CALBAYOG CITY
HUMAN RESOURCE MANAGEMENT OFFICE

"Helping you grow."

THE RECRUITMENT, SELECTION AND PLACEMENT PLAN

CITY HUMAN RESOURCE AND MANAGEMENT OFFICE CALBAYOG CITY

Pursuant to the Revised Policies provided under CSC Resolution No. 010114 and CSC Memorandum Circular No. 3, dated January 26, 2001, the approved City Government of Calbayog Merit and Selection Plan dated July 5, 2001 disseminated through all the employees of the city government is hereby amended in part to incorporate identified improvements necessary to govern the effective implementation of an updated and consolidated salient provisions of CSC Resolution No. 1701003 entitled the 2017 OMNIBUS RULES ON APPOINTMENTS AND OTHER HUMAN RESOURCE ACTIONS (ORA-OHRA) promulgated on June 16, 2017. Hence, this shall now be referred to as Customized Recruitment, Selection and Placement Plan of the City Government of Calbayog.

It is the policy of the City Government of Calbayog to strictly adhere to the principles of merit, fitness and equality. The selection of employees shall be based on their relative qualifications and competence to perform the duties and responsibilities of the position. There shall be no discrimination in the selection of employees on account of gender, civil status, disability, religion, ethnicity or political affiliation. In this pursuit, the City Government of Calbayog City aims to:

Establish a system that is characterized by strict observance of the merit, fitness and equality principles in the selection of employees for appointment to positions in the career and non-career service in all levels.

Create equal opportunities for employment to all qualified men and women to enter the government service and for career advancement in the City Government of Calbayog.

  1. Attract competent, innovative and high-performing applicants as civil servants.
  2. Serve as one of the bases for the expeditious processing and approval of appointments, and for elevation to higher level of CSC accreditation.

These above-mentioned policies seek to provide and institutionalize the LGU-Calbayog City Customized Recruitment, Selection and Promotion of talents to positions in the City Government Calbayog.

Section 1 of Executive Order 292 provides that opportunity for government employment in the career service shall be open to all qualified Filipino citizens and positive efforts shall be exerted to attract the best qualified to enter the government service. Employees shall be selected on the basis of fitness to perform the duties and assume the responsibilities of the position.

This Recruitment, Selection and Placement Plan shall cover positions in the first, second level and executive/managerial positions and shall also include original appointments and other related personnel actions and shall not discriminate applicants on account of gender, civil status, disability, religion, ethnicity, or political affiliation, provided they meet the minimum requirements of the position to be filled.

The Constitution and other pertinent Laws provides an Equal Opportunity for Employment to all applicants stated as;

“No person with disability shall be denied access to opportunities for suitable employment. A qualified employment with disability shall be subject to the same terms and conditions of employment and the same compensation, privileges, benefits, fringe benefits, incentives, or allowances as a qualified able-bodied person”.

“Moreover, at least one percent (1%) of all positions in all government agencies, offices or corporations shall be reserved for persons with disability: provided that private corporations with more than one hundred (100) employees are encouraged to reserve at least one percent (1%) of all positions for persons with disability” (MC No. 07 s. 2014 pursuant to RA 7277, as amended).

Likewise, the Local Government Unit of Calbayog City shall promote full employment; ensure equal work opportunities regardless of age, sex, physical disability, religion or creed, gender, gender experience and expertise, political affiliation, and other characteristics protected by the Philippine Law including the Indigenous People and cultural minorities.

This Office shall provide preferential treatment that favors marginalized or disadvantaged groups in the society, such as persons with disabilities, women and members of the minority groups, with the objective of providing equal access to employment opportunities.

In the publication of vacancies, it shall be expressed also that applicants with disabilities shall indicate in their application letters the kind of special assistance they need, like assistance of Special Education Practitioners, Braille professionals and the like.

The LGU -Calbayog City RSPP shall cover all positions in the first and second levels including managerial positions.

AGENCY – refers to departments, agencies, bureaus of the national government, government-owned-and controlled corporations with original charters, state universities and colleges and local government unit.

CAREER SERVICE – positions in the civil service characterized by:

  1. Entrance based on merit and fitness to be determined as far as practicable by competitive examination, or based on highly technical qualifications.
  2. Opportunity for advancement to higher career positions and,
  3. Security of tenure.

DEEP SELECTION – the process of selecting a candidate for appointment who is not next-in-rank but possesses superior qualifications and competence.

PERMANENT – an appointment issued to a person who meets all the qualification requirements of the position to which he/she is being appointed to, including the appropriate eligibility, in accordance with the provisions of law, rules and standards promulgated in pursuance thereof.

TEMPORARY – an appointment issued to a person who meets the education, experience and training requirements for the position to which he/she is being appointed to, except for the appropriate eligibility. A temporary appointment may only be issued in the absence of a qualified eligible actually available who is willing to accept the appointment, as certified by the highest official in charge of human resource management.The appointment shall not exceed twelve months, reckoned from the date it was issued but the appointee may be replaced sooner if a qualified eligible who is willing to accept the appointment becomes actually available.

SUBSTITUTE – an appointment issued when the regular incumbent of a position is temporarily unable to perform the duties of the position, as when the incumbent is on an approved leave of absence, under suspension, on a scholarship grant or is on secondment.This is effective only until the return of the incumbent. A substitute appointment is allowed only if the leave of absence of the incumbent is at least three (3) months, except in the case of teachers.

COTERMINOUS – an appointment issued to a person whose tenure is limited to a period specified by law or whose continuity in the service is based on the trust and confidence of the appointing officer/authority or of the head of the organizational unit where assigned.

CONTRACTUAL – an appointment issued to a person whose employment in the government is in accordance with a special contract to undertake local or foreign-assisted projects or a specific work or job requiring special or technical skills not available in the employing agency, to be accomplished within a specific period.

CASUAL – an appointment issued only for essential and necessary services where there are not enough regular staff to meet the demands of the service and for emergency cases and intermittent period not to exceed one year.

ORIGINAL – the initial entry into the career or non-career service.

PROMOTION – the advancement of a career employee from one position to another with an increase in duties and responsibilities as authorized by law, and usually accompanied by an increase in salary.

TRANSFER – the movement of employee from one position to another which is of equivalent rank, level or salary without gap in the service involving the issuance of an appointment. The transfer may be from one organizational unit to another in the same department or agency or from one department or agency to another: Provided, however, that any movement from the non-career service to the career service and vice versa shall not be considered as a transfer but reappointment.

REEMPLOYMENT – the appointment of a person who has been previously appointed to a position in the government service but was separated therefrom as a result of reduction in force, reorganization, retirement, voluntary resignation, or any non-disciplinary action such as dropping from the rolls and other modes of separation. Reemployment presupposes a gap in the service.

REAPPOINTMENT – the issuance of an appointment as a result of reorganization, devolution, salary standardization, re-nationalization, recategorization, rationalization or similar events.

