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# Internship Placement Application Guide

InternLink System - Complete Application Instructions

📋 Purpose: This comprehensive guide will help you successfully apply for internship placement through the InternLink system. Follow these instructions carefully to ensure your application is complete and accurate.

## 1. Prerequisites

### 1.1 Eligibility Requirements

Before applying for internship placement, ensure you meet the following requirements:

- Course Verification: You must have an approved course verification
- Credit Requirements: Minimum 130 credit hours completed
- Academic Standing: Good academic standing with the institution
- No Active Placement: You cannot have another active accepted placement

⚠️ Important: You must complete and get approval for your course verification BEFORE you can apply for internship placement. If you haven't done this, please submit your course verification application first.

## 2. Before You Begin

### 2.1 Information to Gather

Collect the following information before starting your application:

Category | Required Information
--- | ---
Company Details | • Full company name • Complete address (street, city, postcode, state, country) • Company email address • Company phone number
Position Details | • Job title/position • Detailed job scope and responsibilities • Method of work (WFO, WFH, Hybrid, etc.) • Monthly allowance (if applicable)
Duration | • Start date • End date • Total duration (typically 3-6 months)
Documents | • Offer letter from company • Acceptance form (if provided) • Company profile/brochure • Job description document

## 3. Step-by-Step Application Process

### 1 Access the Application Form

1. Log in to the InternLink system
2. Navigate to Internship Placement Applications
3. Click the "New Application" button

### 2 Company Information

#### Company Name

- Enter the full legal name of the company
- Example: "Tech Solutions Sdn Bhd" or "ABC Corporation"
- Ensure spelling matches the offer letter

#### Company Email & Phone

- Use the official company email (usually hr@company.com or similar)
- Provide a valid contact number for verification purposes
- Format example: +603-1234 5678 or 011-1234 5678

### 3 Company Address

#### Street Address

- Enter the complete street address
- Include building number, floor, unit (if applicable)
- Example: "No. 123, Jalan Technology Park 2, Bukit Jalil"

#### City

- Enter the city name
- Common cities: Kuala Lumpur, Johor Bahru, Penang, Shah Alam

#### Postcode

- Enter the 5-digit postcode
- Example: 50400, 81200, 10450

#### State

- Select from the dropdown menu
- Choose the appropriate Malaysian state
- Options include: Selangor, Johor, Penang, Kuala Lumpur, etc.

#### Country

- Select from the dropdown menu
- Most common selection: Malaysia
- International placements are also supported

🗺️ Automatic Geocoding: The system will automatically determine the company's location coordinates using Google Maps API. This helps in tracking internship locations and distance from campus.

### 4 Position Details

#### Position Title

- Enter your exact job title as stated in the offer letter
- Examples:
  - "Software Developer Intern"
  - "Marketing Executive Intern"
  - "Graphic Designer Intern"
  - "IT Support Intern"

#### Method of Work

Select the appropriate work arrangement:

Method | Description
--- | ---
🏢 WFO | Work From Office - Full-time at company premises
🏗️ WOS | Work On Site - At client or project sites
🎓 WOC | Work On Campus - Based at university campus
🏠 WFH | Work From Home - Remote work arrangement
🔄 Hybrid | Combination of office and home (e.g., 3 days office, 2 days home)

#### Monthly Allowance

- Enter the monthly allowance in RM (Ringgit Malaysia)
- Example: 800.00, 1000.00, 1500.00
- Leave blank if no allowance is provided
- Note: This is for reference only and doesn't affect approval

#### Job Scope

Provide a detailed description of your responsibilities and tasks:

- Be specific and comprehensive
- Use bullet points for clarity
- Include main duties and learning objectives

✅ Good Example of Job Scope:

• Assist in developing web applications using Laravel framework and Vue.js
• Collaborate with senior developers on software projects and feature implementation
• Participate in code reviews, testing, and debugging activities
• Document development processes and create technical documentation
• Attend daily stand-up meetings and sprint planning sessions
• Learn and implement best practices in software development

### 5 Internship Duration

#### Start Date

- Select your internship start date
- Must be a future date (not in the past)
- Coordinate with company and academic calendar

#### End Date

- Select your internship end date
- Must be after the start date
- Typical duration: 3-6 months
- Ensure it meets your program's minimum requirement

⚠️ Duration Requirements:

- Minimum duration: Usually 3 months (12 weeks)
- Maximum duration: Usually 6 months (24 weeks)
- Check with your program coordinator for specific requirements

### 6 Supporting Documents

#### Required Documents

Upload the following documents to support your application:

1. Offer Letter (Mandatory)
   - Official letter from the company offering the internship position
   - Must include company letterhead, position, duration, and terms
2. Acceptance Form
   - If the company provided a formal acceptance form
   - Should be signed by both parties
3. Company Profile/Brochure
   - Information about the company and its business
   - Helps reviewers understand the company background
4. Job Description Document
   - Detailed description of duties and responsibilities
   - May be part of the offer letter

#### File Requirements

Specification | Requirement
--- | ---
Accepted Formats | PDF, DOC, DOCX, JPG, JPEG, PNG
Maximum File Size | 10 MB per file
Quality | Clear and readable
Multiple Files | Yes, you can upload multiple documents
Recommended Format | PDF (best for preserving formatting)

### 7 Review and Submit

- Double-check all information for accuracy
- Ensure company name and address are correct
- Verify dates are accurate
- Review job scope for completeness
- Confirm all required documents are uploaded
- Click "Submit Application"

## 4. After Submission

### 4.1 Review Process

Your application will go through a two-stage approval process:

1. Committee Review: Initial review by internship committee members
2. Coordinator Approval: Final approval by internship coordinator

Timeline: Review typically takes 5-7 business days

### 4.2 Application Statuses

Status | Description | Your Action
--- | --- | ---
⏳ Pending | Under review by committee or coordinator | Wait for decision; monitor your email
✅ Approved | Both committee and coordinator approved | Accept or decline the placement
❌ Rejected | Committee or coordinator rejected | Review remarks and reapply with corrections

### 4.3 Accepting Your Placement

Once both committee and coordinator approve your application:

1. You will receive an email notification
2. Log in to InternLink and view your application
3. Click "Accept" to confirm the placement
4. You can only accept ONE placement

⚠️ Important Notes:

- You can only have one accepted placement at a time
- Once you accept, you cannot apply for other placements unless you request a change
- Declining a placement allows you to apply for other opportunities

## 5. Editing and Managing Applications

### 5.1 When You Can Edit

You can edit your application ONLY when:

- Both committee and coordinator status are "Pending"
- No review has been made yet

### 5.2 After Approval

Once approved, you cannot edit the application. If you need to change your placement:

1. Click "Request Change" on your accepted application
2. Provide a detailed justification (minimum 20 characters)
3. Upload supporting documents
4. Wait for committee and coordinator approval
5. If approved, you can then submit a new application

## 6. Common Mistakes to Avoid

- ❌ Applying without approved course verification
- ❌ Incomplete company address information
- ❌ Vague or insufficient job scope description
- ❌ Missing or poor quality supporting documents
- ❌ Incorrect or inconsistent dates
- ❌ Not uploading the offer letter
- ❌ Submitting duplicate applications
- ❌ Using personal email instead of company email

## 7. Tips for Successful Application

- ✅ Complete course verification first - This is mandatory
- ✅ Gather all documents beforehand - Don't rush the process
- ✅ Use official company information - Match everything with the offer letter
- ✅ Be detailed in job scope - Show what you'll learn and do
- ✅ Convert documents to PDF - Better quality and compatibility
- ✅ Double-check everything - Accuracy is important
- ✅ Apply early - Allow time for reviews and possible revisions
- ✅ Monitor your email - You'll receive notifications there

## 8. Frequently Asked Questions

### Q: Can I apply for multiple companies?

A: Yes, you can submit multiple applications. However, you can only accept ONE placement.

### Q: What if my application is rejected?

A: Review the lecturer's remarks carefully, make necessary corrections, and submit a new application.

### Q: Can I change my placement after accepting?

A: Yes, but you must submit a change request with valid justification. If approved, you can then apply for a new placement.

### Q: How long does the approval process take?

A: Typically 5-7 business days, but it may vary depending on committee and coordinator availability.

### Q: Can I edit my application after submission?

A: Yes, but only while both statuses are still "Pending". Once reviewed, you cannot edit.

### Q: What if I don't have an allowance?

A: That's fine. The allowance field is optional and doesn't affect approval.

## 9. Need Help?

If you encounter any issues or have questions:

- Internship Coordinator: Contact your assigned coordinator
- Technical Support: Email support@internlink.edu
- Academic Advisor: Consult for program-specific questions
- System Help: Use the help section in InternLink portal

📞 Support Contacts:

Email: support@internlink.edu
Office Hours: Monday - Friday, 9:00 AM - 5:00 PM
Phone: +1 (XXX) XXX-XXXX
Emergency: Contact your program coordinator directly