COLLEGE OF BUSINESS ADMINISTRATION AND

ACCOUNTANCY
POLICIES AND GUIDELINES

Title Implementing Guidelines on the Pre-Deployment of On-the-Job (OJT)

Students
Document CBAA-OJT-001 Revisi 0
No. on
Effective Draft only Originating Deans Office
Date: Office:

1.0 PURPOSE
1.1 This document is to provide direction to the CBAA Administrators, faculty
members and students on the procedure before a student is deployed in
his/her respective On-the-Job Training (OJT) practicum site.
2.0 DEFINITION OF TERMS
2.1 Student trainee/intern shall refer to the student enrolled in the
practicum program1
2.2 Practicum site shall refer to the organization (institution or company) for
possible practicum setting accredited/acknowledged/recognized by De La
Salle University Dasmarinas (DLSUD).2
2.3 Practicum supervisor shall refer to the faculty member from DLSU-D
who oversees the practicum activity.
2.4 On-site supervisor shall refer to the representative of the practicum site
who supervises the student trainees/interns.
2.5 Academic supervisor shall refer to the faculty member who was
assigned to perform curriculum academic advising to the student.
3.0 SCOPE
3.1 This document covers only the pre-deployment OJT procedure. Upon
deployment of the students to their respective practicum sites, the
approved institutional Practicum Manual shall be complied with.
4.0 GENERAL REQUIREMENTS OF THE PROGRAM
4.1 Only students who have completed 90 percent of all
academic/nonacademic requirements of their respective curriculum and
other prerequisite requirements can be admitted or allowed to undergo
OJT.
4.2 Incoming student trainee/intern shall be endorsed by the academic adviser
and approved by the department chair.
4.2.1 The academic adviser shall endorse to the department a list of
students who are eligible to enroll in the OJT program.
4.2.2 The department shall submit the list to the Registrars Office and
only those who are in the list could be allowed to enroll. The date of
submission shall be based on the deadlines set by the Registrars
Office.
4.3 Only students who are officially enrolled and have paid all the associated
fees for the OJT program are allowed to undergo the program.

1 Definition taken from the approved Institutional Practicum Manual.

2 Definition based on the approved Institutional Practicum Manual.

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 COLLEGE OF BUSINESS ADMINISTRATION AND
ACCOUNTANCY
POLICIES AND GUIDELINES

Title Implementing Guidelines on the Pre-Deployment of On-the-Job (OJT)

Students
Document CBAA-OJT-001 Revisi 0
No. on
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4.4 The practicum site may be assigned by the practicum supervisor or chosen
by the student trainee/intern3.
4.4.1 In case of the former, the department shall release a list of possible
practicum sites at least a semester before the scheduled offering of
the OJT program.
4.4.2 In case of the latter, the student trainee/intern has to request for a
formal approval of the practicum site from the practicum supervisor.
4.5 The executive officers up to middle management of the practicum site
shall not in any way be related to the student trainee/intern up to the 3 rd
degree of consanguinity and/or affinity.
a. In cases where it cannot be avoided, a disclosure statement
stating that the student trainee/intern has relatives who are
executive officers or/are in the middle management in the
practicum site and thus, shall waive the right to be nominated for
the Outstanding Student Trainee/Intern.
4.5.2 The student trainee/intern cannot enroll in any other academic or
non-academic subjects simultaneously with the OJT program.
4.6 The required number of hours of OJT shall be determined by the
department through its Department chair in consultation with an OJT ad-
hoc committee or as prescribed in the curriculum.
4.6.1 The ad-hoc committee shall be an appointed three-member team
with the Department Chair as the head.
4.7 In extreme cases where the student was requested to start the OJT by the
practicum site before enrollment, the following procedure shall be strictly
observed:
4.7.1 A formal request from the student shall be submitted to the
practicum supervisor indicating the urgent need of the practicum
site for the student to start.
a. In cases where no practicum supervisor has been assigned yet,
the formal request will be directed to the academic supervisor of
the student.
4.7.2 The practicum supervisor shall evaluate and endorse the approval of
the request to the department chair. It is assumed that the
practicum supervisor has exerted all efforts to evaluate the request
vis-a-vis the students class schedule. It is also assumed that
necessary communication was done with the on-site supervisor to
validate the request before endorsing the approval to the
department chair.