REINSTATEMENT (to comparable position) – the restoration of a person, as a result of a decision, to a career position from which he/she has, through no delinquency or misconduct, been separated but subject position is already abolished, requiring the issuance of an appointment to a comparable position to the separated employee.

DEMOTION – the movement of an employee from a higher position to a lower position where he/she qualifies, if a lower position is available.The demotion entails reduction in duties, responsibilities, status or rank, which may or may not involve a reduction in salary.

RECLASSIFICATION – a form of staffing modification and/or position classification action which is applied only when there is a substantial change in the regular duties and responsibilities of the position.This may result in a change in any or all of the position attributes: position title, level and/or salary grade. It generally involves a change in the position title and may be accompanied by an upward or downward change in salary. Reclassification is the generic term for changes in staff/position classification which includes upgrading, downgrading, and recategorization.

REASSIGNMENT – movement of an employee across the organizational structure within the same department or agency, which does not involve a reduction in rank, status or salary.

DETAIL – temporary movement of an employee from one department or agency to another which does not involve a reduction in rank, status or salary.

DESIGNATION – movement that involves an imposition of additional and/or higher duties to be performed by a public official/employee which is temporary and can be terminated anytime at the pleasure of the appointing officer/authority.Designation may involve the performance of the duties of another position on a concurrent capacity or on full-time basis.

RESIGNATION – is an act of an official or employee by which he/she voluntarily relinquishes her/his position effective on a specific date which shall not be less than 30 days from the date of such notice or earlier as mutually agreed upon by the employee and the appointing officer/authority. To constitute complete operative resignation of an official or employee, there must be a written intention to relinquish the office, the acceptance by the appointing officer/authority and a written notice of such acceptance duly served to the official or employee concerned.

DISMISSAL – is the termination or the act of being discharged from employment or service for cause. It is the definite severance of an officer or employee from government service on the initiative of the agency or office, CSC, Ombudsman, or regular courts.

ADMINISTRATIVE SUPPORT POSITIONS – are those which perform work requiring competencies to use office tools, and machines and equipment, to file and maintain records and to provide coordination, administrative services and support to executive, managerial, supervisory and even technical staff.

ASSESSMENT – is a measurement process or method which involves multiple evaluation techniques, including various forms of job-related simulations and may include interviews and psychological tests and other forms of job screening activities, like the participation of Special Education practitioners for applicants with special needs.On this regard, the HR Section shall enter into a memorandum of agreement with these practitioners/Department of Education for the purpose intended to.

BEHAVIORAL EVENT INTERVIEW – is an interview technique which is anchored on the principle that past behavior/performance predicts future behavior/performance. Its primary goal is to collect detailed and complete information about the candidate’s past accomplishments/experiences that will determine how he/she will perform or what behaviors will he/she manifest and also fail in similar situations in the future.

COMPETENCIES – are observable, measurable and vital knowledge, skills and attitudes that are translations of capabilities deemed essential for organizational success. Knowledge is the understanding acquired through learning; skills are the capabilities acquired through practice; and attitudes are beliefs, feelings and values which predispose people to act in certain ways.

ETHICS ORIENTED PERSONALITY TEST (EOPT) – is an assessment instrument that determines behavioral tendencies and personal profile of an applicant. It operationalizes the five-factor model which organizes personality traits into five broad traits or domains, namely emotional stability, extraversion, openness to experience, agreeableness and conscientiousness.

MANAGERIAL POSITIONS – refer to professional, technical and scientific positions, the functions of which are managerial in character, exercising management over people, resource, and/or policy and exercising functions such as planning, organizing, directing, coordinating, controlling and overseeing the activities of an organization, a unit thereof or a group, requiring some degree of professional, technical or scientific knowledge and experience, application of managerial skills required to carry out basic duties and responsibilities involving leadership, functional guidance and control. These positions require intensive and thorough knowledge of a specialized field.

NEXT-IN-RANK – refers to a position which, by reason of the hierarchical arrangement of positions in the Commission, is determined to be in the nearest degree of relationship to a higher position.

SUPERVISORY POSITIONS – refer to professional, technical and scientific positions in the agency which have the responsibility of overseeing the work of an organizational unit charged with a major and specialized activity. For this purpose, a supervisor shall be one who plans, programs, delegates task and evaluates performance of employees, monitors work outputs, maintains morale, discipline and teamwork among employees, develops cooperation and ensures a well-coordinated workforce, and coordinates and cooperates with other organizational units within the CSC.

TECHNICAL or NON-SUPERVISORY POSITIONS – refer to positions that require work with some level of difficulty, requiring moderate to high level degree of analysis, judgment and creativity. These positions require a bachelor’s degree and a career service professional or second level eligibility or passing the board/bar examination for positions covered under special laws.

TALENT SOURCING – is locating qualified individuals and labor markets from which to recruit.

WORK SAMPLE TESTS – require a candidate to perform observable work tasks or job-related behaviors to predict future job success; to include encoding, the use of word processing, spreadsheet presentation, PowerPoint database system and management, soft wares, computer troubleshooting, management tools reading and interpretation, system installation, concept paper design, report of recommendation for problem solution, judgment and decision making test, processing of mathematical data, evaluating hypothesis, oral fact finding, role playing of customer contacts, writing business correspondences, oral directions, traffic lights reading, and driving skills testing.

1. Selection and promotion of employees for appointment in the government service shall be open to all qualified men and women according to the principle of merit and fitness.There shall be equal employment opportunity for men and women at all levels of position in the Local Government Unit of Calbayog, provided they meet the minimum requirements of the position to be filled.There shall be no discrimination in the selection of employees on account of gender, civil status, disability, religion, ethnicity or political affiliation.

Section 5 of R.A. 7277 provides for equal opportunity for employment- No person with disability shall be denied access to opportunities for suitable employment. A qualified employee with disability shall be subjected to the same terms and conditions of employment and the same compensation, privileges, benefits, incentives or allowances as a qualified able-bodied person. At least 1% of all positions of the city shall be reserved for persons with disability.

2. The Recruitment, Selection and Placement Plan shall cover in the first, second and executive/managerial positions and shall also include original appointments and other related personnel actions.

