CSTM 493, ET 493, GCOM 493 Technology Internship
Site Supervisor’s Guidelines
Department of Engineering Technology
College of Business and Technology
Western Illinois University
Macomb, Illinois
March, 2013
Company Supervisor Guidelines
The company Internship Supervisor is a person designated by the hiring organization to provide guidance to the student who interns in their organization. This guidance should include helping the student understand the working environment of the company, help them become familiar with company policy, provide direction in the responsibilities given to the intern, provide review, oversight, and input to jobs completed by the intern, be an overall mentor to the student, etc.
The Internship Site Supervisor must meet with the student during the first two days of the internship to set the goals and objectives for the internship, prepare a reporting structure to the Site Supervisor, and determine the work hours expected of the intern. At this meeting the Supervisor may give the intern an overview of the company that might be in addition to any mandatory orientation required by the company. The Site Supervisor should set Company expectations of the intern at this meeting. Lines of internal communication and protocols within the company should be shared.
Site Supervisor Evaluations
There are two opportunities for evaluation by the supervisor in addition to the final telephone interview or site visit. The first is the fourth (4th) week evaluation. It is a checklist evaluation with a few open ended questions at the end. It should be shared with the intern, signed, dated, and returned to the WIU Internship Coordinator. This will be used as a baseline for comparison with the final evaluation which is due at the end of the Internship. The Final evaluation is the same form only titled Final Evaluation (Final Evaluation Packet). Please submit electronically.
Questions???
Call Dr. C. Ray Diez @ 309/298-1091 or email
University Internship Coordinator
Dr. C. Ray Diez
Phone 309/298-1091 FAX 309/298-1061
University Internship Secretary
Pat Dorman
Phone 309/298-1091 FAX 309/298-1061
Site Supervisor Reports
1. Responsible for returning contact letter to the designated WIU coordinator.
2. Sets objectives during a meeting with the intern during first 2 days of internship, completing page 22 of the syllabus, working hours of the intern, and returning them to the designated WIU Coordinator.
3. Responsible for reading the intern’s weekly report and answers to the two questions sent by Intern to site supervisor and the designated WIU Coordinator.
4. Provides guidance and mentoring to the intern.
5. Completes and submits the 4th week and final evaluations for the intern.
6. Provides input and feedback during the site or phone visit at the internship’s end.
STUDENT RESPONSIBILITIES UNDER THE SYLLABUS
I. Introduction
The technology internship provides qualified students with a supervised program in production practices, management techniques, research applications, and other activities found in engineering technology, in construction, or in graphic communication. This packet contains the guidelines for the course and is intended to clarify the student’s requirements. Each student must thoroughly know the contents of the syllabus.
II. Objectives
A technology internship is a unique educational experience and offers specific goals relative to student achievement as follows:
1. Provides the intern with relevant work experience education about manufacturing, construction, or graphic communication in a Work Environment.
2. Acquaints the intern with the physical, technical, academic, and environmental requirements of his or her chosen career.
3. Develops the intern’s technical writing skills.
4. Develops the intern’s ability to search for and find employment in industry.
5. Demonstrates the importance of responsibility and personal interactions in the work place.
III. Student Requirements
A. Training Schedule
1. Each intern is expected to complete the Preliminary Intern Information Sheet (page 21) to formulate, in cooperation with the participating firm and program coordinator, a training schedule. This form is the prequel to the formal letter assigning the internship site.
2. The Training Schedule must be accurately completed in its entirety by the intern and then signed by the company supervisor upon receipt of the formal letter.
3. This Training Schedule gives a summary of the OBJECTIVES (used for self-evaluation Objective Checklist Reports) and responsibilities of the intern. This form should be completed before the intern starts working. THIS TRAINING SCHEDULE MUST BE MAILED or EMAILED TO THE DESIGNATED WIU COORDINATOR NO LATER THAN THE END OF THE FIRST WEEK OF WORK.
