Promotion/Automatic Promotion


Promotion is meant to recognize the faculty’s accomplishments, growth and development as a teacher and as a scholar, and service to the University, the academic community, and the general public. It involves an assessment of the faculty’s effectiveness and commitment in performing his/her duties based on minimum criteria set by the University, in support of its vision of academic excellence.

Promotion in rank shall not necessarily carry tenure with it; that is, promotion is a separate matter from faculty tenure. [Art. 179c; amended at 834th BOR meeting, June 28, 1973; and 1017th BOR meeting, Dec. 8, 1988]

A salary promotion may be given to a faculty member beyond the regular scale when his/her services are greatly needed even if for valid reasons his/her academic performance and scholarly competence do not justify promotion in rank. [from Art. 174]

In determining promotions in the faculty, careful consideration shall be given to the following factors: teaching ability of the candidate, research competence and productivity, scholarly performance, dedication to service, positive evidence of educational interest and marked academic growth, moral integrity, and good personal character and conduct. [from Art. 174]

Individual units may impose more stringent standards as long as these are consistent with the intent and framework of the System wide standards, applied consistently within the unit and made clear to the unit’s faculty.

Promotion implies selectivity and choice; it is awarded for academic, scholarly, and professional accomplishments, not for seniority nor length of service.


Automatic Promotion for Ph.D. [990th BOR meeting, Aug. 28, 1986; amended at 1147th BOR meeting, Dec. 21, 2000] A faculty member who obtains from a reputable institution a Ph.D. or its equivalent in a field relevant to the unit to which the faculty member belongs shall be given automatic promotion in accordance with the rules and regulations promulgated by the Board of Regents;

Provided, That such promotion shall take effect upon completion of the Ph.D. or its equivalent;

Provided, moreover, That the rank attained through merit increase/promotions earned by a faculty member pursuing a Ph.D. program while simultaneously teaching or performing other functions in the University shall be taken as basis for the automatic promotion.

A faculty member with the rank of Instructor or Assistant Professor who obtains a Ph.D. degree from a reputable university shall be promoted in accordance with the following schedule subject to the provisions above.

Automatic promotions will be made effective on the date of report for duty, provided that there is a certification from appropriate officials of the University concerned that all the requirements for the doctoral degree have been met. [825th BOR meeting, Oct. 26, 1972]


Requirements (UP Manila)

  1. Fully accomplished Basic Paper (HRDO B-1), ( 1 copy)
  2. Updated CV/Information Sheet (required format)
  3. SET Scores (for the last 2 Semesters); 
  4. Justification/Recommendation
  5. Report for Duty from Fellowship (if any)
  6. Transcript of Records and Certification from the Registrar's Office/Diploma- PhD or MA/MS


Process/Criteria (OVPAA)

I. Application letter

  1. Application letter addressed to the department for Automatic Promotion due to the completion of a PhD degree for faculty members with the rank of Instructors and Assistant Professors

              Include the details of the PhD degree and a summary of the accomplishments from the date of last promotion.

  1. Curriculum vitaé
  2. Other requirements in Section III

              Only faculty who started and finished their PhD while connected with UP are eligible to be recommended for automatic promotion.

II. Endorsements

  • A. From the unit -¬†Endorsement letter by the head of unit

   This should include the unit’s recommendation for the proposed faculty rank.. Automatic Promotion for the ranks.

   Include the effectivity of the promotion. If recommended within one year of earning the PhD degree, effectivity is on the date of earning the degree. If recommended after one year of earning the PhD degree, then the effectivity is upon approval.

   Note: If the proposed rank for promotion is from Assistant Professor 3-7, the approval is delegated to the Chancellor. If the proposed promotion will cross rank to Associate Professor, the approval will be from the Board of Regents. The recommended steps of promotions should be commensurate to the accomplishments from the date of last promotion.


  • From the CU¬†
  1. Endorsement letter of the APFC/APC/AcPFC Chair/VCAA
  2. Accomplished Basic Paper
  3. Service Record

On the Endorsement:

Include the accomplishments considered for promotion to the rank of Assistant Professor 6-7 and crossing rank to Associate Professor

On the Basic Paper:

  • Ensure correctness and completeness of information
  • Do not leave any item blank. Each entry is essential to the information of the applicant.
  • If requested information is not applicable, indicate N/A or if¬†information is found in another document, indicate as attachment.
  • Complete all required signatures

On the Service Record:

  • should be certified correct
  • updated up to the time of evaluation of the CU APFC/APC/AcPFC.
  • Include study leave, nature of promotion (e.g., merit promo, auto promo), secondment, etc.

III. Automatic Promotion requirements

A. Graduate degree -Copy of diploma and attestation by the HRDO Director/VCAA that the degree has been verified

The attestation of the HRDO Director/VCAA on the graduate degree completion may be indicated in the recommendation letter.

B. Satisfactory teaching -Summary of the Student Evaluation of Teaching (SET)

SET for semesters the faculty is teaching and not on study leave.

Include scores for all courses taught

If faculty received a SET score of greater or equal to 2.0 (old SET) and equal or below 3.0 (new SET) from any course (not the average): Letter from the head of unit and the faculty should be submitted to include the circumstances and interventions done to improve the teaching performance of the faculty in the course

C. Citizenship -Proof of Filipino citizenship verified by the HRDO Director/ VCAA; can be indicated in the Personal Data Sheet that was verified by the HRDO or in the endorsement letter of the APFC/APC/AcPFC Chair VCAA

This is related to the Dual Citizenship Law. Refer to: Civil Service Commission (CSC) MC No. 23, s. 2016: Policy on Employment in the Government Service of Filipino Citizens with Dual Citizenships and CSC MC No. 08, s. 2017: Clarification on the Policy on Employment in the Government Service of Filipino Citizens with Dual Citizenship

D. Updated Curriculum Vitae and/or Personal Data Sheet -Include all publications, presentations, education, etc.

E. Report for Duty, if on Study -Report for Duty Form



  • ANNEX 01 Accomplished Basic Paper
  • ANNEX 02 Endorsement letter of the APFC/APC/AcPFC Chair/VCAA
  • ANNEX 03 Endorsement letter by the head of the unit
  • ANNEX 04 Endorsement letter signed by the members of the tenured faculty
  • ANNEX 05 Application for tenure addressed to the department
  • ANNEX 06 Curriculum vita√©
  • ANNEX 07 Service Record
  • ANNEX 08 Copy of Diploma
  • ANNEX 09 Summary of the Student Evaluation of Teaching (SET)
  • ANNEX 10 Copy of the complete article/Copy of creative work
  • ANNEX 11 Summary of Mentoring Activities

                                                                                                                                                                                                                (updated as of August 2, 2022)