ISPRAC Guidelines SY2014 2015

8/19/2019 ISPRAC Guidelines SY2014 2015

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On-The-Job Training (OJT)Guidelines

for BS-Information Systems Students SY 2014-2015


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Last Updated by Menchu Cueto-Pacaña Page2 of 20

Table of Contents

I. Foreword ............................................................................................................. 3 II. Definition of Terms .............................................................................................. 3 III. Selection of Host Company ................................................................................ 4 IV. Changing of OJT Host Companies .................................................................... 5 V. Expected Work Ethic for OJT Students ............................................................ 5 VI. Expected Skills from the OJT Students ............................................................ 5 VII. Proper Decorum .................................................................................................. 7 VIII. Range of Sanctions ............................................................................................ 8 IX. Responsibilities of the Host Companies ........................................................... 9

X. On-The-Job Trainee’s Income...........................................................................10 XI. Pre-Requisites for On-The-Job Training ..........................................................10 XII. Rendering of OJT Hours ...................................................................................10 XIII. OJT Deadlines and Deliverables ......................................................................10 XIV. OJT Grading System .........................................................................................11 XV. OJT Procedures Flowchart ...............................................................................12 XVI. Implementation and Promulgation ...................................................................15

Appendixes

IS-PRAC OJT Endorsement Request Form .............................................................16 IS-PRAC OJT Information Update Form ..................................................................17 IS-PRAC OJT Daily Time Record .............................................................................18 IS-PRAC OJT Evaluation Form .................................................................................19


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IS-PRAC On-the-Job Training Guidelines

I. Foreword

On-the-Job-Training (OJT) is a joint venture between the Information Systems Program (ISP)and a recognized Host Company to give BS - IS students an authentic business - IT workexperience.

The OJT component of the Information Systems Program is 500 hours in length and shouldbe completed in one term. The OJT activities aim to provide knowledge, skills, and attitudesthrough daily contact with instructors, supervisors and seniors in the workplace. Traineeshired under this program will be subject to the same personnel policies, rules and regulations,and, if possible, be accorded the same benefits as other employees of the company.

The objectives of the ISP for OJT are as follows:

1. To provide students with practical hands-on job experience and occupational training;2. To augment the theoretical knowledge gained by students from the learning institution;3. To acquaint students with the latest business-IT technology used in the industry;4. To expose students to industry business-IT practices;5. To prepare students to become efficient, flexible and trainable in their workplace.

The trainee's progress under an OJT program will be monitored by the BS - InformationSystems Program’s OJT Coordinator and / or the Chairperson to ensure proper supervision,

training, and compliance with the OJT guidelines. Likewise, the OJT Coordinator and / orChairperson, through proper communications, might consult concerned Human Resourcepersonnel or the Immediate Supervisor from the Host Company for the same purpose.

II. Defini tion of Terms

Trainee – Refers to a BS – IS student undergoing on-the-job training with aselected Host Company.

Host Company – A government or private company/agency that provides on-the-job training to BS – IS students under the guidelines and responsibilities

stated in this document.

Immediate Supervisor (IM) – Refers to the immediate company supervisor (orits equivalent) of the trainee.

College, Academe – Refers to De La Salle–College of Saint Benilde


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IT skills – Information Technology skills (systems development, systemsanalysis and design, and project management skills)

ISP – Information Systems Program

OJT Coordinator – Person primarily in-charge of the Practicum Program

CPO – Career and Placement Office

MOA – Memorandum of Agreement

III. Selection of Host Company

The main objective of the OJT component of the BS-Information Systems Program is provide

the students with the chance to apply the skills, knowledge, and attitudes learned in theCollege within a corporate environment. To accomplish this purpose, the OJT Coordinatorhas the right to choose, approve, and endorse which company she/he thinks might besuitable for the BS-Information Systems students.