4. The Intern’s Working Hours Schedule &Training Schedule must be submitted .
B. Student Internship Weekly Reports
1. Each intern is required to submit, electronically via a .doc or .docx file to his/her Site Supervisor and WIU Coordinator, a Weekly Log Report and answers to the two questions on a weekly basis.
FIRST WEEK
1. The first weekly report is to include a description of the company. The description should include such information as: items produced, constructed, or designed, type of customers, and methods of manufacturing, construction, or graphic communication. If the company has a general booklet covering this information, submit that booklet or a copy of it in place of writing the description.
2. The first weekly report must also include an organizational chart of your internship site. Be sure to note where your job or position is on the chart.
3. Also with your first report, mail a map and written directions on how to find your place of employment for the upcoming coordinator’s visit, IF it is a site visit.
SECOND WEEK THROUGH END OF INTERNSHIP
Send your weekly log report and answers to the two questions electronically to the designated WIU internship coordinator (you will be notified of the WIU Coordinator during the first week of the internship) AND to your site supervisor.
TIME SCHEDULE
The following time schedule must be followed to insure orderly and clear communication between the intern, company site supervisor, and the university coordinator.
1st week: Report promptly to work and perform assigned duties. Schedule an appointment with your company supervisor for the Monday or Tuesday of the first week to complete and confirm your work schedule, plus set objectives for the internship. Send those documents at the end of the first week.
2nd week through end of Internship: Send your weekly Log Report and answers to the two questions to your internship coordinator AND site supervisor electronically.
The seventh week or tenth week of your internship; submit the final technical report electronically to the email address or Western Online preference of the WIU Internship coordinator. If a report must be mail USPS: use the following address.
Send Reports to:
Internship Coordinator
Department of Engineering Technology
One University Circle
Western Illinois University
Macomb, IL 61455
The WIU internship coordinator will review your weekly log reports, answers to the two questions, and will return them to you with comments, and you will be expected to make corrections and re-submit it to the WIU coordinator within one week. Also, incorporate the comments as appropriate in subsequent reports. After a few weeks, your reports should meet the internship standards and the coordinator will inform you when this has occurred.
C. Student Internship Technical Report and Final Evaluation Reports
The Internship Technical Report is to be completed during the seventh (7th) or tenth (10th) week of the internship and submitted electronically. It will be reviewed, corrections suggested, and returned to you. If corrections are to be made, they must be made within one week and returned to your WIU coordinator. This process will be repeated until the report is satisfactory.
Internship Technical Report Format
Your Internship Technical Report is a well written report that is related to the objectives set for the internship by you and your site supervisor. The report will be a 7-10 page report on the two self-evaluation of objectives forms completed during the 4th week and at the end of the internship. The report(s) should reflect the objectives set for the technical areas you conducted as part of your Internship.
The intent of the INTERNSHIP TECHNICAL REPORT is to allow you to showcase your skills and abilities as a WRITER. The INTERNSHIP TECHNICAL REPORT can be written in present tense, but limit the use of the words “I” and “it”. There will be a title page [not included in the seven to ten (7-10) page requirement]. The INTERNSHIP TECHNICAL REPORT should be submitted electronically for evaluation during the 7th or 10th week of your Internship. It will be reviewed, evaluated, and returned to you for corrections. It will be revised and re-written until deemed acceptable by your assigned WIU Internship Coordinator.
Self Evaluation Reports
There are two Student Self Evaluation Objective Checklist reports that must be sent to the WIU Coordinator. The first is due at the end of the 4th week of the internship. The second one is due at the end of the internship. These are intended to determine how well you believe you are meeting the objectives set by you and your internship site supervisor during your first meeting and placed on the Training Schedule form (page 22).
