ON-THE-JOB (OJT) TRAINING MANUAL

GUIDELINES AND PROCEDURES

CONTENTS

I. OJT Program

a. Description

b. Objectives

c. Pre-conditions

d. Duration

e. Compensation

II. OJT Coordination

a. Placement, Alumni & Linkages Office and its Workplace

b. Responsibilities of the PALO, OJT Adviser, Program Head/Dean

III. Qualifications and Responsibilities

a. Responsibilities of the Employer

b. Responsibilities of the Student

IV. OJT Procedures

V. Reporting and Monitoring

VI. Requirements

Forms and Reports

a. Prelim Requirements

b. Midterm Requirements

c. Final Requirements

VII. Assessment of Grade

VIII. Appendices

a. OJT Forms
 ON-THE-JOB (OJT) TRAINING MANUAL
GUIDELINES AND PROCEDURES

I. OJT PROGRAM

A. DESCRIPTION

The AMA Education System On-the-Job Training Program is a compulsory module to be covered
by students undergoing the OJT Program. This is designed in fulfillment of the schools mission to
transform students into graduates with full competence in their field of study. This shall set the
general policies and guidelines for the effective implementation of the OJT Program across all
disciplines to ensure the program’s effective facilitation and the attainment of its set objectives.

B. OBJECTIVES

The OJT Program aims to the following:

1. Provide the student an opportunity to be exposed in an actual work setting and assimilate
their academic learning to reinvent themselves;

2. Develop and instill among students the industry-desired values of positive work attitude, good
human relations, competency in technical skills that pertain to their fields of study, and
the openness to keep on learning to reinvent themselves;

3. Facilitate student’s self-confidence with regards to the marketability of his\her training and/or
foster community awareness of students educated in AMA Education System and
their capabilities;

4. Opportunity to establish contacts with employers for possible job placement after graduation.

C. PRE-CONDITIONS

The students undergoing the OJT program must complete ______________________________.

D. DURATION

This program shall last for a minimum of ______ hours and a maximum of ______ hours, and
shall be accomplished under One (1) Full Academic Semester.

E. COMPENSATION

Compensation in the form of allowance may vary with what the partnered company has to offer.
The allowance should be discussed with the employer prior to beginning of the OJT Practicum.
Students will receive an OJT Agreement to be accomplished and discuss by both the employer
and the student.
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II. OJT COORDINATION

A. PLACEMENT, ALUMNI & LINKAGES OFFICE AND ITS WORKFORCE

AMA Education System has the assigned PALO Officer in each branch. Coordination concerning
the OJT Practicum will be under the PALO Manager, PALO Officer, OJT Adviser, Program Head
and Deans.

B. RESPONSIBILITIES OF THE PALO, OJT ADVISER, PROGRAM HEAD AND DEANS

The PALO Officer, OJT Adviser, Program Head and Deans are responsible for the following:

1. Advising- the Dean/Program Head shall provide the OJT Student with endorsement letter to
be submitted to the employer;

2. Liaison- the PALO Officer shall contact the Industry Partner for OJT Placement and secure the
student with an endorsement letter from the school to the company;

3. Inspection- the OJT Adviser shall conduct a site visit of the student’s place of employment
at least once during the OJT Practicum. Where distance and availability hinders the
visitation, communication thru phone and emails will do;

4. Evaluation- the OJT Adviser shall be responsible for receiving and evaluating all materials
relating to OJT. Assigning appropriate GRADE to the student is also under with the
OJT Adviser.

III. QUALIFICATIONS AND RESPONSIBILITIES

A. RESPONSIBILITES OF THE EMPLOYER

Work must be related to the duties and tasks. The PALO with the help of the OJT
Adviser is responsible for determining employer qualifications and ensuring that the nature of the
Student’s Work is fitting to his/her course.

The Employer must appoint an OJT Supervisor among his staff to monitor and evaluate
the student. The Supervisor will likewise submit written evaluations of the intern and its work
experience.

The goal of the employer is to have the student learn as much about the business as
possible. He/She must visit the student in as often as possible orienting how the business
functions and all possible information they can disclose.
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GUIDELINES AND PROCEDURES

Employer’s role to the OJT Intern:

1. Employment- the employer must provide the student with an experience related his/her area
of studies and of sufficient complexity to make it a worthwhile experience;

2. Liaison- the OJT Supervisor will be the contact person for both the student and industry
partner relating to any OJT concerns;

3. Letter of Appointment- the employer will issue a letter of acceptance, stating their intent to
hire the intern and describing the conditions under which the intern will be employed;

4. Supervision- the employer will supervise the daily activities of the Intern during the program;

5. Site Visit- the employer will allow the visit of the OJT Adviser to verify the student’s
employment status, observe the progress of the student’s work and interview the
Student’s Supervisor;

6. Letter of Completion- upon completion of the student’s OJT program, the employer must
issue a letter to the school indicating the completion of the agreed period of
employment and describing the results of the student’s association with the company;

7. Release of the Supporting Materials- the employer will coordinate with the OJT Supervisor
and the student for the release of document of the student records in his/her OJT
practicum;

