HUMAN RESOURCES MANAGEMENT OFFICE
POLICIES AND PROCEDURES
MANUAL
ATENEO
DE MANILA
UNIVERSITY
Section No.:
Coverage:
Version No.:
ALL EMPLOYEES CONCERNED
2
Section Title:
20.0
Page:
1 of 6
Reference No.:
RECRUITMENT AND SELECTION
Sub-section No.:
Sub-title:
Approval Date:
1.0
1.0
M-009-020-001
HIRING POLICY
11 May 2006
OBJECTIVES
To establish the procedure for the hiring of administrators and staff.
2.0
SCOPE
All University units.
3.0
POLICY GUIDELINES
3.1
All requests to fill vacant positions shall be covered by an approved Personnel
Requisition Form (PR Form) [F-009-020-001-1], whether these positions are
for regular, direct hire/project contractual employees or agency provided
contractual employees.
3.2
All job vacancies must be filled by applicants who are best suited/qualified for
the positions. Applicants may come from within or outside the University.
3.3
The right to decide on the final choice of the applicant to be hired belongs to
the requisitioning unit. However, it is the responsibility of the Human
Resources Management Office to ensure that all employees who are hired
meet the University’s hiring standards.
3.4
Unless there are extremely justifiable reasons, no employee hired for a
plantilla position or for a contract period exceeding 6-months may commence
working for the University without successfully passing the pre-employment
medical examination arranged by the University.
3.5
All assignments for new hires must be in compliance with the University’s
policy on Employment of Relatives (M-009-020-003).
Name
Date
Signature
Unit Document Controller
This document is for the use of the Ateneo de Manila University.
No portion of this Standard/Manual may be reproduced in books, pamphlets, outlines, or notes,
whether printed, machine-copied, mimeographed, typewritten or in any other form for distribution or sale,
without the agreement and the written consent of the Unit Document Controller (UDC) and Unit Head.
HUMAN RESOURCES MANAGEMENT OFFICE
POLICIES AND PROCEDURES
MANUAL
ATENEO
DE MANILA
UNIVERSITY
Section No.:
Coverage:
Version No.:
ALL EMPLOYEES CONCERNED
Section Title:
20.0
Page:
2
2 of 6
Reference No.:
RECRUITMENT AND SELECTION
Sub-section No.:
Sub-title:
Approval Date:
1.0
HIRING POLICY
3.6
4.0
M-009-020-001
11 May 2006
The Human Resources Management Office is responsible for recommending
starting salaries. Accordingly, no administrator may make any commitment
regarding salaries or engage the services of any person without prior
consultation and/or processing by the Human Resources Management Office.
PROCEDURE
4.1
When a vacancy for a regular, direct hire/project contractual employee or
agency provided contractual employee position arises, the immediate
supervisor prepares a Personnel Requisition Form (PR Form) [F-009-020001-1]. The form must specify the qualifications needed for the position. The
immediate supervisor is responsible for obtaining the necessary approvals
and for sending the duly accomplished requisition form to the Employment
and Development Services Section, Human Resources Management Office.
4.2
The Human Resources Management Office checks the requisition and verifies
the availability of the vacant position or budget/project funds.
Approving authority of requisitions for agency contractual employees, direct
hire/project contractual employees and plantilla positions are as follows:
REQUISITION
Plantilla position (new)
Plantilla position (replacement)
Contractual Employees
4.3
APPROVING AUTHORITY
Immediate supervisor, unit head, HRMO Director
Immediate supervisor, HRMO Director
Immediate supervisor, unit head, HRMO Director
The job vacancy is posted on the Blueboard. Internal applicants must signify
their interest in applying for the position through a memorandum duly
approved by their supervisor.
Name
Date
Signature
Unit Document Controller
This document is for the use of the Ateneo de Manila University.
No portion of this Standard/Manual may be reproduced in books, pamphlets, outlines, or notes,
whether printed, machine-copied, mimeographed, typewritten or in any other form for distribution or sale,
without the agreement and the written consent of the Unit Document Controller (UDC) and Unit Head.