3. When a position in the first, second level becomes vacant, applicants for employment shall be considered for appointment if they meet the minimum requirements of the published position specifically on the following:

  • EDUCATION – refers to the formal or non-formal academic, technical or vocational studies that will enable the candidate to successfully perform the duties and responsibilities indicated in the Position Description Form (PDF) of the position to be filled.
  • EXPERIENCE – refers to the previous jobs in either the government or private sector, whether full-time or part-time, which, as certified by the Human Resource Management Officer or authorized officials of the previous employer, are functionally related to the duties in the PDF of the position to be filled;
  • TRAINING – refers to formal or non-formal training courses and HRD interventions such as coaching, mentoring, job rotations, seminars, workshops and others that are part of the employee’s Individual Development Plan/Career Development Plan. These trainings/learning and development interventions are intended to enable the candidate to successfully perform the duties and responsibilities as indicated in the PDF or Job Description (JD) of the position to be filled.These are evidencedby the Learning and DevelopmentPlan/Coachingand Mentoring Program approved by the agency head and Certificates issued by the HRMO or authorized official from the government or private sector.
  • ELIGIBILITY – refers to the result of passing a merit and fitness test which may be determined as far as practicable by competitive examination, or based on highly technical qualifications or other tests of merit and fitness conducted by the Civil Service Commission, or other examinations jointly designed and coordinated by the departments or agencies with the assistance of or in coordination with the CSC, and other examinations such as the PRC-conducted board examinations, the SC conducted bar examinations or the CESB-conducted CES examinations.

4. Vacant positions marked for filling shall be published in accordance with Republic Act 7041 (Publication Law).The published vacant positions shall also be posted in at least three (3) conspicuous places in the LGU-Calbayog where they exist for at least fifteen (15) calendar days.This is in accordance with the provisions of Republic Act 7041 (Publication Law), Section 80 (a), Title Three, Book I of the Local Government Code of 1991 (R.A. 7160) and Civil Service Commission Circular No. 24, s. 2017. All Vacant positions, except those that are co-terminus to the appointing officer, shall be published in the Civil Service Commission Bulletin of Vacant Positions.

Vacant positions may also be published through:

  1. City’s Official Website/ Facebook Page;
  2. Newspaper or local circulation;
  3. Flag raising ceremony announcement;
  4. State Universities and Colleges;
  5. Department of Social Welfare and Development;
  6. Professional organizations/associations, such as PICPA, GACPA and other modes deemed appropriate and responsive.

The publication of a particular vacant position shall be valid until filled-up but not to extend beyond nine (9) months reckoned from the date the vacant position was published. Should no appointment be issued within the nine-month period, the position/s shall be republished in the CSC Bulletin of Vacant Positions and reposted in three (3) conspicuous places.

Anticipated vacancies based on the City’s Succession Plan/ System of Ranking Positions may be published. In case of retirement, resignation, or transfer, the publication should not be earlier than sixty (60) days prior to retirement, resignation or transfer. (Section 30 of the 2017 Omnibus Rules on Appointment and Other Human Resource Actions)

The required Qualification Standards (QS) which include education, experience, training and eligibility, plus the competencies of the positions shall be indicated in the publication. Competencies are required for Department Managers (Executive/Managerial) positions which are not mandatory.

Other information for publication shall include:

  1. Position Title, salary grade and salary of the position;
  2. General description and technical competencies on the application of the position;
  3. Item number and place/field of assignment;
  4. Number of vacancies;
  5. What and where to submit;
  6. Deadline for submission of applications; and
  7. Responsive in the provisions of RA 7277 (Magna Carta for disabled persons) particularly on the application of EEOP.

5. No deliberation by the HRMPSB shall be conducted during the fifteen (15) day publication period of the vacancy if the vacant position is in his/her Office or in the vacant position.

6. A Human Resource Management Personnel Selection Board (HRMPSB) shall be established with the following composition:

  1. As Chairperson

    1. a.1 Local Chief Executive (City Mayor) or his authorized representative, "[Designated Person]", Executive Assistant V.
    2. a.2 Vice Mayor or the authorized representative "[Designated Person]", SP Secretary, if the vacant position is in his/ her office of the Sanggunian;
  2. Department Head of the authorized career service representative of the organizational unit where the vacancy is or his/her alternate, the Administrative Officer of the Office.
  3. Human Resource Management Officer who directly responsible to personnel management; or his/her alternate "[Designated Person]", Div. Head of the Recruitment, Selection & Placement Division.
  4. Representative from the accredited employee association in the agency, Union of Regular Government Employee of Calbayog City (URGE)

    1. Representative for First Level Position – "[Designated Person]" or "[Designated Person]" as her alternate.
    2. Representative for Second Level Position – "[Designated Person]", URGE President or "[Designated Person]" as his alternate.
  1. Sangguniang Panlungsod Member – Chairman Committee on Laws, "[Designated Person]", SP Member or his alternate "[Designated Person]".
  2. Sangguniang Panlungsod Member – Chairman Committee on General Services, "[Designated Person]", SP Member or his authorized alternate.
  3. Representative from Persons with Disability (PWD) Association, "[Designated Person]", Officer -In-Charge of the Persons with Disability Office (PDAO). Representative will attend only whenever there are applicants who are PWD.

    • The 1st level employee representative shall participate in the assessment of candidates for 1st level positions.
    • The 2nd level employee representative shall participate in the assessment of candidates for 2nd level positions.
    • The alternate representatives shall attend in the absence of the principal representatives.
    • The HRMPSB members including alternate representatives for the 1st and 2nd level positions shall undergo orientation and work shop on the selection and promotion process,CSC policies on appointment and the conduct of Behavioral Event Interview.

7. Selection and screening of qualified applicants for purposes of filling up vacant positions in the LGU-Calbayog shall commence after fifteen (15) calendar days from publication as long as there are qualified candidates who have submitted the required documents for evaluation. There can be done more than one screening process when there are still qualified applicants who are willing to apply until such time that the appointing officer will decide to fill up the vacant position.

8. A HRM Personnel Selection Board (HRMPSB) shall be established in the Local Government Unit of Calbayog to evaluate and screen all candidates for appointment to the 1st, 2nd level positions and Executive/Managerial positions

9. The PSB Members may undergo orientation and workshop to be conducted by the CSC or the Human Resource Management and Development Officer.

10. All candidates for appointment to the first, second level and executive/managerial positions shall be screened by the HRMPSB.

Appointment to the following positions shall no longer be screened by the HRMPSB:

  1. Substitute appointment due to their short duration and emergency nature. However, should the position be filled by regular appointment, candidates for the position should be screened and passed upon by the PSB;
  2. Appointment to entry laborer positions;
  3. Appointments to personal and primarily confidential positions; and
  4. Appointment from Temporary to Permanent provides, thus:
    1. Upon publication, there are qualified applicants other than thetemporary employee, the appointing authority shall require thetemporary employee to undergo Personnel Selection Board (PSB) screening together with the other applicants.
    2. If upon publication there are no other qualified applicants, the appointing authority may decide to appoint the temporary employee, provided the latter's performance rating is at least Satisfactory.
      1. If the performance rating is at least Satisfactory, the temporary employee shall be required to undergo PSB screening and probationary period.
      2. If the performance rating is Very Satisfactory or higher, thetemporary employee shall be exempted from PSB screening andprobationary period.

11. The Local Chief Executive shall, as far as practicable, ensure equal opportunity for men and women to be represented in the HRMPSB for all levels.

