King Fahd University of Petroleum & Minerals

Civil Engineering Department

 

 

 

 

 

 

 

 

 

 

 

 

 

 

GENERAL GUIDELINES

for

 

The Cooperative Program

[COOP:  CE  350  &  CE  351]

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

April 2000

 


Table of Contents

 

 

 

1.         PRELUDE..........................................................................................................       ii

 

2.         INTRODUCTION.............................................................................................       1

 

3.         COOP COORDINATOR................................................................................       1

 

4.         FIELD MENTOR.............................................................................................       1

 

5.         COOP ADVISOR.............................................................................................       2

 

6.         COOP EXAMINING COMMITTEE............................................................       2

 

7.         SUGGESTED GUIDELINES FOR IMPROVING

            COMMUNICATIONS BETWEEN COOP STUDENTS

            AND COORDINATOR....................................................................................       2

 

8.         GRADING OF THE COOP WORK.............................................................       3

 

9.         APPENDICES...................................................................................................       4

 

 


PRELUDE

 

This document contains procedural guidelines, flow charts and forms that are of pivotal importance to the successful start, progress and completion of the cooperative program (COOP) to be undertaken by Applied Civil Engineering (ACE) students at King Fahd University of Petroleum and Minerals (KFUPM).  The document contains information on the following items:

 

·        Coop Program (Introduction).

·        Coop Coordinator.

·        Field Mentor.

·        Coop Advisor.

·        Evaluation of coop assignment (Grading of the coop work).

·        Guidelines and useful hints for coop students.

·        Status report and progress reports.

·        Final coop report.

·        Examining Committee [Advisor and two other faculty members].

·        Final Grade Reporting [Advisor/Coordinator; University deadlines].

 

 

The ACE students should understand the binding nature of this document and should review its contents before and during the coop training program.

 


KFUPM

DEPARTMENT OF CIVIL ENGINEERING

 

 

CE 351

·        INTRODUCTION

 

The COOP program is a unique opportunity for the students of the Applied Civil Engineering program (ACE) to bridge the gap between the theoretical background they have developed through formal course work in the various specialties of Civil Engineering and the actual field practice.  The students will have the opportunity to work closely with several parties during the coop period.  The role of the following persons will be of pivotal importance to the professional development of the student and to the successful completion of the coop program:

 

·        Coop Coordinator;

·        Field Mentor;

·        Coop Advisor; and

·        Coop Examining Committee.

 

·        COOP COORDINATOR

 

The Coordinator is a CE faculty member assigned by the Department. The role of coordinator is to: (a) nominate the students eligible for the program; (b) ensure time start and end of the program for each ACE student; (c) ensure adequacy of work assignment; and (d) ensure that the progress reports and final report are submitted on time.  All external communications are to be reported to the coop advisor through the coordinator till the student completes the coop program.  The final grade will be decided by the coop advisor and the examining committee and it will be the responsibility of the coop coordinator to report final grades for all coop students.

 

·        FIELD MENTOR

 

The field mentor is a practicing engineer assigned by the training organization.  The role of the field mentor is of prime importance in ensuring adequate professional development of an assigned ACE student.  It is expected that the mentor will set a working plan for the student during the training period. The mentor will also perform the following duties: (a) guide the student to prepare the working plan and forward it to the coop advisor through coop coordinator before the end of fourth week of the program; (b) ensure that the student provides the required progress reports on time.  These reports are to be prepared under the guidance of the mentor; and (c) complete the student training evaluation forms and send them to KFUPM.  These evaluations are filled at the end of the 8th, and 28th week of training.


 

 

·        COOP ADVISOR

 

The COOP advisor is a CE faculty member with expertise in the subject of the coop assignment and is assigned by the Department to guide the coop student from the beginning of the assignment.  The faculty advisor should provide assistance to the student while in training in the coop program.  The main task, however, of the advisor is to guide the student to write and compile his coop report in a professional format.  It is expected that the advisor will have frequent meetings with his advisee during training and the writing of the report.  The advisor will ensure that the student presents and submits his final report by the end of the 6th week of the semester following the end of training period.

 

 

·        COOP EXAMINING COMMITTEE

 

The examining committee will consist of three faculty members with the coop advisor as the chairman and two other faculty members assigned by the department (coop coordinator) in consultation with the coop advisor.  The examining committee will evaluate the students’ coop report and presentation and report the grade to the coop coordinator.  Each examining member will submit his grade to the advisor independently in the attached form.

 

 

·        SUGGESTED GUIDELINES FOR IMPROVING COMMUNICATION BETWEEN COOP STUDENTS AND COORDINATOR

 

1.                  Each student leaving for coop should be given an information package that includes a copy of the Handbook of the Cooperative Program, any guidelines approved by the Civil Engineering Department Council, and a schedule of meetings and progress reports to be submitted along with their specific dates.  This will ensure that students are left in no doubt as to their responsibilities in communicating with the coop coordinator and coop advisor.

