OJT Orientation for Students

April 13, 2023 8:00 a.m.

AGENDA:
1. Guidelines on the Conduct of Internship Program

2. Internship MOA

3. OJT related Forms

Guidelines on the Conduct of Internship Program
Enrolment Requirements
Students must comply with the following requirements in order to qualify for the internship
course:

1. must be officially enrolled in the internship course during the term when it is offered;

2. must be physically, mentally, and emotionally fit as evidenced by medical and psychological
examination results issued by duly accredited government hospitals and clinics;

3. must pass all the prerequisite courses without prejudice to graduating students who request for
overload and/or the enrolment of a prerequisite course along with the internship; and
Enrolment Requirements

4. must submit to the Internship Adviser the following pre-internship requirements:

✓ Internship Agreement and Consent Form (download at

https://www.pup.edu.ph/downloads/students/) to be sent to legal@pup.edu.ph
in Word format

✓ photocopy of certificate of insurance

✓ medical examination documents as determined by PUP/HTE/CHED/IATF

General Rules
• The internship may be a Regular Internship/Face-to-face, Online Internship (web- based),
or Work-from-Home arrangements as determined by the University and pursuant to the
CHED policies.

• Execution of MOA is required in any internship modality. No student-intern shall be

allowed to start with the internship without the execution of MOA.

• The University provides a MOA template for the Student Internship Program. HTEs
however, may also provide their own MOA. All MOAs are subject to the review of the PUP
University Legal Counsel Office (ULCO) and approval of the University President through
the Vice President for Academic Affairs or the Vice President for Branches and Satellite
Campuses.
General Rules
• Foreign host establishments, however, need not be a duly recognized and registered entity
in the Philippines. Instead, they shall present proof that they are duly recognized and
registered in the country where they are situated.

Moreover, consistent with CMO No. 22, s. 2013 (foreign internship), establishment or
organizations engaged in the following shall be prohibited from participating in the Student
Internship Abroad Program:

✓ operation of night clubs, saunas, commissary, disco, karaoke bars, spas, casinos,
and the like;
✓ hazardous activities; and
✓ prostitution, child trafficking, obscene publications, indecent shows, and
other acts of sexual abuse.
General Rules

• The University Legal Counsel Office (ULCO) shall maintain a list of DTI or SEC
Registered HTEs. If the HTE is in the said list, the student and/or College is no longer
required to secure the DTI and SEC Registration of the HTE the University is forging MOA
with. The list shall be updated monthly.

• If there is already an existing MOA between the University and the HTE, an Endorsement
Letter from the Internship Adviser shall be sufficient for the student to undergo internship
without the need of executing another MOA.

• The validity of the MOA shall be at least three (3) years.

General Rules

• On-campus internship is allowed if face-to-face conduct is limited. Accordingly, an

Endorsement Letter which states the expected learning competencies, and the roles and
responsibilities of the student-intern and the Training Supervisor shall be required instead
of a Memorandum of Agreement (MOA).

• Internship duration prescribed in the curriculum shall be observed.

Procedures Before Internship

• Students shall select, from the list to be provided by the Internship Adviser, establishment
where they intend to conduct their internship.

If there is already an existing MOA between the University and the prospective HTE, an
Endorsement Letter from the Internship Adviser for the identified HTE shall be
sufficient for the student to undergo internship without the need of executing another
MOA.

This Endorsement Letter shall be sent by the Internship Adviser to the prospective HTE
physically or by sending an electronic copy.
Procedures Before Internship

• Students planning to take the internship in establishments without an existing MOA shall be
guided by the Internship Adviser on the process of executing a MOA between PUP and the
prospective HTE.

• The Internship Adviser shall provide a copy of the PUP MOA template (downloadable at
https://www.pup.edu.ph/downloads/students/) to the prospective HTE for review.

