Internship Report

INTERNSHIP REPORT

Submitted to:

Dr. Nadeem Department of Management Sciences

Submitted By:

Muhammad Waseem Khalid MBA-SP09-027

COMSATS Institute of Information Technology, Sahiwal

i

Internship Report Acknowledgement

Firstly I would thank ALLAH Almighty for giving me the opportunity, courage and the resources to be able to do something productive. Without blessings of ALLAH Almighty I would not be able to complete my duties. I would like to express my sincere gratitude and thanks to Mr. Haroon Rashid (HOD Management Sciences) who gave me opportunity to work in COMSATS Institute of Information Technology, Sahiwal Campus as “Assistant Coordinator”. Then my sincere thanks to Mr. Safdar Ali (Assistant Director planning and Development) who helped me and trained me to gain practical knowledge. A special thanks to Ms. Aasima Rasheed for providing me excellent support in every matter. All of their guidance has given me the opportunity to grow as a mature student. It helped me to become a more qualified candidate to compete other students professionally and also to complete my professional degree with lot of practical work experience. The expectations that I had from this experience were fulfilled. In the end I would like to gratitude my parents, all teachers, and my colleges who make me able to compete others in professional environment. This is all because of their support and prayers.

ii

Internship Report Table of Contents

Executive Summary ........................................................................................................ 1 Vision Statement of CIIT Sahiwal .................................................................................... 2 Mission Statement of CIIT Sahiwal.................................................................................. 3 History of COMSATS Institute of Information Technology, Sahiwal ................................ 4 Introduction of CIIT.......................................................................................................... 5 Introduction of CIIT Sahiwal ............................................................................................ 6 How CIIT wishes its Students to be................................................................................. 7 Facilities provided by CIIT Sahiwal.................................................................................. 8 Business Operation ....................................................................................................... 10 Organizational Structure................................................................................................ 10 Administrative Structure of CIIT Sahiwal ....................................................................... 12 Structure of Admission Committee in CIIT Sahiwal ....................................................... 11 Structure of Admission Committee in CIIT Sahiwal ....................................................... 12 SWOT Analysis ............................................................................................................. 14 Strengths ................................................................................................................... 14 Weakness .................................................................................................................. 14 Opportunities ............................................................................................................. 15 Threats....................................................................................................................... 15 Conclusion ................................................................................................................. 15 Marketing Strategy ........................................................................................................ 16 Free preparation of NTS test ..................................................................................... 16 Talent Hunt Program ................................................................................................. 16 Targeting the Potential Students................................................................................ 16 Banner Displayed ...................................................................................................... 16 Visits at academies of different cities......................................................................... 17 Information Desk........................................................................................................ 17 Covered medical test centre ...................................................................................... 17 Conducting Promotional seminars ............................................................................. 17 International educational exhibition............................................................................ 17 Competitive Strategies .................................................................................................. 18 Business process analysis ............................................................................................ 19 Step 1 ............................................................................................................................ 19 Analysis ..................................................................................................................... 20 Recommendation....................................................................................................... 20 Step 2 ............................................................................................................................ 21 Step 2 ............................................................................................................................ 21 Analysis ..................................................................................................................... 22 Recommendations..................................................................................................... 22 Step 3 ............................................................................................................................ 23 Analysis ..................................................................................................................... 24 iii