The approval of Host Companies shall be based on the following:

1. Large-scale and Medium-scale2. PHP 5 Million Capitalization3. Brick and Mortar (office) with at least 30 office personnel4. Opportunity to use IT skills in OJT or has an IT Department

5. Company track record with the College

Disapproval can be based on but not limited to the following:1. Family owned - if a member of the EXECUTIVE COMMITTEE or BOARD OF

DIRECTORS of the PRACTICUM OFFICE is related to the PRACTICUM TRAINEE upto the 4th degree of consanguinity

2. Small scale companies (less than 30 formal office personnel)3. Host Company or OJT Work requires a virtual office or telecommuting4. Gaming / Entertainment centers, shops, café’s, eateries, etc.5. Companies that have no connection to the BS-IS course.6. Operations work in Call Centers.

7. Unfavourable track record with the College or School8. Location of the Host Company or Practicum Office is outside Metro Manila.

To avoid security issues, logistics issues, communication problems, and other practicalconcerns (i.e., travel time, effort, financial) between the on-the-job trainees, ISP, andthe Host Company, OJT students will not be allowed to take their OJT in locationsoutside Metro Manila.


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IV. Changing of OJT Host Companies

Once accepted by the Host Company, OJT Students / Trainees are expected to complete theentirety of his required OJT hours in that company. Changing of Host Company after explicit

acceptance of the trainee and the Host Company of the engagement will constitute to theinvalidation of all the Trainees’ credited hours. Furthermore, the trainee is required to:

a. Procure a Letter of Acknowledgement from his previous Host Company stating thathe/she is released from the OJT Engagement; and

b. Submit a Letter of Explanation addressed to the OJT Coordinator as justification forthe change in OJT Engagement.

c. Commence the process of Host Company approval as stated in the Guidelines forthe new Host Company.

These deliverables should be submitted to the OJT Coordinator within one week after the

termination of the engagement.

V. Expected Work Ethic for OJT Students

The BS – IS OJT students are expected to:

1. Be courteous at all times.2. Be well groomed.3. Stay away from office politics and gossip.4. Frequently update one’s superior on progress.5. Present at least two options as solutions based on proper analysis when

reporting a problem.6. Be punctual (if possible arrive at least 15 minutes before office hours.)7. Ask questions to understand requirements and take notes of all agreements.8. Avoid undue intimacy with officemates.9. Give credit to all who helped and supported their work.10. Deliver quality work at all times.11. Know and follow company rules and regulations.12. Attend all school or program assemblies/meetings as required by the ISP.13. Abide by Host Company’s Company Policies and Code of Conduct.14. Abide by the Student Handbook of the College.

VI. Expected Skills from the OJT Students

1. Knowledgeable and Competent in the following IT Skill areas:

A. Given an organization’s work process, is able to carry out system analysisand system design using appropriate documentation and analysistechniques and tools.


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B. Given an organization’s work process, is able to recommend IT systemsolutions to increase productivity and efficiency of work.

C. Given a basic systems need, is able to prepare and execute an IT projectplan and monitor its execution interactively until system goals are met.

D. Given the requirements of an office, is able to research (books, trademagazines, experts, Internet, application demos) and specify softwareapplications and network setup for the office.

E. Given a designed process flow and requirements documentation, is able todevelop working and robust modules using a programming language.

F. Given an organization’s strategic direction and existing work process, is ableto recommend streamlined process and the application of IT tools in theseprocesses.

G. Able to setup, operate and do basic troubleshooting of a PC, printer andnetwork.

H. Able to continuously update oneself in business and IT through reading,

Internet research, personal networking, seminars and other personaldevelopment strategies.

2. Good Communicators

A. Fluent in spoken and written business English.B. Can deliver an effective IT-supported presentations supported by

documents, spreadsheets, databases, user interfaces and graphics.C. Can interview a customer or IT user and understand and document his/her

business needs.

D. Can coach a user on the effective use of a software application.E. Can translate user requirements to technical requirements.

3. Effective Collaborators

A. Able to work well alone and with a team.B. Able to lead and participate in a workgroup meeting for planning, problem

solving and monitoring of a project.C. Able to participate effectively in an international e-mail discussion group,

following netiquette.D. Able to come up with recommendations after post-mortem.

