Internship rules for internships that entitle to credits

(document approved on FC 15 September 2004, updated with changes approved on FC 18 May 2005; updated with changes and approved at the Internships Committee of 29 October 2007; updated with changes approved on FC 18 August 2010; updated with changes approved on FC 17 December 2014)

FC 21/01/2021

For whom?

All students who have direct access to the regular programme of the FEA Master can, either during the holidays preceding the first master year, either between the first and the second year, carry out an internship that can count as an elective module in the first or second master of the FEA. The internship can be added to the curriculum of the student to earn credits in the academic year following the internship period.

The internship can earn credits as one of the following course units:

  • Internship 1 (3 credits)
  • Internship 2 (3 credits)
  • Internship 3 (6 credits)
  • International Internship 1 (3 credits)
  • International Internship 2 (3 credits)
  • International Internship 3 (6 credits)

Internship 1, 2 and 3 are internships in Belgium outside of their "trusted" academic environment. International Internship 1, 2 or 3 are internships abroad.

The concerned Study Programme Committee can decide on the number of credits in the curriculum for internships.

    Internship rules FEA

    Requirements which the internship must meet

    • The internship should preferably be practical and/or experience-driven. The intention is for the students to carry out the internship outside of their "trusted" academic environment.  The internship is preferably carried out in a company, research institute or university either at home or abroad. An internship at a university will only be accepted if the university involved is not a Dutch-Belgian university.
    • The internship should be of a sufficiently high technical-scientific level and contribute to the acquisition of the learning outcomes as specified in the course sheet (the supervisor must judge this).
    • The student must be sufficiently advanced in his / her study programme in order to have the necessary maturity to be able to successfully carry out the internship assignment within a team (display sufficient technical and scientific maturity). In principle, a internship is carried out during the summer recess prior to the final year, but it can also be done a year earlier.
    • The internship application has to be approved by the Internship Committee, regardless of whether the internship counts for credits or not. If the student wishes to count the internship for credits, the approval of the supervisor is also required (see below).

     

    Options for allowing the internship to earn credits

    A student can take a maximum of 6 credits of optional internship courses in his study track within one study programme by means of the courses ‘Internship 1’, ‘Internship 2’, ‘Internship 3’ and ‘International internship 1’, ‘International internship 2’ and ‘International internship 3’.

    The student checks in the course catalogue which internship courses are possible within the study programme. The student only registers in Plato that internship that is possible cf. the programme overview of his/her study programme.

    The student has three options for allowing one or more internships to earn credits:

    • If students carry out a internship of minimum 4 weeks, they can include this internship in their curriculum as "(International) Internship 1" for 3 credits.
    • If students carry out  a second internship of minimum 4 weeks each, they can include these - either in the same year, either in the following year - in their curriculum as "(International) Internship 1" and "(International) Internship 2", each for 3 credits.
    • If, however, students carry out a internship of minimum 6 weeks in one establishment (company) and in one academic year, they can include this in their curriculum as "(International) Internship 3" for 6 credits.

    It is impossible to combine "(International) Internship 3" with "(International) Internship 1" or "(International) Internship 2" in the same, or different, academic years (maximum of 6 credits).

    For an internship to qualify for credits, apart from the minimum duration, students must also observe the other requirements as listed in the current internship rules.

    When performing an internship in academic year X – X+1

     

     

    Internship in curriculum

    Deadline report

    Summer holidays X

    Standard situation

    First semester

    X – X+1

    01/11/X

    First semester

    X – X+1

    Approval needed

    Second semester

    X – X+1

    15/05/X+1

    Second semester

    X – X+1

    Approval needed

    Second semester

    X – X+1

    15/05/X+1

     

    For example, a student who performs an internship in 2020, must include this internship in the curriculum in the academic year 2020-2021.

    If the student deviates from the standard situation (internship carried out during the summer holidays prior to the year in which the internship is included in the curriculum), prior permission from the study Programme Committee and the Internship Committee is required. This deviation can be requested by e-mail via stages.ea@ugent.be or via the learning track counselor.