HUMAN RESOURCES MANAGEMENT OFFICE
POLICIES AND PROCEDURES
MANUAL
ATENEO
DE MANILA
UNIVERSITY
Section No.:
Coverage:
M-009-020-001
Version No.:
ALL EMPLOYEES CONCERNED
Section Title:
20.0
2
Page:
3 of 6
Reference No.:
RECRUITMENT AND SELECTION
Sub-section No.:
Sub-title:
Approval Date:
1.0
HIRING POLICY
11 May 2006
4.4
The Human Resources Management Office screens the internal candidates
for the vacant position and sends the resumes of qualified internal candidates
to the requisitioning supervisor for interview. If an internal candidate is
selected, the Human Resources Management Office coordinates the transfer.
Both the releasing and receiving supervisors must agree on the transfer date.
4.5
The applicant accomplishes the Applicant’s Data Sheet (ADS) [F-009-020001-2] and the Declaration of Occupation and Employers of Relatives Form
(OER Form) [F-009-020-003-1]. The applicant also submits his/her resumé
and a photocopy of Transcript of Records from the College/University he/she
graduated from. The original copy of the Transcript of Records is presented
for cross checking purposes. An Authorization for Verification of Information
Provided (AVIP Form) [F-009-020-001-3] shall be filled up, signed and
submitted by the applicant to the Employment and Development Services
Section of the Human Resources Management Office.
4.6
If no internal candidate is found, the Human Resources Management Office
sends the resumes of at least three qualified candidates to the requisitioning
supervisor for review and an interview.
4.6.1
For staff, IT, technician and maintenance positions, the candidates
must be interviewed by the immediate superior and two other
administrators from the requisitioning unit or department.
4.6.1.1 For contractual positions hired for a period of six (6) months or
less, the candidate must be interviewed by at least the
immediate superior.
4.6.1.2 Exceptions to this policy may be approved by the HRMO
Director when there is only one administrator in the
requisitioning office.
Name
Date
Signature
Unit Document Controller
This document is for the use of the Ateneo de Manila University.
No portion of this Standard/Manual may be reproduced in books, pamphlets, outlines, or notes,
whether printed, machine-copied, mimeographed, typewritten or in any other form for distribution or sale,
without the agreement and the written consent of the Unit Document Controller (UDC) and Unit Head.
HUMAN RESOURCES MANAGEMENT OFFICE
POLICIES AND PROCEDURES
MANUAL
ATENEO
DE MANILA
UNIVERSITY
Section No.:
Coverage:
M-009-020-001
Version No.:
ALL EMPLOYEES CONCERNED
Section Title:
20.0
2
Page:
4 of 6
Reference No.:
RECRUITMENT AND SELECTION
Sub-section No.:
Sub-title:
Approval Date:
1.0
HIRING POLICY
11 May 2006
4.6.2
For supervisory positions and higher, the candidates must be
interviewed by the immediate superior and two other administrators
from the requisitioning office/department or unit and an administrator
from the Human Resources Management Office.
4.6.3
A selected applicant must be recommended for hiring by the
immediate superior, an administrator from the department/unit and the
Director/Administrator from the requisitioning office or unit concerned.
For supervisory positions and higher, the applicant must likewise be
recommended for hiring by the interviewer from the Human Resources
Management Office.
4.6.4
An applicant is given pre-employment psychological tests to measure
intellectual capacity, work attitude, etc.
These tests may be
administered prior to employment if time permits or prior to
permanency at the latest.
4.7
The Human Resources Management Office schedules the chosen applicant
for medical examination which he/she must pass before starting employment.
An employee shall be issued a Request for Pre-employment Medical
Evaluation Form (RPEME Form) [F-009-020-001-4] by the Human Resources
Management Office which he/she will utilize to secure a medical examination
at the designated clinic.
4.8
An applicant for a staff position may commence working only AFTER his/her
Appointment Papers (AP) [F-009-030-001-1] are duly signed by the HRMO
Director.
An applicant for administrator or professional position may
commence working only after a Payroll Authorization Notice (PAN) [F-009030-001-2] has been signed by the HRMO Director.
4.9
The Human Resources Management Office shall be responsible for
checking/verification of an applicant’s educational record, previous
employment and references.
Name
Date
Signature
Unit Document Controller
This document is for the use of the Ateneo de Manila University.
No portion of this Standard/Manual may be reproduced in books, pamphlets, outlines, or notes,
whether printed, machine-copied, mimeographed, typewritten or in any other form for distribution or sale,
without the agreement and the written consent of the Unit Document Controller (UDC) and Unit Head.
