OFA Diliman engages PUP in a benchmarking activity on field activity processing

On November 27, 2024, the Office of Field Activities (OFA) Diliman led a benchmarking activity with select offices from the Polytechnic University of the Philippines (PUP). The event was held to obtain further insights into the various policies, guidelines, and strategies that other universities and institutions utilize in processing and managing activities conducted outside of the conventional classroom setting. These activities include local and international field trips, fieldwork, internships, on-the-job training (OJT), and other field-related endeavors.

The office was led by then-OFA Diliman Director Asst. Prof. Arlyn P. Macapinlac and then-Program Development Associate (PDA) Asst. Prof. Christian R. Orozco, alongside OFA staff members James Bañadera (Administrative Assistant), Carlos Noel T. Gacutan (Senior Project Assistant for Training and Education), Dorothy Mae Forneloza (Senior Project Assistant for Project Management), and Stef S. Aranas (Senior Research Associate).

Delegates from PUP included Assoc. Prof. Christ Michael C. Entienza (Institutional Accreditation and Sustainability Section Chief), Prof. Remedios G. Ado (College of Engineering Dean), Asst. Prof. Meldanette S. Bayani (College of Engineering Quality Assurance (QA) and OJT Coordinator), Assoc. Prof. Julieta G. Fonte (College of Accountancy and Finance Dean), Assoc. Prof. Luzviminda Tugade (College of Tourism, Hospitality and Transportation Management QA and OJT Coordinator), Noel A. Bergonia (Department of Accountancy Chairperson), and Ma. Cecilia S. Angeles (Department of English, Foreign Languages and Linguistics Chairperson), among others.

On processing memorandums of agreement (MOA) for internships or OJT

Key figures from various departments and colleges in PUP shared similarities in their processing of memorandums of agreement (MOA) for local off-campus internships. First, diligent and strict monitoring of each unit’s compliance of requirements was a vital component of MOA processing. This is in line with the CHED Memorandum Order No. 63, Series of 2017, which delineates the policies and guidelines that local off-campus activities must abide by. To ensure the overall legal protection of the students and the university, stringent legal review of the memorandums is done by PUP’s University Legal Counsel Office. 

This is akin to OFA Diliman’s own process of reviewing and verifying all AFA requirements submitted by faculty. In addition to the review by its staff, OFA Diliman collaborates with lawyers at the Diliman Legal Office and the College of Law, via the Office of the Chancellor, to ensure that all memorandums properly safeguard the interests and wellbeing of the AFA participants and the University.

Subtle nuances in processes

It is noteworthy that PUP allows students to select and pitch host training establishments (HTE) that they wish to undergo an internship with. For a formal agreement to be struck with the HTE, students must then collate the necessary requirements (e.g. the internship MOA template, among others) and submit them to the University Legal Counsel Office. HTEs may be scouted at least a month before the start of the internship or OJT. While UP students may recommend specific HTEs for potential internship opportunities, it is ultimately the academic unit’s duty to collate and submit the necessary documents to OFA Diliman for proper processing of their internship MOA.

When it comes to off-campus activities, its possible for student organizations and colleges in PUP to apply for this specific AFA type. This allows both students and faculty to apply for off-campus activities. In UP Diliman, AFA requests may only be submitted by faculty members or academic units. Given the requirement that AFAs must fall within the syllabus of a specific class or subject, they fall under the purview of OFA Diliman, which is part of the Office of the Vice Chancellor for Academic Activities. While student organizations may also host academic-related activities, not all of their activities may be academic in nature. Thus, initiatives held by student organizations are processed by the Office of the Vice Chancellor for Student Activities.

Enriching university life with safe, quality experiential learning

“This is the University. We have to protect the students, and even the faculty-in-charge, and of course, the university president who is going to endorse the activity… [kaya] yung safety protocols natin, marami po,” said Assoc. Prof. Luzviminda Tugade, Quality Assurance and OJT Coordinator of the College of Tourism, Hospitality and Transportation Management. 

In line with this, PUP faculty also stressed the importance of requiring insurance policies when undergoing AFAs such as OJTs or internships. First aid training is also available to the students, as provided by the University. Similarly, for OFA Diliman, insurance coverage is a pre-requisite for any student participating in an AFA. When corresponding with faculty, we constantly emphasize that the safety of the students and faculty is of utmost importance in every field activity.

By leading this benchmarking activity, OFA Diliman discovered common ground with fellow state university, PUP, in their processes and practices regarding academic field activities. It further reaffirmed the Office’s steadfast commitment to serving UP Diliman and its constituent units in ensuring that experiential learning is academic in nature and safe for all stakeholders involved.