     

    Supervisor

    • Before the start of the internship, students are required to look for a supervisor among the tenured academic staff (professors) of the FEA, specialized in the discipline of the internship. The promoter has no direct link with the internship company (eg business manager, employee, family relationship, ...).
    • Promoters can be:
      • The members of the professorial staff (ZAP)
      • post-doctoral assistant
      • PhD researchers in permanent or temporary employment of the university and the FWO Flanders (academic staff in the degree of postdoctoral assistant)
      • Visiting professors
      • Teachers appointed by agreement concluded with another university or college.
    • It is possible to deviate from these categories for those responsible lecturers and co-lecturers within integrating academic university college programmes who had already been designated as responsible lecturer or co-lecturer before 1 February 2013 (within the relevant programme) and who belong to the integration framework (see OER 2020-2021, article 76).
    • The supervisor must ascertain, through personal contact with the establishment offering the internship and with the on-site internship coordinator, that the level of the internship on offer is technically and scientifically speaking sufficiently high. The supervisor must also accept the proposed internship agreement. The Study Programme Committee will decide whether or not the internship can be accepted as elective module when the students include it in their curriculum. The Study Programme Committee will only refuse when the students were to take up more than 6 credits of internship.
    • The supervisor takes care of the final assessment, taking into account the assessment of the internship supervisor.
    • For internships that are not included in the curriculum, the chairman of the Internship Committee acts as a pro forma promoter.
    • If the students cannot find a supervisor, or cannot find one in time, the internship cannot be taken into consideration as an optional course unit.

     

    Internship coordinator of the company

    • The intern is supervised within the company by the internship coordinator of the company. The data (in particular the name and e-mail address) are registered by the student in Plato as soon as these data are known.
    • Since the internship coordinator of the company also assesses the internship, in accordance with the OER, there can be no family relationship between the intern and the internship coordinator.

     

    The chair of the Internship Committee

    • The chair of the Internship Committee mainly has a coordinating and supervising role.
    • He / she approves the internship after approval of the supervisor and after the student has uploaded the necessary documents in Plato.
    • He / she collects all submitted points, organizes an (electronic) deliberation moment, and transfers the points to Oasis.

     

    Procedure to be followed by the students

    The correct procedure, depending on the type of internship, has to be followed.

     

    Report of the internship

    • Upon completion of the internship and prior to submitting the internship report, the supervisor will call a meeting where it will be decided whether or not the internship is retained as elective module.
    • If the students want to include the internship for credits, they are required to list this as their elective module on OASIS. This must be done before 15 October of the academic year in which the internship is included as an elective module, in accordance with the rules and regulations governing elective modules.
    • Only students who include the internship as an elective course in the curriculum are obliged to draw up an internship report. The student contacts the supervisor to make arrangements about the expected size and qualitative requirements of the internship report. Moreover, the students are required to write a report of their internship (min. 10 and max. 30 pages (front page, table of contents or references excluded), font size 12, 4 lines per inch), possibly supplemented with technical annexes.  This report must be made up of four sections,  namely a description of the company and its activities, a description of the internship assignment, a technical report of the internship and a personal assessment.
    • This report, with any annexes, must be submitted in Plato, in single copy, to the supervisor by 1 November at the latest. The students must also submit one copy to the internship coordinator of the company.
    • Students of English taught Master's programmes write the report in English. All other student can choose whether they write the report in Dutch or in English, in accordance with the promotor and the internship supervisor.
    • It is possible that students come in contact with confidential information, or gather new information that cannot be published, during their internship, because of a Non-Disclosure Agreements (NDA), signed by the student. In this case, rules apply that are in accordance with the rules for master's dissertations:
      • The student informs the promotor that the internship contains confidential information.
      • The promotor indicates the confidentiality of the report in Plato and can also indicate an embargo date.
      • The student includes a clause about the confidentiality in the report.
      • Note: It is the final decision of the promoter if he/she has sufficient information to evaluate the student's report. If necessary, the promoter can also sign an NDA with the internship provider to be able to get access to sufficient information, essential to the evaluation.

     

    Evaluation of the internship

    • Concerning the uniformity of the assessment, the internship coordinator of the company must complete a prescribed evaluation form; this evaluation form is completed by the internship supervisor in the company via Plato.
    • For the assessment of the internship, the supervisor prepares a brief assessment report via Plato. After the results have been announced, the student can make an appointment with the supervisor for feedback.
    • The final grading is done in consultation with all supervisors during a physical or electronic consultation moment, convened by and under the chairmanship of the Faculty Internship coordinator. This consultation moment takes place at the latest on December 24 for internships that count in the 1st semester. The internship coordinator takes care of the registration of the points in Oasis and will send the final grades to the FSA and the chairmen of the Study Programme Committees.
    • The assessment forms will be archived in Plato and will remain accessible for the internship coordinator. The internship reports and any technical annexes will be kept by the supervisor and internship coordinator. The uploaded documents will be digitally archived in Plato.

     

    Note

    Students who are not enrolled at UGent during their internship, have to additionally proof that they are sufficiently insured during their internship.