HUMAN RESOURCES MANAGEMENT OFFICE
POLICIES AND PROCEDURES
MANUAL
ATENEO
DE MANILA
UNIVERSITY
Section No.:
Coverage:
M-009-020-001
Version No.:
ALL EMPLOYEES CONCERNED
Section Title:
20.0
2
Page:
5 of 6
Reference No.:
RECRUITMENT AND SELECTION
Sub-section No.:
Sub-title:
Approval Date:
1.0
HIRING POLICY
4.10
11 May 2006
An applicant for hiring must submit the following documents for payroll
processing:
4.10.1
Birth certificate (submit 2 photocopies and present original NSO or
certified true copy for counter checking)
4.10.2 Marriage contract (submit 2 photocopies and present original NSO
or certified true copy for counter checking)
4.10.3 Birth certificate of children (submit 2 photocopies and present
original NSO or certified true copy for counter checking)
4.10.4 SSS number
4.10.5 Pag-IBIG number
4.10.6 Pag-IBIG Member’s Data Form (Pag-IBIG Fund M1-2)
4.10.7 PhilHealth number
4.10.8 PhilHealth Member Data Record for Employed Sector Form (M1a)
4.10.9 Tax Identification Number
4.10.10 Application for Registration (BIR form 1902). For employees already
with TIN, submit BIR Form No. 1902 duly stamped by the BIR
4.10.11 Certificate of Compensation Payment/Tax Withheld (BIR Form
2316), if previously employed within the calendar year
4.10.12 Certificate of Update of Exemption and of Employer’s and
Employee’s Information (BIR Form 2305)
5.0
APPENDICES
Document No.
F-009-020-001-1
F-009-020-001-2
F-009-020-001-3
Document Title – Page Type Filename / Hyperlink
Personnel Requisition Form F-009-020-001-1 PR Form.doc
(PR Form)
Applicant’s Data Sheet (ADS)
F-009-020-001-2 ADS P1.doc
F-009-020-001-2 ADS P2.doc
Authorization for Verification of F-009-020-001-3 AVIP.doc
Information Provided (AVIP
Form)
Name
Date
Signature
Unit Document Controller
This document is for the use of the Ateneo de Manila University.
No portion of this Standard/Manual may be reproduced in books, pamphlets, outlines, or notes,
whether printed, machine-copied, mimeographed, typewritten or in any other form for distribution or sale,
without the agreement and the written consent of the Unit Document Controller (UDC) and Unit Head.
HUMAN RESOURCES MANAGEMENT OFFICE
POLICIES AND PROCEDURES
MANUAL
ATENEO
DE MANILA
UNIVERSITY
Section No.:
Coverage:
M-009-020-001
Version No.:
ALL EMPLOYEES CONCERNED
Section Title:
20.0
2
Page:
6 of 6
Reference No.:
RECRUITMENT AND SELECTION
Sub-section No.:
Sub-title:
Approval Date:
1.0
HIRING POLICY
11 May 2006
Filename / Hyperlink
F-009-020-001-4 RPEME.doc
F-009-030-001-1
Document Title – Page Type
Request for Pre-employment
Medical
Evaluation
Form
(RPEME Form)
Declaration of Occupation and
Employer of Relatives Form
(OER Form)
Appointment Papers
F-009-030-001-2
Payroll Authorization Notice
F-009-030-001-2 PAN.doc
Document No.
F-009-020-001-4
F-009-020-003-1
F-009-020-003-1 OER Form.doc
F-009-030-001-1 AP.doc
THE UNIVERSITY ADMINISTRATION IN THE EXERCISE OF ITS SOLE AND EXCLUSIVE
PREROGATIVE, MAY ADD, AMEND, REVISE AND/OR DELETE THIS
POLICY.
THIS SUPERSEDES ALL POLICIES, CIRCULARS AND MEMORANDA INCONSISTENT
WITH THOSE CONTAINED IN THIS DOCUMENT.
IN THE EVENT ANY PORTION OF THIS POLICY IS REPEALED BY PROVISION OF
LAW, IT SHALL NOT AFFECT THE REMAINING PROVISIONS NOT INCONSISTENT
WITH THE LAW.
t
AMDG
Name
Date
Signature
Unit Document Controller
This document is for the use of the Ateneo de Manila University.
No portion of this Standard/Manual may be reproduced in books, pamphlets, outlines, or notes,
whether printed, machine-copied, mimeographed, typewritten or in any other form for distribution or sale,
without the agreement and the written consent of the Unit Document Controller (UDC) and Unit Head.