OJT Guidelines Rules and Regulations 2016 - OJT Program Contents

New Era University
COLLEGE OF BUSINESS ADMINISTRATION

No. 9 Central Avenue, New Era, Quezon City, 1107
Tel. No. (632) 981-4227 / Fax No. (632) 981-4241
Email Address: businessadmin@neu.edu.ph
1.0 PURPOSE
1.1 To establish and implement an effective process of On-the-Job Training (OJT) Program taken
by all 4th year students or students in their final year in the College of Business Administration
from orientation, deployment, and reviewing performance of the student-trainees.
1.2 These training aim to enhance the skills and competencies acquired by the students from the
school by applying all the principles, concepts, and procedures learned in the classroom in the
industry, governments, and other agencies. Also, this program provides opportunities for
reflection, present a continual challenge to the student and incorporate active learning in all
stages of experiential learning from planning to evaluation process.
2.0 SCOPE
2.1 This program is applicable to ALL 4th year students OR students in their final year in the College
of Business Administration.
2.2 All student-trainees shall experience the entire process from orientation, pre-deployment,
deployment to the industry partners, and other requisites needed in compliance to the OJT
program.
2.3 The coverage of this OJT Program is valid only in one academic year.
3.0 DEFINITIONS
3.1 Course Title – refers to the title of the course.
3.2 No. of Required Hours – refers to the required hours to be rendered by the student-trainees.
In the case the implementation of the CMO, the minimum required training hours should be 600-
hours (inclusive of Trainings, Outreach Activities, Seminars and Conferences).
3.3 Off-Campus Training – refers to training activities done outside the NEU; participated by
industry partners.
3.4 OJT – is an acronym for On-the-Job Training. It applies both on-campus or off-campus training.
3.5 On Campus Training – refers to the training activities done within the New Era University
(NEU) offices.
Document Code: OJTM/OJT/01

OJT MANUAL Status: Issue 1 / Revision 0
College of Business Administration Effectivity Date: 15 April 2016
NEW ERA UNIVERISTY No. of Page: 44 pages including this page
CBA On-the-Job Training Program

New Era University
Tel. No. (632) 981-4227 / Fax No. (632) 981-4241
4.0 RESPONSIBILITY
4.1 Student Trainee / Advisee – shall be responsible for the compliance of the entire OJT
Program.
4.2 Company/Department Representatives – shall be responsible in providing required training

to enhance their competencies (cognitive, technical and social skills) needed.
4.3 OJT Adviser – shall be responsible for the implementation of the OJT Program in their
respective advisees. Prepares Monthly Progress Report addressed to the College Secretary
and the College Dean.
4.4 OJT Coordinator – shall be responsible for dissemination of information coming from the
College Secretary and the College Dean to all OJT Advisers. Ensure that the entire OJT
program is well implemented from the orientation, deployment and post-evaluation of the said
program. Prepares Consolidated Monthly Progressive Report to be submitted to the College
Secretary and to the College Dean.
4.5 College Secretary – shall be responsible for the evaluating the effectiveness and relevance of
the OJT Program. Provide guidance, both spiritual and operational activities to ensure of
smooth implementation of this program.
4.6 College Dean – shall be responsible for the entire process of the OJT program. Responsible
for reviewing and approving proposals, projects and other related OJT activities.
5.0 REFERENCES
5.1 CMO No. 39, Series of 2012

5.2 PACUCOA Standards
5.3 Students Manual
6.0 GUIDELINES
6.1 OJT Program Objectives
6.1.1 In line with the College’s thrust to implement a systematic methodology of learning
through competent and effective instruction to prepare students adequately for
productive careers, this OJT program is designed for students enrolled in OJT to be
able to:
a. Cognitive


