PRACTICUM


1.0 POLICY

Career Practice, the second component of the Placement & Linkage Cycle, serves as the primary method for the integration of academic knowledge with professional experiences. As the flagship program, On-The-Job Training (OJT) / Practicum Programs supplement the knowledge imparted through Career Awareness programs through the development of actual work-related competencies. Career Practice aims to expose students in the real world of work, and business, engineering, computing and medical environments in order to develop their capacities, capabilities, attitudes, professional attributes, and work ethics that contribute to their employability and life-long learning. With the objective of producing professionals and potential leaders of the society, AMAIUB believes that WBL helps the students identify their career paths and work towards professional success. The success of WBL lies on the tripartite partnership between the University, the participating employers or work based and placement learning institutions, and the students.

2.0 PURPOSE

These policy and procedures outline the processes in assisting AMAIUB students in the course of their Work Based Learning (WBL)/ Practicum activities.

These also define the roles and responsibilities of the Head of Academic Affairs, Deans, PLO Head, PLO Advisers/Mentors, employers/work based and placement learning institutions, and the students.

Moreover, the Career Practice aims the following:

  • to provide opportunities for students to apply their knowledge and skills, learned and enhanced from AMAIUB;
  • to allow students to develop new skills in team building, human relations, leadership, communication and work ethics;
  • to enable students to interact and work with , and learn from trainers/supervisors who represent their respective companies/institutions;
  • to provide students with the opportunities to conduct self-assessment of their performance in the work place, recognizing their strengths and weaknesses for future development needs;
  • to implement structures and procedures to assure the quality of WBL;
  • to develop linkages and strengthen partnerships with the employers/ participating companies/institutions;
  • to ensure a safe, fair, decent, and conducive atmosphere to students;
  • to produce highly skilled graduates dedicated to life-long learning and responsive to the growing socio-economic needs of Bahrain and the region.

3.0 SCOPE

The Practicum/OJT Program is an integral part of the Bachelor of Science in Business Informatics (BSBI), Bachelor of Science in International Studies (BSIS), Bachelor of Science in Computer Science (BSCS), Bachelor of Science in Mechatronics Engineering (BSME), Bachelor of Science in Informatics Engineering (BSIE), Bachelor in Medicine Science, and the Doctor of Medicine programmes at AMAIUB. The University defines WBL as any situation that provides students various opportunities to apply knowledge and skills learned from the University to workplace environments afforded by WBL linkage partners. AMAIUB ensures that the intended learning outcomes of the WBL is assessed and credited as part of the respective programmes where students are enrolled.

4.0 RESPONSIBILITIES

Head, Academic Affairs

  • ensures that the Practicum course’s intended learning outcomes contribute to the overall aims of the respective programmes where students are enrolled; and
  • approves PLO WBL forms and mechanisms used to monitor students’ progress.

Deans

  • designates students’ practicum advisers/mentors ;
  • supervises the practicum advisers/mentors in the submission of the students’ performance evaluation;
  • recommends the programme’s Practicum coordinator to the PLO Head.

Head of the Placement and Linkages Office (PLO)

  • endorses students to their identified WBL companies/institutions;
  • assists students in identifying and allocating placements in case they have not chosen one;
  • provides procedures for students enrolled in the programme;
  • heads the conduct of the Career Orientation Seminar;
  • provides PLO Practicum forms and mechanisms to monitor students’ progress;
  • supervises the Practicum Advisers/ Mentors in their specific duties and responsibilities;
  • monitors the implementation of the Practicum/OJT activities;
  • informs the students, practicum advisers/mentors, and company/industry partners of their duties and responsibilities;
  • administers Employer Survey forms that allow company/industry partners to assess and give feedback to AMAIUB students’ performance in the workplace; and
  • strengthens partnerships with employers.

Practicum Advisers/ Mentors

  • meets the students during the scheduled time to discuss practicum matters;
  • responds to student queries/concerns related to practicum experience and assessment procedures;
  • checks the veracity and accuracy of data in the students’ application letters and CVs;
  • submits the application letters and CVs to the PLO Head to secure endorsement letters;
  • identifies and recommends training institutions to the PLO Head and makes sure that these partner institutions provide a safe working environment to the students;
  • keeps and updates records/data of information of training institutions such as:
  1. company profile; and
  2. name of the company’s employee who will be responsible for supervising/supporting the practicum experience and his/her contact number and e-mail address.
  • ensures that students will be given an actual work in training institutions that are relevant to their academic preparation;
  • monitors the activities of the student-trainees through actual visits at least once a week or as agreed upon with the student-trainees;
  • consults with the training institution’s practicum supervisor regarding the student’s performance;
  • visits practicum students in their respective companies and accomplishes company visit forms;
  • furnishes students with the approved PLO forms;
  • keeps track of the students’ progress and makes sure that requirements for the Prelim, Midterm and Finals are submitted on time;
  • evaluates the performance of the students in consultation with the training institution practicum supervisor and gives the students a numerical grade.

