Introduction

The internship Programme forms an integral component of each of the two (2) International Masters degree programmes at the Asia-Europe Institute (AEI), University of Malaya (UM), namely International Masters in European Regional Integration (IMERI) and International Masters in ASEAN Studies (IMAS). It is worth four (4) credits and is mandatory as partial fulfillment for the award of the respective degrees. Students undertake the internship after they have completed the taught courses relevant to each programme.

This document serves as reference for AEI and the students pursuing the postgraduate programmes, as well as for the host or placement institutions (henceforth, the host institution) involved in the internship programme.  The guidelines contained herein are compiled based on the guidelines for the undergraduate internship programme of UM, viz: “Garis Panduan Latihan Industri, Universiti Malaya – Sesi Akademik 2009/2010”.

Definition of Internship

“Internship” refers to a programme meant to provide supervised practical training or learning over a specified time frame. The training may be conducted at a public or private institution or organization.

Objectives of Internship

The internship is to provide the students with relevant up-to-date supplementary and complementary knowledge on as well as practical experience in their respective areas of study. This will help develop in them the necessary knowledge and basic expertise prior to stepping into the career world after graduation. The internship also serves to provide the students with a general idea of employment prospects and opportunities for the International Masters degrees that they will hold.

Where applicable, students shall also use the internship period to gather data for their Project Paper.

Scope of Internship

An arrangement will be made between the student (through certification from AEI) and the  prospective host institutions that each  student  be given an assignment relevant to  his/her area of study  which  would  offer him/her  the opportunity  to utilize the knowledge gained in  the classroom as well as to gain exposure to relevant, on-the-job  practices. The host institution shall provide the appropriate supervision and guidance to the students and give constructive feedback on individual student’s performance over the duration of the internship.

Modality of Internship

The student shall work closely with the host institutions ahead of the internship period, to plan out and coordinate the full schedule for the internship.  Subject to the agreement of each host institution, the internship may be in the form of one of the following:

  • an “attachment” exercise where  a participating student  is assigned to a particular section or unit of the host institution whose scope of functions is relevant to the student’s specific area of study;
  • a series of briefings for the students by officials of the host institution coupled with literature studies/research by the students; and
  • a “hands-on”  training in the operational (including administrative and management) aspects of the host institution.

Duration of Internship

The students shall normally begin their internship programme in May of each year, after they have completed the second (final) semester of their lectures and all arrangements for the internship have been finalised.  The duration of the internship for students pursuing the two International Masters programmes (IMERI and IMAS) is eight (8) weeks.  This duration is considered adequate for the students to gain in-depth understanding of and valuable insights into the practical aspects of their respective programmes of study.  However, the durations may vary, subject to the procedures and requirements of the host institutions.

Host/Placement Institutions

Students shall be placed for internship at appropriate institutions where the scope of functions the institutions involved are closely related to their respective areas of study. Students are encouraged to find and decide on the placement institutions of their choice as early as possible upon their enrolment into their respective International Masters programmes. AEI shall also provide the necessary assistance in seeking placement in local institutions, or example, EUMCCI companies that take part in an internship programme between EUMCCI and UM.

However, students are allowed to go for internship outside Malaysia, if they can afford to cover all the costs incurred.

Students should inform the International and Students Affairs Unit of AEI once they have decided on the host institution for their internship. The choice of internship placement institution is subject to approval of the Executive Director of AEI.

Roles and Responsibilities

The roles and responsibilities of AEI, the student and the host institution are as follows:

a. AEI

  1. Manages all aspects related to the internship programme at the AEI level;
  2. Where applicable, provides all information on potential host institutions to the students;
  3. Manages appointment of internship supervisors from AEI and arrangements for their visits to the placement institutions, if deemed necessary;
  4. Where applicable, liaises with the Centre for Industrial Training and Relations (CITRA) of UM to resolve  any issues pertaining to the internship;
  5. Ensures that students do not change host institutions, either immediately prior to or during the internship process, without prior approval by the Executive Director;
  6. Informs the host institution of any changes pertaining to the internship process or programme e.g a change in host institution or duration of a student’s internship;
  7. Manages all matters related to evaluation of student’s performance by the  host institution, and to inform CITRA if  necessary; 


b. Student

Pre-Internship Period

  1. Secures as early as possible the host institution for his/her internship programme;
  2. Informs the International and Student Affairs Unit of AEI once he/she has secured a host institution for the internship bysubmitting a letter of acceptance from the host institution involved;
  3. Gets written approval from the Executive Director of AEI if he/she would like to change the internship host institution or change the duration of the internship.