New Era University
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6.1.1.a.1 Apply the theories and principles acquired during the completed
courses under the program to an industry significantly related to
curriculum of such program.
6.1.1.a.2 Utilize the necessary professional skills required and the
procedures suggested in performing office and administrative
tasks.
6.1.1.a.3 Supplement classroom instruction through the trainings and
mentorship by industry practitioners.
6.1.1.a.4 Develop rational decision-making when uncertainties and
complexities in the offices arise.
b. Technical
6.1.1.b.1 Integrate unique Christian values to work ethics.
6.1.1.b.2 Expose the students in the dynamic workplace through first-hand
experience in the actual job setting.
6.1.1.b.3 Familiarize with and organize pertinent documents and office
records.
6.1.1.b.4 Adapt to the challenges and demands of global and modern
business practices.
6.1.1.b.5 Demonstrate initiative, reliability, dependability and consistency in
performing assigned tasks.
c. Social
6.1.1.c.1 Apply the theories and principles acquired during the completed
courses under the program to an industry significantly related to
curriculum of such program.
6.1.1.c.2 Integrate unique Christian values to human skills manifested
through communication and dealing with other individuals.
6.1.1.c.3 Immerse in the organizational culture manifested by the norms,
values and contingencies while doing diverse undertakings in the
workplace.
6.1.1.c.4 Demonstrate office and administrative work professionally with
positive attitude and good behavior manifested by self-confidence
and maturity.
6.1.1.c.5 Evaluate different behaviors of individuals in an organization by
communicating and working with them.
6.2 Methods and Strategies
6.2.1 Integrated Learning

a. Theory Discussion
b. Laboratory Simulation
c. Office Training with Industry Linkage Partners
d. On- and Off-Campus Activities


New Era University
Tel. No. (632) 981-4227 / Fax No. (632) 981-4241
e. Seminars/Workshops/Conferences
6.2.2 Teaching Methods

a. Lecture/Discussion
b. Introduction of the Dynamic Workplace
c. Demonstration on how to use Office Equipment and Technology
d. Role Playing
e. Group Discussions
f. Problem Solving/Case Studies
6.3 Program Outline

VENUE/
DATE ACTIVITY PROPONENTS
WEEK 1 Class Orientation
 Discuss the highlights of the OJT Manual
 Entertain questions re: Program ALL
Orientation
 Discuss all activities
 Explain grading system
 Present schedule of fees
The Student Trainee
 Evaluation of the Mock Interview
 Assess student deficiencies on
prerequisites
Reiteration of OJT Guidelines/Rules and
Regulations.
WEEK 2 – 8 OJT Training Visitation
WEEK 9 MIDTERM EXAMINATION
WEEK 10 – 15 OJT Training Visitation
WEEK 16 END OF ON-THE-JOB TRAINING HOUR
WEEK 17 Submission of OJT Portfolio as stated in 6.5.7.e.1
of this guidelines.
WEEK 18 Culminating Activities
 OJT Graduation
 Tribute to Graduates
WEEK 19 End of the ON-THE-JOB Training Program


New Era University
Tel. No. (632) 981-4227 / Fax No. (632) 981-4241
6.4 R ubrics
No of Percentage
Criterion Hours
ON-CAMPUS 200 40%
 PRE-DEPLOYMENT (Midterm) 100 (20%)
o Course Orientation; Office Simulation
o Job Mock Interview
o Practicum (On-campus)
o Pre-deployment evaluation
 CLASS PERFORMANCE (Midterm-Finals) 100 (20%)
o SAP / Bloomberg / TOEIC / CPIRAS 30
o College In-House Training (Min. of 2 Training) 35
o Community Outreach 10
o Five Seminars/Conferences 10
o Weekly meeting and other required activities 15
OFF-CAMPUS (Finals) 400 60%

 PRACTICUM (Local and International)
o OJT with Industry Partners 400 50%
o Evaluation of Immediate Supervisor 10%
o OJT Graduation and Culminating Activity
TOTAL 600 100%
6.4.1 Midterm grades will be issued upon completion of pre-deployment procedures including
the submission of documentation.
6.5 General Rules
6.5.1 On-the-Job Training (OJT) Program is a requirement taken by all 4th year students or
those students in their final year in the College of Business Administration.
6.5.2 Pre-deployment schedule will be for:


New Era University
Tel. No. (632) 981-4227 / Fax No. (632) 981-4241
a. Octoberian – the start of pre-deployment will start from month of October.

