1

EP

Standard
Operating
Procedure
for Internship

FACULTY OF LIBRARY AND INFORMATION SCIENCE

School of Social Sciences, IGNOU, New Delhi
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Standard Operating Procedure for Internship for

MLIS Programme

Introduction

MLIS aims to produce professionals who can be appointed in libraries and information
centres in junior and middle-level positions. With time and after gaining experience they
move further up in position. They can also be self-employed providing information based
services and products, even open their own start-ups. Students can be introduced and exposed
to work culture, routines, and practices by placing them as interns in different working
environments. The internship has also been stressed in the New Education Policy. It also
directs to have a component of practical in all the courses. Internship will expose the students
to translating their learning into work/job and also consolidate their practical learning in the
LIS School by doing it during an internship for providing services and designing information
products. It is necessary to introduce the student to the concept and need for an internship.
S/he needs to be sensitised to the need, objectives, and process of an internship. The broad
SOP for this can be as follows:

Standard Operating Procedure

The SOP has been designed to guide all those who are involved in the internship programme.
The SOP provides step-by-step instructions and guidelines for the students/interns as well as
Regional Centers (RCs), Training Supervisors as per the needs of the course curriculum.

1. SOP for Internship

a) RC will apprise the students about the internship modalities, guidelines, workbook writing, and
assessment mechanisms.

b) Students will be attached to a Library and Information Centre (LIC) at a particular city/town for
undertaking the internship. Students will perform the activities step by step as given in respect
of professional in-house operations of the library.

c) The internship schedules will be informed by RC. RC will attach the students to different LICs
and put the information on the website of the Regional Center. Contact detail of the person in
the LIC will also be displayed on the website of the RC.

d) The selection of a LIC can be made by the learners on their own also (as per the criteria given
in the internship SOP/handbook). In such a case they must inform the RC about the LIC. The
learners can seek the support of RC for reference letters (if required). The RCs are expected to
confirm the suitability of the LIC or training supervisor where the learner has been placed.

e) The LIC should provide a training supervisor to provide the intern with suitable
guidance/instruction that will be handled by the intern under his/her supervision. To the extent
possible the LIC may try to provide the learner with a diverse working environment. The
training supervisor will evaluate the intern on the basis of his/her sincerity and professional
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competence, on the basis of assessment (taking of assigned work, examination of work,

interview, etc.)

f) If the learners face any difficulties/ problems/conflicts at the LIC, the same may be reported to
the RC. The RC may then discuss the matter with the learner as well as the supervisor in the
LIC and try to sort out the problem. If any LIC selected initially does not provide the needed
exposure to learners, the same can be given up and another similar LIC may be selected in
place of it. The internship is to be carried out by a student in only one LIC.

g) Working or sponsored candidates of the Library and Information Centre may/will fulfill the
criteria of internship in their respective organisation subject to the fulfillment of other
formalities.

h) Intern will perform the activities as given in the workbook for a minimum of 5 HOURS a day,
Five DAYS a week, for a period of ONE MONTH, excluding holidays to be worked for
completing the internship. The student has to complete 100 hours of training during the
internship.

i) During the course of the internship, the intern is expected to regularly interact and report about
the work done by him/ her to the training supervisor, who in turn will discuss the cases with the
learner and clarify any doubts in the learner’s mind. The report pertaining to the work done is
to be corrected by the training supervisor. The training supervisor is expected to evaluate the
learner on the basis of the workbook, a report written, work done by the intern, and the overall
understanding of the intern.

j) The learners will learn and acquire skills and professional acumen from under-trained
practitioners in the concerned setting. There will be one-to-one supervision and the intern will
be closely supervised by the training supervisor who will give them feedback about their
performance.

k) The intern will maintain and complete a workbook based on the work performed during the
training. It will be authenticated with remarks by the internship supervisor about his/her
performance during the internship.
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2. Requirements for the Training Host/Organisation

a) The interns shall be provided the internship opportunity in Public Libraries under
various Ministries (RRRLF, National Library, DPL, libraries under CSIR ICAR,
DRDO) educational and research institutions recognised by the government regulators
(UGC/AICTE/MCI/RCI/ PCI/BCI/CoE, etc.), Intuition of National Importance (IITs.
IIITs, NITs, IIMs, IARI, etc.), organisations registered under the Societies Act, etc.

b) Instruction to the interns may be provided in the Hindi/Regional Language/English.

c) The Training Host/Organisation should have a full-fledged library with a minimum

collection of 5,000 documents.

