OJT Student Manual

COMPUTER AND ENGINEERING STUDIES DEPARTMENT
Bicol University Polangui Campus

Polangui,
Albay
OJT MANUAL

Polangui,
Albay
Bachelor of Science in Computer

Science

Polangui,
Albay
PRACTICUM POLICY AND GUIDELINES for PROGRAMS

WITH PRACTICUM/OJT/SIT
Introduction:
I.
II.
III.
IV.
V.
VI.
Objective of the Program

Requirements of the Program
Procedures and Guidelines
Duties and Responsibilities of a Host Company
Duties
and
Responsibilities
of
the
Practicum
Coordinator/Adviser
Duties and Responsibilities of the Parents/Guardian

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VII.
VIII.
IX.
X.
XI.
Duties and Responsibilities of the Student/Trainee

Grading System
Training Report Format
Sample Forms and Documents
Practicum Calendar

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Polangui,
Albay

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I. GENERAL OBJECTIVE OF THE PROGRAM

In line with the thrusts of Bicol University to meet the demand of
the industries for technically competent and well-rounded graduates,
the practicum program aims to:

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Albay
a.
b.
c.
d.
To enable the students to apply and appreciate the

relevance of classroom learning to the actual work setting.
Enable the student to gain experience, relate and apply the
theories he/she learns in school to real industrial situations
and problems;
Give the students an insight of the various operations,
processes, techniques and controls presently used in
industry;
Develop and instill a positive attitude, self-confidence and
self-motivation required of a responsible professional in
handling tasks; and

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e.
Impress on the student the importance of human relations

in the working place or environment.
II. GENERAL REQUIREMENTS OF THE PROGRAM

a. The Engineering student who finished the required units
prerequisite to the course may enroll for OJT.
b. Irregular students who are expected to graduate at the end
of the Second Semester may enroll for OJT.
c. A student must meet the required minimum exposure of
320/486/720 hours.

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d. A student is required to submit all documents pertaining

his/her application and acceptance for OJT.
e. A student is required to submit his/her attendance and
accomplishment form and a monthly report.
f. The student will be evaluated by his/her supervisor from
the company periodically.
g. The student is required to submit a final report at the end
of his/her practicum.
III. PROCEDURES AND GUIDELINES

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Albay
a. A term before the student plans to enroll for practicum;

must consult the Practicum Coordinator for possible list of
Industries.
b. The student writes a LETTER OF APPLICATION addressed to
the company concerned. The student may send to more
than one company.
c. The student secures a LETTER OF RECOMMENDATION or
LETTER OF ENDORSEMENT from the Practicum Coordinator.
d. The student hand-delivers or mails the letters to the
company and waits for acceptance. The student is
responsible for following-up his LETTER OF APPLICATION
with the company.

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Albay
e. When the company accepts the student for practicum, the

company must fill up the LETTER OF ACCEPTANCE which
the student must collect and submit to the Practicum
Coordinator/Adviser before the start of his/her practicum.
f. The Practicum Coordinator/Adviser must in turn coordinate
and confirm with said company regarding the students
acceptance to undergo practicum with them. The Dean and
the companys representative should agree on the period
and schedule of the students practicum through signing of
MEMORANDUM OF AGREEMENT.
g. The student then submits the WAIVER FORM signed by
his/her parent or guardian to his/her adviser.

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h. The student must submit a copy of the following

documents before the start of his/her practicum: LETTER
OF APPLICATION, LETTER OF RECOMMENDATION OR
LETTER
OF
ENDORSEMENT,
ACCEPTANCE
LETTER,
MEMORANDUM OF AGREEMENT and WAIVER FORM.
i. The student can then enroll for the practicum subject and
starts his/her practicum on the recommended date.
j. The student must record his daily attendance indicating
the arrival time and departure time. The supervisor must
also have it signed. The DAILY ATTENDANCE RECORD
compiled and attached in the FINAL REPORT.

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k. The student is required to make a MONTHLY REPORT that

encompasses the daily accomplishments or daily activities.
l. The student should at all times keep all documents
pertaining to his/her practicum. However, the Practicum
Coordinator/Adviser must be informed of any new
documents or forms that was accomplished in relation to
his/her training. He/She compiles all these documents for
his/her final report.
m. The student must comply with the general guidelines of
the company regarding their own practicum program
policy.

