The University is committed to provide an appropriate and nurturing working environment for REPS. This chapter provides the existing policies on the organization of work, related activities, training, and skills pertaining to the eligibility to an appointment as a REPS and the corresponding recognition and incentives that enhances the work experience of REPS in UP Diliman. It also presents policies covering wellbeing and benefits that contribute to an appropriate work-life balance for enhanced productivity.
3.1 Work HoursSome flexibility is granted to REPS regarding their working schedule due to the nature of their duties and responsibilities.
3.1.1 Official Working HoursAll REPS are required to render at least forty hours of work in a week subject to the guidelines set forth by the University based on the latest Civil Service Commission resolution on flexible work arrangements (FWA). [CSC MC no. 06, s. 2022]
Currently, the following are the guidelines on flexible work arrangements, based on Memorandum No. NGY 22-74, dated 2 July 2022 (see Annex no. 3.1.):
a) The office/unit shall be operational from Monday to Friday, 8:00 AM to 5:00 PM.
b) Flexitime shall be limited to not earlier than 7:00 AM to not later than 7:00 PM.
Employees who are handling frontline services, however, must strictly ensure the delivery of services to their clients and stakeholders from 8:00 AM to 5:00 PM, with “no noon break” policy to be observed.
c) The following are the prescribed flexitime hours:
7:00 AM to 4:00 PM
7:30 AM to 4:30 PM
8:00 AM to 5:00 PM
8:30 AM to 5:30 PM
9:00 AM to 6:00 PM
9:30 AM to 6:30 PM
10:00 AM to 7:00 PM
d) The Regular Weekly FWA must be determined and plotted, following discussion and agreement between the head of office/unit/supervisor and the individual REPS. The Regular Weekly FWA shall serve as one of the monitoring mechanisms for both the office/unit and HRDO. FWA requests can be denied or existing FWA can be modified on the grounds of failure to accomplish the assigned task/s within the agreed upon timelines and/or overall performance review of the personnel.
e) The office/unit and/or HRDO shall have the employee accomplish the
[Non-Disclosure Undertaking (NDU)].
upon the effectivity of the appointment/contract (for new employees/COS/JO workers). Those who have already filed the NDU are no
longer required to accomplish a new undertaking.
f) The following are the types of FWA:
- Flexiplace – refers to any of these: work from home (WFH) of the REPS, work
from another campus identified as a convenient location for the REPS, or work from another fixed placed outside UPD within the Philippines;
- Compressed workweek - The required forty (40) hours per work-week is
compressed to four (4) days or less, as may be applicable;
- Skeleton workforce or Physical Reporting - Skeleton workforce is equivalent
to physical reporting, as being implemented under the Alternative Work Arrangement by the University;
- Work Shifting – applicable to REPS whose office is mandated to render 24
hours of continuous service delivery on a daily basis
Flexitime – this is allowed only between 7:00 AM to 7:00 PM(as enumerated
above in item c, 3.1.1)
Saturdays and Sundays may also be set as work days depending on the nature of work, and also in the exigency of service. This, however, shall be considered as regular workdays, and not an overtime. Those who are adopting WFH and Work from Another Fixed Place are also not entitled to compensatory overtime credit/overtime pay.
A combination of any of the type of FWA may be adopted upon evaluation of the supervisor on the productivity of the REPS and the unit. A weekly accomplishment report shall be prepared for monitoring purposes, specifically by REPS adopting flexiplace and regular and compressed workweek with WFH. The accomplishment report shall be consolidated and attached to the Certificate of Service or Daily Time Record submitted to HRDO, which must include a notation on the right margin of the corresponding FWA adopted. A copy of the accomplishment report must be maintained at the office/unit.
It is encouraged to check with the HRDO for any clarifications on the adoption of the FWA for each unit as detailed further in Annex no. 3.1. This Manual shall include any future resolutions from the CSC pertaining to the adoption of the FWA including the corresponding benefits.
3.1.2 Compensatory Time OffThere are cases where REPS are required to work beyond official working days. The University follows the guidelines provided under Joint Circular no. 2, s. 2004 of the DBM and CSC dated 4 October 2004 on non-monetary remuneration of overtime services rendered. The University allows compensatory overtime credit (COC) which is the accrued number of hours a REPS earns because of services rendered beyond regular working hours and on weekends and holidays. In lieu of overtime pay, the REPS may file for a compensatory time-off (CTO) which refers to the number of days or hours a REPS is excused from reporting for work with full pay and benefits. The process starts with the head of unit requesting for COC approval to the HRDO.
a) Completion of research and extension projects with set deadlines when, due to unforeseen events, the deadline cannot be met without resorting to overtime work;
b) Relief, rehabilitation, reconstruction, and other related work or services during calamities, disasters both natural and human-induced;
c) Seasonal work such as budget preparation and financial reports; and rendition of annual reports to meet scheduled deadlines by the University or funding agency;
d) The provision of essential public services during emergency situations, such as power and energy, water, distribution and control of basic staples, communication and transportation, medical and health services, peace and order, and security;
e) Implementation of special programs/projects embodied in the UP administration directives and authorizations and with specific dates to complete, which are in addition to the regular duties of REPS;
f) Legal services to facilitate the dissolution of cases/resolutions/decisions; and,
g) Such other activities as may be determined by the head or agency.
Each REPS may accrue more than forty hours of COCs in a month but not to exceed 120 hours. The CTO should be used within the year these are earned. Any unutilized COCs cannot be carried over to the following year.
A REPS who has earned COC shall be granted a Certificate of COC duly approved and signed by the unit head. The certificate indicates the number of hours earned as overtime by the REPS in a month (please refer to Annex no. 3.2). [CSC-DBM JC no. 2, s. 2004, 4 Oct. 2004]
The CTO cannot be filed and is not applicable to a REPS who is under WFH or Work From Another Fixed Place work arrangement.
3.2 Service ReportREPS doing research and extension whose functions require them to report to work on an irregular schedule shall use the certificate of service (CoS), while REPS whose functions are mostly administrative and/or include rendering service to students and are required to report on a regular schedule shall use the daily time record (DTR) [1219th BOR meeting, 27 Mar. 2007]. The CoS must be submitted every first week of the succeeding month as a record of a REPS’s daily reporting hours earned, attested by their supervisors.
The unit may exercise its discretion to use a stricter method in monitoring of a REPS’s attendance and/or whereabouts. [based on Memorandum no. MVG 06-130, 29 Nov. 2006]
3.3 Additional AssignmentREPS may be given additional assignments outside their regular tasks by the University if the need arises. This may come as an administrative appointment within the University or an outside activity. In both cases, these are not considered part of the regular workload of REPS. Only the Chancellor can approve such assignments, upon endorsements by the Unit Head and appropriate Vice Chancellor offices. [p. 135, Revised 1961 UP Code]
3.3.1 Administrative AppointmentREPS may be assigned tasks that are not part of their main functions but are essential to the administrative structure and goals of the unit or the University. This assignment may be as coordinator of a program, section head, director, collection officer, and other duties and services as appointed by authorities (e.g., unit information officer, health liaison officer, performance-based bonus focal person, Anti-Red Tape Act focal person, etc.).
REPS may also be assigned work in committees (standing or ad hoc) within their respective units, at the Diliman level, or at the System level, with appointment for a specific period. Entitlements are based on the nature of the work and University rules on honoraria.
3.3.2 Outside ActivitiesREPS follow the same University rules that govern faculty members on engaging outside activities. The scope includes limited practice of profession, management of private enterprises, outside consultancy, secondment, teaching in other educational or training institutions with which the University has a Memorandum of Agreement, as well as research and other activities or projects under the auspices of outside agencies which are not considered integral functions of the University.
No member of the REPS shall engage in outside activities without prior authorization from the Chancellor, upon endorsement by the dean, director, or head of office concerned, subject to the exigencies of the service.
Except as otherwise provided for in these rules, permission to engage in outside activities shall be for a period not exceeding one year, renewable for the same period at the discretion of the Chancellor, upon recommendation of the dean, director or head of office concerned; provided, however, that such permission may be terminated or withdrawn at any time by the Chancellor.
Any person authorized under these rules to be involved in outside activities shall make periodic reports on and full disclosure of such activities, through channels, to the Chancellor. Violation of any of the rules on outside activities shall be grounds for disciplinary action. The immediate superior of the faculty/staff member shall immediately submit a report on any violation of the rules to the Office of the Chancellor, through channels. Disciplinary action on any faculty/staff member may be imposed, but only in accordance with the law, and after due process. [1029th BOR meeting, 1 Mar. 1990; 1030th BOR meeting, 29 Mar. 1990; 1031st BOR meeting, 28 Jun. 1990; 1039th BOR meeting, 14 Mar. 1991; 1048th BOR meeting, 26 March 1992]
3.3.2.1 Secondment [1031st BOR meeting, 28 Jun 1990]Upon request of another agency, government or private, and when the needs of the University so permit, University personnel may be detailed by secondment to the requesting agency, subject to the following conditions:
a) Secondment to a private agency or to a career position in the government shall not exceed one calendar year, renewable for a like period.
