a) The State shall ensure and promote the Constitutional mandate that appointments in the Civil Service shall be made only according to merit and fitness. [Based on sec. 1, General Provision, Book V, EO no. 292 (The Revised Administrative Code of 1987); sec. 1, 2017 Omnibus Rules on Appointments and Other Human Resource Actions (Revised 2018) Re: Amendments and Additional Provisions to Civil Service Commission [CSC] Resolution No. 1701009]
b) Merit and fitness shall be determined by qualification standards and competencies comprised of but not limited to eligibility (for professionals with licensure examinations, e.g., librarians, chemists, lawyers) education, experience, and training. [Competency-Based Recruitment and Qualification Standards (CBRQS), available]
c) The qualification standards of REPS positions in the University of the Philippines are listed in the document “Qualification Standards: University of the Philippines Research Extension, and Professional Staff” dated 2 July 1992 (please see Annex no. 2.1)
d) When two or more applicants meet the minimum requirements for the position, objective criteria must be set to determine who is the most fit and meritorious among all the applicants to ensure that the exercise of management discretion is not abused. [CSC Resolution no. 90-417, s. 1990] Units may add additional requirements/criteria, in keeping with the above-mentioned principles, in their evaluations for permanency/tenure.
e) REPS shall be exempt from any civil service examination or regulation as a requisite to appointment. [sec. 20, RA no. 9500]
f) No discrimination shall be exercised, threatened, or promised against or in favor of any person examined or to be examined or employed by reason of her/his/their political or religious opinions or affiliations, sex, sexual orientation, gender identity, civil status, age,disability, or ethnicity. [sec. 134, 2017 Omnibus Rules on Appointments and Other Human Resource Actions (Revised 2018) Re: Amendments and Additional Provisions to CSC Resolution No. 1701009]
g) It is UP policy to discourage nepotism in appointments to the academic and administrative staff of the University except in cases where the interests of the University require otherwise and the BOR so decides. The policy shall be observed and applied within the individual units of the University, e.g., the colleges and schools. [Art. 163, System Code, amended at the 754th BOR meeting, 20 Jan. 1967]
h) No person shall be eligible for appointment or reinstatement as a regular member of the REPS during the term for which she/he/they has been elected to any political office. [sec. 2, Rule XIII, CSC Memorandum Circular (MC) no. 40, s. 1998, 14 Dec. 1998]
i) A person who lost in an election, except barangay election, shall not be eligible for appointment or reemployment to any office in the government or any government-owned or controlled corporation within one year following such election. [sec. 120, 2017 Omnibus Rules on Appointments and Other Human Resource Actions (Revised 2018) Re: Amendments and Additional Provisions to CSC Resolution No. 1701009]
j) An employee who resigned from the government service during the three-month period before any election to promote the candidacy of another shall not be reemployed during the six-month period following such election. [sec. 122, 2017 Omnibus Rules on Appointments and Other Human Resource Actions (Revised 2018) Re: Amendments and Additional Provisions to CSC Resolution No. 1701009]
k) The Board of Regents shall upon the recommendation of the President, appoint personnel of the University unless the power to appoint is duly delegated to some other authority. [art. 341, 1984 Revised UP Code of UP]
l) Personnel committees, created in accordance with such rules and regulations as the President may prescribe, shall initiate the process of making recommendations for appointment and promotion of university personnel. [art. 342, 1984 Revised UP Code]
m) Any action denoting the movement or progress of human resources in the civil service— such as promotion, transfer, reappointment, reinstatement, reemployment, reclassification, detail, reassignment, secondment, demotion and separation—shall be known as human resource action. [sec. 3, 2017 Omnibus Rules on Appointments and Other Human Resource Actions (Revised 2018) Re: Amendments and Additional Provisions to CSC Resolution No. 1701009]
n) The union representatives assigned by the All UP Academic Employees’ Union actively participates in any human resource action. [sec. 13, Article III, Collective Negotiation Agreement (CNA) between the University and All UP Academic Employees Union, 2021- 2026]
o) The number of years in UP working experience must be given importance in the hiring matrix, to give higher employment opportunities for UP contractuals and non-UP contractuals.
p) Unit RPFCs, particularly those with highly technical plantilla items are enabled to formulate their own operations manual for appointments, tenure, and promotion.
