UEBQ3916 Industrial Training 1st Briefing in...

UEBQ3916 Industrial Training 1st Briefing in 2017

May and October 2017 Trimesters

21/1/2017 Dept of Surveying, LKC FES UTAR@2017 1

Industrial training meant to increase your learning capacity


Program Coordinator

Mr. Leong Chung Sum, [email protected], FE11(2)

Mr. Li Zi Qian, [email protected], FE4(2)


This Briefing:

Overview of course and course learning outcomes

Pre-requisite requirements to pre-register course

Pre-registration process and submission Green card application Submission after reporting for training Important deadlines


Overview of course and course learning outcomes Industrial Training program is a compulsory to all

UTAR QS students prior to graduation; it is a pre-professional work experience with specific assignments and responsibilities.

Industrial training aims to nurture the student’s interpersonal skills as well as to expose them to the general workplace environment and key responsibilities of quantity surveyors.

Students must complete 26 weeks of training under a registered/qualified/experience QS or Contract Executive which starts from the first week of June until the end of November.


Course Learning Outcomes: Upon completion of this course, students

shall be able to:1. Gain experience in the actual quantity

surveying working environment. 2. Relate the knowledge learned with the

real work environment in order to enhance the skills and techniques of the profession.


Course Learning Outcomes (Cont’d):

3. Apply and link the theoretical knowledge to solve the problems in practice

4. Demonstrate auxiliary skills such as communication, team building and leadership


Expectation from employers

According to Shafie, Mazlina, S. S. K and NurAffah, N.M., (2014) ,the five most important soft skills that employers expect QS graduates to possess are Critical thinking, problem solving and

decision making, Communication and languages skills, Capability to work independently, Professional ethics and moral Self-confidence.


Job Street (2015) shows that


Assessment Info


Industrial report60%

Supervisor's appraisal

30%

Oral presentation10%

Pre-requisite requirements to pre-register course

Students have earned at least 52 credit hours after October 2016 trimester.

Students achieved CGPA 2.0 or above, based on October 2016 trimester result.

Students’ status is normal, i.e. not on probation - GPA 2.0 or above (based on October 2016 trimester result).


Abolishment of appealing process Result of Jan 2017 WOULD NOT BE

CONSIDERED. How about Probation Status in May 2016,

but only takes pass and fail subject in Oct 2016?


Official UTAR QS Industrial Training FB Page


Pre-registration process and submission


1. Submit LKC FES Industrial Training Pre- Registration Form and

the copy of Academic Result

2. Get Support Letter from coordinators

3. Apply to company (if you choose to seek the placement yourselves).

(Application letter, resume incl. passport size photo, support letter,

academic result and other documents requested by company

*** The letter templates are available

4. Once the placement is confirmed, you ARE REQUIRED to send a “Letter of Acceptance” to the

company (which you accept the offer) and “letter of the Acceptance of Offer in Other Company” to the

remaining company you have applied

5. Pass the coordinators a copy of reply slip / confirmation letter/ offer letter (from employer), the related documents you have submitted to the company and Indemnity Letter

6. Register online for course program as and when required by

university

1. LKC FES Industrial Training Pre- Registration Form and the copy of Academic Result This form is to be submitted to the

coordinators latest/ before week 4, (10-2-2017).


LKC FES Industrial Training Pre-Registration Form (Page 1)


1. LKC FES Industrial Training Pre-Registration Form (Cont’d Page 1)


Additional documents are required for oversea application

1. LKC FES Industrial Training Pre-Registration Form (Page 2)


NO BARGAIN should you opt for this option – Faculty to arrange the placement

2. Support Letter This letter is issued by the faculty and is often

required by companies as proof that students are seeking placement for industrial training.

Issuance of this letter subjected to submission of completed LKC FES Industrial Training Pre-Registration Form Form and a copy of academic transcripts.

The early submission, the early support letter can be obtained from the coordinators.

