CHAPTER V: Communications and Information Policies and Procedures Terms, Notations and Important Concepts 1. Note on Information and Dissemination DepEd (DECS) maintains a Press Corps at the Central Office and Information Officers at the Regional Offices. 2. The Service Manual It contains the basic regulations, instructions and information which guide DECS Central Office and the field personnel in carrying out the tasks of the Department. Subsequent amendments are issued to the field through orders, memorandums and bulletins.
3. Handbooks These are issued to provide handy reference materials to the field on DECS policies on certain educational issues and procedures in the implementation of its programs and projects. Leaflets, foldouts and the like are also issued to disseminate information on specific programs/projects being implemented by the DECS. 4. Publications These are published on a regular basis and are distributed to inform the field and other stake holders on various activities undertaken by DECS toward the development of quality basic education in the country. 5. DECS / DepEd Orders These are issuances on policies, guidelines, or regulations which are generally permanent in nature and are in effect until rescinded. 6. DECS / DepEd Memorandum These are issuances containing certain instructions and information which are temporary in nature and are usually applicable only during the year of issuance. These include announcement of conferences, seminars, examinations, surveys, competitions and celebrations. 7. Bulletins These are primarily informative issuances. These include educational statistics, statistics, curricular materials, and professional papers, on academic, industrial, health concerns, etc. DECS memoranda, orders, bulletins are numbered consecutively starting with the first issuance in January every year. 8. Unnumbered Memorandums
It contains instructions or information which is limited in application and concerns only a few regions or offices. 9. Office Orders It contains policies/instructions or regulations which are of general application in the Central Office. 10. Office Memorandums It contains certain instructions or information which are office-specific. 11. EMIS Known as the “Educational Management Information System” It provides information to education administrators in the planning and delivery of educational services. 12. Data Bulletin It is the final output of the EMIS at the district, division and regional levels. 13. Notes on the Subsystems of EMIS Pupil/Student Management Information System Personnel Management Information System Curricula Implementation Information System Regulation and Control Information System Physical Facilities Management Information System Financial Management Information System Community Services Information System 14. Notes on the Preparation and Correspondence Where a letter or endorsement requires more than one (1) sheet, the page number should be indicated at the top of the page. Enclosures to correspondence should be indicated/listed on the lower left-hand corner of the page. The use of the first and second persons when reference is made to the writer and to the recipient should be avoided. The content of a communication should be limited to only one (1) subject. A higher authority should be addressed as “Sir” or “Madam” In addressing one of the equal rank or a subordinate, the less formal salutation of “Dear Sir” and “Dear Madam” may be used. The complimentary close of formal official letters should be “Very truly yours” Envelopes of official correspondence should be plainly addressed and should identify the sender. In official correspondence, the name of the office should be used not the name of the official unless expressly necessary for identification purposes. In writing a memorandum, use “To” if it is addressed to an employee of a lower rank.
In writing a memorandum, use “For” if it is addressed to an employee of a higher rank. In making an endorsement, use “Respectfully forwarded” to an office of higher rank. In making an endorsement, use “Respectfully transmitted” to an office of equal rank. In making an endorsement, use “Respectfully referred” to a subordinate office. 15. Under-endorsement system This means that an endorsement maybe written on the space following the conclusion of a letter or preceding endorsement, or it may commence on a new set of paper. 16. Contents Noted It is written, indicated and signed by the sender where no new significant information or opinion is given. Such action should not go beyond the fifth endorsement. 17. Note on Signing Protocol Except when required by law or regulation, and as may be expedient, any written action or decision must have no more than three (3) initials or signature. CHAPTER VI: Administrative Functions, Policies and Procedures Terms, Notations and Important Concepts 1. Procurement It is synonymous to purchase or the act of buying supplies, materials and equipment essential for government operations. 2. Procurement Planning It is the first step in the procurement process.
3. Notes on the APP It is known as the “Annual Procurement Program”. It is referred to the itemized list prepared by the head of agency showing the kind, estimated quantity, estimated cost, description of supplies together with the balance on hand, if any. It is prepared and submitted to the department of Budget and Management as part of the work and financial plan on or before the end of November. 4. Public Bidding It is the method of procurement whereby the office issues “Invitation to Bid” to prospective suppliers of materials, equipment and services. 5. Executive Order No. 301, Section 1
It says that, “no contract for public services or for furnishing supplies, materials and equipment to the government or any of its agencies shall be renewed or entered into without public bidding” unless otherwise with the stipulated exception. 6. Emergency Purchase This is done through the direct requisition or orders through canvass of prices of at least three (3) bonafide dealers which is resorted to the exceptional urgent or absolutely indispensable to prevent immediate danger to or loss of life/property or needed for the project or activity, which cannot be delayed without causing detriment to public service. 7. Direct contracting (single source procurement) and direct purchase It does not require elaborate bidding documents. The selected manufacturer/supplier/distributor is simply asked to submit a price quotation together with the conditions of sale. 8. Procurement Service It is now under the DBM with the abolition of the General services Administration under Executive Order No. 285, dated July 27, 1987. 9. Executive Order 359 (dated June 2, 1989) It prescribes the guidelines and procedures in the implementation of Executive Order 285 in the operation of the procurement system common-used office supplies, materials and equipment. 10. Notes on the Prohibitions (under the Manual of Procurement COA-PTTF) Entering into a contract without appropriation. Splitting of requisition Personal use of property for the furtherance of private interest. Irregular, unnecessary, excessive, extravagant and unconscionable expenditures or uses of funds or property shall be prevented. Irregular Expenditures – are incurred if established rules, regulations, procedural guidelines, principles or practices that have gained recognition of law are not observed. Unnecessary Expenditures– are those which could not passed the test of prudence or diligence of a good father of a family, thereby denoting non-responsiveness to the exigencies of the service. Excessive expenditures – are expenses incurred at an immoderate quantity and exorbitant price. 11. Property Custodianship
