Summer Internship Guidelines

for
MBA students

School of Business
University of Petroleum & Energy Studies

Introduction
The summer internship program can best be described as an attempt to institutionalise efforts to
bridge the gap between the professional world and academic institutions. The summer internship
offers students an exposure to actual working life and to the real life Business problems and their
solutions, gives a foundation to their career choices and a chance to build valuable personal
networks. All students complete 6 to 8 week period in a business organisation either in India or
abroad. The purpose of the Internship Program at the University of Petroleum and Energy
Studies is to facilitate student learning opportunities outside the classroom. These experiences
provide the opportunity to apply classroom theory to the "real world" situations thus enhancing
the student’s academic and career goals.

During the process it provides an opportunity for students to satisfy their inquisitiveness to more
details. This circumstance exposes them to new analytical and technical skills to communicate
with and to seek information from the professional peoples. After they have been enriched with
this kind of exposure, the students can participate more effectively in the professional courses
that they will be studying in the subsequent year. The education process in the internship course
seeks out and focusses attention on many latent attributes are intellectual ability, professional
judgement and decision making ability, inter-disciplinary approach, skills of data handling,
ability in written and oral presentation, sense of responsibility etc. The partnerships developed
between the employer, the university and the student have proven beneficial to all concerned.
The program is a valuable source for completing special or temporary projects and potentially
filling permanent positions in the organisation. Many employers feel that students bring new
ideas and fresh insights to the workplace

In order to achieve these objectives, a set of guidelines for conducting summer internship
program and assessing the students’ performance has been given below.

Intended Learning Outcome of Summer Internship

 1. Students will understand the application of Management Concepts in real life business
situations
2. Students will experience the activity of evaluating alternative managerial decisions and
finding solutions to managerial problems
3. Students will develop a global perspective of their domain
4. Students will experience leadership and team work in practice and, improve their
leadership skills and ability to work in a team
5. Students will experience the professional and ethical conduct of individuals in Business
context
6. Students will know the employability skills required for employment in their chosen
domain
7. Students will understand the importance of oral and written communication skills
required in Business context
8. Students will understand the domain dynamics in its business context
9. Students will understand the integration of different functional areas of Business for
common organizational goals
10. Students will network with the industry mentor for enhance learning

The faculty internship advisor

It is very important for the students to work closely with the faculty internship advisor,
particularly if their internship does not have a clearly defined project (or has several small,
partial, or shared projects) or if the final data or results will not be available until after the
internship is completed. The students have to consult with their allocated faculty mentor, during
their internship and immediately after returning to the university in the month of August. The
first draft of the Internship report is due within the second week of August and the final draft by
the last week of August. It is definitely in the students best interests to use the first week of
classes to discuss with their advisor any questions or difficulties that have been observed in the
student’s project.
Deadlines/guidelines to meet

1. Identification/finalization of internship problem in consultation with industry/faculty

mentor within a week of joining on internship
2. Approach paper towards the internship should be submitted to the mentor within two
weeks of joining (Background of the study, objectives, Research methodology and
Timeline for the above work)
3. The industry mentor has to send the “Mentor feedback form” confidentially to the career
services department on the last day of the students internship (Appendix 1)
4. The student has to submit the internship completion report (Appendix 2) to the course
coordinator at the time of re-registration in third semester
5. The students has to submit their spiral bound Summer Internship report as per the format
(Appendix 3) within a fortnight of their re-registration in the third semester and the main
hard copy has to be submitted after the approval of Course coordinator within three
weeks of their re-registration.
6. The plagiarism of the student report has to be less than 25% (to be checked by the
department and the softcopy for checking [Research methodology, data analysis,
conclusion & Recommendations] has to be submitted within two weeks of re-
registration) and reports with more than 25% of plagiarism will be rejected with a week’s
deadline to resubmit.
7. The SIP presentations has been scheduled every working Saturday from 1st of September
every year or any other slot as scheduled by the Course Coordinator.

Macro guidelines

1. Each internship and report must contain a section on:

a. Sector of business, company, products, outsourcing, competitors and business
models
b. Companies market share, financial, operational and other performance metrics
 c. Forecasting, budgeting (sales and financial) and planning process
d. Company operational processes
General Guidelines

The students are expected to follow the following general guidelines:

1. Be Punctual
Whether it is finishing an assignment for the deadline or just for a meeting,
punctuality is the key. Professionals/Senior executives will respect someone who
can keep track of time and progress. It is an essential trait to have, because it will
improve both the student’s social life and his/her career path. Being punctual can
boost the student’s chance of turning the internship into a permanent job. It
expresses the students respect for the company and your sincerity. Students has to
avoid giving excuses for being late, take responsibilities and give enough effort to
be on time.

