QUALITY PROCEDURE NTTA Procedures Conduct of TM Level I Program

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1.0 Purpose

This Procedures Manual has been developed by NTTA to serve as a guide for implementation of TM Level I program. The Procedures have been practiced by NTTA in several conduct of the programs and considered the documented procedure ready to share with others who may opt to follow. The Manual provide a system of instructions to ensure that trainers/facilitators, VISs, and Administrators have a shared understanding of the step-by-step activities to be undertaken in conducting TM Level I program using Competency Based-Training (CBT) delivery.

2.0 Scope

The procedures include the planning, preparation, implementation, monitoring and evaluation of CBT delivery for TM Level I training programs in the TTIs. The following terms as used in this Manual shall mean: Process Owner refers to originating Office which developed the System/ Procedures Manual. Pre-Test refers to a preliminary test administered to determine a trainees baseline knowledge or preparedness for a training. Post test - a test given to trainees after completion of an instructional program or segment and often used in conjunction with a pretest to measure the trainees achievement and the effectiveness of the program. Pre-Test/Post Test Analysis this involves the statistical analysis and interpretation of the data taken before and after training. Its purpose is to compare the two sets of data to determine whether learning took place. Recognition of Prior Learning- the process in which the individuals previous learning outside the formal system, which contributes to the achievement of current competency/ies can be assessed against the relevant unit of competency and given recognition through the issuance of appropriate certificate. Training is preparing individuals to perform their jobs

3.0 Definition of Terms

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better in order to achieve a purpose/s. Training Activity Matrix it is a matrix showing the day to day training activities of the trainees including their use of training facilities and their transfer from one workstation to another. This is used as a tool in monitoring trainees daily activities and the use of facilities, tools, supplies and materials. Training laboratory/laboratory refers to the facility where actual training is conducted. It is composed of the following areas: contextual learning area, practical work area, quality control area, distance learning area, computer area, learning resource area, trainers resource area. Training Needs Assessment (TNA) refers to the process of identifying the trainees training or development needs that will improve/enhance his job performance. Terminal Report - a report about the conduct of a training program. It includes documentation of its enrollment, graduates, learning evaluation results and training activities, among others. Training Program Evaluation is a type of evaluation aimed at obtaining information or feedback on the effect of a training program that has been conducted and to assess the value of a training program base on the information gathered. 4.0 Responsibilities Head of Operating Unit The Head of Operating Unit is responsible for ensuring quality TM Level I program implementation using the CBT delivery approach. The VIS shall be responsible in supervising the preparation being done prior implementation of the program. He shall also oversee the actual conduct up to the evaluation portion of the CBT delivery for TM Level I. VIS shall also gather comments and feedbacks from the program participants including the result of the program evaluation and consolidate them as bases for further

Vocational Instruction Supervisor

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improvement of the program. Trainer/Facilitator The trainer/facilitator, as the main actor in the CBT laboratory, shall plan, prepare, implement, monitor and evaluate the CBT delivery for TM Level I. Coordinate with RO/PO/TTI offices /participants /facilitators to ensure adherence to the guidelines on CBT delivery for TM Level I program. Perform tasks related to the administrative and technical requirements of the TM Level I program.

Program Coordinator

Administrative Support Staff

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5.0 Procedures Pre-Training Responsibilities Key Steps

Prepare TOR Identify /Invite Facilitators Set up Venue/ Workstations

Interfaces
CoPR WFP NTESDP 2011-2016 TESDA Circular No. 2 s. 2011 TESDA Circular No. 61 s. 2006 Memorandum No. 125 s. 2011 Trainers Database Terms of Reference Trainers Database Memorandum with Confirmation Feedback Form Memorandum requesting for replacement of participant CSW and TESDA Order Training Program Advisory Memo Request for Facilitators List of NTTA Facilitators Bureau Travel Order Traveling Expenses NTTA Database on Trainers Trained Participants Directory Trainers Complementation Scheme CBT Lay-out of Workstations Checklist of CBT Workstation/Equipment NTTA Checklist of Program Requirements Opening program venue