12. For vacancies in the first, second levels and executive/managerial, all qualified next-in-rank employees shall be automatically considered candidates for promotion to the next higher position. Failure of a next-in-rank employee to submit his/her application within the prescribed period of submission, shall be deemed waiver of his/her right to be considered.

13. The HRMPSB shall maintain fairness and impartiality in the assessment of candidates for appointment. Towards this end, the HRMPSB may employ the assistance of external or independent persons and may initiate innovative schemes in determining the best and most qualified candidate.

14. The HRMPSB shall make a systematic assessment of the competence and qualifications of candidates for appointment to the corresponding level of positions in order to assist the appointing authority in the judicious and objective selection of candidates for appointment.

15. The PSB shall follow strictly the process on the selection of employees for appointment in the government service.

16. The comparative competence and qualification of candidates for appointment shall be determined on the basis of the following:

  1. PERFORMANCE
    1. For appointment by promotion, the performance rating of the appointee for the last two (2) consecutive rating periods prior to the effectivity date of the appointment should be at least very satisfactory.
    2. For appointment by transfer, the performance rating for the last two (2) consecutive rating periods immediately preceding the transfer from the former office or agency should be at least very satisfactory.
    3. Provided, however, that a greater percentage weight shall be allocated to performance.
  2. EDUCATION

    Includes educational background which must be relevant to the duties of the position to be filled.

  3. TRAINING

    Includes successful completion of training courses, scholarships, training grants, which must be relevant to the duties of the position to be filled and other trainings related to personality development, character enhancement, work ethics and the like.

  4. EXPERIENCE

    Include occupational history and relevant work experience acquired either from the government or private sector.

  5. POTENTIAL AND PERSONALITY TRAITS

    Refers to the capacity and ability of a candidate to assume the duties of the position to be filled and those of higher or more responsible positions. It also includes the pattern of collective character, behavioral, temperamental, emotional, and mental traits of a person. Distinctive qualities of a person, especially those personal characteristics that make one socially appealing.

17. The appointing authority shall be guided by the PSB’s comprehensive evaluation report of candidates screened for appointment and in the exercise of sound discretion, select, in so far as practicable, from among the top five (5) applicants deemed most qualified for appointment to the vacant position.

18. An applicant should have a rating of at least VERY SATISFACTORY for at least a year immediately preceding the selection.

19. The appointing authority may appoint an applicant who is not next-in-rank but possesses superior qualification and competence, and has undergone selection process.

20. An employee may be promoted or transferred to a position which is not more than three (3) salary, pay or job grades higher than the employee’s present position except in very meritorious cases, such as: if the vacant position is next-in-rank as identified in the approved System in Ranking Positions (SRP), or the lone or entrance position indicated in the LGU-Calbayog staffing pattern.

The 3-salary grade policy is intended to minimize possible abuse of discretion in the appointment process and to exercise greater scrutiny in the screening of candidates. However, this policy shall apply only for promotion and not to transfer, reemployment, reappointment and reclassification/upgrading, including appointment from non-career positions to career service positions and vice-versa.

21. An employee who is on local or foreign scholarship or training grant or on secondment or on maternity leave may be considered for promotion.

For this purpose, performance rating to be considered shall be the rating immediately prior to the scholarship or training grant or secondment or maternity leave.

If promoted, the effectivity date of the promotional appointment shall be upon the assumption to duty after the scholarship or training grant or maternity leave.

22. Promotion within six (6) months prior to compulsory retirement shall not be allowed except as otherwise provided by law.

23. A notice announcing the appointment of an employee shall be posted in the conspicuous places in the City Hall.

24. The approved LGU-Calbayog RSPP shall be used as one of the bases for the expeditious approval of appointments, for attestation and accreditation and final action on appointments.

  1. The Human Resource Management Office of LGU Calbayog City shall undertake continuous proactive talent sourcing. As such, this agency shall actively search for highly talented eligible by joining career fairs, campus recruitment, partnering and networking, and other innovative modes of sourcing.

    (1) ON PUBLICATION AND POSTING OF VACANCIES

    1. Upon the expressed instruction of the appointing authority the HRM Officer shall publish vacant positions and post these vacancies in three conspicuous places for a period of at least fifteen (15)calendar days in accordance with the provisions of RA No. 7041 and its implementing guidelines, MC 24. S. 2017 and pursuant to Section 80(a), Title Three, Book I of RA No. 7160. All positions, except those which are co-terminus to the appointing official, shall be published in the Civil Service Commission Bulletin of Vacant Positions using the forms provided for under MC 24, s. 2017
    2. In addition, the dissemination of vacancies may also be made through:
      1. Any newspaper of local circulation
      2. LGU official Website;
      3. Facebook
      4. Flag raising ceremony announcements, interpose activities;
      5. State Universities and Colleges;
      6. Department of Social Welfare and Development;
      7. Professional organizations/associations, such as PICPA, GACPA and other modes deemed appropriate and responsive.
    3. Consistent with Section 30 of the Omnibus Rules on Appointments, anticipated vacancies based on the agency’s succession plan may be published. In case of retirement, resignation, or transfer, the publication should not be earlier than sixty (60) days prior to retirement, resignation or transfer.
    4. Sec. 29 of the ORA –OHRA states, “the publication of a particular vacant position shall be valid until filled but not to exceed beyond nine (9) months reckoned from the date the vacant position was published.” (CSC MC No. 24, S. 2017)

      Should no appointment be issued within the nine-month period, the position/s should be republished in the Civil Service Commission Bulletin of the Vacant Position and re-posted in Three (3) conspicuous places.
    5. The required Qualification Standards (QS) which include education, experience, training and eligibility, plus the competencies of the positions shall be specified in the publication. Other information for publication shall include:
      1. position title, salary grade and salary of the position;
      2. general description and technical competencies of the vacancy;
      3. item number and place/field of assignment;
      4. number of vacancies;
      5. statement/response of the competency criteria;
      6. unit/division/field office organizational chart;
      7. what, when and where to submit;
      8. deadline for submission of applications; and
      9. responsive in the provisions of RA 7277 (Magna Carta for disabled persons) particularly on the application of the EEOP.
    6. Educational Qualification to the position of Administrative Aide I, II and III (Laborer 1 & II, Utility Worker I & II) only requires graduate in elementary school and eligibility is not necessary. Considering that most of the applicants are college graduates, they will no longer be subjected to the selection process. Applicants for these positions will be exempted from selection process of HRMPSB but will give the City Mayor the discretion to appoint a sole applicant to the said position.