Company/ Institution/Organization

  • defines the types and nature of training opportunities available in the company/institution;
  • designates a qualified and trained personnel who will mentor the student-trainees;
  • conducts learning avenues to meet the intended learning outcomes of Practicum;
  • sees to it that the assigned supervisor reviews and assesses the students’ progress and performance during the training period;
  • provides company/institution information to the student-trainees;
  • enables the student-trainees to gain fair, safe, decent, and conducive training opportunities;
  • assists student-trainees in the development and completion of Practicum Accomplishment Report by providing appropriate assessment and other pertinent information; and
  • works with the University in the maintenance and the enhancement of Practicum program of activities.

WBL Student – Trainee

  • attends the Practicum Orientation Programme to be informed of his/her duties and responsibilities;
  • performs the task(s) assigned to him/her promptly and satisfactorily by engaging fully in the Practicum processes in order to achieve the intended learning outcomes;
  • informs the Practicum adviser/mentor of any issue/problem which will affect, in one way or the other, the satisfactory achievement of the WBL learning outcomes;
  • utilizes the PLO forms to document and to keep a record of the reporting day’s activity, problems encountered, solutions offered and/or implemented, etc. ;
  • abides with the WBL company/institution regulations and policies;
  • maintains confidentiality of any sensitive information concerning the transactions of the WBL company/institution;
  • informs in advance the Supervisor of the training institution of any absences or tardiness from scheduled work hours and consults him/her for any concerns related to WBL;
  • adapts with the training institutions/companies’ culture, methods, leadership and programmes;
  • shows awareness of his/her rights concerning a period of Practicum/Placement which include:
  1. safe working environment; and,
  2. fair treatment in accordance with the University and WBL company/institution polices.
  • follows the correct procedures in the Practicum programme which includes:
  1. Reporting to your respective Practicum Adviser for orientation of the OJT Program. Attend the scheduled Pre-Deployment Orientation Seminar for Practicum Students.
  2. Identify the institution where you want to undergo training.
  3. Prepare an Application Letter to undergo the training with Curriculum Vitae (CV) attached (with proper photo). This will be checked by the adviser.
  4. Fill-up the request slip for securing endorsement letter (attach a copy of application letter and CV) and have it approved by your Practicum Adviser. The Adviser will forward the request to the Placement and Linkages Office (PLO).
  5. Get the Endorsement Letter from the Practicum Adviser. Make two (2) copies (one for the PLO and the other for your Practicum Accomplishment Report/PAR).
  6. Proceed to the Training Institution with the Endorsement Letter, Application Letter, and CV.
  7. Get an acceptance letter from the Training Institution and submit two (2) original copies to the Adviser. The Adviser will forward one copy to the PLO. Get the following required information from the Training Institution for the Training Agreement Form(TAF):
    1. Inclusive Dates of Training;
    2. Trainee’s Working Hours Per Week and Timings/Schedule;
    3. Department/Unit where the Trainee will be assigned;
    4. Trainee’s Job Description;
    5. Training Supervisor’s Name and Title/Position; and
    6. Training Supervisor’s Contact Information (Phone Number and E-mail Address)
  8. Get a TAF and a TPO from the Practicum Adviser (signed by the University Representatives- College Dean and Head of Academic Affairs) and have it signed by the Training Institution Representative. Submit a copy of the TAF and TPO to the Adviser (the original will be an attachment of PAR).
  9. Undergo an orientation with the Training Institution Supervisor and start the training (120 hours).
  10. Report to the Practicum Adviser for the following:
    1. Submission of requirements;
    2. Progress Report;
    3. Evaluation forms (Evaluation of Competencies, Performance Evaluation, PAR Evaluation Form) to be given to the Training Institution before the completion of OJT;
    4. Preparation of the Practicum Accomplishment Report (PAR); and,
    5. Submission of the Practicum Accomplishment Report (CD and hardbound copy to the Practicum Adviser to be forwarded to the PLO).
  • submits periodical requirements on time, which include:
  1. Prelim Requirements
    1. Endorsement Letter (2 copies- for PLO and PAR)
    2. Application Letter
    3. Curriculum Vitae (CV) with photo attached
    4. Acceptance Letter (2 copies- for PLO and PAR)
    5. Training Agreement Form (TAF) (2 copies- for PLO and PAR)
    6. Training Plan Outline (2 copies- for PLO and PAR)
    7. Certificate of Attendance for the Pre-deployment Orientation Seminar
    8. Business Card
    9. Chapter 1- Company Background
    10. Preliminary Examination Permit
  2. Midterm Requirements
    1. Chapter II-Narration of Experiences
    2. Chapter III-Evaluation of Practicum Experiences
    3. Insights gained from all phases of OJT
    4. Problems encountered
    5. Solutions offered
    6. Recommendation
    7. Conclusion
    8. Midterm Examination Permit
  3. Final Term Requirements
    1. Chapter IV- Detailed Weekly Reports
    2. Appendices
    3. Documents submitted during Prelim Period (endorsement letter, CV, application letter)
    4. Certificate of Completion (120 hours specified and signed by the Training Institution representative). Two original copies must be submitted to the Adviser.
    5. Evaluation of Competencies signed by the Training Institution representative.
    6. Performance Evaluation signed by the Training Institution representative.
    7. PAR Evaluation Form
    8. Daily Time Record/Daily Work Accomplishment Report signed by the Training Supervisor
    9. Summary of Attendance and Work Accomplishment Report signed by the Practicum Adviser
    10. Photos of OJT activities (student while on the job)
    11. Vicinity Map
    12. Hard bound copy and CD of the WBL Accomplishment Report (with attached PAR Evaluation Form duly accomplished and signed by the Training Supervisor)
    13. Final Examination Permit