3 Based on the approved Institutional Practicum Manual.

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 COLLEGE OF BUSINESS ADMINISTRATION AND
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POLICIES AND GUIDELINES

Title Implementing Guidelines on the Pre-Deployment of On-the-Job (OJT)

Students
Document CBAA-OJT-001 Revisi 0
No. on
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a. In cases where no practicum supervisor has been assigned yet,

the duties stated in 4.7.2 shall be performed by the academic
supervisor.
4.7.3 Should the early start of the student in the OJT be approved by the
practicum supervisor and/or department chair, the student shall be
subjected to an OJT orientation first before deployment. The
orientation shall be conducted by either the practicum supervisor or
the academic supervisor in case no practicum supervisor has been
assigned yet.
4.7.4 The hours rendered by the student as OJT prior to enrollment shall
be credited by the practicum site as part of the required total
number of OJT hours of the student.
4.7.5 The student has to make sure that s/he will be enrolled in the
subject as scheduled by DLSU-D, otherwise, the student will
automatically be pulled out of the practicum site and the rendered
OJT services to the practicum site shall be nullified.
a. In such a case, it shall be the responsibility of the student to
notify the on-site supervisor through a formal communication as
endorsed by the practicum supervisor and noted by the
department chair.
5.0 An OJT orientation shall be scheduled by the department at least two months
before the date of enrollment of the subject. Attendance in the OJT is required
before a student can enroll in the program.

6.0 PRE-DEPLOYMENT PROCEDURE

6.1 The following procedure shall guide the students in the conduct of the
practicum program:
6.1.1 The student intending to enroll in the OJT program shall fill up a
Request for Practicum Site Approval (Appendix A) and submit the
same to the practicum supervisor or the Department Chair in the
absence of a practicum supervisor. A student can submit at least
three (3) requests.
6.1.2 Upon approval of the practicum site, the student shall write a Letter
of Application (Appendix B) addressed to the approved practicum
site and signed accordingly.
a. The student shall be responsible for the updates and acceptance
of his/her application to the possible practicum site. Once
accepted, the student shall submit a duly signed Practicum Site
Acceptance Form (Appendix C) to the practicum supervisor.
6.1.3 The student shall then complete all documentary requirements as
enumerated in the OJT Documentary Checklist (Appendix D) and

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 COLLEGE OF BUSINESS ADMINISTRATION AND
ACCOUNTANCY
POLICIES AND GUIDELINES

Title Implementing Guidelines on the Pre-Deployment of On-the-Job (OJT)

Students
Document CBAA-OJT-001 Revisi 0
No. on
Effective Draft only Originating Deans Office
Date: Office:

submit the same to the Practicum Supervisor. The Practicum

Supervisor upon receiving the complete documents from the student
shall then prepare a Recommendation Letter (Appendix E) duly
signed by the Department Chair and the College Dean.
6.1.4 The student shall submit the Recommendation Letter to the on-site
supervisor where s/he has been accepted for OJT.
6.2 The student shall perform all his/her duties as prescribed in the Practicum
Manual. A flowchart of the procedure is provided in Appendix F.
7.0 CONTROL OF DOCUMENTS
7.1 The sample forms may be requested from the Department Secretaries.
However, the recommendation letter shall be controlled by the Practicum
Supervisor.
7.1.1 The recommendation letter shall be authenticated by the Practicum
Supervisor before the Department Chair and consequently the
College Dean sign the document.
7.1.2 Authenticity of the Recommendation Letter shall mean that the
Practicum Site has been approved by the Practicum Supervisor and
that the student has been accepted in the Practicum Site.
7.2 All completed documentary requirements shall be submitted to and
controlled by the Practicum Supervisor and shall be turned over to the
department three (3) months after all the grades of the enrolled students
have been completed.
8.0 TRANSITORY PROVISIONS
8.1 This document and its amendments and/or revision shall take effect as
soon as the CBAA Dean all the department chairs have affixed their
signatures.
8.2 It is assumed that the provisions in this document have been thoroughly
discussed by the Dean with the Chairs and by the Chairs with their
respective faculty members before affixing his/her signature.
9.0 APPENDICES
9.1 As indicated above the following appendices are provided:
9.1.1 Appendix A Request for Practicum Site Approval (Form CBAA-OJT-
001)
9.1.2 Appendix B OJT Application Letter (Form CBAA-OJT-002)
9.1.3 Appendix C OJT Practicum Site Approval (Form CBAA-OJT-003)
9.1.4 Appendix D OJT Documentary Checklist (Form CBAA-OJT-004)
9.1.5 Appendix E OJT Recommendation Letter (Form CBAA-OJT-005)
9.1.6 Appendix F OJT Process Flowchart

