available for students. ITM provides

an Internship Toolkit to help NGOs and students develop an internship framework outlining key

responsibilities and learning outcomes.

ITM Centre for Social Initiatives orchestrates the interface with NGOs and provides a platform to

the students to create meaningful internship experiences. While internship content, duration, and

other factors may vary, it benefits the students and also serves as a good investment of time and

resources for the NGO. Internships also help ensure that professional management practices are

passed on to future leaders.

PURPOSE OF INTERNSHIPS

An internship that integrates the student as an operating member of a management staff is a critical

component of the management education of ITM. The NGO internship provides students with a

work experience to give them a realistic exposure to an organizational / bureaucratic environment.

This experience should enhance the student's awareness of the internal dynamics of an organization

and the values and attitudes of employees toward both their clientele and their administrative

superiors. The internship should give students the opportunity to be aware of their obligations as

professionals and to be of immense help to the community. The internship is one of the

indispensable opportunities that present students with a canvass to apply and test the skills and

attitudes developed and discussed in their academic program.

For NGO Guides

Although the intern should handle real work assignments, it should be remembered by all

supervisory personnel, both on the job and academic that the major reason for the internship is to

provide a holistic learning experience. The internship should be carefully integrated into the

student's overall academic program. The internship experience is, first and foremost, an educational

experience. Both the faculty internship coordinator and the internship supervisor in the NGO must

function as educators in their dealings with the intern. In particular, supervisors should be conscious

of their educator role and should assume responsibility for mentoring the intern (i.e., application of


3/15

theoretical knowledge from the classroom to real world situations, demonstration of how knowledge

affects problem-solving, interpersonal interactions, communications, and task achievement).

DURATION AND TIMING

ITM NGO Internship duration has been fixed as two days per week viz., Thursday and Friday.

During these two days Interns are expected to work full time with the organization and adhere to

the official stated norms for working. Internship is set to commence from 18 th October 2012

(Thursday) and shall last upto 21st December 2012 (Friday), giving students an opportunity to plan

their work weekly and associate for a longer duration with the organization and the cause.

PLACEMENT

One of the most important components of internships is the nature of the assignment given to the

student. The primary responsibility for evaluating the adequacy of the placement of the intern

should rest with the academic coordinator, in conjunction with the NGO supervisor.

When a student is placed, there should be a formal understanding among the NGO supervisor, the

academic coordinator, and the student, including a clear understanding of the obligations and

responsibilities of all parties. While not necessary, we recommend that a brief, formal agreement

be developed that outlines the responsibilities of the academic unit, the NGO supervisor, and the

student.

Intern assignments should involve diverse responsibilities. Management interns should be exposed

to a broad range of management problems; given diverse work assignments; expected to perform

daily management tasks as well as long-term research and report preparation; required to interact

with other professionals inside and outside the organization; given exposure to meetings and

processes; and provided opportunities for interaction in professional association activities. Intern

assignments should also allow for the use of a variety of communication skills: written memos and

reports as well as oral presentations to groups of various size and composition.


4/15

SUPERVISION

Both the NGO supervisor and the academic coordinator should supervise the intern. The NGO

should designate an intern supervisor. There should be as much contact with the student as

necessary by both the intern supervisor and the academic internship coordinator. Interns should not

be left on their own.

The supervisor should spell out work assignments for the intern and should follow up to see that

these assignments are completed satisfactorily. When in doubt, the supervisor should feel free to

discuss assignments with the academic coordinator. The supervisor should be regarded as a partner

in the learning experience of the student.

Before and during an internship assignment, where practicable, there should be a series of sessions

attended by the student, the academic coordinator, and the NGO representative (in most cases this

should be the intern supervisor) to discuss their mutual expectations of the internship program. To

facilitate the same, students are expected to prepare weekly reports which ought to be signed by

both supervisors.

COMPENSATION

ITM discourages any payment being made to students working as volunteers. However during the

course of internship, some travel reimbursements could be considered.

