GUIDELINES FOR PRACTICAL TRAINING FOR BACHELOR OF COMMERCE STUDENTS

UNIVERSITY OF DAR ES SALAAM BUSINESS SCHOOL

REVISED: JULY 2010

1.0 Introduction 1.1. Overview In the past, the Faculty of Commerce and Management (FCM) which has been transformed in 2009 to University of Dar es Salaam Business School (UDBS) , used to have Practical Training (PT). However, due to financial constraints, the programme was halted. Similar programmes continue to operate in the Faculties of Engineering, Education, Science and at UCLAS. In view of the importance of the practical training, it has been reintroduced for B.Com students and the first Practical Training after reintroduction took place between 1st July and 23rd August 2002. PT constitutes the fourth semester, and involves all second year students.

1.2 PT and its Tripartite Advantages Practical Training is an important for Bcom studies. It carries the equivalence of two courses in the students final assessment. The following are among the advantages of the PT. (i) Firstly, its main objective is to provide an opportunity for a student to integrate theory and practice. The student will obtain training and valuable experience in a real life situation, which cannot be simulated in lecture rooms, or computer laboratories. The end result is that the student will be able to enhance his or her skills, knowledge, work abilities, attitude towards his/her area of specialization, develop habits of rigorous thinking and get exposed to managerial responsibilities. To achieve the aforementioned objectives, the Practical Training will rely heavily on the co -operation rendered by the local institutions/companies to which the students will be attached. Students should be assigned problem -solving duties. In some cases they (students) could be part of the team performing a variety of tasks in one or more departments. Alternatively, they could be personal assistants to senior officers. Invariably, it is best if employers treat placement students as they would do to new graduates employees, by fitting them naturally into the organization, assigning them responsibilities and expecting results.
(ii) Secondly, advantages to the partner institution include receiving new ideas, using good problem solving analytical skills, enjoying up to date information and having personnel who are flexible and adaptable to change and who are eager to work well in teams. Other benefits are good value for money, building closer links with the university and having better opportunity for extended assessment for possible future employment. Thirdly, PT has advantages to the University. It creates closer links with potential employers, generates more knowledge from visits and students' reports and initiates opportunities for research and consultancy with employers. Other advantages are that employers may be invited to provide input into course/ curriculum planning, or as guest lecturers, and finally, creates an atmosphere for opportunities for prospective graduates.

(iii)

2.0 Programme Structure 2.1 Fields for Practical Training The fields of the training are in accordance with the core courses which are offered in the Business School, namely accounting, finance, marketing, management, human resource and information technology.

2.2 Target Group All students enrolled in the second year of study in the B.Com programme, are required to take part in the practical training, in fulfilment of their second year academic and practical requirement.
2.3 Practical Training Coordination A Coordinator, who is a member of the Business School academic staff, manages the programme and is directly answerable to the School Dean. The Coordinator works closely together with the Heads of Department and with the Associate Dean Academic in the School. The Coordinator ensures that University procedures and regulations pertaining to PT are adhered to. He collaborates with all departments to make sure that all students obtain placements for PT. Roles of the Coordinator (i) Overall coordination of the programme. (ii) Advise on what aspects should be included in the training programme. (iii) Advise on what institutions to be included in the training programme. (iv) Prepare and update practical training programme guidelines. (v) Ensure that supervisors know their roles, and students know their obligations. (vi) Identify field placements. (vii) Assist students to seek field placements. (viii) Work with the Heads of Departments in the School to assist students in making selections for field attachments. (ix) Set structures for, and evaluation of final reports. (x) Prepare budgets for field attachment (xi) Arrange for supervision of the training (xii) Arrange for payment of field allowances of the students and of the supervisors. (xiii) Be the overall supervisor of the field activities (xiv) Organize students' evaluations for submission to the Heads of Departments. (xv) Prepare an overall programme report each year, for submission to the School. (xvi) Represent the School in University fora that discuss and deliberate on PT matters. 2.4 Institutions/ Organizations Institutions that are relevant to our fields of study, are included on the list to offer opportunities for practical training. Institutions are expected to assist students to get the best practical training possible. Thus, the student should be assigned to a senior Internal Supervisor, who has expertise in that field. It is recommended that problem -solving assignments would be more beneficial than the normal routine duties.

