Student Portal
Welcome to INTRAK
This is your complete guide to using INTRAK as a student — from submitting your first document to viewing your final evaluation.
What you can do in INTRAK
Submit Documents
Upload and track all required internship documents by phase.
Apply to Companies
Browse partner companies and submit your placement application.
Log Attendance
Record your daily internship hours and track verification.
View Evaluations
See performance ratings and comments from your supervisor.
Messages
Communicate with your instructor and coordinator about your partnership.
Announcements
Read program-wide announcements from your coordinator.
Your internship journey
Follow these major phases in order to complete your OJT successfully.
1
Log in and complete your profile under Settings
2
Submit required pre-deployment documents under Documents
3
Browse companies and submit your placement application
4
Wait for application approval from your instructor or coordinator
5
Begin logging attendance once assigned to a company and supervisor
6
Submit remaining required documents throughout the internship
7
View your performance evaluation submitted by your industry partner
Attendance and evaluation modules only become available after you are assigned to a company and supervisor.
Authentication
Login & Access
How to log in, recover your password, and verify your email.
How to log in
1
Open the official INTRAK system URL
2
Enter your registered email and password
3
If 2FA is enabled, enter the one-time code sent to your email or use a backup code
4
You will be redirected to your Student Dashboard
Forgot your password?
1
Go to /forgot-password
2
Enter your registered email address and submit
3
Check your inbox for the reset link
4
Click the link and set a new password on /reset-password
If you do not receive the reset email, check your spam/junk folder and try resending. Contact your instructor if the issue persists.
Module Guide
Your Dashboard
Your personal overview of internship progress, document status, and recent updates.
What you'll find on the Dashboard
Progress Summary
See your current internship stage and overall completion indicators at a glance.
Document Status
Quick view of pending, approved, and rejected documents requiring your action.
Company Context
View your assigned company and supervisor once placement is confirmed.
Announcements
Read the latest announcements posted by your coordinator.
The dashboard is your starting point each session — check it first for any pending actions or new announcements.
Module Guide
Documents & Requirements
Upload, track, and resubmit your internship documents through the review cycle.
Submitting a document
1
Go to /student/documents and view your requirement checklist
2
Click the document you need to submit and choose upload file or fill form
3
Attach your file (verify type and size meet policy) and submit
4
Status changes to PENDING — your reviewer has been notified
Document statuses explained
PENDING— submitted, awaiting review
APPROVED— accepted, no action needed
REJECTED— not accepted, read the remarks
RESUBMISSION_REQUESTED— correct and resubmit
Resubmitting a document
1
Open the document with REJECTED or RESUBMISSION_REQUESTED status
2
Read the reviewer's remarks carefully
3
Correct your document based on the feedback
4
Upload the corrected version and resubmit
Dynamic Document Forms
Some documents require filling out a structured online form instead of uploading a file.
1
Navigate to /student/documents/form/:type for form-based documents
2
Fill in all required fields in the structured form
3
Preview the generated document before finalizing
4
Submit directly — it enters the same review workflow
Module Guide
Document Templates
Download official templates published by your coordinator or instructor to use when preparing your documents.
How to use Templates
1
Go to /student/templates
2
Browse the available templates published by authorized personnel
3
Download the template file for the document you need to prepare
4
Fill in the template, then upload the completed version under Documents
Always use the latest template version available. Using outdated templates may result in rejection.
Module Guide
Company Applications
Browse available partner companies and submit your placement application.
Applying to a company
1
Go to /student/companies and browse available partners
2
Review company details, internship slots, and requirements
3
Click Apply and confirm your application submission
4
Monitor your application status from the same page
Application statuses
PENDING— awaiting review
APPROVED— placement confirmed
REJECTED— not approved
WITHDRAWN— cancelled by you
If your preferred company is not listed, use the Partnership Assistance module to propose it.
Module Guide
Partnership Assistance
Propose a company that is not yet listed as a partner. Your proposal goes through instructor and coordinator review.
Submitting a partnership proposal
1
Go to /student/partnership-assistance
2
Fill in the company proposal details
3
Upload supporting attachments (e.g., company profile, MOA)
4
Submit — status becomes SUBMITTED_TO_INSTRUCTOR
5
Monitor proposal progress and respond to any instructor messages
Proposal status flow
SUBMITTED_TO_INSTRUCTOR
RETURNED_BY_INSTRUCTOR— correct and resubmit
REJECTED_BY_INSTRUCTOR
FORWARDED_TO_COORDINATOR
UNDER_COORDINATOR_REVIEW
PENDING_EXTERNAL_APPROVAL
APPROVED
REJECTED
Module Guide
Logging Attendance
Record your daily internship hours via QR code or manual entry, and track verification by your industry partner supervisor.
Attendance is only available after you have been assigned to a company and supervisor. If the module is unavailable, check your application status.
Method 1 — QR Code Verification
The fastest way to log attendance. Your supervisor scans or enters the token for instant verification.
1
Go to /student/attendance and click Generate QR
2
A QR code is displayed along with an expiry timer 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 or enters the code, the system records your time-in or time-out
5
A success message confirms the action — the entry is automatically verified
QR-verified entries are approved instantly with no further action required from your supervisor.
Method 2 — Manual Entry
Use manual entry when QR scanning is not available. These entries require supervisor approval.
1
Go to /student/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
Entry status becomes PENDING — your supervisor must approve or reject it
Manual entries are not counted toward your total hours until your supervisor approves them.
