Human Resource and Development Office

Report
UNIVERSITY OF THE PHILIPPINES
Human Resources Development Office
HUMAN RESOURCES
RECRUITMENT DIVISION
source: batoots
UNIVERSITY OF THE PHILIPPINES
Human Resources Development Office
CSC & University Rules
on Appointments
Human Resources Recruitment Division
UNIVERSITY OF THE PHILIPPINES
Human Resources Development Office
GENERAL POLICIES ON
APPOINTMENTS

All appointment in the career service
shall only be made according to merit
and fitness.
Merit and Fitness Principle
 Opportunity for government employment shall be open to all
qualified citizens;
 Positive effort shall be exerted to attract the best qualified to
enter the service; and
 Employees shall be selected on the basis of merit and fitness
to perform the duties and assume the responsibilities of the
position.
UNIVERSITY OF THE PHILIPPINES
Human Resources Development Office
GENERAL POLICIES ON
APPOINTMENTS

Any action denoting the movement or progress
of personnel in the civil service shall be known
as personnel action such as promotion, transfer,
reinstatement,
reemployment,
detail,
reassignment, secondment, demotion and job
rotation.
DELEGATION OF AUTHORITY ON APPOINTMENTS
APPROVING AUTHORITY
College Dean
Vie-Chancellor for
Administration
ADMIN
REPS
FACULTY
-
-
Instructor 1-7 (Original) (AO CAS-11-061)
Lecturer 1 without failing mark
Salary Grades 1
to 17
Salary Grades 1
to 16 (except
contractual)
Vice-Chancellor for Academic
Affairs
Office of the Chancellor
Salary Grades 18
to 24
Board of Regents
Salary Grades 25
and above
(except renewal
of appointment)
-
Instructor 1-7 (renewal)
Instructor 1-7 with failing mark
Lecturer 1 with failing mark
Lecturer 2
Salary Grades 18 Assistant Professor 1 to 7
to 24
(SG 18,19,20 and 21)
Associate Professor 1 to 7
(SG 22,23,24 and 25)
Promotion/Automatic Promotion up to
Asso Prof
Senior Lecturer
Professorial Lecturer
Teaching Associate/Teaching Fellow
Visiting Professor
Professor level (SG 26 and above)
Tenure
Extension of services beyond retirement
age of 65
RBTR
UNIVERSITY OF THE PHILIPPINES
Human Resources Development Office
FOR PROCESSING OF FACULTY
APPOINTMENT & BASIC PAPER
UNIVERSITY OF THE PHILIPPINES
Human Resources Development Office
A. ORIGINAL












Fully Accomplished Basic Paper (HRDO B-1), (1 copy)
Curriculum Vitae (CV) with 1 ½ x 1 ½ picture (2 copies)
Justification
Transcript of Records (Original)
Diploma (Certified Photocopy)
NBI Clearance
Marriage Contract (NSO Authenticated), if married
Birth Certificate (NSO Authenticated)
Medical Certificate with documentary stamp (1 copy)*
Mandatory drug test results ( CSC MC No. 13,2010)
Oath of Office with documentary stamp (3 copies)
Statement of Assets and Liabilities (3 copies)
UNIVERSITY OF THE PHILIPPINES
Human Resources Development Office
A. ORIGINAL
A.1 For Foreigners:
 Fully Accomplished Basic Paper (HRDO B-1), (1 copy)
 Curriculum Vitae (CV) with 1 ½ x 1 ½ picture (2
copies)
Justification
Transcript of Records (Original)
 Working Visa
 Employment Permit from DOLE
 MOA/Terms of Reference indicating Host Professor
A. 2 For Teaching Associate/Teaching Fellow
 Fully Accomplished Basic Paper (HRDO B-1), (1 copy)
 Curriculum Vitae (CV) with 1 ½ x 1 ½ picture (2
copies)
 Justification
 Photocopy of grades for previous semester
 Photocopy of Form 5
UNIVERSITY OF THE PHILIPPINES
Human Resources Development Office
A.3 Additional requirements for Transferees from other
Government Agency
 Approved Transfer from former office/agency
 Clearance from former Office
 Certification of leave credits from former Office
 Certification of premium deductions
 Service Record
B. TENURE AT PROFESSOR/ASSOCIATE/ASSISTANT/
LEVEL
 Fully accomplished Basic Paper (HRDO B-1), (1 copy)
 Updated CV (to indicate accomplishments and publication in a
refereed journal)
 Justification
 SET Scores (for the last 6 semesters)
 Medical Certificate with documentary stamp
 Proof of publication
UNIVERSITY OF THE PHILIPPINES
Human Resources Development Office
C. REAPPOINTMENT/REEMPLOYMENT/RECLASS







