Internship Guide

INTERNSHIP GUIDE

1. Definition of Key Terms

 As per objective of this program under the ICT Commission, an Internship program is described as a formal and temporary work placement between the host institution and the intern aiming to expose the intern to experimental learning by integrating knowledge and theory learned with practical application and skills development.

An intern 

Is a Tanzanian national who has graduated from an accredited training institution attached to a work place to gain work experience through performing specific assignments or daily work in a host institution under the terms and condition set out in the agreement. An agreement in this context is legitimate signed document between the host institution and the intern, describing the condition of the internship. It establishes a formal temporary work relationship between the host institution and the intern. The Agreement is binding, but it does not form an “employment” type contractual arrangement. An intern is not an employee of the host institution.

 

Host institution

Is a public or private registered establishment by law that provides opportunities for graduates to undertake internships. An host institution will provide a Mentor who in this context is a qualified person, with experience in the host institution, who is assigned to ensure a smooth facilitation of the intern, leads and advises in the matchmaking process between intern and host institution, and who monitors the progress of the internship regularly through on-site visits.

Internship Coordinator

Is a registered public or private establishment that implements an internship program as part of its establishment, mandate and services. In the context of this internship program, the Internship Coordinator is the ICT Commission.

2.How to begin the Internship program

 Key requirement for the host institution engage an intern are the following:

    a)Office space with basic facilities/ needs for the Interns;

    b)A project or an assignment for the interns;

    c)A supervision assigned for the intern, promote community goodwill, and offer insight into the organization;

    d)Willingness to develop young ICT professionals

    e)Relevant skills being offered by Universities/Colleges.

3.  How to engage an Intern

    Step 1: Determine if an intern/internship program is right for your organization.

    Step 2: Determine the scope of work or project/assignment the intern will be working on.

    Step 3: Complete the Internship Proposal Form and attach a Duty Statement for the Intern position.

    Step 4: Submit documents to the ICT Internship Coordinator(ICT Commission).

4.Training

Training is as important as Supervision. Establish a training program that will give the intern a clear understanding of what is expected, and include information about the duties that will be supervised and evaluated. Refer to the internship duty statement. Each organization (Host Institution) need to designate a supervisor to oversee and assign the student intern’s work. Discuss the following with your intern:

    a)What will the specific duties/responsibilities of the intern be;

    b)How will you provide the intern with regular feedback, guidance, and support;

    c)What training will the intern receive (if applicable);

    d)What will the intern need to do if they will be absent from work;

5.Orientation

Establish goals and objectives, and clarify these goals and objectives before the intern begins working. Some interns need more guidance than others, and many factors must be taken into consideration. Consider the intern’s cultural background, disabilities, learning style and experience. Evaluate his or her level of maturity and confidence eg. Is the intern a critical thinker or a creative problem-solver?

Plan to include the following in your orientation:

a) Information about the organization:

Interns will review documents that are important for them to understand the big picture. If         available, include an organizational chart that explains various roles and responsibilities of employees in your organization.

b) Structure:

Interns might not be familiar with formal workplace procedures (e.g. Attendance policies, break times, days off). Make sure to clarify relevant policies and procedures to interns on their first day.

c) Introductions:

Take time in the beginning of the internship program to introduce the intern to the people in your organization. Allow more time for conversation with those employees who are likely to interact with the intern on a regular basis. Some interns, based on personality or culture, may be reluctant to seek out co-workers on their own. By making a special effort to encourage those contacts early on, interns will feel more comfortable asking for advice or support later.

6.Ongoing Training

Interns appreciate any opportunity to learn new skills or increase their knowledge. Developing a plan for training throughout the internship will keep interns interested in the position and ready to tackle new challenges. Ongoing training may include the following:

a) Skills development

There may be a need for training in specific skills such as workflow processes, office equipment, soft skills and other professional related tasks directly related to the job. Even bright students with great potential will struggle if they are not instructed in the specifics related to successful completion of duties.

  b) Shadowing

Allow interns to participate in activities and meetings. Interns may have leadership potential but not understand the culture of your organization. They will rely on supervisors plans to educate them.

   c) Questions

Interns might not know when to speak or how or what to ask. Assist them in actively learning by explaining and clarifying everything. Suggest and encourage questions at appropriate times.

 

  d) Professional conferences or association meetings

If possible, offer interns the opportunity to attend training or networking events. It helps interns to get a feel for the overall mission of your organization, and at the same time make them feel that they are valued.

7.Mentor’s guide

The National Internship Guideline of Tanzania defines a Mentor as a qualified person, with experience in the host institution, assigned to ensure smooth facilitation of the intern, leads and advises in the matchmaking process between intern and host institution, and who monitors the progress of the internship regularly through on-site visits. Mentors help guide interns though their experience. This may mean allowing or encouraging the intern to participate in events that may not normally be open to entry-level professionals, such as certain staff meetings, client consultations, or other work-related events. Even though these events may not be directly tied to the intern's specific job duties, they will help provide a broad overview of your business or organization.

