Internship Akrsp

Standard Operating Procedure: Internship AKRSP

1. Document Control & Revision History

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2. Executive Summary & Scope

This SOP defines the operational mandate for the Aga Khan Rural Support Programme (AKRSP) internship lifecycle. The scope encompasses recruitment, onboarding, field deployment, and exit procedures for interns. This policy adheres to internal organizational standards for professional development and community-based institutional compliance. It serves as the primary governance document for all regional office internship coordination.

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3. Prerequisites & Tool Requirements

• Access Protocols: Active organizational email domain (G-Suite/Office 365), VPN credentials for remote field data entry, and ERP (SAP/Odoo) read-only access.
• Required Documentation: Signed Non-Disclosure Agreement (NDA), Conflict of Interest (COI) disclosure, and proof of academic standing.
• Hardware/PPE: Company-issued laptop, secure cloud storage (OneDrive/SharePoint), and standard field-duty PPE (high-visibility vest and safety ID badge) for rural site visits.
• Certifications: Completion of Mandatory Cybersecurity Awareness training and Field Ethics/Code of Conduct certification.

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4. Roles & Responsibilities (RACI Matrix)

Legend: R=Responsible, A=Accountable, C=Consulted, I=Informed

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5. Step-by-Step Operational Procedure

Phase 1: Intake & Onboarding

• Verify academic credentials and finalize HR contract signature.
• Provision IT assets and secure credentials for enterprise software.
• Conduct mandatory induction session regarding AKRSP field ethics and organizational culture.

Phase 2: Execution & Deployment

• Define the Work Plan (WP) with specific KPIs and project milestones.
• Establish bi-weekly supervisory check-ins to monitor workflow progress.
• Execute field visits according to the approved regional travel schedule.

Phase 3: Offboarding & Documentation

• Collect organizational assets and revoke system access.
• Conduct formal exit interview and final project report submission.
• Issue Certificate of Internship upon submission of all final deliverables and clearances.

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6. Quality Assurance & Verification Criteria

• Tolerance Thresholds: 100% compliance with attendance and code-of-conduct protocols is mandatory; zero-tolerance for security/data breaches.
• Benchmark 1 (Deliverables): Final reports must achieve a minimum rating of "Satisfactory" by the Program Manager based on technical depth and accuracy.
• Benchmark 2 (Completion): All administrative offboarding must be finalized within 48 hours of the intern’s final day of tenure.
• Audit Protocol: Random quarterly audits of intern files will be performed to ensure documentation completeness.

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7. Practical Troubleshooting Scenarios

Scenario A: Unresponsive Remote Intern/Field Staff

• Indicator: Lack of contact or task submission for >72 hours without prior notification.
• Corrective Action: Immediate escalation to the Program Manager. If communication fails within 24 hours post-escalation, terminate access credentials and initiate official contact via the listed emergency contact provided in the HR file.

Scenario B: Data/System Breach During Fieldwork

• Indicator: Unauthorized access notification or loss of company hardware.
• Corrective Action: Immediate suspension of user credentials. The intern must file a formal Incident Report within 4 hours. Field Supervisor must audit current field logs to determine scope of data exposure.

Scenario C: Performance Deficiency

• Indicator: Failure to meet 2 out of 3 major project milestones in the WP.
• Corrective Action: Immediate Performance Improvement Plan (PIP) meeting. If improvement is not observed within the subsequent 10-day period, initiate early termination of the internship contract.