4. Professional and Ethical

A. Courteous and knowledgeable in business etiquette.B. Delivers commitments on schedule with the required quality.C. Has initiative and is resourceful.D. Punctual for appointments.E. Complies with the IT code of ethics and basic business ethics principles.


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F. Complies with the Host Company’s Company Policies and Code of Conduct.G. Complies with the policies stipulated in the Student Handbook of the

College.

5. Possess Beni ldean Core Values

A. Creative in approaches to problems.B. Filipino in ideals.C. Deeply rooted in faith.

VII. Proper Decorum

All OJT students are expected to maintain proper decorum, good manners and right conductat all times in their workplaces. They will be held responsible for their actions, particularly if it

will harm the reputation of the Program, the School, or the College.

Any OJT student who will be found guilty of, but not limited to, the following offenses, shall besubject to disciplinary action as stipulated in the Student Handbook and/or termination of theon-the-job training in the chosen company:

1. Making malicious, obscene, libelous, fabricated or unsubstantiatedstatements about a person or any personnel in the academe or HostCompany.

2. Use of ridicule or derogatory labels when addressing/calling academe andindustry personnel.

3. Use of offensive language.4. Failure to regularly update the time record.5. Repeated and unjustified failure to submit required documents according to

deadlines.6. Absence for at least a week without prior notice or arrangement with the

immediate supervisor from the workplace, except for emergencies.7. Repeated unjustified absence or habitual tardiness in the workplace.8. Transaction of business (i.e., selling of tickets, books, pirated hardware and

software products) with academe and industry personnel.9. Unjustified disclosure of confidential information concerning the program,

school, college, or Host Company to unauthorized persons or agencies.

10. Promotion or participation in gambling during office hours.11. Unjustified refusal to cooperate in the implementation of courses of action

agreed upon by program, school, college, or selected company.12. Acts of disrespect in words, gestures, signs, or deeds, which ridicule any

personnel, visitor, or guest of the Program, School, College, and HostCompany.

13. Smoking within the non-smoking area.14. Provoking violence.


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15. Consistently depriving the Immediate Supervisor of information necessaryfor decision-making by the academe or Host Company.

16. Repeated intentional failure to coordinate or report any activities, decisions,or plans to his/her Immediate Supervisor of matters relating to the OJT

engagement.17. Vandalism, destruction of property or equipment belonging to any personnel

or visitor of the College or Host Company.18. Misuse of evaluation forms or tampering with official records or documents.19. Any action which leads to the discredit of the College’s or Host Company’s

name.20. Sabotaging activities.21. Public display of intimacy within the workplace which offends or tends to

offend the sensibilities of the office personnel, or which may be deemedimproper, vulgar, repulsive, or immoral.

22. Indecent acts or willful indecent exposure.

23. Romantic or sexual involvement with any office personnel or fellow OJTstudent.

24. Submitting another person’s work as one’s own, dishonesty, plagiarism,forging, falsifying, or tampering with related on-the-job training documents,intentionally making false statements or misrepresentations of material facts.

25. Practicing or attempting to practice any deception or fraud in connection withthe OJT engagement.

26. Unauthorized drinking of alcoholic or intoxicating beverages within theworkplace, or entering the workplace in an intoxicated state.

27. Unauthorized collection or exaction of money, checks, or other instrumentsof monetary equivalent, matters pertaining to the College or Host Company.

28. Direct assault or attempt to inflict bodily injury to any personnel in theworkplace or College.

29. Grave threats, intimidation, or coercion against any personnel in theworkplace or College.

30. Sexual harassment.31. Causing public scandal.32. Stealing or attempting to steal.33. Illegal possession of drugs or deadly weapons.34. Accessing a record or file without authority.