Should the person seconded fail to return to the University after the expiration of two calendar years, the position in the University shall be vacated ipso facto. Secondment to accept academic positions with an academic institution with which the University has a memorandum of agreement shall be for the duration of the term of the position to which the secondment is made.
b) Secondment to a policy-determining, primarily confidential, or highly technical position in the civil service, may initially be for two calendar years, renewable for a like period. Should the person seconded fail to return to the University after the expiration of four calendar years, the position in the University shall be vacated ipso facto. In the case of those seconded to the position of secretary or undersecretary in the executive, judiciary or legislative branch, two two-year renewals may be allowed.
The second renewal may be allowed only if the REPS resumes work in the University during such second renewal. Should a person seconded to the position of secretary or undersecretary fail to return to the University after the expiration of the six calendar years, the position in the University shall likewise be vacated ipso facto.
In very meritorious cases, the BOR may, upon recommendation of the unit head concerned, the dean, the Chancellor, and the President, waive the rule on the number of years a faculty/staff member may be allowed to be on secondment. In no case, however, shall a faculty/staff member be allowed to be on secondment for more than six years. [1039th BOR meeting, 14 Mar. 1991]
c) If a full-time secondment is with pay, honorarium, or allowance equivalent to or higher than the salary and allowance in the University, such secondment shall be without pay from the University.
d) Secondment to international agencies or organizations shall be initially for one year, renewable for a like period. In meritorious cases, the Chancellor may allow a final extension of not more than six months.
3.3.2.2 Teaching in Other Educational Institutions
No REPS on full-time basis may engage in teaching outside of the University system, unless authorized under a memorandum of agreement duly entered into with another educational institution and with permission from the Chancellor. Provided, that, in exceptional cases, the President or the Chancellor, as the case may be, may grant permission to the REPS to teach in another institution even in the absence of an institution-to-institution agreement between the University and the other institution. [art. 254, Revised 1961 UP Code; amended at 793rd BOR meeting 7 Apr. 1970; and 842nd BOR meeting, 28 Feb. 1974]
As part of outside activities, teaching in other educational institutions is not considered an integral function of the University and shall not be considered a part of the regular workload of the personnel concerned. [98th BOR meeting, 24 Apr. 1986]
Teaching in another university shall be governed by the following rules:
a) The other university must be recognized by UP by means of a memorandum of agreement.
b) As it is with the faculty, the REPS may teach in that university only with specific authorization from the Office of the Chancellor.
c) Such authorization shall require the prior concurrence of the dean and the chair of department, institute director or division head concerned and the written consent of the REPS whose services are being requested.
d) In evaluating the request for a REPS to teach in another university, administrators shall consider the needs of the unit, the current level of the REPS’s responsibilities to the department and unit and his/her overall load (teaching, research and, where applicable, extension).
e) Department chairs/Institute directors shall be furnished copies of all communications between UP (at the level of the dean and the Chancellor) and the other university regarding their REPS whose services are being requested.
f) The authorization, whether original or renewal, shall be for a period not exceeding one semester at a time, provided the length of service shall not go beyond the term of the memorandum of agreement.
g) The request to teach in another university shall be made at least ninety days before the start of the semester when the teaching is to take place.
h) The maximum permissible outside teaching load is six units per semester.
i)Teaching hours whether within the UP system or in another university shall fall outside the unit’s regular office hours, provided exceptions may be made by the Chancellor in extraordinary and meritorious cases.
j)Teaching outside UP may not be used as a reason to beg off from committee or other assignments, attendance at meetings, and more generally from the responsibilities as REPS. Neither may outside teaching commitments be used to justify failure or inability to undertake or complete research and other academic projects
k) A REPS who teaches in another university shall be liable to that university for any infraction of the latter’s rules and regulations committed while teaching in the other university.
l) A REPS who violates any of these rules shall be subject to disciplinary action provided for this kind of act. [1168th BOR meeting, 27 Feb. 2003]
3.3.2.3 Limited Practice of Profession
Permission to engage in private practice of the profession of faculty are also extended to REPS and it may be granted only if such private practice may enhance their usefulness to the University or improve their efficiency. [art. 252, Revised 1961 UP Code]
The privilege of private practice, when granted, shall be for a definite period of one year, renewable at the discretion of the Chancellor for one-year periods, and under such conditions as may be prescribed by him/her regarding the nature of the work, the time of performance, and other circumstances. [art. 253, Revised 1961 UP Code; amended at the 839th BOR meeting, 29 Nov. 1973, and the 1031st BOR meeting, 28 Jun. 1990]
The limited practice of one’s profession shall be governed by the following guidelines:
a) No member of the academic staff, officer, or employee of the University shall, without prior permission from the Chancellor, practice any profession or manage personally any private enterprise which in any way may be affected by the functions of her/his office; nor shall he/she/they may be directly financially interested in any contract with the University unless permitted by the Board. Violation of this provision shall be punishable by reprimand, suspension, or dismissal from the service. [art. 250, Revised 1961 UP Code; amended at 1031st BOR meeting, 28 Jun.1990]
b) Permission to engage in private practice of profession may be granted provided that such practice is 1) not adverse to the interest of the University; 2) shall not be conducted on official time; 3) will improve the person’s efficiency and usefulness to the University; and 4) shall be subject to such other requirements as may be imposed by law or University rules and regulations.
c) Permission to engage in management of a private enterprise shall be subject to the conditions imposed on practice of profession.
d) REPS requesting permission shall fill up HRDO Form No. F-12 stating the exact nature of the proposed limited practice of profession/management of private enterprises, amount of time to be spent, and reasons for pursuing these outside activities.
e) The unit or office head concerned shall see to it that any REPS granted permission to engage in limited practice of profession or in any other outside activity shall continue to faithfully discharge her/his/their duties in the University and that conditions which, on prior authorization specified above, have been complied.
At the end of the period authorized, a written report on the practice of profession/ management of private enterprise shall be submitted to the Chancellor through channels. Moreover, requests for renewal shall not be processed without a report on the past year’s outside activities.
3.3.2.4 Undertaking Research for an Outside Organization
Similar to the faculty, before a member of the REPS can undertake any research work under the auspices of an organization outside of the University, she/he/they shall obtain the consent of the proper division or department chair, dean or director, and of the Chancellor; and in the publication of such research, the University of the Philippines shall be credited, side by side with the outside organization. [art. 262, Revised 1961 UP Code]
The BOR delegated to the President the authority to approve research agreements or contracts entered into by the University with one or more members of its own staff. [1022nd BOR meeting, 29 Jun. 1989]
The OVCRD, through its Research Management Office (RMO) manages funds of projects supported by non-UP funds, government or private. A memorandum of agreement is required between UP and the funding agencies. These external funds shall be managed in the same manner as OVCRD funds except when specified otherwise by the funding agency. [Researcher’s Handbook (Frequently Asked Questions), Sept. 2002, OVCRD, UPD]
In accordance with UP policies and guidelines, a percentage of all project funds shall be allocated for university administrative overhead costs based on approved schedules and governed by the following System guidelines. Please see Annex no. 3.3 for further details.
3.3.2.5 Community Work and Similar Activities
Community and similar services or extension (outside the work of the extension cluster personnel) by the various units of the University, in support of its primary research/extension functions, shall include the conduct of short-term, non-degree courses, refresher or review classes, seminars, conferences, special training, or continuing education programs. These activities may be initiated by the unit or undertaken at the request of persons or agencies, whether foreign or domestic, governmental or nongovernmental, for conducting research, training, and policy or other studies. Any such activity shall be subject to the conditions on prior authorization by the University.
3.3.2.5.1 Rules on Conduct of Community Work and Similar Activities
Conduct of community and similar activities are governed by the following:
a) Responsibility of heads of units - Heads of units of the University shall have primary responsibility for the planning and conduct of non-degree courses or special training programs and contracts for professional and technical services.
b) Budget and other requirements - Proposals for the conduct of community or similar services in response to the request of other agencies, and contracts for professional and technical services shall include, among other requirements, a budget indicating the major items of expenditures which shall form a part of the contract or memorandum of agreement, and a staffing pattern indicating the number of and positions required, as well as the corresponding honoraria or salary rates and/or allowances, which shall, in no case, indicate names of particular persons.
c) Administrative overhead expenses - Provision shall be made in the budget for the payment to the University of administrative overhead expense based on the guidelines set by the University. Provided, however, that all contracts between the University and any government department, office or agency involving community or similar service projects shall be exempted from this requirement if the undertaking concerns a priority program of the government and has the official endorsement of the Office of the President of the Philippines. [980th BOR meeting, 20 Aug. 1985]
d) Appointments - Appointments, as well as the corresponding honoraria, salary rates, or allowances of personnel, shall be in accordance with University policies, rules, and procedures.
e) Honoraria for University personnel - University personnel appointed to a project shall be entitled to honoraria or allowances according to BOR rules. Their services to the project shall be rendered outside their regular office hours in their respective units or offices, or their equivalent.
f) Honoraria for lecturers - Payment of honoraria for special lecturers, resource persons or panelists shall be determined by the heads of units depending on such factors as official status, rank, academic degrees, professional, technical, or other qualifications. The rate shall not exceed the allowed rate per lecture hour set by the University. Certification by the heads of units of service rendered by such persons shall serve as basis for the payment of honoraria.
g) Applicability of University salary scale - Employees or personnel in projects shall be subject to the University salary scale and classification plan. The hiring rate for contractual employees shall be determined by the rate prescribed by the current University policy on salaries of contractual personnel.
h) Administration of funds - The sponsoring agency shall turn over the funds for the project to the University. The administration and disbursements of funds shall be in accordance with University policies and procedures as well as the usual accounting and auditing rules and regulations.
i) Periodic reports - It shall be incumbent upon the heads of units to make periodic reports to the President or the Chancellor with regard to community or similar services undertaken while the project is in progress, and a terminal report upon the completion of the project.
