Internship Process
Steps to Be Followed in Internship Applications
A. Finding an Internship Placement
1. Reading the Principles: In order to complete the internship process without any problems and to ensure that your internship report is accepted by the commission, you must first carefully read and understand the “İTÜ General Internship
Principles” and the “Departmental Internship Principles” announced on your department’s web page. Departments specify the field, type, duration, and, where applicable, prerequisites of the internship in these supplementary
principles in accordance with their own requirements.
2. Company Selection and Eligibility: Students must find an institutional company operating in a sector related to their academic program and compatible with their departmental internship principles. If the company has more than one campus or
office, please note that the information entered in the forms must correspond to the actual location where the internship will be carried out.
3. Clarification of Working Days and Conditions: Students should contact the company representative and finalize their internship dates as early as possible. It is essential to ask whether the company requires internship work on public holidays
or weekends. Students must also inform the company that internships must be carried out for a minimum of 3 and a maximum of 6 full days per week, and that they cannot undertake internship work on days when they have classes or examinations.
4. Checking Exceptional Conditions:
• As a rule, internships cannot be conducted online. If, exceptionally, the internship is to be conducted online, prior approval must be obtained from the departmental internship commission.
• If the internship is to be carried out abroad, students must not create a record in the portal system. For the special procedures to be followed, please refer to Article 17 of the İTÜ Internship Principles.
• Students who are already employed in the sector as insured employees under SGK and whose employment period corresponds to the duration of the compulsory internship may apply to the departmental internship commission for exemption from the
compulsory internship.
B. Pre-Internship Process and Application Steps
1. Accessing the Portal: Students must create their internship record by logging into https://portal.itu.edu.tr/ with their İTÜ username and password no later than 15 days before the internship start date. Due to system restrictions, it is
strictly not possible to create a record for internships whose start date is less than 15 days away.
2. Completion of Occupational Health and Safety Training: Students who will undertake an internship for the first time are required to complete the online Occupational Health and Safety training that appears under the internship registration tab
and to pass the examination at the end of the training. Students who have previously completed this training and carried out an internship are not required to retake the examination.
3. Completing the Registration Form: Students must complete the internship registration form on the portal in accordance with the information finalized with the company. If internship work will be carried out on public holidays, these days must
also be selected on the calendar. Students must read and approve the internship principles and the internship undertaking containing legal obligations at the bottom of the form in order to complete the registration.
4. Downloading the Documents: After saving the registration form, students must download, print, and sign the Internship Agreement, Appendix-1 Internship Application Form, and Student Internship Work Calendar from the system.
5. Obtaining Company Approvals: These downloaded documents must be signed by the authorized representative of the company where the internship will be carried out and must be stamped or sealed by the company. The name, surname, and title of the
signatory must be indicated on the documents; applications with incomplete documentation will be deemed invalid. If internship work will be carried out on public holidays or weekends, students must also obtain an official and approved document
from the company at this stage stating that internship work will be conducted on the relevant days.
6. Uploading Digital Documents: The Internship Agreement, Appendix-1, Internship Work Calendar, and, where applicable, the Public Holiday Work Document, all approved by both the student and the company, must be combined into a single PDF file
and uploaded to the relevant field in the portal system no later than 10 days before the internship start date. The system closes completely for document uploads 10 days before the start of the internship.
7. Monitoring Commission Approval: Students must check the status of their application through the portal no later than 4 days before the internship start date.
• Departmental internship commissions approve internships only electronically through the portal. No additional wet signature or e-mail approval will be provided on the documents.
• If no approval or rejection is visible 4 days before the internship start date, students must contact their commission without delay. Insurance procedures cannot be carried out and the internship cannot begin without commission approval.
• If the application is rejected, students may restart the process from the beginning by taking the reasons for rejection into account and complying with the 15-day rule.
8. Insurance Entry Registration: For internships approved by the commission, the insurance employment entry procedures are carried out by the Career and Internship Center 3 days before the internship start date, and the “Insured Employment
Entry Declaration” is uploaded to the portal. For example, for an internship starting on Monday, the procedure is completed on Friday.