Transcript of Records
Diploma
Certificate of Graduation from OUR
Fully accomplished Basic Paper (HRDO B-1), (1 copy)
Justification
Updated Curriculum Vitae with 1 ½ x 1 ½ picture (1 copy)
SET Scores
D. RENEWAL BEYOND FACULTY TENURE RULE(*) AND
RENEWAL BEYOND UP OR OUT RULE(**)
 Fully Accomplished Basic Paper (HRDO B-1), (1 copy
 Justification
 Certification from Editor when the refereed publication
be released*
 Certification from Thesis Adviser when the
recommendee will finish Master’s degree**
 Updated Curriculum Vitae
 SET Scores (for the last 2 semesters)
UNIVERSITY OF THE PHILIPPINES
Human Resources Development Office
E. EXTENSION OF SERVICE OF LECTURER BEYOND
COMPULSORY RETIREMENT AGE OF 65







Fully Accomplished Basic Paper (HRDO B-1), (1 copy)
with white Basic Paper( New Form –OSU Form)
Updated CV
Justification for the need for services
SET Scores (for the last 2 semesters)
Medical Certificate with documentary stamp (1 copy)
Faculty Development Plan which includes the timetable
and the faculty members being trained to eventually
take over the courses handled by the lecturer
OVPAA Form 3 (Appointment of Non-Regular Faculty
Beyond Age 65 – OVPAA 2011-23 and Memo No.
CAS-11-021)
UNIVERSITY OF THE PHILIPPINES
Human Resources Development Office
F. EXTENSION OF SERVICE OF REGULAR FACULTY MEMBER
BEYOND COMPULSORY RETIREMENT AGE OF 65
 Fully Accomplished Basic Paper (HRDO B-1), (1 copy) with white
Basic Paper( New Form –OSU Form)
 Updated CV
 Justification for the need for services
 SET Scores (for the last 2 semesters)
 Medical Certificate with documentary stamp (1 copy)
 Faculty Development Plan which includes the timetable and the
faculty members being trained to eventually take over the courses
handled by the lecturer
 The 65th birthday of the concerned faculty member occurs within
the semester that his/her appointment is recommended for
extension
 Information or data that he or she is mentoring a graduate student
who is scheduled to complete all doctoral degree requirements
within the semester that his or her appointment is extended
UNIVERSITY OF THE PHILIPPINES
Human Resources Development Office
G. AUTOMATIC PROMOTION/PROMOTION






H.
Fully Accomplished Basic Paper (HRDO B-1), (1 copy
Updated CV
SET Scores (for the last 2 semesters); if no SET, state if
on scholarships/LOA, etc.
Justification
Report for Duty from Fellowship
Transcript of Records and Certification from the
Registrar’s Office/Diploma – PhD or MA/MS
ADDITIONAL ASSIGNMENT (ORIGINAL)
 Fully accomplished Basic Paper (white form)
 Curiculum Vitae
 Justification
UNIVERSITY OF THE PHILIPPINES
Human Resources Development Office
I.
AUTHORITY TO TEACH
 Fully Accomplished Basic Paper (HRDO B-1), (1 copy
 Permission/Endorsement from the mother unit
J. VISITING PROFESSOR/TEACHING FELLOW
 Fully accomplished Basic Paper
 Justification
 Terms of Reference (to indicate Host Prof./Host Scientist)
 Curiculum Vitae
 MOA
K. VISITING RESEARCH FELLOW
 Fully accomplished Basic Paper (green form)
 Transcript of Records/Certificate of Mater’s degree
 Justification
UNIVERSITY OF THE PHILIPPINES
Human Resources Development Office
FOR PROCESSING OF RESEARCH EXTENSION
AND PROFESSIONAL STAFF (REPS)
APPOINTMENT & BASIC PAPER
UNIVERSITY OF THE PHILIPPINES
Human Resources Development Office
A. ORIGINAL APPOINTMENT
















