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COLLEGE OF COMPUTER STUDIES ON-THE-JOB TRAINING MANUAL
TABLE OF CONTENTS THE ON-THE-JOB TRAINING MANUAL OJT MANUAL GENERAL OBJECTIVES 2 WHAT IS ON-THE-JOB TRAINING? 2 OJT SITE/COMPANY SELECTION PROCESS 3 ELIGIBILITY FOR OJT 3 GENERAL REQUIREMENTS FOR OJT 3 IMPACT OF OJT 4 PROCEDURE FOR THE STUDENT TRAINEES 5 ROLES AND RESPONSIBILITIES OF INVOLVED PARTIES 5 STUDENT/TRAINEE 5 PARENTS/GUARDIAN/SPOUSE 6 THE SCHOOL 6 OJT COORDINATOR 7 ▪ OJT COORDINATOR VISIT 7 PARTNER OJT INSTITUTION 8 ON-SITE SUPERVISOR 8 MONITORING AND EVALUATION OF OJT 9 MONITORING DAILY ACTIVITY REPORT 9 DAILY TIME RECORD 191 EVALUATION 99 SUPERVISOR EVALUATION 9
THE ON-THE-JOB TRAINING MANUAL OJT MANUAL GENERAL OBJECTIVES ▪ Provide students with actual workplace experience, exposure to various management styles, industrial and procedures of various occupations in relation to their respective fields of learning. ▪ Provide standards and guidelines for conducting OJTs such as amount of workload, number of hours, learning objectives, monitoring scheme and sanctions; ▪ Clearly establish the roles and responsibilities of involved parties and provide for protocols regarding different situations that may arise during the OJT; ▪ Promote the OJT program through standardized procedures that are uniform, manageable, and practical so that more institutions will participate through; ▪ Promote and establish strategic agreements between the academe and the government as well as the academe and private companies focusing on the creation of clear objectives, clear expectations, establish methods of learning verification and effective monitoring and implementation specific to the on-the-job training programs. WHAT IS ON-THE-JOB TRAINING? A training program for students designed to immerse them in a work environment relevant to their courses in the attempts to learn productivity in, knowledge on, and respect for the workplace. On-the-job training programs are course requirements providing an opportunity to not only apply the theories, principles and ideas learned in the academe but also enhance the technical knowledge, skills and attitudes of students towards work necessary for satisfactory job performance. On-the-job training programs also serve as a venue where students earn experience in career positions relevant to their choice of academic degrees as well as open up other future career choices towards gainful employment. OJT SITE/COMPANY SELECTION PROCESS OJT will be from period covering the first semester of the academic year. You must work on this period in order to credit for OJT. Student/trainee may work longer in order to earn more experience if the student/trainee desire. Student/trainee is NOT to take vacations, etc., on their own. If any special problems occur, he/she must let the OJT Coordinator know and work out a solution before leaving for OJT. Each student should select his/her own site from an approved list of employers or by consulting with the OJT Coordinator. “GOOD TRAINING” RATHER THAN “CONVENIENCE” SHOULD BE A HIGH PRIORITY IN THE SELECTION PROCESS. Sites are to be within 5 miles from the school premises. Students desiring to go beyond the 5 mile area must justify their request to College Dean.
Students are to contact the prospective OJT employers in a professional manner. This is a good test of your professional conduct when seeking employment. Call or visit the employer, state your name and reason for the call or visit and set up an interview. There may be many students seeking the same site, so it will be “first come, first serve”. Make certain that you communicate clearly with all the employers you contact. You do not want to give an employer the impression that you are going to work at site “A” when you have committed to work at Site “B”. ELIGIBILITY FOR OJT Students who are enrolled in the college for the semester are eligible for OJT. Students, who are not on the normal program schedule, must see the College Dean to determine their eligibility for OJT. They should select a site that will help them gain experience areas where they have little field training. Any special request or problems must be handled through the College Dean. GENERAL REQUIREMENTS FOR OJT: All BSIT students who finished the required units prerequisite to the course must undergo Practicum/OJT/internship in partial fulfillment of the program. The minimum required number of hours of training per program should be in compliance with the guidelines mentioned in Section 11 of CMO No. 53, Series of 2006. There should be a Memorandum of Agreement and Guidelines specifically outlining the role and responsibilities of all concerned parties, training plan, learning objectives and method of evaluation between the school and the partner institution/company/office. The student/trainee should submit a letter of endorsement from the school’s authorized personnel confirming that s/he is indeed qualified to complete the on-the-job training program. The student/trainee should submit to the partner institution/company/office a copy of the waiver of consent duly signed by his/her parent/guardian/spouse, pledge of good conduct, resume and course syllabus, if needed. A student is required to submit the following documents as part of the final report at the end of his/her training: ▪ Medical Certificate (With “Fit to Work” remarks) ▪ Letter of Endorsement ▪ Letter of Application ▪ Curriculum Vitae (Resume) ▪ Letter of Acceptance/Approval from the company ▪ Memorandum of Agreement (MOA) ▪ Parents/Guardian’s Consent and/or Waiver ▪ Daily Activity Report (Diary/Journal) ▪ Daily Time Report (DTR) ▪ Performance Evaluation Form ▪ Performance Rating ▪ Registration Form (Photocopy)