VIII. Range of Sanctions

Depending on the gravity of the offense and the decision of the OJT Coordinator, any or allsanctions of an infraction may apply:

A. A written apology to the College and the Host Company.B. Repetition of the OJT seminar.C. Termination from the OJT Engagement.D. Invalidation of the OJT Engagement and forfeiture of the OJT hours.


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E. Suspension from DLS-CSB or as stipulated in the Student HandbookGuidelines and the Office of Student Behavior.

IX. Respons ibili ties of the Host Companies

The Information Systems Program expects that:

1. During the on-the-job training, there shall not be any use of forced labor,whether in the form of indentured labor, bonded labor or otherwise.

2. Every OJT student shall be treated with respect and dignity. No OJT studentshall be subject to any physical, sexual, psychological or verbal harassmentor abuse.

3. No OJT student shall be subject to any discrimination in conduct of on-the- job training, including hiring, salary, benefits, advancement, discipline,

termination, on the basis of gender, race, religion, age, disability, sexualorientation, nationality, political opinion, or social or ethnic origin.

4. The Host Company shall provide a safe and healthy working environment toprevent accidents and injury to health arising out of, linked with, or occurringin the course of on-the-job training or as a result of the operation of HostCompany facilities or equipment.

5. The Host Company will comply with the requirements of the OJT Program ofthe ISP regarding the submission of documents required by the student tofulfill the OJT Engagement.

6. Except in extraordinary circumstances, OJT students shall not be required towork more than 40 hours per week with more 4 hours overtime per day.

7. OJT hours may be rendered from 7am-9pm, Mondays to Saturdays.8. The Host Company must maintain an on-going commitment to the principles

of excellence in training the OJT students. The ISP aims to ensure thatbarriers and impediments to OJT training will be eliminated andopportunities for training and career enhancement will be provided to all OJTstudents.

9. If deemed necessary by the Host Company, additional training should begiven to OJT students at minimum or no cost.

10. Detailed instructions will be given to OJT students through, but not limitedto, coaching, mentoring and conduct of orientation.

11. OJT students should be regularly evaluated.

12. Students shall not be limited to doing only the following non-Business-ITwork:a. Clerical work (i.e., telephone/equipment operator, encoder),b. Commission salespersons,c. Recruitment Work, ord. Seasonal work, occupations requiring licensing as a prerequisite for

hiring, and piecework basis.


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X. On-The-Job Trainee’s Income

Under On–The-Job Training (OJT), the trainees might receive a pay or allowance, dependingon the policies of the Host Company. Although the Host Company is not obliged to give

compensation to the BS – IS OJT students, the Host Company must still shoulder expensesrelated to company projects. In addition, the Host Company should consider compensationof the BS – IS OJT students if the Host Company will require the students to work overtimeduring holidays and non-working days. However, this should be done only upon the approvalof the concerned students and their parents/guardians.

XI. Pre-Requisi tes for On-The-Job Training

Before a student takes his/her on-the-job training, he/she must have:

1. Completed the Career and Placement Office’s (CPO) OJT Seminar.

2. Enrolled in IS-PRAC.3. Secured approval from the OJT Coordinator of the Host Company through

approval of the Request for Endorsement Letter form.

*The Information Systems Program will not recognize the unofficial, unapproved oradvanced conduct of on-the-job training.

XII. Rendering of OJT Hours

The following are the hours accreditation breakdown of IS-PRAC:

CPO Seminar and Orientation 25 hours

IS-PRAC Kick-Off Assembly 5 hours

Student Portfolio 32 hours

Final Report 30 hours

IS-PRAC Post-Mortem Assembly 8 hours

Contact Hours 400 hours

TOTAL 500 Hours

XIII. OJT Deadlines and Deliverables

IS-PRAC has two Deadlines with corresponding deliverables, detailed as follows:

1. Initial OJT Requirements Submissiona. CPO OJT Training Certificate/Clearanceb. Pink Form from CPO


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c. Updated Resume with 2x2 or passport-size colored photod. Company Acceptance Lettere. Host Company Profilef. DTRs (as of date of submission)

g. OJT Information Update Form (with 1x1 colored photo)h. Signed Memorandum of Agreementi. Pre-Final Evaluation Form from Immediate Supervisor (signed and sealed)

2. Final OJT Requirements Submissiona. Final Reportb. Final Evaluation Sheet (signed and sealed)c. Company Certificate of Completiond. Remaining DTRs (after initial submission)e. Student Portfolio CD

*Failure to submit any of the above mentioned requirements can result to a failing grade inOJT.

