cbt procedures manual

QUALITY PROCEDUREDocument No.

NTTA Procedures Rev. No.

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Conduct of TM Level I ProgramIssued By:

NTTADate:04/03/2012

1.0Purpose 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.

2.0Scope The procedures include the planning, preparation, implementation, monitoring and evaluation of CBT delivery for TM Level I training programs in the TTIs.

3.0Definition of Terms 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 trainee’s 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 individual’s 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



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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 trainee’s 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, trainer’s resource area.

Training Needs Assessment (TNA) – refers to the process of identifying the trainee’s 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.

4.0Responsibilities

Head of Operating Unit

Vocational Instruction Supervisor

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



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Trainer/Facilitator

Program Coordinator

Administrative Support Staff

improvement of the program.

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.



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5.0Procedures

Pre-TrainingResponsibilities Key Steps Interfaces

Head Operating Unit/ Program Coordinator

CoPR WFP NTESDP 2011-2016 TESDA Circular No. 2 s.

2011 TESDA Circular No. 61 s.

2006 Memorandum No. 125 s.

2011 Trainers Database

Program Coordinator

Terms of Reference Trainers Database Memorandum with

Confirmation Feedback Form

Memorandum requesting for replacement of participant

CSW and TESDA Order Training Program

Advisory

Program Coordinator

Memo Request for Facilitators

List of NTTA Facilitators Bureau

Travel Order Traveling Expenses NTTA Database on

Trainers Trained Participants’ Directory Trainers

Complementation Scheme

Facilitator/ Administrative Support

CBT Lay-out of

Workstations Checklist of CBT

Workstation/Equipment NTTA Checklist of

Program Requirements Opening program venue

Prepare TOR

Identify Participants

A

Set –up Venue/ Workstations

A

Identify /Invite Facilitators



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Administrative Support Staff

Catering Services Accommodation Travel Documents of

Facilitators Checklist of program

requirements

Program Coordinator/Facilitators

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

Administrative Support

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 Computer-

Based Assessment Participant’s Profile Trainee’s Characteristics

Form Training Needs Analysis

Form

Reproduce/Package/Upload

CBLMs/Assessment Tools and other

Materials

Prepare Participants’

Handbook

B

Facilitate Administrative Arrangements



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TESDA Order Participant’s 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 (Trainee’s

Characteristics Form; and Training Needs Analysis Form)

Participant’s Handbook Appointment Letter Travel Documents Workstation Assignment

Training Proper

Administrative Support

TESDA Order Registration of

Participants

Facilitators

RPL Forms (Training Needs Analysis Forms and Trainee’s Characteristic)

Pre-Test

Conduct Training

Facilitators’ Orientation

Session

B

Facilitate Registration of

Participants

Facilitate Recognition of Prior Learning

C



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Participant’s Handbook

Program Coordinator/Facilitators/ Administrative Support

Opening Program PTTQF Orientation Participant’s Handbook

Facilitators

Result of Pre-Test Result of RPL Result of Trainee’s

Characteristic/Training Needs

CBLMs Institutional Assessment

Tools Participant’s Handbook Matrix of Requirements Borrowers’ Logbook Program Handbook

Facilitate Opening Program

Assign Trainees to

Work Stations

C

Conduct Orientation of Participants

D



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Facilitators

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

Facilitators/Administrative Support

Record sheet of Assessment

Computer-Based Assessment Slip

Certificate Control Number

Certificates of Achievement

Facilitate Issuance of

Certificates of Achievement

Facilitate/Monitor

Learning/ Training Outputs

D

E

Administer Institutional Competency

Evaluation Tools

E



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Facilitators

Post Test Program Evaluation

Instrument

Program Coordinator/Facilitators/ Administrative Support

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)

Post-Training

Program Coordinator / Administrative Support

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

(Participant’s Handbook, Closing Program)

Photos in action Program

Coordinator/Administrative Support

Terminal Report Action Plan Knowledge Transfer

Follow Up Questionnaire Transmittal Memo to

OCSA Memo No.192 s.2011

Prepare /Submit Program

Documentation

Administer Program

Evaluation

Facilitate Closing Program

Facilitate Submission of Post-Training

Reports



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6.0Procedures Details

6.1 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;

6.4Set-up Venue/Workstations

6.4.1 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;6.4.1.1 TM I Workstations;6.4.1.2 Practical work area; 6.4.1.3 Contextual area;6.4.1.4 Computer area;6.4.1.5 Quality Control area;6.4.1.6 Distance Learning Area;6.4.1.7 Learning Resource Area;6.4.1.8 Trainer’s Resource Area;6.4.1.9 Session Plans;6.4.1.10 Competency Based Learning Materials;6.4.1.11 Progress Chart;6.4.1.12 Achievement Chart;6.4.1.13 Inventory of Training Materials;6.4.1.14 Institutional Competency Assessment Tools;6.4.1.15 Pre-Test/Post Test;6.4.1.16 RPL Materials;6.4.1.17 Questionnaires for Determining Training Characteristics; and6.4.1.18 Trainee’s 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.



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6.5Facilitate 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;

6.5.2 Accommodation in the dormitory shall be on a first-come-first-served basis and shall be following the dormitory house rules;

6.5.3 Prepare travel documents of Facilitators in accordance to the usual government accounting and auditing rules;

6.5.4 For other administrative arrangement, may refer to the NTTA Checklist of Program Requirements.

6.6 Prepare Participant’s Handbook

6.6.1 A Participant’s 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 Participant’s Handbook contains the following:

6.6.1.1 Opening Programme;6.6.1.2 House Rules;6.6.1.3 Dormitory Rules;6.6.1.4 Training Arrangement;6.6.1.5 Facilitators Workstation Assignment;6.6.1.6 Matrix of Requirements per Competency;6.6.1.7 Institutional Assessment per Competency;6.6.1.8 List of Participants;6.6.1.9 Host Teams; and6.6.1.10 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 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;



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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:6.7.4.1 Participant’s Profile Form6.7.4.2 Trainee’s Characteristics Form6.7.4.3 Training Needs Analysis Form

6.8 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.