    (2) ON RECEIPT AND EVALUATION OF APPLICATIONS/CANDIDATES

    1. Once a position becomes vacant the HRMO initiates the publication and upon the authority of the Head of Agency to publish, all interested applicants (external or internal) shall signify their interest in writing to the HRM, for inclusion in the assessment.
    2. For vacancies in the first and second level positions, all qualified next-in-rank employees shall be automatically considered candidates for promotion. The HRMO shall prepare a shortlist for the vacancy, especially the top 10 next-in-rank candidates per vacant position using as their basis the latest performance ratings. HRM shall inform these employees of assessment details.These shortlisted next-in-rank candidates shall signify their interest to the vacancy in writing. Non-submission of application to the Head of Agency thru HRM would mean that the next-in-rank candidate waives his/her right to be included in the assessment.

      In instances when the performance reports for the last rating period are not yet available, the performance ratings for the previous semesters shall be used in preparing the shortlist. This may happen when the semester has just ended and performance reports have yet to be prepared, or reviewed or deliberated on by the Office Performance Management Team. While the employee will be initially included in the roster of applicants/candidates, the latest performance ratings, however, shall still be submitted and used in the computation of the applicant’s final assessment rating. Should the applicant get a performance rating below Very Satisfactory, he/she shall be automatically disqualified for further assessment.
    3. The shortlisted qualified next-in-rank and other internal or external applicants who expressed interest to the position shall be considered in the assessment phase.
    4. No deliberation by the HRMPSB shall be conducted during the 15-days publication period of the vacant position.
    5. To have a pool of potential candidates, the HRM shall continuously receive and initially evaluate applicants who may be considered for assessment for future vacancies.
    6. Applicants must be given adequate information about the Agency, the office and department/division where the vacancy exists and the functions of the position to be filled.
    7. Applicants with pending administrative cases shall not be disqualified from applying for promotion during the pendency of the case. In case there is already an executory judgment against the applicant, he/she may be promoted only after serving the period of suspension or the number of days he/she was fined. Employees who have been given the penalty of demotion shall be disqualified for promotion for one (1) year.
    8. An employee may apply for a higher position only after having performed the duties and responsibilities of the position he/she currently holds for at least one (1) year provided he/she obtained a performance rating of at least Very Satisfactory (VS) in the last two rating periods (of the current position) prior to application.
    9. Applicants from within agency or from other government agencies who are applying for the same or comparable positions shall be evaluated based on the existing policies of this Agency, and shall undergo screening if found qualified.
    10. Applicants who are on scholarship, study grant, training (either local or foreign) on bar or board review, on approved leave of absence (to include but not limited to maternity leave, prolonged sick or vacation leave), may file their applications and undergo assessment should they be found qualified.
    11. The HRMPSB shall inform applicants of the evaluation results of their applications within three (3) working days from receipt of signed Resolution and appointment to the position.

    (2) ON RECEIPT AND EVALUATION OF APPLICATIONS/CANDIDATES

    1. Applicants should have obtained a performance rating of at least Very Satisfactory (VS) for the last two rating periods preceding the assessment.
    2. Applicants who are on scholarship, study grant, training (either local or foreign), bar or board review, on approved leave of absence (maternity leave, prolonged sick or vacation leave), shall use the performance ratings of the last rating periods before the grant or leave of absence.
    3. Performance rating of applicants reflected in the IPCR should be validated by the HRMO.

    (4) ON ASSESSMENT TOOLS AND METHODS

    1. Assessment forms, tools and procedures for the different positions shall assess psychological, behavioral, motivational and organizational fitness to ensure a standard measure across applicants and offices.
    2. The HRMPSB shall formulate assessment tools, methods and procedures and ensure that these are complied with, in accordance with the herein customized guidelines.
    3. HRM/HRMPSB shall ensure that applicants with special needs shall be afforded appropriate assessment tools and consideration to accord them the opportunity to compete with the other applicants.
    4. The HRM shall administer written exams to the applicants. The HRMPSB shall check and rate the test papers/answer sheets of applicants for the written exams. (Internal policy of PSB who will proceed to the next level)

      For skills, clerical, trades and crafts positions including new entrant, work sample test shall be administered to applicants before the written examinations.
    5. The HRMPSB shall conduct PSPT Interview/Behavioral Event Interview (BEI) to the shortlisted applicants for the 1st and 2nd level positions. The HRM shall prepare and submit the assessment results to the HRMPSB. (TOP 5)
    6. The HRM and a pool of Background Investigators shall conduct the Background Investigation (BI) on the top five candidates for a vacant position. This is to elicit additional information and facts from their supervisors, subordinates, peers at work, either through conduct of interviews or responses to a prepared questionnaire or feedback form.

      For applicants with no work experience yet, the BI shall be done on school officials, community or village (barangay) and references provided by the candidates.

    (5) ON PARTICIPATION OF THE HEADS OF DEPARTMENT/DIVISION WITH VACANCIES

    • The Department/Division Head where the vacant position exists shall:
      1. Formulate assessment tools and examination questions or test items (skills and technical) that may be specific to the office vacancy to be approved by the HRMPSB;
      2. Participate in assessment activities i.e., BEI or HRMPSB deliberations for all positions belonging to the Department/Division;

    (6) ON ASSESSMENT FORMS

    • The HRM shall prepare the following assessment forms to guide the appointing authority in the judicious selection of applicants. These forms are attached for reference:
      1. A Profile which contains basic information as follows: education, computation of relevant or supervisory training and experience as required, eligibility; results of the Ethics Oriented Personality Test; and other essential information placed under the Remarks Column.
      2. The Background Investigation Form which focuses on additional information gathered on the applicant’s work history (positions held, past and present employer/s, leave, performance and disciplinary records, achievements, etc.)competencies and functional areas, personal and work values, interpersonal relationships, medical history and other information that may affect or forecast performance.An informed consent from the three (3) referrals shall be sought from the applicant. Likewise, the attached template shall be used.The BEI method shall be used to gather these data.
      3. Expanded Comparative Assessment Results which summarizes all information about the applicants including education, experience, trainings, eligibility, motivational fitness, performance rating, performance rating in the various competencies, BI highlights and feedback from stakeholders on competencies and performance and other relevant information, and EOPT results, and overall score.

Qualification standards shall be established for all positions in the Index of Occupational Service (IOS), Position Titles and Salary Grades or positions subsequently created and approved in accordance with existing laws, policies, rules and regulations. Qualification standards which have been established and approved by the Commission for positions in a particular sector may be adopted for the same position titles in other government sectors without need for prior approval of the Civil Service Commission.

All agency positions should be included in the approved Qualification Standards Manual of the agency concerned, or if unique to the agency, should have a qualification standard approved/confirmed by the Civil Service Commission.

An appointment to a position without an approved/confirmed qualification standard by the Civil Service Commission, as the case may be, shall be disapproved/invalidated.

The qualification standards for department head and assistant department head positions (mandatory or optional) in LGUs, considered as executive/managerial positions, shall be those prescribed by RA No.7160 and other special laws. For newly-created department head and assistant department head positions, the qualification standards shall be equivalent or comparable to those prescribed by RA No. 7160.

