Download User Manual

OJT Online
Assessment Users’
Manual
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OJT System Version 2.0
Table of Contents
Introduction
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System Modules
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Module 1 – Student Module
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Module 2 – Coordinator’s Module
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Module 3 – Industry Module
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OJT System Process Flow
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User’s Manual
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Students
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OJT Coordinators
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Industry
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Introduction
The On-the-Job Training Online Assessment System was created by the ETC Web Team to
cater the needs of the ICT Students who are undergoing On-the-Job Training. The system provides
complete assessment to the students by evaluating their performance by the OJT Coordinators and
the Industry. The same thing, students can also send their feedback regarding their OJT experience.
System Modules
The OJT System consists of 3 modules for its users:
Module 1 – Student Module:
This module is for the students use wherein they can register to the OJT program,
send Feedback regarding their OJT experience and view their registration status.
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Module 2 – OJT Coordinator’s Module
This module is for the OJT Coordinators’ use wherein t they can view and approve the
registration done by students, evaluate student’s performance during their visits to companies,
add new company details who is affiliated to the college for the training of the students, and
add student details who are eligible to take the OJT Program.
OJT Coordinators can also view the following reports with statistical graphs and figures.
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Module 3 – Industry Module
Industry Module is for the company use. Companies can see the list of the students
who are deployed to them for training and also they can do the evaluation for the trainees.
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OJT System Process Flow
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OJT System Data Flow Diagram
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User’s Manual
Students
The Students who are eligible for the OJT program are obliged to register in the System. The
following are the Registration procedure:
1. Go to the college Website. http://www.ict.edu.om/
2. On Support and Learning tab under Online Services click OJT Online Assessment.
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3. Login the credentials, Student ID and domain password.
4. If login is authenticated, as a student, the following window will appear.
5. To register, click the OJT Registration button.
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6. Fill up necessary fields in the registration form. Then submit registration by clicking the
Register button.
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7. After registration, upon advised, the student may check his registration status. By clicking
the Registration Status button.
8. In the registration status page the student may find his company assignment and the date of
training.
9. After the OJT has been finished, students are asked to answer the feedback form. The
Online OJT Assessment System provides online feedback form for the student by clicking the
Feedback Form button.
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10 . Answer the feedback form accordingly then click the submit button to save the answers.
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OJT Coordinators
1. Login the credentials, login ID and domain password.
2. As an OJT Coordinator, the following window will appear.
3. The following tasks are assigned to an OJT Coordinator:
- Approve OJT Registration.
- Evaluate Students.
- Add company names.
- Add student names that are eligible for OJT Program.
- View or Print OJT reports.
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3.1.
Approve OJT Registration
After the student register to the OJT program the OJT coordinator must have to
approve the registration and assign a company where the student will be deployed for his
training. The following are the procedure for this task:
3.1.1. Click the OJT Approval Form.
3.1.2. Select for the Department, Semester and Academic year.
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3.1.3. A list of registered students for a particular department, Semester and Academic
Year will be displayed.
Check for the Status column, it will indicate if the students registration has been
approved or not. Click the Approve button on the Action column.
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3.1.4 The following window will be shown upon clicking the Approve button. Here the
OJT coordinator will see the student’s choices of company or the OJT Coordinator may
click the Add Company button if there is a company recommended by the student
which is not in the list. The OJT coordinator must fill up the lower portion of the form for
the company assignment and the date when a student should start his training.
To be filled up by the OJT Coordinator for the Date of Training and company assignment.
The TOEFL and CGPA of the student will serve as the basis for the Registration approval.
Note: If the student Registration is not approved his name will not be sent to the next
module for industry and assessor’s evaluation nor he can fill up the feedback form.
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3.2. Evaluate Students.
The OJT Assessor needs to visit the trainees in their respective company assignment.
During those visits, the Assessor needs to write their assessments. The following window
will provide the online assessment to the trainees.
3.2.1. Click the student evaluation button to assess the students.
3.2.2. Choose the group of students per Department, Semester and Academic Year.
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3.2.3. A list of students according to Department, Semester and Academic Year will be
displayed. Only those with approved registration will be shown in the list.
Notice that the status column will indicate if the student’s evaluation is finished
or not. Click the Evaluate button to start the assessment.
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3.2.4. The evaluation form is as follows. The OJT Assessor must fill up his name, the
date of visit and the assessment box. The Visit Number section will
automatically indicate how many visits or times a trainee have been assessed.
The OJT Assessor needs to assess the trainee for three times.
3.3. Add company names
3.3.1.
If a new company affiliated to the college for the OJT program of its student,
the OJT Coordinators can add company information on the following window:
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3.3.2. The image below will be shown after clicking the Add Company Button. After
adding new company name the system will generate the username for the
company so that the company may log in to the system. For the usernames and
password of the companies please coordinate to the ETC database
administrator.
3.4. Add student names that are eligible for OJT Program
3.4.1.
Before the start of each OJT period, the OJT Coordinators must upload the
names of the students who are eligible for OJT. Those students whose names
are uploaded are the ones who can access the system, otherwise they cannot
login to the system. For individual adding of names the coordinator may input
the names in the Add Student page.
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3.4.2. The following screen will appear for adding student names.
3.5. Different reports can be generated by the Online OJT Assessment System. Such as the
following:
Individual reports:
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Summary Reports
Individual reports:
To view individual reports, student ID of a particular student must be entered in the
search box.
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o
Industry Evaluation Report
o
Student Feedback Result
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Assessror’s Evaluation
In the Assessor’s Evaluation Report, the coordinator can view the number of
times a student has been assessed which is indicated in the page footer.
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Summary Reports
Summarized reports with statistical graphs are also provided by the system.
o
OJT Effectiveness Comparative Analysis - Over Departments
**The data in the image are testing data only.
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Industry Evaluation Result – Department Summary
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Student Feedback Result – Department Summary
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Industry
Each company affiliated to ICT for the student trainee will be registered to the system and will
be given their own username and password to access the system. Companies can do their online
evaluation to the trainees once they are given the privilege to access the system.
1. To log in to the system, the company must use the login default credentials given to them by
the OJT Coordinators.
2. The following window will appear. Two tasks are given to the companies, to evaluate the
trainee and to update their login credentials.
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3. To evaluate the trainee, the company supervisor must click the Evaluate Trainee button. The
following window will be shown.
The industry supervisor will see the list of students deployed in his company as shown
above. Once a trainee has been evaluated “Finish Evaluation” status will be displayed. The
Industry supervisor can start evaluating the trainee by answering the evaluation questionnaire.
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4. The industry staff who will handle and evaluate the trainees may also change his/her
password in the system for security purposes by clicking the Change Password button. The
following screen will be displayed.
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