b. Regular – the start of pre-deployment will start from the month of March.
6.5.3 Off-Campus Training is not allowed if Trainees is:

a. Above 15 units - for Human Resource Development Management and Marketing
Management program and not able to comply with pre-deployment requirement.
b. Above 18 units - for Financial Management program and not able to comply with
pre-deployment requirement.
6.5.4 OJT Orientation shall be conducted by the College Dean or OJT Coordinator to discuss
the expectations from trainees, faculty and the sponsor company with regard to OJT
immersion.
6.5.5 Each practicum class shall have an assigned adviser, who will be chosen on the basis
of experience, personality and ability to network. The faculty assigned must be
approved by the Dean and will be called as OJT Adviser.
6.5.6 Off-Campus trainees shall be deployed to partner companies/linkages, and shall be

assigned to tasks related to the field of study.
6.5.7 Trainees shall ensure to complete OJT stages:
a. Prior to Pre-Deployment (100 Hours)

6.5.7.a.1 Trainees shall attend to the OJT Orientation. “No Orientation – No
Deployment” policy. No walk-in shall be accepted during the OJT
Orientation.
6.5.7.a.2 OJT Coordinator shall issue an Endorsement Letter (OJT FM 02 –
2016, Issue 1 - Revision 0) upon submission of the pre-deployment
documentation requirement:
 Updated Resume (CBA Institutional Resume - OJT FM
01 – 2016, Issue 1 - Revision 0)
 Certificate of Matriculation (with Schedule)
 Waiver from the Students and Parents (OJT FM 13 –
2016, Issue 1, Revision 0).
b. Pre-Deployment (On-Campus Training)

6.5.7.b.1 Trainees shall complete the required 100-training hours as
indicated in the Endorsement Letter. However, in the extreme
case only (example due to sickness or death of the family
member), trainees may allow to extend their service up to five (5)
days only. Failure comply shall indicate necessary penalty
regarding this matter. Please see schedule of penalty.
6.5.7.b.2 Documentation Requirements


New Era University
Tel. No. (632) 981-4227 / Fax No. (632) 981-4241
 On-Campus Deployment
o Feedback Form
o Certificate of Completion
o Trainer’s Assessment Report (TAR)
o Weekly Accomplishment Report (WAR)
o Signed Endorsement Letter
o Updated Resume
 For Working Students, the 100-training hours is waived

providing the submission of the following:
 Feedback Form
 Trainer’s Assessment Report
 Certificate of Employment and company ID
 ID of the Company Authorized Signatory
 Updated Resume
c. Prior to Off-Campus Deployment (400-training hours)

6.5.7.c.1 Prior to off-campus deployment, trainees shall be completed the
pre-deployment requirements (present the OJT Checklist), such
as:
 Certificate of Completion (Completed 100-training hours).
 Pre-employment (Mock Interview)
 Trainer’s Assessment Report
 Psychological Testing
 Completed in-house training
6.5.7.c.2 Reiteration of OJT Guidelines, Rules and Regulations.
6.5.7.c.3 The OJT Adviser shall ensure that the trainees to be deployed to
the office/company can be trained according to its area/program.
OJT Placement will provide the updated List of Industry Partners.
d. During the Off-Campus Deployment (400-training hours)

6.5.7.d.1 Trainees shall perform and give their best to the office/company
where they assigned and shall report regularly based on the
agreed work schedule.
6.5.7.d.2 Trainees shall attend to the following OJT Activities:
 Attendance to REGULAR class session (submission of
WAR for review and signature of the OJT Adviser)
 Participation to University Jobs Fair
 Participation to Community Outreach Program
 Attendance to Seminars/Conferences (On-Campus and
Off-Campus)


New Era University
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 OJT Coordinator/Adviser shall visit trainees to their

respective OJT locations (schedule of visit as per
approved by the Dean). Use the Certificate of
Appearance OJT FM 14 – 2016, Issue 1 -
Revision 0 – to document the activities.
e. After the Off-Campus Deployment (400-training hours)