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 COLLEGE OF BUSINESS ADMINISTRATION AND
ACCOUNTANCY
POLICIES AND GUIDELINES

Title Implementing Guidelines on the Pre-Deployment of On-the-Job (OJT)

Students
Document CBAA-OJT-001 Revisi 0
No. on
Effective Draft only Originating Deans Office
Date: Office:

Approved
by:

NAME OF CHAIR NAME OF CHAIR NAME OF CHAIR NAME OF CHAIR

Allied Business Accountancy Business Marketing
Management
Date Signed: Date Signed Date Signed: Date Signed:

NAME OF DEAN
Dean, College of Business Administration and Accountancy
Date Signed:

Appendix A

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 COLLEGE OF BUSINESS ADMINISTRATION AND
ACCOUNTANCY
POLICIES AND GUIDELINES

Title Implementing Guidelines on the Pre-Deployment of On-the-Job (OJT)

Students
Document CBAA-OJT-001 Revisi 0
No. on
Effective Draft only Originating Deans Office
Date: Office:

Form CBAA-OJT-
001

Request for Practicum Site Approval

Name of Requesting Student (Full

Name)
Program Code

Name of Proposed
Practicum Site
Address of Proposed Practicum
Site

Name of Contact Person (Full

Name)
Position of Contact Person
Contact Number

Practicum Site
Approved by:
Signature Over Printed Name

Date

Comments:

Attachment:
Resue of
student

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 COLLEGE OF BUSINESS ADMINISTRATION AND
ACCOUNTANCY
POLICIES AND GUIDELINES

Title Implementing Guidelines on the Pre-Deployment of On-the-Job (OJT)

Students
Document CBAA-OJT-001 Revisi 0
No. on
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Appendix B.

Form CBAA-OJT-002

05 March 2013

HUMAN RESOURCE DEPARTMENT

PRACTICUM SITE
Km 27 Aguinaldo Highway, Anabu 2, Imus, Cavite

Dear Sir/Madam:

Greetings!

I am a 3rd year student taking up BS Entrepreneurship at De La Salle University Dasmarias. In

partial fulfillment of the requirements of my degree, I am required to have an apprenticeship of
240 hours this summer term.

In this regard, I would like to apply as a practicum trainee in your prestigious company. I believe
that the training and experiences I will gain from your company will broaden and sustain my
knowledge about my course. I have attached my resue for your perusal.

Thank you for your consideration. I have also attached the Practicum Site Approval Form to
signify your acceptance of my application.

Respectfully yours,

NAME OF STUDENT

Endorsed:

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 COLLEGE OF BUSINESS ADMINISTRATION AND
ACCOUNTANCY
POLICIES AND GUIDELINES

Title Implementing Guidelines on the Pre-Deployment of On-the-Job (OJT)

Students
Document CBAA-OJT-001 Revisi 0
No. on
Effective Draft only Originating Deans Office
Date: Office:

ROSARIO T. REYES
Practicum Supervisor
Allied Business Department
College of Business Administration and Accountancy

Appendix C.

