Workplace Training

Workplace Training Directive

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Workplace Training Tracking Guide
This guide is based on the Workplace Training Directive. The Art. 0/0 label next to each rule indicates the relevant article of the Directive.

1. What Is Workplace Training and How Long Does It Last?

  • Workplace training is a compulsory practical course that lasts one semester; it must be completed in order to graduate. Art. 4/11, 5/1
  • The duration is at least 14 weeks (70 working days), and one full working day is 8 hours. The student must comply with the workplace's working hours. Art. 5/4
  • Workplace training is to be carried out without interruption. In compulsory cases, it may be carried out in different time periods and at different workplaces with the committee's approval. Art. 5/4
  • The student must register for the term in which they will do workplace training. Art. 12/14
  • Workplace training is carried out between the start and end dates in the academic calendar of the semester for which the student is registered; all 70 working days must be completed within this period. Workplace training outside the term (in the summer term or before the semester begins) is granted, with committee approval, only to students who have only workplace training left to graduate. Art. 13/8

2. Application Prerequisites

Workplace training cannot begin unless all of the following three conditions are met: Art. 8/2

ConditionDescriptionHow It Is Proven
Cumulative GPAAt least 1.80Transcript with a barcode/verification code
Repeated (failed) course statusNo repeated course that requires attendanceTranscript + signed student statement
Compulsory summer internshipThe compulsory summer internship must have been completed for at least 30 working days
The 50% ratio in Art. 8/2 is calculated over the total of 60 working days in Art. 2.1 of the Internship Directive.
No document is required; the committee checks it against the Department Internship Committee records
When can it be done? Workplace training is carried out between the start and end dates of the semester for which the student is registered; students who have no attendance requirement in any course that semester may do workplace training during the term with committee approval. Workplace training outside the term (in the summer term or before school starts) is granted only to students who have only workplace training left to graduate, with the approval of the Department Workplace Training Committee. Art. 13/8
Students who have a repeated course but no attendance requirement (those who will only take the final and make-up exams) may apply for workplace training. Exam days fall within the workplace training calendar; permission is obtained from the workplace one day in advance for the days on which the exams will be taken. The total of leave used must not exceed 20% of the duration. Art. 8/2, 8/8
Students whose internship period has not yet been completed or approved. Students whose approved internship period is under 30 working days may also apply for workplace training if they are in one of the following two situations: (1) they are continuing their incomplete internship and it will be completed before workplace training begins; (2) they have completed their internship but the internship interview has not yet been held. The applications of these students are evaluated on the condition that the internship requirement is met; if the internship is later not accepted or remains incomplete, the workplace training is considered invalid. Art. 8/2, 12/13
Students who failed a laboratory course. Because laboratory courses have an attendance requirement, a student who failed a laboratory would normally not be able to do workplace training. However, our department organizes group make-up laboratories for these students, held one week before the midterms and one week before the finals. Students who took and failed the laboratory earlier may do workplace training provided they attend these make-up laboratories. Permission is obtained from the workplace in advance for the make-up laboratory days; these leaves are also included in the 20% limit. The make-up dates are announced on the department web page and the Telegram channel.

3. Criteria for a Suitable Workplace

  • The workplace must operate in a field related to the student's department and must employ at least one engineer in that field. Art. 5/3
  • The Workplace Training Supervisor responsible for the student must be an engineer on the staff of the relevant program with at least a bachelor's degree. Art. 4/12

Accepted engineering titles:

Electronics and Communication Eng.Electrical-Electronics Eng.Electronics Eng.Electrical Eng.Telecommunications Eng.Communication Eng.Control Eng.Biomedical Eng.Computer Eng.Software Eng.
Approval is mandatory. Students must do their workplace training at workplaces determined by the Department Workplace Training Committee and with which a protocol has been signed. They may work at places they find themselves only with committee approval. Workplace training carried out at unapproved places is considered invalid. Art. 7/1-2

4. Application Steps and Documents

4.1. Applying to the workplace

The student applies to the workplace with the Workplace Training Application Form, the Committee Letter, and the Application Petition. If the workplace requests it, the document certifying that workplace training is compulsory is given to the workplace.

  • Workplace Training Application Form — with photo, wet-signed/stamped by the workplace, 3 original copies
  • Workplace Application Petition
4.2. Applying to the committee (BYS)

The student who has been accepted by the workplace uploads the following documents to the BYS interface:

  • Workplace Training Application Form (3 original copies)
  • Eligibility documents: transcript and the signed Eligibility Declaration (an internship status document is not required; your internship status is checked by the committee)
  • Family Health Assistance Inquiry Document
  • Health Provision Document (e-Government or SGK)
  • Photocopy of national ID card
  • Photocopy of OHS certificate (if the workplace requests it)
Deadline: So that insurance procedures can be started, all documents must be uploaded to the BYS at least 30 days before the workplace training start date.
Notify us of your application via the Telegram channel. After completing your BYS upload, leave a short notification message on the Telegram support channel. The committee reviews applications based on this notification; applications for which no notification is made may be overlooked.
Full Name: Student No.: Workplace / Company: Planned start date: BYS application uploaded. For your information.
4.3. Forms and Documents to Download

