CHAPTER VII: Human Resource Management and Development Policies
Terms, Notations and Important Concepts
1. Notes on the Coverage of the Civil Service
There are two general categories of service in the government as provided for in
Section 6, Chapter 2, Book V, Executive Order 292. These are the career service
and non-career service.
Career Service – it is based on merit and fitness determined as far as the
practical competitive examinations, as based on highly technical
qualifications.
 Positions in the career service are grouped into First Level Positions,
Second Level Positions and Third Level Positions.
 First Level Positions – it includes clerical, trades, crafts, and custodial
positions, entrance to which requires less than four (4) years of college
work. The nature of work is sub-professional or non-supervisory.
 Second Level Positions – it includes professional, technical, and scientific
positions which involve professional, technical and scientific work in nonsupervisory or supervisory capacity and requires at least four (4) years of
college work.
 Third Level Positions – it covers those in the career Executive Service
which include ; undersecretary, assistant secretary, bureau director,
assistant regional director, chief of department service, schools division
superintendent, assistant schools division superintendent and other
officials of equivalent rank.
 Non-career Service – it includes the department secretaries and their
personal and confidential staffs, contractual personnel, emergency and
seasonal personnel.
2. Notes on Recruitment and Selection
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Recruitment – it is the process of searching for, and identifying job candidates
in sufficient quantity and quality to meet current and future organization needs.
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If covered by Republic Act 7041, the vacant position shall be posted in
three (3) conspicuous places in the offices for a period of ten (10) days.
Vacant positions shall not be filled-up ten (10) working days have lapsed
from the time of publication.
In case of chain promotion, anticipated vacancies may be published
simultaneously with the existing vacant position(s).
 In case of renewal of appointments, publications may be done prior to its
expiration.
 When the position is in the first level of the career services becomes
vacant, selection is department-wide.
 When the positions in the career service become vacant, employees,
whether incumbents of next-in-rank positions or not, who meet the
minimum position requirement may apply and be considered for
promotion/appointment.
 Qualified next –in-rank employees in the office where the vacancy exists
are automatically included in the ranking.
 When the position is in the second level of the career service becomes
vacant, selection is government-wide.
3. Notes on the Comparative Degree of Competence used

Performance – this is based on the last performance rating. To qualify for
promotion, performance ratings should at least be Very satisfactory.
 Outstanding Accomplishment – includes accomplishments worthy of
special commendations.
 Relevant Experience and Specialized Trainings – this consists of the
performance of duties/functions relevant to the next higher position over
a period expressed in years with every year given a point but not to
exceed five (5) points equivalent to five (5) years.
 Education and Training – education refers to the educational background,
trainings refers to the completion/attendance of
trainings/programs/seminars/conferences. Such education and training
should be relevant to the duties of the position to be filled.
 Physical Characteristics and Personality Traits – these refer to the physical
fitness, attitudes and personality traits of the applicant/candidate which
have a bearing on the position to be filled.
 Potential – this takes into the account the applicant’s/candidate’s capacity
to perform the duties and assume the responsibility of the higher and
more responsible positions.
4. Notes on Instruments/Tools Used
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Merit Promotion Plan – it was issued through DECS Order No. 8, s. 1993
which provides guidelines, policies and procedures for recruitment,
selection and appointment.
System of ranking Positions – it was issued through DECS Order No. 54, s.
1993 which includes alignment of positions into their hierarchical order in
function and grade allocation and sets of criteria and procedures in
ranking of applicants/candidates.
 Qualifications Standards Manual – it contains the minimum requirements
set for each position expressed in terms of education, training and
experience, and civil service eligibility. CSC QSM of 1997 for common
positions is used and DECS QSM of 1995 is used for unique DECS positions.
 Performance Appraisal System (DECS Order No. 101, s. 1990)
5. Notes on Documents Required of the Applicant/Candidate for Ranking
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Personal Data Sheet (Civil Service Form 212)
 Certified true copies of the following;
Transcript of Records
 CSC Report of Ratings
 Certificate of completion of attendance in conference/training
program/seminar/workshop
 Certificate of scholarship enjoyed/awards received
 Complete service records
 Latest performance rating
 Forms used in evaluation/ranking
Evaluation Form Nos. II and III (DECS Order No. 54, s. 1993)
6. Notes on Common Requirements for Regular Appointments

Form – The appointment in triplicate copies shall be in the prescribed CS
Form 33(Revised 1998) for the regular employees or the Plantilla Form 001
for casual employees. Original copies shall not be filled out using
photocopied forms.
