Industrial Training Briefing 01: Job Application FEGT EE Rev. 2.3 (Updated 2017)

Content Introduction Important Details of Industrial Training Internship Attachment Placement Details Job Application Preparation and Process Deadline Registration Rev. 2.3 (Updated 2017)

Introduction Main aims of industrial training: As part of the requirement for degree program To learn to apply theoretical knowledge onto practical problems and applications To gain working experience Rev. 2.3 (Updated 2017)

Industrial Training Requirements Requirements to pre-register and register for Industrial Training: Completed 60 credit hours CGPA: >2.0 Not on probation (GPA: > 2.0) If student’s CGPA or GPA < 2.0 after May examinations, student is still allowed to go for internship Rev. 2.3 (Updated 2017)

Special Conditions If student’s CGPA < 2.0 or under probation in May trimester, student is allowed to pre-register with the following conditions: Student must promise to fulfill the requirements at the end of the May trimester, provided it is mathematically possible to do so (Please consult your academic advisor) Inform the company of ‘under probation’ status during interview and application Student MUST withdraw if they fail to fulfill the requirements after the May trimester Rev. 2.3 (Updated 2017)

Information Updating It is the student’s responsibility to keep themselves updated on the information of the industrial training 2 main webpages to get updates and announcements: *http://www.utar.edu.my/fegt/ Facebook – EE Dept *Main Rev. 2.3 (Updated 2017)

Industrial Training Portal There is a portal to look at the list of possible companies for internship https://indtrng.utar.edu.my/Default.aspx Only students who have met the pre-requisites can enter the portal Search ‘Electronics’ to find relevant companies A list of possible companies can also be found at the main FEGT webpage Rev. 2.3 (Updated 2017)

Placement 1: Self Application with Cover Letter and Resume Students may apply only TWO companies at once. Students are required to accept the FIRST COMPANY that accepts them and are required to withdraw the application from the other company, providing a reason and thanking them for their time* Students are then required by the company to sign an offer letter, upon which the placement is confirmed and is strictly final *DO NOT give mundane reasons such as ‘higher pay’ or ‘closer to home’, etc. Explain that you have found another company with a job scope closer to your expectations/interest, etc. Rev. 2.3 (Updated 2017)

Placement 2: Department Aided Placement Students are required to send their resume and cover letter (softcopy) to the Coordinator Any request by students will be considered by the Industrial Training committee Any decision by the committee is strictly FINAL Any placement for industrial training, once confirmed, is strictly FINAL The department will NOT ENTERTAIN any requests for changes Rev. 2.3 (Updated 2017)

Placement 3: MoU Partners There are 2 local companies that are MoU partners of UTAR: Infineon Technologies Sdn Bhd National Instruments Sdn Bhd Interested students can ONLY apply through the Coordinator. Students are NOT ALLOWED to approach the company themselves Rev. 2.3 (Updated 2017)

The guidelines are the same as “Placement 2” but students MUST INFORM the Coordinator that they want to apply to the companies stated above Criteria: CPGA > 3.0 Important: Students CANNOT APPLY to any other company until a reply has been received Students CANNOT REJECT the offer Rev. 2.3 (Updated 2017)

Placement 4: Overseas Placement The guidelines are the same as “Placement 1” for any overseas company For overseas University: The University MUST BE an MoU partner of UTAR A list of overseas academic MoU partners of UTAR can be found at http://www.utar.edu.my/dcinternet/ under ‘Collaboration Partners’ The guidelines are the same as “Placement 3” Rev. 2.3 (Updated 2017)

Placement 5: New Proposal Students with CGPA less than 2.5 will be specially assigned to companies Reasons: Most multi-national or well known companies only want interns with CGPA > 2.5 Late reply from small or unknown companies Avoid sudden termination by the company Ensure weak students are well trained in practical work Rev. 2.3 (Updated 2017)

The guidelines are the same as “Placement 2” Rev. 2.3 (Updated 2017)

