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    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

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    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

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    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.

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    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

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    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

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    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.

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    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.

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    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

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    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

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    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

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    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.

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    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

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    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

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    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

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    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