XIV. OJT Grading System

The following are the components of the Final Grade in IS-PRAC:

Completion of All Documents 10%

CPO Seminar and Orientation 10%IS-PRAC Kick-Off Assembly 5%

IS-PRAC Post-Mortem Assembly 5%

Pre-Final Evaluation 10%

Final Evaluation 30%

Student Portfolio 15%

Final Report 15%

TOTAL 100%

*Failure to submit any of the above mentioned requirements can result to a failing grade inOJT.


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XV. OJT Procedures Flowchart

Attend the IS-PRAC Kick-off General Assembly on the termPRIOR to enrollment in OJT.

On the term PRIOR to enrollment in OJT: Apply for and attend theScheduled OJT Seminar, Orientation and Counseling Sessionconducted by the CPO. Secure the OJT Seminar Completion

Certificate and Pink Clearance Slip from CPO.

Find / search for a company that fits the OJT guidelines(potential Host Company)

Submit the following to the IS secretary to secure anEndorsement Letter:

CPO Training Certificate and Clearance Slip (pink form)

Company Profile Photocopy of EAF (with proof of enrollment in IS-PRAC)

IS-PRAC OJT Endorsement Request Form with details ofpotential Host Company (The student may opt to submit morethan one endorsement request form if desired)

Printout of the Memorandum of Agreement (leaving the HostCompany details and Signatories blank)

Approved by IS / IS-PRAC Coordinator?

No

Yes

A

B

Download or Secure the OJT Guidelines from

[email protected]


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Set an appointment with the contact person of your company for you topresent your Endorsement Letter, Resume and Application Letter and ask the

HR representative to sign the Memorandum of Agreement

OJT Terms as stated inthe IS-PRAC OJT

Guidelines Accepted by

the Company?

Yes

No

Check the status of your company request with the IS secretary and claimthe Endorsement Letter and Memorandum of Agreement

(Endorsement Letter and Memorandum of Agreement will be released after

a maximum of 3 days after approval of your company)

A

C

B


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Request for an Acceptance Letter from the company (using your HostCompany’s letter head) and have it signed by the Host Company’s HR

representative and start your contact hours.

Accomplish your long brown OJT Envelope with the following format:

C

Submit the Initial OJT Requirements in your OJT envelope to the ISSecretary on the Saturday before the start of the Midterms examination week:(Check announcements for specific deadline)

D

Request for your Pre-Final Evaluation with your Immediate Supervisor and if

possible, request for a feedback discussion on your points for improvement.


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XVI. Implementation and Promulgation

The courses of action contained in these guidelines are effective immediately and willcontinue until otherwise amended or revoked. Further, the Information Systems Programauthorized personnel has the right to regularly promulgate these guidelines to maintain orderand proper guidance. The OJT students will be informed of, and shall be required to, obeythese rules and regulations after its dissemination.

Complete your OJT Hours and OJT Final Requirements

D

Submit the Final OJT Requirements in your OJT Folder to the IS

Secretary on or before the Saturday of the 11th week of the trimester:(See announcements for specific deadline.)

