This plan of action contains a number of steps that you should follow before and during your internship. You are responsible for organizing your own internship. This is part of the learning experience of your internship. Of course, you are supported by the internship coordinator during the whole internship procedure. The internship coordinator is to be reached by telephone, email or if you wish to plan for a meeting, please use the planner tool.
Internship proces in a nutshell
This interactive pdf contains a short version of the following information for the plan of action. It also contains some extra links to helpful websites.
Information sessions
Once a year, in October/November, the internship coordinator organizes an information session. The internship coordinator provides general information about the internship. Per session, two students will present their experience (preparation, application, experience while there, and evaluation). It is strongly advised to attend the session because the examples often stimulate thinking about your plans. All active MSc students will be invited to join the session by email and the session will be announced on Canvas.
Missed the session? Please feel free to listen to the latest information session by visiting the Canvas website.
Intake with the internship coordinator
You are welcome to plan for an intake meeting with the internship coordinator when you know that you would like to start your internship in about 6 months. During this meeting, you will discuss all aspects of your internship.
Please consult the information available on this webpage before organizing this meeting with the coordinator.
During this meeting, you will discuss your individual procedure to arrange for an internship.
The internship coordinator can support you with finding an internship location, writing a motivation letter and your resumé, figuring out what to do when you do not satisfy the set requirements, and helps check your contract.
Please use the planner tool to organize an online meeting. Don't forget to fill out how you wish to be contacted, for example, by Teams, Skype, or regular telephone.
Exploration of the possibilities
research department
Research departments have many valuable contacts with companies that may lead to an internship assignment. Perhaps you would prefer to speak with staff members of several departments. For more information, please visit the webpage for the EEMCS research departments.
Canvas
On the CANVAS website for EEMCS internships, you can find internship assignments as well as experience reports written by students who went for an internship before you. There are also a few websites given that could help you find an internship that fits your interests.
Free search
Of course, Google and LinkedIn, and other web searches may reveal new companies and institutes as well.
Also, visit the webpages http://www.wilweg.nl to find tips for the country you would like to go to!
See the interactive pdf for some helpful search links or check Canvas for possible starting points.
Study advisor
Your study advisor can help you with questions about your study, study plan, or study progress. If you do not meet the prerequisites to be allowed to start the internship that are set for your program, you can take this up with your study advisor. If dispensation is needed, click here for more information.
program mentor
The programme mentor is appointed by the Examination Board to advise students in their choices, and with the power to grant the approval of their course programme. Students can contact the programme mentor anytime to get advice on courses to take, internships, research topics, or research assignments.
How to choose an assignment or internship provider
The following steps will help you in finding an assignment and internship provider that fits your personal interests.
How to choose an assignment:
1. aim for your goals and values (specialization)(environment)
2. wide orientation on possibilities (10 possible leads)
3. select and explore several options (visit 4 companies or schedule for online meetings)
4. make a decision
Application to the internship provider
Every application requires specifically tailored documents. Writing an application can be quite a lot of work. Therefore, you can receive individual assistance by Career Services or the internship coordinator during the preparation of these documents. This experience is a great help when you are looking for a job at the end of your study.
An application consists of at least two documents: a letter of application and a resumé. For more helpful information on preparing your curriculum vitae please visit the Europass website.
Follow the status of the application
When there is no response within one week after sending your application documents, it is advisable to send a gentle reminder. When in doubt, ask the internship coordination for advice; the actions you need to take will depend on the intended supervisor and company or institute. Often a phone call is a quick way to get information. Of course, a negative answer can cause disappointment. Discussion with your internship coordinator can help in such situations.
Assignment definition
When you are accepted by a company for an internship, a new phase starts with negotiating all aspects important for the internship period: work to be done (assignment description), start and end date (fixed duration of 14 weeks for MSc students and 10 weeks for BSc students), supervisors, finances, accommodation, contract, etc.
A description of the internship must be drawn up and approved by a member of UT staff appointed as examiner (UT supervisor). This approval must be obtained before commencing the internship.
The first task of the UT supervisor is to approve of the assignment (correct scientific level, realistic amount of work). The internship provider needs to provide a document describing your internship assignment. This document should indicate who will supervise the assignment at the internship provider. This description has to be approved by the UT supervisor. To make sure everyone is happy with the agreement, please negotiate with both supervisors about the best possible assignment.
Once the assignment has been approved upon you can fill out the details in the Mobility Online system. All details will be automatically put in a proposal form format that needs to be signed by you and your UT supervisor.