EVALUATION

Evaluation should be a continuous, on-going aspect of the internship program. The evaluation

should include statements on each student from the intern supervisor, preferably during as well as

at the conclusion of the internship. The evaluation process is important feedback not only to the

intern, but also to the jurisdiction sponsoring the internship and to the academic coordinator to

ensure that the internship is meeting the expectations of all concerned.

Intern supervisors should use the performance evaluation form as developed by the ITM NGO

internship coordinator (enclosed as annexure). Student interns are also given the copy of the


5/15

evaluation that is sent to the academic coordinator. Occasionally, the academic coordinator will

provide the intern supervisor with a specific evaluation form that can be used instead of or in

addition to the form used for other employees. Both the academic supervisors (Faculty guide) as

well as the NGO supervisor have 10 marks each. The remaining 30 marks are given by the neutral

panel of experts hailing from development sector.

IMPORTANT DATES

1. Submission of Joining Reports: 5th October 2013 to NGO Internship Coordinator & Faculty

supervisor

2. Submission of Draft Report to Faculty Guide: 12th October 2013

3. Submission of Final Report to Faculty Guide (Hard Copy): 26th October 2013

4. Submission of Final Report to Academic Assistant (Soft copy PDF): 26th October 2013

5. Submission of Confidential Report from NGO to NGO Internship Coordinator: 31st

October 2013

6. Evaluation by Panel: 29th, 30th & 931st October 2013

Both supervisors' and interns' statements should include evaluations of the program's effectiveness.

This should aid the academic coordinator in determining which stakeholder has provided (or not

provided) desirable supervision and learning experiences.

KEY PRINCIPLES

Effective internship programs benefit both the student and the community. NGO Internships are an

excellent opportunity to make use of very talented people and to assess them as possible full-time

employees. They are also an opportunity for managers to demonstrate to interns the potential of

career in the respective organizations.

Practical Experience: Interns serve in an entry-level professional capacity and are responsible for

completing a mix of key projects and assignments related to issues as taken by the organization.

They observe and participate in the decision and policy-making process, learn the fundamentals of

the budget cycle, and recommend changes to existing policies and procedures based on thorough

research analyses. Interns benefit from the same performance evaluation system as permanent


6/15

employees and receive constructive feedback on their work.

Mentoring Process: Informal mentoring takes place during and beyond the intern program year

with the Budget and Research Director, the NGO Manager and other management and supervisory

staff. Interns are encouraged to arrange informational sessions with department staff and other

relevant staff to obtain first-hand knowledge of specific operations.

Networking Opportunities: Interns are expected to be fully integrated into the network of NGO

professionals through participation in various professional association activities. These activities

occur on a local and regional basis and provide interns with extensive exposure to a variety of key

issues impacting other jurisdictions.

Proformas: We propose three proformas to be filled to ensure fair and proper evaluation of students

on a continuous basis. The academic guide and the NGO supervisor shall fill proformas which are

based on similar evaluation parameters. Going forward this year, the students who work in groups

are expected to complete an unbiased peer review feedback so that each group members

contribution to the entrusted activities is closely evaluated and appreciated based on their ability to

handle personal work and group dynamics. Those students who are assigned NGOs separately are

required to submit only two proformas sheets. Finally, there is a separate proforma of evaluation

that would be required on the final day of NGO presentations which is to be filled by NGO

evaluation panel members.

GRIEVANCEREDRESSAL

Grievance redressal is important in order to promote and maintain a conducive and unprejudiced

educational environment. It is a measure to develop a responsive and accountable attitude in the

Institute to ensure that, there is no laxity in terms of fair-deal with the students.

The Director heads the forum, with Dean Academics, NGO-CSR Internship Coordinator and

Faculty guides as members. This forum essentially involves step-by-step measures as per the

responsibility drawn for specific reporting authority.