 Signature of the appointing authority- The original copy of the
appointment must be signed and at least the succeeding two (2) copies
initialed by the appointing authority.
 Position title – The position title shall conform to the approved Position
allocation List. The salary grade shall be indicated after the position title.
 Employment status – The employment status shall be indicated on the
space provided thereof.
 Date of signing – It is the date of the issuance of the appointment, shall be
indicated below the signature or the initial of the appointing authority.
 Personal Data Sheet (Civil Service Form 212 (Revised 2005)
Read: List of Requirements for Teachers You Must Know
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7. Notes on Employment Status in General
Permanent Appointment – It is issued to a person who meets all the
minimum qualification requirements of the position to which he is being
appointed including the appropriate eligibility.
 Temporary Appointment – It is issued to a person who, except for the
appropriate eligibility, meets all other requirements the education,
experience, and training requirements for the position to which he is being
appointed.
 Substitute Appointment – It is issued when the regular incumbent of a
position is temporarily unable to perform the duties of his position, as
when he is on approved leave of absence/suspension/scholarship
grants/secondment. It is issued only if the leave of absence of the
incumbent is at least three (3) months, except in the case of the teachers.
 Coterminous Appointment – It is issued to a person whose entrance and
continuity in the service is based on the trust and confidence of the
appointing authority or head of unit or co-existential with the incumbent;
or limited by the duration of the projects; or co-existent with the period
for which an agency or office was created.
 Contractual Appointment – It is issued to a person who shall undertake a
specific work or a job for a limited period not to exceed one (1) year. The
inclusive period shall be indicated on the appointment for purposes of
crediting services.
 Casual Appointment – It is issued only for essential and necessary services
where there are not enough regular staffs to meet the demands of the
service.
8. Notes on the Employment Status of Teachers

Regular Permanent – It is issued to a teacher who meets all the
requirements of the position.
 Provisional – It is issued to a teacher who meets all the requirements of
the position except of the eligibility.
 Substitute – It is issued to a teacher when the regular incumbent is
temporarily unable to perform the duties of the position.
9. Notes on Nature of Appointment

Original – It refers to the initial entry into the career and non-career service.
However, for those in the career service, the first six (6) months of service
following an original appointment shall be probationary in nature and the
appointee shall undergo a thorough character investigation. A probationer may
be dropped from the service for unsatisfactory conduct or want of capacity
anytime before the expiration of the probationary period. Such action is
appealable to the Civil Service Commission.
Promotion – It is the advancement of the employee from one position to
another with an increase in duties and responsibilities and usually accompanied
by an increase in salary.
Transfer – It is the movement of employee from one position to another which
is of equivalent rank, level or salary without the break in service.
The transfer may be from one department or agency to another or from
one organizational unit to another in the same department or agency. Any
movement from non-career to the career service shall not be considered a
transfer.
 An employee who seeks to transfer to another office shall first secure
permission from the head of the department or agency where he is
employed stating the effective date of his transfer. If the request of
transfer is not granted by the head of office where is employed, it shall be
deemed approve after thirty (30) days from the date of notice to the
agency head.
 If the employee fails to transfer on the specified date, he shall be
considered resigned and his reemployment shall be at the discretion of the
head of office. A transfer is effective on the day following the last day of
service of the employee in his former office.
Reemployment – It is reappointment of a person who has been previously
appointed to a position in the career or non-career service and was separated
therefrom as a result of reduction in force, reorganization, retirement, voluntary
resignation, non-disciplinary actions such as dropping from the rolls and other
modes of separation. Reemployment presupposes the gap in the service. No
prior authority shall be required for the reemployment of a person who has
been previously retired and who has not reached the compulsory retirement
age of 65.
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Reappointment – It is the re-issuance of an appointment during reorganization,
devolution, salary standardization, re-nationalization or similar events.
Reemployment presupposes the gap in the service.
Reinstatement – It is the issuance of an appointment to a person who has been
previously appointed to a position in the career service and who has through no
delinquency or misconduct, been separated therefrom or to one who has been
exonerated of the administrative charges unless the decision exonerating him
specifies restoration to his previous station. An employee who has been
exonerated or who has been illegally terminated is deemed not to have left the
service.