A good way to structure the assignment is:
- Start with a problem definition
- Structure a plan for finding a solution
- Apply your knowledge and competences
- Find and acquire additional knowledge, where necessary
- Work according to a self-directed realistic plan
- Draw correct and clear conclusions
- Report everything in a clear and concise way
While you are negotiating with your supervisors, make sure everyone agrees on the end result, the content of the internship report. A general framework can be found here, but make sure that if they miss anything, you also add that into the final version.
Registration
Internships must be registered approx. 2 to 3 weeks before the internship startdate, in the Mobility Online system. Students wanting to request for a scholarship when going abroad must register at een earlier stage.
Fill out all specific information about the addresses of your destination. This way the university will be able to help you in case of a calamity.
As soon as your assignment and supervisors are known, fill out the details in the proposal form on Mobility Online. If a complete and fully signed proposal form is uploaded, the proposal form will be approved for and you can go on to the next step: requesting a scholarship if you will go abroad for your internship.
This request should be done at least 4 working weeks before the start of your internship.
Scholarship
If you go abroad you can apply for a scholarship, at least 4 working weeks before the start of your internship.
For more information on scholarships please visit the study abroad website.
Contract
Before the start of the internship period, the company and the student sign a internship contract. The university prefers the following agreement being used: English version / Dutch version.
Your internship coordinator can sign for the contract as soon as you filled out all the relevant details and send it via e-mail to mobility-eemcs@utwente.nl.
Organizations offer compensation for internship related costs, others don't. It is important to ask the internship provider about this, so it can be filled out in the contract.
confidentiality
The internship report will be made public unless confidentiality has been deemed necessary. With reference to art. A3.11 in the Education and Examination Regulations.
In all cases, the report will have to be available for inspection by the accreditation organisation (NVAO) which has the right to check the quality of our internship projects. For more information please check our Education and Examination Regulations.
A confidential report remains accessible for the supervisor, the Programme director, and any members of bodies with the authority to assess the quality of the grading of the entire programme.
All parties mentioned are required to respect the confidentiality of the report.
When a NDA is in place, the managing director of EEMCS signs the NDA as a representative of the University. Please send the NDA to the internship coordinator requesting so, mobility-eemcs@utwente.nl.
Standard formats (approved by our corporate lawyers) can be found here:
- NDA two parties without fine
- NDA two parties with fine
- NDA multiple parties without fine
- NDA multiple parties with fine
Planning
Once you have signed the contract, it is important to make a clear plan with both supervisors. A good plan will help you to deliver a complete result within your agreed period.
Initiate a meeting with both your supervisors in order to discuss a planning, milestones, when en how to share progress, when to expect feedback and how to deal with confidential information etc.
Plan for a meeting with both supervisors during your internship (middle) invite your UT supervisor to visit the company.
And last but not least schedule for an evaluation meeting with both your supervisors at the end of your internship. Present your result and hand in the final version of your internship report.
general build-up
The general outline of your internship can be:
- Three to four weeks doing literature research, to make sure you know everything needed to fulfill the internship correctly.
- Six to eight weeks at the internship provider to get practical work experience
- Last three to four weeks should be spent analyzing everything you have found during the rest of your internship.
During the whole process, you should also work on your internship report so you will have it finished in time. Writing a report is an integral part of your internship.
Preparation of visa, traveling and stay
For more information regarding an internship abroad, check the Study abroad webpage.
VISA
A visa for an internship (not equal to a tourist visa!) is sometimes difficult to obtain, can be expensive and it often requires a lot of time (up to several months). So start arranging this as soon as possible. You could start by contacting the HR department of the internship provider or the Dutch Embassy representing the host country.
TICKET
A ticket is often much cheaper if bought far in advance. However, do not buy a ticket before you have certainty about the internship position and the right visa.
You could arrange an International Student Identity Card (ISIC). ISIC allows you as a student to prove your official student status and make the most out of student benefits and discounts at 150.000 locations across more than 133 countries.
Room
Finding a room might be easy or rather difficult. The internship provider is the best option to support you in finding one. Sometimes the internship provider can provide for a room, otherwise, they might have information about organizations that can mediate.
A lot of students look for a room via social media as well, in this case be careful and alert to fraudsters.
Insurance and registration
Explore the adequacy of your insurance when you go outside the Netherlands. Some student insurances are not valid if you have some form of a job, even when it is just an internship. You can ask your internship provider what is usual for their country, on top of that consult the Sociale Verzekerings Bank. If you are paid as well as or instead of financial compensation from the internship provider, your current insurance will most likely not be enough. Visit Study in Holland or the finance website of the university for more information.
