RESEARCH, EXTENSION, and PROFESSIONAL STAFF (REPS) MANUAL

UP Diliman Research, Extension, and Professional Staff

UPD Research, Extension, and Professional Staff

Research, Extension, and Professional Staff

UPD REPS Manual

UPD Proffesional Staff

UPD Extension Staff

UPD Research Staff

REPS

UPD REPS

UPD

CHAPTER IV
UPD REPS PERFORMANCE OF DUTIES, RIGHTS, AND PRIVILEGES

4.0 Introduction

This chapter outlines the guiding principles for UP Diliman REPS for the performance of their personal and institutional duties, defines their rights and privileges, lists acts considered violations, and the corresponding corrective actions for erring REPS.

As government employees, all UPD REPS are covered by RA no. 6713, also known as the Code of Conduct and Ethical Standards for Public Officials and Employees. This law, which was approved on 20 February 1989 and took effect on 25 March 1989, has seventeen sections that include the norms of conduct of public officials, systems of incentives and rewards, prohibited acts and transactions, submission of statements and disclosures, compliance with principles for divestment and review, and provision for penalties and/or separability. This chapter was prepared with RA No. 6713 as the basis. Laws and university policies applicable to UPD REPS in fulfilling their mandates while protecting their rights are also cited.

All UPD REPS must abide by the principles contained in this chapter and raise their concerns, when necessary, with their home institutions, the appropriate UPD agency, or the UPD REPS Welfare Council.

4.1 Code of Conduct and Ethical Standards for Public Officials and Employees

Every public official and employee shall observe the standards of personal conduct in the discharge and execution of official duties defined in section 4 of RA no. 6713. The eight norms were formulated to accommodate the diversity of responsibilities and mandates of all government personnel, elective and appointive, and the compliance monitored by the Civil Service Commission of the Philippines. Because of the value of this set of norms of conduct, this section will use not only the actual words of RA no. 6713 and but also provide additional information sourced from the implementing rules and regulations (IRR) of the same law.

4.1.1 Commitment to the Public Interest

Public officials and employees shall always uphold public interest over and above personal interest. All government resources and powers attached to respective offices must be employed and used efficiently, effectively, honestly, and economically to avoid waste of public funds and revenues.

4.1.2 Professionalism

Public officials and employees shall perform and discharge their duties with the highest degree of excellence, professionalism, intelligence, and skill. They shall enter public service with utmost devotion and dedication to duty. They shall endeavor to discourage wrong perceptions of their roles as dispensers or peddlers of undue patronage. Each agency shall continuously research and experiment on measures and adopt innovative programs to motivate public officials and employees to raise the observance of public service ethical standards. [sec. 6, Rule III, IRR of RA no. 6713]

4.1.3 Justness and Sincerity

Public officials and employees shall remain true to the people at all times. They must act with justness and sincerity and shall not discriminate against anyone, especially the poor and the underprivileged. They shall at all times respect the rights of others and shall refrain from doing acts contrary to law, good morals, good customs, public policy, public order, public safety, and public interest. They shall not dispense or extend undue favors, on account of their office, to their relatives, whether by consanguinity or affinity, except concerning appointments of such relatives to positions considered strictly confidential or as members of their staff whose terms are coterminous with theirs.

4.1.4 Political Impartiality

Public officials and employees shall provide service to everyone without discrimination, regardless of party affiliation or preference.

UPD REPS may not form or participate in politically partisan organizations; hold politically partisan conferences, parades, and rallies; and solicit votes, pledges, and support toward any candidates or political personalities. They must maintain political impartiality at all costs within the official time of duty or capacity and/or using government resources. [Commission on Elections and Civil Service Commission JC no. 001, s. 2016]

4.1.5 Responsiveness to the Public

Public officials and employees shall extend prompt, courteous, and adequate service to the public. Unless otherwise provided by law or when necessitated by public interest, public officials and employees shall provide information about their policies and procedures in clear and understandable language. They must ensure openness of communication, public consultations, and hearings whenever appropriate. They must encourage suggestions, simplify and systematize policy, rules, and procedures, avoid red tape, and develop an understanding and appreciation of the socio-economic conditions prevailing in the country, especially in the depressed rural and urban areas.