3.3.2.6 Invitation to Speak in Other Educational Institutions
REPS are allowed to accept invitations to speak at graduation exercises and other similar activities of other schools or colleges, and the time spent in going to and returning from the place shall be counted as official. [art. 259, Revised 1961 UP Code]
University personnel may, subject to the exigencies of the service, and with permission of the Dean of the college or head of office, accept speaking and similar engagements on official time. [987th BOR meeting, 24 Apr. 1986]
3.4 PrivilegesAs a University policy, REPS are encouraged to pursue graduate studies in fields that are within the academic priorities of their departments/units, colleges, and the University. In addition, there are other privileges attached to being UPD REPS, such as study leave, library, housing, and special detail, subject to meeting certain qualifications. [836th BOR meeting, 30 Aug. 1973; 973rd BOR meeting, 29 Nov. 1984; amended at the 1142nd BOR meeting, 26 May 2000]
3.4.1.1 Enrollment Privilege
All full-time University personnel may enroll in courses in UP to obtain advanced degrees relevant to their field or discipline and shall be entitled to 100 percent waiver of tuition, laboratory, and miscellaneous fees (except student fund fees) subject to the following conditions:
a) Prior to enrolment, approval of their immediate supervisor, head of unit, and Chancellor has been obtained. For REPS, each college or unit shall decide which fields are deemed relevant, considering new developments in the discipline and the growing multidisciplinary nature of certain fields of knowledge.
b) The renewal of this privilege for the succeeding semester shall be subject to satisfactory scholastic performance in the previous semester.
c) The REPS shall submit a true copy of grades to the dean or head of unit and to HRDO as prerequisite for renewal or extension of the privilege.
d) Regular full-time REPS who have completed their PhDs or terminal degrees in the relevant discipline can enroll in any field without paying tuition, laboratory, and miscellaneous fees (except student fund fees). Approval from the head of unit and the Chancellor shall be required only for registration purposes. [art. 243, Revised 1961 UP Code; 1053rd BOR meeting, 27 Aug. 1991; 1175th BOR meeting, 25 Sep. 2003]
3.4.1.2 Study Privileges of REPS Dependents and Family Members
Study privileges of members of the family of full-time personnel shall be governed by such rules as the BOR may from time to time promulgate. “Members of the family” refers to the spouse and children of the employee.
The privilege shall not be extended to the spouse and children of personnel who are on leave without pay or secondment. [art. 364, 1984 Revised UP Code]
3.4.1.3 Study Leave with FellowshipSubject to the exigencies of the service, REPS may be granted study leave with or without pay. They may be allowed to enroll full time in the University or in other educational institutions under a fellowship status (whether local or abroad).
The Board approved the rules on the grant of study leave with pay to REPS and administrative personnel [1065th BOR meeting, 23 May 1993]. citing that granting study leave with pay to permanent non-teaching personnel of the University is in line with Civil Service Commission Memorandum Circular no. 13, s. 1992, dated 6 April 1992 requiring government agencies to establish educational support programs for its employees. As provided in the memorandum circular, the educational support program aims to financially assist permanent employees who would want to complete their bachelor's degree and/or pursue post-graduate courses.
3.4.1.3 Study Leave with Fellowship
At present, REPS may avail of a fellowship subject to the Implementing Guidelines for the Grant of Full-time Study Leave with Pay/Fellowship for the Non-Teaching Staff of the University of the Philippines (see Annex no. 3.5). [1120th BOR meeting, 27 May 1998; 1123rd BOR meeting, 27 Aug. 1998]
In UPD, the study leave program offers no financial assistance other than the full salary of the grantee. While not enrolled (e.g., during a summer period) the grantee shall render the usual full-time service. [1255th BOR meeting, 27 May 2010]
As per current HRDO guidelines (please visit the HRDO website), all permanent administrative personnel and REPS who are not older than forty-five years of age and have no pending case may avail of the study leave privilege. Applicants must submit the following:
a) Letter request for study leave endorsed by the head of the unit with justification
b) Performance rating (last two rating periods prior to the application)
c) Certification from the unit head that will reflect the following:
- That there is no provision for a substitute for the grantee
- The potential of the candidate to undertake further studies
- The need for the unit and/or the relevance of the course to the job
d) Duly accomplished study leave form
e) Duly accomplished progress report form (if renewal)
f) Copy of acceptance/admission from school/university
g) Certified copy of grades at the end of each semester or summer (if renewal)
h) Duly accomplished study leave contract with the prescribed return service
obligation and corresponding suretyship agreement
i) University clearance (for thirty days or more)
j) Report for duty upon return/termination/completion of study leave and the
corresponding certificate of return service obligation.
The evaluation and endorsement for REPS applying for a study leave with or without pay and under a fellowship are reviewed by the RPFC, including the availment of any grants applied for.
REPS who are allowed to pursue graduate studies under a local fellowship have the privilege to report half-day (half-day study leave). [1065th BOR meeting, 26 May 1993]
3.4.2 Leave PrivilegesREPS may avail of several leaves offered by the University. Leave of absence is a right granted to officials and employees not to report for work with or without pay as may be provided by law and as the rules prescribed. [rule I, Omnibus Rules Implementing Book V of EO no. 292, July 2010]. The following discusses each type of leave.
3.4.2.1 Vacation Leave
REPS, whether permanent, temporary, or UP Contractual, who render work during the prescribed office hours, shall be entitled to fifteen days vacation leave and fifteen days sick leave annually with full pay exclusive of Saturdays, Sundays, and holidays during the calendar year, without limitation to the number of days of vacation and sick leave that they may accumulate. [CSC MC no. 14, s. 1999]
Both leaves shall be cumulative in any part thereof which may not be taken within the calendar year in which it is earned. It may be carried over to succeeding years. Whenever any officer or employees referred to herein shall voluntarily resign or be separated from the University, though no fault of her/his/their own, she/he/they shall be entitled to the commutation of all accumulated vacation or sick leave to his credit.
REPS who are still on probation may avail of whatever leave credits she/he/they has earned during the said period. Accordingly, any leave of absence without pay incurred during the period of probation shall be extended, the completion thereof for the same number of days of such absence.
Vacation leave shall be taken at any time the REPS should need it subject to the approval of department/unit head and exigency of service. With the exception for the mandatory five-day vacation leave, which is subject to the schedule set by the administration that each REPS must comply with every year. Application for vacation leave shall be filed at least five days before effectivity.
3.4.2.2 Sick Leave
Sick leave shall be granted only on account of sickness on the part of the person concerned or any member of the immediate family. In no case shall sick leave be used as a reason for seeking employment anywhere.
Application for sick leave shall be filed immediately upon employee’s return from such leave. Application for sick leave in excess of five successive days shall be documented with the pertinent medical certificate. [sec. 53, Rule XVI of the Omnibus Rules Implementing Book V of the EO 292 (The Revised Administrative Code), amended by CSC MC no. 41, s. 1998]
In case of job-related sickness, the University shall grant three days additional sickness leave that will not be deducted from regular leave credits of the REPS; provided that for a one-time utilization of said benefits for three consecutive days, a certification is required from a government physician that confirms that the illness was acquired in the process of performing the employee’s work; provided, further, that the additional sickness leave shall be non-commutable, and shall be availed of by the employee only once a year. [sec. 1, Art. XI, CNA between UP and AUPAEU, 2015-2020]
Rehabilitation leave may also be applied for job-related injuries. Applications of REPS for leave of absence on account of wounds or injuries incurred in the performance of duty extending beyond the available leave credits must be made on the prescribed form, supported by the proper medical certificate and evidence showing that the wounds or injuries were incurred in the performance of duty. The head of the department/agency concerned may direct that absence during any period of disability thus occasioned shall be on full pay, but not to exceed six months. She/he/they shall also authorize the payment of medical attendance, necessary transportation, subsistence and hospital fees of the injured REPS. Absence in the cases contemplated shall not be charged against sick leave, if there are any [sec. 2, Art. XI. CNA between UP and AUPAEU, 2015-2020]
3.4.2.3 Special Leave Privileges
Special leave privileges (SLP) refer to leave of absence which all university personnel including faculty members designated to perform administrative functions are entitled to. There are three days of SLP available per year, over and above the vacation, sick, maternity, and paternity leaves to mark personal milestones and/or attend to filial and domestic responsibilities.
In addition to the vacation, sick, maternity, and paternity leave, officials and employees with or without existing or approved CNA, except teachers and those covered by special laws, may be granted special leave privileges.