7/15

For students

1st Step: Inform NGO Guide & Faculty guide (1 Week)

2nd Step: Inform NGO-CSR Internship Coordinator (1 Week)

3rd Step: Inform Dean Academics (1.5 Week)

4th Step: Inform Director (2 Weeks)

For NGOs

1st Step: Inform Faculty guide (1 Week)

2nd Step: Inform NGO CSR Internship Coordinator (1 Week)

3rd Step: Inform Director (2 Weeks

GRADING

The students will be graded based on their performance for 50 marks (1/2 Credit). The total marks

shall eventually become part of the overall CGPA score.

In the following situations the students will be given F grade in their NGO/CSR project.

a) If the project is not done.

b) If the project is done without the guidance of the faculty guide.

c) If the project is not submitted before the stipulated last date.

d) If the confidential report of NGO/CSR Guide is not received.

e) If the joining report does not reach the faculty guide by the specified date.

f) If the student does not maintain 100% attendance for the duration of the

project.

If the student receives F grade, the internship shall be repeated as per the

guidelines and for 30 days in the month of December 2013.


8/15

ANNEXURE 1

REPORT PREPARATION GUIDELINES

PGDM

(Batch 2012-14)

Title

Name & Roll No.:

Faculty Guide:

LOGO and Name of NGO on the Left Hand Side


9/15

Guidelines to prepare the Report

1. How should the report layout look like?

It has been long and widely accepted by the academic community, regardless of the field of

interest that reports (of which a project report is an example) benefit from a uniform layout, formany reasons. The most important of these are: clarity, conciseness, logic, comparability, and

ease of publishing. Roughly, the layout should look as follows:

Table 1: Report Layout

Sl. No. Section No. of Pages

1. Title Page 1

2. Summary 1

3. Abbreviations 1

4. Table of Content, List of Tables and Figures 1

5.

Introduction

Background/ history of NGO , Vision & mission statement

Aim/objectives Activities undertaken by the NGO

2 to 3

6.

Student Project Activities

Description of the project theme & area (location, if any) Project

Objectives

Major activities

Outputs/ Outcomes/ Results recommendations

If a research / survey work was part of the internship then it

must clearly state Research methodology

Data analysis (presented through graphs and charts) Findings

Conclusion

5 to 9

7. Overall Conclusions and Recommendations to the NGO 1 to 3

8. Learnings Accumulated 1

9. References 1

Font Size

The entire text should have 1.15-line spacing in Times New Roman nr 12, and contain between 20

-30 pages (excluding annexes).

Boxes, Tables and Figures


10/15

Insert then caption choose box, chart, equation, figure, and table or make another heading of your

own. The numbering of the box/table/chart/figure etc., will automatically appear.

Annexes

The annexes should be included at the end of the report. This will copy of the blank questionnaire;

List of contacts other than those used in consumer research, any other secondary reports

2. How to title the reports?

Titles could emerge from the

Objectives of the activities undertaken,

Any previous study done in the area/ theme

Major focus of work

3. Guidelines to prepare the Executive Summary

An executive summary is a condensed version of a longer piece of writing that highlights the

major points covered; it concisely describes the content and scope of the writing, and reviews the

writings contents in abbreviated form.

It is a long abstract that contains an overall resume of the report. The reader should be able to pick

up from the summary what the project entailed, how it was undertaken and an indication of

what was found out. Also remember that it is prepared for the benefit of senior executives who do

not have time to read the entire report


11/15

What should a summary contain?

Introduction to the topic of the research (problem statement)

Main objective(s) of the research

Presentation of the methodology used

Presentation of the main finding(s)

Presentation of the main conclusion(s) and or recommendation(s)

How long should a summary be?

Length of the summary: Maximum 700 words

4. Presentation of data

The date can be presented in any of the following forms:

Tabular: Ensure that there is a table number, title for the table, units for the columns and rows,

reference if taken from secondary source.