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n. The student must complete at least the minimum

320/486/720 hours in one company. If for any valid reason,
he/she cannot comply with the 320/486/720 hours in one
company, he/she has to look for another company and
complete the remaining hours there. This has to be done
upon approval of the Practicum Coordinator.
o. While the student is on practicum, the Practicum
Coordinator/Adviser may go for surprise visit and
evaluation.
p. Upon completion of the minimum of 320/420/720 hours
and the tasks given by the company, the student is
required to obtain from the company the following

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documents: (a) CERTIFICATE OF COMPLETION and (b)

PERFORMANCE RATING SHEET.
q. The PERFORMANCE RATING SHEET will be provided by the
Practicum Coordinator/Adviser two weeks before the end of
the practicum.
r. The student is then required to prepare a written report as
outlined in the GENERAL WRITTEN REPORT FORMAT, and
submits this to the Practicum Coordinator/Adviser during
the scheduled final presentation.
s. Final Presentation of Practicum Report will be scheduled
upon completion of all the trainees.

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t. Any problems that the student may encounter in the

company must be reported to his/her supervisor. However,
in the case that the problem cannot be solved by the
supervisor, the student must immediately report the
incident to the Practicum Coordinator/Adviser for possible
action.
u. Any student who has committed severe violation /grave
misconduct to the companys rules and policies are subject
for disciplinary action by the schools Office of Student
Services.

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IV. DUTIES AND RESPONSIBILITIES OF A HOST COMPANY

a. Through the immediate supervisor or through the Human
Resource Department or equivalent office, ensures that the
practicum a student undergoes is technical in nature and
related to the students present course.
b. Ensures a safe working environment for student
undergoing practicum.
c. Assigns an immediate supervisor who will monitor the
attendance and performance of the student for the

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duration of the practicum, in coordination with the

Practicum Adviser.
d. Assigned supervisor will have the responsibility of
monitoring the activities and tasks performed by the
student including the signing of his/her daily attendance
and accomplishment and perform periodical assessment on
the progress of the student.
e. Upon completion of the required number of weeks, requires
the student to submit to the Practicum Coordinator/Adviser
a Certificate of Completion stating the students general
performance and that the student has satisfactorily
completed all requirements.

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f. Through the assigned supervisor, fills-up the Evaluation

Form, and signs and seals and submits this to the
Practicum Coordinator/Adviser through the student.
g. Informs the school through the Practicum Coordinator of
the matters related to the students practicum program in
the company.
V.
DUTIES
AND
COORDINATOR/ADVISER
RESPONSIBILITIES
OF
THE

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The Practicum Coordinator/Adviser is responsible for taking the

necessary actions in briefing the students and providing them the
guidelines in the performance of their duties.
Following
are
Coordinator/Adviser:
the
responsibilities
of
the
Practicum
a. Through the immediate supervisor or through the Human

Resource Department or equivalent office, ensures that the
practicum a student is technical in nature and related to
the students present course.

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b. The Practicum Coordinator/Adviser prepares the practicum

materials.
c. The Practicum Coordinator/Adviser updates forms relating
to practicum.
d. The
Practicum
Coordinator/Adviser
establishes
communication with the student trainees Supervisor
during the Practicum hours.
e. The Practicum Coordinator/Adviser performs managing and
evaluation of the student trainee.
f. The Practicum Coordinator/Adviser computes the final
grade of the student based on the existing Grading
System.

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VI.
DUTIES
PARENTS/GUARDIAN
AND
RESPONSIBILITIES
OF
THE

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The Parents/Guardian of the student is/are the partners of the

Practicum Coordinator/Adviser and the Host Companys Supervisor in
monitoring the activities and accomplishments of the student.
Following are the responsibilities of the Parents/Guardian:
a.
b.
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 program.

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c.
To be responsible for the safety and conduct of the

student-learner while traveling to and from school, the
Practicum Site and home.
VII. DUTIES AND RESPONSIBILITIES OF THE STUDENT

The student/trainee must always observe discipline and
right conduct. The student must also abide by the following
duties and responsibilities:
a. S/he should exhibit the BUPCEAN image.

