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INTERNSHIP MANUAL

BBA Tourism and Hospitality Management BBA Tourism, Hotel Management and Operations

valid for students who enrolled in the BBA program as of Spring 2013

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OVERVIEW

Internships are supervised, practical training periods for which students earn academic credit. Internships provide excellent opportunities for students to put into practice much of the knowledge and skills acquired during their studies and to gain firsthand knowledge of the tourism and hospitality industries. It is also an opportunity for employers to observe the student in the work environment and evaluate their management potential for possible future employment. MODUL University Vienna requires that students complete a 450-hour internship. In addition, MODUL University Vienna gives BBA students the opportunity to choose between writing a bachelor thesis, taking 3 enrichment courses or doing an additional 450 hours of internship. The organizations selected for internships can range from large destination marketing organizations and major hotel chains to small and medium-size enterprises. MODUL University Vienna has already established relations with a range of internship partners who are listed under http://www.modulcareer.at/en/partnerscooperations/list-of-partners.html. However, it is each student’s own responsibility to find an internship placement. Prior to beginning with the application process, the student has to attend the Internship Preparation Course. The internship coordinator at the MODUL Career Office is there to provide guidance and assistance.

OBJECTIVES Both students and partner organizations benefit from the internship program. Companies and organizations gain through:

Employer branding

Establishing academic partnerships

The input of fresh, innovative ideas through talented students

Gaining additional manpower during critical times

Recruiting top students who will already have good knowledge and a basic skill set

Developing a pool of talent from which to recruit once students graduate

The opportunity to give feedback to the university about knowledge and skills required by graduates

Students gain through:

Acquiring experience in a real-life work environment

Having a chance to put theory into practice

Increasing the level of maturity and grasp of business culture

Developing vocational and personal skills

Enhancing career opportunities and establishing useful contacts in the industry

Having the opportunity to travel, earn a salary and enjoy a different way of life

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FRAMEWORK

I. Manadorty internship / 450 Hours / 8 ECTS 1. According to the study schedule, an internship with a time investment of at least 450

hours (=8 ECTS) must be completed in the field of hospitality or tourism (hotel, travel agency, airline, online booking portal, DMO, tourist board, event management company, hospitality consulting company, etc…).

2. This internship can be completed domestically or abroad.

3. The selection of the company requires the approval of MODUL University. This means that the Internship Contract Form signed by the student and the company has to be submitted to the internship coordinator at the MODUL Career Office PRIOR to starting the internship. The contract is only valid if it is signed by all 3 parties (the student, the company and MODUL University).

4. As part of the internship, the student must attend the Internship Preparation Workshop prior to starting his or her internship.

5. The completion of the internship is to be proven through a confirmation or reference letter issued by the organization where the student completes his or her internship. The student also has to submit the appraisal form filled out and signed by his or her direct supervisor. In addition, the student must write a report on his or her internship. The guidelines for writing the internship report are mentioned on page 9 of this manual. These 3 documents have to be submitted to the Internship Coordinator one month after completion of the internship at the latest.

6. The documents are to be handed in to the Internship Coordinator at the MODUL Career Office.

7. Academic credit (8 ECTS) is earned through the completion of the internship as follows: After successfully completing the Internship Preparation Workshop, completing 450 hours of internship, submitting the reference letter, the appraisal form and the internship report based on the guidelines stated on page 9 of this manual, the mandatory internship will be entered in the grade book as “completed” and the student will earn 8 ECTS points.

8. MODUL University Vienna reserves the right to supervise the internship.

9. The internship must be completed in one part. The number of working hours has to be stated in the contract and the confirmation letter.

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10. The student can choose the appropriate time period to complete the internship.

11. A positive completion of the BBA program is only possible after completion of the mandatory internship.

II. Optional internship / 450 Hours / 12 ECTS

1. In order to complete the study program, the student has a choice between writing a

bachelor thesis, attending 3 enrichment courses or doing an additional internship for the duration of an extra 450 hours. The optional internship which has to be scheduled after the mandatory internship is worth 12 ECTS points and must be completed in the field of hospitality or tourism (hotel, travel agency, airline, online booking portal, DMO, tourist board, event management company, hospitality consulting company, etc…). This internship is designed to provide university students with the opportunity to get a deeper insight into an organization and be involved in a project or analyze a specific side of the business.

2. This internship can be completed domestically or abroad.

3. The selection of the company requires the approval of MODUL University. This means that the Internship Contract Form signed by the student and the company has to be submitted to the Internship Coordinator at the MODUL Career Office PRIOR to starting the internship. The contract is only valid if it is signed by all 3 parties (the student, the company and MODUL University).