Internship Report

Recommendations..................................................................................................... 24 Learning as a Student Intern ......................................................................................... 25 Duties ............................................................................................................................ 25 Duties and responsibilities at CIIT admission cell ...................................................... 25 Accomplishments .......................................................................................................... 26 Providing Information about COMSATS .................................................................... 26 a. Queries about CIIT.......................................................................................... 26 b. Queries about admission ................................................................................ 28 Procedure to apply in CIIT Sahiwal............................................................................ 29 Scholarship offered by CIIT Sahiwal.......................................................................... 30 Last date of submission of admission forms .............................................................. 31 Issuing the PROSPECTUSES ................................................................................... 31 Issue NTS forms ........................................................................................................ 31 Receive admission forms........................................................................................... 31 Receiving of admission forms through courier ....................................................... 32 Receiving of admission forms by hand................................................................... 32 Receiving of NTS forms ......................................................................................... 32 Prepare NTS Roll number Slips................................................................................. 33 Attend the phone calls ............................................................................................... 33 Data entry .................................................................................................................. 33 Phone calls to candidates having missing documents............................................... 33 Phone calls to ineligible candidates ........................................................................... 33 Visit at Kips academy Faisalabad .............................................................................. 33 Visit at NTS test center in Lahore .............................................................................. 34 Working at city office.................................................................................................. 34 Arrangements for conducting NTS test ...................................................................... 34 New knowledge Acquired .............................................................................................. 34 Problems Encountered .................................................................................................. 35 Recommendations ........................................................................................................ 36

iv

Internship Report Executive Summary This report is about my internship that I have undergone at CIIT Sahiwal from June to august 2010. The main purpose of internship is to learn, by working in practical environment and to apply the knowledge acquired, during the studies, in a real world scenario in order to tackle the problems. The objective of this report is to fully describe my internship program and sharing my practical experience of CIIT Sahiwal with my teachers and other students. Efforts have been made to compile this report in such a way that activates its salient features not only for students but also for the layman. I have divided this report into different sections. First section is about introduction of CIIT Sahiwal in which I have discussed golden history of COMSATS University and as well as CIIT Sahiwal, vision, mission, core values and goals. Second section is about Business operations in this I have discussed CIIT Sahiwal management, organization chart, structure and departments of CIIT Sahiwal. Third section is about the business strategy in which SWOT analysis, competitive strategy and business process analysis is discussed. Fourth section is about marketing in which we discussed marketing strategies, target Market and promotional strategies. Fifth section is about what I have learnt during internship, in this I have discussed my duties,

accomplishment, new knowledge acquired, problems encountered and in last how this experience impact on my career. Sixth section is about conclusion and recommendations.

1

Internship Report

Vision Statement of CIIT Sahiwal

“COMSATS University Sahiwal tends to perform leading role in shaping the erudite society by creating best fit between its resources, competencies and the capabilities of prospective students to attain competitive advantage in education industry of the region.”

2

Internship Report

Mission Statement of CIIT Sahiwal

“Becoming the leading educational institution of region by producing quality of education, learning environment and graduates having best entrepreneurial skills” • Develop high quality professionals and scholars who are committed to the pursuit of excellence, and are endowed with vision, courage and dedication. • • Improve academic and management practices I the country through the generation, assimilation, and dissimilation of knowledge. Make a significant and meaning full combination towards the social and economic betterment of Pakistan through development of its human resources • Serve as an intellectual resource base in the region.

3

Internship Report History of COMSATS Institute of Information Technology, Sahiwal

COMSATS Sahiwal was formally inaugurated on September 23, 2007. In fall 2007 CIIT Sahiwal took its first intake of students for MBA and bachelors of Science (CS) programs. It has been able to fetch the record high intake ever witnessed at any CIIT campus for its pioneer batch. It started with the enrollment of 100 students with quite an attractive 30% ratio of female students. The first intake was admitted on unprecedented merit. In initial stage CIIT Sahiwal start its operations in a rental building in city. At that time CIIT Sahiwal have only five class rooms, one electronic lab, one small computer lab and a small library. At that time programs offered by CIIT Sahiwal was MBA, BBA, Bs(CS) and BS(TN). During the period of two year at city campus it takes its four intakes of MBA. After two years campus was shifted in its own under construction Building. Where three new programs were launched i.e. BS(BI), BS(BS) and Mechanical Engineering.

