OJT/Internship Guidelines and Policies: College of Engineering

COLLEGE OF ENGINEERING
OJT/Internship Guidelines and Policies
By
Sheily Mendoza
TABLE OF CONTENTS
1. OBJECTIVES
2. MINIMUM NUMBER OF HOURS FOR THE OJT PROGRAM
3. STUDENT QUALIFICATIONS
4. PROCEDURE
4.1 Resume Submission
4.2 Dean’s Office Screening
4.3 Company Screening
4.4 Submission of Letter of Acceptance
4.5 Submission of Student Agreement and Liability Waiver (notarized)
4.6 OJT Project Approval
4.7 Submission of Progress Report
4.8 Submission of Performance Evaluation Rating Form
4.9 Oral Presentation
5.0 Submission of Final Document
5. GRADING SYSTEM
6. DOCUMENT FORMAT
6.1 Outline and Contents
6.2 Title Page Format
1. Objectives
On-the Job (OJT) / internship program of the College of Engineering of University of

Perpetual Help System DALTA aims to:
a. Provide the students with a non – classroom learning/training program through
immersion in industry.
b. Supplement the students’ theoretical knowledge through actual practice and develop
their skills through hands-on exercises in actual industry projects.
c. Provide companies the opportunity to select and train potential employees at minimal
costs.
d. Minimize the gap between the quality of the engineering graduates and the
expectations of the industry.
e. Serve as a venue for inexperienced students to be trained by experienced and expert
personnel from the industry on specific tasks.
f. Strengthen the students’ communication skills, both in oral and written form, through
documentation and oral presentation of their work.
2. Required Number of Hours for the OJT Program

Students who will undergo the OJT program are required to render a minimum of 210
hours of company work and maximum of 360 hours. The duration could also be increased
with a written agreement between the school, company and the student. During this time,
students are expected to be involved in real world situation by working on and applying
their skills on projects, research or any related activities the company will provide. At the
same time, students should understand management strategies and organizational
behavior.
IMPORTANT: Students are not allowed to request for over – timework or early release of
the Certificate of Completion of the training program. A violation of this will render the
time spent in the company NULL and VOID.
3. Student Qualifications
Students who wish to undergo on – the – job – training should be on their 5 th year
standing or finish at least 75% or 180 units prior to the completion of their program of
study as prescribed in the catalogue of information and should be officially enrolled in
the course for OJT whichever is higher.
4. Procedure
a. Resume Submission
Upon enrolment in the OJT course, the student shall submit resume to the Dean’s
Office.
b. Dean’s Office Screening
The office will provide the student with a letter of recommendation after having been
interviewed by the Dean, Program Chair or OJT coordinator.
c. Company Screening
As may be desired, companies may do their own screening of OJT applicants upon
receipt of the letter of recommendation from the school, with accompanying documents
(resume of student, summary of skills, among others).
d. Submission of Letter of Acceptance
The student, after having been accepted by the company for the training program, shall
IMMEDIATELY submit to the Dean’s Office and the authorized OJT course adviser a
copy of the Letter of Acceptance from the company, duly signed by the HR
Manager/Supervisor of the company.
Deadline: 1stWeek of the term or whatever date the course adviser and students agreed
upon
e. Submission of Waiver
Upon submission of the Letter of Acceptance from the company to the Dean’s office,
the student shall immediately secure an authorized copy of the Student Training
agreement and liability waiver form for OJT from the Dean’s Office or from the course
adviser. The form must be accomplished by the trainee (duly notarized) to formalize
the training, a copy of which must be submitted to the Dean’s Office and/or shown to
the OJT course adviser for record purposes.
Deadline: 2ndWeek of the semester
f. OJT Project Approval
The trainee must be involved in a project, research or other Engineering Program – related
activities based on the company’s requirement. The assignment given by the company shall be
subject to the approval of the OJT course adviser. In cases where the company does not assign a
project, the trainee shall prepare a project proposal with possible solutions based on problems /
opportunities observed by the trainee in the company, subject to the approval of the company.
To formalize the approval of the project assigned by the company to the trainee or the project
proposal of the trainee to the company, the trainee must accomplish the OJT Project Approval
Form and submit it to his/her OJT course adviser.
Deadline: 2nd to 3rdWeek of the semester
IMPORTANT:
Students without an approved project at the end of the 3 rd week will have to see the
Adviser/Subject Chair/Dean to clarify how his/her OJT will be accomplished.
g. Submission of accomplishment/progress reports