5. Rules During Workplace Training

  • Attendance: At least 80% attendance is mandatory. If the leave used exceeds 20% of the duration, or if there is unexcused/unauthorized absence, the workplace training is canceled. Leave cannot be taken unless necessary; if needed, permission is obtained from the workplace one day in advance. Art. 8/8
  • Medical report: Absence due to illness is not permitted unless a report is obtained. If the report duration exceeds 20% of the workplace training duration, the training is extended by the excess amount; otherwise the training is considered invalid. Art. 8/9
  • Monitoring interviews: The supervising instructor monitors the student at the workplace or via communication tools. The workplace training of a student who cannot be reached in 20% or more of the monitoring interviews is considered invalid. Art. 4/3, 8/10
  • Night shift: The student may not take part in the night shift at the workplace. Art. 8/12
  • Change of workplace: Workplace training cannot be interrupted and the workplace cannot be changed without informing the committee and obtaining approval; otherwise the workplace training carried out is considered invalid. Art. 8/7
  • Discipline: The provisions of the Higher Education Institutions Disciplinary Regulation also apply at the workplace. Actions such as strikes, demonstrations, marches, and work slowdowns are not permitted. Art. 8/1, 8/4
  • Pay: The University is not obliged to pay the student; financial relations between the student and the workplace do not create any obligation for the University. Art. 8/11
  • Insurance: "Work Accident and Occupational Disease Insurance" is provided for all students subject to compulsory workplace training, and the premiums are paid by the University. Art. 12/15
Procedures to be carried out during the process
  • The attendance sheet is filled in online by the workplace's authorized engineer via the BYS.
  • The workplace training report is filled in day by day at the workplace and approved weekly by the workplace's authorized engineer. Art. 11/3
  • At the end of workplace training, the Employer Grading is completed by the workplace supervisor via the BYS.
  • In the first week of the finals, the Student Survey is completed by the student and the Workplace Survey by the workplace supervisor.
  • The surveys are completed via Google Forms, not the BYS (links below):

6. Reports

A single report is prepared. When workplace training is completed, the student submits the final report to the department committee. The report is filled in day by day throughout the training and approved by the workplace supervisor. Art. 11/1, 11/3
  • The report must cover theoretical and practical information about the work performed during workplace training and the workplace where it was carried out. It must not consist of basic information taken from books; it must include descriptions specific to the workplace and production processes. Art. 11/2
  • At the bottom of each page there must be the signature and stamp of the approving person; on the first page of each section there must be the signature of the workplace supervisor and the official seal of the workplace. Art. 11/3-4
  • Formatting: Prepared on a computer, Times New Roman 12 pt; inside tables at least 8 and at most 12 pt. Top and left margins 3.0 cm; bottom and right margins 2.5 cm. Justified, single line spacing, no indentation at the start of paragraphs. Each section starts on a new page. Art. 11/5
  • Attached drawings and diagrams must comply with Technical Drawing rules and must not be photocopies. Art. 11/6
  • In the conclusion section, the student makes an overall evaluation of the workplace training. Art. 11/7
Submission deadline: Workplace training reports are submitted to the Department Head's Office no later than 15 days after the end of the workplace training. The workplace training of students who do not submit within the deadline is considered invalid and unsuccessful. Art. 11/1

Submission is made online via the BYS as a single .zip file. The file with all approvals (signatures, stamps) completed must be uploaded on the specified dates.

7. Workplace Training Evaluation Form

The "Workplace Training Evaluation Form," known in the BYS as "Employer Grading," is completed online by the workplace supervisor via the BYS as workplace training is completed. There is no need to send documents by mail or deliver them in a sealed envelope. The sections of the form concerning the company must be filled in completely and approved by the workplace. The student's responsibility is to ensure that the workplace supervisor completes the form on time. Art. 10/1

The workplace training of students whose Evaluation Form is not completed by the specified date is not accepted. Art. 13/6

8. Results and Objections

  • Results are announced no later than two months after the submission of the reports. Art. 13/8
  • Students may object to the results by petition to the relevant department within 5 working days of their announcement. The committee reviews the matter within 10 working days at the latest from the date it is referred to it, and notifies the result in writing with its justification. Art. 13/10
  • Objections to the placement lists may be made within 5 days; objections are decided within 15 days at the latest. Art. 12/9
  • A student who fails must retake workplace training; in case of failure, no exam right is granted. Art. 13/4, 13/8

9. Important Notes

SGK Employment Notification (Insurance Entry Document)

Some workplaces request an SGK Employment Notification stating that the procedures are carried out by the school. This document can be ready 1 week before the start date. The "document certifying that workplace training is compulsory" can be used in its place. If it is nevertheless requested: students in Trabzon can pick the document up in person from the KTU Department of Health, Culture and Sports; those outside Trabzon can call 0462 377 3800 to have it sent to the company by fax.

Notification of medical reports
Students who receive a sick-leave report during workplace training must notify, electronically and within the prescribed time, that they are not working at the workplace. Medical reports must be submitted to the Department of Health, Culture and Sports within the working day following the day the report was issued. Those outside the province send them to the fax numbers 0462 325 84 30 or 0462 325 31 61. Any administrative fines resulting from failure to notify or late notification will be recovered from those at fault in the process.
KYK dormitories

Students who wish to stay in KYK dormitories during workplace training can submit the document certifying that workplace training is compulsory to the dormitory administration. Students who experience problems should contact the department secretariat.

Workplace training abroad

Students who apply abroad on their own initiative prepare the Application Form in English. In this case, since the University does not provide insurance, students may be insured by the institution where they do their workplace training. For applications under Erasmus, students should consult the International Relations Office or the Department Erasmus Coordinator.

10. Procedures via the BYS (Information Management System)

Workplace training application, tracking, and completion are carried out via the KTU Information Management System (BYS). The screens and points to watch for are summarized below.
10.1. General screens
  • Announcements — Announcements for your department are followed from this tab. For details, click the view icon in the row.
  • Relevant Legislation — Directives and legislation uploaded to the system by the department can be accessed here; when clicked, the file is downloaded to your computer.
  • Required Files — All forms and documents needed for the application and subsequent steps are collected on this page.
10.2. Application steps
StepScreenPoints to note
1InformationYou are expected to read all of the directives before applying.
2Profile InformationRetrieved automatically from the database. Check it anyway; if anything is incorrect, submit a request.
3Education InformationAll fields on the screen must be filled in completely.
4Institution / Organization InformationIf the company is in the "Registered Institutions" list, select it. The date range and number of days must be specified.
5Supervisor InformationIf the supervisor is in the "Registered Supervisors" list, select them. The accuracy of the e-mail address is critical — all notifications are sent there.
6Attach FilesDocuments are uploaded as a single file with a .zip or .7z extension.
7PreviewAll the information you entered is displayed here. Save after checking it.
After saving, do not forget to leave a notification message on the Telegram support channel — the committee reviews applications upon this notification.
10.3. Application status and rejection
  • Past and current applications are tracked on the "All Applications" page.
  • If the institution, supervisor, or other information given in the application is not found suitable by a committee member or the committee chair, the application is rejected; the reason is written in the "Status" field of the relevant row.
  • For a rejected application, you can click the "Take Action" button to return to the application screens, correct the necessary fields, and update the application. The updated application is referred to the committee again.
10.4. Requests

Requests to be submitted to the committee are created on the "Requests" page; the status of a request and its response can also be viewed on the same page. Changes of supervisor, corrections to the supervisor's e-mail address, and similar corrections are made this way.