Renewal – It refers to the subsequent appointment issued upon the expiration
of the contractual/casual personnel or temporary appointment, if qualified
eligible is not actually available as certified by the Civil Service Regional Director
or Field Officer. Renewal presupposes no gap in the service.
10. Notes on Change of Status
Temporary to Permanent – It is issued to a temporary employee when he
acquires the appropriate eligibility or becomes fully qualified for the
position to which he is appointed.
 Provisional to regular (permanent) – It is issued when a provisional
teacher qualifies and is registered as a professional teacher.
 Demotion – It is the movement of an employee from one position to
another with reduction in salary and is not disciplinary in nature. In case a
demotion involves reduction in salary and is non-disciplinary, a written
consent shall be secured from the demoted employee.
11. Upgrading Reclassification

It refers to the change in position title with the corresponding increase in salary
grade.
This requires an issuance of appointment.
12. Notes on Other Personnel Movements
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Reassignment – It is the movement of an employee from one
organizational unit to another in the same department or agency which
does not involve a reduction in rank, status or salary.
Detail – It is the temporary movement of an employee from one
department or agency to another office or agency and does not involve a
reduction in rank, status or salary. The detailed employee receives his
salary from his mother unit or agency. Detail shall be allowed only for a
maximum period of one (1) year in the case of the employees occupying
professional, technical or scientific. Detail beyond one (1) year may be
allowed provided it is with consent of the detailed employee.
 Secondment – It is the movement of an employee from one department
or agency to another which is temporary in nature which may either
involve increase in compensation and benefits. Acceptance thereof is
voluntary on the part of the employee.
NOTE: Renewal of (temporary) appointments require prior publication under
Republic Act 7041
13. Job Rotation
It is the sequential or reciprocal movement of an employee from one office to
another or from one division to another within the same agency as a means of
developing and enhancing the potentials of people in an organization by
exposing them to other work functions in the organization.
14. Designation
It is merely an imposition of additional duties to be performed by a public
official with corresponding title, or position which is temporary and can be
terminated anytime at the pleasure of the appointing authority.
15. Notes on Modes of Separation
Resignation – It is the relinquishing of one’s position from an agency or
department.
 Dropping from the Rolls – It is where officers and employees who are
either habitually absent or have unsatisfactory or poor performance or
have shown to be physically and mentally unfit to perform their duties
may be dropped from the rolls.
NOTE:
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An official or employee who is given two (2) consecutive unsatisfactory
ratings may be dropped from the rolls after due notice.
An officer who is continuously absent for more than one (1) year by reason
of illness may be declared physically unfit to perform his duties and the
head of the office in the exercise of his sound judgment may consequently
dropped him from the rolls.
An officer or employee who is intermittently absent by reason of illness for
at least twenty (20) working days during a 24-month period may also be
declared unfit by the head of office.
 An officer or employee who is behaving abnormally for an extended
period which manifests continuing mental disorder and incapacity to work
as reported by his co-workers or immediate superior and confirmed by the
head of office, may likewise be dropped from the rolls.
16. Republic Act No. 1080

It provides that the names of those who passed the bar or board of
examinations shall be automatically entered in the corresponding register of
eligibles.
17. Presidential Decree 907
It provides automatic eligibility to those who are honor graduates subject to
the provisions of this Act as amended.
18. Republic Act No. 7836
It is otherwise known as the “ Philippine Professionalization of Teachers Act of
1994”.
It provides that no person shall practice or offer to practice the teaching
profession in the Philippines without a valid certificate of registration and a valid
professional license from the PRC.
19. Notes on Professional Growth
All regions and divisions shall set aside five (5) percent of MOOE budget for HRD
trainings to assure the planning of realistic results-oriented and relevant training
proposals.
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Induction Program – It refers to the program for new entrants in
government to develop their pride, sense of belonging and commitment
to the public service.
Orientation Program – It refers to the activities and courses designed to
inform new employees about agency/government programs, thrusts and
operations, as well as on their duties and responsibilities as well as the
benefits and privileges.
Reorientation – It refers to courses designed to introduce new duties and
responsibilities, new policies and programs to employees who have been
in the service for quite some time.
