Student Internships – Guide for Registering Internship Applications for Students

How to Prepare for Submitting a Student Internship Application?

• Visit your Faculty website to find information about the Internship Regulations, Framework Internship Program appropriate for your field of study, and find out what documents are required to submit your internship registration application.

  Note: For internships held outside the summer break, extracurricular internships, or international internships, Dean's approval may be required.
  The list of required documents may vary depending on the type of agreement. For instance, if you’re already employed (e.g., employment contract), the required documents may differ from those needed for an ERASMUS internship. You will find specific details on the faculty website, in the Dean’s Office, or from your The Dean’s Delegate for internships.

• Contact your potential internship provider to gather the necessary information required to fill in the registration application.
  Once your application is filled out and approved in the system by the Faculty Coordinator, you will receive access to the Individual Internship Program (IIP) file. You’ll need to print it, get it signed by the internship provider, and upload it back into the system.
  Don’t forget to discuss this step with your provider in advance.

Where to Register the Application?

Log in to the Moja PG system → Student → Studies → Internships and click the “Register internship” button. You can track the status changes of your application in this section.

How to Get Dean’s Approval for Off-Term, Extra-Curricular, or International Internships?

Go to: Moja PG → Student → Documents → Submit an application.

Choose your field of study and look for the document titled:
“Application to the Dean for an internship outside summer/abroad/extra-curricular”.

Once the application is electronically signed by the Dean, you can download the approval as a PDF and attach it during your internship registration.

Filling Out the Application – Step-by-Step

Step 1

Select the course under which your internship will be completed.
A link with internship info relevant to your program should appear in the “Internship Info Link” field.

Open

Step 2

Fill in Company Details:
You’ll need the Polish tax identification number (tax number), company name, and website. If you are doing your internship outside of Poland, enter the foreign address. You will need a tax ID.

• Search engine for companies by NIP number

To retrieve the employer’s data using the search engine, enter the name or NIP (Tax Identification Number) of the desired employer in the “Company” field.
A list of available employers should appear for selection. Make sure the selected data is correct. If everything is filled out properly, proceed to the next section of the form. If any errors, inaccuracies, or the desired company is not found in the available search results, the data must be entered manually

Open

• What if the company is not listed in the search engine or contains incorrect data?

You must enter the employer’s data manually. Start typing the name or NIP, then click on the blue link:
“If the company you are looking for is not on the list – Add workplace manually.”

Open

Fields should appear for entering the NIP, name, REGON, website, and the address of the company.

Open

In case of a mistake or if you wish to use the search engine again, click “Choose another workplace”.

Open

Fill in this information if you are doing your internship in Poland.

Open

Fill in this information if you are doing your internship outside of Poland.

Step 3

Fill in the Workplace address. This is the same address under which the company is registered.
Later in the form, there will be a section to enter the Internship address, if it differs from the company's registered address.
If you use the NIP search engine, the company address will be filled in automatically.
If the address data does not match the expected information, enter the data manually.

Open

Step 4

Fill in the Internship address – Enter the address where you will be completing your internship.
If your company has more than one branch, write the name of the branch where you will be doing your internship in the “Branch” field.

Open

Step 5

Internship details – There are various types of internships and agreements to choose from.
Depending on the selected type, the number of required fields may vary, as some types of internships do not require certain information.
For example, in the case of a civil law contract (i.e., a contract of mandate or a contract for specific work), data regarding the internship supervisor or the person authorized to sign the agreement is not required.

Select the type of internship/agreement. The available options are:

• Contract for the organization of professional practice (an agreement will be signed between the internship provider and Gdańsk University of Technology)

• Practice based on an existing framework agreement

• Employment contract

• Civil contract (e.g., contract of mandate, contract for specific work)

• Paid internship

• Unpaid internship

• Voluntary service

• Other (e.g., ERASMUS, IASTE, or other requiring Dean’s approval)

Open

Only if you select the Contract for the organization of professional practice or Practice based on an existing framework agreement, you will see additional fields such as:

• Company internship supervisor’s details,

• Details of the person authorized to sign the agreement,

• Questions regarding occupational health examinations,

• An application for accommodation in a student dormitory during the internship period.

In the case of selecting an employment contract, an additional field will appear where you must specify the employment percentage (FTE).
If you select Other, an additional Description field will appear.
When choosing the Contract for the organization of professional practice, another field will appear where you can indicate the preferred form of the agreement as chosen by the internship provider.

Step 6

Enter Start and End Dates, Position/Role (e.g., “Intern”), and the total number of internship hours.

Step 7

Discuss with the provider whether occupational health checks are required. A list of available health checks under your program should appear under a blue question mark icon. Share this with your provider and select the appropriate option.

Step 8

Select at least three objectives from your program’s Framework Internship Program. Discuss with the provider which ones will be realized.

Step 9

If you need a Student dormitiory during your internship, check the relevant box.

Step 10

Enter the details of the Internship Supervisor at the company, and then the Authorized Signatory. If it's the same person, check the box “The details of person authorized to sign the internship on behalf of the company are the same”

Open

Step 11

Attachments – use the “Add file” button to upload:

• Existing employment contracts (if applicable)

• Dean’s approval

• Signed Individual Internship Program (IIP)

• Internship report, etc.

You can either submit the application (“Send”) or save it as a draft (“Save draft copy”) to return later. Only submitted applications are visible to the Dean’s Delegate for internships

Open

Application Statuses – What Do They Mean?

Open