 

2.                  Every semester the department should organize a seminar for departing coop students.  This will offer an opportunity to stress the importance of frequent communication with their advisors and the Departmental Coop Coordinator.  There should be no logistical problems with such seminars because students leave for coop in batches.

 


 

 

 

 

·        Grading of the COOP Work:

 

The final grade of the coop program is composed of the following components:

 

                                                                                                                                Total

 

            1-  A status report (including a training plan) and

                 two progress reports                                                                                15

 

            2-  Mentor evaluation           15%                                                                15

 

            3-  Final report                      70% to be assigned as follows:

 

                        a)  40% to be assigned by the advisor                                             40

(12% for presentation and 28% for the report)

 

                        b)  15% to be assigned by each examiner                           30

(5% for the presentation and 10% for the report)

                                                                                             ______

                                                                                             100%

 

 

 

 

General Comments on Grading:

 

1)                 If a student fails to submit any report on schedule, 1% will be deducted for each week of delay, or any fraction of the week for each progress report or the status report and 3% per week for the final report.

 

2)                 The grade should be worked out by each examiner as per the attached forms.

 


 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

APPENDICES


 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

APPENDIX  A

 

A-1  Summary of Guidelines

A-2  Useful Hint for Coop Students

A-3 Coop Check List

 


Appendix A-1

 

APPLIED CIVIL ENGINEERING COOPERATIVE PROGRAM

CE 350 & CE 351

Summary of Guidelines

Introduction

The coop program is an essential component of engineering education at KFUPM, and is a prerequisite for successful completion of the degree requirement.  This is an outline of the Department’s basic regulations for the coop program. All coop students should also obtain copies of the Handbook of the Cooperative Program from the coop office before they start their work assignments.  The Handbook contains more information and students are expected to abide with its contents especially Section II, which deals with writing guidelines and format of the coop report.

Department Regulations

1.  Requirements and Eligibility

The following criteria (as given in the KFUPM Undergraduate Bulletin) should be met before a student is considered eligible for admission to the coop work programs:

1.        The coop program must be completed before the last semester at KFUPM.

2.        Completion of a minimum of 85 credit hours.

3.        Completion of special department requirements (such as ENGL 214) and at least three of the following courses (CE 315, CE 341, CE 353 and CE 370).

4.        Having a major or cumulative GPA of 2.00 or higher, and

5.        Not being subject to dismissal for academic causes.

2.  Coop Advisor

Each student may choose a coop advisor with expertise in the subject of the coop assignment. The selection of advisors should be made very early in the program.  For this purpose, the coop Advisor Assignment form must be filled and submitted to the coop coordinator within four weeks of the training.  The student is expected to submit a status report and two progress reports to his advisor after 4, 14 and 24 weeks of training.

3.  Writing the Coop Final Report

Students should write their reports according to the format described in details in the aforementioned coop Handbook, but may include additional requirements specified by the coop report advisor.  The report should, in general, contain:

1.        Cover page

2.        Summary

3.        Table of Contents

4.        List of Figures

5.        List of Tables

6.        Brief Description of the Organization

7.        Summary of the Project/Assignment

8.        Theoretical Background Related to the Subject

9.        Procedure for Accomplishing the Assignment

10.     Chronological Description of Training Assignments and Tasks

11.     Results – (Analysis/Design, etc.)

12.     Discussion of the results and findings

13.     Conclusion and Recommendation

14.     References

15.     Appendices (including copies of progress reports).

and the cover page should include:

1.        University, college and department names

2.        Course title and number (i.e. CE 351)

3.        Report title

4.        Student’s name and number

5.        Coop report advisor’s name

6.        Date of submission

4.  Submission of Coop Report

All coop students should contact their advisors once they finish their coop training period. The final coop report draft must be submitted to the faculty advisor within the first two weeks of the  semester  immediately  following  the coop period. Students are therefore advised to attempt to prepare a first draft during the coop period.  Copies of the final version of the coop report should be submitted to the coop examining committee at least 1 week before the oral presentation.  A copy of the final version of the report must also be submitted to the coop coordinator.  Students should get a letter grade by the end of the semester immediately following the coop period otherwise the “I” grade will change to an “F” automatically.

5.  Oral Presentation

After submitting his final report, the student will be required to give a short presentation (e.g. 30 minutes) about his coop work to his coop examining committee.  The presentation and the student’s answers to questions about his coop work will be judged by the two faculty members, in addition to the coop advisor.

Date and time of the oral presentation are to be scheduled by the coop report advisor and the student.  However, it is expected that such scheduling will conform to the Academic Calendar and department regulations.