4

Internship Report Introduction of CIIT

COMSTAS Institute of Information Technology (CIIT) is one of the leading and fastest growing educational public institutes in Pakistan. With it’s headquarter in Islamabad and Having 6 functional campuses at • • • • • • • Islamabad Lahore Wah Cantt Abbottabad Sahiwal Attock. Vehari

Now five more campuses are in channel including Toba Tek Singh, Gujrat, Quetta, Karachi, and Larkana. The future plans are of opening more campuses in the provinces of Sindh and Balochistan, as well as overseas. It became functional in 1998, and attained the status of degree awarding institute on 12th August, 2000. It is a federally charted degree awarding institution and is ranked 7th by HEC ranking. The international hiring of the highly qualified faculty is being done with the active administrative and financial support from the Higher Education Commission (HEC) of Pakistan. CIIT has made major steps in these past few years in achieving its mission of providing quality education in different disciplines to students at an affordable price. Its different departments are now offering a variety of programs with various specialization areas at both the bachelor and master level and they have trained thousands of students who have gone on to make careers inside and outside Pakistan. 5

Internship Report Introduction of CIIT Sahiwal

CIIT Sahiwal started functioning in September 2007.CIIT at Sahiwal is providing faculties of higher education in the area of high demand and also provide the facility of Research and Development in this area. CIIT Sahiwal campus built of 36 acres of land. Campus have 8 spacious lecture rooms equipped with all the modern facilities like latest multimedia , air conditioners and modern teaching accessories. The internet facility in this Campus with the broad band internet connectivity helps students and faculty for the accomplishment of their academic as well as research and development activities at the institute. COMSATS Sahiwal have a reference library with good number of books and CDs and other helping material for faculty member and students, It has also a digital library which subscribes to both local and foreign newspapers, national and international periodicals, journals and magazines. CIIT Sahiwal is also providing hostel facility for males and females. CIIT Sahiwal has different club, student committees and societies ,which organize wide range of extra curricular activates( like sports club, adventure club, magazines committee and debating societies ) as well as CIIT Sahiwal arranges industrial tours for their students which help them in the application of their studies in practical life.

6

Internship Report How CIIT wishes its Students to be

7

Internship Report Facilities provided by CIIT Sahiwal Higher education in dynamic technical field requires huge investment in infrastructure and facilities that are to be made available to achieve the international standards of education. Despite its young age the campus has arranged adequate resources to facilitates the students, teachers and staff members. The campus is in the continuous progress and is making addition to its existing resources. I. Lecture rooms

All lecture rooms are fully furnished, well equipped and well maintained. All modern teaching and learning aids are provided, with seating capacity in sufficient numbers to accommodate all students. II. Library

Library supports the academic programs of CIIT through collections, technology and services, which enables the students and faculty ton access recorded knowledge and information resources. The collection contains the books on the subjects of various programs. The library also contains other source of information like films, audio cassettes and news papers etc. III. Mosque

Prayers are held at Sahiwal campus regularly. The sound of the azan adds a welcome seniority to our campus atmosphere. IV. Cafeteria

A proper cafeteria has been set up where quality eatables are provided to the faculty students at reasonable price.

8

Internship Report V. Transport CIIT Sahiwal provides pick and drop services to facilitate the students and employees. The service between campus and surrounding area is provided on subsidized rate. VI. Hostel

The campus provided hostel facility for both girls and boys students separately. The accommodations are provided on first come first serve basis. VII. Common room

A comfortable and furnished common room has been made available in the academic block. This space has been designed to give female students a place to relax, offer prayers, study etc. VIII. Internet connectivity

The AN of CIIT provides high speed internet facility, printing and data storage services. The labs are fully equipped with latest computers and with all the necessary facilities. CIIT Sahiwal also provides the facility of wifi, so that students can access high speed of internet at any where in the premises of campus.