Trainee should have finished the required hours by th is time (seeOJT Guidelines)

Request for a feedback discussion from your Immediate

Supervisor regarding your OJT Performance

Attend the IS-PRAC Post-Mortem General Assembly


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IS-PRAC OJT Endorsement Request Form

Date Filed:

Please fill out completely:

Student Information

Name

ID Number

Land line Number

Mobile Phone Number

Company Information

Name

Address

Nature of Business

Name of Contact Person

Position

Land line Number

Mobile Phone Number

Company approved by

Mr. Angel Martin S.Manalansan

IS-PRAC Coordinator

Signature

Procedure:1. Attach the OJT Training Certificate from CPO &

Company Profile2. Attach a photocopy of your EAF with IS-PRAC

reflected3. Submit this form to the secretary. Only properly and

completely filled out forms will be processed.4. Claim your endorsement letter (if approved) after 2 –

3 days.


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IS-PRAC OJT Information Update Form

Date Filed:

PERSONAL

Name

Address

Land Line Number

Mobile Phone Number

Email Address

COMPANY

Name

Address

Land Line Number

Mobile Phone Number

Nature of BusinessDepartment assigned to

Supervising Officer

Position

WORK

Date Started

Schedule

Job Description

Accomplishments1

Received by IS Secretary: Certified by Supervisor:

Date: Date:

1 Please attach a separate sheet if necessary.

1” x 1”Colored

Recent Photo


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IS-PRAC OJT Daily Time Record2

OJT Trainee:

Host Company Name:

For the Month of:

Date Accomplished Task Time No. of

HoursServed

Confirmedby

(signature) In Out

Total Hours3

_____________________ _____________________OJT Trainee Trainee’s SupervisorSignature over Printed Name Signatu re over Printed Name

2 Give your accomplished DTRs to the Information Systems Program during the initial and final requirements submissions.3 Lunch break and other breaks should not be counted in the Hours Served column.


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IS-PRAC OJT Evaluation Form

OJT STUDENT

Name

Total OJT Hours

For the period covering:

BRIEF DESCRIPTION OF WORK DONE DURING THE RATING PERIOD

GENERAL EVALUATION OF THE OJT TRAINEE

SUGGESTIONS/POINTS FOR IMPROVEMENT

EVALUATOR

Name

Position/Role

Department

Signature

Date Accomplished:

Tel No

Email Address


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Instructions: This evaluation form gives you an opportunity to express your assessment about the overallperformance of the OJT Student. Please indicate your evaluation by encircling the weight value provided below foreach item in the performance factor. Kindly seal this in a long white envelope with you r signature on the seal.

Performance

Factor

Description

Quality of Work This factor measures the student’s performance in line with acceptable quality ofwork. General measures of quality are thoroughness, accuracy and neatness.

Quantity of Work This factor considers the volume of work completed by the student in the giventime under normal working conditions.

Job Knowledge This appraises the extent to which the student possesses the knowledge andunderstanding of the job and related areas as well as the necessary skills.

CommunicationSkills

This factor considers the ability of the student to accurately express his/herideas, whether in written or verbal form.

Initiative andResourcefulness

This factor considers the extent to which the student sees and applies betterways and means to achieve his work objectives and to further improve his work.

Dependability This factor appraises the degree to which the student can be depended upon to

complete assignments within deadlines and the degree to which he followsthrough on a job despite obstacles.

Cooperativeness This factor appraises how the student works and deals with his co-employees aswell as participates in joint or group endeavors.

Code of Conduct This factor appraises how the student has demonstrated proper and ethicalconduct as per Company Policies and Regulations.

Leadership This measures the effectiveness of the employee in influencing his peers/stafftoward attainment of unit/department goals.

Quantitative Evaluation(please take note that 70% is the passing grade)

Performance Factor Outstanding VerySatisfactory

Satisfactory NeedsImprovements

Poor

Quality of Work 100 90 80 70 50

Quantity of Work 100 90 80 70 50

Job Knowledge 100 90 80 70 50

Communication Skills 100 90 80 70 50

Initiative and

Resourcefulness

100 90 80 70 50

Dependability 100 90 80 70 50

Cooperativeness 100 90 80 70 50

Code of Conduct 100 90 80 70 50

Leadership 100 90 80 70 50

Comments to Support Quantitative Evaluations Evaluator / Supervisor

Role/Title:

Signature Over Printed Name