ojt online assessment users’ - ict.edu.om system user manual.pdf · ojt online assessment...

ETC Computer Services Section 1 OJT System Version 2.0

OJT Online

Assessment Users’ Manual

ETC Computer Services Section 2 OJT System Version 2.0

Table of Contents

Introduction 3

System Modules 3

Module 1 – Student Module 3

Module 2 – Coordinator’s Module 4

Module 3 – Industry Module 5

OJT System Process Flow 6

User’s Manual 7

Students 7

OJT Coordinators 12

Industry 29

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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

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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o 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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o Industry Evaluation Result – Department Summary

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o 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.