2. Grooming
Students have to take the internship opportunity quite seriously, and can express
their seriousness through their dress. Do not let others differentiate between the
“Interns” and the “permanents”. Students can leave the casual dress at home and
save them for the weekend. Dress like he/she is an integral part of the company; it
will improve student’s impression in the organisation.

3. Follow rules & regulation

There are certain things that the students have to maintain during internships, like
following the company guidelines, rules and regulations. Try to interact with the
organisation and its employees. The students have to be disciplined in the
organisation and they are not allowed to take any leave unless and until it’s an
emergency (leave can only be taken with the prior approval of Industry mentor
and Faculty mentor).
4. Be Courteous & Polite
No matter who the students are talking to, the student has to be respectful. One
never can be sure who they need for help someday so be courteous and polite to
everyone, One day, it could pay off. The students have to build cordial
relationship with all the industry professionals that they come across during their
Summer Internship. This relationship with the coworkers is a crucial thing if the
student wants to turn their internship into a permanent job. As an intern, it can be
easy to remain unnoticed by the superiors, so make the move and increase his/her
visibility. Connect with others in the office, introduce themselves and express the
positive attitude that the students hold.

5. Perform Good Quality Work

Performing good quality work would help the student
i. In developing an understanding of the functional area.
ii. In applying theoretical concepts learnt in the class room.
iii. In evolving the new theories and concepts.
iv. In gaining experience of working in the real life situation.
v. Building a rapport with the industry guide & other professional in the
Organisation & Industry

6. Be sincere
Students will be assigned some specific tasks while undergoing summer
internship. Take them seriously and try the best to get them done. No matter how
small the task is, treat it with extreme care and show sincerity. Using social
media during office time can distract the student, so try not to use them in the
office. The distractions social media can create may harm the student’s career. So
in the offices, put down the smart phone and stay away from Facebook, Twitter or
Google+.
7. Be a team Player
Student should prefer working in a team rather than going solo. It will help
him/her to understand the company’s way of working more intensely and also it
will enrich the student’s experience. As an intern, he/she will always be asked to
do things above and beyond their usual tasks. Try to take to them positively, and
say yes to them if he/she can – but do not over-burden themself with extra tasks.
Put in effort to do as much as he/she can; it may enrich your skills and experience.

8. Submission of the following documents

The students are directed to submit the following documents to the career services
department:
i. Joining Report to be sent by an e mail on the date of joining to the career
services, Placement internship coordinator and course coordinator on the
day of joining (Appendix 4)
ii. Mentor detail form within 7 days of joining (Appendix 5)
iii. Approach paper towards the internship should be submitted to the mentor
within two weeks of joining
 Appendix 1

Internship Completion Certificate

(In organisation’s letter head, font: Times new roman, font size 14, Bold, aligned
to center)

This is to certify that Mr/Ms/. <Student name> has done his/her summer internship
with <Company Name> from <date of joining> and has completed his/her summer
internship titled <title name of the report> on <Date of completion>. He/she has
submitted a copy of his/her report to the organisation on <Date of submission> and
has given a presentation to the organisation on <Date of presentation>.

He/she was found <Mentors comment about the students’ performance> and we
wish him/her all the best for her future endeavors. (Times new roman, font size 12,
aligned to justify)

Signature of Industry mentor

<Industry mentor’s Name>

<Designation>
<Organisations name>
 The above font used is Times new roman, font size 12, aligned to left
Appendix 2
Format No. QSP/7.5.1/02.F03
Issue No. 01: Dated June 1, 2015

UNIVERSITY OF PETROLEUM & ENERGY STUDIES

INTERNSHIP - PERFORMANCE EVALUATION FORM

University of Petroleum & Energy Studies (UPES), Dehradun, shall appreciate your evaluation of our
student’s performance. We have found that feedback from the Mentor is extremely valuable for
students, as they develop in their careers. Your constructive feedback will help us, to prepare the
concerned individual, in facing challenges of the dynamic corporate world. We value your professional
and honest evaluation. Thank you.
Mentor’s details:

Name:
Designation:

Name of the Organisation:

Postal Address:
Mobile No.
Landline with Extension No.
E mail:

Student’s details:
Name of the student:
Name of the Programme:
Date of Joining:
 Project Assigned:

GUIDELINES:

Please rate the student’s performance on the following areas of competency, using the scale outlined
below:

Rating Category(s) Remark

10 Outstanding Performance which consistently exceeds standards and expectations
8-9 Very Good Performance consistently meets and occasionally exceeds, all expectations
6-7 Good Performance consistently meets standards and expectations
<=5 Average Performance meets some, but not, all the expectations

To be evaluated by the mentor:

SKILLS AND PERSONAL CHARACTERISTICS

S. Skills/Personal Rating on a Scale of

Remark
No. Characteristics 10
1 Integrity
2 Leadership
3 Team work
4 Internal Relationships
5 Networking capabilities
6 Reliability
7 Time Management
Total
Project Performance

S. No. Attribute Rating on a scale of 10 Remark

1 Domain & Functional Knowledge
2 Industry & Business Knowledge
3 Subject Knowledge
Ability to assimilate assignment
4
objective
5 Analytical skills
Ability to generate Relevant
6
Solutions
7 Quality of Work
8 Report Writing/Presentation
Total

Overall, how would you rate the student?

(a) Outstanding (b) Very Good (c) Good (d) Average

(140 – 150) (115 – 139) (83 – 114) (< = 82)

Please pen down here

 YOUR COMMENTS - DEVELOPMENT NEEDS

Would you recommend our student for permanent or full-time job/employment, in your
organisation?

Yes No

If yes, please guide us with the way forward:

We thank you for spending your valuable time and providing inputs to further help us in
improving our processes and academic quality.

SIGNATURE:
DATE: PLACE:
Dear Recruiter,

Greetings from UPES!

We shall highly appreciate if you could help us in understanding your recruitment policy and
criteria.

This will help us to plan and organize the campus placement process smoothly.

1. We recruit through
Campus Recruitment Vacancy based Round the year Any
other

If campus recruitment, please specify the time period:

Jan Feb March April May June July Aug Sept Oct Nov Dec

If any other criteria, please specify:

2. Our decision making authority:

Head-HR Partner Founding Partner Recruitment Partner Any other
Decision Making Authority:
Name: Location:
Designation: Mobile No:

If Any Other, Please specify:

 3. We recruit the following profile (s):
Entry Level Lateral Entry Any other

Package we offer at the Entry Level:

If Any Other, please specify:

4. Your feedback about the programme (s):

Innovative and relevant Industry/Domain Oriented Irrelevant

5. We value your suggestions:

a)
b)

NAME: DATE:

SIGNATURE: PLACE:
 Appendix 3
Report Format

Please find the following instructions to ensure uniformity of the reports (for dissertations)

Report Body (Report has to follow the format as the attached and as follows)
Main Headings (Chapter Names) Subheadings Report Body
Times New
Font Times New Roman Times New Roman
Roman
Font Size 14 Bold 12 Bold 12
Align text Center Left Justify
Report
The desired structure format for the report is attached for your ref.
Structure

1. Page Alignment
a. Border: double lined box of ½ pt width
b. Lines must be single-spaced, put additional space between paragraphs.
2. Header & Footer
a. Header: should contain the name of the Topic with Font Times new roman 10 size
aligned text to the right
b. Footer: the below mentioned line has to be included in the footer
c. “Page no (Page no) of the Report Submitted by (Name of the Student) of UPES”
Outline of the Report

The outcomes of research works are to be conveyed to end-users or recorded for future use. The
research efforts will be useful to the end-users only when they are documented in the form of
reports. So, a standardized format for the report will helps researchers present their contributions
and findings more systematically.

1. Cover page
2. Introductory pages (This section has to be numbered in Roman letters)
a. Student Declaration
b. Acknowledgement
c. Certificate of Industry Guide
d. Certificate of Faculty Guide
e. Table of contents
f. List of tables
g. List of figures
h. List of variables
i. Executive Summary

3. Text (This section has to be numbered in numerical)

a. Chapters (With Main and sub sections)
i. Introduction
ii. Literature Review
iii. Background of the study and Objectives
iv. Research Methodology
v. Data Analysis
vi. Conclusions.
b. Footnotes

4. Bibliography (APA format)

 5. Appendices
“Model Cover Page”

“Topic Name” (Times new roman, font size 24, aligned to center)

An Internship report submitted in partial fulfillment of requirements for

Masters of Business Administration (<Write the Specialization>)
<Months, year> (Times new roman, font size 14, aligned to center)

