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GIRNE AMERICAN UNIVERSITY

FACULTY OF ENGINEERING

SUMMER TRAINING RULES AND REGULATIONS

Engineering summer training is the 30 working days long internship period in which the engineering students are expected to apply their theoretical knowledge, which they acquired during their Bachelor level studies, in a real life professional environment. Summer training can be performed at any private or governmental institution which is involved in any of the following areas: manufacturing, assembly, measurement, control, research and development, software development, technical support, plant management. During the training, the engineering students encounter with the professionals and the real life tasks, so that they have a better chance to prepare themselves for the industries’ needs and decide on their exact field of professional interests. At the end of the 30 days of training, which is performed after the third year of the bachelor studies, the students write their summer training reports which summarize their internship experience. The internship period of a student is then judged by the committee evaluation of his/her summer training report.

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Regarding the Summer Training Evaluation

YOU MUST SUBMIT:
2 X PRINTED REPORT(IN PLASTIC BINDING)
1 X CD(Including your report and other related documents you wish to include)
1 X LOG-BOOK (In closed, sealed and signed envelope)

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ELIGIBILITY
(for Electrical and Electronics, Industrial and Computer Engineering Students)

To be eligble for summer training and training evaluation you have to satisfy the following conditions:

1. By the end of the Fall semester of the summer training year, there must be at most 18 credited courses left which you have to take until your graduation.
(F graded courses and the new courses you have never taken before will be counted. Turkish and history courses are not inclusive.)

2. You must have a passing grade from at least half of your departmental third year core courses:
· For Industrial Engineering students 3 of the IE 3XX courses
· For Computer Engineering students 4 of the CEN 3XX courses
· For Electrical & Electronics Engineering students 4 of the EEN3XX courses

3. If you manage to satisfy condition 2 by the end of the summer school, you can still perform the summer training.
(THIS IS NOT POSSIBLE FOR CONDITION 1)

ELIGIBILITY
(for Civil Engineering Students)

BE AWARE THAT, CIVIL ENGINEERING DEGREE REQUIRES TWO INTERNSHIP PERIODS:

For the 1st Summer Training - (CVEN250 - Summer Training I) (30 working days) To be eligble for the first summer training  you have to satisfy the following conditions: 1. By the end of the Fall semester of the summer training year, there must be at most 32 credited courses left which you have to take until your graduation. (F graded courses and the new courses you have never taken before will be counted. Turkish and history courses are not inclusive.) 2. For the TRANSFERED STUDENTS ONLY: There must be at least 3 credited engineering faculty's courses passed at GAU before going to training.


For the 2nd Summer Training - (CVEN350 - Summer Training II) (30 working days) To be eligble for the second summer training you have to satisfy the following conditions: 1. You must have a passing grade from the CVEN 250 - Summer Training I in your transcript. 2. By the end of the Fall semester of the summer training year, there must be at most 20 credited courses left which you have to take until your graduation.
(F graded courses and the new courses you have never taken before will be counted. Turkish and history courses are not inclusive.) 3. You must have a passing grade from at least 5 of the CVEN 3XX courses

HOW TO CHOOSE A COMPANY


1. The company at which you are planning to perform your summer training must have at least one engineer from your own major.

If not, your summer training will not be evaluated. (Prefer more engineers for a better experience).

(i.e. At least one Computer Engineer for Computer Engineering students,
At least one Industrial Engineer for Industrial Engineering students,
At least one Electrical & Electronics Engineer for Elec. & Electronics Engineering students.)

2. If you failed your summer training before, you cannot perform the summer training at the same company once again. 
If you do, your summer training will not be evaluated.

HOW TO APPLY FOR TRAINING


1. You must;
- get a summer training letter from your departmental Summer Training Coordinators and have it signed.
Coordinators are:
- Computer Engineering Department : Dr. Nasser Lotfi
- Electrical and Electronics Engineering: Prof.Dr. Ali Zeki
- Industrial Engineering: Dr. Salahi Pehlivan
- Civil Engineering: Dr. Mohammad Ali Mosaberpanah
- Energy Systems Engineering: Dr. Selim Solmaz
- Automotive Engineering: Dr. Buğçe Eminağa Tatlıcıoğlu



2. send the letter to the company.


3. The company which will accept you for summer training must e-mail us back (staj@gaueng.org or internship@gaueng.org) the filled and approved “Company Information Form”. (See Below)


4. After the company is confirmed by the summer training committee, you must get a “Summer Training log-book” from this web site and have it signed by the Summer Training Committee coordinators before going to summer training. After finishing your training, filled and approved log book should come back to the faculty in a company sealed and signed envelope.

Conditions to accept a Company Information Form:

1. All fields must be completely filled

2. The dates should cover 30 working days (6 weeks). Working Days mean Monday to Friday.

3. All provided emails must be comany domain emails, not yahoo,gmail, hotmail, outlook etc emails.

4. Number of employees must be reasonably high, not 4,5 employees.

5. Engineers' information must be correct and include at least one engineer from your own major.

6. Company should not include first degree relatives of the student (mother, father, siblings, uncles, aunts, nephews, cousins are not accepted).