Appointees to career service positions must meet the education, training, experience, eligibility, and competency requirements prescribed in the Qualification Standards manual or CSC-approved agency qualification standards for their positions at the time of the issuance of the appointment.

Qualification standards for positions, which may include competencies (knowledge, skills and attitudes), shall be established based on the set of duties and responsibilities indicated in the Position Description Form (PDF).

Appointees to casual, contractual, and coterminous positions that are not primarily confidential in nature must meet the education, training and experience requirements of the positions as proposed by the respective Agency heads and approved by the Civil Service Commission. Pending the submission and approval of the agency qualification standards, the qualification requirements provided under the CSC Qualification Standards Manual shall be used as bases in the attestation of these non-career appointments.

Eligibility is not required for appointment to casual, contractual, and coterminous positions but preference should be given to civil service eligible. However, if the duties of the position involve the practice of a profession regulated by the Philippine Bar/Board or special laws, and/or require licenses such as those required for positions listed under Category IV of CSC MC No. 11, s. 1996, as amended, the corresponding professional license and/or certificate of registration shall be required.

Appointees to primarily confidential/personal staff positions are exempt from the qualification requirements, except those whose duties involve the practice of a profession regulated by the Philippine Bar/Board laws and/or require licenses such as those required for positions listed under Category IV of CSC MC No. 11, s. 1996,

TARGET COMPETENCY: MANAGING PERFOMANCE AND COACHING FOR RESULTS

  1. Records show your best performance, what steps have you undertaken to achieve such performance?
  2. Give me a situation where you handled a low performing employee?
  3. Tell me about a time when you were confronted by a disgruntled (Dissatisfied/discontented) employee because of your satisfactory rating which will affect his/her promotion. How did you handle the situation? What happened?
  4. Tell me about a time when you were confronted by an employee with personal problem that resulted to a low performance. How did you handle the situation?
  5. Tell me about a time when you were confronted by a disgruntled employee who received a low performance. How did you handle the situation?

EDUCATION, TRAINING AND EXPERIENCE (ETE)

ON EDUCATION

Education refers to the formal or non-formal academic, technical, or vocational studies that will enable the candidate to successfullyperform the duties and responsibilitiesindicatedin the PositionDescriptionForm (PDF) (DBM-CSC Form No. 1, Revised 2017) of the position to be filled.

  • Certificates of completion of non-formal education issued by the Department of Education shall be considered valid documents for appointment to positions requiring completion of elementary or high school education, provided, that other requirements of the positions are met.

    For one to meet the two years studies in college requirement in the QualificationStandardsManual, one must have earned from a CHED-recognized institution at least 72 academic units leading to a degree or has completed a relevant two-year collegiate/technical course.
  • A graduate of the Master's degree or Certificate in Leadership and Management (C-Pro) from the CSC shall be considered to have met the master's degree requirement for purposes of meeting the education requirement for division chief and executive/managerial positions.
  • Completion of the degrees of Bachelor of Laws and Doctor of Medicine from a CHED-recognized institution shall be considered appropriate education for appointment to division chief and executive/managerial positions or other positions requiring a master’s degree, the duties of which do not involve practice of profession covered by bar/board laws.
  • RA No. 1080 eligible shall be exempt from the master's degree requirement for division chief and executive/managerial positions the duties and responsibilities of which involve practice of profession or belong to the same occupational group or functionally related positions as that of the professions regulated by Bar or Board laws.

    However, a master’s degree shall be required if the executive/managerial or division chief position does not involve practice of profession or does not belong to the same occupational group or functionally related positions as that of the professions regulated by Bar/Boardlaws; provided that, this does not apply to lawyers and doctors.
  • Career Executive Service (CES) or Career Service Executive (CSE) eligible shall likewise be considered to have met the master's degree requirement for purposes of meeting the education requirement for division chief and executive/managerial positions.
  • Those who have been allowed to register and are issued certificate of registration or valid professional license of a specific board law shall be considered as having met the educational requirements for appointments to positions covered by the corresponding board law or other functionally related positions that do not involve the practice of other professions covered by bar/board laws.
  • Those who were allowed to take the Career Service Professional and Subprofessional examinations on or before November 29, 1992 shall be considered as having met the education requirement for appointment to corresponding level of position not covered by bar/board laws.

ON EXPERIENCE

Experience refers to the previous jobs in either the government or private sector, whether full-time or part-time, which, as certified by the Human Resource Management Officer or authorized officials of the previous employer, are functionally related to the duties in the PDF of the position to be filled.

  • Relevant experience acquired through a Job Order or Contract of Service covered by a contract or a Memorandum of Agreement may be considered for meeting the experience requirement.
  • Relevant experience acquired through volunteer work, on full time basis, as certified by the Human Resource Management Officer or authorized officials, may be considered for meeting the experience requirement.
  • Experience in first level positions may be considered for meeting the experience requirement of second level positions when acquired in the same occupational group or functionally related positions.
  • Relevant experience acquired through a designation covered by an Office or Memorandum Order may be considered for meeting the experience requirement.

ON TRAINING

Training refers to formal or non-formal training courses and HRD interventions such as coaching, mentoring, job rotations, seminars, workshops and others that are part of the employee’s Individual Development Plan/Career Development Plan. These trainings/learning and development interventions are intended to enable the candidate to successfully perform the duties and responsibilities as indicated in the PDF or Job Description (JD) of the position to be filled.These are evidenced by the Learning and Development Plan/Coaching and Mentoring Program approved by the agency head and Certificates issued by the HRMO or authorized official from the government or private sector.

Continuous learning and development shall be espoused by the Civil Service Commission. Agency heads shall ensure that each employee shall have undergone at least one planned human resource development intervention during the year 44. A minimum of forty (40) hours supervisory/ management training or learning and development intervention per year based on the Learning and Development Plan of the agency should be provided by the agency to incumbents of supervisory and managerial positions.

Training may be acquired from any of the following institutions:

  1. Any CSC accredited learning and development institutions;
  2. Government training institutions;
  3. Non-accreditedprivate traininginstitution offeringtrainingofhighly technical/specialized nature;
  4. Local training institution that is internationally acclaimed for meeting the global standards of excellence in training;
  5. Institution recognized by Commission on Higher Education (CHED) as Center of Excellence (COE) or Development (COD);
  6. Foreign institution that offers training for scholarship purposes or for personal advancement of participants; or
  7. Other institutions that partner with the Civil Service Commission in building capabilities of civil servants.

Training acquired from any of the afore-mentioned institutions must be relevant to the position to be filled and aligned with the strategy map or development goal of the institution or organization.

Attendance to annual agency planning sessions/workshops/ conferences as a requirement for operations and/or services rendered as facilitator/ resource person in seminars/workshops/trainings shall not be considered for meeting the training requirements.

The learning and development training required for Department Head/Manager and comparable positions shall be 40 hours of supervisory/management learning and development intervention undertaken within the last five (5) years reckoned from the date of issuance of appointment.

