UP Manila - Human Resource Development Office

***Services***

Frequently Asked Questions and Answers

A. PERSONNEL TRANSACTIONS

Aa.1 What requirements are needed to make an item ready for filling-up?

For regular administrative staff and REPS position/items, the following are needed:

Authority from the UP President to fill the item as per AO No. 4s. 1989 (UP System)
Publication of the vacant item as per RA 7041
Approved Personnel Requisition Slip (PRS) with Personnel Clearance and Budget Clearance

Aa.2 What should be the basis in filling-up vacant regular position?

For faculty, it would be based on the staffing base level of each college.
For Administrative personnel and REPS, Memorandum MVG-00-45 dated 22 May 2000, shall be followed.

It states that "Vacant positions in any constituent university shall not be filled unless the need to fill them is fully justified based on a through and careful job and personnel audit of the unit concerned, in which case, approval by the President must be obtained." (Authority to fill/unfreezing of item up to the level of the President)

Aa.3 On recruitment of administrative personnel, does requesting department/unit select the applicants?

For filling-up of a regular item or casual slot, the requesting Department/Unit may refer applicant/s for evaluation of the credentials vis-a-vis the qualification standards of the position to be filled up. The Office of Personnel Services will then require the qualified applicants to take pre-employment examinations. Only those who met the minimum qualification standards and passed the examinations will be assessed by the requesting unit/officer. Selection among the candidates referred by the OPS will then be the responsibility of the requisitioning unit/officer through channels subject to the deliberation of UPM Selection Board (for administrative personnel) and APFC (for REPS and faculty members) and approval of the appointing authority/Chancellor.

Aa.4 If an administrative/REPS position is vacated, is it necessary that the next-in-rank employee should fill-up the position?

As per UP Merit Promotion Plan:

Policy 3.4: "An employee who holds a next-in-rank position who is deemed most competent and qualified, possesses an appropriate civil service eligibility and meets the other condition for promotion, may be promoted to the higher position when it becomes vacant. However, the appointing authority may promote an employee who is not next-in-rank but possesses superior qualifications and competence compared to a next-in-rank employee who merely meets the minimum requirements for the position." Employee who are next-in-rank are evaluated together with other applicants.

Aa.5 If there is no vacancy, how can an employee be promoted?

An employee (Administrative Personnel and REPS) can be promoted even if there is no vacancy, if there is a call for Merit Promotion from the UP System. Recommendations for this call shall be deliberated by proper authorities - UPM Selection Board for Administrative Staff and Academic Personnel and Fellowship Committee for REPS.

Aa.6 Is civil service eligibility still a requirement for a faculty position?

No. Members of the faculty are exempted from any civil service examination or regulations as a requisite to appointment. Every recommendation to the Board of Regents for appointment or promotion shall be accompanied by a complete statement of qualifications, training, service record, publications or researches of the candidate and such other matters which may be called for the rules of the University. All appointment to the faculty position is made strictly on the basis of merit.

Aa.7 At what stage in the recruitment process would the applicant know if he/she gets the position he/she is applying for?

Once the UPM Selection board has deliberated, the board issues note/letter to applicants with regard to his/her application.

Aa.8 What is the role of UPM Selection and Promotion Board in the hiring of personnel?

The UPM Selection Board makes a systematic assessment of the qualifications of the candidates, taking into consideration the qualification standards of the position and such other requirements. It also recommends to the head of the unit where the vacancy exists, a list of candidates considered qualified for the position and from which the former may choose the personnel to be appointed. The Committee uses the same standards and methods of evaluating the competence and qualification of all candidates competing for a particular position as prescribed in the UP Merit Selection Plan.

Aa.9 Who are entitled to Special Leave Privileges (SLP)

The following are entitled to SLP:

Regular administrative and REPS
Casual administrative and REPS
Faculty on Cumulative Leave Status
Research faculty
Creche employees

The following are not entitled to SLP:

Faculty on Teacher Leave status

(Source: Memorandum from the Office of the Vice Chancellor for Administration dated September 21, 1998)

Aa.10 To whom and when is loyalty pay given?

It is given to:

those in the career service (full-time/part-time)
those in the non-career service (contractuals/emergency/casuals)

Excluded are:

clinical faculty
lecturers (all kinds)
Professor Emiriti
consultants
all other non-regular employees

It is given initially to an employee who had reached at least ten (10) years of continuous and satisfactory service in the particular office granting the award. Thereafter, payment will be made for every set of five (5) years service. In the University, payment is made on two dates:

On June 18 or the week which will coincide with the founding anniversary of the university , for years of service computed as of the end of November of same year.
On December 15 or in time for Christmas for years of service computed as of the end of November of the same year.

Aa.11 What is a sabbatical?

A sabbatical is a form of leave that may be granted to a member of the faculty for study, research or some scholarly or creative work, rest, renewal for a period not exceeding one year with full salary. This is granted to faculty members who have served for not less than six consecutive years, at least an Associate Professor in the last two years (Rules Governing Sabbaticals).

Aa.12 I availed the sabbatical for research purposes. Do I have to submit anything after my leave?

The grantee shall give a seminar/public lecture on his/her research or study at the end of the sabbatical. (Source: Excerpt from the Minutes of the 1048th meeting of the BOR on 3/26/92)

Aa.13 How many times can I apply for sabbatical?