This refers to the guardianship of government property by the accountable person. It includes the receipt of supplies, materials and equipment, the safekeeping, issuance, repair and maintenance of equipment. It also includes the accountability, responsibility and liability of accountable officers arising from loss, misuse, damage, or deterioration of government property due to fault or negligence in safekeeping thereof. 12. General Form No. 57 (A) It is a form accomplished immediately after appointment/designation of the supply officer which request for application, increase, and decrease, reduce, cancel or transfer of a bond duly signed by the head of agency. 13. Storage It refers to the scientific and economical receipt, warehousing and issue of materials for their best safekeeping and rapid availability. 14. Requisition and Issue Voucher (RIV) This contains, among other things, the quantity description, kind of materials needed, the purpose, the signature of the requisitioning officer and the authorized approving official concerned. 15. Memorandum Receipt (MR) This is prepared to cover the transfer of semi-expendable, non-expendable supplies or property from the head of the department or office for the re-issue to the enduser. 16. Physical Inventory of Property It is an indispensable procedure for checking the integrity of property and custodianship. 17. Disposal It is traditionally refers to the sale or destruction of assets and property, which are unserviceable and are no longer needed in its operation. 18. General Form 17-A This form is used in the disposal and condemnation of unserviceable equipment, building and other physical structures including supplies in stock accounts. 19. General Form 64-A (Report of Waste Materials) This form covers damaged equipment spare parts. It is used for the disposal of waste materials which result from the consumption or utilization of expendable
materials, and covers damaged equipment parts, empty containers and remnants salvaged from destroyed or damaged fixed assets. 20. Barter It is a modified form of “transfer of property” wherein an agency transfers property to another government agency in exchange for another piece of property. 21. Public Bidding It may be done through the sealed public bidding or when circumstances warrant by viva voce. 22. Negotiated sale It is resorted as a consequence of failed public bidding. 23. Notes on Condemnation and Demolition of School Buildings A school building which has become unsuitable, dilapidated and whose repair will cost 50% or more than the cost of the new building to replace it, should be recommended for condemnation or demolition. Provisions: The school head reports the unserviceable building to be condemned by accomplishing General Form No. 17-(A) in seven (7) copies and submitting it to the SDS. The SDS sends a team to check and verify the condition of the building. The team shall be composed of the representatives of the Superintendent, City or Municipal Engineer and the COA as witness. After checking and verification, the team submits to the SDS its findings and recommendation/s. Authority to demolish shall be served by the school official concerned to the office of the City/Municipal engineer before undertaking the demolition. The demolition work shall be witness by the team who shall submit a report thereon. Usable materials from the demolished buildings shall be sold through public auction if it is not requested by the school for retention to be used specifically for the improvement of existing school structure like fences, nurseries, covered walk and the like. 24. Notes on Disposal Committee Executive Order No. 3309 dated March 8, 1996 reconstituted the Committee on Disposal as provided under E.O. No. 888. Chairman – A senior official with functions not lower than the level of an assistant Secretary for a Department and Director for a bureau/agency or Department manager for GOCC. Member – Head of the Department’s administrative services or head of the agency’s Administrative Division.
Member – Head of the Property Unit (M.O. No. 20, s. 1983) 25. Notes on Disciplining Authority Authority to exercise ultimate power to investigate the offending officer and employee and impose the corresponding penalty for the offense committed is vested only on one officer in an office referred to in the Civil Service Decree of the Philippines as the “discipline authority” and the power vested in him/her is known as “disciplinary jurisdiction”. It has the final authority to pass upon the removal, separation, and suspension of said officers and employees. The appointing authority has been given the concurrent disciplinary jurisdiction over his/her subordinate officers and employees. (R.A. No 6040 in August, 1969, amending R.A. No. 2260, otherwise known as the Civil Service Law). On October 6, 1975, R.A. No. 6040 was further amended by the Presidential Decree No. 807, otherwise known as the Civil Service Decree of the Philippines. Republic Act No. 6040, Section 37 provides that, “an investigation may be entrusted to the Regional Directors or similar officials who shall make necessary report and recommendations to the head of office or department”. The power to discipline is an inherent right and duty in every organization for without it, the very aims and purpose for which it was organized cannot be truly achieved. And in the exercise of this power, the administrators find themselves bound by restrictive legislation. 26. Notes on Kinds of Discipline Positive discipline It is viewed from the standpoint of the individual proceeds from within and to a large extent is habitual reaction to established values, customs, traditions, and regulations. It tends to promote emotional satisfaction, or in other words, satisfies, “drives”. Negative discipline It involves force or some outward influence in its extreme form, proceeds on the theory that compliance is secured by the use of punishment or by fear of penalties It is referred also as “disciplinary action”. It is referred to as the administrative steps taken to correct employee’s misbehaviors related to job performance. 27. Notes on the Usual Forms of Punishments Warning or reprimand It is the least severe penalty and in the majority of instance a reprimand may proved sufficient. Reassignment A second mild form of punishment wherein frequently resorted to in the case of field workers and others who can be moved without disrupting the service concerned. Demerits or reduction A penalty which results from the performance rating of the employee maybe severe since it may seriously retard his progress toward a better position. In most cases, any breach of duty is recorded of the employee and taken into consideration at the time of possible promotion. Suspension
This is without pay and is considered severe since the employee does not report to work for a time and does not receive the usual pay. Demotion It is with a reduction of pay and the employee who suffers from it is subjected to a continuing penalty since his monthly earnings are permanently less than before action was taken. In addition, the stigma is greater than the new duties to which he is assigned may be less agreeable. It is used with caution, as it invariably results in breaking the spirit and lowering the morale of the employee. Dismissal It is the most extreme penalty. It results not only in loss of income and status but also in the loss of other privileges. 28. Presidential Decree No. 807, Article 9, Section 36(a) It provides that, “no officer or employee in the Civil Service shall be suspended or dismissed except for cause as provided by law and after due process”. 29. Notes on the DECS Rules and Procedure DECS Rules and Procedure shall address the urgent need to rationalize and systematize the conduct of the proceedings to expedite the resolution of complaints and grievances involving officials and employees of the DECS. DECS Rules and Procedure shall liberally be construed in order to affect an expeditious and just settlement disputes. Administrative investigation shall be conducted without necessarily adhering to the technical rules of procedure applicable to judicial proceedings. 30. Grievance Shall refer to expressed dissatisfactions that arise from the working conditions, relationships or status among co-workers that are believed to be wrong, unfair, ignored, or dropped without due consideration. 31. Grievance Procedure Shall refer to the a workable procedure for determining or providing the best way to remedy the specific cause or causes of the grievance. NOTES: When the dissatisfaction calls for disciplinary action, it shall not be considered as grievance. It shall be brought as an administrative disciplinary case in accordance with DECS Manual 2000 Section 3. The Grievance Committee shall render its decision within five (5) days from receipt of the grievance in writing. The decision shall be in writing and shall contain all relevant facts and circumstances as well as the law or rule that was applied. 32. Notes on Proper Subjects/Objects of Grievances Unsatisfactory working conditions Improper, tedious or laborious work assignments Faulty tools or equipment Unsatisfactory personnel and/or work processes Improper placement and selection of personnel