The final self evaluation of the internship report (2-3 pages) [Final Self Evaluation Report Packet] must be a self-analysis containing the following eight items:
1. A summary of what you learned during the internship.
2. Any special highlights of your internship.
3. Areas in which you believe you need improvement.
4. What area of study at Western might (or did) help you in your career.
5. Suggestions on improving the internship.
6. Suggestions on improving the Engineering Technology Program.
7. Overall strengths and/or weaknesses of the internship program.
8. Overall strengths and/or weaknesses of the Engineering Technology Program.
IV. Faculty Visitation (On or Off-Site)
Each intern will receive a visit through one of the following: 1) a site visit by your assigned University Internship Coordinator; 2) a conference telephone call among the site supervisor, you, and your assigned WIU Internship Coordinator; or 3) a video conference among the site supervisor, you, and your assigned WIU Internship Coordinator before the end of the internship period. There will be no unannounced visits. The intern will receive a letter, phone call, or email to arrange the time and date of the visit. The purpose is to request a brief conference with your supervisor and any other personnel the company or intern believes the WIU Internship Coordinator should visit. When the intern receives this communication, he/she must set up the conference with the supervisor and confirm the date with the assigned WIU Internship Coordinator. It is expected that you will confirm the visit with your company supervisor no later than one day following receipt of the visit notice with an electronic confirmation letter on company letterhead.
If the visit is a video conference or a telephone call, a date and time will be set for that type of communication. Pertinent questions about your performance, strengths, weaknesses, areas for improvement, etc. will be discussed.
If the visit is a site visit, the Internship Coordinator will spend about an hour or so at the site and the following are encouraged as part of the visit: A short tour of the company facilities, an interview with your supervisor, and a short visit with you, sometimes this part of the visit is done concurrently. If there is a conflict with the proposed visit by the WIU Internship Coordinator, please call the Engineering Technology office immediately, and we will reschedule the visit. Please prepare an Itinerary as shown in the Visitation Packet.
V. Evaluation
The intern will be graded on a satisfactory/unsatisfactory basis. There will be two evaluations by your supervisor: one at the end of the 4th week and a final evaluation at the end of the Internship. A grade of incomplete will only be given if your internship is not completed by the end of the school term. The following criteria will be used in determining the intern’s final grade.
1. Accuracy, quality, and promptness of your weekly reports.
2. The recommendation of your company supervisor; based on mid-term and final evaluations (Supervisor Fourth Week and Final Evaluation Packet).
3. The recommendation of the university coordinator.
Please review the company supervisor’s evaluation forms with your supervisor!!
VI. Communication
One of the most important phases of your internship will be your ability to clearly communicate your thoughts and actions to your assigned Internship Coordinator. Keep turn around time on written and electronic correspondence to the minimum amount. The following telephone number may be used:
Engineering Technology Office 8:00 – 12:00 and 1:00 – 4:30 M-F
Phone: 309-298-1091 Fax: 309-298-1061
Engineering Technology Advising Office 309-298-2100
Have the secretary take a message and your call will be returned.
E-Mail:
VII. Timeline
o Preliminary Internship Information form must be returned before your STARS number is issued for registration.
o Internship Site Information Packet: No later than end of 1st week.
o First Week Report Packet: No later than Monday of 2nd week.
o Weekly Log and 2 questions: 2nd week Monday to the End.
o Fourth week: Send in your internship Self-Evaluation Objective Checklist.
o Fourth week: Remind supervisor to send 4th week evaluation.
o 7th week or 10th week: Submit 7-10 page or three page papers electronically (Final Report), these will be returned to you for revisions if needed.
o 7th-9th or 10th-12th week: Set-up faculty visitation.
o Last week: Submit Final Self- Evaluations (Objective Checklist & 8 questions).
o Last week: Remind Supervisor to send in Final Evaluation.
SUPERVISOR FOURTH WEEK & FINAL REPORT PACKET
Intern______Dept.______
Company______Date______
Instructions: The immediate supervisor will evaluate the student objectively, comparing the student to other personnel assigned the same or similarly classified jobs, other students of comparable academic level, or with individual work standards. Your personal comments are most helpful.