10.5. Postponement, extension, and termination

You may request a postponement for an approved application that has not yet started, and an extension or termination for a training period that has already started. Requests are submitted with the "Take Action" button on the "All Applications" screen.

These requests are first submitted for the approval of the institution's supervisor; after the supervisor's approval, they appear on the committee screen. Therefore, create your requests early.
10.6. Completion

A completed workplace training is closed by following the required steps on the "Complete" screen. The completion process cannot be carried out until the final report, attendance record, and surveys are completed.

This guide was prepared by the Department Workplace Training Committee in accordance with Article 9 of the Workplace Training Directive.  |  Version: ____  |  Department Academic Board Approval: ___ / ___ / ______ , Decision No: ______
Workplace Training Process Flow
You are the one who proves your eligibility. The committee does not automatically determine whether a student is eligible for workplace training. You are required to demonstrate with documents that you meet the grade point average and repeated-course conditions in Directive Art. 8/2. The compulsory summer internship condition is checked by the committee from the Department Internship Committee records; you do not need to upload a separate document. Applications submitted with incomplete or unverifiable declarations will not be processed; if a violation is detected later, the workplace training will be considered invalid. Art. 12/13
1 Preparation — Check Your Own Status ~45 days before the start

Before applying, make sure you meet all three conditions: Art. 8/2

  • Cumulative grade point average ≥ 1.80
  • No repeated courses that require attendance
  • Completion of at least 30 working days of the compulsory summer internship (for an internship that is ongoing or awaiting an interview, see the note in Section 2 of the Follow-up Guide)

Your planned dates must fall between the start and end dates of the semester in which you enroll. Workplace training outside the term (in the summer term) is granted only to students who have only workplace training left to graduate. Art. 13/8

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2 Find a Workplace and Prepare the Application Form
  • Download the Workplace Training Application Form from the Department website.
  • The form is filled in, signed, and stamped by the workplace and the student in 3 original copies.
  • The workplace must have at least one engineer in a field related to the department. Art. 5/3
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3 CHECK 1 — Proof of Eligibility With the application

Your application will not be considered until the following documents are uploaded in full:

DocumentWhat it provesWhere to obtain it
Transcript (barcoded / with verification code)Cumulative grade point average ≥ 1.80 and no repeated courses requiring attendanceBYS or e-Government (e-Devlet)
Internship status (no document required)At least 30 working days of the compulsory summer internshipThe committee checks it from the Department Internship Committee records
Eligibility Undertaking (signed)Accuracy of the declaration and responsibility for itDownload here
UNDERTAKING: I accept and declare that I meet the conditions listed in Article 8/2 of the Workplace Training Directive, that the documents I have submitted are current and accurate, and that if the contrary is established, my workplace training will be considered invalid under Directive Article 12/13.
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4 Upload to BYS and Notify via Telegram 30 days before the start

Upload all of the paperwork (application form in 3 original copies, eligibility documents, Family Health Benefit Inquiry Document, Health Provision Document, photocopy of your national ID card, and the OHS certificate if you have one) to the BYS interface.

After the upload is complete, leave a notification message on the Telegram support channel. The committee reviews applications upon this notification. Applications that are not notified may be overlooked and delayed.
Full Name: Student No.: Workplace / Company: Planned start date: BYS application uploaded. For your information.
Timing is critical. Workplace training cannot begin until the insurance (SGK) registration is completed. If the 30-day period is not observed, your start date will be postponed.
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? Committee Evaluation

Are the documents complete, and are the conditions of Directive Art. 8/2 met?

NO
The application is not processed. The student is informed of the missing documents or unmet conditions.
YES
The application is accepted; the workplace and the supervising engineer's information are verified.
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5 Approval, Agreement, and Insurance
  • The committee approves the workplace; a protocol is signed with the workplace. Art. 7/1, 12/2
  • The workplace training agreement is signed and 3 copies are made: one stays at the workplace, one stays at the faculty, and one is given to the student. Art. 12/10-11
  • The insurance documents are sent by the committee to the Department of Health, Culture and Sports. Art. 12/15
  • Students can check their insurance registration via e-Government (e-Devlet).
The start date is the date specified in the agreement. Art. 12/12
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6 Start of Workplace Training Beginning of the term

The student downloads the documents prepared for submission to the workplace from the department website, delivers them to the workplace, and begins the training.

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7 CHECK 2 — Course Registration Verification After add-drop, week 2

After the add-drop period ends, the committee checks through course registrations whether the student has taken a course with an attendance requirement in that semester. No additional documents are requested from the student.

