INTRAK is the Internship and OJT Tracking and Management System. This manual covers every feature, workflow, and setting available to all five user roles — students, instructors, coordinators, industry partners, and administrators.
What INTRAK Does
Documents
Submit, review, and track required internship documents by phase.
Company Placement
Browse, apply, and track student placement at partner companies.
Attendance
Log and verify daily attendance with total hours tracking.
Evaluations
Partners submit evaluations; students view their performance results.
Reports
Compliance and operational reporting at instructor and coordinator level.
Notifications
Role-based alerts for all workflow actions and announcements.
Authentication
Access & Login
All users access INTRAK through the same login page. The system automatically routes you to the correct portal based on your assigned role.
Login Process
1
Open the official INTRAK system URL in your browser
2
Enter your registered email address and password
3
If Two-Factor Authentication is enabled, enter the one-time code sent to your email, or use a backup code
4
The system redirects you to your role-specific dashboard automatically
Public Authentication Routes
/login
/forgot-password
/reset-password
/verify-email
Password Recovery
1
Go to /forgot-password and submit your registered email
2
Check your inbox (including spam folder) for the reset link
3
Follow the link to /reset-password and set a new password
If you do not receive the reset email after a few minutes, check your spam folder, then contact your instructor or admin.
Interface
Navigation & Interface
All role portals share the same layout pattern — a sidebar navigation, header shortcuts, and a responsive main content area.
Common Interface Elements
Sidebar Navigation
Role-specific module links organized into groups. Highlights the active section.
Header
Notifications icon with unread indicator, profile/settings access, and logout.
Notification Panel
Slide-out panel with all system and workflow alerts. Click to jump to related module.
Theme Toggle
Light, dark, or system mode — configured under Settings → Appearance.
Session Protection
Automatic logout after inactivity. Role-based route guards prevent unauthorized access.
Maintenance Mode
When enabled by Admin, non-admin users see a maintenance page instead of the portal.
Permissions
Role Access Matrix
INTRAK has five user roles. Each role has a dedicated base path and a specific set of modules accessible to that role only.
After placement, students log attendance and industry partners verify hours and submit evaluations.
1
Student logs attendance entry (manual entry or QR-supported method)
Student
2
Industry Partner reviews and verifies or rejects the attendance entry
Industry Partner
3
Industry Partner submits a structured performance evaluation with ratings and comments
Industry Partner
4
Student views evaluation results in their Evaluations module
Student
Attendance and Evaluation modules are only accessible after a student has an approved placement with a company and supervisor assigned.
Portal Guide
Student Portal
Student
Submit documents, apply to companies, log attendance, and view your evaluations.
Base path: /student · 11 modules available
The Student Portal is your primary workspace throughout the internship program. Every document you submit, every application you make, and every attendance entry you log is managed here.
Dashboard
Your dashboard gives you an instant overview of where you are in the internship program. Path:/student/dashboard
Progress Summary
See your current internship stage and overall completion indicators.
Document Status
Quick view of pending, approved, and rejected documents needing action.
Company Context
Your assigned company and supervisor once placement is confirmed.
Announcements
Latest announcements published by your coordinator.
Check your dashboard at the start of every session. Pending document actions and new announcements appear here first.
Documents
The Documents module is where you submit all required internship requirements. Path:/student/documents
Submitting a Document
1
Go to /student/documents and view your requirement checklist by phase
2
Click the document item you need to submit
3
Upload a file (verify type and size) or fill out the structured form if required
4
Submit — status changes to PENDING and your reviewer is notified
Document Statuses
PENDING— submitted, awaiting review
APPROVED— accepted, no action needed
REJECTED— read remarks and correct
RESUBMISSION_REQUESTED— correction required
Dynamic Document Forms
Some documents require filling an online form instead of uploading a file. Navigate to /student/documents/form/:type, fill in all fields, preview the generated document, then submit directly into the review workflow.