*** The support letter won’t not be issued without the copy of academic result.


2. Support Letter


Ensure the information is correct

3. Application to company for placement (self-applying) Students are encouraged to apply for placement to company of choice. Refer to the letter templates as guide and the list of companies from

coordinators. ** The required documents: - Letter of Application - Resume with the passport size photo (softcopy) - A copy of Support Letter - Latest Academic Transcripts - Standard reply slip/ confirmation letter/ offer letter - * Copy of the Green Card (May submit to company later once you

get the green card) - * Kindly comply with should the company requests for other

documents. * Follow up with the company of your application status Student holding any scholarship is required to consult with his/her sponsor

of industrial placement prior to application to other company. DON’T APPLY MORE THAN 5 COMPANIES AT THE SAME TIME


3. Application to company for placement (faculty arrangement) Students can opt for the faculty to arrange the placement for them HOWEVER, the student only can ACCEPT any placement which is

offered to them without negotiating / bargaining to the coordinators.

NO CHANCES ARE ALLOWED. ** The required documents: - Letter of Application - Resume with the passport size photo (softcopy) - A copy of Support Letter - Latest Academic Transcripts - Scholarship Offer Letter (for any scholarship holder) * Copy of the Green Card (May submit to coordinators later

once you get the green card) - * Kindly comply with coordinators should the other

documents are requested. * Follow up with the coordinators of your application status


Sample of application letter


List of companies The coordinators will upload the list of

company. Certain requirements are to be met for

reputable firms. Number(s) of placement are subjected to

the company decision. ** You are free to choose any construction company.


4. Confirmation of placement Reply Slip or Confirmation letter or

Offer Letter from employer of placement is to be submitted to program coordinator with other documents (all the documents you have submitted to the company and indemnity letters) as soon as student received it and confirmed the placement.

Kindly inform the coordinators should the reply slip is faxed to the university


4. Confirmation of placement (Cont’d) Students are required to issue

confirmation/ acceptance letter to the company to indicate when you will report for duty after receiving the reply or placement letter from company.

Students are required to issue letter of “Acceptance of Offer As Industrial Trainee in Other Company” to the rest of applied company.

Once placement confirmed, students are not allowed to change company without the approval of Faculty Dean.


5. Indemnity Letter There are 2 types of indemnity letter:1. Letter of Undertaking & Indemnity for UTAR

Given By Student; this is compulsory upon confirmation of placement.

- Submit together with other documents you have submitted to the company.- All the documents must be submitted to the coordinators

before week 12 of this 201701 trimester. - *** Failure to do so will result in the training being invalid

and student will have to register for this industrial training program again.

2. Letter of Undertaking & Indemnity for UTAR Given By Parents/ Guardian: this only required if requested by either UTAR.


5. Indemnity Letter (Sample)


Students without any placement after Week 10 of 201701 trimester. Students who failed to get any placement

by Week 10 are to notify the coordinator immediately for the arrangement of placement or be assigned where there is vacancy for industrial training.


Green card application

It is mandatory to have the Green Card for internship.


Green card online application (self-applying) Go to

http://smb.cidb.gov.my/personnel/application/senaraikursus

Click “Personal Binaan” --- “SenaraiKursus Kad Hijau”

Find the respective slot you want to attend


Green card online application (self-applying)1. Fill in IC2. Fill in your particulars under

“MAKLUMAT PESERTA”.3. Choose “PELATIH BINAAN” under

“Maklumat Pekerjaan”.3.1 You may state your “Pendapatan” between RM0 to RM500

4. Status Akademik : Ijazah Saujana Muda5. Bidang Akademik : Bachelor of Science


Green card online application (self-applying)6. Fill in address under “MAKLUMAT PERIBADI”7. For you “Waris”, please fill in your mother or father’s name and IC. You may put your sister or brother’s name but ensure she or him is above 18 years of age.8. Please fill the information of MAKLUMAT MAJIKAN and the rest of information needed A minimum charge of RM50.00 payable upon

application which you may pay at the nearest CIDB office.

Please check the address from the website.21/1/2017 Dept of Surveying, LKC FES UTAR@2017 33

Green card online application (Arranged by the university) Subjected to an additional charge,

RM20~RM30 Kindly fill in the particular in the google

form which will be uploaded to UTAR QS Industrial Training FB later.

The date, time, venue will be announced later


Green card online application

This safety induction course is mandatory prior to issuance of the green card.

Failure to attend the safety induction course will result in you not getting your Green Card.


Once getting the green card

Students having valid green cards are to submit photocopy of the green cards as proof of validity to the coordinators together with the earlier specified documents.

Students with expired green cards are to renew their green card.


Important Dates

Failure to observe the deadlines could jeopardized students placement in program and no appeal shall be entertained.