A student doing full-time workplace training cannot attend classes in the same semester. The workplace training registration of a student who takes a course with an attendance requirement is cancelled. Art. 8/2, 13/8
Exception — laboratory make-up: For students who previously took and failed a laboratory course, collective make-up laboratories are held one week before the midterms and one week before the finals. These students continue their workplace training provided that they attend the make-up laboratories. Repeated courses that only require taking the final/make-up exam (with no attendance requirement) are not an obstacle either.
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8 Obligations During the Process
  • The attendance record is filled in weekly by the workplace's supervising engineer through BYS. At least 80% attendance is required. Art. 8/8
  • The workplace training report is filled in day by day and approved weekly by the workplace supervisor. Art. 11/3
  • The supervising faculty member monitors the student at regular intervals. Monitoring is carried out by visiting the workplace or by using communication tools (video call, phone, e-mail); a supervision form is completed after each monitoring session. Art. 4/3, 6/5
  • The training of a student who cannot be reached or is not present at the workplace in 20% or more of the monitoring contacts is considered invalid. Art. 8/10
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9 End of Workplace Training Last day of week 14

At least 14 weeks / 70 working days must have been completed. Art. 5/4

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10 Surveys, Final Report, and Evaluation Form Week 1 of finals
  • The Student Survey is completed by the student and the Workplace Survey by the workplace supervisor, both through Google Forms: Student Survey  ·  Workplace Survey
  • The final report, with its cover page and every single page stamped and signed, is prepared and uploaded to BYS together with the attendance record as a single .zip file.
  • The Workplace Training Evaluation Form — called "Employer Grading" in BYS — is filled in online by the workplace supervisor through BYS. Art. 10/1
Reports must be submitted within 15 days at the latest after the end of the workplace training. Art. 11/1
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11 CHECK 3 — Final Verification Before Evaluation

Before grades are entered, the committee verifies the following one last time:

  • That the eligibility conditions were maintained throughout the process
  • That the attendance record and the number of days reported to the SGK are consistent
  • That the final report, surveys, and Evaluation Form are complete
Students with missing documents are not admitted to the interview; since the file is considered incomplete, the evaluation process cannot be started. Art. 13/6
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12 Interview — Online (Google Meet) Week 2 of finals

Interviews are held online via Google Meet. The committee may subject students to an interview and/or a written exam about the practical work they have done. Interview dates, times, and the meeting link are announced on the department website and the Telegram channel. Art. 13/3

If the committee does not find the report adequate, it may request that it be corrected or rewritten. Students who do not submit it within the given time are considered unsuccessful. Art. 13/3

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13 Announcement of Results and Appeals No later than 2 months after submission
  • Results are announced. Art. 13/8
  • Students may appeal by petition within 5 working days; the committee communicates a reasoned result within 10 working days. Art. 13/10
  • A student who fails retakes the workplace training; no exam right is granted. Art. 13/4, 13/8
Note: Payments made to the student by the workplace are not covered by the University or the state. Financial relations between the student and the workplace do not create any obligation for the University. Art. 8/11
Asst. Prof. Dr. Emin TUĞCU
Head of the Workplace Training Committee
Committee Letter

This is the official committee letter prepared for submission to the workplace. Print it and deliver it to the workplace during the application.

Evaluation of Workplace Training

1. Who Conducts the Evaluation?

Students' workplace training is evaluated separately by the workplace and the Department Workplace Training Committee. The evaluation is made by the committee, taking into account the information and documents contained in the Evaluation Form and reports, how they were prepared, the inspections carried out at the workplace, and the outcome of the interview with the workplace training supervisors. Art. 13/1-2

2. Grade Components

ComponentWeightSource
Grade given by the Workplace Training Supervisor50%Workplace
Grade given by the supervising faculty member — total 50%
Monitoring contacts (averaged if there is more than one)10%Supervisor
Scope and organization of the final report20%Supervisor
Interview / presentation performance20%Supervisor
Passing requirement: For a student to be considered successful, the workplace training grade must be at least 60. Grades are given out of 100. A student who fails retakes the workplace training; in case of failure, no exam right is granted. Art. 13/4, 13/8

3. Letter Grade Equivalents

ScoreLetter GradeCoefficientPass/Fail StatusGrade Avg.
90–100AA4,0PassedIncluded
80–89BA3,5PassedIncluded
75–79BB3,0PassedIncluded
70–74CB2,5PassedIncluded
60–69CC2,0PassedIncluded
50–59DC1,5Failed (conditional pass does not apply to workplace training; at least 60 is required)Included
40–49DD1,0FailedIncluded
30–39FD0,5FailedIncluded
0–29FF0,0FailedIncluded
—D0,0AbsentIncluded

Source: KTU Associate and Undergraduate Education, Examination Assessment and Student Affairs Regulation, table of grade ranges for the absolute evaluation system.

4. Mandatory Documents

The following documents are mandatory to complete; if any are missing, the workplace training file is considered incomplete and the evaluation process cannot be started:

  • Workplace Training Evaluation Form ("Employer Grading" in BYS) — filled in online through BYS by the workplace supervisor when the training is completed. The workplace training of a student whose form is not filled in by the specified date is not accepted. Art. 10/1, 13/6
  • Attendance record — approved by the workplace supervisor
  • Final report — submitted when the workplace training is completed Art. 11/1
  • Workplace Survey and Student Survey Art. 6/3-h
Surveys are not included in the evaluation; they are used only in the program's quality improvement process. However, completing them is mandatory.

5. Copying and Falsification

The workplace training of students who prepare reports that are very similar to one another, consist of the same information as in textbooks, or can be regarded as copied is considered unsuccessful, regardless of the Evaluation Forms. Art. 13/5

An investigation is opened, under the Higher Education Institutions Student Discipline Regulation, into students found to have falsified workplace training documents or to have prepared and submitted a report even though they did not attend the workplace training. Art. 13/7

6. Results and Appeals

  • Results are announced no later than two months after the submission of the reports. Art. 13/8
  • You may appeal by petition to the relevant department within 5 working days of the announcement. The committee reviews the appeal and communicates the result in writing, with reasons, within 10 working days at the latest. Art. 13/10
  • The validity of workplace training previously completed by students coming from other higher education institutions is decided by the Faculty Executive Board, after obtaining the opinion of the Department Course Equivalency Committee. Art. 13/11

7. Forms

Frequently Asked Questions
The answers below are prepared on the basis of the Workplace Training Directive. For questions not answered here, you can use the Telegram support channel.
A. Application and Eligibility
What conditions must I meet to apply for workplace training?

All three conditions are required: your cumulative grade point average must be at least 1.80, you must have no repeated course that requires attendance, and you must have completed at least 30 working days of your compulsory summer internship. Art. 8/2

Does the committee check whether I am eligible by itself?