6.9 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 Participant’s Profile Form to all participants upon having

signed the attendance sheet. The Participant’s Profile Form must be accomplished/returned immediately to the personnel in-charge of registration to claim the training kit;

6.9.3 Provide Training Kit and Programme Handbook.



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6.10 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 Trainee’s 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 participant’s assignment to the different workstations.

6.11 Conduct Orientation of Participants

6.11.1 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 Participant’s 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 Participant’s qualification;6.11.1.6 Program Requirements; 6.11.1.7 Organization of Batch Officers; and6.11.1.8 Evaluation System.

6.12 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:

6.12.1.1 Singing of the National Anthem;6.12.1.2 Opening Prayer;6.12.1.3 Introduction of the Participants 6.12.1.4 Welcome Remarks by the Director of NTTA;6.12.1.5 Opening Message by the Executive Director of OTTI;6.12.1.6 Inspirational Message by the DDG, Field Operations; and6.12.1.7 Photo Opportunity.

6.13 Assign Trainees to Workstations

6.13.1 The initial assignment of participants per workstation shall be based on the results of the Pre-Test, Trainee’s Characteristics



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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 participant’s 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.

6.14 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:6.14.1.1 Morning prayer;6.14.1.2 MILY (Most Important Learning of Yesterday);6.14.1.3 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.

6.15 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:

6.15.1.1 Guide through the participants in the different activity of



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the CBLMs thru constant coaching and advise participants when to take the corresponding institutional assessment;

6.15.1.2 Administer institutional assessment (computer-based), oral and demonstration as the case may be and update the participants performance and progress in the:

6.15.1.2.1 Achievement Chart;6.15.1.2.2 Progress Chart; and6.15.1.2.3 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.

6.1Facilitate 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 Participant’s 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;

6.2Administer Program Evaluation

6.2.1 Prior to the Closing Program, the trainer will administer the following evaluation:6.2.1.1 Post-Test. To be given to all participants. Post Test



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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;

6.3Facilitate Closing Program6.3.1 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.

6.4Prepare/Submit Program Documentation6.4.1 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:6.4.1.1 TOR;6.4.1.2 TESDA Order;6.4.1.3 Enrolment Report;6.4.1.4 Program Evaluation Instrument accomplished by

the participants;



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6.4.1.5 Program Evaluation Report; 6.4.1.6 Participant’s Profile;6.4.1.7 Participants’ Directory;6.4.1.8 Certificates of Achievement/Training

issued;6.4.1.9 Focused Group Discussion (FGD)

Report;6.4.1.10 Opening/Closing Programme;6.4.1.11 Participant’s Handbook; and6.4.1.12 Photos of Program Activities.

6.4.2 The VIS will:6.4.2.1 collect all program evaluation report of each

program completed6.4.2.2 consolidate all reports by sector6.4.2.3 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.

6.5Facilitate Submission of Post – Training Reports6.5.1 Facilitators shall provide the following Forms to every

participant for completion of Post-Training Reports:6.5.1.1 Terminal Report6.5.1.2 Action Plan6.5.1.3 Knowledge Transfer Follow-Up

Questionnaire6.5.2 Facilitators shall advise participants to officially

submit/furnish copy of the abovementioned reports to NTTA, TDI and OCSA with corresponding Transmittal Memo.

7.0References

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



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respectively.7.3 TESDA Circular No. 2 s. 2011: Standard Operational and

Administrative Policies in the Implementation of CBT in TTIs7.4 TESDA Circular No. 61, s.2006: Procedural Guidelines for the

Computation of Training Per Capita Cost of TTIs Program Offerings

7.5 Memorandum No.125 s.2011:Implementation of TM programs Based on Promulgated TRs

7.6 NTTA-RO Trainers Complementation Scheme7.7 NTTA Guidelines for Implementing TM Level I7.8 TM Level I Matrix of Requirements per Competency7.9 TM Level I Training Venue/Workstation and Requirements 7.10 TM Level I List of Institutional Methods per Competency7.11 Memo No. 192 s. 2011:Monitoring and Evaluation of Workforce

Training and Development7.12 TESDA Circular No. 11 s. 2011: Approved Board Resolutions Nos.

2011-07 to 08

8.0Forms8.1Participant’s Profile 8.2Session Plan Template8.3Training Activity Matrix Template8.4Progress Chart Template8.5Achievement Chart Template8.6NTTA Checklist of TM I Program Requirements8.7Training Need Analysis Form8.8Trainees Record Book (Sample)8.9Program Evaluation Questionnaire8.10 Sample Memo Request for Service of Facilitator8.11 Sample Memo Request for Participant8.12 Sample Memo Request for Participant’s Replacement8.13 Confirmation Feedback Form8.14 TM Program Monitoring Report8.15 Format of TOR8.16 NTTA Advisory8.17 Assessment Schedule8.18 Institutional Evaluation Record Sheet per unit of Competency8.19 Guidelines in Using the Computer-Based Assessment8.20 Computer-Based Assessment Slip8.21 Result of Program Evaluation8.22 Closing Program8.23 Directory of Participants8.24 Certificate of Achievement8.25 Certificate of Training



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8.26 TDI Program Evaluation Questionnaire