▪ OJT Certification IMPACT OF OJT In addition to the college credit as required for graduation, OJT supplies a vital contact with industry and an additional interference for future job applications. The student’s effectiveness – both on job performance and attitude – will be piped into the industry grapevine and will provide them with either a good or bad industry reference. Any student who commits to an OJT site must stay for the entire OJT period. Any exceptions to this policy must be approved in writing by the College Dean and their concerned immediate Supervisor. Failure to abide by this policy will result in the student in receiving a grade of FAILED. Any student who quits, who is fired, or is “let go” for disciplinary reasons from the OJT site will receive a FAILED Grade. A student cannot withdraw from OJT to avoid getting a grade of “FAILED”. Any exceptions must be approved in writing by the College Dean and/or Chair. PROCEDURE FOR THE STUDENT TRAINEES: The student trainee is required to attend the OJT orientation set by the college. The student should prepare the required documents addressed to the company concerned, endorsed by the OJT Coordinator and the Dean. The student is responsible for following up his/her application. Upon acceptance by the company, the student must inform the OJT coordinator by submitting any proof of his acceptance (Letter of Acceptance/Approval from the company). The student submits the waiver form, signed by the parent/s or guardian/s to the faculty coordinator. The student starts at the recommended date. He/She must record his/her daily attendance indicating the log-in/log-out time. The student is required to make a daily activity report on a day-to-day basis *Note: The daily activity report and daily time record must be submitted to the OJT coordinator every 1st Saturday of the month. The student is required to report to the OJT Coordinator once a week to discuss the problems and some queries. The student should at all times keep all documents pertaining to his/her OJT. The student must comply with the general guidelines of the company regarding their own OJT program. ROLES AND RESPONSIBILITIES OF INVOLVED PARTIES STUDENT/TRAINEE
Each student trainee has the following responsibilities within the company: ▪ Data Encoding ▪ Conductor of IT-Related Research ▪ Technical Support ▪ Customer Service ▪ Program Development ▪ Office Works (answering phone calls, photocopying, record keeping) ▪ Familiarization in the functions/jobs done by the employees handing "Computer or IT Related" work in the firm. An admitted student/trainee shall abide by the rules and regulations set forth by the institution/company/office where he/she is undergoing on-the-job training. Student trainee must always observe discipline and right conduct in performing his/her task while on training. Student trainee must comply with OJT guidelines and procedures provided by the OJT Coordinator. The student/trainee should always observe discipline and right conduct. The student/trainee should wear the appropriate dress code. He/She should not engage in gambling, illicit activities, drinking intoxicating beverages and related activities while at work or within the institution/company/office premises. The student/trainee is expected to submit reports and requirements on time. The student/trainee should observe punctuality and attendance in reporting to his/her assigned training area. PARENTS/GUARDIAN/SPOUSE To encourage the student to carry out effectively his/her duties and responsibilities. To share responsibilities for the conduct of the student while in the training program. To be responsible for the safety and conduct of the student-learner while travelling to and from the school, the OJT site and home. THE SCHOOL: DOMINICAN COLLEGE OF TARLAC The school shall formulate the on-the-job training policies and guidelines on the selection, placement, monitoring and assessment of student/trainees.
The school shall assign a regular faculty member, tenured and academically qualified as OJT Coordinator responsible for all aspects of the student internship programs including program implementation, monitoring and evaluation. The school shall select the partner institution/company/office and ensure acceptability of training design and venue in order to protect the student/trainee’s interest. The school shall monitor the student/trainee and immediately attend to his/her complaints by coordinating with the partner institution/company/office, CHED and other concerned government authorities if necessary. The school also conducts initial visit/ inspection of their training partner organization to ensure safety of students. OJT COORDINATOR The OJT Coordinator shall be responsible for all aspects of the student internship programs including program implementation, monitoring and evaluation. The OJT Coordinator is expected to conduct an initial site visit to ensure that the training facility is safe and conducive for the student/trainee. ▪ OJT COORDINATOR VISIT During the OJT Period, OJT Coordinator will conduct a surprise visit in each student and will confer with his/her supervisor concerning the student’s performance and progress. The OJT Coordinator is expected to review, orient, interpret and clarify to the student/trainees the objectives of the on-the-job training program. It is the responsibility of the OJT Coordinator to do a regular monitoring of the student/trainees under him/her to check on their overall performance and discuss with the On-Site Supervisor to further improve the OJT program. This will ensure immediate resolution of student/trainee’s concerns, if there is, as well as provide an opportunity to evaluate the OJT program and follow up on the progress of the student/trainee. He/She should also meet with his / her students regularly on periodic examination schedules for student feedback on their respective assignments to validate complaints concerns of both parties, if any. He/She should also be available for consultation with the student/trainee and provide coaching and counselling assistance, if needed. He/She is also responsible in evaluating the student/trainee’s reports, self-evaluation and will give the final grade taking into consideration the evaluation of the On-Site Supervisor.