6.5.7.e.1 At the end of the training, trainees are required to complete his/her
personal portfolio following this order (Softbound, Long Bond
Paper)
 Cover Page
 Table of Contents
 Resume / Profile (with photo)
 Write Ups of Students’ Learning Experience
(SLE)
 Training Documentation Requirement
o Endorsement Letter (Both On-Campus and Off-
Campus)
o Job Descriptions
o Brief History or Description of Training Station
(with photos)
o Certificate of Completion (Both 100 and 400
Hours)
o Trainer’s Evaluation Report (Both 100 and 400
Hours)
o Weekly Accomplishment Reports (Both 100 and
400 hours)
o Time Card/Attendance Record
o Practicum Photos (On-campus and Off-campus)
 Certificate of Seminars Attended

o On-Campus
o Off-Campus
 Sample Projects / Outputs prepared (Example:
Quality Plan, Training Plan, Marketing Plan, etc.)
 Pre-Employment Requirement
o SSS
o PhilHealth
o NBI/Police Clearance
o Birth Certificate issued by Philippine Statistics
Authority (PSA)


New Era University
Tel. No. (632) 981-4227 / Fax No. (632) 981-4241
6.5.7.e.2 Trainee shall prepare one (1) sets of portfolio and submit copy (1)
to OJT Adviser one week before Final Examination.
6.5.7.e.3 OJT Adviser will collect the Class Portfolio (Hard bound, in Long
Bond Paper) providing the following content on before the end of:
 Cover Page
 Table of Contents
 Class Photo (OJT Uniform)
 Grading Sheet
 Trainee’s Documentation Requirement (This
must be arranged per trainees)
o On-the-Job Training Activity Checklist
o Endorsement Letter (Both On-Campus and Off-
Campus)
o Job Descriptions
o Brief History or Description of Training Station
(with photos)
o Certificate of Completion (Both 100 and 400
Hours)
o Trainer’s Evaluation Report (Both 100 and 400
Hours)
o Weekly Accomplishment Reports (Both 100 and
400 hours)
o Practicum Photos (On-campus and Off-campus)
o Write Ups of Students’ Learning Experience
(SLE)
6.5.8 Pre-deployment report shall be submitted to the College Dean at the of each OJT cycle
by OJT Coordinator.
6.6 Do’s and Don’ts inside the workstation.
6.6.1 Reach office on time. One must adhere to the guidelines and policies of the
organization. Discipline must be maintained at the workplace.
6.6.2 Never adopt a casual attitude at work. Your office pays you for your hard work and not
for loitering around. Never wear revealing clothes to work. Body piercing and tattoo are
a strict no--no at the workplace. Females should avoid wearing heavy jewelry to work.
No organization likes to have a shabbily dressed employee. Shave daily and do not use
strong perfumes. Female trainees should stick to minimal make up.
6.6.3 Put your hand phone in the silent or vibrating mode at the workplace. Loud ring tones
are totally unprofessional and also disturb other people.
6.6.4 Don’t peep into other’s cubicles and workstations. Knock before entering anyone’s
cabin. Respect each other’s privacy.