2.1 AppointmentsA permanent appointment shall be issued to a person who meets all the requirements for the position to which she/he/they is being appointed/promoted, including the appropriate eligibility prescribed, in accordance with the provisions of law, rules and standards promulgated in pursuance thereof. [sec. 27-1, Chapter 4, Book V, EO no. 292 (The Revised Administrative Code of 1987)]
a) Appointment of personnel with original appointment (appointment issued at initial entry to service at UP Diliman) shall undergo a probationary period for a thorough assessment of her/his/their performance and character.
b) Appointment of personnel reclassified from administrative staff to REPS or from faculty to REPS shall be probationary for the first six months of service as REPS. [sec. 122, 2017 Omnibus Rules on Appointments and Other Human Resource Actions (Revised 2018) Re: Amendments and Additional Provisions to CSC Resolution No. 1701009]
c) The above-mentioned policies will not apply to the Librarian I and Librarian II positions. Personnel promoted from Librarian I/II (which are categorized as administrative positions) to College Librarian (REPS category) position will not go through a probationary period. [1323rd BOR meeting, 16 Dec. 2016]
d) REPS holding permanent status in the previous CU/UP Diliman unit may be appointed with permanent status in another UP Diliman unit, upon recommendation by the new unit and endorsement by the APFC/RPFC. This movement is without break in service and with issuance of appointment 1) from another government agency/another UP constituent university to UP Diliman; or 2) from one UP Diliman unit to another. [OC-approved APFC recommendation to standardize the hiring process of REPS on plantilla items FRN-17-124]
e) Permanent REPS who will be reclassified to faculty shall lose their permanent status, unless they comply with the faculty rule on tenure. [1194th BOR meeting, 21 Mar 2005]
f) The grant of permanent status shall be by reappointment from temporary (probationary) to permanent. [OC-approved APFC recommendation to standardize the hiring process of REPS on plantilla items FRN-17-124]
2.1.1.2 Temporary (Probationary) AppointmentREPS with temporary appointments (synonymous with probationary appointment, not temporary appointment as defined in sec. 16 of the 2017 Omnibus Rules on Appointments and Other Human Resource Actions) but who occupy plantilla items shall be granted permanent status with the following conditions:
a) Upon six months of meritorious service in accordance with appropriate laws and regulations pertaining to government service [sec. 2, Art. IV of the CNA between the University and All UP Academic Employees Union, 2015-2020]
“Meritorious service” is defined as service with a performance rating of “Very Satisfactory” or better. Preliminary evaluation of the employee’s performance after three months of service may be used as a basis to recommend the grant of permanent status after the probation period or other appropriate course of action.
b) REPS with temporary status shall not be granted permanency if she/he/they are found to have unsatisfactory conduct or want of capacity before the end of the second performance review or the sixth month, or depending on the duration of the probationary period as required by the position performance rating during the rating period/s being considered despite “developmental intervention” provided by the immediate supervisor. [sec. 16, 2017 Omnibus Rules on Appointments and Other Human Resource Actions (Revised 2018) Re: Amendments and Additional Provisions to CSC Resolution No. 1701009]
2.1.1.3 Substitute AppointmentA substitute appointment is one issued when the regular incumbent of a position is temporarily unable to perform the duties of the position, as when the incumbent is on an approved leave of absence, under suspension, on a scholarship grant, or is on secondment. This is effective only until the return of the incumbent. A substitute appointment is allowed only if the leave of absence of the incumbent is at least three months, except in the case of teachers. [sec. 9(c), 2017 Omnibus Rules on Appointments and Other Human Resource Actions (Revised 2018) Re: Amendments and Additional Provisions to CSC Resolution No. 1701009]
2.1.1.4 Contractual AppointmentA contractual appointment is one issued to a person whose employment in the government is in accordance with a special contract to undertake local or foreign- based projects or a specific work or job requiring special or technical skills not available in the employing agency, to be accomplished within a specific period. This includes appointments to positions that are co-existent with the duration of a particular project based on the agency’s staffing pattern as approved by the DBM or the Government Commission for Government-Owned and Controlled Corporations. The inclusive period of the contractual appointment shall be indicated on the face of the appointment for purposes of crediting services.
Contractual appointments are limited to one year, but may be renewed every year, based on performance, until the completion of the project or specific work. However, if the performance of the appointee is below satisfactory or where the funds have become insufficient or unavailable, the appointing officer/authority may terminate the services of, or replace, the appointee after giving the latter a notice at least thirty days prior to the date of termination of appointment. [sec. 9(f), 2017 Omnibus Rules on Appointments and Other Human Resource Actions (Revised 2018) Re: Amendments and Additional Provisions to CSC Resolution No. 1701009]
The duration of REPS appointments to positions funded out of MOOE, savings, and lump sum allotments in the University budget shall not exceed one year per appointment issued. A permanent appointment may only be issued to a REPS whose salary is charged to a lump sum allotment if she/he/they are able to successfully apply for and be given a temporary appointment to a plantilla position; lump sum-funded positions cannot be converted to plantilla items.