Form CBAA-OJT-003

_________________________
(Date)

TO : Practicum Supervisor
DLSU-Dasmarias

FROM: _________________________________________________________
(Signature Over Name of Host Companys Representative)

_________________________________________________________
(Position)

This is to confirm our acceptance of __________________________________________

(Name of Student)

to undergo on-the-job training for _______ hours from _________________________________

(Duration of OJT)
at _____________________________________________________________________.
(Name of Practicum Site)

Your student shall be assigned to the following department/s:

1. _________________________________
2. _________________________________
3. _________________________________
4. _________________________________
5. _________________________________

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 COLLEGE OF BUSINESS ADMINISTRATION AND
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POLICIES AND GUIDELINES

Title Implementing Guidelines on the Pre-Deployment of On-the-Job (OJT)

Students
Document CBAA-OJT-001 Revisi 0
No. on
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Thank you.

Appendix D.

Form CBAA-OJT-
004

Name of
Student
ProgCode

Practicum
Site

OJT Documentary Checklist

Photocopy of resume submitted to the

Practicum Site
Photocopy of Good Moral
Character
Printed copy of grades (from
portal) or
Photocopy of Certificate of Grades from OUR
Filled up 5x8 Index Card with 1x1
picture
Name of Student Practicum Site
Address of Addre
Student ss
Mobile Number Phone Nos.
Parent's/Guardian's Name On-site

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 COLLEGE OF BUSINESS ADMINISTRATION AND
ACCOUNTANCY
POLICIES AND GUIDELINES

Title Implementing Guidelines on the Pre-Deployment of On-the-Job (OJT)

Students
Document CBAA-OJT-001 Revisi 0
No. on
Effective Draft only Originating Deans Office
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Supervisor
Parent's/Guardian's
Number Phone No.
Signed Parent's Waiver
Others (as required by the
department)

Appendix E.

05 March 2013

MS. SO AND SO
HR Manager
PRACTICUM SITE
Km 27 Aguinaldo Highway, Anabu 2, Imus, Cavite

Dear Ms. So and So:

This is to recommend our student, (Name of student), who is currently taking BS

Entrepreneurship in the College of Business Administration and Accountancy for On-the-Job
Training (OJT) in your company.

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 COLLEGE OF BUSINESS ADMINISTRATION AND
ACCOUNTANCY
POLICIES AND GUIDELINES

Title Implementing Guidelines on the Pre-Deployment of On-the-Job (OJT)

Students
Document CBAA-OJT-001 Revisi 0
No. on
Effective Draft only Originating Deans Office
Date: Office:

The training program covers 240 hours of work exposure and applications of what the student
learned in the University. Our student will be available for practicum from April 10 to May 17,
2013. We acknowledge that the trainee is expected to know and observe your policies. Our
Practicum Supervisor will communicate with you regularly to monitor our students performance.

We would appreciate to hear from you soon. If you have other concerns, please feel free to call
us at (02) 844-7832 / (046) 4811900 loc. 3185 at your convenient time.

Thank you.

In St. La Salle,

NAME OF CHAIR
Chair, Allied Business Department

Endorsed by:

NAME OF DEAN
Dean, College of Business Administration and Accountancy

NOTE: Use DLSU-D Letterhead

Form CBAA-OJT-005

Appendix F.

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 COLLEGE OF BUSINESS ADMINISTRATION AND
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POLICIES AND GUIDELINES

Title Implementing Guidelines on the Pre-Deployment of On-the-Job (OJT)

Students
Document CBAA-OJT-001 Revisi 0
No. on
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Attend OJT Orientation

Fill up and submit Request for Practicum Site Approval

Upon approval of Practicum Site prepare Application

Letter and have it signed accordingly

Once accepted, submit signed Practicum Site

Acceptance Form to the Practicum Supervisor

Complete all documentary requirements as

enumerated in the OJT Documentary Checklist

Submit signed Recommendation Letter to the On-Site

Supervisor

Perform duties and responsibilities as prescribed in the

Practicum Manual

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