Templates
Path:/student/templates Download official document templates published by authorized personnel. Always use the latest template version — using outdated templates may result in document rejection. Download the template, fill it in, then upload the completed file under Documents.
Companies
Browse and apply to available partner companies for your internship placement. Path:/student/companies
1
Browse available partner companies and review details and available slots
2
Click Apply on your preferred company and confirm
3
Monitor your application status from the same page
Application Statuses
PENDING— awaiting review
APPROVED— placement confirmed
REJECTED
WITHDRAWN— cancelled by you
If your preferred company is not listed, use Partnership Assistance to propose it before applying.
Partnership Assistance
Propose a company that is not yet listed as a partner. Your proposal will go through instructor and coordinator review. Path:/student/partnership-assistance
1
Fill in the company proposal details and upload supporting documents (e.g., company profile, MOA)
2
Submit — status becomes SUBMITTED_TO_INSTRUCTOR
3
Monitor progress in the proposal timeline and respond to instructor messages
4
Once approved by coordinator, the company may be added to the partner list
Attendance
Log your daily internship attendance and track your total verified hours. Path:/student/attendance
This module is only available after you have been assigned to a company and supervisor. Check your application status if attendance is unavailable.
Method 1 — QR Code
1
Go to Attendance from the sidebar and click Generate QR
2
A QR code is displayed along with an expiry time and a token code
3
Show the QR code to your supervisor to scan, or give them the token for manual entry
4
Once your supervisor scans/enters the code, the system records your time-in or time-out
Method 2 — Manual Entry
1
Go to Attendance and click Manual
2
Optionally add remarks explaining the manual entry
3
Submit — the system determines whether this is a time-in or time-out based on your existing logs
4
Manual entries go to your supervisor for verification (approve/reject)
Viewing Your Attendance
Switch between calendar view and list view to review your logs. Each entry shows: date, time-in, time-out, verification method (QR/Manual), and status. Track your total completed hours and export records when needed. You can log up to two attendance segments per day (e.g., morning and afternoon). Saturday attendance may be available for private companies based on company settings.
Evaluations
View the performance evaluation submitted by your industry partner supervisor. Path:/student/evaluations You will receive a notification when a new evaluation is submitted. Evaluations include criteria ratings and qualitative comments. You cannot edit evaluations — contact your instructor or coordinator if you have concerns.
Announcements
Browse program announcements targeted to your role. Path:/student/announcements
1
Go to Announcements from the sidebar
2
Browse announcements targeted to All or Students
3
Click an announcement to expand and read the full content
4
Use the search bar to find specific announcements by keyword
Messages
Messaging is used for partnership assistance communication with your instructor and coordinator. Path:/student/messages
1
Go to Messages from the sidebar
2
View the conversation thread related to your partnership proposal
3
Type a message and send — you can reply to specific messages
4
Messages update automatically (polling every 3 seconds)
Role badges (Student / Instructor / Coordinator) appear on each message so you always know who sent it.
Student Settings
Path:/student/settings
Profile
Update personal details and emergency contacts
Profile Photo
Upload, replace, or remove your avatar
Password
Change your password with strength guidance
Email Verification
Send or resend verification and check status
Two-Factor Authentication
Enable/disable 2FA and manage backup codes
Appearance
Light, dark, or system theme preference
Notification Preferences
Control notification channels and types
Preferences
Language, date, and time format settings
Portal Guide
Instructor Portal
Instructor
Review documents, manage applications and proposals, and monitor your assigned students.
Base path: /instructor · 9 modules available
As an instructor, you are the first reviewer in the document compliance and company proposal workflows. You are responsible for your assigned students' progress and placement readiness.
Students
Path:/instructor/students View profiles, activity timelines, document completion rates, and placement information for all students assigned to you. Use this view to monitor progress and identify students who need follow-up.