During the Internship Period

  1. Sends the letter of acknowledgment of internship from the host institution to the International and Student Affairs Unit of AEI, no later than one (1) week from the date of commencement of the internship;
  2. Completes the attendance record provided by the host institution, where applicable;
  3. Participates in the internship to the best of his/her ability and to endeavour to improve his/her knowledge and expertise in the study, the job and human skills;
  4. Safeguards, at all times, the good name of the Asia-Europe Institute and the University of Malaya;
  5. Informs the supervisor at AEI/the host institution should there be problems/issues pertaining to the internship programme.

Post-Internship Period

  1. Submits to AEI a written report (Internship Report) on the activities undertaken during the internship programme within two (2) weeks upon completion of internship;
  2. Submits an evaluation of the internship programme to AEI within two (2) weeks upon completion of internship.


c. Host Institution

  1. Appoints a supervisor for the student(s) wherever appropriate;
  2. Places each student in the unit/department relevant to his/her area of study;
  3. Ensures that the internship duties and responsibilities of the student are in line with his/her area of study and meet the scope of the internship;
  4. Provides maximum opportunity for the student to gain knowledge and expertise relevant to his/her area of study;
  5. Provides the chance for the student to experience  actual work environment;
  6. Monitors the student’s progress and provide the necessary constructive guidance and feedback to the student;
  7. Evaluates the student’s performance and forward the evaluation form to AEI within two (2) weeks upon completion of internship.

Evaluation

At the end of the internship, the host institution shall provide an evaluation of the student’s performance as well as provide its views and comments on the internship programme with a view to improving it.The evaluation shall include comments by the host institution on the student’s overall performance or work execution and outcome, other feedback and suggestions, and a detailed grade assessment of each student’s performance during the internship (a special evaluation form will be provided for this purpose).The main requirements are that a student must complete the internship within the allotted time frame, and to submit a report on the internship. In addition, the student must also fulfill any other requirements as determined by AEI in order to pass the internship with the designated credit units.

The students shall submit a report and an evaluation of the internship programme that they have undertaken, particularly with regard to the modality and the programme contents, as well as the appropriateness of the host institutions, for future reference.

Personal Conduct During the Internship

All students undergoing the internship programme must adhere strictly to the following rules:

Discipline

During the internship period, the student shall be fully responsible to the host institution. He/She must abide by the working hours and all other rules and regulations applicable to the staff of the host institution.

Leave of Absence

The student is not allowed to take leave or be absent from office during the internship except with the approval of the host institution.

Other Rules

  1. Students are prohibited from disclosing any information acquired during or after the internship period which are deemed confidential to the host institution.
  2. Students must not cause any damage to any asset belonging to the host institution. The students shall be fully responsible for any such damage.
  3. Disciplinary actions may be taken by the host institution on any student found guilty of contravening these rules or neglecting his/her duties and responsibilities or committing acts of indiscipline.

Assessment of Internship Performance

Students’ internship performance will be assessed based on the assessment by the internship placement institution (Form Appendix 2 of the internship documents) and on the (Form Appendix 3 of the Internship Report) by the student involved upon successful completion of the internship.The marks for the two assessments will be averaged up to give the final mark and the grade.

Repeat of Internship

Every student is required to undertake the internship within the current academic session. Should a student fail the internship, he/she is allowed to repeat it in any of the following academic sessions within the maximum allowable duration of study (i.e. 8 semesters).

Visits by Internship Supervisor and Financing of the Visits by AEI

If deemed necessary, and approved by the Executive Director, AEI academics and/or officers may be required to make supervisory visits to institutions where AEI students are undergoing internship. Financing of visits by AEI internship supervisor(s) shall be in accordance with the prevailing Government circulars on official travel abroad.

The internship supervisor(s) shall submit a progress report within two (2) weeks of return to the AEI.

Amendments to the Guidelines

These Guidelines shall be subject to amendment by the Management of AEI from time to time.