4. As part of the internship, the student must attend the Internship Preparation Workshop prior to starting his or her internship (if the student has already attended the workshop prior to doing the mandatory internship, it does not need to be repeated).

5. The completion of the internship is to be proven through a confirmation or reference letter issued by the organization where the student completes his or her internship. The student also has to submit the appraisal form filled out and signed by his or her direct supervisor. In addition, the student must choose a project to work on during the internship or one specific aspect or problem related to his/her internship (e-commerce, CRM, quality management, employee motivation, …). Managers may help in the selection of a topic. The student must then write a detailed internship report as per the guidelines mentioned on page 10 of this manual. The report has to be submitted to the Internship Coordinator at the latest one month after completion of the internship.

6. Academic credit (12 ECTS) is earned through the completion of the internship as follows:

After successfully completing the internship preparation seminar, completing 450 hours of internship, submitting the reference letter, the appraisal form and the internship

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report based on the guidelines stated on page 10 of this manual, the optional internship will be graded. The internship grade is entered in the grade book and upon successful completion, the student is granted 12 ECTS points.

7. MODUL University Vienna reserves the right to supervise the internship.

8. The student can choose the appropriate time period to complete the internship. The internship mandatory and the optional internships can be combined and completed in one part (900 hours) or in 2 parts (2 x 450 hours). The number of working hours has to be stated in the contract and the confirmation letter.

9. A positive completion of the BBA program is only possible after completion of the

internship.

10. In case the student combines the mandatory and the optional internship into one internship of the duration of 900 hours (6 months), only one report needs to be written based on the criteria for the optional internship.

USEFUL TIPS:

450 hours equate to about 3 months (12 weeks x 40 hours/week minus vacation days) and 900 hours equate to 6 months

Students are advised to start thinking about when and where they will do the internship during their first semester as this will affect other decisions, such as courses to register for, exchange semester, etc…

Students are strongly advised to register for the Internship Preparation Workshop early on during their studies as this mandatory course has to be taken PRIOR to doing the internship.

If a student decides to opt for doing an additional 450 hours of internship, it is recommended that the mandatory and the optional internships are combined into one internship of the duration of 900 hours (6 months). The reason for that is that companies tend to offer much more interesting internships to students who are willing to remain with them for a 6 months period or longer.

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REGULATIONS

University’s responsibilities MODUL University Vienna does its very best to assist students in finding suitable internships within a safe working environment. The university arranges guest speakers, on-campus interviews and company presentations during the MODUL Career Fair that takes place each fall. The university also offers an Internship Preparation Workshop that will help students go through the application process. However, the university does not allocate students to particular internships. The Internship Coordinator will offer guidance and assistance but it remains the student’s responsibility to find a suitable internship.

Employer responsibilities The organization shall treat the student as an employee on a short term contract in accordance with the organization’s policies and the country’s legislation. The student shall have the same level of liability and insurance coverage provided for all employees at that level. The employer is expected to provide a safe working environment in conformity with Health and Safety legislation. A full induction into the organization and its working practices should be offered to the new interns. The employer will put together a training plan for the period of the internship. The employer will also nominate a supervisor who will be responsible for conducting regular training and supervise the intern’s work and give him/her advice and guidance. The employer may assist in finding suitable accommodation for the intern and assisting with travel as well as visa arrangements. The employer is expected to assume the selection of a suitable candidate, agree upon the conditions of employment and the level of remuneration to be awarded. In cases of breaches of the contract or misconduct of the student, the employer shall advise and consult with the Internship Coordinator at MODUL University Vienna.

Student’s responsibilities The student must not commence employment until the contract has been signed by the 3 parties (employer, student, MODUL University Vienna). The student shall abide by his/her internship contract and all company rules and policies such as working hours, confidentiality as well as health and safety procedures. The student must not work for another company while doing the internship unless written permission is granted by the company and the university. Any changes in the internship such as changes in the time period, employer, conditions, etc… shall be discussed with the Internship Coordinator before any decision is made.

