A. Program-Level Requirements

☐ Endorsement of OJT students by OJT Coordinator → IFSU OJT Framework → 15 working days before deployment

☐ Verified list of qualified students eligible for OJT → CMO 104 Sec. 16.1 → 10 working days before deployment

☐ Internship Plan signed by HEI, HTE, and student → CMO 104 Art. III Sec. 5; Art. VII Sec. 14.2(d) → 10 working days before deployment

☐ Notarized MOA with HTEs → CMO 104 Art. III Sec. 6; Art. VII Sec. 14.2(f) → 10 working days before deployment

☐ KSA terminal report with proposal → IFSU OJT Framework XIII → 1 week before deployment

B. Student Requirements

☐ Parent/guardian notarized consent (not waiver) → CMO 104 Sec. 16.1.6 → 5 working days before deployment

☐ Medical clearance (DOH-accredited) → CMO 104 Sec. 16.1.5; IFSU IX(2) → 5 working days before deployment

☐ Psychological exam result → CMO 104 Sec. 16.1.5; IFSU IX(2) → 5 working days before deployment

☐ Insurance coverage documents → CMO 104 Sec. 14.2(h) → 5 working days before deployment

☐ Proof of age (≥18 years old) → CMO 104 Sec. 16.1.3 → Before deployment

☐ Academic standing verification (75% of professional units for bachelor’s, 50% for associate) → IFSU IX(5) → Before deployment

☐ Internship contract signed by student → CMO 104 Sec. 16.2.1–16.2.2 → Before deployment

☐ KSA Seminar Series attendance record → IFSU XIII → 1 week before deployment

☐ Orientation on ethics, harassment laws, workplace culture → CMO 104 Sec. 14.2(j); IFSU XIII → 1 week before deployment

C. Training Establishment Requirements

☐ Internship agreement/contract → CMO 104 Sec. 17.2.5 → Before deployment

☐ Valid notarized MOA → CMO 104 Sec. 14.2(f) → Before deployment

☐ Proof of SEC/DTI/LGU registration → CMO 104 Sec. 17.1.1 → Before deployment

☐ Assignment of focal person/supervisor → CMO 104 Sec. 17.2.3 → Before deployment

☐ Orientation of interns on establishment rules → CMO 104 Sec. 17.2.4 → Before deployment

☐ Certificate of completion issuance → CMO 104 Sec. 17.2.16 → Within 14 calendar days after internship ends

☐ Monitoring/evaluation reports submitted to HEI → CMO 104 Sec. 17.2.13 → Every 30 calendar days during OJT

☐ Prohibition of hazardous venues (nightclubs, casinos, etc.) → IFSU IX(2); RA 7610; RA 9208 → Before deployment

D. Institutional Clearance

☐ Complete submission of OJT documents to designated office → IFSU OJT Framework → Before deployment

☐ Review and validation by ICDC/OVPA → IFSU OJT Framework → Before deployment

☐ Issuance of official authority/clearance to deploy → IFSU OJT Framework → Before deployment

☐ Annual report on SIPP implementation → CMO 104 Sec. 14.2.3(a) → Within 30 calendar days after end of school year

☐ Copy of notarized MOA/training agreements → CMO 104 Sec. 14.2.3(b) → Annual submission to CHEDRO

☐ List of partner HTEs & student interns → CMO 104 Sec. 14.2.3(c) → Annual submission to CHEDRO

E. Post-Deployment Monitoring

☐ Designated faculty supervisor/OJT coordinator → CMO 104 Sec. 15.2.4; IFSU XI(1) → Throughout OJT

☐ Bi-monthly monitoring reports by OJT Coordinator → IFSU XI(1) → Every 2 weeks

☐ Documentation/reporting on student performance → CMO 104 Sec. 14.2.2(d); IFSU XI(1) → Ongoing during OJT

☐ Certificate of completion from HTE → CMO 104 Sec. 17.2.16 → Within 14 calendar days after internship ends

☐ Evaluation sheets from HTE & OJT Coordinator → CMO 104 Sec. 20.1.2 → Within 10–15 working days after internship ends

☐ Exit conference with partner institution & students → IFSU XI(6) → On last day of OJT period

☐ Exit assessment with SIPP/OJT Coordinator → CMO 104 Sec. 16.2.11 → Within 3 working days after completion

☐ Student narrative report & project plan defense → IFSU XI(3) → Within 7 working days after return

☐ Final grade issuance by HEI → CMO 104 Sec. 14.2.2(i); Sec. 20.2 → Within 15 working days after completion

☐ Grievance mechanism for complaints → CMO 104 Art. X Sec. 22–23 → Available throughout OJT cycle

Student Requirements:

• At least 18 years old, in good academic standing, and enrolled in practicum subjects

• Completed all academic requirements.