Fully accomplished Basic Paper (HRDO B-1), (1 copy)
Personal Data Sheet (CSC, Form 212) (1 copy), with 1 ½ x 1
½ picture (2 copies)
Justification
Position Description Form (CSC Form No. 1), (1 copy)
Transcript of Records ( original)
Diploma (Certified Photocopy)
Marriage Contract (NSO authenticated), if married
Birth Certificate (NSO authenticated)
Civil Service Eligibility (original)
NBI Clearance (original)
Medical Certificate with documentary stamp (1 copy)
Mandatory drug test results (CSC MC No. 13,s2010)
Approved exemption from Administrative Order No. 4
CSC Publication of existing vacant position
Oath of Office with documentary stamp (3 copies)
Statement of Assets and Liabilities (3 copies)
UNIVERSITY OF THE PHILIPPINES
Human Resources Development Office
A.
ORIGINAL (continuation)
A. 1 For Transferees from other Government Agency
 Approved Transfer from former office/agency
 Clearance from former Office
 Certification of leave credits from former Office
 Certification of premium deductions
 Service Record
B. CHANGE OF STATUS FROM TEMPORARY TO PERMANENT
 Fully accomplished Basic Paper (HRDO B-1), (1 copy)
 Personal Data Sheet (CSC Form 212) with 1 ½ x 1 ½ picture
(1 copy)
 Justification
 Medical Certificate with documentary stamp (1 copy)
 Mandatory drug test results (CSC MC No. 13,s2010)
 Last 2 Performance Ratings
UNIVERSITY OF THE PHILIPPINES
Human Resources Development Office
C. RECLASSIFICATION AND PROMOTION
 Fully accomplished Basic Paper (HRDO B-2), (1 copy)
 Personal Data Sheet (CSC Form 212 with 1 ½ x 1 ½ picture (1
copy)
 Justification
 CSC Publication of item
 Position Description Form (1 copy)
 Last 2 Performance Rating
D. RENEWAL
 Fully accomplished Basic Paper (HRDO B-2), (1 copy)
 Justification
UNIVERSITY OF THE PHILIPPINES
Human Resources Development Office
FOR PROCESSING OF ADMINISTRATIVE
APPOINTMENT & BASIC PAPER
UNIVERSITY OF THE PHILIPPINES
Human Resources Development Office
A. ORIGINAL













Fully accomplished Basic Paper (HRDO B-2), (1 copy)
Personal Data Sheet (CSC Form 212, Revised 1997),
(1 copy) with 1 ½ x 1 ½ picture (2copies)
Justification
Position Description Form (CSC Form No. 1), (1 copy)
Transcript of Records (1 authenticated copy)
Diploma (Certified Photocopy)
Certificate of Civil Service Eligibility ( authenticated copy)
NBI Clearance
Marriage Contract (NSO Authenticated), if married
Birth Certificate (NSO Authenticated)
Medical Certificate with documentary stamp (1 copy)
Mandatory drug test results (CSC MC No. 13,s2010)
Matrix of evaluation of applicants (Memo No. CAS-11040)
UNIVERSITY OF THE PHILIPPINES
Human Resources Development Office
A.
ORIGINAL (Continuation)
 Approved exemption from Administrative Order No. 4
 CSC Publication of existing vacant position
 Oath of Office with documentary stamp (3 copies)
 Statement of Assets and Liabilities (3 copies)
A1.
ORIGINAL ADDITIONAL REQUIREMENTS
A. 1a For Transferees from other Government Agency
 Approved Transfer from former office/agency
 Clearance from former Office
 Certification of leave credits from former Office
 Certification of premium deductions
 Service Record
UNIVERSITY OF THE PHILIPPINES
Human Resources Development Office
B.
CHANGE OF STATUS FROM TEMPORARY TO PERMANENT
 Fully accomplished Basic Paper (HRDO B-2), (1 copy)
 Updated Personal Data Sheet (CSC Form 212, Revised 1997)
 Justification
 Medical Certificate with documentary stamp (1 copy)
 Mandatory drug test results (CSC MC No. 13,s2010)
 Last 2 Performance Ratings
C.
RECLASSIFICATION AND PROMOTION
 Fully accomplished Basic Paper (HRDO B-2), (1 copy)
 Personal Data Sheet (CSC Form 212, Revised 1997)
 Approved exemption from Administrative Order No. 4
 CSC Publication of existing vacant position
 Justification
 Position Description Form (CSC Form No. 1), (1 copy)
 Last 2 Performance Rating
UNIVERSITY OF THE PHILIPPINES
Human Resources Development Office
ADDITIONAL REQUIREMENTS FOR PAYMENT OF
FIRST SALARY
 Bank Account Number for ATM purposes. You may apply at
Development Bank of the Philippines, Veterans Bank and
Land Bank of the Philippines located inside the campus
(bring 2 copies of ID Pictures)
 Fully Accomplished Tax Identification Number (TIN), BIR
Form 2305/2316
 GSIS Membership Form (downloadable at www.gsis.gov.ph)
 PAG-IBIG Membership Form (downlodable at
www.pagibigfund.com.ph)
 Philippine Health Membership Form (downloadable at
www.philhealth.gov.ph)
UNIVERSITY OF THE PHILIPPINES
Human Resources Development Office
The End