Government agencies are directed to develop a service guide or its functional equivalent to guide the public on how transactions should be handled. This guide should simplify rules and procedures to avoid red tape. [sec. 4, Rule III, IRR of RA no. 6713]. The agency should also conduct public consultations to gather feedback and improve its efficiency in delivering the services to the public. [sec. 5, Rule III, IRR of RA no. 6713]

4.1.6 Nationalism and Patriotism

Public officials and employees shall always be loyal to the Republic and the Filipino people, promote the use of locally produced goods, resources, and technology, and encourage appreciation and pride of the country and people. They shall endeavor to maintain and defend Philippine sovereignty against foreign intrusion.

4.1.7 Commitment to Democracy

Public officials and employees shall commit themselves to the democratic way of life and values, maintain the principle of public accountability, and manifest by deeds the supremacy of civilian authority over the military. They shall always uphold the Constitution and put loyalty to the country above loyalty to persons or parties.

4.1.8 Simple Living

Public officials, employees, and their families shall lead modest lives appropriate to their positions and income. They shall not indulge in extravagant or ostentatious displays of wealth.

Modest and simple living means maintaining a standard of living within the public official and employee’s visible means of income as correctly disclosed in his income tax returns, annual statement of assets, liabilities, and net worth, and other documents relating to financial and business interests and connections. [sec. 6, Rule VI, IRR of RA no. 6713]

4.2 Code of Conduct for UP Diliman REPS
4.2.1 Aspiration

The REPS recognize the need to actively contribute to the University of the Philippines in fulfilling its purpose defined in RA no. 9500. The policy states that as a national university, a public and secular institution of higher learning, and a community of scholars dedicated to the search for truth and knowledge as well as the development of future leaders, the University of the Philippines shall perform its unique and distinctive leadership in higher education and development. [sec. 2, RA no. 9500]

The diversity of the nature and scope of research and extension activities conducted by UPD REPS is critical in helping the UPD achieve its purpose. Hence, the UPD REPS aspires to actively work with faculty, administrative staff, and students in making this vision a reality.

4.2.2 Professional Excellence in the Conduct of Duties

UPD REPS should actively engage in knowledge generation (research), knowledge sharing and dissemination (extension), and knowledge utilization (professional services). Some examples of these activities include formulating academic standards and initiating innovations in teaching, research, and personnel development; providing advanced studies for scholars, scientists, artists, and professionals; engaging in research activities and promoting research in various universities and colleges; and providing multiple forms of community, public and volunteer service as well as technical assistance to the government, private sector, and civil society. [sec. 3, RA no. 9500]

To maintain professional excellence, all UPD REPS must actively engage in continuous personal and professional development. Host institutions, on their part, are directed to conduct professional, scientific, training, and education programs targeted to enhance, to the highest degree, professionalism, excellence, intelligence, and skills in the performance and discharge of duties and responsibilities of officials and employees. [sec. 2, Rule III, IRR of RA no. 6713]

To assist UPD REPS in pursuing continuing professional development, the University must support the renewal of professional licenses, e.g., Professional Regulation Commission (PRC)-authorized continuing professional development and Mandatory Continuing Legal Education (MCLE), that are needed in the performance of one's tasks. [CSC MC no. 18, s. 2018]

4.2.3 Compliance with Philippine Professional Requirements

UPD REPS must comply with professional requirements specific to their disciplines, such as those prescribed by the PRC for medical doctors and allied medical professionals, the Integrated Bar of the Philippines (IBP) for lawyers, and other accredited professional organizations. Each discipline is advised to form its working group to define its members specific requirements further. UP must provide an enabling environment for REPS to fulfill these professional requirements. These laws and policies must be seen as means of pursuing the best interests of the REPS.