(DEADLINE IS THE FIRST DAY OF SUMMER SCHOOL FINAL EXAMS.
ANY APPLICATION AFTER THAT WILL NOT BE ACCEPTED.)

flowchart

COMPANY INFORMATION FORM


1. This form should be filled by the company representatives in electronic word document format and emailed back to the summer training committee using emails internship@gaueng.org OR staj@gaueng.org

2. If the “Company Information Form” is not e-mailed back to us from the company, your summer training will not be evaluated.

LOG BOOK


1. You should download, print and get the printed log book in plastic binding.
2. The bound log book should be brought to the Summer Training Coordinator of your department for signature.

Coordinators are:
- Computer Engineering Department : Dr. Nasser Lotfi
- Electrical and Electronics Engineering: Prof.Dr. Ali Zeki
- Industrial Engineering: Dr. Salahi Pehlivan
- Civil Engineering: Dr. Kezban Özlütaş
- Energy Systems Engineering: Dr. Selim Solmaz
- Automotive Engineering: Dr. Buğçe Eminağa Tatlıcıoğlu


3. If you go to summer training with unbound and unsigned log book, your training will be rejected.
4. Your training can start only after the signature date of the logbook. (e.g.. if the coordinator signatures have the date of 12.12.2012 then your training can start on 13.12.2012 earliest.)

FOR TURKISH REPUBLIC CITIZEN STUDENTS ONLY 

( SADECE T.C. VATANDAŞI ÖĞRENCİLER İÇİN GEÇERLİ T.C. SGK SİGORTA İŞLEMLERİ)


(THIS PART GIVES INFORMATION TO TURKISH REPUBLIC CITIZENS ABOUT THE TURKISH SOCIAL SECURITY INSURANCE PROCEDURES.)TÜM STAJ BAŞVURU VE KABUL İŞLEMLERİNİZİ TAMAMLADIKTAN SONRA :Türkiye Cumhuriyeti Sosyal Güvenlik Kurumu yasaları kapsamında "SGK İş Kazası ve Meslek Hastalığı Sigortası " yaptırmak isteyen öğrencilerin, sigorta işlemlerini üniversitemiz aracılığı ile yaptırabilmeleri için aşağıdaki işlemleri tamamlamaları gerekmektedir:

1. Öğrenci başvuru formunu doldurup imzalayıp, bölüm başkanlarına imzalatmaları. [Ogrenci Basuvuru Formu.doc]
2. Staj Yapılacak Kuruma, Firma Onay Formunu doldurtup imzalı ve kaşeli halinin çıktısını almaları. [ Firma Onay Yazisi.doc]
3. Başvuru formunda verilen banka hesabına, 30 iş günü için gereken miktarı yatırmaları.(Miktar yine başvuru formunda yazmaktadır)
4. Aşağıdaki evrakların dijital kopyalarını (eğer dijital kopyanız yok ise dökümanları tarayıcı kullanarak dijital hale çevirin) staj@gau.edu.tr e-posta adresine  15 Şubat veya 15 Haziran tarihlerine kadar göndermeleri.
(NOT: Lütfen cep telefonu ile fotograf cekerek dijital belge elde etmeyin. Dosya boyutları büyüyeceğinden eposta yolu ile iletimleri mümkün olmayacaktır. Ayrıca, evraklar resmi kurumlarca kullanılacağından döküman kalitesi önem taşımaktadır !!!!!!!) Gerekli Evraklar
- Öğrenci başvuru formu
- Kimlik Fotokopisi ve üzerine yazılacak ikamet adresleri
- Öğrenci Belgesinin Fotokopisi
- Staj Yapılacak Kurumdan Onay Yazısı
- Sigorta ücretinin yatırıldığına dair banka dekontu.

AFTER TRAINING


After finishing the summer training, you must write a “Summer Training Report” and submit two (2) copies of the report together with the log-book, before the deadline that will be announced later. Report writing rules and regulations are provided to you below. 

If you do not submit your training report and log-book before the deadline, your summer training will not be evaluated.