9. Obtaining the Insurance Document: Once the employment entry declaration has been uploaded, it is automatically sent by the system to the student’s İTÜ e-mail address and to the company. The document may also be downloaded from the
internship information section of the portal or via e-Government through the 4A Employment Entry and Exit Declaration service. This document cannot be obtained from the 4A Insured Service Statement.
C. Procedures to Be Completed During the Internship
1. Preparation for the First Day: On the first day of the internship, students must have a printed copy of the Insured Employment Entry Declaration with them. If the company requests an additional document confirming that the internship is compulsory,
students should also bring the Compulsory Internship Certificate, which can be obtained from the Registrar’s Office.
2. Uploading the Appendix-2 Form: After starting the internship, students must download and print the Appendix-2 Internship Commencement Form from the portal system and have it approved by the internship supervisor. This approved document must
be uploaded to the portal system within 5 days at the latest from the internship start date.
3. Daily Preparation of the Internship Report: Students must download the Internship Report Cover Page and Internship Report Draft Page from the “Documents” section of the portal system. The draft page should be duplicated according
to the number of internship days, and the work carried out each day during the internship must be recorded daily in the report in accordance with the İTÜ General Internship Principles. Any additional documents required by the department
must also be included in the report.
4. Notification of Occupational Accidents and Adverse Situations: In the event of a possible occupational accident or occupational disease during the internship, the company where the internship is carried out must immediately inform the law enforcement
authorities and the relevant faculty dean’s office, and must submit a notification to SGK within 3 days. The student must also follow up this process, inform the dean’s office, and notify the İTÜ Career and Internship Center
by creating a help ticket.
5. Changes in Internship Status: If any change, cancellation, or interruption occurs in an internship that has been applied for or already started, the departmental internship commission must be informed immediately and its approval must be obtained.
Afterwards, the Center must be informed by creating a ticket through Internship Help. Failure to start the internship or interruption of the internship without a valid excuse results in unnecessary insurance premium payments and may lead to
a disciplinary investigation against the student.
D. Post-Internship and Report Submission Process
1. Uploading the Appendix-3 Form: On the final day of the internship, students must download the Appendix-3 Internship Completion Form from the portal system, fill in the practical training information, and print the document. After having it
approved by the company representative, the form must be uploaded back to the system within 5 days at the latest from the internship end date.
2. Insurance Exit Procedures: Within 3 days following the end of the internship, the Career and Internship Center carries out the insurance employment exit procedures, uploads the “Insured Employment Exit Declaration” to the portal,
and sends it to both the student’s and the company’s e-mail addresses.
3. Checking Approvals: Students must check that all student and company signatures/approvals on the internship report cover and draft pages have been completed in full.
4. State Contribution Procedures: In order for companies to benefit from the state contribution, the Appendix-4 form and the Company State Contribution Excel Form available on the portal must be downloaded and submitted to the company. The bank
receipt for the payment made by the company and the properly prepared documents must be delivered to the Internship Center at its Maslak Campus address either by hand or by post.
5. Submission of the Internship Report:
• If the internship was carried out during the summer term, the internship report must be submitted within a maximum of 1 month from the start date of the academic year.
• If the internship was carried out during the academic term, the internship report must be submitted within 15 days following the end of the internship.
• If the departmental internship commission has determined a different calendar, that calendar shall apply.
6. Uploading the Report to the System: The cover and draft pages, Agreement/Appendix-1, Student Internship Work Calendar, the public holiday document if applicable, and Appendix-2 and Appendix-3 forms must be combined into a single PDF file and
uploaded to the Report Upload field in the portal system. Depending on the requirements of the departmental internship commission, the documents may also need to be uploaded to the Ninova system or submitted to the department secretary’s
office in a USB drive or envelope. Please check your department’s web page.
7. Commission Evaluation and Revision Process: The Departmental Internship Commission reviews the report in terms of format and content and completes the evaluation within 1 month at the latest following the submission of the internship report.
• If deficiencies are identified in the report and revisions are requested, students are granted a period of 2 weeks, that is, 14 days, from the date of the request.
• After the revised report is submitted, the commission completes its final evaluation within 2 weeks at the latest.
• If the report is accepted, the internship is recorded in the system as successful.
• If a report for which revisions have been requested is not submitted on time or is rejected for a second time, the internship is deemed unsuccessful.