No. You must document your eligibility yourself. With your application you need to upload a barcoded/verification-coded transcript and a signed Eligibility Undertaking. No internship status document is requested; the committee itself checks the compulsory summer internship condition from the Department Internship Committee records. Applications submitted with undocumented declarations are not processed. If it is later found that you do not meet the conditions, your workplace training is considered invalid. Art. 12/13

I have submitted my application. When will it be evaluated?

After you finish uploading to BYS, leave a notification message on the Telegram support channel. The committee reviews applications upon this notification. Applications of students who do not notify may be overlooked. Message template:

Full Name: Student No.: Workplace / Company: Planned start date: BYS application uploaded. For your information.
What is the application deadline? Can I start one week after applying?

Your paperwork must have been uploaded to BYS at least 30 days before the workplace training start date. The reason is the SGK registration procedures. For applications made one week before the start, the insurance registration may not be completed in time; workplace training cannot begin without insurance registration. Missing documents or errors make the delay longer, so complete the procedures early.

I did not complete my compulsory summer internship in full. Can I go to workplace training?

The minimum duration of the compulsory summer internship (30 working days) is a prerequisite for starting workplace training and applies equally to all students. If your internship does not meet this duration, you need to arrange an additional internship placement to complete the remaining time.

If you are continuing your incomplete internship so that it will be completed before workplace training begins, you may apply for workplace training. The additional internship must also comply with the Internship Directive (at least 15 working days at one workplace). If the internship is not completed or is not accepted, your workplace training is considered invalid. Be sure to review the Workplace Training Directive and the Internship Directive before planning your internship period. Art. 8/2, 12/13

I completed my internship but my internship interview has not been held yet. Can I apply for workplace training?

Yes. Students who have completed their internship but whose internship interview has not yet been held may apply for workplace training. Your internship status is tracked by the committee from the Department Internship Committee records. If your internship is not accepted as a result of the interview and the approved duration falls below 30 working days, your workplace training is considered invalid. Art. 8/2, 12/13

Can I do workplace training during the term (in the fall or spring semester)?

Yes. Workplace training is in fact carried out within the relevant semester. Students who have no attendance requirement in any course in that semester are granted the right to do workplace training during the term with the approval of the Department Workplace Training Committee. Your dates must fall between the start and end dates of the semester in which you enroll, and all 70 working days must be completed within this range. Art. 5/4, 13/8

I have only workplace training left to graduate. Can I do it in the summer term as well?

Yes. Students who have only workplace training left to graduate may do their workplace training during the term or in the summer term with the approval of the Department Workplace Training Committee. To do so, you need to apply and obtain committee approval; the application must again be made at least 30 days before the start. Art. 13/8

I have finished my courses and will do workplace training in the fall term. Can I start in the summer, before school begins?

No. Outside the term (in the summer term or before the semester begins), workplace training is granted only to students who have only workplace training left to graduate. The workplace training of students who are not in a graduation situation must be carried out between the start and end dates of the semester in which they enroll. Art. 13/8

Can I start after classes have begun, for example in October? What is the latest I can start?

You can start. What matters is that you can complete at least 14 weeks / 70 working days within the relevant term. Therefore, your latest start date is the date by which you can still finish 70 working days before the end of the term. The application must again be made 30 days before the start. Art. 5/4

My workplace requires an OHS (Occupational Health and Safety) certificate. How do I obtain one?

It is a legal requirement for workplaces to ask students who will begin training for an OHS certificate. You can follow two routes:

  • First, speak with the company's Occupational Safety Specialist or Human Resources representative. Many organizations provide basic OHS training in-house as part of on-the-job orientation.
  • If the company requires you to obtain the certificate in advance, find out without delay whether the faculty will offer an additional or make-up OHS training at the beginning of the term, and if necessary fill out the OHS Basic Training Registration Form (Follow-up Guide, Section 5).
  • If the company does not provide the training and you cannot attend the faculty's training, you need to obtain the certificate on your own from an authorized Joint Health and Safety Unit (OSGB) or a Public Education Center.

Workplace training cannot begin without an OHS certificate; clarify the situation with the company quickly so that the process is not disrupted.

I cannot access the chamber registration number of the workplace's supervising engineer. Will that be a problem?

If the chamber registration number cannot be found, this field may be left blank. However, the supervisor's first name, last name, title, and corporate e-mail address must be entered correctly and completely; notifications and approval requests are sent to this address. Art. 4/12

B. Duration, Attendance, and Leave
How many weeks / working days does workplace training last?

At least 14 weeks, that is, 70 working days. A full working day is 8 hours, and you must follow the workplace's working hours. The training is to be carried out without interruption. Art. 5/4

An official holiday or religious holiday has been extended. What should I do if my workplace is operating?

You must follow your workplace's working calendar. The Directive requires the student to follow the working hours of the place where the workplace training is carried out. Whether the holiday period is extended is up to the workplace. Since insurance reporting is done monthly, this does not affect your insurance. Art. 5/4, 8/4

I have a repeated course but with no attendance requirement; I will only take the final and make-up exams. Can I go to workplace training?

Yes. The obstacle is a repeated course that requires attendance. Courses for which you will only take the exams, with no attendance requirement, are not an obstacle to your application. Your workplace training calendar also covers the exam period; you do not need to change your workplace training dates for exam dates. You obtain permission from the workplace one day in advance for the days you will take exams; the total of all leave must not exceed 20% of the duration. Art. 8/2, 8/8

I failed a laboratory course. Can I go to workplace training?

Since laboratory courses have an attendance requirement, a student who failed a laboratory would normally not be able to go to workplace training. However, our department organizes collective make-up laboratories for students who previously took and failed a laboratory, one week before the midterms and one week before the finals. You can do workplace training provided that you attend these make-up laboratories.

You need to obtain permission from the workplace in advance for make-up days; this leave is also included in the 20% limit. Make-up dates are announced on the department website and the Telegram channel. Students who have never taken the laboratory are not covered by this arrangement.

Can I take leave for my midterm and final exams?