In the case of REPS, the University shall grant a maximum of six days of non-cumulative, non-commutable special leave privileges every year, for any combination of the types of privileges below: [sec. 3, Art. XI, Sec. 3, CNA between UP and AUPAEU, 2015-2020]
a) Birthday - maximum of one day
b) Emergency - in case of earthquake, typhoon, flood and other natural and/or
human-induced disasters or calamities, subject to certification from the proper authorities
c) Enrolment - maximum of one day
d) Graduation - maximum of one day
e) Wedding and honeymoon
f) Wedding anniversary - maximum of one day
e) Wedding and honeymoon
g) Relocation - subject to the submission of a certification from the barangay
captain, maximum of two days
h) Burial/mourning, in case of death of a spouse or any children, parents, or
siblings
i) Government transactions - maximum of three days
j) Domestic emergencies - maximum of three days
In addition, the University shall grant two days of non-cumulative, non-commutable SLP every year for the hospitalization of the immediate members of the family and nursing leave for nursing mothers. [sec. 4 and sec. 5, Art. XI, CNA between UP and AUPAEU, 2015-2020]
It is understood that should there be any changes in future Collective Negotiation Agreements between UP and the All UP Academic Employees’ Union on special leave privileges, they shall become part of this Manual.
3.4.2.4 Special Leave Benefits for Women under RA no. 9710
Section 22 of RA no. 9710 states that the State will guarantee that in their right to decent work, women will be given support services and gears to protect them from occupational and health hazards taking into account women’s maternal functions; and services that will balance their family life and work responsibilities such as the establishment of day care centers, providing breastfeeding stations at the workplace and providing leaves pursuant to the Labor Code and other pertinent laws. Section 18 of RA no. 9710 states that a special leave benefit of two months with full pay will be granted for women who have undergone surgery caused by gynecological disorders.
Any female public sector employee regardless of age and civil status, who will
undergo surgery to treat a gynecological disorder
[annex B, CSC resolution no. 1000432].
shall be entitled to special leave for a maximum period of two months per
year with full pay based on her gross monthly compensation, provided she has rendered at least six months aggregate service in any or various government agencies for the last twelve months prior to undergoing surgery for gynecological
disorders. The special leave may be availed of for every instance of gynecological disorder requiring surgery. This special leave is non-cumulative and non-commutative.
[CSC MC no. 25, s. 2010]
In addition to the leave form, a medical certificate/clinical abstract is needed in the availment of this leave. Please see Annex no. 3.4 for further details.
3.4.2.5 Maternity Leave
Maternity leave refers to leave of absence granted to female government employees legally entitled thereto in addition to vacation and sick leave. The primary intent or purpose of granting maternity leave is to extend working mothers some measure of financial help and to provide her a period of rest and recuperation in connection with her pregnancy.
RA no. 11210 or the Expanded Maternity Leave Act, enacted on 22 February 2019, states that both government and private offices are required to give mothers 105 days or over three months of paid maternity leave 5. It applies to every instance of pregnancy and employers are required to grant it regardless of the mode of delivery, civil status, legitimacy of the child, and employment status.
In addition, under UP guidelines, female REPS shall be entitled to two months maternity leave; provided, that:
a) such leave shall be paid subject to the provisions of the maternity leave law (i.e., 105 days with pay);
b) if the health of the mother or of the child requires it, as evidenced by a medical certificate, such leave may be extended by the Chancellor. The President and/or the Chancellor is/are authorized to waive the University rules on maternity leave in individual cases. Maternity leaves can also be extended by thirty days without pay.
A total of seven out of the 105 days of maternity leave may be transferred to the father. Solo working mothers may get a total of 120 days of paid maternity leave.
RA no. 11210 also provides that in cases of miscarriage or emergency termination of pregnancy, sixty days of maternity leave with full pay shall be granted to female workers. Medical certificate/any proof of delivery is a documentary requirement in the availment of maternity leave.
It is understood that the enjoyment of maternity leave cannot be deferred but should be enjoyed within the actual period of delivery in a continuous and uninterrupted manner not exceeding 105 calendar days.
Every woman, married or unmarried, may be granted maternity leave more than once a year. Maternity leave shall be granted to female employees in every instance of pregnancy irrespective of its frequency.
Maternity leave shall also be enjoyed by the adoptive parents if the adoptee is below seven years of age as of the date the child is placed with the adoptive parents through the Pre-adoptive Placement Authority issued by the Department of Social Welfare and Development. RA no. 8552, “An Act Establishing the Rules and Policies on the Domestic Adoption of Filipino Children and for Other Purposes,” provides that the adoptive parents shall, with respect to the adopted child, enjoy all the benefits to which biological parents are entitled. [EO no. 3, s. 1989, Office of the UP President, 13 Jul. 1989; art. 235, Revised 1961 UP Code; amended at 685th BOR meeting, 14 Apr. 1961 and 828th BOR meeting, 21 Dec. 1972; amended at 891th BOR meeting, 25 Aug. 1977; CSC Resolution no. 021420, 22 Oct. 2002; RA no. 11210]
3.4.2.6 Paternity Leave
Paternity leave is a privilege granted to a married male employee allowing him to not report for work for seven days while continuing to earn the compensation therefore, on the condition that his legitimate spouse has delivered a child or suffered a miscarriage, for purposes of enabling him to effectively lend support to his wife in her period of recovery and/or in the nursing of the newborn. This is true for the first four deliveries of the legitimate spouse with whom he is cohabiting.
Paternity leave shall also be enjoyed by the adoptive parents if the adoptee is below seven years of age as of the date the child is placed with the adoptive parents through the Pre-adoptive Placement Authority issued by the Department of Social Welfare and Development.
In addition to the leave form, the birth certificate of the newly born child and the marriage certificate are needed in the availment of paternity leave. [RA no. 8187]
3.4.2.7 Paternal Leave for Solo Parents
Parental leave for solo/single parents shall be granted to any solo/single parent employee to enable her/him/them to perform parental duties and responsibilities where physical presence is required, provided she/he/they:
a) Rendered at least one year of service, whether continuous or broken, reckoned at the time of the effectivity of the law on 22 September 2002, regardless of her/his/their employment;
b) The seven days granted for parental leave may be availed of continuously or on a staggered basis, subject to the approval of the Chancellor. In this regard, application for parental leave must be submitted at least one week prior to the requested date/s of leave, except in emergency cases;
c) A copy of the solo parent ID duly issued by the local government unit is needed in the availment of this leave.
The seven-day parental leave is granted on top of the three-day special leave and other mandatory leave benefits. [sec. 8, RA no. 8972]
3.4.2.8 Rehabilitation Leave for Job-related Injuries
Application for leave to recover from injuries incurred in the performance of duty shall be made using the prescribed leave application form with a letter of request addressed to the head of the unit.
The leave application shall be supported by the proper medical certificate and evidence showing that injuries were incurred in the performance of one’s duty. Leave of absence during this period shall be on full pay, but not to exceed six months. The head of the department/agency concerned shall authorize the payment for medical assistance, necessary transportation fees, subsistence, and hospital fees of the injured employee. [sec. 55, Rule XVI, Omnibus Rules Implementing Book V of EO no. 292, as amended by CSC MC no. 41; CSC-DBM JC no. 1, s. 2006; amendment to sec. 3.2., CSC Resolution no. 1300065 dated 10 Jan. 2013]
3.4.2.9 Special Emergency (Calamity) Leave
The Special Emergency or Calamity Leave is a five-day leave granted to government employees directly affected by natural calamities or disaster. Said leave may be availed of continuously or intermittently for five days and shall not be deducted from the employee's leave credits [CSC MC no. 2, s. 2012]
3.4.2.10 Anti-Violence against Women and Children Leave
Violence against women and children victims shall be entitled to a maximum of ten days leave with pay in addition to other leave benefits provided under the Labor Code and Civil Service rules. [sec. 43, RA no. 9262]
3.4.2.11 Leave Without Pay
The Chancellor may, upon recommendation of the head of office, grant leave of absence without pay not to exceed one year at a time, provided it does not go beyond two consecutive years. The absence is to be planned in advance so as not to interfere with the work schedule of the University.
Any employee of the University System shall be dropped from the service for unexplained absence for at least thirty days after the expiration of the period of the leave granted. [art. 239, Revised 1961 UP Code, amended at 828th BOR meeting, 21 Dec. 1972, 987th BOR meeting, 24 Apr. 1986; and 1169th BOR meeting, 27 Mar. 2003; Art. 240, Revised 1961 UP Code; amended at 75th BOR meeting, 20 Jan. 1967]
3.4.2.12 Cumulative Leave
Cumulative or accrued leave credits shall be granted to REPS upon separation or retirement from the University. However, the accrued leave credits may be enjoyed when sick leaves exceed fifteen days.
Vacation leave of fifteen days and sick leave of fifteen days may be granted to officers and employees of the University at such times during the calendar years as may be approved by the Chancellor. Both leaves shall be cumulative and any part thereof which may not be taken within the calendar year in which it is earned may be carried over to the succeeding years; and whenever any officer or employee referred to herein shall voluntarily resign or be separated from the University through no fault of her/his/their own, she/he/they shall be entitled to the commutation of all accumulated vacation and/or sick leave to her/his/their credit.
The Chancellor may, in her/his/their discretion, authorize the commutation of the salary that would be received during the period of the vacation and sick leave of any permanently appointed officer or employee and direct its payment on or before the beginning of such vacation and/or sick leave from the fund out of which the salary would have been paid.
No person whose leave has been commuted following the separation from the University shall be reappointed or re-employed in the University before the expiration of the leave commuted unless she/he/they first refunds the money value of the unexpired portion of the leave commuted.