9

Internship Report Business Operation Organizational Structure

10

Internship Report Administrative Structure of CIIT Sahiwal

Director

Dr. Mahmood A. Bodla

Incharge Management Sciences

Incharge Computer sciences

Incharge Biosciences

Incharge Mechanical Engineering

Dr. M. Aslam Mr. Haroon Rashid Mr. Azhar Manzoor Mr. Azam Sana

Incharge Administration Department

Incharge Accounts Department

Incharge Planning and Development

Incharge Examination Department

Mr. Adeel Abad

Mr. Yasir Sohail

Mr. Safdar Ali

Mr. Ilyas Janjua

11

Internship Report

Administrative Structure of CIIT Sahiwal

Dr. Mahmood A. Bodla

Director

Functional Departments Department of Management Sciences Department of Computer sciences Department of Biosciences Department of Mechanical Engineering Accounts Department Administration Department Planning and Development Department Examination Department

Incharge Mr. Haroon Rashid Mr. Azhar Manzoor Dr. Muhammad Aslam Mr. Azam Sana Mr. Yasir Sohail Mr. Adeel Abad. Mr. Safdar Ali Mr. Ilyas Janjua

12

Internship Report Structure of Admission Committee in CIIT Sahiwal

Member
Mr. Haroon Rashid

Member
Mr. Azhar Manzoor

Member
Mr. Adeel Abad

Convener
Dr. M. Aslam

Member
Mr. Azam Sana Khan

Member
Mr. Safdar Ali

Admission committee is responsible for making decisions regarding the admission policies and their implementation. Name Dr. Muhammad Aslam (Advisor/HOD Department of Biosciences) Mr. Haroon Rashid (Incharge Department of Management Science) Mr. Azhar Manzoor (Incharge, Department of computer sciences) Mr. Azam Sana Khan (Incharge, Department of Mechanical Eng.) Mr. Adeel Abad (Assistant Registrar) Mr. Safdar Ali (Assistant Director Planning and Development) Designation Convener

Member

Member

Member

Member

Member

13

Internship Report SWOT Analysis Strengths

• • • • • • • • • • • • • • • •

Highly qualified faculty The Only institute offering Mechanical Engineering in this region Links with different foreign universities Offering bioinformatics and biosciences Opportunities for research and development Highly cooperative and motivated faculty and staff Spacious campus PEC and HEC recognized university All class rooms are fully equipped with multimedia, Audio and video teaching aid High-tech electronic and computer labs Well furnished library Free access to digital library Good interaction between students and teachers Many Scholarship programs for students Interdisciplinary and experiential education at both undergraduate and graduate level Career Development Cell helps students in getting internship and jobs

Weakness • • • Lack of strong presence in external community Not enough undergraduate and graduate degree programs Hostel is at far-away from campus

14

Internship Report Opportunities

• • •

CIIT Sahiwal can open agricultural department because it is one of the best agricultural area of this country CIIT Sahiwal can start programs related to dairy products and farming, as the largest dairy producer of Pakistan is Okara CIIT Sahiwal is already having engineering department in which they are offering Mechanical engineering so that they can easily introduce more engineering programs in future

• • •

CIIT Sahiwal can offer Pharm-D CIIT Sahiwal can also offer MBBS, BDS or DVM because no institution in this region is offering such programs CIIT Sahiwal can also offer programs like Mass Communication

Threats • • • • • • BZU is our competitor with lower fees New local private institutions are also offering graduate programs Development of new government university in this region Lack of knowledge about higher education in this region Risk of losing prominent faculty for genuinely better opportunities at other universities Growing competition from nearby public universities and small privates in central Conclusion As SWOT analysis done above, it reveals that CIIT Sahiwal is having a good potential to match its strengths to capture opportunities and minimize the threats. Over all CIIT can be the trend setter in this region and can dominate the market.