Improper appreciation of the factors relative to lay-offs, promotions, salary increases and transfers. Arbitrary exercise of discretion Interpersonal relationships Policies, practices and procedures which affect employees Any and all matters giving rise to employee dissatisfaction 33. Notes on Administrative Disciplinary Cases Administrative disciplinary case is one wherein an official or employee of the government is prosecuted from an act or omission punishable as a non-penal offense as provided for in the Civil Service Law, Administrative Code, and other laws pertaining to public officers and civil service employee. Non-penal offenses are also known as administrative offenses. Administrative case may be commenced either by the Disciplining Authority of the DECS with a motu propio complaint or by any other person with an ordinary complaint filed with the Disciplining Authority. The Disciplining Authority in the DECS shall be the Secretary. Regional Directors shall also act as the Disciplining Authority in their respective regions. The President is the Disciplining Authority for presidential appointees. The Secretary is duly authorized to discipline presidential appointees subject to the President’s confirmation. 34. Notes on Ordinary Complaint An ordinary complaint shall be in writing, under oath and shall be written in a clear, simple, concise language and in systematic manner as to apprise the civil servant concerned of the nature and cause of the accusation against him or her and to enable him or her to prepare his or her defense and answer. An ordinary complaint shall have the following contents; The full name/s and address/es of the complainant/s. The full name/s and address/es of the respondent/s, as well as his/her position/s and office of employment. A narration of the relevant and material facts which shows the acts or omissions allegedly committed by the civil servant. A statement that no other administrative action or complaint against the same party involving the same acts or omissions and issues has been filed before another agency or administrative tribunal. 35. Prima facie It exists when there is a sufficient ground to engender a well-founded belief that an administrative offense has been committed and that the respondent is probably guilty thereof and should be made subject of a formal charge. NOTE: If the complaint is dismissed due to lack of prima facie case, the complainant may file a petition for review with the Secretary within fifteen (15) days from the receipt of the order of dismissal. The resolution of the Secretary on the petition shall be final. 36. Preliminary Investigation
It is an inquiry or proceeding whereby the complainant and the respondent are given the opportunity to submit their affidavits and counter-affidavits, as well as of their witnesses. Failure of the respondent to submit his or her counter-affidavit shall be construed as a waiver thereof. 37. Republic Act No. 4670 It is otherwise known as the, “Magna Carta for Public School Teachers”. 38. Order of Preventive Suspension It is issued by the Disciplining Authority not earlier than the issuance of the formal charge. The Order shall take effect upon the receipt of the respondent thereof. 39. Decision It means the adjudication by the Disciplining Authority that the respondent is guilty or not guilty of the administrative offense charged, and the imposition of the penalty provided for by law on him or her. NOTE: The Disciplining Authority shall render the decision within thirty (30) days from the submission of the report of the formal investigation. The decision shall be in writing, personally and directly prepared by the Disciplining Authority and signed by him or her, and shall contain clearly and distinctly a statement of the facts proved or admitted by the respondent and the legal basis upon which the decision is based. 40. Note on Decision of the Regional Director The decision of the Regional Director shall be final when the penalty imposed is any of the following; Reprimand Suspension without pay for more than five (5) days. Fine equivalent to not more than five (5) days’ salary. NOTE: When the penalty imposed is suspension for a period of more than five (5) days but not more than six (6) months or fine equivalent to the salary for a period more than five (5) days, the decision shall be appealable to the Secretary. The decision of the Regional Director shall not be final unless confirmed by the Secretary when the penalty imposed is any of the following; Suspension without pay for more than six (6) months. Demotion Forced resignation Dismissal The decision of the Secretary shall be final and unappealable when the penalty imposed is any of the following;
Suspension for not more than thirty (30) days. Fine in an amount not exceeding the salary for thirty (30) days. 41. Notes on Motion for Reconsideration The filing of a motion for reconsideration shall suspend the reglementary period for an Administrative Appeal. In case that the said motion is denied, the respondent shall have the remainder of the period for an Administrative Appeal, reckoned from the receipt of the Resolution of Denial. NOTE: The motion for reconsideration shall be based only on any of the following; New evidence has been discovered which materially affects the decision rendered. The decision is not supported by the evidence on record. Errors of law or irregularities have been committed prejudicial to the interest of the movant. 42. Notes on Administrative Appeal Only the respondent has the personality to appeal a decision. An appeal made by any other person shall be dismissed. Decisions rendered by the Regional Director shall be appealed to the Secretary. Decisions rendered by the Secretary shall be appealed to the Civil Service Commission 43. Notes on Judicial Review A final judgment or order by the Civil Service Commission may be appealed to the Court of Appeals by a verified petition for review fifteen (15) days from notice of the said final order or judgment. The proceedings shall be governed by the Rules of Court. The decision of the Civil Service Commission shall continue to be executor unless a temporary restraining order or a writ of injunction is issued by the Court of Appeals. A final judgment or order by the Court of Appeals may be elevated to the Supreme Court through a petition of certiorari in accordance with the Rules of Court. CHAPTER VII: Human Resource Management and Development Policies Terms, Notations and Important Concepts 1. Notes on the Coverage of the Civil Service There are two general categories of service in the government as provided for in Section 6, Chapter 2, Book V, Executive Order 292. These are the career service and non-career service. Career Service – it is based on merit and fitness determined as far as the practical competitive examinations, as based on highly technical qualifications. Positions in the career service are grouped into First Level Positions, Second Level Positions and Third Level Positions. First Level Positions – it includes clerical, trades, crafts, and custodial positions, entrance to which requires less than four (4) years of college work. The nature of work is sub-professional or non-supervisory.