Under the Guidance of (Times new roman, font size 14, aligned to center)

Company Logo

Internal Guide: External Guide:

<Faculty Mentors Name> <Industry Mentors Name>
<Designation, Organisation’s Name> <Designation, Organisation’s Name>

Submitted by (Times new roman, font size 14, aligned to center)

<Student Name>
<SAP id: 5000XXXXXX>
<Enrollment Number: RXXXXXXXXXXX>
<Course Name>
<Year of Study>
School of Business, UPES
 “Model Student Declaration”

Student Declaration
(Times new roman, font size 14, Bold, aligned to center)

I hereby declare that this submission is my own work and that, to the best of my knowledge and
belief, it contains no material previously published or written by another person nor material
which has been accepted for the award of any other degree or diploma of the university or other
institute of higher learning, except where due acknowledgment has been made in the text.
(Times new roman, font size 12, aligned to justify)

Signature of the student

<Student Name>
<SAP id: 5000XXXXXX>
<Enrollment Number: RXXXXXXXXXXX>
<Course Name>
<Year of Study>
School of Business, UPES

The above font used is Times new roman, font size 12, aligned to left
 “Model Acknowledgement”

Acknowledgement
(Times new roman, font size 14, Bold, aligned to center)

In the process of carrying out any research, the researcher would have received help from
different persons and organisations. So, all those helps should be acknowledged under this
heading. In an academic research, a sample list of people who are to be acknowledged is as
follows:
 Internship mentor (both industry mentor and faculty mentor)
 Organisations heads
 Colleagues of the department (both industry and university) who rendered their
valuable suggestions and criticism during the summer internship period
 The executives in different organisations who provided data and literature for the
research
 The type setting office and personnel.

The above font to be used is Times new roman, font size 12, aligned to justify
 “Model Industry Mentors certificate”

Certificate
(In organisation’s letter head, font: Times new roman, font size 14, Bold, aligned
to center)

This is to certify that the summer internship report entitled <title name of the
report> submitted by <students name> to UPES for partial fulfillment of
requirements for Masters of Business Administration (<Write the Specialization>)
is a bonafide record of the internship work carried out by her/him under my (our)
supervision and guidance. The content of the report, in full or parts have not been
submitted to any other Institute or University for the award of any other degree or
diploma. (Times new roman, font size 12, aligned to justify)

Signature of Industry mentor

<Industry mentor’s Name>

<Designation>
<Organisations name>
The above font used is Times new roman, font size 12, aligned to left

“Model Faculty Mentors certificate”

Certificate
(In UPES letter head, font: Times new roman, font size 14, Bold, aligned to center)

This is to certify that the summer internship report entitled <title name of the
report> submitted by <students name> to UPES for partial fulfillment of
requirements for Masters of Business Administration (<Write the Specialization>)
is a bonafide record of the internship work carried out by her/him under my (our)
supervision and guidance. The content of the report, in full or parts have not been
submitted to any other Institute or University for the award of any other degree or
diploma. (Times new roman, font size 12, aligned to justify)

Signature of Faculty mentor

<Faculty mentor’s Name>

<Designation>
<Colleges name, UPES>
School of Business, UPES
The above font used is Times new roman, font size 12, aligned to left

Table of contents: Table of contents is the catalogue of the research report which summarizes
every aspect of the report.

List of Tables: In research reports, the data and results are presented in the form of tables for
quick grasp. Each and every table must be numbered. The numbering should be such that it is
internal to each chapter. For example, if the total number of tables in Chapter 4 is 20, then the
numbering should be from Table 4.1 to Table 4.20.

List of figures: In research reports, the results are presented in the form of figures for better
understanding and comparison. Each and every figure must be numbered. The numbering should
be internal to each chapter. For example, if the total number of figures in Chapter 5 is 30, then
the numbering should be from Fig. 5.1 to Fig. 5.30. Figures and charts help infer the relative
comparison of results of a research study. The geographic locations and conceptual foundations
of the research are also presented in the form of figures. Further, the decision making logic,
algorithmic processing logic, etc., are resented in the form of figures to augment their stepwise
presentation.