8 Evaluations

Mentors are required to monitor progress of theirs intern and perform evaluation at the end of internship period. The evaluation should be planned as a learning experience and an opportunity for two-sided feedback. Regularly scheduled evaluations help avoid common problems with internships, including miscommunication, misunderstanding of job roles, and lack of specific goals and objectives. The following are the internship evaluation criteria:

a) accomplishment of learning objectives as stated in the learning agreement;

b) Skill development or job knowledge gained over the course of the internship.

c) Overall contribution to the organization mission.

d) Dependability, punctuality, attendance.

e) Teamwork and cooperation;

f) Relations with others, overall attitude.

g) Innovativeness;

h) Potential in the field.

The intern will also evaluate the internship experience, which is important in determining the value of the work experience for future interns. Issues to consider might include:

  i. Was there professional value or merit in the internship assignment?

  ii. Did the position live up to its initial description?

  iii. Was the supervisor receptive to your ideas?

  iv. Does the experience relate to your major or career goals?

  v. Did you receive a proper job orientation?

  vi. Was the supervisor willing and/or capable of answering questions?

  vii. Did you develop good work habits?

9. Intern Supervision

An intern will be required to have a designated site supervisor known as the “Mentor” responsible for orientation and supervision. The Mentor in the host institution is someone who helps the mentee develop skills for success and long-range career planning. He/ she should be a good listener, willing to share experiences and views, willing to commit time and effort, provides an “open door” to questions and problems, points out both strengths and opportunities, especially to unexperienced new internship entrants.

The mentor must be regularly available for the intern throughout the internship period. He/ she must be skilled and competent with a deep knowledge in the area of intern even if the intern will rotate through various departments or units in an organization.

The mentor is responsible for organizing rotation routine in various departments for the intern to gain broad-based experience in all professional fields including technical, design and management in the host institution. The mentor must possess the following qualities;

i) Interest to assist and work with young graduates;

ii) Dedicate time for internship;

iii) Demonstrate leadership, good communication skills, and patience.

iv)The Mentor is obliged to weekly meet with the intern to review projects progress, touch base, and provide feedback. Supervisors will monitor the intern’s time and approve evaluation form completed by the interns for submission to the Commission. The Mentor may also provide the student with a letter of recommendation.

10.Internship Completion

 An internship should have a clearly stated end date that is identified before the internship begins. Completing a formal evaluation process can help both the Mentor and Intern bring closure to the experience. A letter of recommendation from the Mentor shall be given to the intern on the last day of work.

You also may want to have some form of acknowledgment such as a lunch with co-workers in the final week of the internship program. Because co-workers often have extensive contact with interns, this type of event can be a positive way to recognize the contribution of other employees as well as the intern. At the end of the internship, the Mentor will:

a) Provide interns with a letter of recommendation that indicates his/her competencies and experience gained during the internship program;

b) Complete the ICT Commission’s evaluation to assess the intern's progress and skill development;

c) Evaluate the overall internship experience. This feedback is not only essential for making necessary program improvements, but also for recognizing those organizations that provide outstanding learning opportunities. The evaluation form must be returned to the ICT Commission.

d) Upon receipt of the evaluation form from both the Mentor and Host Institution’s recommendation, the ICT Commission will also provide an Intern with a Certificate of successful participation in the ICT Internship program recognizing participation of the intern in the program.

 

 11.Roles of Internship coordinator

 As the Internship coordinator, the ICT Commission will:

i) ensure beneficiaries are aware of internship opportunities;

ii. Advertise the industry internship opportunities to colleges;

iii) Coordinate processing and screening of year-round intern applicants;

vi) Serve as a contact point of the program;

v)Review and revise the internship procedures as needed;

vi) Serve as a liaison between Intern Hosts and Colleges/Universities

12. Internship Programme Selection

Successful applicants selected for the ICT Internship program depend on internship positions available at the ICT industry host institution, availability of resources and commitment of parents contribution or sponsorships to facilitate the internship programme. In addition to the mentioned factors, an individual will be considered for selection to the programme by the Internship Coordinator if he/she meets the following criteria:

 a) Must be a Tanzanian Citizen;

 b) Must have completed an ICT related program offered by Universities/Colleges recognized by the National Council for Technical Education       (NACTE) or Tanzania Commission for Universities (TCU).

 c) Must not be more than 26 years of age at the time of application to the internship program;

 

13. Internship funding

 As per the National Internship Guideline, funding of internship will mainly be on sharing basis involving employers (host institutions), Government, Parents and Donor Partners. Funding of the internship will be implemented based on the following modes.

a.    Fully Funding by Host Institutions

Host institutions can facilitate the internship cost. Host institutions should clearly state if they are to facilitate the internship program on the ICT Internship Proposal Form.

b.    Self-funding

Interns and /or parents are responsible to facilitate their internship costs. The Intern should clearly state the funding option on their applications.

c.    Fully funded by the Internship Coordinator

Under this arrangement, the interns shall be fully funded by various projects or Donor Partners through the ICT Commission. Interns shall be attached to organizations/companies that are involved in activities or priority areas as per the National Development Plan.

14. Termination of the Internship Programme

Termination of the intern will be done on the following grounds:

a) Upon completion the internship programme;

b) The performance of the intern is not found to be satisfactory after consultation between the Intern’s Mentor and Internship Coordinator;

c) If the intern is absent without authorization of the Host institution;

d) If the intern performs a gross misconduct as per labor laws;

e) If an intern becomes employed;

f) If the intern wishes to discontinue on personal grounds.