• Passed medical & psychological exams, written exam, and interview

• Attended Pre-deployment Workshops (KSA Seminar, financial literacy, industry orientation, etc.)

• Secured notarized parental/guardian consent and prepared logistics

Host Institution Requirements:

• Reputable, legally recognized, and aligned with CHED & IFSU guidelines

• Provide structured OJT programs and protect student welfare

• Validated and listed as IFSU partner institutions

Monitoring & Evaluation:

• Jointly conducted by IFSU and host institutions through reports, evaluations, and exit conferences

• Students must submit narrative reports, project plans, and completion certificates

• Violations by students or hosts are subject to CHED and IFSU sanctions

This framework guarantees that OJT trainees represent IFSU with competence, professionalism, and integrity.

Read More: 

1. OJT Framework

2. Local OJT Checklist

3. OJT Pledge of Undertaking

4. CMO No. 104 s, 2017 - Revised Guidelines for Student Internship Program in the Philippines (SIPP) for All Programs

Protocol

1. Checklist Completion

   • The OJT Coordinator and student accomplish the SIPP Documentary Checklist, including:

     • Notarized MOA with HTE

     • Internship Plan and Contract

     • Student roster for deployment

     • Medical and psychological/psychiatric clearance from DOH‑accredited facilities

     • Notarized parental consent

     • Proof of 40‑hour KSA orientation with first‑aid

2. Submission to OVPAA

   • The OJT Coordinator formally transmits the completed checklist and supporting documents to the Office of the Vice President for Academic Affairs (OVPAA).

3. Review and Validation

   • The OVPAA verifies compliance, legitimacy of HTEs, student readiness, and legal sufficiency of documents.

   • Incomplete or non‑compliant submissions are returned for correction.

4. Approval

   • The OVPAA issues written approval specifying program, student roster, partner HTEs, and conditions.

   • No deployment may proceed without this approval.

5. Deployment

   • The OJT Coordinator notifies students and HTEs, ensures insurance coverage and orientation compliance, and records the deployment in the official registry.

Roles

• OJT Coordinator: Ensures compliance, prepares documents, conducts orientation, liaises with OVPAA and HTEs.

• OVPAA: Validates and approves deployment.

• HTE: Provides safe, supervised training per internship plan.

• Student Intern: Completes requirements and complies with University and HTE rules.

• Parent/Guardian: Provides notarized consent.

The Commission on Higher Education (CHED) issued Memorandum Order No. 63, series of 2017, to establish clear policies and guidelines for the conduct of local off-campus academic activities. Rooted in the Higher Education Act of 1994 (R.A. 7722), the Education Act of 1982 (Batas Pambansa Blg. 232), and CHED En Banc Resolution No. 540-2017, this issuance ensures that higher education institutions exercise due diligence, protect student welfare, and align activities with academic objectives.

The order covers educational tours, field trips, immersions, outreach programs, and other student development activities, emphasizing academic relevance, safety, transparency, and accountability. It also sets requirements for compliance documents, exemptions for accredited programs, public posting of non-curricular activities, prohibition of conflicts of interest, and inclusion of students with special needs/PWDs

In line with CHED CMO No. 63, all local off-campus activities at Ifugao State University must strictly comply with these national standards before they are allowed to proceed.

👉 To guide colleges and campuses, the official Compliance Checklist is provided below. This checklist must be accomplished and submitted as proof of compliance with CHED requirements prior to approval of any off-campus activity

DOWNLOADS:

1. Local Off Campus Checklist (pdf)

2. Local Off Campus Checklist (docx)

3. CHED-CMO-No-63-s.-2017-Policies-and-Guidelines-on-Local-Off-Campus-Activity

✅ Strict Requirements Before Approval

HEI Responsibilities (Article VII, Sec. 11.2):

1. Curriculum relevance – Activity must be part of the approved curriculum or aligned with the HEI’s mission. Proof: course syllabus.

2. Destination – Must be safe, relevant, and preferably near the HEI. Proof: report on destination relevance.

3. Handbook/manual – Updated guidelines must be included in the student handbook.

4. Parental/guardian consent – Duly notarized/subscribed consent.

5. Medical clearance – If appropriate, signed by HEI or government physician.

6. Personnel-in-charge (PIC) – Must be qualified, designated by the administration, and trained in first aid. Ratio: 1 PIC per 35–50 students (curricular).