2.1.1.5 Non-UP Contractual AppointmentPart of the University’s work force are workers under contract of service, i.e.,
contracts entered by government agencies on both individual and institutional
basis. Workers under contract of service are not covered by Civil Service law, rules,
and regulations; and services rendered thereunder are not considered as
government service.
Workers hired through institutional contract of service shall remain employees of
the contractor or service provider.
The contractor or service provider shall be responsible for providing the workers with compensation and benefits mandated by law in addition to the direct compensation as payment for their services.
Hiring of contractual personnel may be considered for projects and activities that are temporary in nature, subject to approval of the oversight agencies concerned and to existing budgeting and accounting rules and regulations. [CSC MC No. 40, s. 1998; sec. 11.3, CSC DBM JC No. 1 s. 2017]
2.1.2 Nature of Appointment and Personnel Action2.1.2.1 Original - the initial entry into the career or non-career service.
2.1.2.2 Promotion - the advancement of a career employee from one position to another with an increase of duties and responsibilities as authorized by law, and usually accompanied by an increase in salary. Promotion may be from one department to another or from one organization to another within the same department or agency. Provided, however, that any upward movement from the non-career service to the career service and vice versa shall not be considered as a promotion or reappointment.
2.1.2.3 Transfer - the movement of an employee from one position to another which is of equivalent rank, level of salary without gap in the service involving the issuance of an appointment. The transfer may be from one organizational unit to another in the same department or agency or from one department or agency to another. Provided, however, that any movement from the non-career service to the career service and vice versa shall not be considered as a transfer but reappointment.
2.1.2.4 Re-employment - the appointment of a person who has been previously appointed to a position in the government service but was separated therefrom as a result of reduction in force, reorganization, retirement, voluntary resignation, or any non-disciplinary action such as dropping from the rolls and other modes of separation. Reemployment presupposes a gap in the service.
2.1.2.5 Reappointment - the issuance of an appointment as a result of reorganization, devolution, salary standardization, re-nationalization, recategorization, rationalization or similar events.
2.1.2.6 Reinstatement (To a Comparable Position) - the restoration of a person, as a result of a decision, to a career position from which she/he/they has, through no delinquency or misconduct, been separated but subject position is already abolished, requiring the issuance of an appointment to a comparable position to a separated employee.
2.1.2.7 Reclassification - a form of staffing modification and/or position classification action which is applied only when there is a substantial change in the regular duties and responsibilities of the position. This may result in a change in any or all of the position attributes: position title, level, and/or salary grade. It generally involves a change in the position title and may be accompanied by the upward or downward change in salary. Reclassification is the generic term for changes in staff/position classification which includes upgrading, downgrading and recategorization.
2.1.2.8 Reassignment - movement of an employee across the organizational structure within the same department or agency, which does not involve a reduction in rank, status or salary.
2.1.2.9 Detail - temporary movement of an employee from one department or agency to another which does not involve a reduction in rank, status or salary.
2.1.2.10 Additional Assignment - A qualified REPS with requisite qualifications may be extended appointment as affiliate member of the regular faculty or other positions in the university (e.g., Special Disbursement Officer, Head of Unit), subject to such conditions and with such as the Rules of the University may prescribe. [art. 493-495, Chapter 2, Title 3, 1984 Revised Code of UP]
2.1.2.11 Conferment - This refers to the inclusion of a REPS in the Scientific Career System under the Department of Science and Technology (DOST) and the CSC (see section 2.3.3 of this Manual).
2.1.3 Process of Hiring, Evaluation, and AppointmentsThe process of recruitment, selection, and placement for original and promotion appointments of administrative and REPS personnel shall be subject to advisories of the UP Diliman HRDO, the latest of which, HRDO Advisory 0522022, is included here as Annex no. 2.2.
2.1.3.1 Authority to Fill/Authority to Hire
For filling up vacant plantilla items or contractual positions, authorization from the UP President is required [AO 4, s. 1989: Request for Authority to Fill/Hire]. For plantilla items vacated due to promotion and/or transfer within UP Diliman, the authorization is granted by the Chancellor.
Regarding the system of requesting and documentary requirements for authority to fill (ATF) for plantilla items or authority to hire (ATH) for a contractual position, the duration of validity of ATFs and ATHs, and other ATF/ATH details, please see Annex no. 2.2.