For the purpose of granting leave of absence to employees required to observe service schedules which extend to six or more days a week, leave credit shall be charged with only the number of hours that are supposed to be rendered on that day. [art. 232, Revised 1961 UP Code; amended at 764th BOR meeting, 21 Nov. 1967 and 828th BOR meeting, 21 Dec. 1972]
3.4.2.13 Forced Leave
Section 2 of EO no. 1077, dated 9 January 1986 provides that officials and employees of the government shall be required to go on vacation leave for a minimum of five working days annually. This is mandatory for those with ten days or more vacation leave credits (those with accumulated vacation leave of less than ten days have the option to go or not to go on scheduled vacation leaves). It need not be continuous.
The University complies with this provision by issuing a memorandum on mandatory leave during the December holiday season (Christmas break).
3.4.2.14 Monetization of Leaves
REPS with at least fifteen days vacation/sick leaves may apply for monetization of their leave credits for a maximum number of ten days annually, tax free, subject to rules and regulations set by the CSC, the Chancellor, and/or the University.
3.4.3 Special DetailA detail is the movement of an employee from one department or agency to another which is temporary in nature, which does not involve a reduction of rank, status, or salary, and does not require the issuance of another appointment.
Similar to the faculty, a REPS may be assigned by the President or the Chancellor, as the case may be, on a special detail in the Philippines or abroad for the benefit of the University or of any of its units under conditions to be fixed by her/him/them in each case.
A special detail may also be a request from another government agency and when the needs of the University so permit, REPS may be detailed by secondment to the requesting agency subject to certain conditions. [art. 241, Revised 1961 UP Code; amended at the 754th BOR meeting, 20 Jan. 1967. 760th BOR meeting, 14 Jul. 1967; 762nd BOR meeting,15 Sep. 1967, 801st BOR meeting, 29 Oct. 1970, 828th BOR meeting, 21 Dec. 1972; 839th BOR meeting, 29 Nov. 1973, and 987th BOR meeting, 24 Apr. 1986]
3.4.4 Housing PrivilegeUPD REPS may apply for housing privileges subject to the University rules and rates governing housing.
3.4.5 Library PrivilegeUPD REPS may use library resources subject to the rules and regulations of the University Library.
3.4.6 UP Mail AccountUPD REPS are entitled to an official UP Mail email account through the UP Computer Center. UP Mail is the official work communication channel of the University that all REPS are encouraged to use. It is covered by the rules of the Data Protection Office and monitored by the UP Computer Center. [UPD DPO Memorandum no. EBM 20-05, 5 May 2020]
3.4.7 Legal ServiceThe University may to provide legal services, including legal representation, to REPS for the following cases:
a) facing an administrative case or sued for acts arising from their performance of
duties and responsibilities, except when the University itself is a party;
b) legal advice in the fulfillment of contracts, agreements, and other documentary
requirements; and,
c) legal opinions for policy clarifications in the preparation of proposals and appeals.
Following CSC guidelines, retirement for REPS may either be mandatory (age sixty-five, under RA no. 660, Presidential Decree [PD] no. 1146, and RA no. 8291) or optional (below age sixty-five, under RA no. 660). Any changes in the age requirements for retirement will be incorporated in future editions of this manual.
The University shall allow all REPS who are about to retire to process their retirement papers one year prior to the date of mandatory retirement. The process shall include preparation of documents for application of separation/retirement claims and benefits to GSIS, subject to University guidelines. The guidelines are the responsibility of the HRDO Separation Services. Furthermore, the University now allows REPS to process these documents one month prior to their date of retirement and be relieved of their official tasks without any need to file for a leave. [sec. 5, Art. X, CNA between UP and AUPAEU, 2021-2026]
3.4.9 Retirement PrivilegesAll retired REPS may still enjoy University Library privileges upon issuance of a UP retiree ID aside from other mandated retirement benefits for government employees. Any additional privileges that UP will provide will be added to future editions of this Manual.
3.5 Benefits and WelfareAs government employees, UP REPS receive benefits such as health, life, and other forms of insurance; social security protection; and disability, sickness, and death benefits. In addition, the University has established some programs specifically for the welfare of UP employees.
3.5.1 Health Services
Every employee of the University shall enjoy health services while in the service of the University. Some services of the University Health Service are provided free of charge to all UP employees, except for pre-employment medical examination and chest x-ray.
All dependents as defined by EO no. 6 of the UP President, s. 1983 shall enjoy health services at the rates fixed for them.
University employees who wish to have their dependents avail of the health services provided by the University Health Service shall, within the first half of January each year, register with the University Health Service the names of their dependent children and/or parents. [EO no. 6, s. 1983, Office of the UP President]
The University shall provide first aid kits in strategically located areas of workplaces/offices where no medical clinic is located in the premises. The prescribed Department of Health (DOH) standard for the first aid kit shall be followed. For this purpose, teams of employees shall be formed and trained in first aid. [sec. 2, Art. VIII, CNA between UP and AUPAEU, 2015-2020]
Aside from physical health, REPS are also highly recommended to look after their mental health and wellness. The UPD Psychosocial Services (PsycServ) program offers telepsychotherapy services to University employees. UPD PsycServ was formed in 2017 in response to an increasing number of students who are at risk for psychiatric conditions and those already suffering from them. This service has since been extended to University employees.
3.5.2 Enhanced Hospitalization Program
The Enhanced Hospitalization Program for UP Employees (eHOPE) is an additional health benefit for qualified University employees. It is a spin-off from the former Financial Assistance Program for Hospitalization Expenses or FAPHE which was effective until 1 January 2017. The Board of Regents at its 1322nd meeting on 24 November 2016 approved the proposal for the eHOPE, which provides financial assistance for hospitalization expenses incurred during confinement up to an accumulated maximum amount of PHP 80,000 per year and also provide financial assistance for medicine related to the covered confinement and prescribed upon discharge of the employee in the maximum aggregate amount of PHP10,000 per year.
a) hospitalization expenses for confinement related to cosmetic surgery;
b) self-inflicted injury and illness; and
c) annual medical/ physical examination which are covered by specific CU policies.
All REPS, including UP contractual and casuals who have rendered at least one year of continuous service to the University, have an employer-employee relation with the University, and whose salaries are paid out of the personnel services (PS) allocations to UP in the General Appropriations Act are eligible for financial assistance under eHOPE. To be eligible, all claimants must be in active service in UP at the time of the claim. Applications are handled by the HRDO. [1322nd BOR meeting, 24 Nov. 2016]
3.5.3 Use of Athletic Facilities and Availment of Occupational Therapy Services
University employees (active or retired) may use of a number of sports facilities in the University subject to the rules and regulations of the unit in charge of the facilities.
The College of Human Kinetics and the University Health Service also have an Occupational and Physical Clinic with prescribed guidelines for the benefit of UP employees and students.
3.5.4 Use of Cultural and Recreational Facilities
The University provides activities for the enhancement of employees' cultural consciousness, sportsmanship, and realization of their potential. Year-round cultural presentations and recreational activities are sponsored by different organizations, such as concerts, plays, art exhibits, movies, sports competition, chess tournaments, etc., which an employee may enjoy for free or for a minimal fee.
3.5.5 UP Diliman Computer Loan Program
This loan was established as part of the capability enhancement program for the faculty and staff of UP Diliman. Full-time regular REPS may avail of a maximum loanable amount with payment and interest terms as determined by the OVCA through the HRDO. Application forms may be requested from HRDO. [1153rd BOR meeting, 30 Aug. 2001; amended at 1177th BOR meeting, 27 Nov. 2003]
3.5.6 Longevity Pay
All officials and employees in the national and local governments, including those in government-owned and controlled corporations with original charters, state universities and colleges, judiciary, and legislature, who are appointed on a permanent status in the career service are covered by the rules on the grant of step increment due to length of service.
Step increments on a REPS’s salary grade shall be granted to those who have rendered continuous satisfactory service in a particular position for at least three years. A one-step increment shall be granted to officials and employees for every three years of continuous satisfactory service in the position. Years of service in the position shall include the following:
a) those rendered before the position was reclassified to a position title with a lower
or the same salary grade allocation; and
b) those rendered before the incumbent was transferred to another position within
the same agency or to another agency without a change in position and salary grade allocation.
[CSC-DBM JC no. 1, s. 2012]
3.5.7 Non-earning Dependents of Deceased Personnel
Non-earning dependents of deceased UP personnel, who qualify for admission to the University or who are already enjoying enrolment privileges prior to the death of the UP personnel, shall be allowed to continue enjoying the same privileges for the rest of the school year with an extension of another school year; provided, that children enrolled for the first time after the said death shall be entitled to this privilege up to the end of the second school year immediately following the said death. [1990th BOR meeting, 28 Aug. 1986; amended at 991st BOR meeting, 26 Sept. 1986]
3.5.8 Philippine Health Insurance Corporation Benefits
In 1995, the National Health Insurance Programs (NHIP) by virtue of RA no. 7875, popularly known as the National Health Insurance Act of 1995, became the government’s health insurance program. RA no. 7875 mandates the Philippine Health Insurance Corporation (PhilHealth), a government-owned and controlled corporation, to provide health insurance coverage and ensure affordable, acceptable, available, and accessible health care services for all the citizens of the Philippines. All REPS are covered by PhilHealth (Please refer to Annex no. 3.6).
3.5.9 Government Service Insurance System Benefits
Life and social security protection of government employees is administered by the Government Service Insurance System.