7. First aid kit – Complete kit must be provided.

8. Fees/fund source – Approved schedule of fees, breakdown of fund sources, properly accounted.

9. Insurance coverage – Individual or group insurance for students, faculty, and stakeholders. Proof: insurance certificate/policy.

10. Transportation –

• HEI-owned vehicles: valid registration, insurance, driver’s license, roadworthiness.

• Third-party/subcontracted: LTFRB franchise, DOT accreditation, valid documents.

11. LGU/NGO coordination – Letters and acknowledgments from concerned LGUs/NGOs.

12. Pre-activity preparations –

• General orientation and consultation with students, faculty, parents.

• Announcement 1–2 months before activity.

• Briefing with itinerary and info materials.

• Learning journals format distributed.

• Emergency preparedness plan.

During the activity:

• PIC must accompany students throughout.

• Ensure seating capacity compliance (no overloading).

• Follow program of activities.

After the activity:

• Submission of learning journals.

• Faculty assessment/evaluation report.

• Expenditure report.

• Debriefing session with students.

Reports to CHEDRO:

• Certificate of Compliance (Annex A).

• Report of Compliance (Annex B).

• Comprehensive Semestral/Term Report (Annex C).
  (Exemptions apply for Autonomous/Deregulated HEIs, Centers of Excellence/Development, and SUCs with Level III accreditation.)

🎓 Covered Off-Campus Activities

Curricular (Article IV, Sec. 6.1):

• Educational tours/field trips (visits to firms, government sites, museums, cultural landmarks, plant industry, training establishments).

• Participation in program-relevant events.

• Field study/experiential learning/related learning experience.

Non-Curricular (Article IV, Sec. 6.2):

• Mission-based activities (retreats, recollections).

• Conventions, seminars, conferences, symposiums, trainings, teambuilding.

• Volunteer work (peer helper programs, relief operations, outreach, immersion).

• Advocacy projects and campaigns.

• Sports activities.

• Student group activities.

• Interschool competitions/tournaments.

• Culture and arts performances/competitions.

⚖️ Legal Basis for Approval

• CHED CMO No. 63, s. 2017 – Policies and Guidelines on Local Off-Campus Activities.

• Article VII, Sec. 11.2, a.1.9 – Mandatory insurance coverage (individual or group).

• BOT Resolution No. 864, s. 2007 – IFSU Student Mutual Aid Program as a Board-approved group insurance system.

• Article X – Violations and sanctions for non-compliance (warnings, cancellation, refund, suspension, blacklisting).

✅ Note:  Before submitting any off-campus activity documents to the OVPAA-ICDC Coordinator Mr. Andres M. Cuyasan, ensure all documentary requirements are complete (curriculum relevance, consent, medical clearance, insurance, transportation compliance, LGU coordination, orientation, reports). Activities covered include both curricular and non-curricular as defined in Article IV. Insurance coverage must extend to all participants (students, faculty, stakeholders) and may be provided through the IFSU Mutual Aid Program, as long as certificates and proof of coverage are issued.

In compliance with CHED Memorandum Order No. 63, s. 2017, Ifugao State University institutionalizes this Non-Academic Off-Campus Activity Compliance Checklist to ensure that all student-initiated and faculty-supervised activities outside the campus are conducted with strict adherence to safety, welfare, transparency, accessibility, and conflict-of-interest safeguards.

This checklist serves as a mandatory instrument of compliance for all local non-curricular activities, providing a clear framework for planning, approval, implementation, and post-activity reporting. It integrates both CHED-mandated requirements and university-added safeguards to uphold accountability and protect the welfare of all participants.

Ifugao State University affirms its commitment to:

• Safety and Welfare – requiring parental consent, medical clearance, insurance coverage, health declarations, emergency preparedness, and security coordination.

• Transparency and Accountability – mandating activity proposals, Student Affairs endorsement, consultations, orientations, and public posting of activity details.

• Accessibility and Inclusion – ensuring accommodations for persons with disabilities and students with special needs.

• Integrity and Oversight – enforcing conflict-of-interest checks, institutional endorsements, and post-activity documentation including narrative reports, feedback forms, and community impact statements.

All student organizations, faculty advisers, and personnel-in-charge are legally bound to comply with this checklist. Failure to observe these requirements constitutes a violation under Article X, Section 17.1 of CHED CMO No. 63, s. 2017, subject to administrative sanctions.

It is hereby declared that no non-academic off-campus activity shall be conducted without full compliance with this checklist.