Some laws and policies have been passed to govern the career track of specific disciplines. These include:

a) RA no. 11312, or the “Magna Carta for Scientists, Engineers, Researchers, and other S[cience] & T[echnology] Personnel in Government” approved on 17 April 2019 states the country’s recognition of science and technology as essential for attaining national development and progress. This law amended RA No. 8439 and raised government support for S & T personnel.

b) RA no. 9258 or the “Guidance and Counselling Act of 2004” approved on 2 March 2004 describes the government’s support for improving, advancing, and protecting the guidance and counseling services profession.

c) RA no. 9246 or "The Philippine Librarianship Act of 2003" approved on 9 February 2004 captures the countrys recognition of librarians' essential role in developing Filipinos' intellectual capacity of Filipinos, thus making library service a regular component of national development. The law describes the scope and practice of librarianship that guides in the practice of the profession.

d) RA no. 7305 or “The Magna Carta of Public Health Workers,” passed on 26 March 1992, aims to promote and improve the working conditions of health workers to enable them to be more responsive and better equipped to deliver health projects, programs, and services to the public. which was passed on 26 March 1992 aims to promote and improve the working conditions of health workers to enable them to be more responsive and better equipped to deliver health projects, programs, and services to the public.

4.2.4 Compliance with Philippine Laws

Because of their professional standing and the nature of their activities, specific Philippine laws directly affect the fulfillment of duties of the UPD REPS community. These laws and policies must be seen as a means of pursuing the best interests of the REPS. These laws include but are not limited to:

a) RA no. 9485 or the “Anti-Red Tape Act of 2007,” which is an act to improve the efficiency in the delivery of government service to the public by reducing bureaucratic red tape, preventing graft and corruption, and providing penalties thereof. It aims to promote transparency in government concerning the manner of transacting with the public by requiring each agency to simplify frontline service procedures, formulate service standards to observe in every transaction, and make known these standards to the client; [Resolution no. 081471, IRR of RA no. 9485]

b) RA no. 10532 or the "Philippine National Health Research Systems Act of 2013" states the policy of the government to protect and promote the right to health of the people, instill health consciousness among them, and improve the quality of life of every Filipino through health research and development initiatives. The law prescribes the work of the Philippine Health Research Ethics Board (PHREB) to formulate ethical policies in research, and to require all scientific research involving humans, to be monitored by an accredited ethics review committee. Currently, UP Diliman has an accredited Level 1 Research Ethics Committee (REC) at the College of Home Economics, but no Level 2 or Level 3 REC, which is required for reviewing more invasive protocols such as those used in genetic or health research.

c) RA no. 8371 or the “Indigenous Peoples Rights Act of 1997" declares as part of state policies the recognition and promotion of the rights of Indigenous Cultural Communities/ Indigenous Peoples (ICCs/IPs) and established the National Commission on Indigenous Peoples (NCIP) as the government agency mandated to fulfill this task. Any research, extension, or developmental activity that involves ICCs/IPs must undergo a review process and be monitored by a designated NCIP field team referred to as the Indigenous Knowledge, Systems and Practices to ensure the protection of the rights of ICCs/IPs. NCIP has issued two administrative orders, No. 1 and No. 3 of 2012, that define the requirements for any activity with recognized ICCs/IPs.

d) RA no. 8485 or the “Animal Welfare Act of 1998” defines its purpose as protecting and promoting the welfare of an animal while in captivity or as part of a research program. In compliance with this law, UP Diliman has set up the Institutional Animal Care and Use Committee that reviews all protocols used on live animals for teaching and research, including inspection of facilities.

e) RA no. 9003, or the” Ecological Solid Waste Management Act of 2000,” directs the State to adopt a systematic, comprehensive, and ecological solid management program. Because of the amount of waste, including chemicals and plastic generated in physical laboratories and the volume of paper in most agencies, an effective ecological waste management system within UPD is urgently needed to protect its human resources and reduce the environmental cost of these wastes.

f) RA no. 10173 or the “Data Privacy Act of 2012” describes the government policy to protect the fundamental human right of privacy of communication while ensuring the free flow of information to promote innovation and growth. The law further states the government's support for information and communications technology that must be used to ensure the nation's progress and protect the rights of persons to their data.

g) RA no. 7877 or the “Anti-Sexual Harassment Act of 1995” states the government's commitment to value the dignity of every individual, enhance the development of its human resources, guarantee full respect for human rights, and uphold the dignity of workers, employees, applicants for employment, and students. The University has set up the Office of Anti-Sexual Harassment (OASH) to address sensitive issues and implement the UP Anti-Sexual Harassment Code.