 Professional/technical/scientific Program – It refers to the substantive
programs in specific professional/technical/scientific areas for
enhancement of skills and knowledge of second level personnel in the
career service.
 Employee Development Program – It refers to the courses aimed at
maintaining a high level of competence on basic workplace skills among
employees at the first level in the career service.
 Middle-management Development Program – It refers to a set or series
of planned human resource interventions and training courses designed to
provide division chiefs and other officials comparable rank with
management and administrative skills and to prepare them for greater
responsibilities.
 Values Development Program – It refers to courses which are designed
and harness to public service values of participants to be effective
government service.
 Executive Development Program – It refers to activities and experiences,
and continuing education in tended to enhance the managerial skills of
government officials or executives who belong to the third level.
 Career Pathing Program – It is a set of professional activities on the skills
and capabilities of an employee to enhance and maximize his professional
growth and promotion in the service.
20. Notes on Employees Welfare, Benefits, Incentives, Recognitions and
Awards

In general, appointive officials up to the level of heads of executive
departments, heads of departments, undersecretaries and employees of the
government whether permanent, temporary or casual who render work during
the prescribed office hours, shall be entitled with 15 days vacation and 15 days
sick leave annually with full pay exclusive of Saturdays, Sundays and public
holidays, without limitation as to the number of days of vacation and sick leave
they may accumulate.
Employees rendering services on part-time basis are entitled to vacation and
sick leave benefits proportionate to the number of work hours rendered. A parttime employee who renders four (4) hours of work, five (5) days a week or a
total of 20 hours a weeks, is entitled to 7.5 days vacation and 7.5 days of sick
leave annually with full pay.
Married women in the government service who have rendered an aggregate of
two (2) or more years of service shall, in addition to the vacation and sick leave
granted them, be entitled to maternity leave of sixty (60) calendar days with full
pay.
Maternity leave of those who have rendered one (1) year or more but less than
two (2) years of service shall be computed in proportion to their length of
service, provided, that those who have served for less than one (1) year shall be
entitled to 60-days leave with half pay.
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The enjoyment of maternity leave cannot be deferred, it should be availed
either before or after the actual period of delivery in a continuous and
uninterrupted manner, not exceeding 60 calendar days.
Employees who render less than two (2) years of service may only receive
full pay for a number of days based on the ratio of 60 days to two (2) years
of service.
A married woman employee is entitled to maternity leave of absence with
pay even if she has a pending administrative case.
Married women who are contractual employees whether or not receiving
20% premium on their salary, shall be entitled to maternity leave benefits
like the regular employees, in accordance with the provisions of Section
18, Rule XVI, CSC-MC No. 41, s. 1998.
Every married male employee is entitled to paternity leave of seven (7)
working days, for the first four (4) deliveries of his legitimate spouse.
Legitimate spouse refers to a woman validly entered a contract of
marriage with male government employee availing the paternity leave
benefits under the Law.
Married male employees with more than one (1) legal spouse shall be
entitled to avail of paternity leave for an absolute maximum of four (4)
deliveries regardless of whichever spouse gives birth.
The first of the four (4) deliveries shall be reckoned from the effectivity of
the Paternity Leave Act on July 15, 1996.
Paternity leave of seven (7) days shall be non-cumulative and strictly nonconvertible to cash.
Officials and employees, except teachers and those covered by special leave
laws, are granted the following leave privileges subject to the conditions
hereunder stated;
Funeral/mourning leave
 Graduation leave
 Enrolment leave
 Wedding/anniversary leave
 Birthday leave
 Hospitalization leave
 Accident leave
 Relocation leave
 Government transaction leave
 Calamity leave
That the official/employee may be granted a maximum of three (3) days within
a calendar year of any or combination of special leave privileges of his choice
which he could opt to avail of.

That the official/employee shall submit the application for the said special leave
privileges at least one (1) week prior to its availment except in emergency cases.
Officials and employees in the career and non-career service whether
permanent, temporary, casual or coterminous, who have accumulated fifteen
(15) days are allowed to monetize a minimum of ten (10 ) days; provided that at
least five (5) days is retained after monetization and provided that a maximum
of thirty (30) days may be monetized in a given year.
The mandatory annual five (5)-day vacation leave shall be forfeited if not taken
during the year.
Terminal leave is applied for by an official or an employee who intends to sever
his connection with his employer.