During workplace training, leave cannot be taken unless necessary; when needed, permission is obtained from the workplace one day in advance. If your total leave exceeds 20% of the workplace training duration, your workplace training is cancelled. Exams, make-up laboratories, and all other leave fall under the same 20% limit; this limit cannot be exceeded by extending the duration (extension is provided only for medical reports). Plan your exam calendar before applying. Art. 8/8, 8/9

How should I mark weekends on the attendance record?

On the attendance record, only the workplace's working days are marked. Since weekends and official holidays are not counted as working days, no absence mark is entered for these days; they are left blank. The absence mark is used only when you are not present at the workplace on a day when you were required to work. If in doubt, consult the committee.

I got sick and received a medical report. What should I do?

Absence due to illness cannot be taken without a medical report. If the report period exceeds 20% of the workplace training duration, the workplace training period must be extended by the excess amount; otherwise the training is considered invalid. Art. 8/9

In addition, you must submit your report to the Department of Health, Culture and Sports within the working day following the day it was issued. If you are outside the province, use the fax numbers 0462 325 84 30 or 0462 325 31 61. Late notification results in an administrative fine for the institution.

Can I work night shifts?

No. The student cannot take part in the night shift at the workplace. Art. 8/12

C. Changing the Workplace and Supervisor
Can I change the place where I do my workplace training? Is there a limit?

You can change it, but the workplace cannot be changed and the training cannot be interrupted without informing the committee and obtaining approval. Otherwise, the workplace training completed is considered invalid. Art. 8/7

The Directive has no numerical limit on changes; each change is subject to separate committee approval, and a total of 70 working days must be completed. In compulsory cases, with committee approval, the training may be carried out in different time periods and at different workplaces. Art. 5/4

I changed my workplace. Who will sign the report / logbook?

The report is filled in day by day and approved by the supervisor of the workplace where you were at that time. Accordingly, the pages for the periods spent at the previous workplace are signed and stamped by the previous workplace, and the pages for the period at the new workplace by the new workplace. The report is prepared as a single file, continuing chronologically. Art. 11/3-4

I entered the workplace supervisor or their e-mail address incorrectly. How do I correct it?

You need to create a supervisor change request through BYS. After the request is approved by the committee, notifications are sent to the new address. If your request is not approved for a long time, notify us via the Telegram support channel.

I uploaded my file, but the notification did not reach the workplace supervisor's e-mail.

First, check that the e-mail address registered in BYS is correct. If the address is correct, create a documented request through BYS and inform the committee of the situation via the Telegram support channel. If necessary, you can update the e-mail through a supervisor change request.

D. Insurance (SGK)
Who arranges my insurance?

All students subject to compulsory workplace training are covered by "Occupational Accident and Occupational Disease Insurance", and the premiums are paid by the University. For those who are not dependents, general health insurance provisions are additionally applied. Therefore, you need to submit the requested documents in full. Art. 12/15

I am currently working at a job with insurance. Should I cancel my existing insurance?

This is evaluated on a case-by-case basis. Please contact the Department of Health, Culture and Sports (SKS) to find out whether your existing insurance would affect your workplace training insurance.

My workplace is asking for the SGK Employment Notification (Insurance Registration Document).

This document is ready about 1 week before the start date. The "document certifying that workplace training is compulsory" can in most cases be used instead. Still, if it is requested:

  • If you are in Trabzon: You can pick it up in person from the KTU Department of Health, Culture and Sports.
  • If you are outside Trabzon: You can call 0462 377 3800 to have the document faxed to the company.
How do I check whether my insurance registration has been completed?

You can check your insurance registration through e-Government (e-Devlet). If the registration does not appear, inform the committee before starting workplace training.

E. Reports and Submission
How many reports do I need to prepare?

A single report is prepared: the final report. The report is submitted to the department committee when workplace training is completed.

The report is filled in day by day throughout the training and approved weekly by the workplace supervisor; when completed, it is uploaded to BYS as a single file. Art. 11/1, 11/3

How should the report be written?

It is typed on a computer in Times New Roman 12 pt. Text inside tables may be at least 8 pt and at most 12 pt. Leave 3.0 cm margins at the top and left, and 2.5 cm at the bottom and right. The text is justified and single-spaced; paragraphs are not indented. Each section starts on a new page. Art. 11/5

The content must include workplace-specific descriptions and production processes; it cannot consist of basic information taken from books. The report is filled in day by day and approved by the workplace supervisor; the signature and stamp of the approving person appear at the bottom of each page. Art. 11/2-4

By when must I submit the report?

Within 15 days at the latest after the end of the workplace training. The workplace training of students who do not submit within the deadline is considered invalid and unsuccessful. Submission is made through BYS as a single .zip file. Art. 11/1

How is the Workplace Training Evaluation Form (Employer Grading) submitted?

It is not submitted — it is filled in online through BYS by the workplace supervisor when the workplace training is completed. You do not need to send documents by post, fax, or sealed envelope.

The student's obligation is to ensure that the workplace supervisor fills in the form by the specified date. The workplace training of a student whose form is not filled in on time is not accepted. Art. 10/1, 13/6

If the BYS notification did not reach the supervisor, check the registered e-mail address; if necessary, update it with a supervisor change request.

F. Evaluation, Interview, and Results
How is my grade calculated?

The grade is calculated as 50% the grade given by the workplace training supervisor and 50% the grade given by the supervising faculty member. To be considered successful, your workplace training grade must be at least 60. Details are in the "Evaluation" tab. Art. 13/4

Do I have to complete the surveys?

Yes. The Student Survey and the Workplace Survey are mandatory documents; however, they do not affect your grade and are used only in the program's quality improvement process. Until the surveys are completed, your workplace training file is considered incomplete and the evaluation process cannot be started.

The surveys are completed through Google Forms, not through BYS:

Optional: Employer / Stakeholder Survey — completing it is not mandatory, but it contributes to the department's quality processes.

When are the interviews held?

Interviews are held in week 2 of the finals, online via Google Meet. The date, time, and meeting link are announced on the department website and the Telegram channel; it is the student's responsibility to follow them.