Adding a Single Student
1
Click Add Student
2
Fill in the required fields: Student Number (format: 22-UR-0592), Name, Email, Year, Phone, and Program (fixed to BS Computer Engineering)
3
Click submit — a temporary password is generated and emailed to the student
Bulk Adding Students via CSV
1
Click Bulk Add
2
Click Download Template to get the CSV format
3
Open the template — it has these columns: studentNumber, name, email, year, phone
4
Fill in your student data (one row per student). Student number format: 22-UR-0592
5
Upload the completed CSV file (or paste the CSV text)
6
Click Preview to review the parsed data and verify entries
7
Click Add Students to create all accounts at once — each student receives an email with their temporary password
The CSV template columns are: studentNumber, name, email, year, phone. Student numbers must follow the format 22-UR-0592 (year-campus-sequence).
Student Documents
Path:/instructor/documents Review all document submissions from your assigned students. For every submission you can Approve, Reject, or Request Resubmission. Always include clear, actionable remarks when rejecting or requesting resubmission so students know exactly what to correct.
1
Open a PENDING document submission from your student list
2
Review the uploaded file or form content
3
Choose Approve, Reject, or Request Resubmission and add a remark
4
Submit your decision — the student is notified automatically
Document Checklist
Path:/instructor/checklist The Document Checklist gives you a per-student overview of all required PSU forms and their completion status across all deployment phases.
1
Go to the Checklist tab from the sidebar
2
View a list of your assigned students, each showing a progress bar (percentage of required documents approved)
3
Expand a student to see individual document rows organized by phase: Pre-deployment, Upon-approval, Post-OJT
4
Each document row shows its current status: Pending / Submitted / Approved / Rejected
5
Use Search to find a student quickly, or Filters to show only specific statuses or document categories
Company Applications
Path:/instructor/applications Review company placement applications submitted by your assigned students. Approve or reject based on eligibility and pre-deployment document completion. Once approved, the student gains access to Attendance and Evaluation modules.
Before approving a placement, ensure the student has completed all required pre-deployment documents.
Company Proposals
Path:/instructor/company-proposals You are the first reviewer for non-listed company proposals. You have three actions available:
Return for Correction
Send back to the student with remarks. Status becomes RETURNED_BY_INSTRUCTOR.
Reject
Reject the proposal outright. Status becomes REJECTED_BY_INSTRUCTOR.
Forward to Coordinator
Approve for coordinator final review. Status becomes FORWARDED_TO_COORDINATOR.
Announcements
Path:/instructor/announcements Browse announcements targeted to All or Instructors.
1
Go to Announcements from the sidebar
2
Expand an announcement to read the full content
3
Search for specific announcements using the search bar
Messages
Path:/instructor/messages Used for partnership assistance communication with students.
1
Go to Messages from the sidebar — a list of conversations appears (one per student with an active partnership proposal)
2
Click a student's conversation to open the thread
3
Type a message and send — the thread shows messages from all participants (Student, Instructor, Coordinator) with role badges
4
Conversations auto-update (polling every 12 seconds for the list, every 3 seconds for the active thread)
Unread conversations are visually marked. Selecting a conversation automatically marks it as read.
Reports
Path:/instructor/reports Generate monitoring and compliance reports for your assigned students. Available reports include attendance summaries, document completion rates, and placement status overviews. Export is available where enabled in the UI.
Portal Guide
Coordinator Portal
Coordinator
Program-wide oversight — students, companies, proposals, announcements, and reporting.
Base path: /coordinator · 9 modules available
Coordinators have the highest level of program oversight. You make final decisions on proposals, manage the partner company list, publish announcements, and generate program-wide reports.
Students
Path:/coordinator/students Monitor all students enrolled in the program — not limited to a single instructor's assignment. You can assign or reassign instructors to students, track document compliance, and identify students needing intervention.
Assigning an Instructor
1
Find the student in the list and click Assign
2
Select an instructor from the dropdown and confirm
Quick Assign All (Batch)
1
Click Quick Assign All at the top — this selects all currently unassigned students
2
Choose an instructor in the mass-assign modal and confirm
Viewing Student Details
1
Click the view (eye) icon on a student to open the details panel
2
View student profile, Company Assignment (select a company and click Save Changes), and Partnership Documents
Companies
Path:/coordinator/companies Manage the partner company records visible to students for placement applications. Track internship slot capacity and current assignments per company.