Teachers who have at least seven (7) years of continuous service are entitled to
study leave of absence with pay not exceeding one (1) school year subject to
approval of the head of office.
An indefinite sick leave of absence shall be granted to teachers when the nature
of the illness demands a long treatment that will exceed one (1) year at the
least.
Teacher’s vacation service credits refer to the leave credits earned during
summer or Christmas vacation, as authorized by proper authority.
The study leave is a time off from work not exceeding (6) months with pay for
the purpose of assisting qualified officials and employees to prepare for their
bar/board examinations or complete their masteral degree.
All applications for sick leave of absence for one (1) full day or more shall be
made on the prescribed form and shall be filed immediately upon employee’s
return from such leave.
Notice of absence, however, should be sent to the immediate supervisor and/or
to the agency head.
Application for sick leave in excess of five (5) successive days shall be
accompanied by a proper medical certificate.
Absence on a regular day for which suspension of work is announced. Where an
official or an employee fails to report to work on a regular day for which
suspension of work is declared after the start of the regular working hours, he
shall not be considered absent for the whole day. Instead, he shall only be
deducted leave credits or the amount corresponding to the time when official
working hours start up to the time of suspension of work is announced.
The official/employee who has reached the compulsory retirement age of sixty
(60) but whose service has been extended by the Commission for another six (6)
months, no longer earns leave credits.
An official or employee with pending administrative case/s is not barred from
enjoying leave privileges.
Teachers exposed to hardship to the place of worked determined by the
Secretary of Education shall be compensated hardship allowance equivalent to
at least 25% of their monthly salary (R.A. 4670, Section 19 – Magna Carta for
Public School Teachers)
Teachers assigned to places declared by the President as calamity areas shall be
granted the equivalent of five (5) days additional salary per month but payable
only for the duration of the calamity period (R.A. 5447 – The Special Education
Fund Act).
Teachers exposed to hardship or extreme difficulty in the place of work and
teachers assigned to handle multi-grade classes as determined by the Secretary
of DECS shall be compensated special hardship allowance equivalent to at least
25% of the basic pay.
Hazard Duty Pay – This refers to the compensation premium or allowance paid
to officials and employees actually assigned or stationed in a work area which
exposes them to great danger, occupational risks, or perils in life.
Productivity Incentive Benefits – It shall be based on the individual personnel
productivity and performance as evaluated and determined by the heads of the
respective offices/agencies in accordance with the policies and standards set by
the Civil Service Commission.
Cash Allowance to Teachers – It is provided for the teachers for the purchase of
the chalk, erasers, forms, and other classroom supplies directly used shall be
paid only to classroom teachers.
Year-end Bonus and Cash Gift – All government personnel, whether appointed
or elective under regular, temporary or casual status and contractual personnel
whose employment is in the nature of the regular employee, who are still in the
service as of October 31 each year, are granted with this incentive.
Automatic Annuity – Monthly pension is paid guaranteed for five (5) years from
the date of retirement. After the five (5) year period, payment of the monthly
annuity continues if the retiree is still living.
Five-Year Lump Sum – This is available only to those who are at least sixty-three
(63) years of age or over on the date of retirement. After five (5) years, if still
living, retiree is paid monthly annuity for life.
Initial Three-Year Lump Sum – This is available to those who are at least sixty
(60) years of age on the date of retirement. The subsequent two-year lump sum
is paid to the retiree on his 63rd birthday. . After five (5) years, if still living,
retiree is paid monthly annuity for life.
Salary Adjustment – It is based on approved ERF of Teachers Appropriation
provided annually in General Appropriations Act (GAA).
Step Increment – It shall be granted to all deserving officials and employees
based on merit and length of service. Appropriations provided annually in the
General Appropriations Act (GAA).
DECS Provident Fund – It aims to provide DECS official and employees benefits
and loans for emergency needs, and that of their immediate dependents and
that of their children, for their hospitalization, and that of their immediate
dependents, and for other similar purposes to be determined by the Board of
Trustees.
DECS Shelter Program – It aims to provide affordable and decent housing to
employees through coordination with government housing and financing
institutions and private subdivision developers.
Automatic Upgrading of Positions for Eligible Public School Teachers through
the ERFs Scheme – This is the automatic position upgrading granted to Teacher I
who have rendered twenty (20) years or more with satisfactory teaching service
without the need for filing an application for ERF upgrading.