• he HTE shall review the proposed PUP MOA to consider applicable terms and conditions
and incorporate other terms deemed appropriate. They may also submit their proposed
MOA.
Procedures Before Internship
• Proposed PUP/HTE MOA shall be submitted by the OJT Coordinator, together with an
endorsement letter with corresponding tracking number (CTS), to the University Legal Counsel
Office (ULCO) for review and approval. Submission maybe done by physically transmitting the
document to the ULCO or by sending an electronic copy to legal@pup.edu.ph.

• This proposed MOA to be submitted to the ULCO must be accompanied with a photocopy of
the HTE’s Certificate of Registration [SEC Registration for Corporations and Partnerships or
DTI Permit for Sole Proprietorships].

• Disapproved proposed MOA shall be returned to the OJT Coordinator for revision considering
ULCO’s recommendations, in consultation with the HTE.
Procedures Before Internship
• Once the MOA under review is approved, the PUP ULCO administrative staff shall (a) prepare the
endorsement to the concerned Vice President; (b) register the reviewed MOA in the logbook; (c)
release the MOA via email; and (d) inform the concerned College/Branch/Satellite Campus to
reproduce the MOA and its supporting documents, if any, in eight (8) copies, and the Internship
Agreement in three (3) copies.

• The College/Branch/Satellite Campus shall acknowledge receipt of the reviewed MOA via e-mail
and have this MOA signed by the representatives of the concerned parties.

• The College/Branch/Satellite Campus shall submit to the ULCO the required documents in eight (8)
copies and the Internship Agreement in three (3) copies.

• The ULCO Administrative Staff shall receive the said copies of MOA and Internship Agreement and
stamp them with dry seal.
Procedures Before Internship
• The College/Branch/Satellite Campus shall receive from the PUP ULCO the dry sealed
documents and have them notarized.

• The College/Branch/Satellite Campus shall return to the PUP ULCO a copy of notarized MOA
and its supporting documents stamped with “Copy for: Legal”.

• The College/Branch/Satellite Campus shall distribute other copies of the notarized MOA to the
HTE, ARCDO, OP, OVPAA/OVPBSC, UBS, and Student-Intern.
Procedures During Internship
• Student-intern shall attend the orientation to be conducted by the College/Branch/Satellite
Campus and the orientation by the HTE.

• Student-intern shall religiously attend both the internship class conducted by the internship
adviser and the HTE’s immersion sessions conducted by the Training Supervisor.

• Student-intern shall periodically submit daily accomplishment report to his/her internship

adviser.

• Student-intern shall assist the internship adviser in coordinating visit to the HTE.
Procedures During Internship
• Student-intern shall report to the internship adviser any condition that is detrimental to
his/her training. He/she may be transferred to another HTE if the working station is not
conducive to the attainment of the internship objectives as assessed by the internship
adviser.

• Student-intern shall regularly update his/her daily Related Learning Experience (RLE)
journal of activities using the prescribed standard forms/instructional manuals.
Procedures After Internship
• Students shall submit a portfolio at the end of his/her training which includes the following:

✓ Notarized Memorandum of Agreement (MOA),

✓ Endorsement Letter,
✓ Internship Agreement,
✓ Consent Form,
✓ Comprehensive Resume/Profile,
✓ Daily Attendance Report (DTR) Duly Signed by the Training Supervisor,
✓ Weekly Accomplishment/Progress Report/Learning Diary,
✓ Professional Readings (optional),
✓ Certificates from Networking and Linkages participation such as
local/national/international webinars/trainings/conferences (optional),
Procedures After Internship
• Students shall submit a portfolio at the end of his/her training which includes the following:

✓ Evaluation Forms Accomplished by the Employer/Training Supervisor,

✓ Evaluation Form Accomplished by the Student-Intern (Student-Intern
Evaluation of the Training Provided by the HTE),
✓ Internship Experience Summary Report (overall review and analysis of
internship experience in narrative form),
✓ Photo Documentation of the Actual Training/Output, and
✓ Certificate of Completion issued by the HTE.
Procedures After Internship
• Students shall attend the internship culminating activity to be organized by the
college/branch/satellite campus and which shall also be attended by representatives from
the HTE.