8. Allowance- employer is not required to pay the student an allowance not unless it is offered by
the company;

9. Fees- No fees or other monetary matter are required to the students to pay in both school and
company.

B. RESPONSIBILITIES OF THE STUDENT

Responsibilities of the Student Intern are as follows:

1. Registration-the intern must follow all the schools procedures related to the registration for
the course;

2. Progress Reporting- the intern must keep a daily log and make regular/informal progress
reports to the OJT Adviser by email or hardcopy;

3. Employment- the intern must conduct himself/herself in a manner appropriate for any
professional employee;

4. Documentation- the intern must secure documented materials on that includes the following:

- Daily Time Record (DTR)

- OJT Evaluation Form

- OJT Final Report

-Other supporting documents

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GUIDELINES AND PROCEDURES

IV. OJT PROCEDURE

1. The PALO Manager provides to all the list of industry partners where the students could be
deployed;

2. Applicants may choose from the list of industry partners whom have opening for OJT
Internship program. Those who will companies not listed among the industry partners
should inform the PALO Officer for MOA arrangement between the company and the school;

3. The student fills-up the Endorsement Letter available at the Dean’s Office. After
accomplishing the form, the student must submit this to the hiring company together
with the following:

a. Resume

b. Photocopy of School ID

c. Photocopy of the current School Registration;

4. The OJT Adviser prepares the Endorsement letter to be submitted by the student to the
company;

5. The PALO will prepare the recommendation letter of the student intern to the company;

6. The student intern delivers the sealed endorsement and recommendation letter to the
company. It is the responsibility of the student to follow-up the status of his/her
application and inform the OJT Adviser with the results;

7. Prior to deployment, the intern student should submit the following tho the OJT Adviser:

a. Acceptance Letter from the Company

b. Waiver Signed by the Parents/Guardian

c. OJT Agreement & Liability Waiver

d. OJT Shedule

8. Pre- deployment orientation by the Placement, Alumni and Linkages Manager or

Officer/Dean/OJT Adviser;

9. During the training period, the trainee is expected to submit the following:

a. Submit a weekly report to the OJT Adviser

b. Comply with the company policy

c. Observe punctuality and regular attendance

d. Observe proper decorum in dealing with his/her workplace

e. act according to the schools core values and competencies;

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10. OJT Adviser shall have a dialogue with the Training Supervisor for further development of
the curriculum related to the program;

11. Upon OJT Program completion, the student intern is required to submit and compile the
following:

a. Certificate of Completion

b. Performance Rating Report signed and sealed by the training supervisor

c. Final Written Report using the prescribed format;

V. REPORTING AND MONITORING

Students are expected to meet with the OJT Coordinator from time to time during the
semester/trimester and are required to submit the following:

1. Journal or diary outlining their day to day activities

2. Portfolio providing a sampling of materials they produced during their OJT Term

3. Substantial written report analyzing and evaluating the OJT experience in which the
student links theoretical principles previously studied to practice experience
during the internship.

VI. REQUIREMENTS

FORMS AND REPORTS

Student Intern must complete several reports and forms. These reports will include such
items as an agreement from, goal sheet, a very brief weekly update report, as well as several
detailed reviews of the OJT Interns experiences and self evaluation.

A. PRELIM REQUIREMENTS

1. Certificate of Registration

2. OJT Request Form

3. Endorsement Letter

4. Recommendation Letter

5. Resume

6. Acceptance Form

7. Waiver

8. Supervisor’s ID
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9. Weekly Accomplishment Report

10. Summary Accomplishment Report

11. Timecard

12. Prelim Exam Permit

B. MIDTERM REQUIREMENTS

1. Company Profile- History, Vision and Mission

2. Personal Observation- Facilities, Services, Employee, Management, Organization

3. Job Description

4. Weekly Accomplishment Report

5. Summary Accomplishment Report

6. Timecard

7. Midterm Permit

C. FINAL REQUIREMENTS

1. Weekly Accomplishment Report

2. Summary Accomplishment Report

3. Timecard

4. Evaluation Form

5. Certificate of Completion

6. Final Permit

VII. ASSESSMENT OF GRADE

The Student Intern will be evaluated on their professionalism in completing all assigned
work and duties given by the employer. Apart from this, professionalism also includes the quality
of their performance on the job, attitude, quality, timelines, reports etc.

In order to pass the OJT Program, the student intern must complete the following
requirements:

1. Timecard-this is then timekeeper of the student intern and must be signed by the OJT
Supervisor;
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2. Weekly Accomplishment Report- shows weekly work/activities of the student done

in a week. The report should be signed by the intern, OJT Adviser and OJT
Supervisor;

3. Evaluation Form- the OJT Supervisor should evaluate the student’s performance;

4. Certificate of Completion- the OJT Supervisor should also issue a Certificate of

Completion after evaluating the student intern;

5. Summary Accomplishment Report-the student should make a summary of his

weekly reports in a month;

6. Final Report/ Reflection Essay- the student will write a final report about his/her OJT
experiences using the given format by the OJT Coordinator.
ON-THE-JOB (OJT) TRAINING MANUAL
GUIDELINES AND PROCEDURES