Attendance rules and limits
2 Segments per Day
You can log up to two attendance segments per day (e.g., morning and afternoon). The system notifies you if the maximum is reached.
Saturday Attendance
Saturday logging may be available for private companies, depending on the company settings configured by your coordinator.
No-Work Notices
If attendance is logged on a day with a no-work notice, the system will inform you accordingly.
What you can view
Attendance Logs
Full list of all your logged entries with dates, times, and verification status. Switch between calendar and list views.
Total Hours
Running total of verified hours completed so far toward your required internship hours.
Verification Status
Each entry shows its method (QR or Manual) and status — approved, rejected, or pending.
Export
Export your attendance records when needed for reporting or documentation purposes.
Module Guide
Your Evaluations
View the official performance evaluations submitted by your industry partner supervisor across three standardized forms.
Viewing your evaluation
1
Your industry partner submits your evaluation after sufficient hours are logged
2
You receive a notification when an evaluation has been submitted
3
Go to /student/evaluations to view your ratings and comments
4
Click any form to preview the full evaluation details
5
Download or export the official form document when available
Official Evaluation Forms
Three standardized forms are used to evaluate your internship performance.
Form 11 — Internship Evaluation
8 weighted competency areas rated on a 1–5 scale by your supervisor. Covers technical skills, work quality, initiative, and professional conduct.
Form 18 — Supervisor Feedback
Star-based ratings across key areas: punctuality, knowledge, teamwork, communication, adaptability, and overall performance.
Form 19b — Agency Self-Evaluation
Includes demographic information and multi-criterion ratings. Provides a self-assessment perspective alongside supervisor evaluations.
For each form you can
Preview
View the full evaluation details, ratings, and comments inline before downloading.
Export / Download
Download the official form document for your records or submission to your department.
You cannot edit or dispute evaluations inside INTRAK. If you have concerns, speak directly with your instructor or coordinator.
Module Guide
Partnership Messages
Communicate with your instructor and coordinator about your partnership assistance proposal through a dedicated messaging thread.
Sending and viewing messages
1
Go to /student/messages from the sidebar
2
View the conversation thread related to your partnership proposal
3
Type your message in the input area and click send
4
You can reply to a specific message to create a threaded response
5
Messages auto-update every 3 seconds — no need to refresh the page
Message features
Role Badges
Each message displays a badge showing the sender's role — Student, Instructor, or Coordinator.
Reply Threading
Reply to a specific message to keep discussions organized and contextual.
Auto-Update
The conversation refreshes automatically every 3 seconds so you always see the latest messages.
Messages are specifically for partnership assistance communication. Use this channel to discuss proposal questions, corrections, and status updates with your instructor and coordinator.
Module Guide
Browse Announcements
Read program-wide announcements targeted to all users or specifically to students. Stay informed about important updates and deadlines.
Viewing announcements
1
Go to /student/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
Announcement features
Search
Use the search bar to quickly find announcements by title or content keywords.
View Count
Each announcement tracks how many times it has been viewed across the system.
Expand to Read
Click any announcement row to expand it inline and read the full content without navigating away.
Targeted Audience
Announcements are filtered by audience — you only see those targeted to All users or specifically to Students.
Check announcements regularly for important deadlines, schedule changes, and program updates from your coordinator.
Account
Settings & Preferences
Manage your profile, security, and display preferences.
Available settings
Profile
Update personal details and emergency contacts
Profile Photo
Upload, replace, or remove your avatar
Password
Change your current password with strength guidance
Email Verification
Send or resend verification and check verification status
Two-Factor Authentication
Enable/disable 2FA and manage backup codes
Appearance
Light, dark, or system theme preference
Notification Preferences
Control which notifications you receive and how
Preferences
Language, date, and time format settings
Module Guide
Notifications
Stay informed about document reviews, application updates, and announcements.
What triggers notifications
Document Reviews
When a document is approved, rejected, or resubmission is requested.
Application Updates
When your company application status changes.
Attendance Verified
When your industry partner verifies or rejects an attendance entry.
Evaluations
When a new evaluation is submitted for you.
Announcements
New announcements from your coordinator.
Managing notifications
1
Open the notification panel from the header icon or go to /student/notifications
2
Click a notification to mark it as read and jump to the related module
3
Adjust which notifications you receive under Settings → Notification Preferences
Help
Troubleshooting Guide
Common issues students encounter and how to resolve them.
!
I can't log inDouble-check your email and password
Use /forgot-password to reset your password
Check if your account is still active — ask your instructor
!
I didn't receive a 2FA or verification codeCheck your spam or junk folder
Wait a moment and use the resend option
Confirm your registered email is correct under Settings
!
My document upload is failingVerify the file type and size meet policy requirements
Check if this document type requires a form submission instead
Try on a stable internet connection
!
Attendance module is not availableYou must have an assigned company and supervisor first
Your application must be APPROVED
Ask your coordinator or instructor to check your assignment state
!
A feature or module is not visibleSome modules require specific workflow conditions to be met
Make sure you're logged in as a Student role
Contact your instructor if the issue persists
Escalation path
If you can't resolve an issue, follow this order:
1
Try the troubleshooting steps above first
2
Contact your assigned Instructor
3
Escalate to the Coordinator if unresolved
4
Coordinator escalates to the Admin / Technical Team
When reporting an issue, include: your full name, screenshot of the error, date/time, page URL, and what you expected to happen vs what occurred.