UNIVERSITY OF THE PHILIPPINES
Human Resources Development Office
OUTLINE
1. CLASSIFICATION & DEFINITION
2. NATURE OF APPOINTMENT
3. TYPES OF EMPLOYMENT
RELATIONSHIPS IN THE
UNIVERSITY
UNIVERSITY OF THE PHILIPPINES
Human Resources Development Office
CLASSIFICATION
1.
2.
3.
4.
5.
6.
PERMANENT
TEMPORARY
SUBSTITUTE
CO-TERMINOUS
CONTRACTUAL
CASUAL
UNIVERSITY OF THE PHILIPPINES
Human Resources Development Office
DEFINED AS
1. PERMANENT
• Issued to a person who meets the minimum
qualification requirements of the position including
the appropriate civil service eligibility.
2. TEMPORARY
• Issued to a person who meets the minimum
requirements of the position except the civil
service eligibility but only in the absence of a
qualified eligible actually available;
UNIVERSITY OF THE PHILIPPINES
Human Resources Development Office
DEFINED AS
3. SUBSTITUTE
• Issued when the regular incumbent is temporarily
unable to perform his duties for a period of at least
three (3) months.
4. CO-TERMINOUS
• Issued to a person whose continuity in the service
is co-terminous with the Appointing authority, Head
of the unit where assigned, Incumbent, Project,
Lifespan of the agency.
UNIVERSITY OF THE PHILIPPINES
Human Resources Development Office
DEFINED AS
5. CONTRACTUAL
•
Issued to a person who shall undertake a
specified work or job for a limited period not to
exceed one (1) year.
6. CASUAL
•
Issued only for essential and necessary services
where there are not enough regular staff to meet
the demands of the service.
UNIVERSITY OF THE PHILIPPINES
Human Resources Development Office
NATURE OF APPOINTMENT
1. ORIGINAL
•
Refers to the initial entry into the career and noncareer service.
•
For those in the career service, the first six (6)
months shall be probationary in nature; a
probationer may be dropped from the service for
unsatisfactory conduct or want of capacity anytime
during the period; the appointment automatically
becomes permanent if no notice of termination is
given by the appointing authority before the
expiration of the 6-month period.
UNIVERSITY OF THE PHILIPPINES
Human Resources Development Office
NATURE OF APPOINTMENT
2. RENEWAL
•
•
Subsequent appointment issued upon expiration
of casual/contractual personnel of temporary
appointment
Presupposes no gap in the service
3. PROMOTION
•
Advancement of an employee from one position to
another with an increase in duties and
responsibilities and usually accompanied by an
increase in salary.
UNIVERSITY OF THE PHILIPPINES
Human Resources Development Office
NATURE OF APPOINTMENT
4. TRANSFER
•
Movement of an employee from one department
or agency to another to a position which is of
equivalent rank, level or salary without break in the
service involving the issuance of appointment.
•
An employee who seeks transfer shall secure
permission from the head of agency; it shall be
deemed approved after the lapse of thirty (30)
days from the date of notice of effectivity of
transfer.
UNIVERSITY OF THE PHILIPPINES
Human Resources Development Office
NATURE OF APPOINTMENT
5. REEMPLOYMENT
• Reappointment of a person previously appointed
to a position but was separated on account of
resignation, reorganization
• It presupposes gap in the service
6. REAPPOINTMENT
•
•
Change of status from Temporary to Permanent –
appointment issued to temporary employee when
he acquires the appropriate eligibility or becomes
fully qualified
It presupposes no gap in the service
UNIVERSITY OF THE PHILIPPINES
Human Resources Development Office
NATURE OF APPOINTMENT
7. REINSTATEMENT
• Issuance of appointment to a person previously appointed
to a career position but through no delinquency or
misconduct of his own has been separated or who has
been exonerated of administrative charges which
specified restoration to his previous position.
8. DEMOTION
• Movement of an employee from one position to another
with reduction in duties, responsibilities, status or rank,
which may or may not involve reduction in salary and not
disciplinary in nature.
• If it involves reduction in salary but non-disciplinary, a
written consent shall be secured from the demoted
employee.
UNIVERSITY OF THE PHILIPPINES
Human Resources Development Office
NATURE OF APPOINTMENT
9. REASSIGNMENT - redeployment from
one organizational unit to another within
the University without any reduction in
rank, status of salary.
10.RECLASSIFICATION - change in the
classification of the position as a result of a
substantial change in its duties and
responsibilities
UNIVERSITY OF THE PHILIPPINES
Human Resources Development Office
NATURE OF APPOINTMENT
11. ADDITIONAL ASSIGNMENT - Responsibilities
assumed in addition to basic assignment e.g.
faculty/staff assigned as Program Development
Associate to another office, etc.
12. EXTENSION OF SERVICE
• For an employee beyond
retirement age of 65.
compulsory
UNIVERSITY OF THE PHILIPPINES
Human Resources Development Office
NATURE OF APPOINTMENT
13. SEPARATION
• From the government service may either be voluntary
or in voluntary.
 Voluntary:




Resignation
Optional Retirement
Filing of Certificate of candidacy
Abandonment of Office
 Involuntary:







Compulsory retirement
Separation for disciplinary reasons
Abolition of office or position
Reduction of Force
Death or disability
Expiration of appointment
Termination of employment
UNIVERSITY OF THE PHILIPPINES
Human Resources Development Office
TYPES OF EMPLOYMENT
RELATIONSHIPS IN THE UNIVERSITY
FEATURES
Status
Duration of
the Contract
Applicable
rules in
processing
of
appointment
WITH EMPLOYEE-EMPLOYER RELATIONSHIP
Plantilla Items
UP Contractual/Casual
UP/Government
UP/Government
employee
employee
 Permanent
 Does not exceed
one (1) year
 Temporary
 Civil Service
Rules University
Rules
 Civil Service Rules
 University Rules
UNIVERSITY OF THE PHILIPPINES
Human Resources Development Office
TYPES OF EMPLOYMENT
RELATIONSHIPS IN THE UNIVERSITY
FEATURES
Appointing
Authority
WITH EMPLOYEE-EMPLOYER RELATIONSHIP




Position Title
Plantilla Items
VCA (ADM/REPS
with SG 17 below)
VCAA (REPS with
SG 18 above
Chancellor (ADM
with SG 18 above
OVPA (UP System
employees)
UP Contractual/Casual
 Chancellor
(Casual/Contractual
ADM/REPS )
 Position titles found in the Plantilla of Positions
UNIVERSITY OF THE PHILIPPINES
Human Resources Development Office
TYPES OF EMPLOYMENT
RELATIONSHIPS IN THE UNIVERSITY
FEATURES
WITH EMPLOYEE-EMPLOYER
RELATIONSHIP
Plantilla Items
Compensation
Process
UP Contractual/Casual
 Should follow University Rules; Rates
consistent with Salary Standardization
Law
 AdPFC (ADM with SG 1-26)
 AdPFC (REPS with SG 17 below)
 AcadPFC (REPS with SG 18-above)
UNIVERSITY OF THE PHILIPPINES
Human Resources Development Office
TYPES OF EMPLOYMENT
RELATIONSHIPS IN THE UNIVERSITY
FEATURES
Status
Duration of
the Contract
WITHOUT EMPLOYEE-EMPLOYER RELATIONSHIP
NON-UP CONTRACTUAL
 No employeremployee
relationship between
the University and
the contractee,
service not
considered as
government service
 Does not exceed six
(6) months
NON-UP PROJECT PERSONNEL
 Project employee of the
implementing unit/agency
not UP/government
employee
 Depends on implementing
unit/agency and/or project
leader
UNIVERSITY OF THE PHILIPPINES
Human Resources Development Office
TYPES OF EMPLOYMENT RELATIONSHIPS IN THE
UNIVERSITY
FEATURES
Applicable
rules in
processing of
appointment
Appointing
Authority
WITHOUT EMPLOYEE-EMPLOYER RELATIONSHIP
NON-UP CONTRACTUAL
NON-UP PROJECT PERSONNEL
 Civil Service Rules
 CS rules do not apply;
on Contracts of
depends on conditions of
Service, DBM
grant, if any, and/or
National
rules/policies
of
the
Compensation
implementing unit/agency
Circular No. 433,
COA rules
 Head of hiring
unit/college/departm
ent
 Head
of
foundation/implementing
unit/agency and/or project
leader, depending on
rules/policies
of
the
implementing unit/agency
and/or project leader
UNIVERSITY OF THE PHILIPPINES
Human Resources Development Office
TYPES OF EMPLOYMENT
RELATIONSHIPS IN THE UNIVERSITY
FEATURES
Position Title
WITHOUT EMPLOYEE-EMPLOYER RELATIONSHIP
NON-UP CONTRACTUAL NON-UP PROJECT PERSONNEL
 Position titles should not be the same as those found in
the Plantilla of Positions
Compensation
 In accordance with the daily minimum wage rates order
(http://www.nwpc.dole.gov.ph)
Process
 Unit prepare the contract of service/job order duly
notarized
 Attach approved line item budget and updated CV
 Submit to HRDO the duly notarized contract for
notation

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