PARTNER OJT INSTITUTION The partner institution/company/office shall be responsible in providing actual on-the-job training (OJT) to the student/trainee. The partner institution/company/office shall be responsible in assigning the student/trainee to any department during the duration of the OJT requiring for exposure to actual work. The OJT schedule shall be determined by the partner institution/company/office in coordination with the student/trainee and the school’s assigned practicum supervisor. Work assignments to the student/trainee should be clearly explained by the partner institution/company/office to ensure that the duties, role and responsibilities of the student/trainee is clearly defined and outlined. The partner institution/company/office shall assign a focal person to serve as On-Site Supervisor who will monitor the student/trainee’s overall work performance including demeanor, competence and professionalism. The partner institution/company/office shall conduct an evaluation of the student/trainee’s overall performance based on the agreed standards or requirement with the school. The partner institution/company/office shall issue a Certificate of Completion to the student/trainee upon completion of the on-the-job training program. ON-SITE SUPERVISOR The On-Site Supervisor is responsible in providing the student/trainee with opportunities to work with the specific department or area where they can best apply the theories, principles and ideas learned in the academe. He/She will also be responsible in coordinating with the different departments of the partner institution/company/office where the student/trainee will report. He/She is responsible in supervising the student/trainee for the duration of the on-the-job training program. He/She will also facilitate the evaluation of the student/trainee’s performance using the agreed upon standard or requirement of the school/HEI. He/She will regularly meet with the Faculty Practicum Coordinator to discuss his/her evaluation, observations and other issues that may arise for the duration of the on-the-job training program. This will also be an opportunity to discuss the program of the student/trainee. He/She will prepare the evaluation of the student/trainee, upon completion of the on-the-job training program and submit such evaluation to the Faculty Practicum Coordinator. MONITORING AND EVALUATION OF OJT In order to ensure effective learning through actual work exposure if achieved during the on-the- job training, student/trainees will be evaluated and the OJT program monitored.
MONITORING DAILY ACTIVITY REPORT Student/trainees will be required to submit a daily activity report duly noted and signed by the On-Site Supervisor, to the OJT Coordinator outlining his/her observations, learning and reflection relative to the actual work s/he was exposed to. The report will help ensure that the school and the partner institution/company/office are updated on the on-the-job experience of the student/trainee and assess whether it is congruent with the agreed upon training plan and learning objectives. The daily activity report will be assessed and synthesized by the Faculty Practicum Coordinator. *SEE APPENDIX B DAILY TIME RECORD Student/trainee is required to personally log in and out their Daily Time Records. The said daily time record shall containing formation such as the time of arrival and departure from the institution/company/office. This is so required for proper monitoring of attendance. *Note: The student/trainee is required to finish 486 hours. *SEE APPENDIX C EVALUATION SUPERVISOR EVALUATION The student/trainee will be evaluated by the partner institution/company/office assigned On-Site Supervisor on the merit of work performance, competence, work attitude, compliance to submission of reports, attendance and professionalism. Further, the student/trainee will be evaluated at the end of the on-the-job training program by the On-Site Supervisor and he/she will submit the evaluation documents to the OJT Coordinator who will consolidate and synthesize the said documents.
APPENDIX A PARENTAL PERMIT
APPENDIX B ENDORSEMENT LETTER
APPENDIX C CURRICULUM VITAE
APPENDIX D MEMORANDUM OF AGREEMENT
APPENDIX E DAILY TIME RECORD
APPENDIX F DAILY ACTIVITY REPORT
APPENDIX G PERFORMANCE RATING
APPENDIX H PERFORMANCE EVALUATION FORM
APPENDIX I OJT CERTIFICATION
APPENDIX J REQUIREMENTS CHECKLIST REQUIREMENTS Remarks OJT Coordinator’s Signature Pre - OJT Letter of Application * Medical Certificate Parental Permit Registration Form Endorsement Letter Curriculum Vitae During OJT Memorandum of Agreement Daily Time Record January February March April May Daily Activity Report January February March April May Post OJT Performance Rating Performance Evaluation Form OJT Certificate