  • Generally, the training required for executive/managerial positions in the second level shall be 120 hours of supervisory/management learning and development intervention undertaken within the last five (5) years reckoned from the date of issuance of appointment.

Management training includes, courses, workshops, seminars and other learning and development interventions that develop and/or enhance knowledge, skills and attitude to enable successful performance of management functions such as planning, organizing, directing, controlling, coordinating and overseeing the activities of an organization, a unit thereof or a group. It is intended to develop/enhance leadership competencies to prepare managers in managing people and work.

  • For executive/managerial positions in the second level with duties and responsibilities involving practice of profession, the Mandatory Continuing Legal Education (MCLE) for Bar passers, the Continuing Professional Education/Development (CPE/CPD) for licensed professionals or trainings relevant to practice of profession may constitute for a maximum of 40 hours of technical training and the remaining 80 hours shall be management trainings taken within the last five (5) years reckoned from the date of issuance of appointment.

Executive/managerial positions in the second level with duties and responsibilities which are highly-specialized in nature as shown in their PDF/JD may require trainings which are highly technical and/or highly-specialized.These highly technical/highly-specialized trainings shall make up for the 120 hours of management and technical training where a maximum of 80 hours shall be for technical training and the minimum of 40 hours shall be management trainings taken within the last five (5) years reckoned from the date of issuance of appointment.

Proposed amendments to the training requirements for executive/ managerial positions and other valid reasons shall be submitted to the Commission for approval. In the absence of CSC approved agency specific training requirements, the 120 hours of management training taken within the last 5 years reckoned from the date of issuance of the appointment shall be required.

ON ELIGIBILITY

Eligibility refers to the result of passing a merit and fitness test which may be determined as far as practicable by competitive examination, or based on highly technical qualifications or other tests of merit and fitness conducted by the Civil Service Commission, or other examinations jointly designed and coordinated by the departments or agencies with the assistance of or in coordination with the CSC, and other examinations such as the PRC-conducted board examinations, the SC conducted bar examinations or the CESB-conducted CES examinations.

  • First level eligibilities are appropriate for appointment to positions in the first level. They do not apply to those covered by bar/board/special laws, and other special eligibilities as may be determined by the Commission or those that require licenses such as those positions listed under Category IV of CSC MC No. 11, s. 1996, as amended.
  • Second level eligibilities are appropriate for appointment to positions in the second and first level. They do not apply to those covered by bar/board/special laws, and other special eligibilities as may be determined by the Commission or those that require licenses such as those positions listed under Category IV of CSC MC No. 11, s. 1996, as amended.
  • Eligibilities resulting from passing the bar/board examinations shall be required for appointment to positions the duties of which constitute the practice of profession(s) regulated by the Philippine bar/board laws.
  • Eligibilities resulting from passing the bar/board examinations which require completion of at least a bachelor's degree shall be considered appropriate to positions for which the examinations were given, and to other first and second level positions not covered by bar/board/special laws and/or those that require other special eligibilities as may be determined by the Commission or those that require licenses such as those positions listed under Category IV of CSC MC 11, s. 1996, as amended.
  • Eligibilities resulting from passing the board examinations which require completion of less than a bachelor's degree shall be considered appropriate to positions for which the examinations were given, and to other first level positions not covered by board/special laws and/or those that require other special eligibilities as may be determined by the Commission or those that require licenses suchas those positions listed under Category IV of CSC MC No. 11, s. 1996, as amended.
  • Eligibilities resulting from passing the Unassembled, Testimonial or special examinations conducted by the CSC or by the departments or agencies with the assistance of or in coordination with the CSC shall only be appropriate for appointment to the positions for which they were given, to other functionally related positions, and other positions as may be determined by the Commission.
  • Incumbents of positions who were issued permanent appointments using eligibilities resulting from these examinations shall retain their permanent status but may only be promoted to positions belonging to the same occupational group or functionally related positions for which the examinations were given or other positions as may be determined by the Commission.
  • Eligibilities granted after one year of Very Satisfactory actual work performance under temporary status for positions listed under Category II of CSC MC No. 11, s. 1996, as amended, shall only be appropriate for appointment to highly skilled positions within the same occupational group or functionally related positions.
  • Eligibilities previously issued under Category I (SCEP) shall continue to be appropriate for permanent appointment to corresponding positions re categorized under Category II and other functionally-related positions without undergoing one (1) year employment under temporary status, provided the other requirements are met.
  • Licenses issued by authorized government agencies shall be required for appointment to positions listed under Category IV of CSC MC No. 11, s.1996, as amended.
  • The applicant must initially meet the Education, Training and Experience as well as Eligibility (if applicable) before he/she can proceed to next stages of the assessment process.

    1. Performance Rating
      • Refers to the numerical score/adjectival description of the applicant’s accomplishment for the last two rating periods, which should be at least VS, prior to the date of assessment and the date of issuance of appointment. For applicants currently employed in the government only performance rating from Strategic Performance Management System should be accepted pursuant to MC 6. S. 2012.
      • In no case that the performance rating is lower than the other selection criteria.
      • IPCR-Evidence Based (shall be validated)
    2. Outstanding Accomplishments
      • These shall include occupational history, work experience acquired either from the government or private sector, and accomplishments worthy of special commendation.
    3. Psycho-Social Attributes & Personality Traits (PSPT)
      • These refer to the characteristics or traits of a person which involve both psychological and social aspects. Psychological includes the way he/she perceives things, ideas, beliefs and understanding and how he/she acts and relates these things to other and in social situations. Interview may be done thru Behavioral Event Interview.
    4. Potential
      • This refers to the capacity and ability of a candidate to assume the duties of the position to be filled and those of higher or more responsible positions. If rating on potential is not available the HRMPSB may opt to use interview (BEI) to determine the potential of the applicant.

EVALUATION OF APPLICATIONS/CANDIDATES

As earlier stated in this policy, the HRM shall:

  1. Receive applications from applicants/ addressed to the LCE thru the Office of Human Resource and Management Office, and stamp “Received, date and time”.
  2. Review thoroughly and check the veracity, authenticity and completeness of all the requirements and supporting papers which include but not limited to applicant’s Personal Data Sheets (PDS) including Work Experience Sheet and/or Resume’, performance evaluation reports or ratings, applicants’ response/statement at least two (2) pages and other employment documents to support job applications. If found qualified, the profiles of applicants are prepared to include EETE and other relevant information.
  3. Submit to HRMPSB for review and approval the Roster of Applicants per position which shall be used in the conduct of further screening. The Roster should contain information that would assist in the evaluation of the applicant.
  4. Inform applicants on the status of their application three days after evaluation thereof, as well as instructions on the next steps. (email)

ACTUAL ASSESSMENT OF APPLICANTS

This phase includes the following assessment methods or activities:

