A Guide to OJT for UE Manila College Students

This is a step by step guide OJT process for dummies. This is especially made for University of the East, Manila students.

**I am only sharing this based on my experience. I strongly advise you to coordinate with the OJT office staff for clarifications and concerns you have.**

Step 1

Visit the following online sites:

a.  On www.ue.edu.ph: Go to the UE student Portal using your Student Account; or

b. On Facebook: Join “UE Ojt Manila” group page. You may add the current OJT Coordinator as a friend. Note: Group name and coordinator may change yearly. Make sure to check and clarify at the OJT office.

Step 2

Enroll your OJT and ask your College Evaluator to print out an evaluation list. Photocopy it.
Accomplish the forms from your portal and ask for a Pre-OJT Deployment Interview from your respective Department Chairpersons, Associate Dean, Dean or any authorized OJT interviewer (inquire with your Department Chair)

These documents came from my Student Portal. You may also download them from your own Portal. TIP: All forms are easy to fill out if you are already accepted by your preferred company beforehand. 

OJT Form 1

Fill up this form and click "Save". Click "Print" button located at the top right.
Have this signed by your Faculty in Charge and OJT Coordinator
You will be given an "Acceptance Letter" by the office. Have it filled out by your company supervisor.

OJT Form 2

Tip: It would be great if the basic information is typewritten. The table and remarks will be filled out be the interviewer (that would be your Faculty-in-charge).

OJT Form 3

Tip: Fill this form out. Picture MUST be computerized. Personal info and OJT info must be typewritten, also the name of your Faculty-in-Charge and OJT Coordinator (Same goes to all OJT Forms)
Have this signed by Facutly-In-Charge then OJT Coordinator.

OJT Feedback Form

This form is to be submitted at the last day of OJT.
Tip: Left margin should be set to 1.25 inches and Right margin is 1 inch 

OJT Professional Development Activities

This form is to be submitted to the adviser at the last day of OJT.
The office told us all items are 2 points each... not 5. Clarify it to them.
Gather certificates for proof.
In our case, we weren't actually interviewed during the "Exit Interview" by OJT Office. We were just given a survey form.

OJT Pictures at Work

This form is to be submitted to the adviser at the last day of OJT.
The office asked us to print 3R colored pictures. At least 4 pictures. But my adviser said we just have to print it out directly on the paper. Fit it all in one paper.

OJT Waiver

Parent/Guardian, OJT Coordinator and College Dean must have it signed before notarizing it. Notary Public will ask you 50 Pesos.
Attach a photocopy of a government issued ID of your parent/guardian along with a photocopy of your evaluation list.

OJT Certification

You are the one who will be listing down the subjects, units, semester taken and grade. TYPEWRITTEN as well. If you are a CS student, the subjects you have taken in your 3rd year, 2nd semester. If you're an IT/EMC/IS student, please clarify it from the College office.

Step 3

Edit and print your download soft copy of the Letter of Recommendation (LOR). Here is a sample of LOR for a solo applicant. For group applicants, the LOR is posted at the OJT bulletin board.

Step 4

PHOTOCOPY all your forms! 2 copies each.

Submit these documents to the OJT Office:

☐ OJT Orientation certificate - PHOTOCOPY
☐ OJT Form 1 - PHOTOCOPY
☐ Certificate of Pre-Requisite (aka OJT Certification) - PHOTOCOPY
☐ OJT Form 2 - PHOTOCOPY
☐ Notarized Waiver - ORIGINAL

• Evaluation List - PHOTOCOPY

• Gov't-issued ID of parent / guardian - PHOTOCOPY

☐ Issued LOR - PHOTOCOPY
☐ Received LOR - PHOTOCOPY
☐ Acceptance Letter - PHOTOCOPY
☐ OJT Form 3 - PHOTOCOPY

You will be given 2 copies of a checklist for the required documents.
Fill it out and an officer will verify each item completed.

Step 5

OJT Office will release a Daily Time Record. For the OJT Exemption Card, acquire a Pink slip from the office, fill up the logbook and go ahead to the Student's Affair Office. Submit a photocopy of: OJT Form 1, Letter of Recommendation, Letter of Acceptance and 1x1 picture. 

Go back to the OJT Office, present your exemption ID and the copy of the checklist to the officer to have it signed.

