On-The-Job Training/Field Practice Policy and Guidelines: Revision 01: Feb 16, 2016

Revision 01: Feb 16, 2016
DEPARTMENT OF CIVIL ENGINEERING

Visayas State University
Visca, Baybay City, Leyte, PHILIPPINES
Email: dce@vsu.edu.ph
Website: www.vsu.edu.ph
ON-THE-JOB TRAINING/FIELD PRACTICE POLICY and GUIDELINES
INTRODUCTION
This document contains the general policy and guidelines for the On-the-Job Training
(OJT)/Field Practice of BS Civil Engineering (BSCE) degree. The data contained herewith
will take effect on summer 2018.
I. OBJECTIVES of the OJT/Field Practice
 To allow the students to gain experience in the field of civil engineering;

 To acquaint the students with the various operations, processes, techniques
and control as employed in the field of Civil Engineering;
 To harmonize the existing school curricula such that the students’ training
become reactive and relevant to industry demands; and
 To inculcate in the students work ethics, professionalism and work relations
with people in the work place and the environment.
II. REQUIREMENTS
1. The student must have passed at least 80% of the total number of subjects
required in the curriculum or lacks only one (1) subject in the first four years of
the curriculum. Specifically, the subject must be a terminating or a non –
prerequisite subject.
2. All students must finish six units of CEng 200a (OJT/FP), 4 units for on-the-job-
training program and 2 units for the manuscript preparation.
3. A student must meet the required minimum of 240 hours (6 weeks) for his/her
OJT/FP.
4. Form CEng200a-1(Weekly Activity Report) is to be filled up in 4 copies by the
student showing the detailed activities of his work with the company/agency.
5. A student shall give an oral presentation on the scheduled seminar about his/her
work experience.
6. A student must submit a field practice written report following the standard format.
III. PROCEDURE AND GUIDELINES
1. Every year, the department will provide a list of host companies where students
can choose from and have their OJT/FP.
2. A student coordinator and adviser shall be appointed by the Department head.
3. During the semester before a student plans to enroll CEng 200a, he/she must
consult with the adviser and look for a possible venue for his/her OJT/FP. If the
student wishes to take the OJT/FP in a company not listed by department, he/she
should approach the student coordinator to obtain approval.
4. The student then writes a LETTER OF APPLICATION (LOA) addressed to the
company concerned and noted by the adviser. The student may send LOAs to
more than one company, with the adviser’s approval and/or knowledge.
5. The student hand-delivers or mails this letter to the company and waits for
acceptance. The student is responsible for following-up his LOA with the company.
6. When the student receives an ACCEPTANCE LETTER (AL) coming from the
company, he/she must inform the adviser of his/her acceptance.
7. A recommendation letter from the department head that he/she is to have the
OJT/FP on the said company must be given.
8. The coordinator must in turn coordinate and confirm with said company regarding
the student’s acceptance to undergo OJT/FP with them. The coordinator and the
company’s representative should agree on the period and schedule of the
student’s practicum. A Memorandum of Understanding shall be signed.
9. The student then submits the WAIVER FORM (WF), signed by his/her parent or
guardian and notarized to his/her adviser.
10. After submitting all requirements, the student enrolls CEng 200a and reports to the
company.
11. The student shall communicate to his/her adviser after one week of stay with the
company/agency informing him/her of his/her address and about his/her work.
While in the company/agency, he/she shall keep a detailed record of his weekly
activities which will be evaluated by his/her immediate supervisor and submitted to
the adviser.
12. The student should at all times keep all documents pertaining to his/her OJT/FP.
However, the adviser must be informed of any new documents or forms that were
accomplished in relation to his/her training. He/She compiles all these documents
for his/her final report.
13. The student must comply with the general guidelines of the company regarding
their own practicum program policy.
14. The employer shall also be provided with form CEng200a-1 (Weekly Activity
Report), and Form CEng200a-2 (Certificate of Completion).
15. The adviser may be allowed to travel once on official time to see the work
progress of his/her student in the company/agency depending on the availability of
funds.
16. Corrected OJT/Field Practice report following the standard format shall be
approved by the adviser using the standard Approval Sheet to be attached to the
manuscript before it is submitted for final correction and approval by the
Department Head.
IV. DUTIES AND RESPONSIBILITIES OF THE HOST COMPANY
1. Ensure through the immediate supervisor or through the Human Resource