Second Level Positions – it includes professional, technical, and scientific positions which involve professional, technical and scientific work in non-supervisory or supervisory capacity and requires at least four (4) years of college work. Third Level Positions – it covers those in the career Executive Service which include ; undersecretary, assistant secretary, bureau director, assistant regional director, chief of department service, schools division superintendent, assistant schools division superintendent and other officials of equivalent rank. Non-career Service – it includes the department secretaries and their personal and confidential staffs, contractual personnel, emergency and seasonal personnel. 2. Notes on Recruitment and Selection Recruitment – it is the process of searching for, and identifying job candidates in sufficient quantity and quality to meet current and future organization needs.
If covered by Republic Act 7041, the vacant position shall be posted in three (3) conspicuous places in the offices for a period of ten (10) days. Vacant positions shall not be filled-up ten (10) working days have lapsed from the time of publication. In case of chain promotion, anticipated vacancies may be published simultaneously with the existing vacant position(s). In case of renewal of appointments, publications may be done prior to its expiration. When the position is in the first level of the career services becomes vacant, selection is department-wide. When the positions in the career service become vacant, employees, whether incumbents of next-in-rank positions or not, who meet the minimum position requirement may apply and be considered for promotion/appointment. Qualified next –in-rank employees in the office where the vacancy exists are automatically included in the ranking. When the position is in the second level of the career service becomes vacant, selection is government-wide. 3. Notes on the Comparative Degree of Competence used Performance – this is based on the last performance rating. To qualify for promotion, performance ratings should at least be Very satisfactory. Outstanding Accomplishment – includes accomplishments worthy of special commendations. Relevant Experience and Specialized Trainings – this consists of the performance of duties/functions relevant to the next higher position over a period expressed in years with every year given a point but not to exceed five (5) points equivalent to five (5) years. Education and Training – education refers to the educational background, trainings refers to the completion/attendance of trainings/programs/seminars/conferences. Such education and training should be relevant to the duties of the position to be filled. Physical Characteristics and Personality Traits – these refer to the physical fitness, attitudes and personality traits of the applicant/candidate which have a bearing on the position to be filled.
Potential – this takes into the account the applicant’s/candidate’s capacity to perform the duties and assume the responsibility of the higher and more responsible positions. 4. Notes on Instruments/Tools Used Merit Promotion Plan – it was issued through DECS Order No. 8, s. 1993 which provides guidelines, policies and procedures for recruitment, selection and appointment. System of ranking Positions – it was issued through DECS Order No. 54, s. 1993 which includes alignment of positions into their hierarchical order in function and grade allocation and sets of criteria and procedures in ranking of applicants/candidates. Qualifications Standards Manual – it contains the minimum requirements set for each position expressed in terms of education, training and experience, and civil service eligibility. CSC QSM of 1997 for common positions is used and DECS QSM of 1995 is used for unique DECS positions. Performance Appraisal System (DECS Order No. 101, s. 1990) 5. Notes on Documents Required of the Applicant/Candidate for Ranking Personal Data Sheet (Civil Service Form 212) Certified true copies of the following; Transcript of Records CSC Report of Ratings Certificate of completion of attendance in conference/training program/seminar/workshop Certificate of scholarship enjoyed/awards received Complete service records Latest performance rating Forms used in evaluation/ranking Evaluation Form Nos. II and III (DECS Order No. 54, s. 1993) 6. Notes on Common Requirements for Regular Appointments Form – The appointment in triplicate copies shall be in the prescribed CS Form 33(Revised 1998) for the regular employees or the Plantilla Form 001 for casual employees. Original copies shall not be filled out using photocopied forms. Signature of the appointing authority- The original copy of the appointment must be signed and at least the succeeding two (2) copies initialed by the appointing authority. Position title – The position title shall conform to the approved Position allocation List. The salary grade shall be indicated after the position title. Employment status – The employment status shall be indicated on the space provided thereof. Date of signing – It is the date of the issuance of the appointment, shall be indicated below the signature or the initial of the appointing authority. Personal Data Sheet (Civil Service Form 212 (Revised 2005) Read: List of Requirements for Teachers You Must Know 7. Notes on Employment Status in General
Permanent Appointment – It is issued to a person who meets all the minimum qualification requirements of the position to which he is being appointed including the appropriate eligibility. Temporary Appointment – It is issued to a person who, except for the appropriate eligibility, meets all other requirements the education, experience, and training requirements for the position to which he is being appointed. Substitute Appointment – It is issued when the regular incumbent of a position is temporarily unable to perform the duties of his position, as when he is on approved leave of absence/suspension/scholarship grants/secondment. It is issued only if the leave of absence of the incumbent is at least three (3) months, except in the case of the teachers. Coterminous Appointment – It is issued to a person whose entrance and continuity in the service is based on the trust and confidence of the appointing authority or head of unit or co-existential with the incumbent; or limited by the duration of the projects; or co-existent with the period for which an agency or office was created. Contractual Appointment – It is issued to a person who shall undertake a specific work or a job for a limited period not to exceed one (1) year. The inclusive period shall be indicated on the appointment for purposes of crediting services. Casual Appointment – It is issued only for essential and necessary services where there are not enough regular staffs to meet the demands of the service. 8. Notes on the Employment Status of Teachers Regular Permanent – It is issued to a teacher who meets all the requirements of the position. Provisional – It is issued to a teacher who meets all the requirements of the position except of the eligibility. Substitute – It is issued to a teacher when the regular incumbent is temporarily unable to perform the duties of the position. 9. Notes on Nature of Appointment Original – It refers to the initial entry into the career and non-career service. However, for those in the career service, the first six (6) months of service following an original appointment shall be probationary in nature and the appointee shall undergo a thorough character investigation. A probationer may be dropped from the service for unsatisfactory conduct or want of capacity anytime before the expiration of the probationary period. Such action is appealable to the Civil Service Commission. Promotion – It is the advancement of the employee from one position to another with an increase in duties and responsibilities and usually accompanied by an increase in salary. Transfer – It is the movement of employee from one position to another which is of equivalent rank, level or salary without the break in service. The transfer may be from one department or agency to another or from one organizational unit to another in the same department or agency. Any movement from non-career to the career service shall not be considered a transfer. An employee who seeks to transfer to another office shall first secure permission from the head of the department or agency where he is employed stating the
effective date of his transfer. If the request of transfer is not granted by the head of office where is employed, it shall be deemed approve after thirty (30) days from the date of notice to the agency head. If the employee fails to transfer on the specified date, he shall be considered resigned and his reemployment shall be at the discretion of the head of office. A transfer is effective on the day following the last day of service of the employee in his former office. Reemployment – It is reappointment of a person who has been previously appointed to a position in the career or non-career service and was separated therefrom as a result of reduction in force, reorganization, retirement, voluntary resignation, nondisciplinary actions such as dropping from the rolls and other modes of separation. Reemployment presupposes the gap in the service. No prior authority shall be required for the reemployment of a person who has been previously retired and who has not reached the compulsory retirement age of 65. Reappointment – It is the re-issuance of an appointment during reorganization, devolution, salary standardization, re-nationalization or similar events. Reemployment presupposes the gap in the service. Reinstatement – It is the issuance of an appointment to a person who has been previously appointed to a position in the career service and who has through no delinquency or misconduct, been separated therefrom or to one who has been exonerated of the administrative charges unless the decision exonerating him specifies restoration to his previous station. An employee who has been exonerated or who has been illegally terminated is deemed not to have left the service. Renewal – It refers to the subsequent appointment issued upon the expiration of the contractual/casual personnel or temporary appointment, if qualified eligible is not actually available as certified by the Civil Service Regional Director or Field Officer. Renewal presupposes no gap in the service. 10. Notes on Change of Status Temporary to Permanent – It is issued to a temporary employee when he acquires the appropriate eligibility or becomes fully qualified for the position to which he is appointed. Provisional to regular (permanent) – It is issued when a provisional teacher qualifies and is registered as a professional teacher. Demotion – It is the movement of an employee from one position to another with reduction in salary and is not disciplinary in nature. In case a demotion involves reduction in salary and is non-disciplinary, a written consent shall be secured from the demoted employee. 11. Upgrading Reclassification It refers to the change in position title with the corresponding increase in salary grade. This requires an issuance of appointment. 12. Notes on Other Personnel Movements
Reassignment – It is the movement of an employee from one organizational unit to another in the same department or agency which does not involve a reduction in rank, status or salary. Detail – It is the temporary movement of an employee from one department or agency to another office or agency and does not involve a reduction in rank, status or salary. The detailed employee receives his salary from his mother unit or agency. Detail shall be allowed only for a maximum period of one (1) year in the case of the employees occupying professional, technical or scientific. Detail beyond one (1) year may be allowed provided it is with consent of the detailed employee. Secondment – It is the movement of an employee from one department or agency to another which is temporary in nature which may either involve increase in compensation and benefits. Acceptance thereof is voluntary on the part of the employee. NOTE: Renewal of (temporary) appointments require prior publication under Republic Act 7041 13. Job Rotation It is the sequential or reciprocal movement of an employee from one office to another or from one division to another within the same agency as a means of developing and enhancing the potentials of people in an organization by exposing them to other work functions in the organization. 14. Designation It is merely an imposition of additional duties to be performed by a public official with corresponding title, or position which is temporary and can be terminated anytime at the pleasure of the appointing authority. 15. Notes on Modes of Separation Resignation – It is the relinquishing of one’s position from an agency or department. Dropping from the Rolls – It is where officers and employees who are either habitually absent or have unsatisfactory or poor performance or have shown to be physically and mentally unfit to perform their duties may be dropped from the rolls. NOTE: An official or employee who is given two (2) consecutive unsatisfactory ratings may be dropped from the rolls after due notice. An officer who is continuously absent for more than one (1) year by reason of illness may be declared physically unfit to perform his duties and the head of the office in the exercise of his sound judgment may consequently dropped him from the rolls. An officer or employee who is intermittently absent by reason of illness for at least twenty (20) working days during a 24-month period may also be declared unfit by the head of office. An officer or employee who is behaving abnormally for an extended period which manifests continuing mental disorder and incapacity to work as reported by his coworkers or immediate superior and confirmed by the head of office, may likewise be dropped from the rolls. 16. Republic Act No. 1080
It provides that the names of those who passed the bar or board of examinations shall be automatically entered in the corresponding register of eligibles. 17. Presidential Decree 907 It provides automatic eligibility to those who are honor graduates subject to the provisions of this Act as amended. 18. Republic Act No. 7836 It is otherwise known as the “ Philippine Professionalization of Teachers Act of 1994”. It provides that no person shall practice or offer to practice the teaching profession in the Philippines without a valid certificate of registration and a valid professional license from the PRC. 19. Notes on Professional Growth All regions and divisions shall set aside five (5) percent of MOOE budget for HRD trainings to assure the planning of realistic results-oriented and relevant training proposals. Induction Program – It refers to the program for new entrants in government to develop their pride, sense of belonging and commitment to the public service. Orientation Program – It refers to the activities and courses designed to inform new employees about agency/government programs, thrusts and operations, as well as on their duties and responsibilities as well as the benefits and privileges. Reorientation – It refers to courses designed to introduce new duties and responsibilities, new policies and programs to employees who have been in the service for quite some time. Professional/technical/scientific Program – It refers to the substantive programs in specific professional/technical/scientific areas for enhancement of skills and knowledge of second level personnel in the career service. Employee Development Program – It refers to the courses aimed at maintaining a high level of competence on basic workplace skills among employees at the first level in the career service. Middle-management Development Program – It refers to a set or series of planned human resource interventions and training courses designed to provide division chiefs and other officials comparable rank with management and administrative skills and to prepare them for greater responsibilities. Values Development Program – It refers to courses which are designed and harness to public service values of participants to be effective government service. Executive Development Program – It refers to activities and experiences, and continuing education in tended to enhance the managerial skills of government officials or executives who belong to the third level. Career Pathing Program – It is a set of professional activities on the skills and capabilities of an employee to enhance and maximize his professional growth and promotion in the service. 20. Notes on Employees Welfare, Benefits, Incentives, Recognitions and Awards
In general, appointive officials up to the level of heads of executive departments, heads of departments, undersecretaries and employees of the government whether permanent, temporary or casual who render work during the prescribed office hours, shall be entitled with 15 days vacation and 15 days sick leave annually with full pay exclusive of Saturdays, Sundays and public holidays, without limitation as to the number of days of vacation and sick leave they may accumulate. Employees rendering services on part-time basis are entitled to vacation and sick leave benefits proportionate to the number of work hours rendered. A part-time employee who renders four (4) hours of work, five (5) days a week or a total of 20 hours a weeks, is entitled to 7.5 days vacation and 7.5 days of sick leave annually with full pay. Married women in the government service who have rendered an aggregate of two (2) or more years of service shall, in addition to the vacation and sick leave granted them, be entitled to maternity leave of sixty (60) calendar days with full pay. Maternity leave of those who have rendered one (1) year or more but less than two (2) years of service shall be computed in proportion to their length of service, provided, that those who have served for less than one (1) year shall be entitled to 60-days leave with half pay. The enjoyment of maternity leave cannot be deferred, it should be availed either before or after the actual period of delivery in a continuous and uninterrupted manner, not exceeding 60 calendar days. Employees who render less than two (2) years of service may only receive full pay for a number of days based on the ratio of 60 days to two (2) years of service. A married woman employee is entitled to maternity leave of absence with pay even if she has a pending administrative case. Married women who are contractual employees whether or not receiving 20% premium on their salary, shall be entitled to maternity leave benefits like the regular employees, in accordance with the provisions of Section 18, Rule XVI, CSCMC No. 41, s. 1998. Every married male employee is entitled to paternity leave of seven (7) working days, for the first four (4) deliveries of his legitimate spouse. Legitimate spouse refers to a woman validly entered a contract of marriage with male government employee availing the paternity leave benefits under the Law. Married male employees with more than one (1) legal spouse shall be entitled to avail of paternity leave for an absolute maximum of four (4) deliveries regardless of whichever spouse gives birth. The first of the four (4) deliveries shall be reckoned from the effectivity of the Paternity Leave Act on July 15, 1996. Paternity leave of seven (7) days shall be non-cumulative and strictly nonconvertible to cash. Officials and employees, except teachers and those covered by special leave laws, are granted the following leave privileges subject to the conditions hereunder stated; Funeral/mourning leave
Graduation leave Enrolment leave Wedding/anniversary leave Birthday leave Hospitalization leave Accident leave Relocation leave Government transaction leave Calamity leave That the official/employee may be granted a maximum of three (3) days within a calendar year of any or combination of special leave privileges of his choice which he could opt to avail of. That the official/employee shall submit the application for the said special leave privileges at least one (1) week prior to its availment except in emergency cases. Officials and employees in the career and non-career service whether permanent, temporary, casual or coterminous, who have accumulated fifteen (15) days are allowed to monetize a minimum of ten (10 ) days; provided that at least five (5) days is retained after monetization and provided that a maximum of thirty (30) days may be monetized in a given year. The mandatory annual five (5)-day vacation leave shall be forfeited if not taken during the year. Terminal leave is applied for by an official or an employee who intends to sever his connection with his employer. Teachers who have at least seven (7) years of continuous service are entitled to study leave of absence with pay not exceeding one (1) school year subject to approval of the head of office. An indefinite sick leave of absence shall be granted to teachers when the nature of the illness demands a long treatment that will exceed one (1) year at the least. Teacher’s vacation service credits refer to the leave credits earned during summer or Christmas vacation, as authorized by proper authority. The study leave is a time off from work not exceeding (6) months with pay for the purpose of assisting qualified officials and employees to prepare for their bar/board examinations or complete their masteral degree. All applications for sick leave of absence for one (1) full day or more shall be made on the prescribed form and shall be filed immediately upon employee’s return from such leave. Notice of absence, however, should be sent to the immediate supervisor and/or to the agency head.
Application for sick leave in excess of five (5) successive days shall be accompanied by a proper medical certificate. Absence on a regular day for which suspension of work is announced. Where an official or an employee fails to report to work on a regular day for which suspension of work is declared after the start of the regular working hours, he shall not be considered absent for the whole day. Instead, he shall only be deducted leave credits or the amount corresponding to the time when official working hours start up to the time of suspension of work is announced. The official/employee who has reached the compulsory retirement age of sixty (60) but whose service has been extended by the Commission for another six (6) months, no longer earns leave credits. An official or employee with pending administrative case/s is not barred from enjoying leave privileges. Teachers exposed to hardship to the place of worked determined by the Secretary of Education shall be compensated hardship allowance equivalent to at least 25% of their monthly salary (R.A. 4670, Section 19 – Magna Carta for Public School Teachers) Teachers assigned to places declared by the President as calamity areas shall be granted the equivalent of five (5) days additional salary per month but payable only for the duration of the calamity period (R.A. 5447 – The Special Education Fund Act). Teachers exposed to hardship or extreme difficulty in the place of work and teachers assigned to handle multi-grade classes as determined by the Secretary of DECS shall be compensated special hardship allowance equivalent to at least 25% of the basic pay. Hazard Duty Pay – This refers to the compensation premium or allowance paid to officials and employees actually assigned or stationed in a work area which exposes them to great danger, occupational risks, or perils in life. Productivity Incentive Benefits – It shall be based on the individual personnel productivity and performance as evaluated and determined by the heads of the respective offices/agencies in accordance with the policies and standards set by the Civil Service Commission. Cash Allowance to Teachers – It is provided for the teachers for the purchase of the chalk, erasers, forms, and other classroom supplies directly used shall be paid only to classroom teachers. Year-end Bonus and Cash Gift – All government personnel, whether appointed or elective under regular, temporary or casual status and contractual personnel whose employment is in the nature of the regular employee, who are still in the service as of October 31 each year, are granted with this incentive.
Automatic Annuity – Monthly pension is paid guaranteed for five (5) years from the date of retirement. After the five (5) year period, payment of the monthly annuity continues if the retiree is still living. Five-Year Lump Sum – This is available only to those who are at least sixty-three (63) years of age or over on the date of retirement. After five (5) years, if still living, retiree is paid monthly annuity for life. Initial Three-Year Lump Sum – This is available to those who are at least sixty (60) years of age on the date of retirement. The subsequent two-year lump sum is paid to the retiree on his 63rd birthday. . After five (5) years, if still living, retiree is paid monthly annuity for life. Salary Adjustment – It is based on approved ERF of Teachers Appropriation provided annually in General Appropriations Act (GAA). Step Increment – It shall be granted to all deserving officials and employees based on merit and length of service. Appropriations provided annually in the General Appropriations Act (GAA). DECS Provident Fund – It aims to provide DECS official and employees benefits and loans for emergency needs, and that of their immediate dependents and that of their children, for their hospitalization, and that of their immediate dependents, and for other similar purposes to be determined by the Board of Trustees. DECS Shelter Program – It aims to provide affordable and decent housing to employees through coordination with government housing and financing institutions and private subdivision developers. Automatic Upgrading of Positions for Eligible Public School Teachers through the ERFs Scheme – This is the automatic position upgrading granted to Teacher I who have rendered twenty (20) years or more with satisfactory teaching service without the need for filing an application for ERF upgrading. CHAPTER VIII: Educational Facilities Terms, Notations and Important Concepts 1. Notes on the Minimum Size of the School sites Non-central school with one (1) or two (2) classes only and no grade IV – 0.5 hectare Central school with six (6) classes and non-central school with three to four (3-4) classes – 1.0 hectare Schools with seven to nine (7-9) classes – 2.0 hectares Schools with seven to twelve (7-12) classes – 3.0 hectares Schools with more than twelve (12) classes – 4.0 hectares NOTE: In cases where there is difficulty in meeting the above standards, the following alternatives are allowed. FOR RURAL AREAS
Central school with six (6) classes and non-central school with three to four (3-4) classes – 0.5 hectare Schools with seven to twelve (7-12) classes – 1.5 hectares Schools with more than twelve (12) classes – 2.0 hectares FOR URBAN AREAS
Central school with six (6) classes and non-central school with six to ten (6-10) classes – 0.5 hectare Schools with seven to twenty (7-20) classes – 0.75 hectares Schools with more than twenty (20) classes – 1.0 hectares FOR SECONDARY SCHOOLS (URBAN AREAS) 500 students or less 0.5 hectare 501 students to 1 000 students 1.0 hectare 1 001 students to 2 000 students 2.0 hectares 2 001 students to 3 000 students 3.0 hectares FOR SECONDARY SCHOOLS (RURAL AREAS) General/Vocational 4.0 hectares Agricultural 5.0 hectares Fishery, add for projects 2.0 hectares fresh-water fishpond 2. Notes on Donation/Usufruct Simple Donation – It is one whereby a person disposes gratuitously of a piece of land in favor of the municipality, city, province or the Republic of the Philippines. Conditional Donation – It is one in which imposes condition such as, “that the land should be used only for education”. In such case, the property is reverted to the owner when its use as stipulated in the donation is changed. Inter vivos donation – It takes effect during the lifetime of the donor. Mortis causa donation – It is when the donation took effect only after the donor’s death. The donations should conform to the formalities required of a last will. 3. Notes on the External Areas in the School and Other Concerns The tradition laboratory for agriculture, or what is traditionally known as the school garden, should be located on an area based on a minimum standard of 40 square meters of space per pupil. The allocation area for playgrounds which are needed for physical education activities may be determined on the basis of a minimum standard for six (6) square meters of space per pupil. The circulation area consists of the main walk, the footpaths, and the driveway which are intended to facilitate movement within the school site. The mainwalk , which is the primary access from the front gate to the main building, should at least three (3) meters wide. The footpaths, which are the secondary access between the different zones and buildings within the school site, may be one (1) or two (2) meters wide. The standard driveway, which is intended to serve vehicular traffic inside the school site, should at least three (3) meters wide.
As a general rule, the top of the pole should be higher than the building to give the national flag due prominence. A flagpole should be designed and constructed in a way that is easy to use, and repair as well as contribute to the effectiveness of the school’s visual zone. The signboard of the school should be of appropriate length and width to accommodate the name and location of the school. The lettering, in simple block, or Roman style, should be big enough to be easily readable from the street at a distance of ten (10) to twenty (20) meters from the school. In a complete elementary school, there should be a building for Industrial Arts/Home Economics classes with a minimum standard area of 2.5 square meters per place, or approximately one hundred (100) square meters. The recommended orientation of a school building in the Philippines is a NORTHWEST – WEST to SOUTHEAST – EAST axial direction, taking into consideration of sunlight and the direction of prevailing breezes. The main building facing the front gate should be at least ten (10) meters from the said gate. The recommended minimum setback of a school from the street line is five (5) meters to minimize the intrusive sounds. The minimum standard for the administrative space is five (5) square meters per person and an air space requirement of 12.00 cubic meters per person. The minimum classroom size should be seven (7) meters wide by eight (8) meters long, which is considered adequate for a class of fifty-six (56) pupils. Desks or chairs maybe arranged in eight (8) rows with seven (7) desks in a row. Window openings shall at least ten (10) percent of the floor area of the room, provided that such opening shall not be less than one (1) square meter. Toilets and bath should not be less than one-twentieth (1/20) of the floor area of such rooms, or not less than 240 square millimeters. The windows shall be located on both of the longer side of the classrooms, provided with glass, steel, or wood jalousies. The window openings shall be at least 1.5 meters high, and from column to column in width. The ceiling height of the rooms with natural ventilation shall not be less than 2.70 meters measured from the floor to the ceiling, ceiling height not less than 2.40 meters. The ceiling should be a dropped ceiling. The roof should be a cathedral type. At least two (2) exit doors are required where the number of room occupants is over fifty (50) in the case of the classrooms, conference rooms…etc., a door shall not be less than 2.10 meters high and 900 millimeters wide. Repair – It involves remedial work done on any damage or deteriorated portion or portions of a building to restore to its original condition. Prompt attention on repair jobs will cut down maintenance cost. Minor repairs involving not more than Php 500 000.00 may be undertaken by the school head through the school administration, utilizing the Industrial Art classes teachers and/or community labor. Renovation – It is applied to old school buildings which have weathered the years, and remained sturdy, but need some facelifting to restore to their original condition. The Physical facilities coordinator shall take charge of the making the necessary arrangements for the insurance of all government buildings.
Naming of a school after a living person is prohibited by Republic Act No. 1059, except where there is a special provision to name it so, as when so provided in the deed of donation. Republic Act 7160, Section 99(d) – It is known as the “Local Government Code”, provides that the Local Sangguniang Bayan has the power to change the name of the school through an ordinance and upon the recommendation of the School Board. Approval of the Secretary of education is no longer necessary. In consideration of the contents of DECS No. 108, s. 1991, “Discouraging the Indiscriminate Renaming of Public Schools and Colleges”, – a rationale for said change stating public achievement and recognition of the individual apart from donating the school site should be submitted. The proper height of the chalkboard from the floor to its top edge is determined by multiplying the mean standing height of the class by constant 1.2. The teacher-school librarian enrolment ratio shall be 500 or less-one (1) teacher – librarian, 501 to 1 000 – one (1) full time librarian and one (1) part-time teacherlibrarian, 1 001 to 2 000 – one (1) full time librarian and one (1) part time teacher – librarian, and 2 000 and above, additional one (1) full – time librarian for every 1 000 additional enrollees. A teacher-librarian shall have one (1) teaching load; library orientation and literature appreciation for pupils from Kinder to Grade IV, library lessons for Grades V – VI, and how to do research for High Schools. The library fund is 5 – 10 percent of the school fund (based proportionately) as released by the Division office. The number of books in the classroom library collection may be a minimum of fifty (50) books and a maximum of one hundred (100) books, to be replenished from the school library from time to time. The sharing of the gross income derived from the operation of the canteen shall be on a 90/100 basis, ninety percent (90%) for the cooperative and ten percent (10%) as the share of the school. 4. Notes on Supplementary Materials and Other Concerns Supplementary Materials – these are teacher’s devices other than textbooks and Teacher’s Manuals which aid in the teaching and/or learning of certain concepts and skills for reinforcement, enrichment, and mastery. Print Materials – These are either published or unpublished such as general references and subject area specific reference materials that aid in the teaching and or learning concepts and skills. General References – These are specific materials which provide a variety of information on topics of general interest.. These include encyclopedias, dictionaries, yearbooks, biographical dictionaries, bibliographies, geographical sources, atlases, almanacs, serials and periodicals, and directories. Subject Area References – These are specific materials which provide information on selected topics which are useful to specific subject areas. These include books in history, social sciences, skill books, workbooks, reviewers, and illustrations that deal with specific topic. Non-print Materials – These are supplementary devices other than print materials such as video tapes, audio cassette tapes, films, transparencies, and multimedia learning packages, that aid in the teaching and or learning of certain concepts and skills.
DECS Instructional Materials Council Secretariat (IMCS) – It is responsible for the evaluation and approval of all instructional materials, print and non-print used in public schools, while evaluation of prices on such materials shall be the responsibility of the Price Committee. The Special Education Fund ( Republic Act 5447) – It was created to provide additional financial support exclusively for the public schools. Adopt a School Program – It was established trough Republic Act 8525 which aims to create multiple partnership with the business sector, foundations, non-government organizations, and individuals to team-up with DECS in providing the needed assistance and service to public schools. Food and Nutrition Package – It shall include feeding a child for 120 days within the school year with foods enrich 300 calories, vitamins, iodine and iron. Donor’s Choice Package – It shall cover any kind of support a donor wishes to give the instant adoption and types of assistance are articulated in a Memorandum of Understanding (MOU) between the donor and the school.