**GREAT! You're done for now. You may start your first day at your company. The whole process was very tiring in my experience. 

Step 6

Once you have reached 100 hours, go back to the OJT office to acquire Form 5: Evaluation form. You will give this to your company supervisor including a plain letter envelope. Ask your supervisor to make a draft on a scratch paper before finalizing them on the original form. No Erasures! This may not be done in a rush. You can ask for it back at the last day of your OJT with the company.

Step 7
OJT Requirements to submit to your OJT Adviser at the FINAL day. S/he will set up a meeting date at the last day of school for you to submit these:

1. Form 1 - Original Application Form
2. Form 2 - Original Interview Form
3. Form 3 - Original Monitoring Form
4. Waiver - Photocopy
5. LOR/LOA - photocopy
6. PAW - Pictures @ Work - size: 3R scanned pics 3-4pcs.(no collage)
7. PDA - Prof. Dev. Activity (show original copy of Certificates)
8. Feedback - follow the pattern. Original
9. Form 5 - Evaluation Form. Enclosed in a letter envelope with your company supervisor's signature at the envelope flap. This is important!
10. COC - Certificate of Completion. 1 photocopy for the Exit interview at the OJT Office and 1 photocopy for the adviser. Keep the Original.

• Although the weekly journal isn't required by the OJT office, our adviser still asked us to do one. She told us that it doesn't have a format and it's up to us what our journal looks like. If I were you, search online for "OJT journals" for reference on what it looks like should be. 

Helpful tips:

• Send your resumes to companies a month before your actual OJT. Make sure to tell the hiring manager the exact date of your enrollment because that's the only time you should actually start working with them. If you're applying via e-mail, here's a sample of cover letter that I've written:

• I recommend visiting the OJT office 2-3 months before your OJT enrollment for more information. Regularly check the OJT bulletin board.
• Speak to your adviser OR an officer at the OJT office if you've got questions and clarifications.
• Are you a member at your college organization? It's a plus point for your OJT PDA grade.
• Attend a lot of seminars and activities in your college during your regular days of school. Keep those certificates for confirmation! If you haven't attended, sorry
• Attend job fairs and other OJT related activities.
• Overtimes, Night-Shifts and Saturday work: Make sure to make a letter of permission addressing to your OJT coordinator.



Example of Overtime Permission letter. If you won't be able to file this at the OJT office personally, you may e-mail this to your OJT coordinator. Make sure to print out a hard-copy. This will be filed with the documents to be passed at your final day of OJT.

• Need to switch company for some reason? Only if you have a valid reason like: your company harasses/takes advantage of you OR the company is too far away and you're tired of the long commute... talk to the OJT coordinator right away.

ATTENTION: The following is copied from our OJT coordinator's Facebook post:

Note: All Forms must be submitted to your respective OJT Advisers with a given deadline.

* Upon completion of your OJT hours, please inform your HR Office of the submission of your requirements for them to give your COC on time. If you cannot finish your OJT hours, at least 80% was accomplished to get a Certificate of Rendered Hours from your company. OJT Office will give a student a BLUE FORM (Commitment Form) that you still continue your training.

* If the release of your certificate of completion / rendered hours will be later than the final day of OJTkindly ask a letter form your immediate supervisor that the certificate will be given on a specific date.

*Students who will be getting an LFR grade, please return on June 2 for the signing of your PDA and Exit interview.

*For the Exit Interview, CASUAL ATTIRE is a requirement in the OJT Office. Bring a photocopy of your COC.

* Non-Graduating Students will no longer have an Exit Interview from the Guidance Office. You are advised to GO BACK in the Guidance Counselling Office, at least 1 month before your graduation for Exit Interview.

*Graduating Students will have 2 Exit Interviews.

* Non-compliance of OJT requirements will result to LFR grade. Students who did not submitted any forms/documents from their OJT Advisers and OJT Office will be given a "UW" - Drop grade.

*Students who will not finish their OJT hours after receiving a Certificate of Rendered Hours will be reported to SAO and GCO and for disciplinary action.

* Daily Time Record must be shown to your adviser for proper checking and verification. All students who violates OJT guidelines and rules will undergo process and disciplinary action.

Questions? E-mail me at daisydlopez@yahoo.com or lopezdaisyd14@gmail.com
I will try my best to answer your queries asap.