To attend the interview, the final report, attendance record, surveys, and Evaluation Form must be completed. Art. 13/3

Technical preparation: Check your camera, microphone, and internet connection in advance. If you experience a connection problem, notify us immediately via the Telegram support channel.

What happens if my report is found inadequate?

If the committee does not find the report adequate, it may request that it be corrected or rewritten. Students who do not submit their report within the time given by the committee are considered unsuccessful. Art. 13/3

What happens if I fail? Can I appeal the results?

A student who fails retakes the workplace training until successful; in case of failure, no exam right is granted. Art. 13/8

You may appeal the results by submitting a petition to the relevant department within 5 working days of their announcement. The committee reviews the appeal and communicates the result in writing, with reasons, within 10 working days at the latest. Art. 13/10

Will the workplace pay me a salary?

The University is not obliged to pay students. Payments made by the workplace are not covered by the University or the state. Financial relations between the student and the workplace do not create any obligation for the University whatsoever. Art. 8/11

Can I stay in a KYK dormitory during workplace training?

You can submit the document certifying that workplace training is compulsory to the dormitory administration. If you run into problems, contact the department secretariat.

2024–2025 Workplace Training Evaluation Report

A total of 8 of our students who participated in workplace training during the Fall and Spring terms of the 2024–2025 academic year completed the program successfully. Stakeholder feedback has shown that workplace training serves as a strategic bridge in turning theoretical learning outcomes into professional competence.

The employer surveys show that the sector's main expectation of students is an inquisitive approach, a strong theoretical foundation, and a sense of responsibility. Employers emphasized the importance of students conducting thorough preliminary research before applying to organizations and clarifying their career goals. The student surveys, in turn, show that workplace training makes a high-level contribution to building professional self-confidence, a sense of ethical responsibility, and awareness of lifelong learning.

Appendix 1. Workplace Training Workplace Survey — 2024–2025 Term (8 Workplace Representatives)

The purpose of the survey is to measure the effectiveness of the Workplace Training practice that students carry out in companies for one semester, to eliminate any shortcomings that may arise, to improve the quality of engineering education, and to ensure that engineers who can meet the expectations of the job market are educated. The information provided is not shared with third parties.

Part 1: MÜDEK Program Outcomes Assessment (1–5 Scale)
Question (1: poor, 5: very good)1 (%)2 (%)3 (%)4 (%)5 (%)Avg.
1. Is able to apply knowledge and experience in mathematics, science, and engineering.00025.0075.004.75
2. Is able to identify, define, and formulate complex engineering problems and apply solutions.00025.0075.004.75
3. Is able to design a complex system, process, device, or product to meet specific requirements.0012.50087.504.75
4. Is able to develop, select, and use modern techniques and tools necessary for engineering applications.00012.5087.504.88
5. Is able to design and conduct experiments, collect data, and analyze and interpret the results.00012.5087.504.88
6. Is able to work effectively in intra-disciplinary and multidisciplinary teams.00012.5087.504.88
7. Is able to communicate effectively, both orally and in writing, in Turkish; is able to express themselves in at least one foreign language.0012.50087.504.75
8. Is aware of the necessity of lifelong learning and strives to continuously renew themselves.00012.5087.504.88
9. Practices the profession with an awareness of professional and ethical responsibility.00012.5087.504.88
10. Has knowledge of business practices such as project and risk management.012.500087.504.62
11. Is aware of the universal and societal impacts of engineering practices.012.50025.0062.504.38
12. Has sufficient knowledge for the design and analysis of complex electrical and electronic devices, software, and systems.00037.5062.504.62
Part 2: General Evaluation (1–5 Scale)
Question1 (%)2 (%)3 (%)4 (%)5 (%)Avg.
1. Attendance at the workplace0000100.005.00
2. Willingness to accept assigned tasks and ability to complete them on time00012.5087.504.88
3. Desire to learn, openness to knowledge, and willingness to take responsibility0000100.005.00
4. Ability to solve the problems encountered0012.50087.504.75
5. Relationships with colleagues and adoption of the workplace00012.5087.504.88
Part 3: General Comments and Recommendations
  • It was stated that students are eager and determined to improve their knowledge base.
  • It was noted that there are students who are ahead of their peers in the field of software.
  • It was suggested that advisory support in determining a professional area of expertise would be beneficial.
  • It was emphasized that students carry out their tasks meticulously and on time and get along well with their colleagues.
  • It was noted that there are students who successfully reconcile the engineering discipline with daily life.
  • It was recommended that communication skills be used more effectively and that the habit of asking questions be developed.

Appendix 2. Workplace Training Student Survey — 2024–2025 Term (8 Students)

The purpose of the survey is to use student opinions to systematically improve the quality of workplace training. The answers given to the questions here are not taken into account when the student's workplace training is evaluated.