UPD REPS also recognizes the diversity of gender preferences and will thus respect gender equality while denouncing all forms of sexual harassment and gender-based violence.

4.3 Privileges, Requirements, Restrictions, and Discipline

UPD REPS enjoys all the benefits and privileges of a UP employee. Similarly, all restrictions and disciplinary actions prescribed in the University of the Philippines Code of 2006 shall apply.

4.3.1 Academic Freedom

UPD REPS enjoys academic freedom, which they exercise to promote impartial and holistic education and support the freedom of all in pursuing knowledge without interference and restrictions. [sec. 5, RA no. 9500]

In the exercise of this freedom, UPD REPS must respect diverse and dissenting opinions among colleagues.

UPD REPS are not prohibited from expressing their personal views or opinion using different platforms, e.g., published articles, commentaries, or its equivalent. However, their views or opinions shall not be considered official statements of the University or any of its offices.

Opinions, statements, and views expressed through the Diliman Information Office or its equivalent office in other CUs/the UP System are the sole source of official statements and opinions of the University.

4.3.2 Engaging in Partnerships and Collaborations

UPD REPS are encouraged to partner with other public or private persons and institutions, e.g., government agencies, civil society organizations, and private organizations, to reach a wider audience and enhance their work's effectiveness. Collaborations may be formalized through signing a research contract,a Memorandum of Understanding, or a Memorandum of Agreement between UP Diliman and a partner institution, which includes the specific terms and the period of engagement. The preparation, review, signing, and notarization of any agreement follow specific protocols being implemented by the OVCRD and the OC. [sec. V. List of Services, UP Diliman Citizen’s Charter 2nd edition, 2020]. Only the Chancellor can sign a formal collaboration on behalf of UP Diliman.

Partnerships and collaborations are essential in achieving the University’s mandate of serving ‘as a regional and global university in cooperation with international and scientific union networks of universities, scholarly, and professional associations in the Asia-Pacific region and around the world. [sec. 3, RA no. 9500]. The Diliman Office of International Linkages must review collaborations with international partners before the Chancellor signs the agreement following protocols described in the UP Diliman Citizen’s Charter of 2020.

4.3.3 Membership in Organizations and Associations

UPD REPS are encouraged to actively participate in legal, duly recognized, and registered professional or civic associations. [OVPA Memorandum no. 31, 28 Mar. 2001]. Participation in the association's activities, including attendance in meetings or conferences, especially if these activities happen during office hours, should have the permission of the immediate supervisor and the head of the agency. See Chapter 5 of this Manual for a partial list of REPS organizations in UP Diliman.

4.3.4 Effective Evaluation of Performance Targets and Ratings

As detailed in section 2.2.1 of this Manual, UP Diliman, through the Monitoring and Evaluation Section of the Human Resources Division, uses the Performance Evaluation System as an instrument to monitor, consolidate and evaluate the performance of UPD REPS.

Each personnel (administrative and REPS) submits their performance targets not later than fifteen days from the start of the rating period, e.g., 15 January for the January to June rating period and 15 July for the July to December rating period. The target activities can be classified into research, extension, and professional services. Each UPD REPS, in consultation with their immediate supervisor, determines the proportion of research, extension, and professional services per rating period. UPD REPS could be assigned administrative tasks but only up to 50 percent of the total targets and would require deloading of other functions so as not to exceed 100 percent. Sometimes, work not included in the original target activities may be assigned. These tasks will be considered intervening targets for the rating period and should not exceed 176 hours. If the additional workload for the UPD REPS exceeds this maximum number of hours, the task may no longer be considered intervening, and the UPD REPS may opt to submit their revised performance targets up to a month before the deadline, e.g., the last working day of December or 30 June. The personnel must include a cover letter explaining the reasons behind the changes in performance targets.

