Document Reference No.: Effectivity Date: Revision No.

:
BatStateU-WI-OGC-03 January 3, 2017 00

Work Instruction
Conducting Individual / Routine Interview

1.0 Objective
To have a methodology in gathering basic information, history taking, ensure awareness regarding the
services of the Office of Guidance and Counseling (OGC), establishing a good rapport and encourage
students to visit the guidance

2.0 Scope
This shall apply to all first year college students, transferees and to those college students who are officially
enrolled in OJT (On-the-Job Training) in Batangas State University

3.0 Procedure

PROCESS FLOW RESPONSIBILITY DETAILS

START

Head The Office of the Guidance and

Schedule routine interview Coordinator Counseling (OGC) Head, Coordinator and
Guidance facilitators Facilitators coordinate with the Faculty
and Deans to ensure a systematic
scheduling of sessions to avoid confusion
on the part of the counselor and the
counselee.
New students required to visit their
guidance facilitator during their first year
in the University by setting an
appointment with their guidance
counselor/facilitator.
Students enrolled in On-the-Job Training
(OJT) are also required to visit (after
having their OJT) their guidance
facilitator for briefing, assessment,
evaluation and career counseling.

Guidance facilitators The guidance facilitators conduct

Conduct Individual/ Individual/Routine Interview to newly
Routine Interview enrolled students in the University during
their first academic year. The guidance
facilitator use the Individual Interview
Form (BatStateU-FO-OGC-09) in
conducting the routine interview to gather
basic information, history taking, ensure
awareness regarding the services of the
Office, establishing a good rapport and
encourages students to visit the guidance.
The guidance facilitator also conducts
individual interview to students after their
OJT. The students will be given Post
Individual Interview & Career Counseling
for OJT from (BatStateU-FO-OGC-21).
After the interview, the guidance
facilitator signs the form.
Individual/Routine Interview is conducted
A in the guidance nook.

Page 1 of 3
Approved by the Board of Regents as per Board Resolution No. 481, series of 2016
 Document Reference No.: Effectivity Date: Revision No.:
BatStateU-WI-OGC-03 January 3, 2017 00

Work Instruction
Conducting Individual / Routine Interview

PROCESS FLOW RESPONSIBILITY DETAILS

Guidance facilitators Upon assessing the students

No individual/routine interview, the guidance
Follow-up? BA facilitator may conduct follow-up for
further assessment, monitoring and
assistance, depending also to the
availability of both the counselor and the
Yes counselee.

Guidance facilitators The guidance facilitator conducts follow-

Follow-up Counseling up counseling and/or home visitation
using the Home Visit Form (BatStateU-
FO-OGC-10) (if needed) to know the
status of the student/s. Follow-up
counseling is also for monitoring
purposes. Counseling is conducted in the
guidance nook.

Students After the interview or counseling session,

Documentation Guidance facilitators the student must log in the OGC
Routine/Individual Interview logbook and
OGC Counseling (Follow-up) logbook for
reference purposes.
Guidance facilitators must write the
B remarks and important details of the
session in the Counseling Form
(BatStateU-FO-OGC-14) for reference
purposes.

Students The client/counselee is encouraged to

Evaluation Guidance facilitators answer the Counselors/Facilitators
Evaluation Form (BatStateU-FO-OGC-
13) to evaluate the counselor/facilitators
strengths, weaknesses and competencies
and also help improve the services of the
office.

END

Page 2 of 3
Approved by the Board of Regents as per Board Resolution No. 481, series of 2016
 Document Reference No.: Effectivity Date: Revision No.:
BatStateU-WI-OGC-03 January 3, 2017 00

Work Instruction
Conducting Individual / Routine Interview

4.0 Reference Documents

BatStateU-QM: Quality Manual
BatStateU-PM-01: Control of Documents and Records
OGC Policies and Procedures
BatStateU-FO-OGC-09: Individual Interview Form
BatStateU-FO-OGC-10: Home Visit Form
BatStateU-FO-OGC-13: Counselors/Facilitators Evaluation Form
BatStateU-FO-OGC-14: Counseling Form
BatStateU-FO-OGC-21: Post Individual Interview & Career Counseling for OJT Form

Prepared by: Asst. Prof. Renan T. Mallari, RGC

Date: May 20, 2016

Reviewed by: Dr. Lucille D. Evangelista Approved by: Dr. Cynthia Q. Manalo
Date: May 25, 2016 Date: June 3, 2016

Page 3 of 3
Approved by the Board of Regents as per Board Resolution No. 481, series of 2016