The rule is silent when it comes to the number of times a faculty may avail of the sabbatical.

Aa.14 How do forced leave and vacation leave differ?

Forced leave is mandatory and is deducted from vacation leave credits. Vacation leave is voluntary, charged against vacation leave credits.

Aa.15 Is half-day considered undertime?

Yes, as far as the University is concerned. However, it shall not be treated as tardiness or undertime if there is an application for partial leave duly approved by the supervisor. (Source: Memorandum from the Office of the Vice Chancellor for Administration dated 6 May 1998 Re: Observance of the Flexible-Time Schedule)

Aa.16 What happens when one has applied for leave, not acted upon favorably by the Chief and yet goes on leave?

It becomes an unauthorized leave. An official employee who is absent without approved leave shall not be entitled to receive his salary corresponding to the period of his unauthorized leave of absence. It is understood, however, that his absence shall no longer be deducted from his accumulated leave credits, if there are any. (source: Amendments to the Omnibus Leave Rules)

Aa.17 Are there fellowships for Administrative Personnel?

Yes. It was approved by the BOR at its 1120th meeting on 27 May 1998.

Aa.18 Are all members of the faculty entitled to Cumulative Leave Credits?

No. Cumulative Leave shall be granted to members of the faculty who regularly perform administrative functions. Administrative functions pertain to office which are normally necessary in the management of the affairs of the University and its units (Faculty Manual).

Aa.19 Can a vacation leave be monetized?

Yes. Officials and employees in the career and non-career service whether permanent, temporary, casual, or co-terminous, who have accumulated at least fifteen (15) days of vacation leave credits shall be allowed to monetize a minimum of ten (10) days. (Source: Amendments to the Omnibus Leave Rules.)

Aa.20 I am a permanent faculty of the University, will I still be allowed to work for another institution?

It is stated in the Rules Governing Special Detail and Outside Activities that no member of the University personnel 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. Outside activities of the University Personnel include: limited practice of profession, management of private enterprise, outside consultancy, secondment, teaching in other educational or training institutions with 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. Such activities are not considered part of the regular workload of the personnel concerned. 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 the Office concerned provided, however, that such permission may be terminated or withdrawn anytime by the Chancellor.

Aa.21 I am a faculty member holding an administrative position. What is the maximum number of academic load that can be given to me?

A normal teaching load of 12 units per semester or its equivalent in colleges or units observing the trimester or other systems shall be required of each faculty member; Provided, however, that no member of the faculty shall teach less than six (6) units per semester and shall not be allowed an aggregate teaching load of more than 36 units for the first and second semesters of any given academic year, including authorized teaching outside the University, unless otherwise given prior authorization by the President or Chancellor. (UP Faculty Manual, 1998) Notwithstanding the provision of total maximum credit for non-teaching activities, the following load credits shall apply to administrative work performed by members of the faculty:

Dean and faculty member with university-wide administrative duties - 6-9 units
Associate Deans, Assistant Deans and Secretaries of colleges and schools, directors of Sub-units or programs, Chairmen of Divisions or departments -- 3-6 units
Faculty members with regular administrative duties not included above -- 1-3 units.

The difference between the normal teaching load and the administrative load credit shall be the maximum academic load given to faculty member holding an administrative position.

Aa.22 Is membership to Provident Fund a requirement for all UPM employees?

No. Membership to Provident Fund Inc. is voluntary.

Aa.23 What are the benefits that an employee can as a member of the Provident Fund?

Members of the Provident Fund Inc. are entitled to the following benefits.

retirement benefits
death assistance benefits
taxation benefits
equity loan
multi-purpose loan

Aa.24 What is the role of UP Manila Development Foundation (UPMDFI)?

The UPMDFI is formed to contribute to the development and growth of UP Manila and the national welfare through the establishment and operation of a private institutional medium to encourage, undertake and/or underwrite:

Institutional Development Programs
Basic and/or Applied Research
Creative Work in Health Sciences, Physical, Biologic, Social or Development Studies and the Humanities

Aa.25 What is the standard qualification for employment in the University?

All appointments to the faculty shall be made strictly on the basis of merit. No religious tests shall be applied, nor shall the religious opinions or affiliations of the instructors of the University be a matter of examination or inquiry (Art. 157, UP Code)

Aa.26 What are the different categories of employees in the University?

There are 3 general categories of employees in the University: Faculty, REPS and Administrative staff, whose nature may be regarded as regular or non-regular.

Aa.27 What is the maximum age limit for employment in the University?

Republic Act 660 (Retirement Law), Sec 12, Paragraph (g) provides in part as follows:

"...No person shall be appointed or reinstated in the service if he is already fifty-seven (57) years of age, unless the President of the Philippines, the President of the Senate, the Speaker of the House of Representatives, or the Chief of Justice of the Supreme Court, as the case may be, determines that he possesses special qualifications and his services are needed." It follows that if the retired employee is already 57 or more years of age, his proposed appointment in the University, may not be acted upon until Malacañang approval have been secured; and that if the retired employee is less than 57 years of age, his reappointment is not subject to prior approval by Malacañang.

Aa.28 Is there any specific period required for the faculty to file resignation/separation from the University?

No resignation presented by any member of the faculty shall be considered unless notice thereof has been given to the President through the Dean concerned, at least sixty dates before it takes effect. (Art. 182, UP Code)