Head Operating Unit/ Program Coordinator

Identify Participants

Program Coordinator

Program Coordinator

Facilitator/ Administrative Support A

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A
Catering Services Accommodation Travel Documents of Facilitators Checklist of program requirements Opening Program House Rules Dormitory Rules Training Arrangement Facilitators Workstation Assignment Matrix of Requirements per Competency Institutional Competency Evaluation per Competency List of Participants Host Teams Workstation Layout and Location NTTA Guidelines on the Implementation of TM Level I Checklist of Institutional Competency Evaluation per Competency Institutional Competency Evaluation Tools Package Pre/Post Tests Printed and e-copy of CBLMs Computer-Based Assessment Tools Instruction for ComputerBased Assessment Participants Profile Trainees Characteristics Form Training Needs Analysis Form

Administrative Support Staff

Facilitate Administrative Arrangements

Prepare Participants Handbook

Program Coordinator/Facilitators

Administrative Support

Reproduce/Package/ Upload CBLMs/Assessment Tools and other Materials

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Program Coordinator/Facilitators

Conduct Training Facilitators Orientation Session

TESDA Order Participants Profile NTTA Guidelines on the Implementation of TM Level I Training Activity Matrix Progress Chart Achievement Chart Institutional Competency Evaluation Tools Pre/Post Test RPL Materials (Trainees Characteristics Form; and Training Needs Analysis Form) Participants Handbook Appointment Letter Travel Documents Workstation Assignment TESDA Order Registration of Participants

Training Proper Facilitate Registration of Participants

Administrative Support

Facilitators

Facilitate Recognition of Prior Learning

RPL Forms (Training

Needs Analysis Forms and Trainees Characteristic) Pre-Test

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Program Coordinator/Facilitators

Conduct Orientation of Participants

Participants Handbook

Program Coordinator/Facilitators/ Administrative Support

Facilitate Opening Program

Opening Program PTTQF Orientation Participants Handbook

Assign Trainees to Work Stations Facilitators

Result of Pre-Test Result of RPL Result of Trainees Characteristic/Training Needs CBLMs Institutional Assessment Tools Participants Handbook Matrix of Requirements Borrowers Logbook Program Handbook

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Facilitators

Facilitate/ Monitor Learning/ Training Outputs

Administer Institutional Competency Evaluation Tools

Facilitate Issuance of Certificates of Achievement E

Facilitators/Administrative Support

Training Activity Matrix Achievement Chart Progress Chart Trainees Record Book Matrix of Requirements per Competency Templates/Forms for training outputs Mid-Term Program Evaluation Instrument Minutes of Focused Group Discussions Institutional Competency Evaluation per Competency Assessment Schedule Institutional Competency Evaluation Tools Result of Institutional Assessment Matrix of Requirements per Competency Computer-Based Assessment Slip Record Sheet of Assessment Record sheet of Assessment Computer-Based Assessment Slip Certificate Control Number Certificates of Achievement

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E Administer Program Evaluation Facilitate Closing Program

Post Test Program Evaluation Instrument Closing Program Certificates of Training Certificate of Appearance Certificate of Recognition/ Certificate of Appreciation e-copy of program materials (Batch Picture, Participants Directory, and program activity photos) Memo: Submission of Program Documentation Monitoring Report (as per Memorandum 125 s. 2011) TOR TESDA Order Participants Directory Enrolment Report Accomplished Program Evaluation and Result Photos of Program Activities Photo copy of Certificates Minutes of the Focused Group Discussion Sample of Materials Used (Participants Handbook, Closing Program) Photos in action Terminal Report Action Plan Knowledge Transfer Follow Up Questionnaire Transmittal Memo to OCSA Memo No.192 s.2011

Facilitators Program Coordinator/Facilitators/ Administrative Support

Post-Training

Prepare /Submit Program Documentation Program Coordinator / Administrative Support