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b. S/he should not engage in any form of intimate relationship

with clients, staff and on-site intern supervisor.
c. S/he is not allowed to invite/entertain personal visitors in
the practicum site.
d. S/he should avoid incessant talking and loitering in the
practicum premises.
e. Cellular phones and other electronic gadgets should be
turned-off or set on a silent mode when s/he is on duty.
f. The student/trainee should not engage in any form of
gambling/drinking intoxicating beverages and the like while
on duty or off duty within the practicum site premises.

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g. The student/trainee must comply to OJT guidelines and

procedures provided by the Practicum Coordinator/Adviser.
VIII. GRADING SYSTEM
The student will be graded based on his performance and
compliance to the policies and guidelines provided. The following
statements will be the grading system for the duration of the
students practicum.
Practicum Requirement
30%

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Industry Grade
70%
100%
IX. GENERAL PRACTICUM WRITTEN REPORT FORMAT

Title Page
Table of Contents

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Module One: Brief History/Background of the Company/Company

Profile
Module Two: Monthly Progress Reports Compilation and
Documentation
Daily Attendance and Accomplishment
Monthly Report
Documentation (Pictures at work)
Module Three: Assessment of Practicum Program
(Reaction Paper by the Student: answering the following
questions)
What have I learned from the experience? (Technical)
My experiences with the people around me.

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The most memorable event during my practicum

What I can recommend for the improvement of the
Practicum Program
My advice to those who will take their practicum in the
near future.
Appendices: Pertinent Documents
Letter of Application
Letter of Endorsement
Letter of Acceptance
Memorandum of Agreement
Waiver Form
Training Schedule Form

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Certificate of Completion
Evaluation Forms
X. FINAL REPORT PRESENTATION
Title Slide
Slide
Slide
Venue of Practicum
Inclusive Dates
Name of Student
Position Held (if applicable)
Company Profile
Summary of Accomplishments

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Slide
Slide
Slide
Documentation (Pictures at work)

Assessment of Practicum Program
Final Words

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XI. SAMPLE FORMS AND DOCUMENTS
LETTER OF APPLICATION
<Date>

Polangui,
Albay
<MR./MS. CONTACT PERSON>

<Position>
<Company Name>
<Company Address>
Dear Sir/Madam:
I am a fourth year Bachelor of Science in Compute Engineering student of
Bicol University Polangui Campus. In partial fulfillment of the requirement of
this degree, I am required to have an On the-Job Training (OJT) for a minimum
of 320 hours starting _______________________.

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Albay
I would like to apply as a trainee in your company because I believe that the
training and experience I will acquire will broaden my knowledge about my
course.
Thank you for any consideration that you may give to this letter of
application.
Very truly yours,

Polangui,
Albay
<Student Name>
<Student Home Address>
<Student Contact Number>
Noted:
<OJT Coordinator>

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LETTER OF ENDORSEMENT
<Date>

Polangui,
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<Position>
<Company Name>
<Company Address>
Dear Sir/Madam:
This refers to the requirement of the <Course> curriculum of <school> for
students to undergo an On-th-Job Training (OJT) for a minimum of ____ hours
in any company with Information Technology base.

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In view of this, we would like to request that <Mr./Ms. Student Name> to

have his/her OJT in your company. In this manner, he/she will have
opportunity to apply her theoretical knowledge in actual practice.
We believe that your company can provide the relevant exposure to future
Information Technology professionals, thus ensuring the continuous supply of
highly qualified personnel for Information Technology and Industry.
We would highly appreciate whatever assistance you could extend to us that
would, in the long run, be both beneficial to the student and your company.
Thank you and we look forward to you kind consideration and support.

Polangui,
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Very truly yours,

<Position>
Recommending Approval:

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<MR./MS. >
Department Chairman
<MR./MS. >
OSA Coordinator
Approved :
<MR./MS.>
<DEAN>
LETTER OF ACCEPTANCE/CONFIRMATION
<Date>

Polangui,
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TO WHOM IT MAY CONCERN:

This
is
to
inform
you
that
________________________________________________, On-the-Job Training (OJT)
applicant is accepted to have his/her practicum on this company beginning
___________________________ until _____________________________.
______________________________________________________________________________
_______

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Name
of
Business:_______________________________________________________________
Business
Address:
_______________________________________________________________
Contact
Number/s:
______________________________________________________________
Certified true and correct,