What and when to submit


Frequently Ask Questions

Questions students had asked before.


1. How much is the training allowance? Although it is expected that company

accepting students for internship provides allowances, it is not a requirement.

The amount of allowance ranges from RM350 to RM1000.00.


2. Which firm I should choose

Consultancy firm is recommended Depend on location, benefits, interest and

etc


3. What should a student do if the immediate supervisor had asked student to work overtime?

Unless student feels unsafe working alone at night, student shall work overtime when asked by the supervisor or when necessary to complete a given task.

It is expected that company will pay for the overtime.


4. What if the immediate supervisor or boss ask you to go to the Karaoke or SPA with him/her?

Students are encouraged not to do anything that will affect your wellbeing.


5. What if the supervisor is always not around to guide us? You must highlight this issue to the

program coordinator and if possible hold a discussion with your supervisor that you need someone to guide you accordingly.


6. What if my supervisor had asked me to do site supervision Inform the particular boss (politely) that

site supervision is not your scope of work for your training as QS as your main task should concentrate on quantity surveying roles. However, you may ask him/her to guide you accordingly on where to supervise and how to undertake this task.

You may need to highlight this matter to the coordinator.


7. If a student involved in an accident at workplace, what should he do? Immediately seek medical treatment. Report to program coordinator and

UTAR Department of Student Affair (DSA).


8. What shall we wear on site or office? Students are expected to dress smart or

office attire. So pay attention to how higher-ups in your office dress and mirror that level of formality.

Flip flops, exposed midriffs, and visible bra straps generally aren't appropriate for the office and the site.

Do use the safety helmet and safety boot whenever you are at site.


9. If students discovered workers on site are illegals, what should you do? This is not your problem. Let the company management handles

this issue.


10. If the Police raided the construction site for illegal workers, what should I do?

Let the police do their job. Inform the Police you are a student

trainee from UTAR and show your IC and student’s ID.


11. If my Boss had asked me to transport illegal workers from accommodation to construction site, what should I do?

Inform the particular boss (politely) that sending illegal worker is not your scope of work for your training.


12. Can I take leave during my training? If so, how many days am I entitled? You may apply for leave from your supervisor

during your industrial training, subject to the terms and condition of the company.

When you received approval from your supervisor, you need to inform IT coordinator of this matter.

You are to replace the no. of days you took leave, in order to complete your 26-weeks of training. If you do not fulfill that requirement, you may be ‘Failed’ and need to redo your training again.


13. When will the lecturer visit me?

A lecturer will be assigned to visit student at least once during the training period. Students are required to coordinate with the lecturer and his/her industrial supervisor of the best time and date for visit.

Usually, lecturers will visit at the end of May trimester, but definitely before 30 November or the last day of training.

Student must inform coordinator if lecturer failed to be contacted by mid November.


Q & A


Resume writing &

How to get that job!

Resume

• A resume is an advertisement of yourself, designed to communicate about you in a way that motivatesthe employer to invite you for an interview.

• Or.. here’s why you should hire me for the job.

Why u?

What is a good resume?• Long detailed resume?• An average initial amount of time taken for employer to review applicant resume is…

30‐45 second

Ultimate Objective

You want to get hired!

A One to Two Page(s) Resume Is Preferred By Most Employers

An employer will evaluate you as a person when scanning your resume, i.e.:

a) Neat resume = neat person

B) Well-organized resume = well-organized person

C) Error free resume = careful person

D) Professional appearance = careful & competent person

FIRST IMPRESSIONS COUNT

Resume Commonly Contains

• Name, relevant addresses and phone numbers• Web page & e‐mail address• Objective• Education• Experience• Skills• Activities• References/referees

Objectives• In one statement, define your career goals clearly& concisely, or briefly describe a particular positionyou are considering for employment.

Eg.:• Seeking for a job to pursue a highly rewardingcareer and healthy work environment where Ican utilize my skills and knowledge efficiently forthe organizational growth.

• To work in a leading company, overcome anychallenges that my job provide me, mature as anindividual in the process and in turn help thecompany grow.