3. Qualification of Internship Supervisor

a) The Training Host/Organisation shall provide a professional qualified training supervisor

(one over a group of six – ten interns in a maximum of the ratio of 1:10)

b) The minimum qualification of a training supervisor will be as follows:

 Ph.D. in Library and Information Science.

OR

 Master's Degree in Library and Information Science with two years of experience in a
reputed library.

4. Schedule of Internship

a) A student will be placed for an internship for 1 month only.

b) Students of the January cycle shall be placed for attachment in August so that they can
complete it by October and in the July cycle students shall be placed for attachment in
January so that they can complete it by March.

5. Structure and Phases of the Internship

The students and the attaching institution where the students will undergo the attachment
programme will be provided with the schedule of an internship. It may be as follows:
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STRUCTURE OF THE INTERNSHIP

S.No. Training: Training: Assignments and Tasks Duration

Components
1 Operations Acquisition, Accessioning, Classification, 1st week-
Cataloguing, e-Resource Management, Stock 2 days
verification, etc.
2 Services Reference, Circulation, ILL, EDDS, CAS/SDI, etc. 1st
week-
3 days
3 Automation Database creation, applications in different routines 2nd week
and services full
rd
4 Digitisation Digitising materials, Creating applications and 3 week
products like institutional repository, Preservation, full
etc.
5 Administration Writing notes, and letters, organizing events, etc. 4th
week
3 days
6 Publication LICs having publication work or such a unit may be 4th week 2
asked to handle the activities involved therein- days

6. Do’s and Don’t do’s for the Intern

Do’s

a) Once the centre for the internship has been identified and assigned, the student should
present herself/himself at the centre (for the scheduled duration).

b) Students will get the workbook authenticated periodically by the Supervisor allotted to
them by the Library and Information Centre.

c) It will be mandatory for the students to submit a workbook as per format (Annexure 1) after
the completion of 1 month internship to the respective IGNOU Regional Centre. A detailed
internship report in prescribed format ( Annexure 2) should also be submitted at your
Regional Centre. Students studying in online programme need to submit the workbook and
internship report on the LMS.
d) While submitting the Workbook, students are required to enclose a “Certificate of
Originality of Workbook” which should be authenticated by the Supervisor in the
prescribed format.
e) At the time of internship student will maintain decorum and discipline

Don’t do’s

a) The student should not abstain from training during the period of internship.
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b) Interns should not damage the property of the training host/organisation, otherwise, they
will be held responsible and the loss if any may be recovered by the said organisation.

c) After completion of the internship intern shall not claim to have full-time engagement
otherwise.

7. Evaluation

a) Evaluation by Internship Supervisor: An Internship report in a prescribed format (along

with a workbook) and the conduct/performance during the internship period has to be
submitted by the learner that will be evaluated by the Internship Supervisor of the Training
Host/Organisation. This internal assessment (workbook) will carry 30% weightage.

(Note: The Learner should keep a photocopy of the Internship Report/ workbook before
submitting it to their RC.

b) External Evaluation: The internship report will be sent to an evaluator for evaluation. This
evaluation will carry 70% weightage.

EVALUATION SCHEME

S.No. Evaluation Component Marks

1 Introduction 05

2 Module Description: Operations, Services, 50

Automation, Digitisation, Administration,
Publication

3 Learning Outcomes 05

4 Conclusion, Suggestions and Presentation 10

The minimum qualifying mark for internship is 50%.