5.0 DEFINITION OF TERMS

Work-Based Learning is learning that is integral to a higher education program, and which is based in the workplace and assessed and credited as part of the University programme. It is usually and demonstrated through engagement with a workplace environment, the assessment of reflective practice and the designation of appropriate intended learning outcomes.

Trainee is a student enrolled in the Practicum course who receives hands-
on experience and develops skills relevant to employer needs through WBL opportunities.

Adviser/Mentor is a senior or more
experienced individual who is assigned to act as an advisor, counselor, evaluator, or a guide to the practicum trainee. He or she is responsible for providing support to and feedback on the trainee in his or her charge. The WBL advisor/ mentor is the assigned teacher handling the Practicum course and the Head/ Supervisor representative of the partner company/industry where the student is having his/her WBL immersion.

Employer/Company/Organization is any business, medical, engineering, or computing private or public institution which provides practicum/training opportunities to students.

Assessment is the evaluation of a student's performance or achievement
of the WBL objectives which lead to the realization of the Practicum’s CILOs.

Deployment is the entire process of carrying out Practicum activities to students, mentor/advisers, and company/industry partners.

6.0 PROCEDURES

DEPLOYMENT

The Head of Placement and Linkages Office (PLO) is tasked to forge partnerships/linkages with various local and international industry partners as WBL potential venues for the students.

  • The PLO organizes Practicum Orientation Seminar to provide significant information regarding the training activities.
  • The PLO maintains a database of potential employers and posts these in conspicuous areas in the campus.
  • Any student requiring assistance may file his/her request to the PLO and submit the following documents:
    • Student’s certificate of registration (COR)
    • Curriculum Vitae
  • The PLO prepares a letter of endorsement to the prospective WBL employer submits this together with the students’ credentials/documents.
  • The PLO follows-up with the company and advises students on the status of their applications. If accepted, the students are deployed to the training institution; otherwise, they will be referred to other companies.

ASSESSMENT

Practicum activities should be subject to effective assessment and evaluation procedures. These should include as a minimum:

    • Evaluation of Competencies signed by the Employer/Training Institution representative;
    • Performance Evaluation signed by the Employer/Training Institution representative;
    • PAR Evaluation Form;
    • Employer Survey Form;
    • Numerical Assessment of the Adviser/Mentor; and
    • Ensuring feedback from company/institution/organization through the focused employers’ group.

Grading of OJT/ Practicum students should be based on the following:

Performance Evaluation (by the company supervisor/head) - 50%

Competencies Evaluation (by the company supervisor/head) - 20%

Practicum Accomplishment Report (by the company supervisor/head) - 20%

Punctuality (by the Practicum Adviser) - 5%

Attendance (by the Practicum Adviser) - 5%/100%

7.0 REFERENCES

  • Operations Manual
  • Procedures Manual
  • Quality Manual
  • Student Handbook

8.0. QUALITY RECORDS

  • PLO WBL Forms
  • List /Database of Employers/Training Institutions
  • Endorsement Letters to Companies
  • Training Opportunities File Record

9.0 DISTRIBUTION LIST

  • Head, Academic Affairs
  • Head, Administration
  • College Deans
  • Head, OSA
  • Head, Government and External Affairs
  • Head, Registration
  • Head, Quality Assurance and Accreditation