2.1.3.2 Posting of Vacant REPS Positions
CSC publication is not required for REPS position, as per RA no. 9500. Filling up a contractual position does not need a CSC publication. [sec. 24, Rule VII, CSC MC 14, s. 2018 (Omnibus Rules on Appointment and Other Human Resource Actions)]
In coordination with the unit, the HRDO will post REPS vacancies on the HRDO website and other platforms of information dissemination within one week upon receipt of the approved ATF/ATH.
Unless there is a request by the unit to post for a specified number of days between ten days and thirty days (minimum period of posting of job vacancy is ten calendar days), HRDO will post the bulletin of vacant position for a period of fifteen calendar days. HRDO subsequently notifies the unit that the bulletin of the vacant position is already posted on the HRDO website. The job vacancy posting provides the details of the vacancy, including the deadline for application, job description/duties and responsibilities, minimum qualification standards, eligibility requirements, required competencies for the position, and a list of required documents.
The unit is requested to download the bulletin of vacant position for posting on their bulletin boards, their official website, their official Facebook/other social media pages for wider dissemination of the vacancy, and to attract more applicants.
If there is no applicant or no qualified applicants, the HRDO will automatically repost the vacant item. [HRDO Advisory 05022022]. See Annex 2.2 for other related rules and regulations regarding posting of REPS items.
2.1.3.3 HRDO Evaluation of Applicants and Referral of Qualified Applicants to the Units
After the application deadline, the HRDO Recruitment and Selection Section evaluates all submitted applications to determine if the applicants are qualified based on the required minimum qualification standards solely using the applicants’ submitted credentials. The list of all applicants, both qualified and not qualified, as evaluated by the HRDO Recruitment and Selection Section, will be released to the unit within fifteen days after the deadline for application. [HRDO Advisory 05022022]
2.1.3.4 Unit RPFC and University RPFC Deliberations
In selecting the top-ranked applicants, the Unit RPFC shall accomplish an evaluation matrix of scores, conduct examinations and interviews, accomplish assessment forms, do background checks, and/or any other process prescribed by the latest guidelines from the UPD HRDO (see Annex 2.2). Unit RPFCs need not use the UP merit selection plan for administrative staff for evaluation/scoring.
2.1.3.5 Unit Submission of Recommendation
Currently, the submission of recommendations is through the Basic Paper (BP) Module of the Personnel Unified Systems Outlook (PUSO). Please see Annex 2.2 for the submission process and the list of attachments. The RPFC functions as an assistorial body only; the final decision for selection is with the appointing authority [sec. 85, CSC MC No. 14, s. 2018]. The appointing authority is the Chancellor of UP Diliman, but he has delegated his authority to the following vice-chancellor for the following positions:
• Vice Chancellor for Administration for administrative positions below SG 18;
• Vice Chancellor for Research and Development for REPS positions below SG 18
All contractual appointments are signed by the Chancellor. [HRDO Advisory 05022022]
2.1.3.6 Appointment Processing
Once the UPD RPFC endorses the recommended applicant, and the appointing authority approves the appointment, the HRDO will coordinate with the unit and provide the complete list of documentary requirements needed for the issuance of the appointment. The effectivity date of the appointment shall take effect only after the appointing authority has approved the recommendation.
Once the appointment is signed, the appointee will be advised by the HRDO through the unit administrative officer to submit the original copies of the oath of office (CS Form No. 32, Revised 2018) and certificate of assumption to duty (CS Form No. 4, Revised 2018) and other requirements needed for the processing of first salary. [HRDO Advisory 05022022]
2.1.3.7 Transfers
The following must be submitted by transferees from other government agencies:
a) Approved transfer from former office/agency
b) Clearance from former office
c) Certification of leave credits from former office
d) Certification of premium deduction
e) Service record
2.1.3.8 Table of Documentary Requirements
See Annex no. 2.3 for the table of documentary requirements for appointments in UP Diliman, based on the OVCA Operations Manual, booklet 5.
2.1.3.9 Flowchart
See Annex no. 2.4 for the current flowchart of the appointment process via PUSO.
2.1.3.10 Requirements for Payment of First Salary
a) Bank account number to deposit salary (Land Bank of the Philippines or other
designated bank/s by the University);
b) Fully accomplished tax identification number (TIN);
c) BIR form no. 2305/2316;
d) GSIS membership form (downloadable at www.gsis.gov.ph);
e) PAG-IBIG membership form (downloadable at www.pagibigfund.com.ph);
f) Philippine Health membership form (downloadable at www.philhealth.gov.ph);
Failure to submit requirements will delay the issuance of appointment papers and salary.