Adding a Company
1
Click Add Company
2
Fill in company details: name, address, contact person, email, phone, company type (Public/Private), working days, maximum slots
3
Optionally link to an approved company proposal
4
Submit
Editing a Company
1
Click Edit on a company card
2
Update the fields as needed and save changes
Creating a Supervisor Account
1
On a company card, click Create Supervisor Account
2
Fill in the supervisor's details (name, email)
3
Submit — the supervisor receives an email with their temporary password
4
A success confirmation shows the account was created
Deleting a Company
1
Click Delete on a company card
2
Type the company name to confirm deletion
3
Confirm — this action is irreversible
Deleting a company requires typing the exact company name to prevent accidental removal. Ensure no students are currently assigned before deleting.
MOA Management
Path:/coordinator/companies (MOA actions on company cards) Manage Memorandums of Agreement (MOA) for partner companies.
Uploading a MOA
1
Click the MOA action on a company card
2
Fill in: title, description, select the student and company
3
Upload the MOA file and submit
Reviewing a MOA
1
View all MOAs for a company
2
Preview — opens the document for inline viewing or download
3
Approve or Reject the MOA (with reasons for rejection)
4
Download the MOA file for local storage or printing
Company Proposals
Path:/coordinator/company-proposals You make the final decision on all company proposals forwarded by instructors. Proposals appear in your queue only after an instructor has reviewed and forwarded them.
Approve
Accept the company. May be added to the partner list for future student applications.
Pending External Approval
Mark as awaiting additional institutional or external sign-off before final decision.
Reject
Reject with remarks explaining the decision to the student and instructor.
Announcements
Path:/coordinator/announcements Create, publish, and manage program announcements targeted to specific user groups. Pinned announcements appear prominently on student and instructor dashboards.
1
Click Create and write the announcement title and body
2
Select the target audience: All, Students, Coordinators, Instructors, or Partners
3
Choose the type: Info, Warning, Success, or Urgent
4
Optionally pin the announcement for prominent display, then publish
Managing Announcements
Edit
Update an existing announcement's title, content, audience, or type.
Delete
Remove an announcement permanently.
Stats
View total announcements, pinned count, this week's count, and average views.
Messages
Path:/coordinator/messages Same as the Instructor messaging flow — used for partnership assistance conversations.
1
View the list of student conversations
2
Click a conversation to open the thread
3
Send messages and reply to students/instructors
4
Conversations auto-update and mark as read when selected
Reports
Path:/coordinator/reports Generate program-wide operational reports including total placements, pending document counts, compliance rates, and aggregate attendance data. Export to available formats for institutional submission and administration.
Portal Guide
Industry Partner Portal
Industry Partner
Verify intern attendance and submit structured performance evaluations.
Base path: /industry-partner · 6 modules available
As an industry partner, you supervise interns from the institution at your company. Your primary responsibilities are verifying their daily attendance and submitting performance evaluations.
Interns are assigned to you by the institution's coordinator. You will only see the interns under your direct supervision. Contact the coordinator if an expected intern does not appear in your portal.
Attendance Verification — Logs Tab
Path:/industry-partner/attendance The Attendance module has three tabs: Logs, Scanner, and No-Work. The Logs tab is for reviewing and verifying daily attendance entries submitted by your interns.
1
Go to Attendance — the Logs tab shows pending attendance entries grouped by student and date
2
For each entry: Approve (confirm the student was present, add optional remarks) or Reject (add required remarks explaining why)
3
View approved attendance with per-student summaries
4
Drill down by date to see up to two time segments per day (e.g., morning and afternoon)
Please verify attendance entries promptly and accurately. Delayed verification prevents interns from tracking their progress.
Attendance — Scanner Tab
Path:/industry-partner/attendance (Scanner tab) Use the Scanner tab to verify student attendance via QR code or manual token entry.