Program Coordinator/Administrative Support

Facilitate Submission of Post-Training Reports

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6.0 Procedures Details Prepare TOR 6.1.1 The Terms of Reference (TOR) shall be prepared following the prescribed format; 6.1.2 TOR approval shall be by the Head of the operating unit, Director of Executive Office, respective Deputy Director General where the Executive Office belongs; 6.1.3 Considerations for the substance of the Terms of Reference must be referred to the NTESDP 2011-2016, to check if the conduct of the TM Level I Program for specific group of clientele would be responsive to the requirements of the NTESDP 2011-2016; 6.1.4 To complete some portion of the TOR such as the budgetary requirements, it can be referred to TESDA Circular Nos. 6 s. 2006; 6.1.5 Administrative and Technical requirements for TM Level I may be referred to TESDA Circular no. 2 s.2011 and Memorandum No. 125 s. 2011; 6.1.6 The trainers database is a ready reference and helpful tool to determine the target participants for the TM Level I program 6.2 Identify Participants 6.2.1 The program owner shall draft a Memorandum to be signed by either the Deputy Director General, Field Operations or the Executive Director of the OTTI informing of the upcoming conduct of TM Level I program and indicating the criteria for selecting participants. A Confirmation Slip Form is attached to the Memo to be sent to the ROs and concerned operating units in the Central Office; 6.2.2 The qualification of the confirmed participants shall be verified in the Trainers Database; if found non-compliant, a Memorandum requesting for replacement of participant shall be sent to the concerned ROs; 6.2.3 The names of the confirmed/verified participants shall be included in the draft TESDA Order. The TESDA Order to be signed by the DG shall be drafted following the prescribed sample format with corresponding Complete Staff Work (CSW) to be signed by the DDG. 6.2.4 Upon signing and numbering of the TESDA Order, it shall be immediately posted to the TESDA RMIS for access by the ROs. 6.2.5 Advisory shall also be prepared/sent thru email to all participants to further inform them of the other requirements/preparation prior attendance to the TM Level I program.

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6.3 Identify/Invite Facilitators 6.3.1 A long/short listing of possible facilitators from the members of the NTTA Facilitators Bureau shall be prepared using the Trainers Database; 6.3.2 A Memo requesting for the services of the members of the NTTA Facilitators Bureau with corresponding administrative arrangement such as duration of engagement and travel documents shall be sent to the concerned ROs for appropriate action; 6.3.3 The extent of engagement of the Facilitator may be referred to NTTA-RO Trainers Complementation Scheme; 6.3.4 The names of Facilitators and their workstation assignment shall also be included in the draft TESDA Order;

6.4 Set-up Venue/Workstations The trainer will prepare facilities and materials which may include but not limited to the following as per NTTA Checklist of TM Level I Program Requirements; TM I Workstations; Practical work area; Contextual area; Computer area; Quality Control area; Distance Learning Area; Learning Resource Area; Trainers Resource Area; Session Plans; Competency Based Learning Materials; Progress Chart; Achievement Chart; Inventory of Training Materials; Institutional Competency Assessment Tools; Pre-Test/Post Test; RPL Materials; Questionnaires for Determining Training Characteristics; and Trainees Record Book; 6.4.2 Trainer may also refer to the NTTA Checklist of TM Level I Program Requirements to facilitate checking of the things needed for TM Level I Workstations. 6.4.1

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Facilitate Administrative Arrangements 6.5.1 Administrative support staff shall make arrangement with the catering services for the meals to be served during the program in accordance to the provision of the approved TOR and subject to the usual government accounting and auditing rules; Accommodation in the dormitory shall be on a first-come-first-served basis and shall be following the dormitory house rules; Prepare travel documents of Facilitators in accordance to the usual government accounting and auditing rules; For other administrative arrangement, may refer to the NTTA Checklist of Program Requirements.