2.1.3.11 Policies on Effectivity of Appointments
An appointment issued in accordance with Civil Service law, rules and regulations shall take effect immediately after the appointing authority has issued the appointment and the appointee has assumed the position.
a) An appointment cannot take effect earlier than the date of issuance, except in the case of change of status of appointment in view of acquisition of civil service eligibility which can be reckoned on the date of issuance of the certificate. Said date shall serve as the date of effectivity of a COS appointment.
b) Renewal of temporary appointment is reckoned on the date of issuance and not on the date of assumption to duty of the appointee.
c) An official or employee shall not be made to assume position without furnishing her/him/them the copy of the appointment. The employee shall acknowledge receipt of appointment by signing on the acknowledgment portion at the back of the appointment form. [sec. 17, 2017 Omnibus Rules on Appointments and Other Human Resource Actions (Revised 2018) Re: Amendments and Additional Provisions to CSC Resolution No. 1701009]
d) Services rendered by the person made to assume office without being furnished the appointment issued by the appointing authority shall not be recognized by the CSC and shall not be the personal liability of the person who made him/her assume office.
e) The appointment of officials or employees who are on official leave of absence training or scholarship grant, shall be effective upon assumption or upon return from official leave of absence, scholarship, or training. [sec. 17, 2017 Omnibus Rules on Appointments and Other Human Resource Actions (Revised 2018) Re: Amendments and Additional Provisions to CSC Resolution No. 1701009]
2.2 Performance EvaluationIn order to develop and retain a body of competent REPS with high morale, the University shall maintain a sound and equitable system of evaluation. This is aimed to motivate the UP personnel to continuously strive to attain academic excellence in support of the University’s mission as the national university. [Memorandum No. PDLC 20-12, 3 Aug. 2020]
All REPS undergo a twice-a-year evaluation of individual performance as a basis for promotion and merit increase and other performance-based awards and incentives. The form to be used in the evaluation is the UP REPS Performance Evaluation System (PES). Following a well-defined vision and mission of the organization, long-term and short-term goals are set. These provide the structure and flow of the organization as well as the specific duties and responsibilities of each individual member.
Each unit is expected to define the levels of performance, vis-à-vis its objectives, as well as the standards that will be equivalent to ratings of 4-3-2-1. The work standards must be determined by the unit at the very start before the ratings are given. The “unit” in this case may refer to the college, institute, center, department, etc. where the REPS may be affiliated with. The unit head is expected to distribute the workload equitably and/or reasonably. [1992nd BOR meeting, 27 Jan. 2005; Approval of the UP SPMS by the CSC, 27 Nov. 2014]
2.2.1 PES InstrumentThe instrument consists of Part I (Workload), Part II (Critical Factors) and a provision for Part III (Intervening Task/Workload). The ratio distribution is 80:20 for Part I and Part II, respectively, to reflect greater emphasis on an output-based performance evaluation for REPS.
The maximum point (average point) a REPS can receive is 4.5 per rating period.
The PES can be either in manual or electronic format. Each unit can decide which format to adopt. [1992nd BOR meeting, 27 Jan. 2005]
2.2.1.1 Part I: WorkloadThe REPS are expected to do any one or a combination of the following performance measures: Research (R), Extension (E) and Professional Services (PS). The instrument designed is flexible enough to recognize the differences in the kinds of work that the REPS undertake in the different units and CUs of the UP System. However, the total workload should be 100 percent.
If other performance measures are applicable to some REPS, such as Instruction (I) and Administrative Duties (AD), minimum and maximum target limits are set for each performance measure. For example, for UEA and UES, the limits are 0-25 percent for Instruction and 0-49 percent for administrative duties. The REPS’ workload for administrative duties should not exceed the workload for Research, Extension, and Professional Services. This is to maximize the potential functions of the REPS in the performance of their duties and responsibilities. [1992nd BOR meeting, 27 Jan. 2005]
2.2.1.2 Part II: Critical FactorsPart II is for the evaluation of a REPS’s attitude/behavior related to work. The supervisor’s rating (60 percent) and the REPS self-rating (40 percent) will be accomplished in separate sheets to avoid bias when accomplishing Part II. The head of the unit’s APC will assign a staff who will compute the score. The head of the unit must ensure the accuracy of computation of ratings and the assigned staff should practice the provisions of the Data Privacy Act. [1992nd BOR meeting, 27 Jan. 2005; RA no. 10173]
If after the identification of targets, a REPS is assigned additional tasks, like membership in a College or University Committee, these should be considered intervening tasks. An intervening task in not part of the regular duties of the REPS. It should not exceed twenty-two working days or 176 working hours, otherwise the task becomes a regular function/workload. If a REPS is assigned additional tasks exceeding twenty-two working days or 176 working hours, appropriate revisions should be made in the performance targets/workload for the period covered. The unit should determine which will form part of the intervening tasks [sec. 4.2.2, Performance Evaluation System for the REPS of the UP System, approved during the 1992nd BOR meeting, 27 Jan. 2005]. Intervening tasks and overload work assigned to REPS if any, are reflected in part III of the PES form. [1992nd BOR meeting, 27 Jan. 2005]
A standard point system for rating intervening tasks has to be established by each unit (an example is provided in Annex no 2.5).