15

Internship Report Marketing Strategy Free preparation of NTS test CIIT Sahiwal offered free preparation of NTS test for the different programs, the purpose was to give experience to the students about CIIT Sahiwal ,so that their interaction increases with this institute. Talent Hunt Program CIIT Sahiwal gives scholarships to highly talented students as a reward and recognition of their superior academic performance. The scholarship offered at the time of admission is 100% fee waiver for the both bachelors and masters degree programs Targeting the Potential Students CIIT Sahiwal is trying to capture maximum talented students by using different ways like creating awareness among the potential students by target letters, emails and SMS and also by contacting their head of institute and faculty as well as their parents and in this regard they gather information from board office and their institutes. Banner Displayed CIIT Sahiwal displayed its banners in different cities (like Lahore, Multan, Faisalabad, Sahiwal, Arifwala, Pakpatan etc. ) and Specially they covered all those places from where the intake of students was expected such as NTS centers, colleges and academies.

16

Internship Report Visits at academies of different cities CIIT staff visited the most key academies of the cities mentioned above. Like KIPS and provided the information regarding the programs offered and their admission criteria as well as about its scholarship programs and answered all other queries related to CIIT Sahiwal. Information Desk CIIT Sahiwal had its information desk at different NTS centers where the test was being held. Covered medical test centre CIIT Sahiwal sent its team to the medical test centers to target the medical students for its biosciences and bioinformatics department Conducting Promotional seminars CIIT Sahiwal conducts promotional seminars for creating the awareness of institute in the market. International educational exhibition CIIT Sahiwal for creating the awareness of the institute internationally, they have participated in international educational exhibition at Sahiwal and Multan. Many other international Universities participated in that exhibition.

17

Internship Report Competitive Strategies

1 Offering financial assistance and merit based scholarships 1 Affiliation with foreign universities and offering last year education of BS over there which is also escalating its global presence 1 Regular seminars and workshops under career development cell 1 Highly Modernized Labs 1 PEC Recognized 1 High number of faculty members with PhD and M. Phil qualification in various disciplines as compared to the other educational institutions in Sahiwal.

18

Internship Report Business process analysis

Step 1

Admission Process

Requests for Information in Admission cell Information about CIIT

Requests for Information on phone call

Candidate provides information about himself/herself Procedure of admission

Eligibility Criteria

If candidate is eligible

Inform Candidate how he/she can apply

19

Internship Report

Analysis 1 Admission office is small due to which Candidates were not comfortable while getting information about CIIT Sahiwal 1 Telephone lines were not sufficient 1 Basic information about CIIT Sahiwal and admissions were not properly available on website

Recommendations 1 Admission office must be big and having good capacity in accommodating candidates and parents 1 Minimum two more telephone lines must be installed. And telephone lines must be in useable conditions 1 All details about CIIT Sahiwal and admissions must be available on website, it will decrease burden from employees of admission office 1 There must be system of online applications of admissions on website

20

Internship Report Step 2

Procedure to apply in CIIT Sahiwal Candidate who interacts in admission office Issuance of Prospectus

Issuance of NTS Form When Candidate completely fill the Form Receiving of Admission Form

Receiving of NTS Form When Candidate Submits NTS Form Issuance of NTS Roll Number Slip

21

Internship Report

Analysis

1 While receiving of admission forms and NTS forms through Courier, mostly documents were missing 1 While dispatching NTS roll number slips on candidates addresses mostly slips were not delivered in time due to poor services of courier service

Recommendations 1 All the required documents must be clearly defined on website and in prospectus 1 The courier service should be changed and new one should be reliable and having access in all over the country

22

Internship Report Step 3 Entering data of Received Admission Forms in Data Base

Prepare Merit Lists

Upload Merit List on Website

Candidates having Name in Merit List

Admission Offer Letter and Fee Challans sent to Candidate address Candidates Submitted Fees in Specified Time Candidate Became Student of CIIT Sahiwal

23

Internship Report

Analysis 1 It is very difficult to manage huge pool of candidate while entering data manually into the computer 1 Merit list displayed on website or on notice board was not shown the overall calculated merit of candidates