6.5.2 6.5.3 6.5.4

Prepare Participants Handbook 6.6.1 A Participants Handbook shall be prepared by the trainer as ready reference materials to be given to participants upon registration to the TM Level I Program. The Participants Handbook contains the following: Opening Programme; House Rules; Dormitory Rules; Training Arrangement; Facilitators Workstation Assignment; Matrix of Requirements per Competency; Institutional Assessment per Competency; List of Participants; Host Teams; and Workstation Layout and Location; 6.7 Reproduce/ Package/ Upload CBLMs/Institutional Competency Evaluation Tools 6.7.1 The number of printed copies of CBLMs to be reproduced per TM Level I competency\ies shall be based on the NTTA Guidelines on the Implementation of TM Level I Program; 6.7.2 The e-copy of CBLMs shall also be provided to the participants thru email; If the venue allows for sufficient provision of laptop to all participants, the trainer may already upload the e-copy of the CBLMs to

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the laptops, however, if the participant are required to bring their own laptops, the trainer shall reproduce and ready the e-copy of the materials in CD-format to be provided to all participants during the start of the program; 6.7.3 The Institutional Competency Evaluation Tools shall be uploaded to laptops dedicated for Institutional Competency Evaluation Tools use only. To safeguard the uploaded e-copy of Institutional Competency Evaluation Tools, refer to NTTA Instruction for Computer-Based Assessment; 6.7.4 Other materials to be reproduced would depend on the number of participants per batch: Participants Profile Form Trainees Characteristics Form Training Needs Analysis Form Conduct Training Facilitators Orientation Session 6.8.1 Facilitators shall need to undergo orientation session prior the actual conduct of the program either thru telephone calls or face to face, individually or in group, to inform of the following: 6.8.1.1 administrative arrangements such as their traveling expenses, itinerary, house rules; 6.8.1.2 technical engagements such as extent of assistance, workstation assignments, printed and e-copy of the materials/instruments, facilities, equipment to be used for the whole duration of the program. 6.8.2 Facilitators are also expected to hold meetings among themselves within the program duration to discuss the following: 6.8.2.1 issues and concerns regarding the program implementation and possible adjustments; 6.8.2.2 mid-term evaluation of the program, trainees and own performance assessment; 6.8.2.3 Post training evaluation. Facilitate Registration 6.9.1 Administrative support staff shall be in-charge of the following: 6.9.1.1 Facilitate signing of the attendance sheet by the participants and personnel involved in the program; 6.9.2 Provide Participants Profile Form to all participants upon having signed the attendance sheet. The Participants Profile Form must be accomplished/returned immediately to the personnel incharge of registration to claim the training kit;

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6.9.3

Provide Training Kit and Programme Handbook.

Facilitate Recognition of Prior Learning 6.10.1 Participants shall undergo written Pre-Test for the TM Level I training program. They shall also be required to accomplish the Trainees Characteristics and TNA Instrument; 6.10.2 Data gathered from the aforementioned test and forms shall be analyzed to immediately gather the result which shall be the bases for participants assignment to the different workstations. Conduct Orientation of Participants Participants shall be oriented on the following topics: 6.11.1.1 Philippine TVET Trainer Qualifications Framework (PTTQF); 6.11.1.2 Training Arrangements and House/Dormitory Rules (included in the Participants Handbook); 6.11.1.3 Principles of CBT, as applied in the laboratory/training; 6.11.1.4 How to use the CBLMs; 6.11.1.5 Participants qualification; 6.11.1.6 Program Requirements; 6.11.1.7 Organization of Batch Officers; and 6.11.1.8 Evaluation System.

Facilitate Opening Program 6.12.1 Simple Opening Program shall be held to formalize the start of the program which may include but not limited to: Singing of the National Anthem; Opening Prayer; Introduction of the Participants Welcome Remarks by the Director of NTTA; Opening Message by the Executive Director of OTTI; Inspirational Message by the DDG, Field Operations; and Photo Opportunity.