The student trainee is required to submit a copy of his accomplishment report to the course
adviser. The report has to be submitted after the trainee has completed at least 120 hours. Use
the given format.
Note: The immediate supervisor should provide some comments and should sign the
progress report.
h. Submission of Company Rating Form

After completion of the training program, the trainee shall secure from the Dean’s
Office and submit to the company the Company Rating Form for evaluation and
assessment of the performance of the trainee while rendering OJT hours in the
company. The supervisor or his/her representative shall accomplish and sign the
company rating form. The company shall then send to the Office of the Dean or the
course adviser the duly accomplished Company Rating Form enclosed in a sealed and
signed envelope.
i. Oral Presentation
The trainee shall present his/her activities in the company to a three – member panel
and the Adviser. The trainee is considered passed if the Adviser and the panel
members concur to the trainee’s accomplishments. The trainee shall be graded based
on the criteria as indicated in the OJT Oral Presentation Rating Form. The date and
time of the oral presentation shall be agreed upon by the OJT course adviser and the
student.
j. Submission of Final Document

As a major requirement for the course, a final documentation of the OJT conducted
must be submitted by the trainee. This document shall contain details of the activities
done by the trainee in the company. (The format and contents of the final document is
detailed in item 6). The final grade of the trainee shall be given only upon submission
of the OJT Final Document and the certificate of completion from the company.
NOTE: No final document and certificate of completion, no final grade.
5. Grading System
The final grade shall be based on the following:
 Oral presentation……… 35 %
 Final document ……….. 30 %
 Company Rating………. 35 %
The final average shall be computed as follows:
Final Average = 0.35(Oral presentation) + 0.3 (Final document) + 0.35(Comp. rating)
6. Document Format
The document to be prepared by the trainee for oral presentation shall comply with the
following requirements/format:
6.1 MS Office document file (*.doc)
6.2 Font
Type : Times New Roman
Size : 12
Color : Black only (title and header can be bold and bigger font)
6.3 Margins
Left : 1½“
Right, Top, Bottom : 1”
6.4 Make
Paper bind, green cover, short bond paper (8 ½” x 11”)
6.5 Line spacing
1.5 spacing except for the Abstract which requires single spacing
6.6 Number of copies for Submission:
 1 Paper bind
 1 electronic copy in CD with proper label
Outline and Contents:

The final document shall include the following items in proper sequence:
PART 1: The Preparatory Part

a. Title Page (preceded by a blank sheet)
b. Acknowledgements
c. Abstract of the Project
d. Table of Contents
e. List of Tables (if applicable)
f. List of Figures (if applicable)
g. Certified photocopy of Certification of OJT Completion
PART 2: Corporate Learning
a. Introduction (Discussion on the following)
 Company Profile -include vision / mission, products or services provided
 Company’s Critical Success Factors, goals for the year
 Organizational Structure - department functions and interactions, include
table of organization
 Job responsibilities of the trainee
b. Technical Learning – discuss the use of technology in the company and all technical
learning.
 Statement of the problem
 Objective/s
General Objective
Specific Objective
 Significance of the Study
 Scope and Delimitation of the Study
 Methodology
 Findings and Analysis
 Conclusion
 Recommendation
Discussion of Assigned Project or Proposal

The discussion shall be supplemented by pictures, documentations,
accomplishment/progress reports, samples of work done, among others.
PART 3: References
a. Bibliography
b. Appendices (Certified photocopy of attendance sheet or time card, photocopy of the
following: letter of acceptance, OJT approval Form, signed MIT waiver form,
progress report, etc.)

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COLLEGE OF ENGINEERING

OJT/Internship Guidelines and Policies

On-the Job (OJT) / internship program of the College of Engineering of University of

2. Required Number of Hours for the OJT Program

g. Submission of accomplishment/progress reports

h. Submission of Company Rating Form

j. Submission of Final Document

NOTE: No final document and certificate of completion, no final grade.

Outline and Contents:

PART 1: The Preparatory Part

Discussion of Assigned Project or Proposal

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