1
Switch to the Scanner tab
2
Use your device's camera to scan the student's QR code
3
Alternatively, enter the student's token code manually in the text field
4
The system verifies and records the attendance automatically
QR codes have a limited validity window. If a student's QR has expired, ask them to generate a new one or use the manual token entry instead.
Attendance — No-Work Tab
Path:/industry-partner/attendance (No-Work tab) Review and act on no-work notices submitted by students for days when they could not report to the office.
1
Switch to the No-Work tab
2
View no-work notices submitted by students
3
Approve or Reject each notice
Evaluations
Path:/industry-partner/evaluations Submit structured performance evaluations for your assigned interns. The module has three tabs for three official evaluation forms.
Form 11 — Internship Evaluation
1
Go to Evaluations and view the list of your assigned interns
2
Click Start Evaluation on a student
3
Rate the student on 8 weighted competencies using a 1–5 scale
4
Check any applicable termination checkboxes (if relevant)
5
Add overall comments and click Submit
6
After submission, you can Export the official form
Form 18 — Supervisor Feedback
1
Switch to the Form 18 tab and select a student
2
Rate with star ratings on the following criteria:
Punctuality
Knowledge
Teamwork
Task Performance
Policy Compliance
Conduct
Traits
3
Add comments, then save or submit
4
Export when complete
Form 19b — Agency Self-Evaluation
1
Switch to the Form 19b tab
2
Fill in demographic fields (agency information)
3
Rate on multiple criteria (multi-criterion evaluation)
4
Submit and Export when complete
Your comments are the most valuable part of the evaluation for the intern's development. Be specific about both strengths and areas for improvement.
Portal Guide
Admin Portal
Admin
Platform-level controls: users, companies, system settings, and maintenance mode.
Base path: /admin · 5 modules available
Administrators manage the platform infrastructure. Admin actions often affect all users — proceed carefully, especially for user deletion and maintenance mode.
Many admin actions are irreversible. Deleting users may remove associated records. Enabling maintenance mode immediately locks out all non-admin users.
User Management
Path:/admin/users Create, update, deactivate, and remove user accounts for all five roles. When creating a user, assign the appropriate role — the user will be redirected to the correct portal upon login.
Adding a New User
1
Click Add User
2
Select the Role (Student, Instructor, Coordinator, Industry Partner, Admin)
3
Fill in Name and Email
4
If the role is Student, additional fields appear: Student Number (format: 22-UR-0592), Year, and Program (Computer Engineering — pre-filled)
5
Submit — a temporary password is generated and emailed to the new user
Click the Export button to download a file containing user data. This is useful for record keeping and institutional reporting.
Deleting a User
1
Click Delete on a user row
2
Confirm deletion
Prefer deactivating over deleting users. Deactivation suspends access without removing any associated data or records.
Company Management
Path:/admin/companies Maintain the master company database. Companies added here become available for student placement applications.
Adding a Company
1
Click Add Company
2
Fill in: name, address, contact person, contact email, contact number, company type (Public/Private), working days
3
Submit
Filtering Companies
Filter by status: Active (has assigned students) or Inactive (no current assignments). Use search to find specific company records.
Admin Settings
Path:/admin/settings
System Configuration
Platform-level settings affecting all users and modules
Maintenance Mode
When enabled, non-admin users see a maintenance page — disable promptly after work
Export Settings
Export current admin configuration to a backup file
Import Settings
Restore or apply a previously exported configuration file
NAS / Storage Options
Manage infrastructure storage options where configured
Reference
Status Definitions
All statuses used across documents, company applications, and partnership proposals in INTRAK.