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Assign Trainees to Workstations 6.13.1 The initial assignment of participants per workstation shall be based on the results of the Pre-Test, Trainees Characteristics and TNA. Rank the participants, from the least to the highest score. In a batch of 25 participants, the first top-10 ranking participants are assigned to the Workstation- Plan Training Sessions. The rest of the participants shall be equally distributed to the 3 remaining workstations: 5 participants -Supervise Work-Based Learning; 5 participants -Maintain Training Facilities; and the remaining 5 participants -Utilize e-Media in Facilitating Training. Such proportion may be followed in deciding for the number of participants per workstation in case of larger number of participants per batch and would also depend on the available facility/equipment. More details on participants workstation assignment is provided on the NTTA Guidelines on the Implementation of TM Level I. 6.13.2 Facilitators shall advise participants assigned to the respective workstation to borrow and log-on the CBLMs/reference materials they would be needing from the Learning Resource Area; 6.13.3 Facilitators shall start to prepare/update the Training Activity Matrix by posting the names of each participants assigned to the respective workstation/activity where they are currently assigned or working on. Facilitate/Monitor Learning /Training Outputs 6.14.1 The Facilitator is expected to formally open the daily CBT activity of the TM Level I program by gathering together the participants and facilitate the following tasks before letting the participants proceed to their respective workstations: Morning prayer; MILY (Most Important Learning of Yesterday); Giving reminders, resolving minor issues/concerns; 6.14.2 Facilitator shall also give time for Focused Group Discussion among participants to further resolve comments and make formal recommendations on improvement of the program. Administer Institutional Competency Evaluation Tools 6.15.1 As the participants are working on to their assigned workstation and making progress in the respective activity of the CBLMs/Institutional Assessment, the Trainer/Facilitator is tasked to perform the following:

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6.15.1.1 Guide through the participants in the different activity of the CBLMs thru constant coaching and advise participants when to take the corresponding institutional assessment; 6.15.1.2 Administer institutional assessment (computerbased), oral and demonstration as the case may be and update the participants performance and progress in the: Achievement Chart; Progress Chart; and Training Activity Matrix. 6.15.1.3 The Computer-Based Assessment Slip will indicate if one passes the corresponding institutional assessment taken by the participants and must be submitted to the Facilitator to inform that the participant is ready for the succeeding methods of assessment. Facilitator shall also update the Record Sheet of Assessment; 6.15.1.4 Upon completing the requirements of the initially assigned workstation, the participants may be given the chance to select the next competency/workstation where he/she would like to proceed as long as the selected competency/workstation can already accommodate new entrants / participants; 6.15.1.5 Facilitators and participants refer to the Matrix of Requirements per competency. Facilitate Issuance of Certificate of Achievement 6.1.1 The result of the Institutional Assessment and the completion of the requirements in respective competency shown in the Participants Record Sheet of Assessment shall be the bases for the preparation and issuance of the Certificate of Achievement; 6.1.2 The Certificate of Achievement shall be prepared following the attached prescribed format; 6.1.3 Certificate Control Number shall be followed; 6.1.4 The Certificate of Achievement shall be awarded in the morning of the following day, immediately after the opening prayer and re-cap portion; Administer Program Evaluation 6.2.1 Prior to the Closing Program, the trainer will administer the following evaluation:

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6.2.1.1 Post-Test. To be given to all participants. Post Test Result may indicate comparative feedback on the learning gained between the Pre-test administered at the start of the program. Pre/Post Tests results would be helpful in deciding whether significant improvement of leanings is obtained. 6.2.1.2 Post Program Evaluation. The Facilitator shall administer the Program Evaluation Instrument to all participants to gather feedback regarding improvement/adjustment to be made on every aspect of the TM Level I training program; 6.3 Facilitate Closing Program 6.3.1 Administrative support staff shall prepare a simple Closing Program using the attached sample as reference; 6.3.2 Certificate of Training shall be prepared according to the prescribed format and shall be issued to participants who have completed the requirements of the TM Level I program; 6.3.3 Certificate of Appearance shall be issued to all program participants following the attached prescribed format; 6.3.4 Participants Directory and Batch picture shall be prepared using the attached sample as reference. These documents shall form part of the documentation report. Printed and/or e-copy of these documents may also be provided to all participants. 6.3.5 Certificate of Recognition shall be awarded to Facilitators for their hard work and efforts in their initial/first engagement to the TM level I Program; 6.3.6 Certificate of Appreciation shall be given to Facilitators for their continuous support and subsequent engagement to the TM Level I Program. 6.4 Prepare/Submit Program Documentation 6.4.1 Trainer shall compile all the documents and materials used in the whole duration of the program. The documentation report may include copy of the following documents: TOR; TESDA Order; Enrolment Report; 6.4.1.4 Program Evaluation Report; Participants Profile;