Recommendations 1 CIIT Sahiwal should have a proper data base management system which helps in saving time 1 The merit list should be transparent

24

Internship Report Learning as a Student Intern Duties At the time of joining as an Internee in COMSATS, Sahiwal an orientation program was arranged for us. In which I learn about all departments and history of COMSATS Institute of Information Technology. I met with Head of department of all departments and get knowledge about respective departments, so that I will be able to perform my duties efficiently. Duties and responsibilities at CIIT admission cell

• • • • •

Associating with the culture of CIIT and owning it fully. Observing the timings of the institute. Showing commitment towards the assigned task, Working independently and in teams to ensure the smooth flow of activates. Daily dealing with prospective students and their parents for disseminating the information regarding admission dates, offered programs and NTS test etc.

• • • • • •

Keeping strong follow-up of prospective students by calling them up. Answering all the queries of prospective students via telephone and face to face meeting. Coordinating all marketing activities including display of banners on schedule, circulation of brochures and conducting promotional seminars. Completing activities and tasks assigned by supervisors. Developing good association of the CIIT with the outer market. Follow-up on students inquires not immediately resolved.

25

Internship Report Accomplishments I worked about ten weeks in admission office CIIT Sahiwal many tasks were assigned to me. I tried my best to complete the assigned tasks efficiently and effectively.

Providing Information about COMSATS I provide information about CIIT to parents and students on phone calls and on face to face interaction. Most frequently asked questions are as follow

a. Queries about CIIT I. What is COMSATS Institute of Information Technology (CIIT)? COMSATS stands for Commission on Science & Technology for Sustainable Development in the South. The CIIT is a federally chartered institute under Ministry of Science & Technology, Govt. of Pakistan. II. Is COMSATS a Public Sector or Private Sector University? CIIT is a Public Sector University under Ministry of Science & Technology, Govt. of Pakistan. III. Have CIIT Degree Awarding Status? Yes. CIIT have received Charter from the Federal Government as a Degree Awarding Institute. The CIIT is now slated for up gradation as a university by the name of ‘COMSATS University’ through an Act of the Parliament.

26

Internship Report

IV. How many Campuses CIIT have in Pakistan? CIIT have seven functional Campuses in Islamabad, Abbott bad, Lahore, Wah, Attock, Sahiwal and Vehari while more campuses at Gujarat, Toba Tek Singh, Karachi, Larkana, Quetta & Peshawar and abroad are in future plans. V. What is ranking of CIIT among Pakistani Universities? In terms of research output, CIIT has been ranked at number 5 among 114 institutions of higher education in the country in year 2005-07. CIIT has also been ranked at number 7 on the basis of cumulative Impact Factor based on Institute of Scientific Information (ISI) web of knowledge (USA).CIIT was also ranked at top 2 positions for Research Citations during 2008. VI. Have CIIT linkage with Foreign Universities? The CIIT have linkage with more than two dozens foreign universities for collaborative research, academic exchange, faculty development, MS/PhD level training.

VII. Have CIIT its Permanent Campus in Sahiwal? Yes. CIIT has purpose built campus on 36 Acres of land on canal bank. Its location is on newly constructed COMSATS Road, near View Hotel, Off G.T Road, Sahiwal.

27

Internship Report

b. Queries about admission
1. Eligibility criteria for applying in CIIT Sahiwal i. Eligibility criteria for Master programs

Programs Eligibility

MBA (3-years) Bachelor Degree (14 years) or equivalent with minimum 50% marks, from an accredited institution

MBA (1.5-years) 4-years Bachelor Degree (16 years) in Business Administration or equivalent with minimum 50% marks, from an accredited institution

Session Semesters Number of Years Credit Hours

Spring and Fall 6 Three years 99

Spring and Fall 3 1/5 years 36

ii.