8. Attendance

An intern attached to the training host/organisation will present herself/himself during the whole
duration of the training without fail. However, for unseen reasons, s/he may be allowed one day
leave in a month on valid grounds.
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9. Maintenance of Records

An intern is required to prepare the following documents:

a) Workbook: Students of the four-credit attachment internship will write a workbook based
on activities and assignments to be provided by the training host/organisation. Students will
write a workbook on a day-to-day basis based on their work experiences and discussions
with the internship supervisor and peer group learners. Students are required to give a
declaration that the Workbook written by them is original and not copied from any other
source. No other format will be provided. Students are required to submit workbook of the
internship at the Regional Centre. They need to keep a photocopy of their workbook and
internship report before submission to the Regional Centre.

b) Detailed Report: The intern will submit a detailed project report based on the
assignments and tasks completed during the training period and recorded in the
workbook. Please submit the detailed report and the complete workbook at your
Regional Centre. You are advised to keep a copy of these two documents with you
before submitting Internship report will be further evaluated by evaluators
10. No Financial Liability

It is to be noted that there is no financial liability on account of internship on the part of the
interns, LIC, or IGNOU. There is no fee for attending or imparting internship.
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Annexure 1: Internship Workbook

INTERNSHIP WORKBOOK

Weeks Module Day 1 Day 2 Day 3 Day 4 Day 5

Tasks Tasks Tasks Tasks Tasks
Assigned & Assigned & Assigned & Assigned & Assigned &
Performed Performed Performed Performed Performed
2 days Operations 1. 1. 1. 1. 1.
( First 2. 2. 2. 2. 2.
week) 3. 3. 3. 3. 3.

____________________ ____________________ ____________________ ____________________ ____________________

Sign of the Sign of the Sign of the Sign of the Sign of the
Training Supervisor Training Supervisor Training Supervisor Training Supervisor Training Supervisor

3 days Services 1. 1. 1. 1. 1.
( First 2. 2. 2. 2. 2.
week) 3. 3. 3. 3. 3.

____________________ ____________________ ____________________ ____________________ ____________________

Sign of the Sign of the Sign of the Sign of the Sign of the
Training Supervisor Training Supervisor Training Supervisor Training Supervisor Training Supervisor

2nd Automation 1. 1. 1. 1. 1.
week 2. 2. 2. 2. 2.
3. 3. 3. 3. 3.

____________________ ____________________ ____________________ ____________________ ____________________

Sign of the Sign of the Sign of the Sign of the Sign of the
Training Supervisor Training Supervisor Training Supervisor Training Supervisor Training Supervisor
3rd Digitisation 1. 1. 1. 1. 1.
week 2. 2. 2. 2. 2.
3. 3. 3. 3. 3.

____________________ ____________________ ____________________ ____________________ ____________________

Sign of the Sign of the Sign of the Sign of the Sign of the
Training Supervisor Training Supervisor Training Supervisor Training Supervisor Training Supervisor
2 days Administration 1. 1. 1. 1. 1.
(Fourth 2. 2. 2. 2. 2.
week) 3. 3. 3. 3. 3.

____________________ ____________________ ____________________ ____________________ ____________________

Sign of the Sign of the Sign of the Sign of the Sign of the
Training Supervisor Training Supervisor Training Supervisor Training Supervisor Training Supervisor
3 days Publication 1. 1. 1. 1. 1.
(Fourth 2. 2. 2. 2. 2.
week) 3. 3. 3. 3. 3.

____________________ ____________________ ____________________ ____________________ ____________________

Sign of the Sign of the Sign of the Sign of the Sign of the
Training Supervisor Training Supervisor Training Supervisor Training Supervisor Training Supervisor
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(a) Operations: Acquisition, Accessioning, Classification, Cataloguing, e-Resource

Management, Stock verification, etc.

(b) Services: Reference, Circulation, ILL, EDDS, CAS/SDI, etc.

(c) Automation: Database creation, applications in different routines and services.

(d) Digitisation: Digitising materials, Creating applications and products like institutional
repository, Preservation, etc.

(e) Administration: Writing notes, letters, organising events, etc.

(f) Publication: LICs having publication work or such a unit may be asked to handle the
activities involved therein.
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Annexure2: Internship Report

A report submitted in partial fulfillment of the requirements for the Award of Degree of
MASTER OF LIBRARY AND INFORMATION SCIENCE
By

Name of the Student ……………………………….