Membership is compulsory for all government employees receiving compensation (including UPD REPS with plantilla items or those with UP contractual status, excluding non-UP contractuals) who have not reached the compulsory retirement age, irrespective of employment status. This means that REPS shall have life insurance, retirement, and all other social security protection such as disability, survivorship, separation, and unemployment benefits covered by GSIS. REPS may seek assistance from the HRDO on GSIS concerns. [PD no. 1146, amended by RA no. 8291]
3.5.10 Home Development Mutual Fund Benefits
The Home Development Mutual Fund, popularly known as PAG-IBIG Fund (Pagtutulungan sa Kinabukasan: Ikaw, Bangko, Industriya at Gobyerno), is a provident savings system supported by matching contributions of employers with housing as the primary investment, to assist employees in acquiring or constructing their own homes. It is open to all government and private employees and other working groups (contract workers and self-employed) who are willing to contribute the prescribed amount monthly to the Fund. [PD no. 1530; amended by PD no. 1752; EO no. 35, s. 1986, Office of the President of the Philippines; RA no. 7742; RA no. 8501]
3.5.11 UP Provident Fund Benefits
The UP Provident Fund is an employee’s retirement fund created and organized by the University of the Philippines pursuant to the University Charter and the General Appropriations Act for 1994 (RA no. 7663) and Malacañang AO no. 279, s. of 1992 to increase employee benefits and welfare. A REPS may contribute at least 1 percent of her/his/their salary or a higher percentage if she/he/they so desire, while the University contributes a counterpart absolute amount as decided by the BOR every year. REPS may also avail of loans from the Provident Fund upon qualification.
3.5.12 Magna Carta for Scientists
RA no. 8439, or the Magna Carta for Scientists, Engineers, Researchers, and Other Science and Technology Personnel recognizes the role of science and technology (S&T) in achieving economic growth. It provides for a program of human resources development in S&T to achieve and maintain the necessary reservoir of talent and manpower that will sustain its drive for total S&T mastery. RA no. 8439 sets out the incentives for pursuing careers in S&T.
RA no. 11312 strengthened the Magna Carta for personnel in government. Non-DOST S&T personnel may now avail of benefits upon certification of the head of agency. In this case, UPD REPS who are qualified under the Magna Carta may apply for the allowances and monetary benefits provided by law. [DBM-DOST JC no. 1, s. 2013]
3.6 Honors and RecognitionThe Academic Distinction Awards aim to recognize outstanding academic and scholarly works through a system of merit-based incentives. Some awards hope to raise the level of scholarship to internationally accepted standards. [1137th BOR meeting, 25 Nov. 1999]. Awards are given in the following categories: International Publication Award and Gawad sa Natatanging Publikasyon sa Filipino.
3.6.1.1 International Publication Award
The purpose of the International Publication Award (IPA) is to encourage faculty members and REPS to contribute to the body of knowledge in their respective fields/disciplines by publishing in internationally respected peer reviewed journals or recognized publishers that adhere to high standards of scholarship.
All Filipino faculty members, REPS, project researchers and thesis students who indicate UP as their affiliation in an international publication whose publications meet the set standards are eligible for the IPA. Authors who meet the standards set in the guidelines shall receive a cash award. For more details, please visit the OVPAA website. [1137th BOR meeting, 25 Nov. 1999; VPAA memorandum no. 25, 18 Feb. 2000; revised on 11 Aug. 2003; 1272nd BOR meeting, 25 Aug 2011; 1297th BOR meeting, 28 Mar. 2014]
3.6.1.2 Gawad sa Natatanging Publikasyon sa Filipino
This Award is open to all faculty and REPS for the best publication written in Filipino. It is aimed at strengthening research and other publications in Filipino as well as recognizing this among the REPS and faculty. [1147th BOR meeting, 21 Dec. 2000; VPAA memorandum no. 01-011, 26 Jan. 2001; amended at 201st PAC meeting, 21 Nov. 2003]
3.6.2 Gawad TsanselorThe Gawad Tsanselor was first introduced in 1992 as UPD Awards through Administrative Order No. 48 signed by Chancellor Emerlinda R. Roman on 23 March 1992. Members of the UP Diliman community who have demonstrated outstanding individual/group performance in various fields of university work (teaching, research and creative work, extension, administration, student activities, etc.) are recognized annually through the Gawad Tsanselor. The award carries with it a certificate of recognition, a medal, and a cash incentive. The criteria for the selection of the awardees are formulated by committees created for the purpose.
The Gawad Tsanselor is awarded for various categories. Specifically, REPS may receive the following:
a) Gawad Tsanselor para sa Natatanging REPS
b) Gawad Tsanselor para sa Natatanging Programang Pang-Ektensiyon
c) Gawad Tsanselor para sa Natatanging Lingkod Komunidad
d) Gawad Tsanselor para sa Natatanging Mananaliksik sa Pilipino
Those who have received the award three times in the same category or in different categories are elevated to the Gawad Tsanselor Hall of Fame.
3.6.3 Loyalty AwardThis award is granted to an employee of the government who has completed at least ten years of continuous and satisfactory service to the particular government office granting the award. The following policies apply:
a) A loyalty award is granted to all officials and employees in government, including those in state universities and colleges and government-owned and controlled corporations with original charter, who rendered ten years of continuous and satisfactory service in the government.
b) The particular agency where the employee or official completed the ten years of continuous and satisfactory service shall grant the award.
c) An official or employee who incurred an aggregate of not more than fifty days authorized vacation leave without pay within the ten-year period shall be considered as having rendered continuous service for purposes of granting the loyalty award. In the same way, an official or employee who incurred an aggregate of not more than twenty-five days authorized vacation leave without pay within the five-year period may qualify for the five-year milestone loyalty award.
d) Effective 1 January 2002, continuous and satisfactory services in government for purposes of granting loyalty award shall include services in one or more government agencies without any gap. Services rendered in other government agencies prior to 1 January 2002 shall be considered for purposes of granting loyalty award.
e) The awardee shall receive a loyalty memorabilia/souvenir as follows:
10 and 15 years - bronze service pin
20 and 25 years - silver service ring
30, 35, and 40 years - gold service medallion
or other memorabilia/souvenirs as may be provided in the agency’s Program on Recognition and Incentives for Service Excellence (PRAISE).
f) In addition to the loyalty memorabilia/souvenir, a cash gift which shall not be less than PHP500.00 but not more than PHbP1,000.00 for every year of service shall be given to qualified officials or employees. [CSC Resolution No. 020295, CSC Memorandum Circular No. 06, s. 2002]
3.6.4 UP Scientific Productivity and Arts Productivity SystemsAligned with the DOST Scientific Career System, the UP Scientific Productivity System (SPS) was established by the BOR in its 1199th meeting on 26 August 2005 to encourage and reward scientific productivity. Deserving REPS shall be given the rank “UP Scientist” for a specific period of three years with a monetary award under the UP Scientific Productivity Award. REPS in active service who belong to the scientific disciplines covered by the SCS and meet the qualifications specified may be considered for the title of UP Scientist.
Meanwhile, the UP Arts Productivity System (APS) was established by the Board of Regents in its 1239th meeting on December 2008 as the counterpart for the Creative Sector of the UP Scientific Productivity System and is aimed at encouraging outstanding productivity in the creative arts or in arts scholarship for national development. Deserving artists and arts scholars in the research staff will be conferred the title “UP Artist” with a monetary award, the UP Arts Productivity Award. Please visit the OVPAA website for more details on the SPS and the APS.
3.6.5 Program on Recognition of Awards and Incentives for Service ExcellenceIn 2021 and upon the recommendation of the UPD Program on Recognition and Awards and Incentives for Service Excellence (PRAISE) Committee, UPD institutionalized the University PRAISE Honor and Awards Program in addition to the Gawad Tsanselor. The GALING, UTAK, PUSO at DANGAL (GALING UPD) Honor and Awards Program is aligned with the Civil Service Commission Hero and Public Servant Honor and Awards Program. [CSC MC no. 1, s. 2001; Memorandum no. AAP 2021-04]
3.7 Grants and Incentives3.7.1.1 Emerging Interdisciplinary Research Grant
The Emerging Interdisciplinary Research Grant (EIDR) is a variation of the previous research program of the OVPAA. Two categories of proposals are solicited: 1) interdisciplinary research (IDR) program proposals for PHP 10 million per year, and 2) single or dual project proposals for PHP 2 million per year, for a maximum of four years (in two phases), for a total of PHP 80 million per year.
The grants are competitive with evaluation and ranking of proposals performed by external reviewers. Major evaluation criteria are: 1) innovation and intellectual merit; 2) significance and broad impacts; (3) investigator competence; and 4) feasibility of completion in four years.
The Office of the Vice President for Academic Affairs’ “seed” research funds are intended to 1) enable UP researchers to produce high quality publications and other academic output quickly and regularly; 2) lay the groundwork to establish a research culture in UP (by having UP’s research experts mentor the present and future generations of UP researchers in the best practices of research); 3) promote interdisciplinary and intercampus research interactions and activities (one UP); and 4) support the creation of “value” networks from basic to applied research to produce discoveries and innovations that can be developed and packaged into useful and marketable products and services (involving integrated teams of researchers in the natural, engineering, and computational sciences, as well as in business economics management and development; and arts, culture, and lifestyle creators) that contribute to our growth and development as a UP community and as a nation.
