UP Diliman Research, Extension, and Professional Staff (REPS) Manual

CHAPTER I
GOVERNANCE, ADMINISTRATION, AND CLASSIFICATION OF UPD REPS

1.0 Governance and Administration

Republic Act (RA) no. 9500, or the University of the Philippines (UP) Charter of 2008 sets the direction of the University to achieve its goals and objectives. All sectors of UP’s workforce—the faculty; Research, Extension and Professional Staff (REPS); and administrative personnel—are guided by its provisions in achieving its purpose as a national university dedicated to the search for truth and knowledge as well as the development of future leaders. In performing its functions, the REPS sector draws its mandate from sections 3(c) and 3(d) of the UP Charter, which state that UP shall serve “as a research university in various fields of expertise and specialization by conducting basic and applied research and development, and promoting research in various colleges and universities, and contributing to the dissemination and application of knowledge” and shall lead “as a public service university by providing various forms of community, public, and volunteer service, as well as scholarly and technical assistance to the government, the private sector, and civil society while maintaining its standards of excellence.”

The academic nature of REPS has been repeatedly affirmed. [RA no. 9500; University of the Philippines v. Ferrer-Calleja, G.R. 96189, 14 July 1992; letter from Civil Service Commissioner Karina Constantino-David to UP President Francisco Nemenzo, 25 November 2003]

1.1 The Board of Regents

The highest governing body in the UP System is the Board of Regents (BOR). As a means to widen participation in the governance process of the University in the spirit of collegiality, representation, accountability, transparency, and the active participation of its constituents, the REPS and the administrative staff are represented in the BOR by the Staff Regent, who is “chosen by them from their ranks in accordance with the rules and qualifications set by their duly recognized organizations” and shall serve for a term of two years. [sec. 12, RA no. 9500]

1.2 The UP President

Leadership in the University of the Philippines is vested in the President, UP's chief academic officer, head of the university faculty, and chief executive officer. She/he/they exercises powers that are provided in the UP Charter, those determined by the BOR, those which pertain to the office of the president of a university, and those which are related or necessary to its functions. [sec. 14, RA no. 9500]

1.3 The Vice President for Academic Affairs

The Vice President for Academic Affairs (VPAA) is charged with reviewing policies for academic personnel (faculty and REPS), learning and instructional advancement, research, developing academic standards, setting the direction of academic linkages, review of student programs and policies, and performing all other functions as assigned by the President of the University. [1134th BOR meeting, 26 Aug. 1999]

1.3.1 State of Governance Between UP REPS and OVPAA

OVPAA was created to be directly responsible to the UP President for providing substantive program inputs to System-wide planning, formulation of policies and standards, monitoring and review, and coordination of curricular, instructional, research, library, and extension program of UP [EO no. 4, s. 1983, Office of the President, UP, 23 Mar. 1983] As is such, it provides support to and direct involvement in the development and implementation of policies and programs for the REPS of UP.

1.3.2 The System REPS Welfare Council

To address the complex challenges faced by REPS in a systematic and effective manner in order to promote the advancement not only of the REPS but of the University as a whole, a REPS Welfare Council (RWC) is constituted in each constituent university (CU) and at the UP System level. [1340th BOR meeting, 3 Dec. 2018]

1.3.2.1 System RWC Functions

The System RWC shall serve the following functions:

a) Review and recommend policies and programs to promote and protect the rights and welfare of the REPS across the UP System, in consonance with the vision, mission, and strategic thrusts of the University;

b) Ensure the harmonization and standard implementation of REPS policies and guidelines in the different CUs;

c) Organize an annual Systemwide REPS conference to discuss REPS issues and concerns, foster collegiality, and promote excellence and service to the nation

Members of the System RWC serve for a term of two years with a maximum of two consecutive terms. The System REPS Welfare Council also meets at least once every quarter. [1340th BOR meeting, 3 Dec. 2018]

1.3.2.1 System RWC Members

The System RWC is constituted by the UP President upon recommendation of the VPAA. The members of the Council are:

a) The VPAA as chair;

b) One representative of each of the eight CU RWCs elected from among themselves;

c) Three members-at-large appointed by the President from the senior members of each of the three REPS sectors (i.e., researchers, extension personnel, and professional staff) in any of the CUs;

d) One REPS representative of the All UP Academic Employees Union (AUPAEU) [1340th BOR meeting, 3 Dec. 2018]

