BILKENT UNIVERSITY

FACULTY OF ENGINEERING
Summer Training Application Process for Summer 2024

The Summer Training application process for the Engineering Faculty students is being administered by the
Dean’s Office, Faculty of Engineering (located in Room 225 of EA Building, 2nd floor, Tel: 290-1261, 290-
2354) using new online Summer Training System (STS) which will be integrated into the STARS system,
is currently under development. STS will be operational for Summer 2024 applications by mid-May. The
aim of STS is to (i) inform the Engineering Faculty students about potential companies for Summer
internships, (ii) guide them through the application process, and (iii) register their application. In STS, the
students will be able to go over a list of approved companies where Summer Training can be conducted for
each of the Engineering Departments.

An Engineering Faculty student needs to complete two mandatory Summer Trainings, one in the Summer
(xx299) just after the second curriculum year and another one (xx399) in the Summer just after the third
curriculum year; as indicated in the official curricula of the Departments. Note that each summer training
has prerequisite course(s). Therefore, prerequisite courses need to be completed before conducting the
summer training. The list of prerequisite courses is given in Table 1 for each department.

The Training duration must be at least 20 working days (Monday through Friday), but it can be more. These
20 working days must be consecutive (except intervening holidays). According to the Social Security Law
no. 5510, item 5b, each student doing Summer Training on-site in Türkiye needs to be insured for “work-
related accidents and occupational diseases” during her/his 20 working days of Summer Training, and
Bilkent University provides this insurance. Without Social Security, a student cannot conduct summer
training. As long as the Summer Training period does not overlap with the beginning of the Fall semester,
it is possible to extend the insurance to cover longer Summer Training periods.
Table 1: The list of prerequisite courses and Department Coordinators for each department

Prereq. for Prereq. for

Department Department Coordinator
XX299 XX399
Shervin R. Arashloo
Computer Eng. CS202 CS299 Özgür S. Oğuz
[email protected]
Aykut Koç
[email protected]
Electrical & Electron. Eng: EE102 & EE211 EEE299
Tolga Çukur
[email protected]
Nil Şahin
[email protected]
Industrial Eng. IE271 or IE272 IE299
Özlem Çavuş
[email protected]
ME212 & ME342 Şakir Baytaroğlu
Mechanical Eng. ME211 & ME231
ME371 & ME381 [email protected]

1
Each student is responsible of finding and arranging with a Company to do Summer Training on her/his
own. A list of approved companies, together with information like name, address, telephone number, etc.,
will be available in STS. A Company may not be listed or may be listed, but not approved for a Department.
If a Company is not listed in the system or is not checked as approved for the Department, it is considered
as unapproved. In this case, the student needs to add the new Company information to the system (if not
already there) and then ask for approval to one of the Summer Training coordinators of her/his Department
by presenting the acquired acceptance letter from the Company. Only the Department Summer Training
Coordinators can approve the companies on STS by checking the acceptance letter as well as the status of
the company (the list of Department Coordinators is given in Table 1). After deciding on and arranging
with a company to do summer training, a student needs to get an acceptance letter from the company which
must include the start date and end date of the summer training and with official letterhead, signed and
stamped by a legally authorized executive of the company. Please note that if the company is also
operational on Saturday, this should be indicated explicitly in the acceptance letter.

The Summer Training Application procedure is listed below:

1. The student with a signed acceptance letter from a company (that is listed on STS), will first fill
out a mandatory Summer Training Application Form on STS (will be available by the beginning
of May)
2. The student will then send an e-mail to [email protected] attaching the signed acceptance
letter from the Company and letting the Dean’s office know about her/his Summer Training
Application on STS.
3. The Summer Training application needs to be completed at least two weeks before the starting
date of the Summer training, i.e., two-week rule!.
4. Once the application is approved, the insurance process will be initiated, and Summer Training
documents for the student will be prepared. With the two-week rule, there will be enough time to
process the application and ensure the student before the starting date of the Training. Note that a
student cannot conduct summer training without Social Security. Students can track the insurance
process through E-Devlet system by searching "Sosyal Güvenlik Kurumu/4A İşe Giriş Çıkış
Bildirgesi" and generate and download the relevant document required by the Employers.

