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.
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

Merit and Fitness Principle

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 Vice-Chancellor for Academic Affairs ADMIN Salary Grades 1 to 17 REPS Salary Grades 1 to 16 (except contractual) FACULTY Instructor 1-7 (Original) (AO CAS-11-061) Lecturer 1 without failing mark -

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 x 1 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 x 1 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 x 1 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 x 1 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 Masters 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 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 Registrars Office/Diploma PhD or MA/MS

H.

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 Maters 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 x 1 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 x 1 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 x 1 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 x 1 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 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

C.

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

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.

NATURE OF APPOINTMENT

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 Compulsory retirement Separation for disciplinary reasons Abolition of office or position Reduction of Force Death or disability Expiration of appointment Termination of employment

Involuntary:

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

WITH EMPLOYEE-EMPLOYER RELATIONSHIP

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 )

Appointing Authority

Position Title

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 UP Contractual/Casual

Compensation

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)

Process

UNIVERSITY OF THE PHILIPPINES Human Resources Development Office

TYPES OF EMPLOYMENT RELATIONSHIPS IN THE UNIVERSITY

FEATURES

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

Status

Duration of the Contract

Depends on implementing unit/agency and/or project leader

UNIVERSITY OF THE PHILIPPINES Human Resources Development Office

FEATURES

TYPES OF EMPLOYMENT RELATIONSHIPS IN THE UNIVERSITY

Applicable rules in processing of appointment

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

Appointing Authority

UNIVERSITY OF THE PHILIPPINES Human Resources Development Office

TYPES OF EMPLOYMENT RELATIONSHIPS IN THE UNIVERSITY

FEATURES Position Title Compensation Process 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 In accordance with the daily minimum wage rates order (http://www.nwpc.dole.gov.ph) 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