1.4 The UP Diliman Chancellor

The administration of each CU is vested upon the Chancellor, insofar as she/he/they is authorized by the Board of Regents and the UP President. The Chancellor of each CU is elected by the BOR upon nomination by the UP President, following a consultation with the CU’s constituents based on BOR-determined guidelines. [sec. 18, RA no. 9500; sec. 11, Executive Order (EO) no. 4, Office of the UP President, 23 Mar. 1983; sec. 1, EO no. 5, Office of the UP President, 24 Mar. 1983; 1016th BOR meeting, 22 Sep. 1988]

1.5 The UP Diliman Vice Chancellor for Research and Development

The Vice Chancellor for Research and Development assists the Chancellor in promoting and enhancing research and development (R&D) initiatives and activities in UP Diliman. The Office of the Vice Chancellor for Research and Development (OVCRD) facilitates the formulation of policies and guidelines on research and development; provides assistance in the generation of resources needed to support R&D thrusts; coordinates with offices, agencies, and institutions in the regular dissemination of information to the UPD research community; and assists UPD personnel in the protection, licensing, patenting and/or copyrighting of their work, as well as marketing of their publications. The OVCRD also has a reward and incentive system for publication, including commercial applications arising from R&D activities. [sec. 3 .2.2.3, 2017 Faculty Manual of UP Diliman, citing 1132nd BOR meeting, 24 Jun. 1999; 2014 UP Diliman General Catalogue]

OVCRD oversees the implementation and administration of policies pertaining to personnel and fellowship matters as well as overall welfare of UPD REPS.

1.5.1 State of Governance Between UPD REPS and OVCRD

In UP Diliman, the VCRD chairs the BOR-approved REPS bodies: the UPD RWC, the UPD REPS Personnel and Fellowship Committee (RPFC), and the REPS Development Fund (RDF) Committee [1340th BOR meeting, 3 Dec. 2018] As is such, it provides support to and direct involvement in the development and implementation of policies and programs for UPD REPS.

1.5.2 OVCRD-managed Committees for REPS Matters
1.5.2.1 The UPD REPS Welfare Council
1.5.2.1.1 UPD RWC Composition

Since UP Diliman has at least 500 REPS positions, the composition of its RWC is as follows:

a) Nine tenured REPS clustered as follows: three from each REPS sector (i.e., researchers, extension specialists, and professional staff) with one representing those with salary grades 10-16, another representing those with salary grades 18-20, and a third representing salary grades 22-24, selected through a general election by the REPS;

b) the VCRD as chair;

c) One REPS representative of the AUPAEU UPD chapter. [1340th BOR meeting, 3 Dec. 2018]

1.5.2.1.2 UPD RWC Functions

The UPD RWC shall serve the following functions:

a) Review and recommend policies, rules, standards, and guidelines concerning appointment, renewal, retention, performance evaluation, promotion, tenure, and separation from service, as well as scholarships, fellowships, and other benefits for REPS;

b) Recommend the establishment of programs promoting the welfare of REPS;

c) Undertake regular consultations with the REPS on sectoral concerns (e.g., through annual general assemblies of REPS);

d) Assist members of the REPS sector with regard to welfare issues; and

e) Establish and maintain sectoral linkages for the mutually beneficial exchange of knowledge, experiences, and ideas.

The UPD RWC refers to the UP System RWC, and vice versa, when policies being reviewed or discussed have a systemwide implication. They may also conduct joint consultations and roundtable discussions for any policy review. [1340th BOR meeting, 3 Dec. 2018]

1.5.2.1.3 UPD RWC Qualifications

An elected member of the UPD REPS Welfare Council should have the following qualifications:

a) She/he/they is occupying a plantilla item;

b) She/he/they has at least five years of continuous active service;

c) She/he/they must not have been found guilty of any administrative or criminal case;

d) She/he/they must be willing and able to serve a full term;

e) She/he/they must not be a member of more than two regular committees at the System and CU levels.

“Years in active service” shall include years of service on regular (i.e., occupying a plantilla item) but untenured (i.e., not permanent) status. The term of office of each member is two years. No member shall serve more than two consecutive terms. [1340th BOR meeting, 3 Dec. 2018]

1.5.2.1.4 Election Procedure for the RWC

REPS with a regular plantilla item on permanent or temporary status as well as REPS on contractual status (i.e., “UP contractual” and “non-UP contractual” or “nongovernment worker [NGW]”) are qualified to vote or elect members of the RWC and from their sector.

The OVCRD shall provide the procedure for and oversee the election of the REPS members.1 An election committee may be constituted upon recommendation of the VCRD for approval of the Chancellor.

