HUMAN RESOURCES RECRUITMENT DIVISION

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 appointmentin 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

UNIVERSITY OF THE PHILIPPINES Human Resources Development Office CHECKLIST OF REQUIREMENTS FOR PROCESSING OF FACULTY APPOINTMENT & BASIC PAPER

UNIVERSITY OF THE PHILIPPINES Human Resources Development Office BASIC REQUIREMENTS-faculty • 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 BASIC REQUIREMENTS-faculty • 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 BASIC REQUIREMENTS-faculty • 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 BASIC REQUIREMENTS-faculty • 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 BASIC REQUIREMENTS-faculty • 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 BASIC REQUIREMENTS-faculty • 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 BASIC REQUIREMENTS-faculty • 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 • Registrar’s 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 BASIC REQUIREMENTS-faculty • 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 CHECKLIST OF REQUIREMENTS FOR PROCESSING OF RESEARCH EXTENSION AND PROFESSIONAL STAFF (REPS) APPOINTMENT & BASIC PAPER

UNIVERSITY OF THE PHILIPPINES Human Resources Development Office BASIC REQUIREMENTS-reps 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 BASIC REQUIREMENTS-REPS • 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 BASIC REQUIREMENTS-reps • 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 CHECKLIST OF REQUIREMENTS FOR PROCESSING OF ADMINISTRATIVE APPOINTMENT & BASIC PAPER

UNIVERSITY OF THE PHILIPPINES Human Resources Development Office BASIC REQUIREMENTS-administrative • 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-11- • 040)

UNIVERSITY OF THE PHILIPPINES Human Resources Development Office BASIC REQUIREMENTS-administrative • 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 BASIC REQUIREMENTS-administrative • 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 • 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)

The End  UNIVERSITY OF THE PHILIPPINES Human Resources Development Office

UNIVERSITY OF THE PHILIPPINES Human Resources Development Office EMPLOYMENT STATUS IN GENERAL OUTLINE • CLASSIFICATION & DEFINITION • NATURE OF APPOINTMENT • TYPES OF EMPLOYMENT RELATIONSHIPS IN THE UNIVERSITY

UNIVERSITY OF THE PHILIPPINES Human Resources Development Office EMPLOYMENT STATUS IN GENERAL CLASSIFICATION • PERMANENT • TEMPORARY • SUBSTITUTE • CO-TERMINOUS • CONTRACTUAL • CASUAL

UNIVERSITY OF THE PHILIPPINES Human Resources Development Office EMPLOYMENT STATUS IN GENERAL DEFINED AS • PERMANENT • Issued to a person who meets the minimum qualification requirements of the position including the appropriate civil service eligibility. • 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 EMPLOYMENT STATUS IN GENERAL DEFINED AS • SUBSTITUTE • Issued when the regular incumbent is temporarily unable to perform his duties for a period of at least three (3) months. • 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 EMPLOYMENT STATUS IN GENERAL DEFINED AS • CONTRACTUAL • Issued to a person who shall undertake a specified work or job for a limited period not to exceed one (1) year. • 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 EMPLOYMENT STATUS IN GENERAL NATURE OF APPOINTMENT • ORIGINAL • Refers to the initial entry into the career and non-career 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 EMPLOYMENT STATUS IN GENERAL NATURE OF APPOINTMENT • RENEWAL • Subsequent appointment issued upon expiration of casual/contractual personnel of temporary appointment • Presupposes no gap in the service • 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 EMPLOYMENT STATUS IN GENERAL NATURE OF APPOINTMENT • 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 EMPLOYMENT STATUS IN GENERAL NATURE OF APPOINTMENT • REEMPLOYMENT • Reappointment of a person previously appointed to a position but was separated on account of resignation, reorganization • It presupposes gap in the service • 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 EMPLOYMENT STATUS IN GENERAL NATURE OF APPOINTMENT • 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. • 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 EMPLOYMENT STATUS IN GENERAL NATURE OF APPOINTMENT • REASSIGNMENT - redeployment from one organizational unit to another within the University without any reduction in rank, status of salary. • 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 EMPLOYMENT STATUS IN GENERAL NATURE OF APPOINTMENT • ADDITIONAL ASSIGNMENT - Responsibilities assumed in addition to basic assignment e.g. faculty/staff assigned as Program Development Associate to another office, etc. • EXTENSION OF SERVICE • For an employee beyond compulsory retirement age of 65.

UNIVERSITY OF THE PHILIPPINES Human Resources Development Office EMPLOYMENT STATUS IN GENERAL NATURE OF APPOINTMENT • 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 EMPLOYMENT STATUS IN GENERAL TYPES OF EMPLOYMENT RELATIONSHIPS IN THE UNIVERSITY

HUMAN RESOURCES RECRUITMENT DIVISION