REPORT FORMAT

Cover Page Must Include:
- University Name
- Faculty name
- Department Name
- Student ID
- Student Name
- Company Name
- Dates of the Training
- Submission Date

Chapters must be arranged as follows:
- Introduction (2-4 pages)
- Information about the Company (1-2 pages)
- The Problem Definition (4-10 pgs.)
- The Work-Done (12-22 pg.)
- Conclusion (1-2 pages)

Content Description:
  1. Introduction: This chapter introduces what you will talk about throughout the report.
  2. Information About the Company: This chapter gives information about the company where you performed your summer training. It can include the number of employees, departments and field of the company as well as the contact information.
  3. The Problem Definition: In this chapter you should explain what you worked on (the types of jobs you performed etc.) How you performed the tasks should not be in this chpater. DO NOT INCLUDE any technological device/method/software/tool/cable/technology definitions or explanations.
  4. The Work Done: In this chaper you are explicitly explain what exactly YOU performed to solve the tasks you explained in Chapter 3. (The methods you used, algorithms you used, tools you learned etc.)  DO NOT INCLUDE any technological device/method/software/tool/cable/technology definitions or explanations.
  5. The Conclusion: This chapter summarizes the whole report. You can include what you learned in your summer training, what difficulties you had, what type of experiences you gained etc.
A final note:  1. The whole report should only and explicitly talk about the work performed by you during the summer training. DO NOT WRITE (COPY – PASTE) A USER GUIDE OF A TOOL OR A TUTORIAL ABOUT A LANGUAGE. 2. DO NOT WRITE EXPLANATIONS ON DAILY BASIS (i.e. Day one I did this, Day two I did that kind of reports are not acceptable)

Writing Rules:
- Pages must be numbered starting from Introduction Chapter
- All margins (Left, Right, Top, Bottom) must be 1 inch.
- All Chapter Headings - Arial 14 pts Bold
- All Sub Headings - Arial 12 pts Bold
- All Body Text - 12 pts Times New Roman
- All line spacing must be 1.5 points
- Paragraphs must be justified
- First paragraph of a subject must be 1 tab indented (others must not)
- Remaining paragraphs must be fully justified

General Rules:
- Table of Contents after cover page before chapters
- Program code, big pictures, and screen shots must be in appendix
- Appendices must be “referred to” in the text
- Report must be in plastic binding
- Min 20 - Max 40 Pages (excluding appendices, cover page and table of contents)

Format Key:

format

About APPENDICES and REFERENCES :
Of course there is no need to mention about appendices and references to a student whose waiting for graduation and prepared lots of reports until now, but just in case, it will be appropriate to remind once again. 

All program codes, big pictures, large figures, long tables and screen shots must be replaced in appendix (so, we'll not use them as filling material to reach page limits). Whatever placed in appendix must be referred in body-text, otherwise your appendix section will be considered as unrelated. In case of using an external document (a section from a book, a web-page, an article etc.), reference of this material must be given before appendix section with name of 'List of References'.

SAMPLE REPORT


Following report was written by one of the GAU Computer Engineering Department students, Mr. Ameer Hussain Abdul Hussain, for the summer training performed during summer 2010.

You can download and use the report to see what your report should look like. Pay attention that, more than 90% of the report is written in students' own words explaining only what he performed. In other words, you should observe that a proper report should not have extensive general knowledge and focus only on what the student performed during the training.

WARNING !!! DO NOT INCLUDE SENTENCES FROM THIS REPORT INTO YOURS. THAT WILL BE PLAGIARISM AND WILL RESULT IN REJECTION OF YOUR SUMMER TRAINING.

EVALUATION PROCESS

(NEW UPDATED VERSION)
1. After you return from the summer training, a deadline will be announced for the submissions of the summer training reports.

2. You should submit TWO HRD COPIES and a softcopy of your report together with the log-book. Submitted reports will be checked by faculty members against format deficiencies and reurned to students. Pay attention that, this will be the last chance to further correct the reports. That is to say, after re-submission there will not be any further correction feedback and report grading will be directly performed.

3. You should re-submit TWO HARD COPIES of your report to the committee. Re-submitted reports will be distributed to reviewers for a "BLIND PEER REVIEW" process. Blind peer review means, two reviewers will read your reports separately without knowing about each others identity.(i.e. A faculty member will not know which other faculty member is reading the second copy of your report)

3. Each of the reviewers will electronically submit their evaluation to the summer training committee. Weight of the report evaluation is 50%.

ANY STUDENT WHOSE R EPORT RECEIVES LESS THAN 20/50, WILL NOT BE PERMITTED TO ORAL EXAMINATION AND EVALUATED AS UNSECCESSFUL.

4. After the reports are peer reviewed, ORAL EXAMINATION will be carried out. During these examinations juries formed from two faculty members will be directing quesitons to the students. Weight of the oral examination will be 50%.

PLEASE PAY ATTENTION THAT THERE IS NO POWER POINT PRESENTATION SLIDE WILL BE PREPARED AND USED for the Oral Examination.
(IF YOU WISH, YOU CAN BRING YOUR REPORT WITH YOU TO THE EXAMINATION. ANY OTHER MATERIAL IS NOT ALLOWED.)

JURY MEMBERS WILL ASK QUESTIONS FROM YOUR REPORT CONTENT AND YOU WILL BE ANSWERING THOSE QUESTIONS.

5. Passing grade for the summer training is 60/100.(i.e. combined overall grade of the report and the oral examination)

Accept means that you received a passing grade for the training. 

Reject means you have to perform another 30 working days of training once again in a different company.