2.2.1.4 RatingThe performance evaluation/rating has to be discussed between the rater (immediate supervisor) and the ratee (REPS) as signified in the form.
Regarding the process of contesting one’s ratings, see Chapter 4, sec. 6
The performance of personnel on detail to another agency for three months or more shall be rated by the authorities concerned in the receiving agency. The average performance rating of the detailed personnel shall be considered in the ranking of qualified personnel in either the receiving or the mother agency where the detailee served for a longer period within a given year. [sec. 5.4, CSC-DBM Joint Circular (JC) no. 1, s, 2012]
For personnel assigned to more than one section/division on a part-time basis, a performance evaluation will be prepared for each section/division. The average performance rating of the detailed personnel shall be computed.
2.3 PromotionPromotion is the advancement of a career employee from a one position to another position involving an increase in duties and responsibilities, as authorized by law, and usually accompanied by an increase in salary. Promotion may be from one department or agency to another or from one organizational unit to another within the same department or agency. [sec. 11, 2017 Omnibus Rules on Appointments and Other Human Resource Actions (Revised 2018) Re: Amendments and Additional Provisions to CSC Resolution No. 1701009]
The University grants merit and promotional increases to deserving employees based on their performance rating. A promotion is the highest form of recognition of merit. [UP Manila Basic Administrative Manual, p.15]
Regarding promotions criteria, REPS promotions shall be based on research competence and productivity, artistic and creative work, extension service, contribution to the field of specialization, dedication to service, and moral and intellectual integrity.
Since the UP System RWC is still in the process of harmonizing the promotion guidelines across CUs, each CU will utilize its own existing promotions procedures in evaluating and ranking the meritorious performances of its REPS.. [Memorandum no. PDLC 20-14, 29 Sep. 2020]
2.3.1 Vertical PromotionThe merit promotion of REPS occupying regular items (with permanent or temporary appointment) shall be based on the need and/or the rationalized staffing pattern of a unit and shall be granted to those who qualify, subject to applicable rule and regulations as set by the CSC, RA no. 9500, and the merit selection requirements of UP. REPS vertical promotion occurs when there are vacant items due to resignation, retirement, or the passing of an incumbent. The item will be open to all qualified, who will apply and compete. [Research, Extension and Professional Staff (REPS) Processing of Appointments and Other Personnel Actions, 31 Aug. 2021 presentation of HRDO Appointments Section]
REPS may also be automatically promoted by receiving a Lingkod Bayan award (a national-level honor). A Lingkod Bayan awardee is automatically promoted to the next higher position suitable to her/his/their next higher position or, if there is none vacant, said position shall be included in the next budget of the office, except when the creation of a new position would result in distortion in the organizational structure of the department/office/agency. Where there is no next higher position immediately available, a salary increase equivalent to the next higher position shall be given and incorporated in the basic pay. When a new position is created, that which is vacated shall be deemed abolished. [EO no. 508, s. 1993, Office of the President of the Philippines, 31 Mar. 1993]
In connection with UP’s commitment to provide concrete support to promote the professional growth and wellbeing of REPS. [sec. 2, Art. XIII, CAN between UP and AUPAEU, 2021-2026]. UP needs to study ways on how to invoke the nature of REPS as an academic sector in providing for slack items for vertical promotion.
In the 1083rd meeting of the Board of Regents on 26 January 1995, the Board approved the guidelines for determining the rank and salary grade of REPS upon obtaining PhD degree, or its equivalent, in a relevant field of specialization, provided that the existing rule regarding the automatic promotion of those who had already attained the rank of Associate Professor at the time they started their fellowship or a study for a Ph.D. shall be reviewed. The automatic promotion described in the approved guidelines only applies to those who are included in the core staffing pattern of the unit concerned. This BOR decision has not been formally overturned.
2.3.2 Horizontal PromotionStep increment is the recognition granted for meritorious performance based on a performance management system that is approved by the CSC, allowing the employee to progress from Step 1 to Step 8 of the salary grade allocation of her/his/their position.