General research areas for this grant include:
a) progressive pedagogy
b) Philippine culture, arts, mass communication, humanities, to enhance national
identity, global orientation or tourism development
c) poverty alleviation, family and community development
d) health, disease and wellness
e) agriculture, aquaculture, animal husbandry and nutrition
f) environment, climate and energy
g) biodiversity, conservation and drug discovery
h) genomics, other “-omics” and biotechnology
i) ICT engineering, nanotechnology
j) computational modeling, complex systems
[1272nd BOR meeting, 25 Aug. 2011]
3.7.1.2 Enhanced Creative Work and Research Grant
The Enhanced Creative Work and Research Grant (ECWRG) aims to encourage faculty and REPS to undertake research that will lead to publications or exhibitions or performances of creative work or other significant output such as patents, new software, and advanced technologies. To ensure the quality of output, publication or exhibition will be required prior to the full release of the grant, depending on whether the grant is for research or creative work.
As a rule, only REPS with a rank of University Researcher I and higher may apply for the grant provided they meet the qualifications set by the OVPAA. The track record of applicants in completing creative work/research projects (whether UP-funded or not) shall be examined by the screening committees of the CU and the System. Faculty and REPS with poor track record of publication shall not qualify for the grant.
Faculty and REPS across disciplines (e.g., sciences, arts, humanities, social sciences) are encouraged to submit integrated interdisciplinary proposals, or those constituting a value chain for basic and applied research with applications in public service. Each applicant in the group is entitled to the full amount of the grant based on her/his/their rank. Each grantee shall have at least one paper submission where she/he/they is first author. The project leader/director who is understood to be the senior author, may submit a paper where she/he/they is not the first author but is among the co-authors so long as the same paper is not submitted by another grantee as a final deliverable.
The grant shall support research or creative projects in any field (basic and applied), such as literary work, scientific research, textbook writing, preparation of e-materials (published by academic publishers), artistic work, invention, software, and so on, provided the proposed project is within the discipline/field of the applicant. For example, an application to write poetry shall not be entertained if proposed by faculty outside this field. [1299th BOR meeting, 31 Jul. 2014]
3.7.1.3 UP System Research Dissemination Grants
The Board of Regents established the UP Research Dissemination Grant (RDG) as an award to outstanding REPS researchers who receive invitations or gain acceptance to present their research papers in prestigious international conferences.
With the RDG, REPS are encouraged to conduct and publicize high-quality research that would make the University more visible in the international research community. Participation in international conferences would also expose REPS researchers to cutting-edge research and could provide opportunities to forge collaborations with leading researchers in the world.
The amount of the grant is fixed per applicant and based on the location of the international conference. [BOR 1282nd meeting, 20 Sep. 2012]
3.7.2 OVCRD-administered GrantsOVCRD offers several research and extension grants to qualified REPS in support of enhancing capabilities, increasing network and publications, and invigorating the REPS as contributors to educational and national development.
Currently, the grants offered/funding managed by OVCRD are as follows:
a) Outright Research Grant
b) Thesis and Dissertation Grant
c) PhD Incentive Award
d) Open Grants
e) Source of Solutions (SOS) Grants (Special Grant)
f) Extension Grants
g) Conference Research Dissemination Grants
h) Intellectual Property Protection Grants
i) REPS Development Fund
3.7.2.1 Outright Research Grant
This grant aims to support researchers and creative workers of UP Diliman who are embarking on new or continuing projects. It may serve as co-funding of major projects and may be open to research or creative work in any field from all academic clusters in the University.
The proponent shall be a regular faculty member or REPS in active service in UP Diliman or in the UP Diliman Extension Program in Pampanga, regardless of the status of employment whether permanent or temporary (but excluding lecturer, professor emeritus, and faculty member on sabbatical leave).
The maximum outright research grant is PHP 300,000. Treatment of the grant shall be in accordance with the BOR approval in its 1285th meeting dated 24 January 2013. In no case shall additional funding be granted. Visit the OVCRD website for more information.
3.7.2.2 Thesis and Dissertation Grant
The grant aims to assist in the completion of MA/MS thesis or doctoral dissertation of UP Diliman REPS and faculty that will lead to a graduate degree. The grant supports thesis and dissertation work in any academic discipline.
The proponent shall be a regular REPS or faculty member, or a teaching associate or teaching fellow, in active service in UP Diliman or in the UP Diliman Extension Program in Pampanga, regardless of the status of employment whether permanent or temporary (but excluding lecturer and faculty member on sabbatical leave), enrolled in either campus and whose thesis or dissertation proposal has been approved by the appropriate college graduate committee.
The maximum grant is PHP 30,000 for master’s thesis or PHP 60,000 for doctoral dissertation. Treatment of the grant shall be in accordance with the BOR approval in its 1285th meeting dated 24 January 2013. In no case shall additional funding be granted. Visit the OVCRD website for more information.
3.7.2.3 PhD Incentive Award
This grant aims to provide the necessary incentive and support to REPS and faculty members of UP Diliman who recently obtained their PhD or equivalent to establish their research or creative work in UP Diliman. It also aims to serve as an incentive for these new doctoral degree holders to publish their dissertation works in reputable, refereed journals or exhibit their creations in prestigious venues or events. In this way, the grantee can begin establishing a publication record or exhibition record that will strengthen her/his/their chances of obtaining future grants for further research or creative work.
The proponent shall have received her/his/their PhD or equivalent within twenty- four months prior to the application. An exception to this rule may be allowed for: (a) proponent who immediately undertook postdoctoral research after getting her/his/their PhD or equivalent; and (b) proponent who has a current application for postdoctoral position. The latter may defer the effectivity of her/his/their application for the grant; she/he/they shall apply and may remain eligible upon completion of the postdoctoral stint. The proponent shall be a regular REPS or faculty member in active service in UP Diliman or in the UP Diliman Extension Program in Pampanga, regardless of the status of employment whether permanent or temporary (but excluding lecturer, professor emeritus, and faculty member on sabbatical leave).
The maximum PhD incentive grant is PHP 300,000 per year for two years. Treatment of the grant shall be in accordance with the BOR approval in its 1285th meeting dated 24 January 2013. In no case shall additional funding be granted. Visit the OVCRD website for more information.
3.7.2.4 Open Grants
Open Grants support UP Diliman interdisciplinary, multi-disciplinary, or cross- disciplinary research projects or creative works of the highest standards, which will lead to evidence-based interventions, breakthrough policies, notable creative works, and/or innovative technologies with excellent socioeconomic potential.
The proponent shall be a regular REPS or faculty member in active service in UP Diliman or in the UP Diliman Extension Program in Pampanga, regardless of the status of employment whether permanent or temporary (but excluding lecturer, professor emeritus, and faculty member on sabbatical leave).
Open Grants shall be based on the financial requirements of the study. Treatment of the grant shall be in accordance with the BOR approval in its 1285th meeting dated 24 January 2013. In no case shall additional funding be granted. Visit the OVCRD website for more information.
3.7.2.5 Source of Solutions Special Grant
This grant provides funding to support commissioned research or creative work on results-oriented projects or programs, open innovation solutions, or front-end ideation to R & D addressing immediate challenges and pressing concerns of/in UP Diliman. It aims to promote the strategic value of UP Diliman as a microcosm of Philippine society and therefore a great source of solutions (SOS) to many of our most difficult national problems (in education, risk and disaster management, land use, transportation, community safety, etc.).
The proponent shall be a regular REPS or faculty member in active service in the UP Diliman or in the UP Diliman Extension Program in Pampanga, regardless of the status of employment, whether permanent or temporary (but excluding lecturer, professor emeritus, and faculty member on sabbatical leave).
The SOS grant shall be PHP 300,000 total for five to twelve months; this financial requirement of the study may be negotiable for highly meritorious cases. Treatment of the grant shall be in accordance with the BOR approval in its 1285th meeting dated 24 January 2013. In no case shall additional funding be granted. Visit the OVCRD website for additional information.
3.7.2.6 Extension Grants
The UP Diliman Extension Grants is an outright grant administered by the OVCRD to support extension projects of faculty and staff that receive minimal or no funding support from any organization. It aims to promote and encourage faculty, REPS, and administrative staff to contribute to achieving excellence in social and public service, especially with underserved and marginalized sectors and communities.
The extension work must be consistent with the UP Diliman definition of extension as follows:
Extension is public service work by an academic unit, faculty, staff, and students, individually or as a group. This function of the University is a contribution to achieving excellence in social and public service, especially the underserved sectors. Extension generates, validates, and applies knowledge that can enrich instruction and research.
Extension includes services utilizing expertise and talent related to one's discipline, such as technical assistance, extramural programs, advocacy and community mobilization, and, organizing symposia, public fora, exhibits, performances and conferences. It may also include activities related to service-learning that complement course instruction. [134th University Council meeting, 16 Feb. 2015]
The grant amount is up to a maximum of PHP 150,000 per application. Treatment of the grant shall be in accordance with the BOR approval in its 1285th meeting dated 24 January 2013. The grant shall be for a maximum duration of one year. In no case shall additional funding be granted to the same grantee for the same project. All applications are submitted and evaluated by OVCRD.
3.7.2.7 Conference Research Dissemination Grants
This grant provides financial support to enable UPD colleges/units to host conferences in line with the University’s mission and vision. Please note to check with OVCRD for the availability of this grant.
3.7.2.8 Intellectual Property Protection Grants
These grants provide funding support to researchers and creative workers of UPD who would like to engage in protecting their research or creative work outputs. It aims to assist and encourage faculty members and REPS in securing IP rights such as copyright, patent, utility model, industrial design, trademark, and trade secret as well as securing certifications and/or regulatory requirements needed for certain products/processes.