Based on their qualifications, UPD REPS may be assigned as supervisor or head of office through the issuance of an appointment for additional assignment by the UPD Chancellor. The appointment paper should include information on benefits, e.g., honorarium, representation and transport allowance, administrative load, and the length of the assignment.

Each agency determines the way performance targets and ratings are prepared. The only requirement in the PES is that the targets and ratings must be discussed and mutually agreed upon by the UPD REPS and the immediate supervisor, with the head of the agency attesting to the agreement. In addition, the PES provides a section where the discussion on critical areas of improvement between personnel and immediate supervisor relevant to a rating period should be documented. Signatures in all sections of the PES indicate agreement between UPD REPS and their supervisors. If this is not the case, the UPD REPS may seek the assistance of the head of the agency and the HRDO’s Human Resources Division (HRD) Performance Evaluation and Review Committee.

PES are submitted to the Monitoring and Evaluation Section of the HRDO’s HRD on 31 July and 31 January for the first and second rating periods, respectively.

REPS supervisors with more than 50 percent administrative tasks may use the Strategic Performance Management System (SPMS) as their performance monitoring tool. SPMS focuses on effectiveness and quality of work, efficiency, and timeliness as performance measures. Submission of SPMS has the same deadlines as the PES.

4.3.5 Working Hours, Allowances, Absences, and Separation from Service

The regular working hours for UPD REPS is forty hours per week, which can be served in a flexible work schedule. [Memorandum from the Office of the Vice President for Finance, 16 October 1998]. Chapter 3 of this Manual provides a more detailed discussion on the working conditions for UPD REPS.

a) Leave and absences: UPD REPS, whether permanent, temporary, or casual, who render work during the prescribed office hours, are entitled to vacation and sick leave (see Chapter 3). UPD REPS who do not apply for the appropriate leave will be considered AWOL (absence without leave). Under special circumstances, applications may be filed after the date provided the immediate supervisor has approved the absence. Any personnel accumulating thirty days of AWOL shall be dropped from the rolls. [987th BOR meeting, 24 Apr. 1986]

b) Additional assignments: UPD REPS may accept additional assignments, which include teaching outside office hours, [Memorandum no. FN-01-18 on Teaching Load/Overload of UP Officials, Deans, Directors, Heads of Units, Administrative Personnel, and REPS, 26 Feb. 2001]. administrative work, e.g., appointment as director, head of section/department, committee work, and extension work.

c) Allowances, benefits and honoraria: For their service, UPD REPS are entitled to receive allowances following the terms of their appointment or contract and honoraria for services rendered.

d) Gifts, donations, and solicitations: UPD REPS must not solicit money, accept gifts, payments, or favors from any person, organization, groups, or associations during their duties or in connection with the institutional operations. [sec. 7, RA no. 6713]

e) Separation from service: UPD REPS must follow protocols that govern their separation from service, e.g., dismissal from service, dropped from the rolls, resignation, and retirement. [UP Diliman Citizen’s Charter, Second edition, 2022]

f) Dismissal from service: Dismissed personnel found to have committed grave offenses, [sec. 46(A), Rule 10, CSC RRACCS]. are barred from returning to UPD or entering any government service indefinitely.

g) Dropped from the rolls: Modes of separation such as “dropped from the rolls” due to the contracts expiration are subject to separation procedures. [sec. 104, Rule X, 2017 Omnibus Rules on Appointments and other Human Resource Actions]

h) Resignation: The resignation of a UPD REPS will only take effect at least thirty days from the date of the notice. For valid reasons, the appointing authority may suspend the effectivity of resignation. Likewise, UPD REPS may withdraw the tender of resignation any time before the receipt of notice of acceptance or before the lapse of the thirty-day notice, whichever comes first. [sec. 104, Rule X, 2017 Omnibus Rules on Appointments and other Human Resource Actions]

i) Retirement: UPD REPS who are about to retire are encouraged to formulate a succession plan that would facilitate a smooth transfer of tasks and responsibilities. They must be cleared from all forms of accountability within and outside their home institutions. Failure to obtain a university clearance will delay the processing and releasing of their retirement benefits.