New Era University
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6.6.5 Don’t open anyone else’s notepads registers or files without his permission.
6.6.6 Keep your workstation clean and tidy. Throw unwanted paper in dustbin and keep files
in their respective drawers. Put a label on top of each file to avoid unnecessary
searching.
6.6.7 Stay away from nasty politics at the workplace. Avoid playing blame games.
6.6.8 Never criticize or make fun of any of your colleagues. Remember fighting leads to no
solution. There are several other ways to express displeasure. Sit with your colleagues,
discuss issues face to face and decide on something which is mutually acceptable.
6.6.9 Take care of your pitch and tone at the workplace. Never shout on anyone or use foul
words. It is unprofessional to lash out at others under pressure. Stay calm and think
rationally.
6.6.10 Never attend meetings or seminars without a notepad and pen. It is little tough to
remember each and everything discussed in the meeting. Jot down the important points
for future reference. Wait for your turn to speak.
6.6.11 Pass on information to all related recipients in the desired form. Communicate through
written modes of communication preferably through emails. Keep your reporting boss in
the loop. Make sure your email signatures are correct.
6.6.12 It is unethical to share confidential data with external parties and any other individual
who is not related to the organization. Data in any form must not be passed to anyone
outside the organization.
6.6.13 Office Stationery is meant to be used only at work. Taking any office property back
home is equivalent to stealing.
6.6.14 Make sure you turn off the monitor while you go out for lunch or tea breaks. Switch off
the fans, lights, printer, fax machine, scanner before you leave for the day.
6.6.15 Don’t bring your personal work to office. Avoid taking kids to office unless and until
there is an emergency.
6.6.16 Respect your fellow workers and help them whenever required.
6.6.17 Don’t pass lewd comments to any of your fellow workers.
6.6.18 It is bad manners to sneeze or cough in public without covering your mouth. Use a
handkerchief or tissue for the same.
6.6.19 Popping chewing gums in front of co-workers is simply not expected out of a
professional.
6.6.20 While having lunch together, do not start till the others have received their food. Make
sure your spoon and fork do not make a clattering sound. Eat slowly to avoid burping in
public.
6.6.21 Park your car at the space allocated to you. Don’t park your vehicle at the entrance as it
might obstruct someone’s way.
6.6.22 Never ever drink while you are at work.
6.6.23 Do not leave the restroom with taps on.
6.7 Conditions and Penalties


New Era University
Tel. No. (632) 981-4227 / Fax No. (632) 981-4241
6.7.1 A trainee shall report to their respective offices within one-week upon issuance of
Endorsement Letter (OJT FM 02–2016, Issue 1 - Revision 0). Otherwise, the allotted
100-training hours will add to the trainee’s off-campus training hours.
6.7.2 A trainee with failing grades prior to the off-campus deployment, is not allowed to enroll
OJT/Practicum. Thus, all process will have to start from zero.
6.7.3 A trainee who does not submit all necessary documentary requirements (prior and after
deployment process) on time to his/her OJT Adviser shall be required to render 20
hours of community service exclusive of the number of hours to be completed with the
offices/company.
6.7.4 Should a trainee transfer to another company without prior notice to the OJT Adviser,
hours rendered in the previous company will be disregarded and will have to start from
zero.
6.7.5 Should there be complaint from the trainer of the cooperating office/company, services
of the trainee shall be terminated. Thus, trainee shall be penalized in accordance with
the gravity of the offense. Penalty be determined and implemented by the OJT Council
upon deliberation of such complaint.
6.7.6 Trainee who fails to complete the required 600 OJT hours within the specified time will
be penalized and shall to do community service in the university equivalent to the
unrendered number of hours.


New Era University
Tel. No. (632) 981-4227 / Fax No. (632) 981-4241
7.0 PROCEDURE


New Era University
Tel. No. (632) 981-4227 / Fax No. (632) 981-4241


New Era University
Tel. No. (632) 981-4227 / Fax No. (632) 981-4241
8.0 STANDARD FORMS

DESCRIPTION CODE
CBA Institutional Resume OJT FM 01 – 2016, Issue 1 / Revision 0
Endorsement Letter OJT FM 02 – 2016, Issue 1 / Revision 0
On-the-Job Training Activity Checklist OJT FM 03 – 2016, Issue 1 / Revision 0
Interview Rating Sheet OJT FM 04 – 2016, Issue 1 / Revision 0
Interview Question Guide OJT FM 04.01 – 2016, Issue 1 / Revision 0
Certificate of Completion (On-Campus) OJT FM 05 – 2016, Issue 1 / Revision 0
Trainee’s Assessment Result (On/Off Campus) OJT FM 06 – 2016, Issue 1 / Revision 0
Weekly Accomplishment Report OJT FM 07 – 2016, Issue 1 / Revision 0
Letter of Gratitude OJT FM 08 – 2016, Issue 1 / Revision 0
On-Campus Deployment Monitoring Sheet OJT FM 09 – 2016, Issue 1 / Revision 0
OJT Grading Sheet (On-Campus Deployment) OJT FM 10 – 2016, Issue 1 / Revision 0
OJT Grading Sheet (Off-Campus Deployment) OJT FM 11 – 2016, Issue 1 / Revision 0
Pre-Deployment Feedback Form OJT FM 12 – 2016, Issue 1 / Revision 0
Written Consent/Waiver OJT FM 13 – 2016, Issue 1 / Revision 0
Certificate of Appearance OJT FM 14– 2016, Issue 1 / Revision 0
Pre-Registration / Attendance Sheet OJT FM 15 – 2016, Issue 1 / Revision 0
Schedule of Activities OJT FM 16 – 2016, Issue 1 / Revision 0
Master List of Industry Linkages / Partner OJT FM 17 – 2016, Issue 1 / Revision 0
Master List of NEU Offices and its Representatives OJT FM 18 – 2016, Issue 1 / Revision 0
Memorandum of Agreement OJT FM 19 – 2016, Issue 1 / Revision 0
Pre-Deployment Activity OJT FM 20 – 2016, Issue 1 / Revision 0
Grading Sheet OJT FM 21 – 2016, Issue 1 / Revision 0
9.0 DISTRIBUTION LIST