• Students shall evaluate the HTE where they spent their training.
Roles and Responsibilities of Involved
Individuals and Units
Internship Adviser
Roles and Responsibilities of Internship Adviser
• Coordinates with the ULCO and ARCDO for the updated list of establishments with existing notarized MOA

• Identifies suitable Host Training Establishments (HTEs)

• Coordinates with the existing HTEs

• Assists in the processing of the Endorsement Letter/MOA/Internship Agreement between PUP and the
prospective HTE

• Ensures that all student-interns have HTEs for internship

Roles and Responsibilities of Internship Adviser
• Establishes monitoring tools such as Messenger, MS Teams, Slack, and the like where all student-interns, HTE
representatives, and OJT coordinator may participate

• Schedules internship visit to ensure that HTE is safe and conducive

• Checks the compliance of student-interns on the submission of required documents: notarized MOA, notarized
waiver, certificate of insurance

• Conducts weekly meetings with the internship class for consultation, coaching, and counseling

• Monitors students’ performance as reflected in their Related Learning Experience (RLE) journal/diary, and
feedback from on-site training supervisor

• Evaluates the student-intern’s submitted requirements

Roles and Responsibilities of Internship Adviser
• Submits the database of records of the HTE containing the following information to the OJT
Coordinator:

✓ Copy of the Notarized MOA

✓ Copy of the Endorsement Letter/Internship Agreement/Acceptance Letter and Consent Form
✓ Internship Plan as required by CHED (if applicable)
✓ Training Plan of the HTE (if necessary)
✓ Report of Absorbed Interns in the HTE or Status of Compliance of the Intern
✓ Compilation of the Feedback of the HTE to the Internship Program
✓ Compilation of Student-Intern Evaluation of the Training Provided by the HTE

• Ensures that all concerned HTEs have a copy of notarized MOA

Roles and Responsibilities of Internship Adviser
• The Internship Adviser shall be responsible for evaluating the ‘fitness’ of the student to apply for
Internship based on the medical and psychological test results. The adviser shall also be responsible
for assessing the performance of the student-interns through the meticulous inspection of daily
attendance (time in-time out), weekly RLE journal/report, and the visits.
Student-Intern
Roles and Responsibilities of Student-Intern
• Enters into an internship agreement with the participating HTE

• Signs all the required documents necessary for his/her participation in the internship program

• Complies with the provisions of the agreement including the rules and regulations of the university, HTE, and
CHED at all times

• Undergoes the required orientation conducted by the university and the HTE

• Reports for internship in the HTE based on the agreed schedule

• Performs tasks and activities indicated in the internship plan

Roles and Responsibilities of Student-Intern
• Completes the agreed duration of internship. In case he/she will be unable to finish his/her internship
within the designated period, he/she shall inform, in writing, the Internship Adviser and the Training
Supervisor of his/her intent and reasons to prematurely end his/her internship at least three (3)
working days before his/her last day of internship.

• Evaluates the training provided by the HTE using the prescribed evaluation instrument
Parents/Guardians
Parents/Guardians

Sign the internship agreement and consent form required by PUP in compliance with
the CHED Guidelines as a manifestation of approval or consent to the internship for
their child
 Host Training
Establishment (HTE)
Roles and Responsibilities of HTE
• Designs and implements internship plan in partnership with the concerned College/Branch/Satellite Campus

• Orients the student-intern on the standard rules and regulations of its establishment

• Provides a conducive working environment where student-intern can acquire actual day-to-day processes of the
HTE

• Provides practical training or work experience in accordance with agreed internship plan and schedule of
activities

• Assigns a qualified training supervisor responsible for the implementation of all phases of the internship
Roles and Responsibilities of HTE
• Monitors and evaluates the progress and performance of the student-intern throughout the duration of his/her
internship

• Ensures that students are rendering the training hours within the regular working hours