 


Appendix A-2

 

APPLIED CIVIL ENGINEERING COOPERATIVE PROGRAM

CE 350 & CE 351

Useful Hints For Coop Students

 
Before leaving for Coop

 

1.                    You should familiarize yourself with the University policies and regulations on the coop program.  These are contained in the Handbook of the Cooperative Program which can be obtained from the  Coop Coordinator.  Make sure you obtain a copy of this handbook and read its contents thoroughly.

 

2.                    You should see the coop coordinator to discuss your coop assignment.  During this preliminary meeting, he will give you useful advice on how to prepare yourself for your work assignment and coop reports.

 

3.                    You should make a note of the telephone number of your coordinator/advisor and the fax number of the Department of Civil Engineering.

 

During the Coop

 

1.                    You should make sure that you are provided with a coop training schedule.  This schedule should detail the activities performed in the department(s) or division(s) you will be assigned to in the organization, for how long, and for which specific periods of the coop period.

 

2.                    You should make sure that your training schedule is related to Civil Engineering.  You should insist on being assigned to tasks in which you can apply your Civil Engineering knowledge.  Don’t accept assignments to other non-related jobs.

 

Important:  The training schedule should be submitted to the coop coordinator no later than 4 weeks after you report for training.

 

3.                    Once assigned to a department or division, you must try to learn as much about it as possible.  Know what functions are performed and how these functions are related to the organization as a whole.  You can achieve this by reading organization literature and by asking questions.

 

4.                    Keep a record of your daily activities, such as specific jobs performed, field trips made, meetings attended, seminars attended, etc.

 

5.                    You should maintain regular contact with your coop advisor.  Send him up-dates on your job assignments, experiences, etc.  These contacts will also give you an opportunity to discuss possible topics for your coop report.  The Department of Civil Engineering has a fax machine (03-860-2879) and a telephone number (03-860-2550) and your coop advisor has a telephone and e-mail in his office.  There is no reason for not communicating with him regularly.

 

6.                    If you are working in the Eastern Province, you can also arrange to meet your coop advisor personally from time to time to discuss the topic for your coop report.

 

7.                    You should make sure that during the training period, you collect enough relevant data for your coop-progress and -final reports.

 

8.                    Within the first month of your training period, you should have agreed with your advisor on a topic for your report.

 

Upon Return to KFUPM

 

1.                    You should contact your advisor immediately to determine a schedule for completing your final report within the specified deadline.

 

2.                    You should complete your report and prepare yourself for the presentation.  The longer you wait after your training, the more distant some of your personal experiences become, and consequently the more difficult writing the report becomes.

Appendix A-3

 

Coop Check List

 

 

 

The following important deadlines should be checked carefully by each coop student:

 

 

Activity

Due Date

Remarks

Attending the Coop Coordinator meeting

Within the last two weeks of the semester before the training starts.

Exact time is announced by coop coordinator.

Assignment to a training organization

Before the end of the semester in which coop was early registered.

 

Through coop office at Student Affairs.

 

Beginning of training

 

Group A: 1st day of classes in summer session.

Group B: 1st day of classes in 2nd semester.

 

Submission of contact form

Within the first two weeks of training.

 

Form is supplemented by coop office and should be submitted to coop office.

Submission of status report and training plan

Within the first four weeks of training.

 

Submitted to coop coordinator.

Assignment of an advisor by CE department

 

"

 

Done by the coop coordinator

Remind the field mentor to submit the

1st evaluation form

By the end of the

8th week of training.

 

To be sent to coop office at Student Affairs.

Submission of progress report No. 1

At the end of the

14th week of training.

 

To be submitted to coop coordinator.

Submission of progress report No. 2

At the end of the

24th week of training.

 

               

"

Remind the filed mentor to submit the  2nd evaluation form

By the end of training period.

 

To be sent to coop office at Student Affairs.

 

Contact your coop advisor regularly

 

 

All times

 

 

 

 


 

 

 

 

 

 

 

 

 

 

 

APPENDIX  B

 

Appendix B-1 Flow Chart Stage 1

Appendix B-2 Flow Chart Stage 2

Appendix B-3 Coop Assignment Form


 

Appendix B-3

 

 

KING FAHD UNIVERSITY OF PETROLEUM & MINERALS

Department of Civil Engineering

Applied Civil Engineering Cooperative Program

 

CE 351

 

CO-OP  ASSIGNMENT  FORM

                                                                                                                                               

 

Date: _________________

 

 

1.  Student Name: ______________________________  Student No.: _______________

 

2.  Coop Report Title: _____________________________________________________

 

     _____________________________________________________________________

 

3.  Scope of Report (Brief Description): _______________________________________

 

     _____________________________________________________________________

 

     _____________________________________________________________________

 

     _____________________________________________________________________

 

4.  Training Organization & Seal: ____________________________________________

 

            Mentor Name & Address: ____________________________________________

 

                                                      ____________________________________________

 

5.  Coop Assignment Period     · Beginning: ____________________________________

 

                                                 · End           : ____________________________________

 

6.  Student (Name & Signature): _____________________________________________

 

                                                     _____________________________________________

 

7.  Coop CE-Advisor (Name & Signature): _____________________________________

 

                                                    ______________________________________________

 

 

cc:  Coop Advisor.