Eligibility criteria for Bachelor Non-Engineering programs

Programs Eligibility

BBA Intermediate or equivalent with minimum 50% marks, from an accredited

Bs (CS) Intermediate or equivalent with minimum 50% marks, from an accredited institution

Bs(TN) Intermediate or equivalent with minimum 50% marks, from an accredited institution

Bs(BI)

Bs(BS)

FSc (Medical) FSc or equivalent with minimum 50% marks, from an accredited institution (Medical) or equivalent with minimum 50%

28

Internship Report institution

marks, from an accredited institution

Session

Spring and Fall

Spring and Fall 8 Four years

Spring and Fall 8 Four years

Spring and Fall 8 Four years

Spring and Fall 8 Four years

Semesters 8 Number of Years Credit Hours 133 Four years

136

136

137

137

iii.

Eligibility criteria for Mechanical Engineering

Programs Eligibility

BE(ME) FSc (Engineering) or equivalent with minimum 60% marks, from an accredited institution

Session Semesters Number of Years Credit Hours

Spring and Fall 8 Four years 140

Procedure to apply in CIIT Sahiwal There are two ways to apply for admission in CIIT Sahiwal. • • Online Form Prospectus admission form

29

Internship Report Online Form Admission form can be downloaded from website of CIIT Sahiwal. Candidate fill the form completely, attached Demand Draft of Rs. 500 and all the required documents. Then candidate submit form through courier or by hand. Prospectus admission form Candidates can purchase prospectus admission form from any CIIT Campus. He/She fill the form completely and submit it in admission office. NTS Test NTS test is also compulsory for getting admission in CIIT Sahiwal. Scholarship offered by CIIT Sahiwal
Scholarships (@ of Tuition Fee) Full Fee Waiver
(except Admission & Registration Fee)

Sr. No.

Scholarship Title

Eligibility Criteria 80% marks in Terminal Exam for Engineering Program 75% marks in Terminal Exam for Non Engineering Program Overall CIIT Merit (70 and Above) for Non Engineering Program Overall CIIT Merit (65 69.9) for Non Engineering Program Minimum of 60% marks in last exam On Kinship/sibling basis Minimum of 60% marks in last exam

Amount of Scholarship (Rs.) Master Bachelor 56,000 48,000 44,000

Balance to be paid by a Student Master Bachelor 3,000 3,000 3,000

1

COMSATS Sahiwal Talent Hunt Scholarships

75%

2

Merit Scholarships

26,250

23,250

24,750

23,750

50%

17,500

15,500

33,500

31,500

3 4

Assistanceship Kinship/ Sibling Concession Industrialists/ Philanthropists Scholarships

As per committee's recommendations Rs.10000/- per student 10,000 37,000

10,000

41,000

5

As per committee's recommendations

30

Internship Report Last date of submission of admission forms Candidates enquire about last date of submission of admission forms and NTS test. I answer them according to the admission policies. Issuing the PROSPECTUSES I issued prospectus for the different programs offered by CIIT Sahiwal. I write information of applicant and prospectus on the prospectus issuance register. And fill the following particulars. Sr. No. Form No. Name City Contact No. Program Amount Signature

Issue NTS forms I issued NTS forms and also guide the applicants in filling the forms as well as the document requirement for the completion and submission of forms. I also maintain the record of students who get the NTS forms. I also received NTS fees from candidates and fill following particulars in the NTS fee received register.

Sr. No.

Test Type

Name

Contact No.

Amount

signature

Receive admission forms Candidates can submit admission forms in two ways i.e by hand submission of admission forms or through courier.