Roles of the Institutions (i) To assign an internal supervisor to the student; (ii) To assign tasks/ duties to students in accordance to the latter's field of training; preferably problem solving assignments; (iii) To make sure that each student executes his/ her assigned duties; (iv) At the end of the period of training, to evaluate the students' performance and give a report. (v) To complete the training certificate.
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2.5 UDSM Supervision A supervisor is an academic member of staff of the University of Dar es Salaam, who is an Assistant Lecturer or above, preferably a staff in the School of Business. Each supervisor is assigned at least one student per day. Visits should be done during working days. The UDSM supervisor will hold discussions with the Internal supervisor and the student. Each student shall be visited at least once. Supervision should be done preferably starting from the third week of the PT period.

Roles of the Supervisor (i) Physically visit students at the place of work (on weekdays). (ii) Check the student's attendance log sheet (iii) Check the schedule of duties which are assigned to the student (iv) Discuss performance and conduct of the student with the internal supervisor (v) Discuss progress/ problems (if any) with the student (vi) Assist to solve students problems (if possible) (vii) Evaluate the students' performance and report the grades accordingly. (viii) Grade the students field report and submit the grade to the Coordinator for further transmission to relevant departments in the School.
2.6 Students Roles of the Student (i) Each student will have to indicate his/her placement preference to the Coordinator. Students are encouraged to work closely with the Coordinator in identifying potential placements. (ii) Report to the place of work; perform duties as agreed with, and or assigned by the Internal Supervisor (iii) Complete a daily attendance log sheet (iv) Write a final report for submission to UDSM Supervisor

3.0 Program Budget Allowances for travel and per-diem for both students and supervisors shall be paid in accordance with the University of Dar es Salaam standing regulations. 4.0 4.1 (i) Additional Guidelines Field Allowances The School of Business shall normally allocate money to students and to members of the supervision staff for travel, meals and accommodation. The money allocated to the members of the supervision staff shall be in the form of imprest. All imprest recipients shall retire their imprests not later than two weeks after the end of the practical training session. Imprest forms should accompany supervisor's reports.
Placement The School will facilitate a suitable training place for student. Students should apply for placements in different originations

(ii)

4.2 (i) (ii)

(iii)

Students' placement preferences will be respected in as much as it will be practically possible.

4.3 Procedures During Practical Training 4.3.1 Student (i) Each student will request his/her Internal Supervisor to fill in, and sign an Arrival Note within the first week of the Practical training. (ii) The student should work under supervision of the Internal Supervisor. (iii) The student has to submit a daily roster to the Internal Supervisor for signature. (iv) The student has to observe confidentiality. (v) The student has to be punctual at work, and has to portray a high level of integrity and respect to others (vi) The student has to obtain a "training certificate", upon completion of the programme. This is an important document for one to keep. The certificate has to be completed by the Internal Supervisor. (vii) A student who will not complete practical training with no obvious reasons will score a failing grade. (viii) Students are expected to make their own arrangements for travel to their respective PT work stations. 4.3.2 Supervisor (i) Upon arrival at the training institution, meet a contact person who will facilitate meetings with relevant authorities; then meet the Internal Supervisor who will take him/her to meet the students. (ii) Supervision will be conducted according to the procedure contained in the "PT Student Evaluation Form (by UDSM Supervisor)". (iii) Supervisors are expected to make their own accommodation and travel arrangements to PT assignments. 4.3.3 Training Institution (i) The Internal Supervisor together with the student will prepare a work plan. (ii) The Internal Supervisor should check the day to day activities of the student including the filling in of the daily roster and duties performed. (iii) Finally, the Internal Supervisor will evaluate the student using the evaluation criteria provided by UDBS 4.3.4 Attendance (i) Students must be in attendance for the whole period of the training. Punctuality is emphasized. (ii) If absent from duty due to illness, the student must report to the Internal Supervisor on return giving full explanation including a medical report. (iii) If absent for more than three days due to illness, besides informing the internal supervisor, the student should inform the Practical Training Coordinator, as well, enclosing a copy of the medical report. (iv) Absence from work place for no apparent reason, may result in to failing the practical training.
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(v)

Permission of the Internal Supervisor must be obtained in advance if a student wishes to be absent for any reason other than illness. A written permission to leave before the end of the Practical Training Session must be obtained from the Practical Training Coordinator, through the Internal Supervisor.