<Signature over Printed Name>

Polangui,
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<Position>
<Date Signed>

Polangui,
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Polangui,
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MEMORANDUM OF AGREEMENT

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This Memorandum of Agreement made and executed between:

BICOL UNIVERSITY, a non-stock, non-profit educational
institution, duly organized and existing under Philippine Laws with
office/business address at Legazpi City represented herein by
________________________________, President, hereinafter referred to as
the UNIVERSITY.
and
__________________________________________, a domestic corporation duly
organized and existing under Philippine Laws with office/business
address
at
______________________________________________________,

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represented
herein
by
________________________________________,
hereinafter referred to as the COMPANY.
Witnesseth:
The parties hereby bind themselves to undertake a Memorandum
of Agreement for the purpose of supporting the UNIVERSITYS on-thejob training for student-trainees under the following terms and
conditions:
1.
The UNIVERSITY shall be responsible for briefing the

on-the-job student-trainees who intend to conduct

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practicum exposure in the COMPANY as part of the

UNIVERSITY'S curriculum;
2.
The UNIVERSITY shall provide the on-the-job studenttrainee the basic orientation on work values,
behavior,
and
discipline
to
ensure
smooth
cooperation with the COMPANY;
3.
The UNIVERSITY shall issue an official endorsement

vouching for the well being of the on-the-job studenttrainee which shall be used by the COMPANY for
processing the application of the student-trainee;

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4.
The UNIVERSITY shall voluntarily withdraw a

student-trainee who is found to misbehave and/or act
in defiance to existing standards, rules, and
regulations of the COMPANY and impose necessary
university sanctions to the said student-trainee;
5.
The COMPANY may grant allowance and/or adequate

insurance to student-trainee in accordance with the
COMPANY'S existing rules and regulations;

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6.
The COMPANY, upon consultation with the

UNIVERSITY, may require qualified students to submit
themselves to examinations, interviews, and file
pertinent documents to support their application;
7.
The COMPANY is not obliged to employ studenttrainee upon completion of the training;
8.
The student-trainees shall be personally responsible

for any and all liabilities arising from negligence in
the performance of his/her duties and functions while
under training;

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9.
There is no employer-employee relationship between

the COMPANY and the student-trainee;
10.
The duration of the program shall be equivalent to

486 working hours unless otherwise agreed upon by
the COMPANY and the UNIVERSITY;
11.
Any violation of the foregoing covenants will warrant

the cancellation of the Memorandum of Agreement
by the COMPANY within thirty (30) days upon notice
to the UNIVERSITY.

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12.
This Memorandum of Agreement shall become

effective upon signature of both parties and
implementation will begin immediately and shall
continue to be valid hereafter until written notice is
given by either party thirty (30) days prior to the
date of intended termination.
In witness whereof the parties have signed this Memorandum of

Agreement at ___________________________________ this _____ day of
___________________, 20___.

Polangui,
Albay
For the COMPANY
<Name of Supervisor>
<Business Name>
For the UNIVERSITY
____________________________
President
Bicol University

Polangui,
Albay
Community Tax No: _________________

Date of Issue: ______________________
Place of Issue: _________________
SIGNED IN THE PRESENCE OF:
Community Tax No: _________________

Date of Issue: ______________________
Place of Issue: ______________________

Polangui,
Albay
______________________________
Representative of the Company
______________________________
Dean
PARENTS/GUARDIANS CERTIFICATION OF WAIVER/PERMISSION

<Date>
TO WHOM IT MAY CONCERN:

Polangui,
Albay
This is to certify that I am allowing my son/daughter,

____________________________________ to go on practicum (on-the-job training)
for a minimum of four hundred eighty six hours on _______________ until
________________ at _________________________________________ in partial
fulfillment of the requirements for the degree in Bachelor of Science in
Information Technology.
It is understood that he/she abides by the rules and regulations that
may be imposed by the Supervisor/Staff-in-Charge for his welfare and safety.
I fully agree to waive any responsibility on the part of Bicol Univesity
Polangui Campus and/or the representative/s, in case of untoward incident
that may happen to my son/daughter during the duration of the practicum.