Job Application: Methods Methods of application: Submit resume and cover letter to the relevant person in charge of company of choice via snail mail or email Filling up online application form at company of choice’s webpage Telephone call to the relevant person in charge of company of choice *For online application and telephone calls, you may need to attach or send the cover letter later on to the person in charge Rev. 2.3 (Updated 2017)

Job Application: Preparations Students need to prepare their own resume / CV: Formats can be found online or at EE webpage Students may be required to attend interviews: Explore the company webpage to obtain background information regarding the company Prepare some questions that you want to ask the company about Do some basic reading of your year 1 subjects Rev. 2.3 (Updated 2017)

For attachment overseas: Discuss with your academic advisor and inform the Coordinator Send in your resume (softcopy) Further liasing will be required with Ms Ong Yoon Furn (Sg Long), Ms Chin Sau Lai (Kampar) or Ms Khoo Shi Yin (Kampar) from the Division of Community & International Networking (DCInterNet) Prepare your passport, air tickets and travel documents Students need to request the overseas company to apply for their VISA Rev. 2.3 (Updated 2017)

Job Application: Choosing A Company It is important that you obtain the following information before choosing your company: Job scope or training plans (via email / interview / advertisement) Company background and business area Location Any special requirements *Remember: You are going for industrial training for working experience. DO NOT put salary as the main criteria for choosing a company!!! Rev. 2.3 (Updated 2017)

Potential extension of industrial training via FYP collaboration: Students are encouraged to think about their areas of interest and any potential FYP topics Companies that are related to your title or area of interest would be a good choice Although there is no guarantee that the company is willing to collaborate, students can still learn from the company before starting their FYP Rev. 2.3 (Updated 2017)

Job Application: Email Writing Students need to be polite and formal when writing their emails to the company: No short forms Use the right format Proper and formal language No ‘instructing’ comments or sentences Provide your contact for reply emails or calls Always say thank you before ending the email Rev. 2.3 (Updated 2017)

Job Application: Interview and Call Up For interviews: Be formal Be punctual Smile and be friendly When in conversation for interview and call up: Be polite, but express yourself confidently and in the right tone and answer the questions properly Be honest with your answers, do not try to lie Always say thank you at the end Rev. 2.3 (Updated 2017)

Job Application: After Once a company has replied and accepted you for internship: Thank them Ask them if you need to send them any other documents, such as your cover letter / insurance policy Ask them the date and time that you need to visit them to sign the offer letter Request them to fill up the reply slip Rev. 2.3 (Updated 2017)

When the offer letter is ready: READ through the offer letter carefully BEFORE you sign Send the reply slip / PHOTOCOPY of signed offer letter to the Coordinator Once the letter is signed, the placement is confirmed and is strictly final Rev. 2.3 (Updated 2017)

Once your placement is confirmed: Start doing more background study of the company Check out the location for potential accommodation and transport arrangement Prepare yourself by restudying some of the subjects relevant to the work done at the company Rev. 2.3 (Updated 2017)

Deadline The deadline to confirm your internship placement is 1ST WEEK of AUGUST Rev. 2.3 (Updated 2017)

Indemnity Letters Students are required to submit 2 copies of INDEMNITY LETTERS, one for UTAR and one for the COMPANY, after your placement is confirmed Both STUDENT and PARENTS/GUARDIANS are required the sign the indemnity letters Students MUST submit the indemnity letter for UTAR to the Industrial Training Coordinator BEFORE GOING FOR INTERNSHIP The indemnity letter for the company can be submitted on the FIRST DAY OF WORK Rev. 2.3 (Updated 2017)

Registration Students are required to PRE-REGISTER for Industrial Training during the course registration week in the May trimester For students who need the May trimester results to fulfill the prerequisites, please fill up the ADD/DROP form and submit to the Coordinator BEFORE your May trimester exam week *There will be a final briefing before the end of May trimester for all students going for internship. Attendance is COMPULSORY. Rev. 2.3 (Updated 2017)

Thank you for your time and attention! All the best in finding a company for your industrial training placement! Rev. 2.3 (Updated 2017)