Enrollment No.:…………
Under Supervision of
…………………………….
At Name of the Library
Place
(Duration: -from ---------------to--------------)

Faculty of Library and Information Science

School of Social Sciences (SOSS)
Indira Gandhi National Open University (IGNOU)
Maidan Garhi, New Delhi – 110068
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CERTIFICATE OF INTERNSHIP

This is to certify that Mr/Ms………………… student of MLIS , Indira Gandhi National University

(IGNOU), New Delhi, bearing enrollment number……….. has successfully completed the

intership at ………………………………………………………………………….

From……………… to…………………………….

Internship supervisor Librarian & Head

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Acknowledgment

Abstract- Please give an abstract of your work in about 200 words

……………………………………………………………………………………
……………………………………………………………………………………
……………………………………………………………………………………
……………………………………………………………………………………
……………………………………………………………………………………
…………………………………………………………………………………….
.
Institution Information: Describe the institution where you worked in brief
……………………………………………………………………………………
……………………………………………………………………………………
……………………………………………………………………………………
……………………………………………………………………………………
………..
……………………………………………………………………………………
……………………………………………………………………………………
…………………………………………………………………………………….
Benefits to the Institution through the internship
…………………………………………………………………………………..
……………………………………………………………………………………
…………………………………………………………………………………….
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Contents
1. Introduction- Briefly introduce the internship as a concept , its objectives,
functions and benefits
2. Name of the Institution
3. Module Description- Please describes in detail the activities undertaken
by you while learning and practicing the routines, operations, procedures
and services. You may mention here exactly the activities that you
undertook during the 100 hours of your internship.
a) Operations: Acquisition, Accessioning, Classification,
Cataloguing, e-Resource Management, Stock verification,
Shelving, and shelf rectification, Maintenance, etc.
b) Services: Reference, Digital reference, Indexing and Abstracting,
Circulation, ILL, CAS/SDI, EDDS and Reprography, etc.
c) Automation: Database creation (entering records in databases),
applications in different routines and services, etc.
d) Digitisation: Digitising materials, Creating applications and
products like instituinal repository, Preservation, etc.
e) Administration: Writing notes, and letters, organizing events, etc
f) Publication: Proof reading, Editing, Typesetting, Binding,
Interaction with printer, etc.
4. About the library – Please describe the library in your words from the
point of view of the following.
a) Brief History of the Library
b) Collection of the Library- Mention here the different types of
collections in the library. This shall include print and electronic
collections. Print collections may be of different kinds, like books,
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journals, and special collections, non- book material, collection

acquired on gratis/ gift, government documents, etc. e- books, e-
journals, databases, etc may be described in detail.
c) Library staff- Professional, semi- professional and non-
professional staff in the library with designations, job titles and
their number must be described in detail.
d) Status of Automation- Mention here the extent of automation in
the library, whether it is completely, partially or very little
automated. Indicate the type and name of software used. Also
mention the type of automated services offered. If the library is
part of any library and information network, mention the
participation in the same.
e) Statuses of Digitisation- indicate the type and name of software
used for digitisation and whether there is any institutional
repository of the institution. Also mention the OER policy if any,
of the institution.
f) Services- Mention here the services offered by the library with the
facilities and rules for the same. Whether these services are
offered at a distance in the campus and outside the campus
through the web.
5. Learning Outcomes – Please state in clear terms the learning that you
had while working in the library. You may mention the learning in terms
of the knowledge gained, skills learnt and your overall preparation to
work in a library. Finally the description should conclude your ability to
perform different tasks in a library. Also mention whether you will be
able to do them independently or under the supervision of a senior.
6. Conclusion- Provide a conclusion of all the aspects mentioned in the
above paragraphs. You may add here the views of excerpts from the
literature with reference for any critical comments
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7. Suggestions- Based on your observations, user feedback and experience

of your working in the library give suggestions here.
8. Appendix - Documents to support your description in the report, like
images showing your work undertaken in the library.

EVALUATION CRITERIA
70 Marks
1. Introduction 05
2. Module Description 50
a. Operations
b. Services
c. Automation
d. Digitisation
e. Administration
f. Publication
3. Learning Outcomes 05
4. Conclusion, Suggestions and Presentation 10