List of variables: The researcher will be forced to use different variables and abbreviations in
different chapters of the research report to discuss about the models equations and results. They
must be defined under the heading 'List of Variables'

Executive Summary: Abstract gives the overview of the research report outlining the title of the
research, objective(s), shortcomings of exiting literatures, need for further research, prooposed
measure of performance and research methods, results of comparison and highlights of
inferences and a brief mention about a case study.
 Text

The text of the report should be divided into different sections depending on the type of research.
In the case of survey based research, the different chapters arc as listed below:

a. Introduction: The chapter on introduction should begin with the background of the
research topic and state-of-the-art scenario in brief. The origin and the development
of the research concept along with the most significant contributions in the past must
be summarized in this chapter. At the end of this chapter, the plan of research in the
form of a flowchart should be presented. Further, this chapter should give a lead for
literature search.

b. Literature Review: Literature review is the crucial part of any research. This helps
the researcher avoid reinventing past contributions and results. This focuses on the
past literature in the field of research and its classification under different angles. The
critique comparison or the past literatures will narrow down the research topic and
provide a base for selecting a research topic which will have more pay-off. The
outcome of the literature review gives a direction for feature research.

c. Background of the study and Objectives: Based on the direction of the literature
review, the researcher should clearly spell out the background of the study and also
the objectives of the research. This section should also contain the business problem
and research problem.

d. Research Methodology: Research methodology aims to finalize the activities of

research design and data collection procedure which are as listed below:
1. Research Design
 2. Hypothesis formulation
3. Methods of data collection
4. Analytical tools used
5. Scope of the study
6. Limitations of the study

After designing the questionnaire, the researcher should organize the data collection
activity with the help of interviewers as per the assumed sampling plan and
experimental design. Anyone or a combination of primary data collection methods,
namely, observation method, personal interview, telephone interview and mail survey
is to be used in the study.

e. Data Analysis: The data analysis can be classified into preliminary analysis and
hypotheses testing. This chapter deals with the application of statistical tools for the
analysis of data and making inferences. In preliminary analysis, the data are presented
in the form of charts and graphs to have insight into the research problem. This helps
the researcher come out with some Inferences, but these are based on the observations

from the charts and graph‟s. The second type of analysis is the testing of hypotheses.

The different hypotheses which have been formulated earlier are tested at this stage.
This exercise will reveal certain underlying facts of the research problem which will
help the researcher formulate strategies for the operations of any business system.
This chapter will have a major subsection on results and discussions. In some cases,
this section deals with mathematical models and regression models in addition to the
above items.

f. Conclusion: The chapter on conclusions summarizes research findings, contribution

of the study, limitations of the study, and scope for the future research.

Bibliography: Each and every research work is based on a set of literatures which forms the
foundation for the research theme. This includes identification of the broader area of research
and then narrowing down the specific research issues which are not yet tried by other researcher.
Further, the literatures are helpful for using appropriate tools of analysis. So, bibliography is an
alphabetical catalogue of different literatures which are used in the research.
Appendices: Each and every chapter of the text in a research report should be crisp so as to
enable the readers to have quick grasp of its content. Appendices help achieve such quick grasp
of the content of each chapter of the report. Appendices are placed at the end of the report.

In a chapter, if there is any material whose absence within that chapter itself does not affect the
flow of reading and grasp of the content, then it can be presented at the end of the report under
the heading' Appendices'. The types of materials which are to be placed under appendices are as
listed below:
 The work of any past research which is used in the current report as a module;
 The format of the questionnaire;
 Original data;
 Intermediate tables of any algorithm which are used in the report
 Some micro level charts and figures;
 Long tables;
 Organisational details.

Each of the above items should be referred in the respective chapter(s).

 Appendix 4

Students has to intimate their Joining (through an E-mail) to the career services, Placement
internship coordinator and course coordinator on the day of joining

Students Name:
Joining Date & Time:
Orgnaisations Name:
Reported To:
Departments allotted (if any):
Students Mobile Number (both permanent and new):

Emergency Contact Details:

In Case of emergency, please contact: <name of the emergency contact>

Relationship:
Mobile No:
Landline with STD code:
 Appendix 5

SUMMER INTERNSHIP <year>

Mentor Detail Form

Please fill in the following details regarding your Summer Internship Program (SIP)

Name of the Student:

Course:

1. Name of the Organisation:

2. Postal Address:

3. Project Title & Description:

4. Name of the mentor:

5. Designation:
6. Email id of the mentor:
7. Mobile no. of the mentor:
8. Date of Commencement (DD/MM/YYYY):
9. Date of Completion (DD/MM/YYYY):

<Signature of the student >

Date:
Place:
E- mail:
Mobile: