Faculty Administrator


 Faculty administrators are regular faculty members who are appointed to administrative positions for a fixed term of office. The administrative assignment is given equivalent administrative load credit (ALC) to partially or fully compensate such assignment. Notwithstanding the provision of total maximum credit for non-teaching activities, the following are the ALCs corresponding to administrative positions in the University [1142nd BOR meeting, May 26, 2000; amended at 1166th BOR meeting, Dec. 2, 2002]

a. Fixed ALCs

Administrative Position  ALC  
  • President
  • Vice Presidents
  • University Secretary
  • Chancellors
  • Assistant Vice Presidents
  • Assistant University Secretary
  • University General Counsel
  • Vice Chancellors
  • PGH Directors
12 units
  • Faculty Regent
  • Deans
  • University Registrars
  • System Directors
  • Directors of principal units (defined as those who hold Director 1 positions and head offices under the Office of the Chancellor)
9 units*
  • Assistant Directors of System Offices
  • Constituents University Directors
  • Directors of Sub-units (defined as those who hold Director 2 positions and head Centers, Institute and Programs)
  • Directors of National Center Of Excellence, and High School Principal
6 units



b. Variable ALCs

Administrative Position ALC (Units)
College Total Student Population less than 200 200 to less than 1,000 1,000 to less than 3, 000 >=3,000

1. College Secretaries, Directors of Institutes, Chairperson of Departments

3 3 6 6

2. One 1 Associate Dean

- For every 50 full-time faculty AND 200 or more student majors,( per the Faculty Manual ):

- 3 6 6

3. One Assistant College Secretary  (maximum of 2 )

- For every 1,000 student majors:

- - 3 3

4. Deputy Director- unit level

-Provided that the Center/Institute has 50 or more full-time professional and administrative staff:

- 3 3 3
5. Graduate Program Coordinator- unit level 3 3 3 3
6. NSTP Coordinator (for units offering NSTP courses) 3 3 3 3
7. College QA Officer 3 3 3 3


A faculty member appointed to two (2) or more academic administrative positions, other than those specified in first bullet under a. Fixed ALCs, may be granted the ALC for said positions; Provided, That the total ALC shall not exceed nine (9) units. The appointee, however, shall be entitled to receive honoraria fixed for the positions to which s/he is appointed, subject to pertinent Commission on Audit (COA) rules (e.g., No one may receive honoraria exceeding fifty percent (50%), in the aggregate, of his/her basic salary.)

The President/Chancellor, as the case may be, shall be authorized to assign ALCs to other positions as they deem necessary.



Faculty Members with Administrative Duties in Addition to Teaching [OP memo no. FN-01-18, Feb. 26, 2001] To ensure the highest quality of teaching while promoting the effective and efficient administration of the University, the following guidelines apply: a. For purposes of overload, the teaching load of faculty administrators (i.e., UP officials, Deans, Directors, Department Chairs and heads of units) shall be limited to six (6) course credit per semester or twelve (12) course credit per year; Provided, That overload payment is based on teaching units and not on course credit. At least three (3) course credit of the overload must be taught after office hours. b. As a general rule, faculty members with administrative or research load credit may not teach in other educational or training institutions. Note: Administrative personnel and REPS may teach as lecturers only after office hours and after written permission has been granted. The maximum teaching load they can handle is six (6) course credit per semester, to include their load within and outside UP (if any).


Academic Leave for Faculty Administrators

[1150th BOR meeting, May 24, 2001] The entitlement to academic leave shall apply to faculty administrators with 9-12 units of administrative load. An annual academic leave of ten (10) working days is given to faculty administrators to: 

  • enable them to pursue their intellectual interests while performing administrative functions; and
  • somehow compensate for the loss in research time they would otherwise enjoy as faculty without any administrative load.

The terms of the academic leave shall be as follows:

  1. Only faculty members with an administrative load of nine (9) to twelve (12) units shall be entitled to an annual academic leave. 
  2. The administrator may enjoy 10 working days of academic leave for every year s/he has 9-12 units of administrative load. When administrative service is less than a year, the academic leave shall be pro-rated accordingly.
  3. The academic leave shall not be cumulative (i.e., may not be charged to leave credit) and may not be monetized. But the administrator may spread out the leave in one (1) year, provided his/her administrative duties shall not be prejudiced. 
  4. Should a faculty administrator avail of academic leave and then resign from office, the leave shall be charged against his/her regular leave credit.
  5. The academic leave shall be enjoyed in addition to the fifteen (15) days of vacation leave. As in the case of vacation leave, the faculty administrator shall apply for academic leave.


Incentive Scheme for Administrators

UPD Faculty Manual Update 2005 The following includes rev1s1ons on the incentive scheme for administrators (bold, italicized portions of the table) and supersedes Section 9.3.3 Incentive Scheme for Administrators on pages 176-178 of Faculty Manual 2003.

9.3.3 Incentive Scheme for Administrators [JJ6r1 BOR meeting, July 25, 2002; amended at JJ77'h BOR meeting, Nov. 27, 2003; 118J91 BOR meeting, Apr. 16, 2004] Faculty administrators are given, in addition to their salary, entitlements such as honorarium, administrative load credit, representation, and transportation allowances. These, however, have been found to be inadequate considering the demands of administrative positions. Furthermore, during the period of appointment, faculty administrators are hardly able to pursue research activities. Since the present promotion system assigns greater weight to scholarly activities like teaching, research and publications, faculty administrators face the prospect of lagging behind their colleagues.

Recognizing the invaluable role of faculty administrators in the attainment of the University's mission and realizing the need to entice more qualified members of the faculty to accept administrative assignment, the incentives shown on the following table are granted. In addition, a "Period for Re-energizing" is granted to administrators to enable them to take time off from their routine functions and responsibilities during the summer months. This period, which serves to save administrator from burning out, may be done on a shifting arrangement as decided by each unit. Entitled to this are the following:

[E. 0. no. 03-11, OP, Mar 14, 2003; OSV memo no. 03-22, Apr. 29, 2003]

  • President
  • Vice Presidents
  • Chancellors
  • Vice Chancellors
  • Deans
  • Directors
  • Heads of Units
  • Associate Deans
  • Deputy Directors
  • College Secretaries
  • Department Chairs


Administrative work restrictions

a. As a general rule, faculty members with administrative or research/creative workload credit shall not be allowed to teach in other educational or training institutions. [1031st BOR meeting, June 28, 1990] [Refer to Chapter 4 Duties and Responsibilities, Section 3.3 Research Load Credit/Creative Work Load Credit and Section 4.3 [Overload] Faculty Members With Administrative Duties in Addition to Teaching]

b. No Dean or Director shall serve as academic head of any department or division in his/her college, school or institute. [Art. 80] No Dean or Director shall, unless expressly authorized by the Board of Regents, accept other assignments involving administrative duties and responsibilities in other units of the University or in any branch of the government service. [Art. 251] c. Officer-in-Charge, Office of the Dean/Head or Director of Principal Unit

  1. Deans, Directors or Heads of Principal Units may appoint for a certain period not exceeding thirty (30) calendar days officers-in-charge of departments, institutes and other sub-units of the college or unit. Chapter 10 Conduct, Restrictions, and Discipline
  2. A Dean/Director/Head of Unit may appoint an officer-in-charge of the college/unit for a certain period not exceeding fifteen (15) calendar days.
  3. Appointments shall not be distributed among two (2) or more appointees just to circumvent the thirty (30) or fifteen (15) days limitation prescribed herein above

- Private tutoring No member of the faculty shall be permitted to give private lessons to any student enrolled in his/her college or school and to accept payment therefor without the previous approval of the President. [Art. 256] - Acceptance of valuable considerations from students No member of the faculty shall have dealings with any student involving money, property, or other valuable considerations which might have an influence on the scholastic standing of such student in the University System. [Art. 255]

- Expression of Views While the University respects academic freedom, no teacher may claim as his/her right the privilege of discussing in the classroom topics that are not pertinent to the course of study that is being pursued. It is clearly understood that the University assumes no responsibility for views expressed by members of its staff; and the faculty members themselves should, when necessary, make it clear that they are expressing only their personal opinions. [from Art. 176] Chapter 10 Conduct, Restrictions, and Discipline. Furthermore, authors of articles appearing in University publications shall be severally responsible for the opinions expressed therein. [Art. 249]

- Complaints Against Other Faculty Members No member of the faculty, officer, or employee shall publish or discuss publicly charges or complaints against any other member of the faculty, officer, or employee concerning his/her official duties or his/her private life or conduct. Any such complaint or charge shall be addressed to the proper authorities of the University for action before resorting to any other remedy available to the complaining party. [Art. 247]

- Limit on Honoraria [P.D. 1177, July 30, 1977; National Compensation Circular no. 75, Mar. 1, 1995] Honoraria is a form of compensation or reward paid over and above the regular pay in recognition of gratuitous services rendered by government personnel. In general, honoraria is paid to government personnel for additional work rendered which is not among his/her regular functions, but may also be paid to non-government personnel for special services or for membership in projects. Any official or employee may be permitted to participate in more than one (1) project, provided that the total honoraria received shall in no case exceed fifty percent (50%) of his/her annual salary. This provision does not apply to teaching personnel of SUCs engaged in actual classroom teaching whose teaching load is outside regular office hours and/or in excess of regular load. It also does not apply to teaching personnel of SUCs designated as heads of departments. The 50% limit, therefore, does not cover overload honoraria and honoraria received by faculty administrators. The limit applies to honoraria received from projects including research projects. Professors, instructors, teachers, or members of the faculty of government schools, colleges and universities, when required to teach more than their regular teaching load may be paid additional compensation not exceeding seventy-five per centum (75%) of their basic salary.


Teaching in other educational institutions

No member of the faculty on full-time basis may engage in teaching outside of the University, unless so authorized under a memorandum of agreement duly entered into with another educational institution; Provided, That, in exceptional cases, the President or the Chancellor, as the case may be, may grant permission to faculty members to teach in another institution even in the absence of an institution-to-institution agreement between the University and the other institution. [Art. 254; amended at 793rd BOR meeting, Apr. 7, 1970; and 842nd BOR meeting, Feb. 28, 1974]

As part of outside activities, teaching in other educational institutions is not considered an integral function of the University and shall not be considered a part of the regular workload of the personnel concerned. [987th BOR meeting, Apr. 24, 1986]


Teaching in another university shall be governed by the following rules [1168th BOR meeting, Feb. 27, 2003]: a

  • The other University must be recognized by UP by means of a memorandum of agreement. 
  • The faculty member or academic staff may teach in that university only with specific authorization from the Office of the Chancellor.
  • Such authorization shall require the prior concurrence of the Dean and the Chair of department, institute director or division head concerned and the written consent of the faculty member or academic staff whose services are being requested. 
  • In evaluating the request for a faculty member to teach in another university, administrators shall consider the needs of the unit, the current level of the faculty member’s responsibilities to the department and unit and his/her overall load (teaching, research and, where applicable, extension). 190
  • Department chairs/Institute directors shall be furnished copies of all communications between UP (at the level of the Dean and the Chancellor) and the other university regarding their faculty member(s) or academic staff whose services are being requested.
  • The authorization, whether original or renewal, shall be for a period not exceeding one (1) semester at a time, provided the length of service shall not go beyond the term of the Memorandum of Agreement.
  • The request to teach in another university shall be made at least ninety (90) days before the start of the semester when the teaching is to take place.
  • The maximum permissible outside teaching load is six (6) units a semester, provided the total faculty load (teaching, research, and extension, if any), INCLUDING COURSES TAUGHT OUTSIDE UP, does not exceed 21 units a semester. 
  • Faculty members with study load, on fellowship or who are enrolled in graduate programs, including those preparing for comprehensive examinations or at the thesis/ dissertation stage, may not teach outside UP.
  • Faculty members who submit grades late or are habitually absent for student consultation may not be allowed to teach outside UP.
  • Faculty administrators may not teach outside UP. 
  • Teaching hours in another university shall fall outside the unit’s regular office hours, provided exceptions may be made by the Chancellor in meritorious cases.
  • Faculty members and academic personnel teaching in another university may not in any manner and capacity assume any administrative function or position in the other university.
  • Teaching outside UP may not be used as a reason to beg off from committee or other assignments, attendance at Chapter 10 Conduct, Restrictions, and Discipline meetings, and more generally from the responsibilities as UP faculty members or REPS. Neither may outside teaching commitments be used to justify failure or inability to undertake or complete research and other academic projects.
  • A faculty member or staff who teaches in another university shall be liable to that university for any infraction of the latter’s rules and regulations committed while teaching in the other university.
  • A faculty member or staff who violates any of these rules shall be subject to disciplinary action.

2. Procedure

Requests (initial or renewal) by another university for the teaching services of UP faculty members or academic personnel shall be processed in the following manner:

  • The President of the other university addresses his/her request for the services of UP faculty or academic staff to the Chancellor specifying, among others, the following:
  1. Name and unit of all faculty members or academic personnel whose services are sought
  2. Nature of projected assignment or involvement, including course title and number of units;
  3. Projected service hours; and
  4. Approximate duration of assignment.
  • The request shall be submitted at least ninety (90) days in advance of the semester. 
  • The Chancellor refers the request to the unit concerned.
  • The department Chair, institute Director or division Head evaluates the request and
  1. Endorses it to the Dean together with the written consent of the faculty member or academic staff concerned; or
  2. finding that the services of the faculty member or academic staff cannot be made available, communicates directly with the other university. 192

In the latter case, the Chair need not forward the request to the Dean.

  • The Dean either
  1. Endorses the request to the Chancellor,
  2. Finding that the services of the faculty member or academic staff cannot be made available, communicates directly with the other university. In the case of the latter, the Dean need not forward the request to the Chancellor. The Dean shall, however, inform the department chair and the faculty member concerned.
  • The Chancellor approves or disapproves the Dean’s recommendation and informs the other university as well as the Dean and department chair of his/her decision in writing.


Special Leave Privileges (SLP)

All University personnel including faculty members designated to perform administrative functions are entitled to THREE (3) days of Special Leave Privileges (SLP). These leave privileges are non-cumulative and non-commutable. Faculty members without administrative duties are not entitled to the 3-day SLP but are granted Teacher’s Leave under University and CSC rules. The 3-day SLP may be any one (1) or a combination of the leaves shown in the following table.


Type of Leave No. of Days
Birthday Maximum 1 days
Emergency, in case of Earthquake, typhoon , flood and other natural and/or manmade disasters or calamities subject to certification from the  proper authorities Maximum 1 days
Enrollment Maximum 1 days
Graduation Maximum 1 days
Hospitalization for immediate members of the family  
Wedding and Honeymoon  
Wedding Anniversary Maximum 1 days
Relocation, subject to the submission of a certification from the Barangay captain Maximum 2 days
Burial/ Mourning, in case pf death of the spouse or any of the children, parents , brothers and sisters  
Government transactions Maximum 3 days
Domestics emergencies Maximum 3 days



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