Document Status
PENDING— submitted, awaiting reviewer action
APPROVED— accepted
REJECTED— not accepted, read remarks
RESUBMISSION_REQUESTED— correction required before approval
Company Application Status
PENDING
APPROVED
REJECTED
WITHDRAWN— cancelled by the student
Company Proposal Status
SUBMITTED_TO_INSTRUCTOR— student submitted
RETURNED_BY_INSTRUCTOR— sent back for correction
REJECTED_BY_INSTRUCTOR
FORWARDED_TO_COORDINATOR
UNDER_COORDINATOR_REVIEW
PENDING_EXTERNAL_APPROVAL
APPROVED
REJECTED
Attendance
Verification methods: QR and Manual. Up to two segments per day (e.g., morning and afternoon shifts). Manual entries require supervisor verification (approve/reject). QR-verified entries are recorded automatically upon scan. Saturday attendance is configurable based on company settings (private companies).
Evaluations
Three official forms: Form 11 (Internship Evaluation), Form 18 (Supervisor Feedback), Form 19b (Agency Self-Evaluation). Only the Industry Partner (supervisor) can submit evaluations. Students can view and export evaluations after submission. Evaluations require an assigned company and supervisor.
Document Completeness Requirement
The system enforces a document completeness check before a student can be approved for company placement or assigned to a company. If any of the following pre-deployment documents are not yet approved, the system will block the action and display which documents are still missing.
Required Pre-Deployment Document
Application for Internship
Medical Certificate
Certification of Units
Internship Resume
Consent Form
Endorsement Letter (single or multi)
Internship Release
Record File
This ensures that no student is released for OJT with incomplete requirements, preventing bias or oversight in the approval process.
Account Security
Security & Account Settings
INTRAK uses a multi-layer security model to protect user accounts and ensure role-based access control.
Role-based Route Protection
All portal routes are guarded — unauthorized users are redirected to login. Access and refresh token session model.
Two-Factor Authentication (2FA)
Enable/disable from account settings. Login challenge with one-time email code. Backup code generation and regeneration supported.
Email Verification
Verify your account email via token workflow. Check and manage verification status from account settings.
Profile Photo Management
Upload, replace, or remove your photo. Changes reflect across all portal header and profile panels.
Help
Troubleshooting Guide
Common issues encountered by all user roles, with step-by-step resolution guidance.
!
Cannot log in
Confirm you are entering the correct email and password
Check if your account is still active — contact your instructor or admin if unsure
Use /forgot-password to reset your password
!
Did not receive a verification or 2FA code
Check your spam or junk mail folder
Wait a moment and use the resend option
Confirm your registered email address is correct under Settings
!
Document upload or submission fails
Verify the file type and size meet the policy requirements
Check if this document type requires form-based submission instead of file upload
Try again on a stable internet connection
!
Attendance module is not available
You must have an approved placement with a company and supervisor assigned
Check your company application status — it must be APPROVED
Ask your coordinator or instructor to confirm your assignment state
!
A feature or module is not visible
Some modules are role-based and only appear for specific roles
Some modules have conditions — check your current workflow status
Verify you are logged in with the correct account and role
!
Instructor: cannot see a student's documents
Confirm the student is assigned to you under the Students module
Contact your coordinator to verify the assignment is correct
!
Industry Partner: cannot see assigned interns
Interns are assigned by the institution coordinator — contact them to verify
Confirm your account is active and you are logged in to the correct portal
!
QR code not scanning
Ensure the QR code has not expired (check the timer)
Make sure the camera has permission to access in your browser
Try using the manual token entry as an alternative
Help & Escalation
Support & Escalation
When you need help resolving an issue that cannot be solved through self-service troubleshooting, follow the escalation path below.
Escalation Path
S
Student
→
I
Instructor
→
C
Coordinator
→
A
Admin / Tech Team
What to Include in a Support Request
1
Your full name and role
2
Screenshot or screen recording of the issue
3
Date and time the issue occurred
4
The module and full page URL where the issue occurred
5
What you expected to happen versus what actually occurred
The more detail you provide, the faster the issue can be diagnosed and resolved. Screenshots that clearly show the error message or unexpected behavior are especially helpful.
INTRAK User Manual · Version 2.0 · Manual 2026.04 Internship & OJT Tracking and Management System