There are two types of IP protection grants:
a) Philippine Protection Grant for local intellectual property rights filings;
b) Foreign Protection Grant for international phase, which include the Patent Cooperation Treaty route and the National Phase Entry in other countries.
3.7.2.9 REPS Development Fund
OVCRD disseminates the guidelines for the use of the UPD RDF that are followed by the UPD RDF Committee.
3.7.3 Foreign Fellowships under FRASDPThe UP System Faculty, REPS, and Administrative Staff Development Program (FRASDP, formerly the Faculty and REPS Development Program) includes fellowship programs for PhD and master’s as well as for the recruitment of foreign-trained PhD faculty. REPS are included in the program to hasten the number of academic personnel with master’s and doctoral degrees. Five to ten slots have been reserved in each of the CUs for their respective niches for these study grants and recruitment programs. The FRASDP includes the following:
a) PhD and Master’s Fellowship Program for Faculty, REPS, and Administrative Staff
Priority will be given to PhD and master’s fellowships directly aligned with the niches of each of UP’s constituent universities, as well as support for master’s/PhD sandwich programs to enable the pursuit of theses/dissertations in foreign universities. The length of a PhD fellowship that can be enjoyed is up to five years. The program supports tuition, salary, as well as access to a start-up grant of up to PHP 2.5 million upon completion of the PhD (subject to availability of funds). For foreign study, the round- trip airfare and living allowance will also be covered.
b) Short-term Travel Grants for Foreign Postdoctoral Stints or Training
Academic staff who wish to undergo training or undertake projects in foreign universities for up to two months may request for support for travel and living expenses.
c) Externships and Workshops within Industry
This covers the organization of workshops to explore linkages with industry especially for UP’s mature technologies and other output ready for uptake by industry and SMEs. Externships of faculty and students in these private companies as well as training and promotion of entrepreneurship among students and faculty will be supported. All applications must be endorsed by the unit heads or deans, duly evaluated by the OVCAA and then endorsed by the Chancellor. Further information about FRASDP can be found on the OVPAA’s website (https://ovpaa.up.edu.ph/faculty-reps-and-administrative-staff-development-program/).
3.7.4 Local FellowshipsREPS may avail of local fellowships for advanced degrees in the University subject to conditions that the University adopts for study leave with pay and in accordance to the mandates and plans of the respective units. Applications are coursed through the HRDO and the OVCAA.
3.7.5 PhD Incentive Grant and Sandwich ProgramThis grant allows REPS who are in the final year of their PhD program in a foreign university and are in need financial support to complete their degree. It also covers up to one year of study abroad under the PhD “sandwich” program (in which a doctoral student enrolled in UP spends a year in a foreign university working on her/his/their dissertation).
For applicants in the final year of their PhD program,
a) Applicants must be enrolled in a PhD program abroad at the time of application; not be enjoying any other grant or support except their salary; and are close to completing their PhD (in their final year), proof of which must be submitted. Other details may be viewed at the OVPAA website.
b) In rare cases where a master’s degree or its equivalent is the highest degree offered in a particular field (because the field is a pioneering one or is highly technical), a REPS enrolled in such a program abroad may apply for the grant, provided she/he/they meets the conditions above. Full justification must be supplied.
c) The grant shall cover a period of up to twelve months.
d) The applicant shall commit herself/himself/themself to complete the program within one year at most and indicate the expected date of completion.
e) UPD shall prioritize the eligible REPS according to its needs, taking into account which type of expertise is most needed at the moment and/or the thrust of the CU.
f) In addition, the applicant’s track record is highly considered (performance in graduate school and likelihood of completing the degree, whether the applicant previously enjoyed a grant and/or why it was stopped, and the applicant’s potential contribution to her/his/their unit)
For those on “sandwich” program, the grant shall provide at most one year of support. The REPS or her/his/their CU shall support any extension of study beyond this period. The grant recipient shall be given the following:
- Pre-travel and clothing allowances
- Foreign travel,
- Living allowance (amount depends on place of study)
- Other fees that may be required (subject to availability of funds and evaluation by the VPAA)
The CU shall provide:
- Fellow’s salary and other entitlements attached to the position; and
- Salary of substitute (or overload pay of remaining faculty)
Recipients who fail to comply with the terms of the grant—which includes the date pledged to complete the program—and those whose grants are terminated for cause during the grant period shall return the full amount received. They shall also be subject to such other sanctions as prescribed by pertinent University rules. Furthermore, they shall be disqualified from all University grants. [142nd BOR meeting, 26 May 2000 and 1152nd BOR meeting, 26 Jul. 2001; amended at 1153rd BOR meeting, 30 Aug. 2001; amended at 201st PAC meeting, 18 Nov. 2003]
3.7.6 Other Incentive Schemes3.7.6.1 Attendance in Conferences, Seminars, and Workshops
Conferences, seminars, and workshops are usually of short duration, but, especially when they take place abroad and involve the presentation of papers, can be of immense benefit to both the academic personnel and to the University. They can also serve as an incentive for joining and staying within the ranks of the University’s academic staff. Therefore, provision is made for attendance to them.
In UPD, the major source of support for these activities is the RDF. The fund gives REPS the opportunity for exposure and eventual collaboration with colleagues in the national and international academic communities through paper presentation and attendance. Interaction of REPS with faculty and staff with the national and international experts in different fields brings new knowledge and increases network and mileage for the REPS.
3.7.6.2 Attendance in Training Programs
Besides the through the RDF, training/scholarship grants made available to the Philippine government and short courses and specialized certification courses may be applied for by the different colleges and units of the University with the proper endorsement from higher University officials.
The following employees may be nominated to obtain foreign assisted training/scholarship grants:
a) Employees of government agencies, including state colleges and universities and government-owned or controlled corporations, directly involved in the undertaking and implementation of foreign-assisted projects in which the government entered into between such government agencies and the foreign entity includes training/scholarship grants for project staff members under the auspices of the lending or assisting foreign institution;
b) Members of the academic staff of a chartered state college or university whose appointments are non-permanent in nature on account of lack of either master’s or doctoral degrees as embodied in the charter of the state college or university, and whole availment of a scholarship/training grant shall satisfy the deficiency thereby qualifying the proposed nominees for permanent appointments upon completion of the training/scholarship grants; or those who lack a specified residency requirement shall have been complied within three years after grant has been availed of;
c) Employees engaged in highly scientific fields critical to national development where there are only a few educationally qualified personnel as certified by the Department of Science and Technology;
d) Employees who have been personally invited by a sponsoring entity; or employees who are proposed for nomination by agencies which have been directly invited by a foreign entity to avail of training/scholarship grants.
If a candidate/nominee had previously availed of any foreign-assisted scholarship/training grant from any sponsoring entity, in no instance shall the said candidate/nominee be allowed to avail of another grant unless she/he/they has completed serving the required number of years with the nominating agency as provided for in the scholarship contract entered into between the candidate/nominee and the nominating agency, provided such grant is not a direct consequence of her/his/their previous grant.
The duration of the scholarship/training grant shall not exceed the period of the candidate/nominee’s temporary or contractual appointment, in no case shall it go beyond one year, unless the contractual or temporary appointment is renewed or approved by the Civil Service Commission. [Civil Service Commission MC no. 13, 5 Aug. 1987]
The awardee is entitled to her/his/their salary for the duration of the grant. Other allowances such as clothing allowance, pre-travel expenses, and book allowances may be granted as requested by awardee, subject to availability of funds and accounting and auditing rules.
Everyone granted authority to travel abroad shall submit within ten days upon return a brief written report about the trip. [EO no. 6, Office of the UP President, s. 1989]
3.7.2.3 Academic Program Improvement Fund
The Academic Program Improvement (API) fund was established in 2000 to aid the smaller CUs (UP Baguio, UP Mindanao, UPOU, and UP Visayas) in the development of their academic programs. In 2013, however, all CUs were provided API funds because of the availability of bigger fund allotment from the National Government.
The utilization of the API Funds is based on the broader perspective of achieving academic excellence in the UP System. Funds are made available in order to strengthen the link and integration of education, research and creative work, and public service. To this end, the utilization of the funds is guided by certain policies to ensure that the funds provide greater impact to the various academic units in their pursuit of academic excellence.
API funds are included in the CUs’ respective annual internal operating budgets. They are categorized as MOOE, specifically for improvement of the CUs’ academic programs. Thus, they should be utilized as such. API funds cannot be used for capital/equipment outlay; personal services, e.g., remuneration such as salaries; and international travel.
The API funds aims to:
a) Develop excellent research-, innovation-, and creative work-enriched
academic programs;
b) Develop excellent academic programs that will serve as basis for knowledge- based public service and public policies;
c) Review and improve the academic content of courses and curricular programs, in relation to the CUs’ niches, national priorities, recent discoveries or developments in the discipline, etc.;
d) Improve teaching-and-learning or pedagogy of academic degree programs by exploring innovative pedagogical methods; and
e) Develop high quality academic degree programs that meet national and international quality assurance standards.
Since 2016, the UPD Office for the Advancement of Teaching has been handling the monitoring of the implementation of API projects in UP Diliman. For more details, please refer to Memorandum no. OVCAA-BMP 16-186-A.
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