Always register international travel with the University of Twente via Mobility Online. All staff members and students of the UT going abroad for their work or study should register. This way, the UT knows where their members are. This registration also means that you are insured at the university, as they have an agreement with AON about this. In unsafe situations, the registration is used to arrange information and assistance. Note that this registration is compulsory. It is your individual responsibility to check whether your insurance is adequate for your personal situation.
You can check or change your registration at International travel registration and travel insurance.
Requirement check
To find out if you are allowed to do an internship, you should send an e-mail to Educational Affairs BOZ-EEMCS (boz-eemcs@utwente.nl) with a cc to the internship coordinator (mobility-eemcs@utwente.nl). This should be done a month before the start of your internship. If your results do not suffice, please contact the internship coordinator for help on what to do.
Pre-departure meeting
If you wish to have one last meeting with the internship coordinator before you leave, to make sure everything is covered. Have this meeting around four weeks before you leave, so you have enough time before your actual departure date to figure out any last things.
Upon arrival
Experience the new situation, the people in your living situation, and the work floor with an open mind. Remember the cultural assessment theory and practice.
In the case of problems, try to be as assertive as possible, but do not hesitate to contact your UT supervisor, as well as the Internship coordinator.
When a calamity arises please contact calamity-offcampus@utwente.nl with a cc to mobility-eemcs@utwente.nl and your UT supervisor.
During your stay
Starting up
In an early phase of your work, initiate a meeting with both your supervisors, for a good introduction and to discuss each other’s expectations. Indicate what you expect with respect to supervision, scientific level, and frequency of meeting. Ask for information about daily working hours, ways of seeking contact and confidentiality, as well as things like reporting, or what to do when you are ill and won’t be able to come to work. This can be done via e-mail but face to face always helps avoid misunderstandings. Make sure this is all agreed upon during your first face-to-face meeting with both your supervisors.
Giving information to your supervisor
During your internship, it is important to give your UT supervisor information about your experience and your progress. If the company wants you to write a confidential report, make sure that your UT supervisor is allowed to access your work in order to be able to grade you in the end.
Report
Start writing the report from the beginning of your project. Apply all the report-writing skills you have learned so far. An essential aspect is to keep your logbook up to date on a daily basis.
You can find a general framework for the report here. Please consult the external supervisor and your UT supervisor about their expectations of the report! To avoid any misunderstandings between you and your supervisors about the content of the report.
Aspects for return
Evaluation by the external supervisor
Please hand over the evaluation form to the external supervisor to be filled out. Discuss the completed evaluation form with your supervisor. This can be a very valuable experience for you. Many companies are willing to provide a reference report as well. You might want to use this in application procedures around your graduation.
At home again
If you were granted a scholarship (TMF/Erasmus), do not forget to finish the participant's report within 30 days after your return to get the final 25% of the grant.
Evaluation
UT Supervisor
Deliver your report and the external supervisor evaluation form (see above) to your UT supervisor soon after you return (no later than two months), please make sure to send the email with a cc to the internship coordinator. Make an appointment to discuss the report and your experience. The UT supervisor will write an examination report and will send this to the internship coordinator.
Coordinator
Please hand in the following documents in order for the internship coordinator to complete your student file with regard to the internship:
- a digital copy of your report (please discuss any confidentiality with the coordinator)
- a digital copy of the evaluation form of the external supervisor
- please check that the assessment form has been sent to the coordinator by your UT supervisor
- an experience report; this document will be used to inform future students about past experiences; add sufficient data about the company, work atmosphere and your project, which must be uploaded to canvas
- the student evaluation questionnaire
See list of deliverables below for instructions when necessary.
List of deliverables
Document | Instruction | Write / Fill out (who) | Submit (who) | Submit deliverables (where) |
Internship report | Student | Student | UT supervisor | |
Experience report | Student | Student | Canvas | |
Assessment form company | See packages | Company supervisor | Company supervisor or Student | UT supervisor |
Assessment form UT supervisor | See packages | UT Supervisor | UT Supervisor | Student and Internship Coordinator |
Student Evaluation Form | Quiz on canvas | Student | Student | Canvas Quizzes |
Mobility Online | Finish the last steps | Student | Student | Mobility Online |
Once you handed in all deliverables you are welcome to schedule an evaluation meeting (not obligatory).