Those who reach the compulsory retirement age of sixty-five are no longer eligible to enter government service as regular employees. However, because of their expertise, retired UPD REPS may be re-appointed on a temporary status. Retired UPD REPS holding temporary positions are no longer entitled to receive benefits provided for regular employees. [sec. 12, Rule XIII, CSC MC no. 40, s. 1998]

4.3.6 Respect for Persons

UPD REPS shall respect all persons, e.g., superiors, colleagues, students, clients, and visitors, regardless of social and economic status, gender, political and religious beliefs. They shall ensure a safe working environment for all.

One area that requires closer scrutiny in many working environments is the need to protect persons against sexual harassment, defined as “unwanted, unwelcome, uninvited behavior of a sexual nature or inappropriate sexual advances or offensive remarks about a person’s sex, sexual orientation, or gender identity.” [2017 UP Anti-sexual Harassment Code, RA no. 7877]. When an actual crime may have been committed and legal action is required, the case may be referred to the complainant’s private counsel or to the Office of Legal Aide of the UP College of Law. Illicit acts in the form of words, actions, and other behavior containing and expressing sexual acts and the persons responsible must be reported to the Office of Anti-Sexual Harassment. OASH will follow procedures to investigate any complaint and recommend appropriate sanctions when the accused is found guilty of the offense. [2017 UP Anti-sexual Harassment Code]. Illicit acts may be any or a combination of the following:

a) Verbal - written or spoken utterances that express, evoke, or imply sexual content, whether humorous or direct.

b) Physical - unsolicited touching, fondling, physical restraint, cornering, tickling, kissing, excessive cleaning of genitals, enemas, intercourse, sodomy, oral sex, licking, brushing up against, urinating on, invasion of privacy, and stalking.

c) Covert - sexual abuse that happens without the victims knowledge, such as social media stalking, covert photography, and sexual cyber harassment.

d) Visual - sexually illicit acts that include unwanted or uninvited exposure to sexually explicit images, sexting, exhibitionism, nudity or inappropriate clothing, and performing sexual acts while a non-consenting individual is present.

e) Ritualistic - includes forcing the victim to engage in religious or non-religious rituals such as games and team-building activities with sexual content.

To ensure a safe working environment and instill respect for persons, UPD REPS must formulate internal rules and policies free from sexually harassing content. Supervisors should not assign tasks and schedules that can put anyone in vulnerable circumstances. All activities of the agency must be carefully planned to ensure the safety of all participants.

UPD REPS must practice professionalism towards their clients and not use improper language that may put anyone in a sexually disadvantageous situation. They must not use their position to ask or demand sexual favors from their clients in exchange for any services offered by the office.

Unsolicited sexual acts, whether direct or indirect, with anyone within the office in UPD are prohibited.

4.3.7 Respecting Data Privacy

Persons found to have violated the privacy of persons by sharing or misusing information shall be sanctioned by their home agencies and other authorities as prescribed by the Data Privacy Act of 2012.

UPD REPS handle numerous documents and have access to classified information during their work. Whenever possible, data collection from persons must be accompanied by a free and prior informed consent. All documents shall not be used or processed aside from their authorized intended purpose and shall be archived [Memorandum Reference no. EBM 20-07]. or disposed of in accordance to the data privacy rules of UP Diliman.
[UP Diliman Citizen’s Charter, Second edition, 2022]. Information contained in student and office records, correspondence, memos, reports, and proceedings shall not be released without prior authorization from the person in authority or the consent of the people involved. [art. 245, UP Code, amended at the 754th BOR meeting, 20 Jan. 1967; Chapter 3, RA no. 10173]

4.3.8 Engagement in the Limited Practice of Profession

UPD REPS must take focus on fulfilling assigned tasks while at work. They may be given additional functions within the University, e.g., teaching, which may need to be done outside their regular forty working hours. Those who choose to engage in the practice of their profession outside the University must seek permission from UP Diliman by completing a certificate for limited practice of profession provided by the UPD HRD [art. 250, UP Code, amended at the 1031st BOR meeting, 28 Jun. 1990]. They must ensure that such engagement shall not impede the performance of their regular duties and responsibilities.