A student can start her/his Summer Training after the Spring semester has ended. The earliest date for 2024
is 03-June-2024. A student must complete the Summer Training before the Fall semester begins. The
deadline to start the application process for Summer 2024 is 08-August-2024, and the deadline for the
beginning of the Summer Training for Summer 2024 is 16-August-2024. As a general policy, when the
training overlaps (even partially) with the Fall or Spring semesters and/or the 20 consecutive days
requirement is not met, then the training will not be counted towards xx299 or xx399. If a student is taking
a course in the Spring semester that is a prerequisite for the summer training course, the insurance process
will not start until the final grades are officially announced. Since processing an application and insuring a
student takes around two weeks, such a student can start the Summer Training around two weeks after the
submission of grades.

2
Upon the approval of the application, Dean’s Office will provide all the document(s), i.e., Summer Training
Evaluation Form, to the student who is expected to deliver the documents to the Company. At the end of
the training, a student needs to bring back another sealed, signed, and stamped envelope from the company
to the Dean’s Office, which will include the Evaluation Form completed and signed by the company. The
Dean’s Office or Departments WILL NOT accept any envelopes that are opened, not signed, or not stamped.
It is also possible that the company may choose to send the envelope via postal mail or e-mail instead of
sending it by the student. Note that an evaluation form without a seal will NOT be accepted, and the summer
training will not be counted towards xx299 or xx399. The on-time delivery of the documents before and
after the Training to both parties (the Company and University) is the responsibility of the student. The
students who initiate the application process on STS should NOT change the company name and the training
dates since the insurance process might have already been initiated. Therefore, it is of utmost importance to
initiate the application process on STS once the final decision is made on the Company and training period.

It is recommended to check the location of the Company selected for Summer Training carefully to avoid
unpleasant surprises. This information is also important for lodging arrangements. When Training is
completed, students are required to check personally if their Summer Training evaluation form is received
by their Departments or the Dean’s Office. Students must register for the related Summer Training course
(xx299 or xx399) in the Semester immediately following the Summer Training. For example, for Training
completed in the Summer of 2024, a student needs to register for the related course and pass in either the
following Fall or Spring semesters. The Summer Practice Report prepared based on the guidelines provided
by the individual Departments should be submitted in a timely manner within the registered semester.
Otherwise, the Summer Training should be repeated.

The Faculty of Engineering website includes much useful information about Summer Training (under “For
Students/Summer Training”). Some of the documents/forms that you might need are also available:
1. Summer Training Information (2024): The PDF file of this document
2. Summer Training Presentation (2024): The PDF file of the presentation about Summer Training
3. Company and Student Information Form for State Contribution: A Company may request State
Contribution for the Summer Training of a student due to a possible payment done to the student.
This can be requested from the State through the University. For this, the Company needs to fill and
send a form to the Dean’s Office after the Training. This form is entitled as “Company and Student
Information Form for State Contribution”. A student can download and present this form to the
Company during her/his Training.
4. Mandatory Summer Training Statement (in English and Turkish): These forms, which indicate
that the students have a mandatory Summer Training requirement imposed by Bilkent University,
may sometimes be required by the Companies (especially foreign companies). A student should print
out this form and bring it to the Dean’s Office for a stamp and signature. If the companies require
more elaborate forms, please contact the Administrative Assistants at the Dean’s Office (Ms. Gizem
Ballı and Mr. İlkan Sara) on this matter.

3
 5. Insurance Statement: A statement indicating the insurance requirement and the University support
for getting our students insured in Türkiye.

Those students who would like to conduct voluntary Summer Training can follow the same procedure, but
there is no need to bring back an evaluation form and prepare a summer training report.

We wish the students success in finding and arranging fruitful Summer Training opportunities. Should you
have any questions about the Summer Training, you can send an email to [email protected],
or you can contact your Department Coordinator.

Assoc. Prof. Barbaros Çetin

Bilkent University
Faculty of Engineering
Associate Dean