4.3.5 Assessment: (i) Each practical training session, shall be treated as a subject of the current academic year. NOT completing a Practical training will mean a failure in that Practical Training. (ii) Practical training reports shall be handed in for assessment before the end of the third week of the subsequent year's first semester. (iii) UDBS has set detailed assessment procedures; oral tests will be organized if and when required. Overall assessment will be based on originality and creativity in terms of presenting facts and solving problems. Grades will be allocated as follows (out of 100%): UDSM Supervisors Report . 10 marks; Internal Supervisors Report. 20 marks; Students Final Report 70 marks; (Chapter 1= 30 marks, Chapter 2= 50 marks, Chapter 3= 20 marks). (vi) This is a 6 unit course. A grade will be given in the usual way: A = 70 -100, B+ = 60-69, B = 50 -59, C = 40 -49, D = 30-39, E = 35-38, F = Below 35. (vii) Assessment shall be completed before the end of the subsequent year's first semester. (viii) A student who fails in the Practical training, will hold supplementary examinations in the following year. (ix) A student who fails in the supplementary, shall be discontinued forthwith. (x) Students who do not go to places allocated to them for practical training without satisfactory reasons will be deemed to have failed their practical training and will, as a result, be discontinued from their studies. (xi) Any student who fails and repeats the second year of study, shall also repeat the practical training.
5.0 Postponement/supplementary Students who are allowed to postpone any session of the practical training on medical or any other grounds, shall be required to do the training during the session of the subsequent year, together with students who will be supplementing.

FORM NO. 1

DAILY ROSTER
Name of the Student: ________________________________________________ Registration Number: ________________________________________________ Option: ____________________________________________________________

Name of the Institution:..

Department(s). Date (Daily)

Brief Description of Duties Performed

Students Signature

Internal Supervisors Signature

Date (Daily)

Brief Description of Duties Performed

Students Signature

Internal Supervisors . Signature

FORM NO. 2

ARRIVAL NOTE
Name and Address of Organization
To: Practical Training Co -ordinator, School of Business, University of Dar es Salaam P. O. Box 35046, Dar es Salaam

This is to inform you that,

(Name of Student and Reg. No.) Option _______________________________________________________________, arrived at our organization on___________________________________, and was received for practical training.

Internal Supervisor's name): ________________________________________________ Signature: _______________________________________________________________

Date: ___________________________________________________________________

FORM NO. 3

CERTIFICATE OF SUCCESSFUL COMPLETION OF THE PRACTICAL TRAINING

NAME OF THE ORGANIZATION :

This is to certify that

____________________________________________________________ (Name) ____________________________________________________________ (Reg. No.) _____________________________________________________________ (Option)

has successfully completed Practical Training at our institution. The Training took place between . and , under supervision of:
____________________________________________________________ (Name) ______________________________________________________________(Signature) _______________________________________________________________ (Date) (Official stamp)

FORM NO. 4

UNIVERSITY OF DAR ES SALAAM

BUSINESS SCHOOL
OFFICE OF THE PRACTICAL TRAINING

DECLARATION OF CONFIDENTIALITY
To: The Chief Executive Officer of : I, ..(Name and Reg. no.), of

the Department of , Business School, University of Dar es Salaam, declare that, I will maintain secrecy and confidentiality, and will not use any data and information obtained from your organization in the course of my practical training for any purpose other than for my academic endeavours.

Signature, (student)
.(date)

Countersigned by: Severine Kessy (Practical Training Coordinator) (signature)

20th July 2010

(date).