If there is an insufficient number of qualified personnel to represent a salary grade cluster within a sector in the RWC, members may be elected from among the qualified personnel in the other two sectors. For example, if there is no qualified extension specialist, then the other REPS members may be elected from among qualified researchers or professional staff. [1340th BOR meeting, 3 Dec. 2018]

1.5.2.1.5 Administrative and Funding Support for the RWC

There shall be funding and administrative support for the RWC from the OVCRD.

1.5.2.2 REPS Personnel and Fellowship Committee

A REPS Personnel and Fellowship Committee shall be constituted at both the CU and unit levels [Memorandum FRN 19-037, “Constitution of the REPS Personnel and Fellowship Committee for each Diliman Unit,” 15 Aug. 2019;]

1.5.2.2.1 RPFC Functions

The UPD RPFC shall review, evaluate, and endorse to the Chancellor recommendations from Unit RPFCs with regard to:

a) the appointment, tenure, and promotion of REPS; and
b) award of local and foreign fellowships, study leaves, and special detail for REPS.

1.5.2.2.2 UPD RPFC Composition

In UP Diliman, the voting members of the RPFC shall consist of:

a) Six tenured REPS with at least five years of continuous service—two from each REPS sector (i.e., researchers, extension specialists, and professional staff) with one representing those with salary grades 10-16 and the other representing those with salary grades 18-24, to be elected by members of the sector;

b) The VCRD as chair;

c) An Assistant to the VCRD as vice chair, to be appointed by the Chancellor as recommended by the chair; and

d) One REPS representative of the AUPAEU UPD chapter

The Director of the UPD Human Resources Development Office (HRDO) shall be a non-voting member of the RPFC. The RPFC is supported by a secretariat from OVCRD and HRDO.

The term of office of each REPS member is two years. No member shall serve more than two consecutive terms. [1340th BOR meeting, 3 Dec. 2018]

1.5.2.2.3 Election Procedure for the RPFC

The election of members of the RPFC shall follow the same procedure as the election of members of the RWC (see 1.5.1.1.4). [1340th BOR meeting, 3 Dec. 2018]

1.5.2.2.4 Administrative and Funding Support for the RPFC

There shall be funding and administrative support for the RPFC from the OVCRD.

1.5.2.3 The REPS Development Fund Committee
1.5.2.3.1 REPS Development Fund Committee Functions

The REPS Development Fund Committee shall manage the RDF, which is an annually allocated fund to provide financial support for REPS to:

a) Attend and/or present papers/posters in local and international conferences;

b) Attend seminars, workshops, and training courses and programs for professional development, including online training courses from reputable training providers; and

c) Pursue graduate degrees relevant to their work as REPS.

The RDF Committee reviews and evaluates requests for funding, based on CU- and System-approved criteria and guidelines, for approval of the Chancellor.

The RDF is available to REPS with a permanent appointment, REPS with a temporary appointment, and REPS with UP contractual status with at least two years of service prior to her/his/their application for funding support under the RDF. There may be other eligibility requirements for specific grants based on guidelines approved by the UP BOR for those grants. It is recommended to contact the OVCRD to find out more details about the RDF.

1.5.2.3.2 UPD RDF Committee Composition

The UPD RDF Committee is under the OVCRD. Its members are appointed for term of one year by the Chancellor.

1.6 The UP Diliman REPS

The REPS are members of the academic non-teaching staff of the University who are in research and extension offices/institutes of degree-granting and non-degree granting units, libraries, guidance and counselling offices, and administrative sections of the eight Constituent Universities and the UP System. The eight CUs are Baguio, Cebu, Diliman, Los Baños, Manila, Mindanao, Open University, and Visayas.

Figure 1.1. Organizational Structure of UPD REPS
contact

1.6.1 Classification of REPS and their Functions
1.6.1.1 As Academic Non-teaching Staff

REPS were formerly known as academic non-teaching staff (ANTS). ANTS was superseded by the term REPS in 1982, but REPS continued to be classified as academic staff. [754th meeting of the BOR, 20 Jan. 1967; 954th BOR meeting, 22 Oct. 1982; art. 116 and art. 117, 1984 Revised UP Code]

1.6.1.2 As Groups

The Index of Occupational Services, Position, Titles and Salary Grades, published by the Compensation and Classification Bureau of the Department of Budget and Management (DBM) in July 1997 classified the REPS together with the teaching staff under the Education, Library, Museum and Archival Services as follows:

a) University Research Service Group
b) University Extension Service Group
c) Librarians
d) Science Education Specialist
Law Reform Service Group
Law Education Service Group
Development Management Group
Guidance Service Group
Museum Research Group