NAME DEPARTMENT POSITION
DR. EMILIA M. MANANGHAYA CBA College Dean
BRO. CIRIACO S. TAGUINES JR CBA College Secretary
DR. JANINE MONEDA – DE LA CRUZ CBA OJT Coordinator
ALL PROGRAM HEADS CBA
ALL OJT ADVISERS CBA
NEU– Central Files
NEU Partners


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New Era University

COLLEGE OF BUSINESS ADMINISTRATION

3.1 Course Title – refers to the title of the course.

Document Code: OJTM/OJT/01

CBA On-the-Job Training Program

4.2 Company/Department Representatives – shall be responsible in providing required training

5.1 CMO No. 39, Series of 2012

6.1 OJT Program Objectives

Document Code: OJTM/OJT/01

CBA On-the-Job Training Program

6.2 Methods and Strategies

6.2.1 Integrated Learning

Document Code: OJTM/OJT/01

CBA On-the-Job Training Program

6.2.2 Teaching Methods

6.3 Program Outline

Document Code: OJTM/OJT/01

CBA On-the-Job Training Program

OFF-CAMPUS (Finals) 400 60%

6.5 General Rules

6.5.2 Pre-deployment schedule will be for:

Document Code: OJTM/OJT/01

CBA On-the-Job Training Program

a. Octoberian – the start of pre-deployment will start from month of October.

6.5.3 Off-Campus Training is not allowed if Trainees is:

6.5.6 Off-Campus trainees shall be deployed to partner companies/linkages, and shall be

6.5.7 Trainees shall ensure to complete OJT stages:

a. Prior to Pre-Deployment (100 Hours)

b. Pre-Deployment (On-Campus Training)

6.5.7.b.2 Documentation Requirements

Document Code: OJTM/OJT/01

CBA On-the-Job Training Program

 For Working Students, the 100-training hours is waived

c. Prior to Off-Campus Deployment (400-training hours)

6.5.7.c.2 Reiteration of OJT Guidelines, Rules and Regulations.

d. During the Off-Campus Deployment (400-training hours)

Document Code: OJTM/OJT/01

CBA On-the-Job Training Program

 OJT Coordinator/Adviser shall visit trainees to their

e. After the Off-Campus Deployment (400-training hours)

 Certificate of Seminars Attended

Document Code: OJTM/OJT/01

CBA On-the-Job Training Program

6.6 Do’s and Don’ts inside the workstation.

Document Code: OJTM/OJT/01

CBA On-the-Job Training Program

6.7 Conditions and Penalties

Document Code: OJTM/OJT/01

CBA On-the-Job Training Program

Document Code: OJTM/OJT/01

CBA On-the-Job Training Program

Document Code: OJTM/OJT/01

CBA On-the-Job Training Program

Document Code: OJTM/OJT/01

CBA On-the-Job Training Program

8.0 STANDARD FORMS

9.0 DISTRIBUTION LIST

Document Code: OJTM/OJT/01

CBA On-the-Job Training Program

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