31

Internship Report Receiving of admission forms through courier Mostly downloaded forms were received through courier. I have to check the following essential particulars in the downloaded admission forms. • • • Demand Draft of Rs. 500 is attached Form is completely filled in all aspects All required documents are attached

If any essential document was missed I make a call to applicant and demand the missing documents. Receiving of admission forms by hand Candidates who submit admission form by hand, I immediately check all the required documents are attached and all the particulars of form is completely filled. I gave him a receiving receipt of his received form and write missing documents on it. When admission form was received I entered it in the admission forms receiving register and fill following particulars Sr. No. Form No. Name City Contact No. Program Date Signature

Receiving of NTS forms I also received NTS forms through courier and by hand. I checked all the particulars are completely filled and two photographs are attached.

32

Internship Report Prepare NTS Roll number Slips After receiving NTS forms I make NTS Roll number slips of different categories. I issued Roll number slips by hand and also dispatch it on there given addresses. Attend the phone calls I attend the phone calls and provide the required information about admission and also answer the quarries of callers most of them was outsiders who can’t visit the admission office easily and want to get information on call. Data entry After receiving admission forms and entered those on receiving registered, I entered data of applicants of different programs in Ms. Excel. I entered entire information of admission form in Ms. Excel. Phone calls to candidates having missing documents I make calls to those candidates whose documents were missing. I told them to send there document through courier or submit by hand. Phone calls to ineligible candidates I make calls to those candidates who were ineligible for getting admission in CIIT Sahiwal. I told them to repeat NTS test and score good grades to increase their aggregate, so that they meet the merit. Visit at Kips academy Faisalabad I went at Kips academy Faisalabad along with team of CIIT Sahiwal. Where I provide information about different departments of CIIT Sahiwal and told students how to apply for admission. In Kips academy I sold prospectus and received few forms on the spot. I also provide information to those candidates, who are interested in taking NTS test at CIIT Sahiwal. 33

Internship Report Visit at NTS test center in Lahore I visit NTS test center in Lahore, where I provide information about different departments of CIIT Sahiwal. I distribute fliers of all departments but main focus was on Mechanical Engineering. Working at city office I work in city office for one week. There I received admission forms, NTS forms and also issued prospectus. I received fees of NTS test from applicants and submitted it in bank. Arrangements for conducting NTS test I help my supervisor in making sitting plan for conducting NTS test. I also displayed those plans on notice board.

New knowledge Acquired

From this internship I get lot of knowledge about working environment in an admission office. Handling queries of candidates During internship I came to know while answering queries of candidates, I must be sure about what I am saying. I must have complete knowledge about my work to answer complicated questions of candidates.

34

Internship Report Documentation I learnt how to manage documents in admission office, and how to give written report to the supervisor. Use of Ms Excel and Ms Word I learnt use of Ms Excel and Ms Word in more appropriate way. Team work I learnt working in a team increases efficiency of work and work done very quickly. Problems Encountered During internship I encountered different problems those are as follows • • • • • • • • • • • • Admission office was small and not sufficient to accommodate big pool of applicants No table was available for working for internees Proper backup of electricity was not available Internet facility was mostly out of order Sitting arrangement for candidates was not properly available Shortage of prospectus Admission office was not air conditioned Shortage of stationary like envelops, letter head etc Undefined working hours Tasks were not properly assigned No proper software is available for maintaining records of applicants Computers were not available for internees for doing there work in office

35

Internship Report Recommendations While taking consideration the above mentioned problems and my observation during internship at Admission office. I recommended that • • • • • • • • • Admission cell must have more space to accommodate big pool of applicants There must be a waiting room for parents and applicants in admission cell Only two employees in admission office are not sufficient to run operations of admission and for making and implementing promotional strategies Admission committee make sure that all the necessary things must be available in admission office Supervisor must have to appreciate there subordinates to increase there efficiency To much involvement of faculty in making extra calls to applicants NTS preparatory classes must be given extra consideration so that no one can raise question on it. Courier service was not up to the stander and fails to deliver couriers in time Scholarship programs must be defined only once.

Contact me for further assistance on Report: 0333-6262334 mrwaseemkhalid@gmail.com

36

Sign up to vote on this title
UsefulNot useful