1.6.1.3 REPS Position Titles

The Class Specification Manual enumerates the official position titles, the definite responsibilities, as well as the promotion level under each group:

a) University Research Associate I and II , University Researcher I to V
b) University Extension Associate I and II, University Extension Specialist I to V
c) Science Education Associate I and II, Science Education Specialist I to V
d) Law Reform Associate I and II, Law Reform Specialist I to V
e) Law Education Specialist I to V
f) Development Management Officer I to V
g) Museum Researcher I to V
h) College Librarian I to V
i) Guidance Services Associate I and II
j) Guidance Services Specialist I to V

1.6.1.4. Functions of Groups

The functions of the different groups are as follows:

a) The University Research Service Group is responsible for the preparation and evaluation of research proposals and instruments including the collection, compilation, analysis, and interpretation of results. It includes those who plan, direct, and execute these responsibilities toward the fulfillment of the research goals of UPD.

b) The University Extension Service Group focuses on the design and conduct of training and extension courses/programs as well as the preparation and dissemination of training and extension materials. It includes those who plan, direct, and execute these responsibilities toward the fulfillment of the extension and public service goals of UPD.

c) The Library Group catalogs and classifies books and indexes periodicals according to generally accepted systems; advises students and faculty on materials available for subjects under research; and conducts physical inventory of library stocks and records. It includes those who plan, direct, and execute these responsibilities toward the fulfillment of academic and research pursuits of UPD.

d) The Science Education Specialist Group are mainly involved in curriculum development and conceptualization of development projects in science and the evaluation of curriculum program materials. The group’s work also includes the preparation and conduct of training programs or short-term courses on science and mathematics teaching. It includes those who plan, direct, and execute these responsibilities in support of academic and research advancement.

e) The Law Reform Service Group conducts legal studies and research concerned with law reform and development of proposals for legislation for administrative rule making for the improvement of the legal system. It includes those who plan, direct, and execute these responsibilities.

f) The Law Education Service Group designs, plans, and conducts various programs, seminars, as well as establishes linkages with other institutions for the teaching of elementary knowledge in law and the dissemination of legal studies and articles. It includes those who plan, direct, and execute these responsibilities.

g) The Development Management Group prepares initial drafts of policy studies and assists in formulating development plans and programs. The staff under this group monitors development projects and appraises recent issues and developments that have controversial policy repercussions. It also compiles information on specific projects assigned. It conducts studies and recommends policies and other measures on management, availability, and programming of (human) resources. This group renders technical assistance on policy/program formulation and organization management to specific offices/agencies.

h) The Guidance Service Group counsels students with unsatisfactory progress in schoolwork and finds workable solutions to their schoolwork-related problems; takes charge of the testing program of the college/institute; and conducts studies on student needs inventory, study habits, attitude inventory, and youth issues. It includes those who plan, direct, and execute these responsibilities in support of the student and employee service mandates of UPD.

i) The Museum Research Group collects, identifies, classifies, accessions, and catalogues botanical, zoological, anthropological, or paleontological specimens. The group’s work also includes conducting research on such specialized fields of work, and the monitoring, preserving, and proper displaying of collections. It includes those who plan, direct, and execute these responsibilities.

It must be noted that the assistive functions of entry-level REPS are related to the responsibilities of the particular service group.

In UP Diliman, most REPS are in the research cluster. Based on data from the UPD HRDO, as of 2020, 50 percent of UPD’s REPS are researchers, 24 percent are extension workers, and 26 percent are professional staff. Annex no. 1.2 shows where these REPS are detailed.

The units with a significant number of REPS are the College of Science, College of Engineering, Natural Science Research Institute (NSRI), National Institute for Science and Mathematics Education Development (NISMED), National College for Public Administration and Governance (NCPAG), Law Center/College of Law, Institute for Small Scale Industries (ISSI), and the University Library. As of 2020, these units have 59 percent of the total REPS population of UP Diliman.

1.7 Salary Grade of REPS

The Index of Occupational Services, Position, Titles and Salary Grades shows that the salary grades of entry-level REPS differ per classification. The highest salary grade for each cluster is SG 24. The lower-level REPS can move up the ladder by meeting the requirements of and applying for a vacant post.

Table 1.1. Classification, Cluster, and Salary Grades of UPD REPS
contact