Department or equivalent office that the training a student undergoes is technical
in nature and related to the student’s present course.
2. Ensures a safe working environment for the student undergoing the training.
3. Assigns an immediate supervisor who will monitor the attendance and
performance of the student-trainee for the duration of the training. Use form CEng
200a-1 (Weekly Activity Report)
V. DUTIES AND RESPONSIBILITES OF THE COORDINATOR
1. Prepares a list of agencies/companies where students can choose from for their
OJT/FP;
2. Orients the set of students who will enroll CEng 200a;
3. Monitors the progress of the application of the students through their advisers;
4. Ensures that the students have complied with the requirements for OJT; and
5. Schedules the oral presentation of the students.
VI. DUTIES AND RESPONSIBILITIES OF THE ADVISER
1. Assists the students in the preparation of papers required for their application and
acceptance to prospective company.
2. Prepares training plan or proposed areas of skills where students need further
training and experience.
3. Monitors the performance of students during the conduct of the OJT/FP.
4. Attends and evaluates students during the oral presentation of the experience.
5. Checks and evaluates the written OJT/FP report of the students assigned to
them.
6. Submits the final grade of the students in CEng 200a.
VII. GRADING SYSTEM
1. Final grade of the student in CEng 200a shall only be given using 2 copies (1-
copy for the adviser and 1-copy for the Dept. head) of Form CEng200a-3
(Grading Sheet) after completing the manuscript duly approved by the adviser(s)
and Department head. Manuscript format will be similar to the thesis manuscript.
VIII. OJT/Field Practice WRITTEN REPORT CONTENTS
All students who finished their OJT/field practice are required to submit a Written
Report following the standard format. The contents of the report are as follows:
I. INTRODUCTION
a. Nature and Importance of the Field Practice
b. Objectives of the Field Practice
c. Time and Place of the Field Practice
II. WORK ACTIVITIES

a. Application Process
b. Schedules/timetable
III. DISCUSSION
a. The Company (brief history, background, company profile,

departments/division/section)
b. Practical Experiences (include learnings)
c. Problems Encountered
IV. SUMMARY and RECOMMENDATIONS

a. Summary
b. Recommendations
APPENDIX/PERTINENT DOCUMENTS
a. Letter of Application
b. Acceptance Letter
c. Waiver Form
d. Memorandum of Understanding
e. Certificate of OJT/FIELD PRACTICE Completion
DCE Form CEng200a-1


VSU’s Vision: A globally competitive university for science, technology, and environmental conservation.
VSU’s Mission: Development of a highly competitive human resource, cutting-edge scientific knowledge and innovative
technologies for sustainable communities and environment.
INSTRUCTIONS:
1. This form (Weekly Activity Report) with format shown below shall be filled-up by the
student in 4 copies. The supervisor/representative shall evaluate and rate the
performance of the student for each particular activity under his supervision. The
original and a duplicate copy of the work activity report shall be attached to the
Certificate of On-the-Job Training/Field Practice Completion; the third and fourth copy
will be for the student and the company/agency.
2. A numerical performance rating using 1 to 5 with 0.25 interval (1-excellent, 2-very

good, 3-satisfactory, 4-conditional, 5-unsatisfactory) shall be used to evaluate the
work performance of the student practitioner. Thus, a particular supervisor can give
a grade of 1.00, 1.25, 1.5, 1.75, 2.00, 2.25; and so on.
WEEKLY ACTIVITY REPORT
Name of Student Practitioner : ______________________________________

Place(s) of Field Practice : ______________________________________
Date : ______________________________________
Date Detailed Work Activities Supervisor’s Name Grade/Remarks

& Signature
General Remarks:____________________________________________
Over-all Grade Rating: ___________________
______________________________
Manager/Dir. or Representative
DCE Form CEng200a-2

Instruction: This form (Certificate of OJT/Field Practice Completion) shall be filled up by the
supervisor of the student in 4 copies. The original and a duplicate copy of the
filled form shall be submitted by the student to the department head. The third
and fourth copy will be for the student, and the company/agency.
CERTIFICATE OF OJT/FIELD PRACTICE COMPLETION
This is to certify that Mr./Ms. _________________________________________
has satisfactorily completed his/her field practice in the ___________________________
_______________________________________________________________________
at _________________________________ from _______________________, 20 ___ to
___________________, 20_____ (which is equivalent to ______ working hours).
Attached is his/her daily work activity report.
Given this ____ day of _______________, 20____ at ___________________.
________________________________
Manager/Director or Representative
DCE Form CEng200a-3

GRADING SHEET
CEng 200a (OJT)
Student Name:_____________________ Adviser:______________________
Basis for Grading:
1. Field work:
- General evaluation from the
supervisor……………………. 40%
2. Manuscript Preparation ………… 40%
3. Oral Presentation ………………. 20%
Total 100%
Computed Percentage Grade (CPG) …. _____________

Equivalent Numerical Grade ………… _____________
Date Given……………………………. _____________
Equivalent numerical grades for the above CPG are as follows:

Percentage Numerical grade Percentage Numerical grade
96 – 100 1.00 61 – 65 2.75
91 – 95 1.25 56 – 60 3.00
86 – 90 1.50 51 – 55 3.25
81 – 85 1.75 46 – 50 3.50
76 – 80 2.00 41 – 45 3.75
71 – 75 2.25 36 – 40 4.00
66 – 70 2.50 < 36 5.00

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DEPARTMENT OF CIVIL ENGINEERING