Special Detail shall include participation in an official capacity to attend conferences, workshops, seminars, short-term courses and similar activities. It shall be subject to prior authorization and to such conditions as may be attached thereto and to applicable laws and regulations. For special detail of 30 days and above, are likewise subject to corresponding return service obligation similar to that of study leave.

A. Process

Local Special Detail for 15 days and below

  1. Employee accomplishes the request form.
  2. Chair/Immediate Supervisor endorses request to the Dean/Head of Office.
  3. Dean/Head of Office approves the request.
  4. Unit submits one (1) copy of approved request to HRDO for file

 

Local or Foreign Special Detail 15 days and above but less than 30 days

  1. Eligible employee accomplishes the request form (in 2 copies).
  2. Chair/Immediate Supervisor endorses request to the Dean/Head of Office.
  3. Dean/Head of Office approves the request.
  4. Once received, the concerned HRDO employee processes the request by evaluating the completeness of submitted documents, and verify the appointment records of the employee for clearance. Once done, HRDO Director provides clearance and initials memorandum.
  5. HRDO forwards request to recommending Vice-Chancellors Offices, prior to Chancellor’s approval: Office of the Vice-Chancellor for Administration: for the Administrative Personnel Office of the Vice-Chancellor for Research and Development: for the REPS Office of the Vice-Chancellor for Academic Affairs: for Faculty
  6. Office of the Chancellor acts/signs the letter request form.
  7. Once signed by the Chancellor, HRDO distributes the approved documents to Unit, Accounting Office, and Budget Office, and forward documents to 201 file.

Note: Request must be submitted two (2) weeks before the schedule of conference, workshop, seminar, or short-term course. In case of late submission of request, a written justification letter shall be attached. In case of extension, the following requirements must be submitted:

  • progress report
  • certification for the renewal of appointment to cover the duration of special detail and of the return service obligation (for employees under temporary status)