Program Evaluation Instrument accomplished by the participants;

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Participants Directory; Certificates of Achievement/Training issued; Focused Group Discussion (FGD) Report; 6.4.1.10 Opening/Closing Programme; 6.4.1.11 Participants Handbook; and 6.4.1.12 Photos of Program Activities. The VIS will: 6.4.2.1 collect all program evaluation report of each program completed consolidate all reports by sector analyze consolidated program evaluation 6.4.2.4 prepare recommendations based on the results of the program evaluation analysis and the pre-test post test analysis 6.4.3 Trainer together with the VIS shall package the Program Documentation and officially submit with Memo to the Head of the TTI. 6.4.2 6.5 Facilitate Submission of Post Training Reports 6.5.1 Facilitators shall provide the following Forms to every participant for completion of Post-Training Reports: Terminal Report Action Plan Knowledge Transfer Follow-Up Questionnaire 6.5.2 Facilitators shall advise participants to officially submit/furnish copy of the abovementioned reports to NTTA, TDI and OCSA with corresponding Transmittal Memo. 7.0 References 7.1 TESDA Board Resolution No. 2010-16: Approved Board Resolution for the Promulgation and Publication of TR on TQ Levels I and II; Nov. 25, 2010 and Dec. 12-13, 2010 respectively 7.2 TESDA Board Resolution No. 2011-08: Approved Board Resolution on Re-Titling of the TR for TQ Levels I and II to Trainers Methodology Level I and Trainers Methodology Level II respectively. 7.3 TESDA Circular No. 2 s. 2011: Standard Operational and Administrative Policies in the Implementation of CBT in TTIs 7.4 TESDA Circular No. 61, s.2006: Procedural Guidelines for the Computation of Training Per Capita Cost of TTIs Program Offerings

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7.5 7.6 7.7 7.8 7.9 7.10 7.11 7.12

Memorandum No.125 s.2011:Implementation of TM programs Based on Promulgated TRs NTTA-RO Trainers Complementation Scheme NTTA Guidelines for Implementing TM Level I TM Level I Matrix of Requirements per Competency TM Level I Training Venue/Workstation and Requirements TM Level I List of Institutional Methods per Competency Memo No. 192 s. 2011:Monitoring and Evaluation of Workforce Training and Development TESDA Circular No. 11 s. 2011: Approved Board Resolutions Nos. 2011-07 to 08

8.0 Forms 8.1 Participants Profile 8.2 Session Plan Template 8.3 Training Activity Matrix Template 8.4 Progress Chart Template 8.5 Achievement Chart Template 8.6 NTTA Checklist of TM I Program Requirements 8.7 Training Need Analysis Form 8.8 Trainees Record Book (Sample) 8.9 Program Evaluation Questionnaire 8.10 Sample Memo Request for Service of Facilitator 8.11 Sample Memo Request for Participant 8.12 Sample Memo Request for Participants Replacement 8.13 Confirmation Feedback Form 8.14 TM Program Monitoring Report 8.15 Format of TOR 8.16 NTTA Advisory 8.17 Assessment Schedule 8.18 Institutional Evaluation Record Sheet per unit of Competency 8.19 Guidelines in Using the Computer-Based Assessment 8.20 Computer-Based Assessment Slip 8.21 Result of Program Evaluation 8.22 Closing Program 8.23 Directory of Participants 8.24 Certificate of Achievement 8.25 Certificate of Training 8.26 TDI Program Evaluation Questionnaire

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