The step increase(s) of REPS occupying regular items (with permanent or temporary appointment) shall be granted to those who qualify, subject to applicable rules and regulations as set by the CSC, RA no. 9500, and the merit selection requirements of the University.
The maximum number of employees that may be granted step increment/s due to meritorious performance in any given year shall be determined by the UP System. [Memorandum no. PDLC 20-14, 29 Sep. 2020; CSC-DBM JC no. 1, s. 2012]
2.3.3 Scientific Career SystemThe DOST-CSC Scientific Career System (SCS) is a system of recruitment, career progression, recognition and reward of scientists in the public service as a means of developing a pool of highly qualified and productive scientific personnel. It is a career path available to UP REPS. Successful SCS applicants are conferred the rank of Scientist. There are five Scientist ranks, with the following salary grades: Scientist I – SG 26; Scientist II, SG 27; Scientisgt III, SG 28, Scientist IV, SG 29; and Scientist V, SG 30. To be eligible, applicants should have at least a master’s degree in the appropriate field and ten years of productive scholarship and professional R&D work beyond the master’s degree of a doctoral degree and ten consecutive years of productive scholarship and professional R&D work preceding the date of application for admission. [Merit System for the Scientific Career System, CY 2011]. Visit the OVPAA website for more details on the SCS.
2.4 Separation from ServiceAppointment of REPS for a specified period shall terminate on the date specified, unless previous written notification of renewal is made. [art. 501, Revised UP Code]
As government employees, REPS are governed by the CSC Rules on Administrative Cases in the Civil Service (RACCS) the latest of which is contained in CSC Resolution No. 1701077, promulgated on 3 July 2017 (the revised RACCS, or RRACCS). Penalties for offenses range from reprimand or suspension, or for grave offenses, it can be either of the following that is deemed as termination of service in the University:
a) Drop from the Rolls
b) Dismissal
c) Dismissal and Perpetual Disqualification from Public Service
Depending on the final decision made about the case, with its legal implications and corresponding conditions, the terminated individual may or may not be able to receive separation benefits (e.g., contributions with Government Service Insurance System [GSIS] or UP Provident Fund)
Due process has to be followed for filing of administrative cases. This has to be ensured by the All UP Academic Employees’ Union. An employee who may want to complain about this process may contact the grievance committee of AUPAEU.
Remedies for administrative cases such as settlement, appeal, and motion for reconsideration are outlined in the 2017 RRACCS.
2.4.2 Termination of ProjectTermination of a project shall result in the end of temporary appointment of REPS in the project. [art. 502, Revised UP Code]
Project-based employees have no employer-employee relationship, and as such are not entitled to receiving any separation benefits.
2.4.3 ResignationAn employee who wishes to resign from the University for one reason or another should submit to his immediate superior a written notice at least 30 days before the date of the intended resignation. Each resigning employee shall fill up an exit interview form. Also, she/he/they should apply for clearance prior to the date of his/her resignation at the unit level.
An employee shall not be issued a University clearance in the event she/he/they is found to have unsettled and/or outstanding property or money accountabilities with the University. When such clearance has been issued, the employee who occupied a regular plantilla position shall receive back his or her contributions with GSIS and UP Provident Fund (if applicable).
2.4.4 Retirementa) Mandatory - Under RA no. 660, PD 1146, and RA no. 8291 (sec. 13b), retirement shall be compulsory for an employee of sixty-five years of age with at least fifteen years of service
If the employee has less than fifteen years of service, she/he/they may be allowed to continue in the service in accordance with existing civil service rules and regulations. According to CSC Resolution No. 2000002, promulgated on 3 January 2020, the provisions of section 129, Rule XII of the 2017 Omnibus Rules on Appointments and Other Human Resource Actions (ORA-OHRA) will be followed, allowing the extension of service to a maximum period of two years for one who will complete the fifteen years of service.
b) Optional - Under RA no. 8291 (sec. 13-A), GSIS retirement benefits can be given to an employee who has satisfied the following conditions:
• Rendered at least fifteen years of service;
• At least sixty years of age at the time of retirement; and
• Not receiving a monthly pension benefit from permanent total disability.