Charts: You can use pie chart and histograms. Give appropriate units. The bar charts can be

given in different forms like horizontal, vertical, mixed and others

Graphs: Give correct units to the X & Y axisPictograph: These are typically used for population studies and show a caricature of persons

per family and so on

Cartogram: These are used on the backdrop of the map of the country showing plant locations,

warehouses, distributors, sales in different territories and others

5. Presenting Results and Discussion

Present your results in a logical sequence, highlighting what is important and how the data

you obtained have been analyzed to provide the results you discuss. You should discuss what

you inferfrom the data. You need to adopt a critical approach. Make sure that all diagrams,

graphs etc. are properly labeled and have a caption.


12/15

6. Writing the Conclusion

You should include a concise version of your discussion, highlighting what you found out,

what problems you had, and what might be done in the future to remedy them. You should also

indicate how the investigation could usefully be continued and how the organization could

carry forward the initiatives taken up by you

7. References / Bibliography

There is a difference between these two terms. When you give a specific quote and the page

number/s from a source, it is called a 'reference'. When you give only the source in a particular

format, it is called 'bibliography'.

Bibliography

Books

Y.K. Alagh: Regional Aspects of Indian Industrialization, University of Bombay, 1977.

Articles

Chakrabarty S. On the Question of Home Market and Prospects of Indian Growth, EPW, Spl. No

Aug. 1972

Reference

Anshuman, V Ravi and S. Chandrashekar (2003), Benchmarking IIM Bangalore PGP

Course curriculum to Global Standards, working paper: IIM Bangalore, December pp

This will include all secondary sources which you may have used during the study

May include textbooks, newspapers or magazines, reports and data obtained from

government publications, web sites and any others.

It is imperative that you acknowledge all sources of secondary information

The references have to be given in a particular format.

The textbooks should be given as shown - Name of the author, name of the book,edition,

name of publisher and the specific page, which you have referred.

Newspaper and magazines should give the date and page number

Websites should be listed accordingly


13/15

There is a general tendency of the students to indulge in 'piracy'. Avoid it. You can fool yourself and

your institute by copying a report but you will never learn the research methodology and also may

face problem in viva voce. Do a sincere job and you will feel immense satisfaction. A

summer project is your first professional work. It will underscore your creativity.

Appendix

This will include the following:

Copy of the blank questionnaire

List of contacts other than those used in consumer research

Any other secondary reports


14/15

Annexure 2

Confidential Report Format

Institute for Technology and Management

Confidential Report (Individual)NGO/CSR Internship - 2012-13

Parameters RatingsPoor

1

Average

2

Good

3

Very Good

4

Excellent

5

1. Overall Organization of the Project Report

Adherence to Reporting Norms

prescribed

Relevance to the NGO / Company

2. Behaviour in the NGO / CompanyWillingness to Learn

Etiquettes

Punctuality

Attitude

3. Soft Skills Demonstrated

Communication

Team Work

4. Overall Grading

Please mention any other feedback/remarks that you would like to make:

- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

Name of the Student:

Roll No. /Batch:

Name of the NGO/CSR:

Name of the NGO/CSR Guide:Signature of NGO/CSR Guide with seal and date* (In Case of Courier)

In case of e-mail, it has to be sent from e-mail ID of NGO/CSRKindly mail this to [email protected] OR courier this report to Prof. V.K. Susil Kumar, Institute

for Technology and Management, 11/14 D, SIPCOT IT Park, Siruseri, Pudhupakkam Post, OMR,

Chennai - 603103 by 15th October 2012


15/15

Annexure 3

Joining Report Format

Institute for Technology & Management

Joining Report** (hard copy only)

NGO/CSR Project: 2012-13

Name of the Student

Batch Roll No.

Contact No. Email-ID

Date of Joining

Name of the NGO

Contact Person / NGO /CSR Guide Designation

Email Phone No.

Postal Address

Objective of the Project

Major Tasks Assigned

Signature of NGO contact Person

(with Organization Seal)

Signature of Student

NGO Guidelines - 2013.doc

Documents

Transcript of NGO Guidelines - 2013.doc