• Issues certificate of completion for the student-intern not later than two weeks after the completion of internship
Training Supervisor
Roles and Responsibilities of Training Supervisor
• Assigns tasks relevant and aligned to the discipline/field of specialization of the student-intern

• Evaluates the performance of the student-intern using the university prescribed instrument

• Coordinates with the Internship Adviser regarding the status and progress of the student-intern
Monitoring and Evaluation of
Internship
Monitoring and Evaluation of Internship
• Monitoring and evaluation shall be done by the Internship Adviser. He/she shall be responsible for
all visits to the HTEs and coordination with the Training Supervisor.

• Internship Adviser must have visited at least 30% (for face-to-face delivery mode) or 75% (for
online/virtual) of the students deployed in various HTEs. Virtual tour may be conducted in
monitoring trainings held especially in food technology facilities.

• In addition to HTE visitations, the adviser may use other communication media such as email, social
media messaging, telephone, and the like, to gather feedback from the workplace/workstations of
the student-interns.
Monitoring and Evaluation of Internship
• Monitoring and evaluation shall be done by the Internship Adviser. He/she shall be responsible for
all visits to the HTEs and coordination with the Training Supervisor.

• Internship Adviser must have visited at least 30% (for face-to-face delivery mode) or 75% (for
online/virtual) of the students deployed in various HTEs. Virtual tour may be conducted in
monitoring trainings held especially in food technology facilities.

• In addition to HTE visitations, the adviser may use other communication media such as email, social
media messaging, telephone, and the like, to gather feedback from the workplace/workstations of
the student-interns.
Monitoring and Evaluation of Internship

• The Chairperson/Academic Head shall monitor the compliance of the Internship Advisers with
regard to their the visitation requirements. Proof of visits shall be submitted by the Internship
Adviser to the respective Chairperson/Academic Head. The latter shall consolidate and submit the
reports, noted by the Dean/Director, to the OJT Coordinator for reference.
Weekly Related Learning Experience (RLE) Journal/Report

• All student-interns are required to make a Related Learning Experience (RLE) journal/diary of their daily
activities in their HTE. This RLE journal/diary must be submitted to their respective Internship Adviser on
a weekly basis. Details of the RLE journal/diary shall include the following:

• Nature and the duration of the activity performed,

• Name/number of the co-workers/teammates of the student-intern in the activity,
• Output/contribution of the student-intern in the activity,
• Evaluation of the Training Supervisor to the quality/quantity of the output delivered by the
student-intern, and
• Other noteworthy activities, outputs or events in the HTE.
Training Supervisor Evaluation
The Training Supervisor shall evaluate the student-intern at the end of the training using the University
prescribed evaluation form. He/She shall discuss with the student-intern the ratings he/she gave as well as
his/her observations and suggestions.
Internship Adviser Evaluation
The Internship Adviser shall be responsible for evaluating the ‘fitness’ of the student to apply for Internship
based on the medical and psychological test results. The adviser shall also be responsible for assessing the
performance of the student-interns through the meticulous inspection of daily attendance (time in-time out),
weekly RLE journal/report, and the visits.
Student-Intern Evaluation of the HTE

• The student-intern shall evaluate the HTE at the end of the training to provide the University a
feedback on the readiness and capability of the HTE to accept and train student-interns. Evaluation
of the student-interns shall be submitted to the Internship Adviser for consolidation and evaluation.
Culminating Activity
• Colleges/branches/satellite campuses offering Internship courses shall conduct a culminating activity
at the end of each implementation. HTE representatives shall be invited to have a meaningful
exchange at the conclusion of the training cycle. The activity can be a venue for the recognition of
outstanding student-interns and HTEs.
Grading System
Student-intern shall be graded as follows:

Class Standing (attendance, activities, quizzes) 30%

Portfolio 30%
Final Supervisor Evaluation 40%
Total 100%
Internship MOA
Internship MOA Template
OJT Related Forms