Guide to procedures
- The Degree Coordinator verifies the list of students who must carry out their work placements, in accordance with the Regulations for the development of work placement activities at UTEQ.
- The Degree Coordinator and/or the Work Placement Tutor guide the student on the type of company or institution that can host them, according to the academic profile and the training objectives of the degree. They also provide the list of organisations with which the university has current agreements.
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In the event that the student proposes an institution or company with which there is no agreement, the Degree Coordinator and/or the Work Placement Tutor will be responsible for managing the process for signing it.
For the subscription of the agreement, the following documents must be submitted:- Copy of the company’s Single Taxpayer Register (RUC).
- Copy of the national identity card and voting certificate of the legal representative.
- In the case of associations, cooperatives, or foundations: copy of the statutes and a copy of the governing board certified by the Ministry of Economic and Social Inclusion (MIES).
- In the case of multinational companies, NGOs, or public institutions: copy of the appointment of the legal representative.
- The legal representative of the host company or institution must sign and stamp the agreement in two copies.
- The Work Placement Coordinator Tutor will prepare a technical feasibility report for the signing of the agreement, which must include the organisation’s willingness, the planned activities, and the logistical aspects necessary for the development of the placements.
- Subsequently, the Degree Coordinator will send an official request addressed to the Office of Engagement, in order to coordinate the procedure for the subscription of the agreement.
- The Office of Engagement, once the documentation has been reviewed, will send a communication to the Academic Vice-Rectorate requesting the signing of the agreement.
- The Academic Vice-Rectorate, after the corresponding signature, will deliver the legalised agreement to the Office of Engagement, which will forward it to the Degree Coordinators for registration and filing.
- All degree programmes have Community Engagement Projects, where students are placed in order to meet this requirement.
- The Degree Coordination verifies, according to the list of eligible students, their placement in the Community Engagement Projects (PSC).
- The PSC Coordinating Tutor, together with the Director and members of each Community Engagement Project, provides induction to the students in the PSC and assigns them to the different projects of each degree programme.
- The Director of each Community Engagement Project receives the selected students and identifies a cooperating entity or organisation where the intervention will take place.
- The Director and members of each Community Engagement Project manage the drafting and signing of Specific Agreements with the cooperating entity, and submit them to the Office of Engagement so that they can be legalised by the competent authority (Academic Vice-Rector of UTEQ).
- The student, once placed in the PSC and informed of the cooperating entity and intervention site, prepares and submits to the Coordinating Tutor the relevant Annexes that were sent through institutional emails. Guidance and support are the responsibility of the same Tutor appointed in each degree programme, from the beginning of the process until the submission of the student’s technical report on the PSC.
- The Work Placement Coordinating Tutor of the corresponding degree programme prepares the Technical Assessment Report, which justifies the relevance and conditions of the organisation for the development of the placements.
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The Work Placement Coordinating Tutor prepares the agreement (3 copies) using the updated Work Placement format (including the information of the cooperating entity), ensures that the agreement is signed by the legal representative, and attaches the following supporting documents requested from the legal representative of the cooperating entity:
Supporting documents for the Specific Agreement:- ID supporting documents of the legal representative: legible copy of the national identity card and a copy of the voting certificate of the legal representative.
- Supporting documents of the appointment/designation of the legal representative: copy of the official document accrediting the designation of the legal representative, such as an appointment record or a notarised power of attorney.
- Supporting documents of the cooperating entity’s RUC: copy of the Single Taxpayer Register (RUC) or an equivalent document certifying the official registration of the entity.
- The Work Placement Coordinating Tutor submits the Technical Assessment Report to the Degree Coordinator, together with the specific agreement and the supporting documents.
- The Degree Coordinator issues a memorandum requesting the signature for the subscription of the Specific Agreement, addressed to the Director of Engagement at UTEQ, attaching the aforementioned supporting documents.
- The Engagement Directorate, after reviewing the documentation received, will request through an official communication to the Academic Vice-Rectorate that the agreement be signed.
- The Academic Vice-Rectorate, once the agreement has been signed, will deliver the legalised agreement to the Engagement Directorate.
- The Engagement Directorate forwards the duly legalised agreements to the Degree Coordinators for their registration and filing.
- Submission of the Technical Report to the Engagement Directorate, which assesses the cooperating entity, issued by the Work Placement Coordinating Tutor of Community Service of the relevant degree programme; this report justifies the relevance and assessment of the entity.
- Memorandum requesting management and signature for the subscription of the Specific Agreement, prepared and issued by the Degree Coordinator and addressed to the Director of Engagement at UTEQ.
- Physical submission of the Specific Agreement (3 copies) to the Engagement Directorate, signed by the legal representative of the cooperating entity.
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Supporting documents of the Specific Agreement:
- Legal representative’s ID: legible copy of the identity card (and voting certificate, if applicable) of the legal representative.
- Appointment/Designation of the legal representative: official document accrediting the appointment of the legal representative, such as an appointment record or a notarised power of attorney.
- RUC of the cooperating entity: copy of the Single Taxpayer Register (RUC) or an equivalent document certifying the official registration of the entity.
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