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______________________
Name of Parent/Guardian
________________________
Signature
____________
Date
Students
______________________________________________________________
Home
________________________________________________________________
Name:
Address:

Polangui,
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Boarding
House
_________________________________________________________
Students
Contact
_____________________________________________________
Parent/Guardians
Contact
____________________________________________
Address:
Number/s:
Number/s:

Polangui,
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Polangui,
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TRAINING SCHEDULE FORM

Proposed
Activities
How the
activities will
be
performed
Trainer
Time Line
Expected
Output

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Polangui,
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Polangui,
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Albay
DAILY ATTENDANCE AND ACCOMPLISHMENT FORM

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Albay
(Please keep one copy of this form and give one to the Company to
serve as a sign-in sheet to document your internship hours. Give a copy of
the completed time sheet to your Practicum Coordinator/Adviser every
Saturday at minimum.)
Student Name:
Internship Site:
__________________________________________
___________________________________________
For the Period
__________________________________________
___________________________________________
To

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Beginning date
Ending date

Polangui,
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Polangui,
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MONTHLY PROGRESS REPORT

<Student Name>
<Inclusive Dates>

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Noted by:
______________________
<Supervisors Name>
<position>
FINAL REPORT (Title Page)

Polangui,
Albay

Polangui,
Albay
ON-THE-JOB TRAINING
at
<Company Name>
In Partial Fulfillment of
the Requirements for
Bachelor of Science in Computer Engineering

Polangui,
Albay
Submitted by:
<Students Name>

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Albay
Submitted to:
<Practicum Adviser>

Polangui,
Albay
<Date Submitted>

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PERFORMANCE RATING SHEET

____________________________
Name of Trainee
_____________________________
Name of Industry/Company
____________________________
Inclusive Training Period
_____________________________
Address of the Industry/Company
Direction:
The evaluation checklist below must be used for rating the performance of students
taking On the Job Training (OJT). Please mark ( X ) on the appropriate column that
best describe the performance of the trainee. The rating are as follows: 5 means
Excellent/Outstanding: 4 means Very Satisfactory: 3 means Satisfactory: 2 means
Unsatisfactory: and 1 means Poor.

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Albay
Field of Specialization______________________________________________________
CRITERIA / RATING
WORK HABITS
1.Punctual
2. Reports regularly
3. Performs tasks without much supervision
4. Practices self-discipline in his / her work
5. Demonstrates dedication and commitment to the
tasks assigned to
him/her
Works Habit Total

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WORK SKILLS
1. Demonstrates the ability to operate machines needed
on the job
2. Handles the details of the work assigned to him / her
3. Shows flexibility (whenever the need arises) in the
process of going
through his / her task
4. Manifests thoroughness and precise attention to
details
5. Fully understands the linkage or connection between
his / her task to previous, intervening and subsequent
tasks
6. Usually comes up with sound suggestions to problems.
Works Skills Total

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SOCIAL SKILLS
1. Shows tact in dealing with different people he /she
comes in contact
with.
2. Shows respect and courtesy in dealing with peers and
superiors
3. Willingly helps others (whenever necessary) in the
performance of
their tasks
4. Is capable of learning from and listening to co-workers
5. Shows appreciation and gratitude for any form of
assistance granted to him / her by others

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6. Shows poise, self-confidence and is always well

groomed
7. Shows emotional maturity .
Social Skills Total
TECHNICAL SKILLS

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1. Basic computer operation, Encoding/Printing/Sorting

and Scanning of Documents; and Record Keeping
2. Design presentation and spreadsheets; fixed basic
computer errors/problems both hardware and software
problems.
Technical Skills Total
TOTAL
EQUIVALENT
RATING

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Comment(s)/Observation(s)
______________________________________________________________________________________
______________________________________________________________________________________
_________________________________________
Computation:
Total
x 50+50=
100

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Albay
Equivalent Rating:
1.0 -- 99 - 100%; 1.1 -- 98%; 1.2 -- 97%; 1.3 -- 96%; 1.4 -- 95% (Outstanding);
1.5 -- 94%;
1.6 -- 93%; 1.7--92% (Superior); 1.8 -- 91%; 1.9 -- 90%; 2.0 -- 89%; 2.1 -- 88%;
2.2 -- 87%;
2.3 -- 86%; 2.4 -- 85% (Very Satisfactory); 2.5 -- 84%; 2.6 -- 82-83%; 2.7 -- 80-81%
(Satisfactory);
2.8 -- 78-79%: 2.9 -- 76-77%; 3.0 -- 75% (Fair); 3.1-4.0 CONDITIONAL FAILURE
(Lowest
Possible Mid-Term Rating) 5.0 -- Failure; Inc. INCOMPLETE
Rated By:

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__________________________
Immediate Supervisor/Manager
Approved:
___________________________________________
Director/Head of Office
_____________________________________
Course In-Charge, BSCS

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PRACTICUM CALENDAR

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ACTIVITY/DOCU,MENT/S TO BE SUBMITTED
Initial Documents
1. Letter of Application
2. Parent Permit
3. Medical Certificate
4. Letter of Endorsement
5. Cooperative Training Agreement
6. Letter of Acceptance
7. MOA
Enrollment for Summer
Deployment of OJT
Midterm Evaluation
DATE
January 14, 2016
January 14, 2016
March 3, 2014
January 18, 2016
March 21, 2016
March 11, 2016
May 6, 2016
March 28 April 4,
2016
April 11, 2016
May 6, 2016

Polangui,
Albay
Final Evaluation
Certificate of Completion
Note You must submit this as soon as you finish
your OJT and upon receiving the said certification
Final Report
Presentation of Final Report
June 3, 2016
June 6, 2016
June 6, 2016
June 6-10, 2016

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What are the objectives of the program?

What are the objectives of the program?

What are the requirements to enroll in the program?

What are the requirements to enroll in the program?

COMPUTER AND ENGINEERING STUDIES DEPARTMENT

Bicol University Polangui Campus

COMPUTER AND ENGINEERING STUDIES DEPARTMENT

Bicol University Polangui Campus

Bachelor of Science in Computer

COMPUTER AND ENGINEERING STUDIES DEPARTMENT

Bicol University Polangui Campus

PRACTICUM POLICY AND GUIDELINES for PROGRAMS

Objective of the Program

COMPUTER AND ENGINEERING STUDIES DEPARTMENT

Bicol University Polangui Campus

Duties and Responsibilities of the Student/Trainee

COMPUTER AND ENGINEERING STUDIES DEPARTMENT

Bicol University Polangui Campus

COMPUTER AND ENGINEERING STUDIES DEPARTMENT

Bicol University Polangui Campus

COMPUTER AND ENGINEERING STUDIES DEPARTMENT

Bicol University Polangui Campus

I. GENERAL OBJECTIVE OF THE PROGRAM

COMPUTER AND ENGINEERING STUDIES DEPARTMENT

Bicol University Polangui Campus

To enable the students to apply and appreciate the

COMPUTER AND ENGINEERING STUDIES DEPARTMENT

Bicol University Polangui Campus

Impress on the student the importance of human relations

II. GENERAL REQUIREMENTS OF THE PROGRAM

COMPUTER AND ENGINEERING STUDIES DEPARTMENT

Bicol University Polangui Campus

d. A student is required to submit all documents pertaining

COMPUTER AND ENGINEERING STUDIES DEPARTMENT

Bicol University Polangui Campus

a. A term before the student plans to enroll for practicum;

COMPUTER AND ENGINEERING STUDIES DEPARTMENT

Bicol University Polangui Campus

e. When the company accepts the student for practicum, the

COMPUTER AND ENGINEERING STUDIES DEPARTMENT

Bicol University Polangui Campus

h. The student must submit a copy of the following

COMPUTER AND ENGINEERING STUDIES DEPARTMENT

Bicol University Polangui Campus

k. The student is required to make a MONTHLY REPORT that

COMPUTER AND ENGINEERING STUDIES DEPARTMENT

Bicol University Polangui Campus

n. The student must complete at least the minimum

COMPUTER AND ENGINEERING STUDIES DEPARTMENT

Bicol University Polangui Campus

documents: (a) CERTIFICATE OF COMPLETION and (b)

COMPUTER AND ENGINEERING STUDIES DEPARTMENT

Bicol University Polangui Campus

t. Any problems that the student may encounter in the

COMPUTER AND ENGINEERING STUDIES DEPARTMENT

Bicol University Polangui Campus

IV. DUTIES AND RESPONSIBILITIES OF A HOST COMPANY

COMPUTER AND ENGINEERING STUDIES DEPARTMENT

Bicol University Polangui Campus