Sections 9-13 of RA no. 8291 contain the following provisions on the computation of benefits for retiring government employees:
• Average Monthly Compensation (AMC) = Total Monthly Compensation
received during the last thirty-six months of service divided by thirty-six
• Revalued Average Monthly Compensation (RAMC) = 700 + AMC
• Basic Monthly Pension (BMP) - based on the number of years of paid premiums
• For less than 15 years; BMP = 0.375 x RAMC
• For 15 years or more; BMP = 0.375 x RAMC + (0.025 x RAMC x Number of years of paid premium in excess of 15 years)
There are two types of retirement packages as discussed in the GSIS website [https://www.gsis.gov.ph/active-members/benefits/retirement/retirement-under-republic-act-8291-gsis-act-of-1997/]
• Option 1: Five-year Lump Sum and Old-Age Pension
Under this option, retirees can get their five-year pension in advance. The lump sum is equivalent to sixty months of the BMP payable at the time of retirement. After five years, retirees will start receiving their monthly pension for life.
• Option 2: Cash Payment and Basic Monthly
Under this option, retirees will receive a cash payment equivalent to eighteen times the BMP payable upon retirement and then a monthly pension for life, payable immediately after retirement date.
2.4.4.4.2 Expanded Service Recognition PayUnder Memorandum no. PAEP 17-06, dated 17 January 2017, and modified during the1363rd BOR meeting dated 26 August 2021, the Expanded Service Recognition Pay (eSRP) is an additional incentive for the administrative staff and REPS, equivalent to fifteen days for every calendar year of service to the University. The eSRP is payable to eligible employees in any of the following cases:
• Compulsory retirement at age sixty-five;
• Optional retirement starting at age sixty until just before age sixty-five of
eligible staff with at least twenty-five years of service to UP and whose unit or office has an approved succession plan for those applying for optional retirement;
• Early retirement due to permanent total disability (no longer fit to work)
under the rules of GSIS regardless of age but with at least twenty-five years of service to UP;
• In case of death of eligible staff regardless of age and length of service to UP.
Under the latest memorandum dated 26 August 2021, employees who retire as faculty members but who have formerly served as REPS or admin staff for at least twenty-five years are also eligible to receive eSRP.
The following definitions are used in the computation of eSRP:
• YRS = number of years of service in UP
• SAL = latest monthly salary at the time of retirement
• CF = constant factor equivalent to 0.0481927
= number of months in a year / number of days in a year less than Saturdays,
Sundays, and holidays in a year
= 12 months / [365 days - ( 104 + 12 )] = 0.0481927
eSRP = YRS x SAL x CF x 15 (days)
2.4.5 Death and DisabilityAn employee who suffers any disability or death is covered under the conditions and provisions of RA no. 8291.
Permanent disability benefits are discussed in section 15 of RA no. 8291, with discussions on permanent total disability benefits in section 16, and permanent partial disability benefits in section 17.
Temporary disability benefits are discussed in section 18 (temporary total disability benefits) and section 19 (non-scheduled disability) of RA no. 8291.
Death benefits are discussed in section 20 to section 22 (survivorship benefits), section 23 (funeral benefits), and sections 24 to 27 (life insurance benefits) - compulsory life insurance, dividends, optional insurance, and reinsurance—of RA no. 8291.
2.5 Extension of Service in the UniversityAs a matter of policy, the services of officials or employees who attain the compulsory retirement age of sixty-five years are not extended unless the extension of the services of these officials or employees is absolutely necessary in the interest of public service. This necessity of the service is determined by the University, guided by the Civil Service Commission as outlined in CSC Resolution No. 2000002 (Guidelines on the Request of Extension of Service), promulgated on 3 January 2020. Examples of such necessity are the following: completion of program or project, deployment in services that have impact on national security and safety, the subject position is highly technical that expertise is not available in the University, and during the transition period to ensure proper turnover of program or project implementation by the training or orienting successor. [CSC Resolution no. 200002, s. 2020]
A REPS who has reached the compulsory retirement age of sixty-five cannot be appointed to any position in the government. However, in meritorious cases, the BOR may allow the extension of service of a person who has reached the compulsory retirement of age sixty-five years, for a period of six months only unless otherwise stated. Provided that such an extension may be for a maximum period of two years for one who will complete the fifteen years of service required under the GSIS law, as stipulated also in CSC Resolution No. 2000002 s. 2020, which follows section 129, Rule XII of the 2017 ORA-OHRA.
A request extension with strong justification shall be made by the head of office and shall be filed with the BOR not later than three months prior to the date of official/employee compulsory retirement.
Services rendered during the period of extension shall no longer be credited as government service. However, services rendered specifically for the purpose of completing the fifteen years of service required under the GSIS law shall be credited as part of the government service for purposes of retirement.
An employee on service extension shall be entitled to salaries, allowances and other remuneration that are normally considered part and parcel of an employee’s compensation package, subject to existing regulations on the grant thereof. [CSC MC no. 27, s. 2001; RA no. 9500; CSC Resolution no. 200002, s. 2020]
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