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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:
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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