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INTERNSHIP PREPARATION WORKSHOP This is a mandatory course which students have to attend PRIOR to doing an internship. The main goal of this course is to help BBA students prepare for the internship by providing resources, guidelines, and support to assist students in applying to companies of their choice in the industry. Learning Objectives: Upon successful completion of this course, the students will be able to:

- Establish a professional and personal goal for the internship experience

- Understand MU’s requirements in terms of the internship

- Understand the difference between the mandatory and the optional internship

- Be clear on strategies and resources necessary to find an internship

- Use the job platform on www.modulcareer.at

- Prepare a CV and a cover letter

- Successfully prepare for an interview

- Understand more about business etiquette and how to handle various interview questions including salary negotiation

- Understand how the selection process works

- Know how to act during the first days on the job

- Select a topic for the internship report

- Understand the guidelines for writing the internship report

- Know which documents are necessary to get ECTS points for the internship

Course contents: This workshop will help students learn about the different available options, where to look for an internship and how to prepare a professional CV and cover letter. In addition to covering the entire application process, the workshop will also focus on how to prepare for a job interview. Last but not least, the guidelines for writing the internship report will be discussed. The course includes group work, role plays and simulations.

Instructor:

Hani El Sharkawi, BSc, MA Head of MODUL Career hani.elsharkawi@modul.ac.at

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Detailed schedule:

Unit Topic Assignments

Unit 1 Planning for the application process Self analysis Defining your goals Market analysis Work permits Where to find internships The long distance internship search How to use www.modulcareer.at The MODUL Career Fair

Complete the worksheets about professional, personal, social strengths and success stories

Unit 2 Creating your CV Matching your CV to advert requirements The “Application Game” What makes a successful CV CV Layout and fundamentals Writing a motivation letter The “KISS” and the “AIDA” Formula Creative applications

Prepare a CV and a motivation letter

Unit 3 Checking participants’ CVs and motivation letters Types of interviews and how to prepare for them The most common interview questions Business etiquette Dress for success! Dos and Don’ts in the interview The attributes of a high performing employee Energizing your success stories Negotiating Evaluating job offers Accepting and declining offers

Prepare yourself for an interview

Unit 4 Interview role plays First days on the job Mandatory Internship vs. Optional Internship Selecting a topic for the internship report / special project Guidelines for writing the internship report Practical Information about the administrative process

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Teaching Approach:

A mixture of lectures, in‐class discussions, case studies and critical questions of the material covered, role plays as well as group work.

For this workshop attendance is mandatory. If a student is absent for more than 20% of the course time, the student will be negatively assessed. When more than 20% of a course with mandatory attendance has been missed due to reasons beyond the student’s control, the student has the opportunity to fill out a Special Consideration Form to present to the lecturer, explaining his or her previous and – if already known – future absences. If this should occur, the lecturer may decide, based on the case made by the student, whether the student can continue attending the course. There is no guarantee whatsoever that the excuse will be accepted. Exceeding the 20% limit typically entails some additional work by the student to compensate for the parts missed.

Students have to register for this course which consists out of 4 units.

INTERNSHIP REPORT Internship Report Mandatory Internship (8 ECTS) The internship report shall consist of 4 to 6 pages including the following sections:

a. A summary of the organization’s activities This section provides an insight into the current business environment in which the company is operating. It also includes the company’s profile (history and key facts), its major operations (innovation, technology, and environmental issues), its corporate strategies (marketing) and some financial figures (corporate position, trends, balance sheet, etc.).

b. A report of the student’s activities during the internship Here the student explains what her/his duties and tasks were during the internship, and she/he also critically assesses the inter-relationship and effectiveness of his work within the company.

c. A personal evaluation of the internship This section reflects the student’s personal analysis and evaluation of the whole internship experience. It includes the student’s expectations prior to the commencement of the internship as well as an evaluation of the skills, competencies, training, problem resolution, objectives, strengths and weaknesses experiences through the placement.

Note: use Times New Roman, font 12 and 1,5 line spacing)

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Internship Report Optional internship (12 ECTS) The student will choose a subject or a specific aspect or problem related to his/her internship (e-commerce, CRM, quality management, employee motivation, …) Managers may help in the selection of a topic and assist the student during the internship. The student may collect data via a questionnaire, conduct qualitative interviews and write down his/her observations. Then write a detailed internship report (20-25 pages) which should be structured as follows:

a. Preliminaries i. Title Page

ii. Acknowledgement and Endorsement iii. Executive Summary iv. Table of Contents

b. Main Text i. Introduction

ii. Body iii. Discussion, Conclusions and Recommendations

c. Reference Material i. References

ii. Glossary iii. Appendices

Note: use Times New Roman, font 12 and 1,5 line spacing)

ASSESSMENT

The student will be assessed via an Internship Appraisal Form by his/her supervisor and will be given a final evaluation based upon the trainee attendance, skills and attitudes as well as his/her achievements. In addition, an internship report written by the student shall be submitted to the internship coordinator within one month after completion of the internship. The report will be assessed by the Internship Coordinator. Assessment Mandatory Internship Academic credit (8 ECTS) is earned through the completion of the internship as follows:

After successfully completing the internship preparation seminar, completing 450 hours of internship, submitting the reference letter, the appraisal form and the internship report based on the guidelines stated in the internship manual, the mandatory internship will be entered in the grade book as “completed” and the student will earn 8 ECTS points.