P.O. Box 35046, Dar es Salaam, Tanzania E-mail: severinesk@udbs.udsm.ac.tz

Tel: +255 22 2410006 Mob: +255 713 370208 Fax: +255 22 2410510

Knowledge for Management Excellence

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FORM NO.7

CONTENTS OF THE STUDENT'S REPORT The report is expected to be research based. Thus the following guidelines should be followed in writing the report:
Chapter 1: Introduction (3 0 marks) (In this section, present the general impression or the background information about the organization): i. Type of business/ organization ii. Major product/service iii. Organizational structure iv. Number of employees v. Activities (eg. sales, work -process, etc) vi. Level of technology vii. Customers viii. Strategic direction, etc Chapter 2: Activities Performed (50 marks) i. Placement in the organization (where in the organization did you have the training?) ii. Description of tasks and duties performed (routine, research/ project, problem solving, etc.) iii. Work environment (team work, friendly, fully supervised, independent, ) iv. Did you find the duties/ tasks performed interesting? Explain your feelings. v. Did you measure up to the demands of the assigned duties/ tasks? Explain more in terms of challenging tasks or not; analytical requirement; creativity; etc vi. Did you face any problems in executing the tasks/ duties which were assigned to you? vii. If you faced any problems, how did you solve them, or what are your recommendations to solve them? viii. (a) What were your expectations before going for the training? (b) Were they met? ix. What new things did you learn from the training or being in the organization? x. In the process of executing the duties/ tasks which were assigned to you what would you consider to be the gaps in teaching between theory and practice? xi. Employment prospects: (a) Would you like to be employed by this organization? (b) Do you think they would like to have you as an employee? (c) Did you get any promises for employment? xii. Was your attachment relevant? In what ways: knowledge; skill development; new attitudes, etc. Chapter 3: Conclusion and Recommendation (20 marks) i. Present the conclusion ii. Recommendation concerning improving the gaps in teaching theory and practice. iii. Recommendation concerning handling gaps in the placement process (suggestions to improve the program, in terms of planning and operational logistics) References (if any) and Appendices (if any)
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FORM NO. 5

UNIVERSITY OF DAR ES SALAAM

BUSINESS SCHOOL
OFFICE OF THE PRACTICAL TRAINING

PT STUDENT EVALUATION FORM (BY INTERNAL SUPERVISOR)

Name of student ..... Registration No. .Option Department at UDSM . Name of Organisation . ... Name and Designation of Internal Supervisor PERFORMANCE OF THE STUDENT (Please rate the following items on a 1-5 points scale, where 1 = Very poor, 2 = Poor, 3 = Average, 4 = Good, 5 = Excellent) Weight 2 1 1 1 1 2

1 2 3 4 5

1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15.

Appreciation and Adaptation to new work environment Level of interest in the students own work Readiness and willingness to accept guidance at PT institutions Capability to perform assigned tasks by institution offering PT Consistency of performance in relation to program plans/tasks given Level of cooperation and working relationship with other employees in the organization Discipline and ability to follow regulations (eg. Punctuality, dresscodes, etc.) Capability to explain any problem experienced during PT Capability to solve problems within the students ability to do so Analytical skills Ability to work independently Creativity and capability to learn new skills Initiative to do things Communication skills (oral and written) Contribution of the student to the organization during the field work TOTAL M ATKS

1 1 2 1 1 2 1 1 2

GENERAL COMMENTS Signature of Supervisor: .. Date: .. (To be delivered by the student to the PT Coordinator UDBS : SEALED )

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FORM NO.6

UNIVERSITY OF DAR ES SALAAM

BUSINESS SCHOOL
OFFICE OF THE PRACTICAL TRAINING

PT STUDENT EVALUATION FORM (BY UDSM SUPERVISOR)

1. 2. 3. 4. 5. 6. Date of Visit: . Name of studentRegistration No. .Option Department at UDSM Name of Organisation . .............................................................. Name and Designation of Internal Supervisor Name and Designation of UDSM Supervisor ..

Questions Directed to the Student: 1. The student has to show you a copy of the mailed arrival note for compliance of documentation Seen ____ Not Seen _____ (10 pts if Seen) (Please rate the following items on a 1-5 points scale, where 1 = Very poor, 2 = Poor, 3 = Average, 4= Good, 5 = Excellent). Weight 1 2 3 4 5 Does the student have a proper work program/plan/schedule? 4 Is the student properly completing the daily roster? 2

2. 3.

4. What type of duties/tasks is the student performing? (Routine, research, etc.) .

5. Is the student facing any problems? If yes, please mention them and how he/she has attempted to solve them

Please rate using the 1-5 points scale explained above.

6. 7. 8. Problem solving skills Analytical skills Creativity Weight 4 4 2

1 2 3 4 5

9. What is the students opinion of the placement?

Questions to be directed to the Internal Supervisor: Please rate using the 1-5 points scale explained above.
10.

Is the student disciplined, cooperative and accepting guidance?

Weight 1

1 2 3 4 5

Kindly provide reasons for your rating above . ..

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Weight 1 2 3 4 5 1 11. Is the student hardworking? If hardworking, what are the achievements if any? . .. What is your readiness to take more (and how many) students for Practical Training in the future, and in which areas? (Acctg, Fin, Markt, HR, IT, Mgnt Science, ) ... .
12.

SUGGESTIONS FOR IMPROVEMENT (eg. Were you satisfied by the students opinion on the placement ; etc.)
13.

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