4.3.9 Pursuing Graduate Studies and Professional Development

UPD REPS are encouraged to pursue graduate studies, attend courses, present at conferences, and participate in activities for professional development.

UPD REPS should discuss their study and career plans with their immediate supervisors. The plans for personal improvement should be accommodated by strategizing flexible work schedules, endorsing requests for funding support, and approving applications for special detail when going overseas to attend conferences or courses.

4.3.9.1 Study Leave Privileges

Study leave privileges may be granted to those who are finishing their thesis/special problems/comprehensive exams. The supervisor must consider the overall operational needs of the agency and work with the UPD REPS and the other department members to formulate a work plan that accommodates the study leave without compromising the group's research, extension, and professional services. [1065th BOR meeting, 23 May 1993]

The work plan must also include the service obligation that the UPD REPS must render depending on the length of the study leave. [CSC MC no. 21, s. 2004]. If the study leave involves foreign travel, then the personnel must accomplish the forms provided by the University.

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If the UPD REPS fails to fulfill the service obligation, she/he/they must refund the gross salary, allowances, and other benefits received while on study leave.

4.3.9.2 Foreign Travels

UPD REPS must accomplish the appropriate applications for foreign travel, official and personal, within a reasonable time before their departure, following UP Diliman procedures. [UP Diliman Citizen’s Charter, Second edition, 2022]

Travel abroad on official business is allowed if it follows minimum criteria. [sec. 1, MC no. 35, Office of the President of the Philippines, s. 2017]. UPD REPS must submit a travel letter addressed to the Chancellor, followed by a signed and approved authority to travel. [sec. 2, EO no. 459, s. 2005]. Daily subsistence allowance (DSA) for accommodation, meals, and incidental expenses will be based on the rates of the United Nations Development Program. [sec. 4, MC no. 35, Office of the President of the Philippines, s. 2017]. This allowance is broken down as follows: 50 percent accommodation, 30 percent for meals, and 20 percent for incidental expenses.

Private individuals, relatives, and spouses are not entitled to government funding for such trips unless under highly meritorious circumstances. The UPD REPS must submit a written justification to the University for this.

UPD REPS who wish to travel abroad for vacation, leisure, or any other personal matter must also submit a travel letter addressed to the Chancellor with an approved application for Vacation Leave and Authority to Travel. UPD will not cover any expense concerning such trips. [sec. 6, MC no. 35, Office of the President of the Philippines, s. 2017]

4.3.10 Recourse to Institutional Grievance Mechanisms

Grievances and complaints shall first be handled in the home institution of the concerned UPD REPS. If the dispute is not resolved, the concern shall be referred to the UPD Grievance Membership Pool for REPS and academic personnel for appropriate action. [AO no. MLT-18-133, 23 May 2018; art. XVI and Annex C, CNA between UP and AUPAEU, 2021-2026]

Meanwhile, concerns regarding performance evaluations and promotions must first be channeled to the home agency’s REPS Personnel and Fellowship Committee. When necessary, the issue can be elevated to the UPD HRD Performance Evaluation and Review Committee or to the UPD Grievance Membership Pool [art. XVI and Annex C, CNA between UP and AUPAEU, 2021-2026]

The immediate supervisors of UPD REPS should be informed concerning any incident of sexual harassment. The supervisor is expected to take the matter seriously and provide assistance to the complainant in order for her/him/them to file a complaint with the Office of Anti Sexual Harassment. If the supervisor is involved, then the complainant can opt to go directly to OASH.

The UPD Research Welfare Council should be informed about grievances that could have policy implications. The RWC will discuss the grievances in order to determine the extent of assistance it is mandated to provide, to refer the UPD REPS to the appropriate agency, and to initiate discussions on potential areas for the formulation of policies to prevent similar incidents from happening in the future.