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Assessment Optional Internship Academic credit (12 ECTS) is earned through the completion of the optional internship as follows:

After successfully completing the internship preparation seminar, completing 450 hours of internship, submitting the reference letter, the appraisal form and the internship report based on the guidelines stated in the internship manual, the optional internship will be graded as follows:

o 40% of the grade is based upon the student’s performance in the internship

(based on the evaluation of the supervisor / the appraisal form)

o 60% of the grade is based on the internship report

The internship grade is entered in the grade book and upon successful completion, the student is granted 12 ECTS points.

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14 EASY STEPS TO COMPLETE YOUR INTERNSHIP Step 1 Register for the Internship Preparation Course Step 2 Decide whether you want to only do the mandatory internship or whether you also want to do the optional internship Step 3 Decide on a time period for the internship and plan your studies accordingly Step 4 Decide which type of organization interests you (hotel, airline, tour operator,

DMO, event management company, consulting company, etc…) and where you want to be geographically. (Inform yourself of visa and work permit regulations)

Step 5 Start applying for an internship 6 months prior to the start date using the CV

and cover letter that you prepared during the Internship Preparation Course and the resources offered on www.modulcareer.at

Step 6 Prepare for the interview and wait to hear back from the company Step 7 Once you get accepted, provide the partner organization with the internship

contract signed by yourself Step 8 Submit the Internship Contract signed by yourself and the company to the

Internship Coordinator at the MODUL Career Office Step 9 Once you receive the Internship Contract back and it has been signed by the

University, you can start your internship Step 10 Once you have completed your internship, ask your supervisor to fill out the

Internship Appraisal Form Step 11 Ask the company for a reference letter confirming your employment, the

number of hours you worked and the tasks you fulfilled Step 12 Write an internship report based on the guidelines mentioned in the

internship manual Step 13 Submit your internship report, Internship Appraisal Form and reference letter

to the Internship Coordinator one month after finishing your internship at the latest

Step 14 The ECTS points (and grade for the optional internship) will appear in the

grade book

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TRANSFERRING CREDITS FOR INTERNSHIPS

Some BBA students come to MU having already attended a tourism/hospitality high school, a tourism/hospitality/business university, or having already completed a tourism/hospitality internship of at least 450 hours. Such students might qualify to have their internship transferred to their curriculum at MODUL University Vienna.

To have an internship transferred for credit, it is important that eligible students apply by pre-determined deadlines to allow enough time for the administration involved. Once an application and corresponding documents have been submitted, the Dean of the BBA program will decide if the course/internship can be transferred.

1. The Dean decides upon the credit transfer of practical work which was completed prior to beginning the study program and which is relevant for the subject matter. With a positive decision, the completion of the mandatory internship is waived. This task can be conferred to the internship coordinator.

2. Credits can be transferred towards the mandatory internship but not towards the optional one.

3. A maximum of 8 ECTS points can be transferred.

4. The student must have completed 450 working hours of full time employment. 5. The work must be relevant to the study program (i.e. tourism or hospitality related).

6. The internship has to be completed prior to commencement of the BBA program.

7. The student must submit the following documents prior to commencement of the study program:

a. The credit transfer application form b. A reference letter from the employer confirming where the student worked,

his/her duties and the period of work c. An internship report based on the guidelines stated in the internship manual

Further information as well as the Credit Transfer Application Form can be found under www.modul.ac.at/transfercredits.

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CONTACT

Should you have any questions regarding your internship, please use the following resources:

- Job offers and partner companies can be found under www.modulcareer.at - Information about the internship requirements can be found on the BBA intranet - All forms can be downloaded from the BBA intranet

If you have questions, please visit the Modul Career Office during opening hours or by appointment.

Hani El Sharkawi, BSc, MA Department Head MODUL Career hani.elsharkawi@modul.ac.at T: +43 (1) 3203555 210 F: +43 (1) 3203555 901 or Katrin Meilke, BBA MODUL Career Officer MODUL Career Katrin.meilke@modul.ac.at T: +43 (1) 3203555 103 F: +43 (1) 3203555 901 Room 1.10 MODUL University Vienna

Am Kahlenberg 1, 1190 Wien, Austria