Part 1: Workplace Conditions (Yes / No)
QuestionYes (%)No (%)
1. Was a technician/engineer continuously attentive to you at the organization where you did your internship?87.5012.50
2. Were you able to carry out and complete your internship in accordance with the internship principles?100.000
3. Were you paid a salary by the organization where you did your internship?37.5062.50
4. Did the organization where you did your internship provide meals?62.5037.50
5. Did the organization where you did your internship provide transportation?37.5062.50
6. Does the organization where you did your internship have a guesthouse?0100.00
7. Did the organization provide you with the opportunity to stay in its guesthouse when you needed it?0100.00
8. Were you able to communicate effectively with the workplace supervisors during the internship?87.5012.50
9. Would you like to work at this workplace after graduation?87.5012.50
10. Would you recommend this company to your department's students as an internship workplace?87.5012.50
Part 2: Contribution of Workplace Training to Professional Outcomes (1–5 Scale)
Question1 (%)2 (%)3 (%)4 (%)5 (%)Avg.
1. It contributed to my determining my aims and goals for the future.12.5012.5012.50062.503.88
2. It gave me the skill of working in a planned manner and using time effectively.12.5012.5012.5012.5050.003.75
3. It increased my practical knowledge.037.50012.5050.003.75
4. It gave me the opportunity to use my theoretical knowledge in practice.12.5025.00037.5025.003.38
5. It gave me the skill of project planning and determining details.12.5012.50025.0050.003.88
6. It gave me the skill of defining, formulating, and solving engineering problems.025.00012.5062.504.12
7. It gave me the skill of using the techniques and modern tools necessary for engineering applications.12.5012.5012.5012.5050.003.75
8. It gave me the skill of practicing the profession with love and conviction.12.500012.5075.004.38
9. It gave me awareness of lifelong learning and the ability to put it into practice.12.500012.5075.004.38
10. It made me aware of the areas in which I am weak.012.50012.5075.004.50
11. It gave me a sense of professional and ethical responsibility.12.5000087.504.50
12. It gave me professional self-confidence.12.5000087.504.50
13. It contributed to my ability to convey my views orally and in writing.12.500012.5075.004.38
14. It gave me the skill of working in multidisciplinary teams.12.50012.5012.5062.504.12
15. It gave me the skill of communicating effectively.12.50012.50075.004.25
Part 3: Student Opinions and Suggestions
  • 87.50% of the students stated that an engineer/technician was continuously attentive to them during the internship.
  • All students (100%) completed their internships in accordance with the principles.
  • 87.50% of the students stated that they would like to work at the workplace where they did their internship after graduation.
  • 87.50% of the students said they would recommend the company where they did their internship to their friends.
  • The proportion of students who were paid was 37.50%, and the proportion of students who benefited from meals was 62.50%.
  • The skill outcomes with the highest averages were: sense of professional and ethical responsibility (4.50), professional self-confidence (4.50), and awareness of weak areas (4.50).
  • The vast majority of students stated that they did not encounter any problems during the internship.

Appendix 3. General Statistics — All Terms Combined

The tables below contain the general statistics of survey responses from a total of 87 workplace representatives and 102 students across all terms.

A. Workplace Representative Survey — MÜDEK Overall Summary (N=87)
Question1 (%)2 (%)3 (%)4 (%)5 (%)Avg.
1. Knowledge of mathematics, science, and engineering01.151.1526.4471.264.68
2. Complex problem solving01.152.3028.7467.824.63
3. System/product design01.155.7525.2967.824.60
4. Modern techniques and tools01.152.3020.6975.864.71
5. Experiment/analysis/interpretation01.153.4522.9972.414.67
6. Teamwork1.1501.1512.6485.064.80
7. Communication1.15013.7921.8463.224.46
8. Lifelong learning002.3313.9583.724.81
9. Ethical responsibility1.1502.3012.6483.914.78
10. Project management1.151.15028.7468.974.63
11. Awareness of societal impact02.302.3026.4468.974.62
12. Electrical-electronic design knowledge005.8828.2465.884.60
B. Workplace Representative Survey — General Evaluation (N=87)
Question1 (%)2 (%)3 (%)4 (%)5 (%)Avg.
1. Attendance at the workplace0008.0591.954.92
2. Willingness to accept tasks01.15013.7985.064.83
3. Desire to learn / responsibility01.1508.0590.804.89
4. Problem-solving ability01.152.3022.9973.564.69
5. Relationships with colleagues / adoption1.1501.1516.0981.614.77
C. Student Survey — Overall Summary (N=102)
QuestionYes (%)No (%)
1. Was an engineer/technician continuously attentive?99.020.98
2. Did you complete the internship in accordance with its principles?100.000
3. Were you paid?52.9447.06
4. Were meals provided?81.3718.63
5. Was transportation provided?55.8844.12
6. Is there a guesthouse?14.7185.29
7. Was the opportunity to stay in the guesthouse provided?10.7889.22
8. Were you able to communicate effectively?97.062.94
9. Would you like to work at the same place after graduation?87.2512.75
10. Would you recommend the company?95.104.90
D. Student Survey — Skill Outcomes Overall Summary (N=102)
Question1 (%)2 (%)3 (%)4 (%)5 (%)Avg.
1. Goal setting0.980.981.9627.4568.634.62
2. Planned work0.980.983.9223.5370.594.62
3. Increasing practical knowledge02.945.8815.6975.494.64
4. Turning theory into practice0.983.927.8426.4760.784.42
5. Project planning1.960.9810.7821.5764.714.46
6. Problem solving01.966.8624.5166.674.56
7. Modern tools1.960.983.9226.4766.674.55
8. Loving the profession0.9802.9417.6578.434.73
9. Lifelong learning0.9801.9614.7182.354.77
10. Awareness of weak areas00.981.9616.6780.394.76
11. Ethical responsibility0.9800.9812.7585.294.81
12. Professional self-confidence0.980.983.9216.6777.454.69
13. Oral/written expression0.9803.9216.6778.434.72
14. Teamwork0.983.9210.7819.6164.714.43
15. Effective communication0.9802.9414.7181.374.75
Res. Asst. Serkan VELA  ·  Res. Asst. Mehmet Emin KOBYA
Member

Asst. Prof. Dr. Emin TUĞCU
Head of the Workplace Training Committee
KTU Of Faculty of Technology – Department of Electronics and Communication Engineering  |  Workplace Training Committee – 2024–2025
Telegram Support Channel

Workplace Training Help Line

Join our Telegram channel to get real-time announcements about the workplace training process, ask your questions, and get support.

Join the Telegram Channel
Be sure to report your application through the channel. After uploading your application paperwork to BYS, leave a message on the channel using the template below. The committee reviews applications upon this notification; applications that are not notified may be overlooked and the process may be delayed.
Full Name: Student No.: Workplace / Company: Planned start date: BYS application uploaded. For your information.
About using the channel: The Telegram channel is intended for unofficial support. Official applications, document submission, and notifications are made only through BYS. Results, interview dates, and lists are announced on the department website. Do not share your personal information (Turkish ID number, medical reports, etc.) on the channel.
For frequently asked questions, please check the Frequently Asked Questions tab first. If the answer to your question is not there, you can send it through the channel.

27 October 2026

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