       CE Chairman.

 


 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

APPENDIX  C

 

Appendix C-1  Examiner Form

Appendix C-2  Advisor Form

Appendix C-3  Final Grade Form


Appendix C-1

 

KING FAHD UNIVERSITY OF PETROLEUM & MINERALS

Applied Civil Engineering

Presentation & Final Report Grading For – CE 351

 

EXAMINER FORM

Dear CE Faculty:

Please make grades on the form below and report it to the Co-op Advisor.  The grades are to be assigned independently by each examiner.  Please check one box for each item.

 

 

Excellent

Good

Average

Fair

Poor

Introduction of the Subject:

How well did the student introduce the subject material?

 

 

 

 

 

Clarity of Presentation:

Did he present the material in a clear and concise manner?

 

 

 

 

 

Depth of Knowledge:

Did he show that he really understands his project?

 

 

 

 

 

Results & Conclusion:

How well did he summarize and conclude his presentation?

 

 

 

 

 

Questions & Answers:

How well did he handle the questions at the end of his presentation?

 

 

 

 

 

Presentation Grade (5% Maximum)

                        

      /5

 

Final Report (10%)

 

 

Excellent

Good

Average

Fair

Poor

Total

Introduction of the Subject

 

 

 

 

 

 

Relevancy and Discussion

 

 

 

 

 

 

Format of Report

 

 

 

 

 

 

Conclusion & Comments

 

 

 

 

 

 

Final Report Grade (10% maximum)

      /10

 

Total Evaluation (out of 15)

 

 

 

Student Name: __________________________ ID # _____________

 

Report Title ______________________________________________

 

                    ______________________________________________

 

Examiner Name: _____________________ Signature: ____________

 

Term _______

 

 

 

 

Date: ________

 


Appendix C-2

 

KING FAHD UNIVERSITY OF PETROLEUM & MINERALS

Applied Civil Engineering

Presentation & Final Report Grading For – CE 351

 

ADVISOR FORM

Dear CE Faculty:

Please make grades on the form below.  Please check one box for each item.

 

 

 

Excellent

Good

Average

Fair

Poor

Introduction of the Subject:

How well did the student introduce the subject material?

 

 

 

 

 

Clarity of Presentation:

Did he present the material in a clear and concise manner?

 

 

 

 

 

Depth of Knowledge:

Did he show that he really understands his project?

 

 

 

 

 

Results & Conclusion:

How well did he summarize and conclude his presentation?

 

 

 

 

 

Questions & Answers:

How well did he handle the questions at the end of his presentation?

 

 

 

 

 

Presentation Grade (12% Maximum)

                        

     /12

 

Final Report (30%)

 

 

Excellent

Good

Average

Fair

Poor

Total

Introduction of the Subject

 

 

 

 

 

 

Relevancy and Discussion

 

 

 

 

 

 

Format of Report

 

 

 

 

 

 

Conclusion & Comments

 

 

 

 

 

 

Final Report Grade (28% maximum)

      /28

 

Total Evaluation (out of 40)

 

 

 

Student Name: __________________________ ID # _____________

 

Report Title ______________________________________________

 

                    ______________________________________________

 

Advisor Name: _____________________ Signature: _____________

 

Term _______

 

 

 

 

Date: ________

 


Appendix C-3

 

KING FAHD UNIVERSITY OF PETROLEUM & MINERALS

Applied Civil Engineering

 

CE 351

 

Final Grade Form

 

 

 

Earned Grade

Max. Grade

Status Report

 

3

Progress Report No. 1

 

6

Progress Report No. 2

 

6

Field Mentor

 

15

Final Report

 

 

 

 

1st Examiner

 

15

2nd Examiner

 

15

Advisor

 

40

Total

 

100*

 

* The grade for progress reports and the final reports reported here should have been corrected for any delay in submission.

 

 

Co-op advisor add up all components and assign a letter grade for the student as follows (please check one):

 

A+ ³ 95

A ³ 85

B+ ³ 80

B ³ 75

C+ ³ 70

C ³ 65

D+ ³ 60

D ³ 55

F < 55

 

 

 

 

 

 

 

 

 

 

 

 

 

Student Name: __________________________ ID # _____________

 

Report Title ______________________________________________

 

                    ______________________________________________

 

Advisor Name: _____________________ Signature: _____________

 

Term _______

 

 

 

 

Date: ________

 

Please attach the forms filled by all examiners (including the advisor) and the mentors’ evaluation forms.