Education

• List high school & graduation date.• State GPA if 3.0 or better.• List any special honors, ex: Dean’s List• List courses related to job

Experience

• Action verbs & statements• Checking the bills of the contractor.• Inspecting the Quality of the material• Preparing the tender document

• Show potential for more responsibility.• Best commitment awards for the year 2008 in Davis Langdon & Seah

• Show results.• Cost savings up to 15% on the total cost• Best commitment awards for the year 2008 in Davis Langdon & Seah

Use action words in your descriptions

Skills & Proficiency Level

• Language(s): Speaking & Writing

• Computer Skills• AUTOCAD ‐ 2004• Microsoft( Excel, Word, Powerpoint)• Primavera Project Planner• Microsoft Project Planner.

• Technical skills:• Data analysis with MS access and excel

• Etc. (relevant to the job)

Extra Curricular Activities & Achievements• Demonstrate your leadership and community involvement.

• Represented UTAR in International QS Competition… and won bronze medal in 2013.

• Participated in many cultural programs & debating championships in KTAR.

• Participated in 2010 National Level Science Exhibition and scored 2nd position.

• Received UTAR best QS student award in 2013.

Resume Do’s• Use consistent format.

• Use bullets instead of paragraphs.

• Avoid italics and underlining.

• Make headers & contact info slightly larger than the rest.

• Choose an easy‐to‐read font.• Arial, Times New Roman, Palatino, Tahoma or Verdana.• No less than 11 points for smaller fonts.

• Act like a professional• Avoid cutesy or inappropriate graphics, images, formats, …

• One page only• You are a fresh graduate, don’t assume that the one‐page rule doesn’t apply to you!

• Stick to the truth• Don’t sprinkle buzzwords in that you really don’t understand• It speaks volumes about your character when you can’t explain your own resume

• Focus on achievements and results• Laundry lists of duties are not impressive

• Use easy‐to‐read language• Winston Churchill ‐ “Use short, old words.”

• Get the words and punctuation correct• Errors and “broken English” are the kiss of death.

• Follow the instructions• If the company asks for specific information, give it to them.

• Follow up• If you said you would call, call.

• Maintain a consistent writing style• Avoid “To apply …” then “Applying …”

Some good Examples

• Consistent formatting, bold text, subheads and bullet points = neat document ‐> allows an employer to quickly obtain the information he needs.

• Crucial details such as contact information, education and working experience should be displayed upfront, while the inclusion of voluntary work, hobbies and past achievements later on will help to differentiate you from other jobseekers.

• * Photo ‐> professionally‐taken and displayed at the top right or top left corner of your resume.

HOW NOT TO WRITE RESUME

Resume Killers

• Spelling, typos or poor grammar (proof backwards)

• Poor presentation (poor formatting, too wordy or poor paper selection)

• Unprofessional e‐mail address

No One-Size-Fits-All RESUME

• Tailor the resume to the position.

• Incorporate language from the job posting/ position description into headings and action bullets.

SUPPORTING DOCUMENTATION – COVER LETTER

• Why do I need to write a cover letter?• Use the cover letter to focus attention on elements of your background that are particularly relevant to the company

• Letter acts as your verbal introduction to the employer

• Send it to a person, not a place• Avoid “To Whom It May Concern,”• Worst case “Dear Recruiter:”

• First sentence should tell why you are writing• “I am writing in regard to your posting listed on …”• Indicate why you are interested in the company

WHEN & WHY DO I NEED A COVER LETTER?

• Any time you send your resume to an employer it should be accompanied by a cover letter.

• A cover letter acts as an introduction for your resume.

• A cover letter also stands as a sample of your writing skills, so be sure to make it the best possible sample you can.

• If you are sending your resume via email - the cover letter is the email message itself. Then attach the resume following the employer's instructions (i.e., MSWord document, text document, etc.)

COVER LETTERYour full name

Your address

Date

Exact name of the person to be contacted

Position

Full address of organization

Dear (Sir/Ms./Name of person),

APPLICATION FOR THE POSITION OF……………………………………………..

Paragraph 1: Opening: Introduce yourself briefly and explain how you heard about the opportunity.

P2: Why them? Explain why you are interested in both the opportunity and the organization.

P3: Why you? Why you are suitable? Draw reader’s attention to any specific items on your CV.

P4: Ending: A polite and positive ending.

Yours Sincerely,

(YOUR NAME)

References

KOH, F. A. H., 2015 Interview Tips & Resume Writing. [PowerPoint presentation]. DSSC, UTAR.

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