  1. Evaluation of applicants by the HRMO/HRMPSB;
    1. Administration of written tests/other appropriate assessment strategies by the HRMO, Department Head concerned and other technical experts.
    2. Conduct of the BEI, HRMPSB Interview to those who passed the examination by the HRMPSB;
    3. Preparation and submission of an Initial Assessment Report to the HRMPSB which includes the summary information about the applicants’ scores and ratings earned in the different assessment activities, the Comparative Assessment Form/ Roster of Candidates for further review;
    4. Conduct of background investigation on applicants by the HRMO/Pool of Investigators.
  2. Preparation of Comparative Assessment Report and recommendation thru an HRMPSB Resolution by HRMO and submission by HRMPSB for the Appointing Authority’s final selection. Likewise, the HRMO will submit to the appointing authority the Report of the Background Investigation prepared by the Pool of BI. Said comparative assessment should be posted in three (3) conspicuous places or in the HRMO Bulletin Board.
  • SELECTION OF APPOINTEES, ISSUANCE OF APPOINTMENTS AND RELEASE OF ASSESSMENT RESULTS
  1. The Appointing Authority shall assess the merits of the HRMPSB’s assessment and recommendation and judiciously decide in accordance with existing CS Law and Rules & Local Government Code of the Philippines and other pertinent Laws.
  2. The Appointing Authority shall indicate his/her first two choices for a vacant position from among the top five ranking candidates who fully meets the qualifications and none of the disqualifications of the position to be filled. He/She may also conduct her own final interview prior to appointment. The first-choice candidate shall be required to undergo medical assessment prior to the issuance of appointment. Should the medical assessment results show that the applicant is unfit to work, the next choice of the Appointing Authority shall be required to undergo medical assessment and offered the position if found fit to work as certified by a licensed Government Physician. For this purpose, the results of medical assessment conducted in six (6) months may be used.
  3. The HRMO shall prepare the appointment papers and supporting documents and submit to the Civil Service Commissions’ Field Office concerned in accordance with the guidelines set forth in MC 24, s. 2017.
  4. The HRMO will ensure that Appointments issued by the appointing authority will be received first by the appointee before submission to the CSC Field Office.
  5. Once appointment has been attested by the CSC Field Office:

    1. Disseminate information on all appointments issued and approved by the Commission. This can be done by posting on the bulletin board, announcements during flag raising ceremonies and internal publication;
    2. Notify applicants on the approval/attestation of their appointments;
    3. Upon assumption of newly-hired applicant, an oath-taking ceremony shall be held.
    4. The HRM shall conduct a six-month On Boarding Program and a” buddy” or direct supervisor be designated for the employee as Coach or Mentor. Coaching, orientation and mentoring sessions shall be provided to the newly-hired employee as part of the six- month (6) On Boarding Program. To monitor the progress of the former, the Coach concerned shall prepare the Performance Monitoring and Coaching Template, as well as accomplish the Performance Monitoring Form and the Performance Monitoring Journal;
    5. The Department Head/Division Chief concerned shall conduct coaching session to the newly hired employees in the preparation of the Individual Development Plan (IDP) and recommend appropriate Learning and Development interventions to the Head of Agency thru the HRMO; and
    6. Within the five (5) days date of assumption to duty, the newly-hired employee shall be required to prepare the Individual Performance Commitment and Review (IPCR) target with the supervision and guidance of the immediate supervisor which must be aligned to the latter’s Division Performance Commitment and Review (DPCR) Target and Office Performance Commitment and Review Target (OPCR) of the City Government of Calbayog;
    7. The performance of the newly-hired employee shall be monitored and evaluated by his/her immediate supervisor as basis for the continuation of his employment. The immediate supervisor shall likewise provide regular coaching session on the appointee’s performance, attitude and, behavior and conduct feedback session to determine appropriate interventions to improve the appointee’s performance.
  1. A qualified next in rank employees may present the grievance with the agency grievance committee under the following conditions:
    1. Non-compliance with the selection process set forth in the approved CSC Recruitment, Selection & Placement Plan.
    2. Discrimination on account of gender, civil status, disability, pregnancy, religion, ethnicity or political affiliation.
    3. Disqualification of applicants to a career position for reason of lack of confidence of the appointing authority; and
    4. Other violations of the provisions of this Merit and selection Plan.
  2. All complaints and grievances pertaining to selection and evaluation of applicants shall be submitted to the City Grievance Committee.
  3. The LGU Calbayog Grievance Machinery shall apply in resolving all protests cases involving contested appointments taking into consideration the policy that a grievance shall be resolved expeditiously at all times at the lowest level possible.
  4. The HRM Personnel Selection Board shall provide information about the individual rating of a particular applicant upon written request subject to the approval of the appointing authority.
  1. Legal Basis

    Section 9. Rule VI Promotion, of the Rules Implementing Book V of EO292 provides that “To ensure objectivity in promotion, a Selection/Promotion Board shall be established in every department or agency which shall be responsible for the adoption of a formal screening procedure and formulation of criteria for the evaluation of candidates for promotion.”

  2. Composition
    1. The following officials and employees shall be designated by the Head of Agency to compose the HRMPSB to conduct assessment for rank-and-file positions and department head/division chief level positions:
    2. The composition of the HRMPSB is as Follows:

      1. As Chairperson

        1. Local Chief Executive (City Mayor) or his authorized representative, "[Designated Person]", Executive Assistant V.
        2. Vice Mayor or the authorized representative "[Designated Person]", SP Secretary, if the vacant position is in his/ her office of the Sanggunian;
      2. Department Head of the authorized career service representative of the organizational unit where the vacancy is or his/her alternate, the Administrative Officer of the Office.
      3. Human Resource Management Officer who directly responsible to personnel management; or his/her alternate "[Designated Person]", Div. Head of the Recruitment, Selection & Placement Division.
      4. Representative from the accredited employee association in the agency, Union of Regular Government Employee of Calbayog City (URGE)

        1. Representative for First Level Position – "[Designated Person]" or "[Designated Person]" as her alternate.
        2. Representative for Second Level Position – "[Designated Person]", URGE President or "[Designated Person]" as his alternate.
      5. Sangguniang Panlungsod Member – Chairman Committee on Laws, "[Designated Person]", SP Member or his alternate "[Designated Person]".
      6. Sangguniang Panlungsod Member – Chairman Committee on General Services, "[Designated Person]", SP Member or his authorized alternate.
      7. Representative from Persons with Disability (PWD) Association, "[Designated Person]", Officer -In-Charge of the Persons with Disability Office (PDAO). Representative will attend only whenever there are applicants who are PWD.
    • The 1st level employee representative shall participate in the assessment of candidates for 1st level positions.
    • The 2nd level employee representative shall participate in the assessment of candidates for 2nd level positions.
    • The alternate representatives shall attend in the absence of the principal representatives.
    • The HRMPSB members including alternate representatives for the 1st and 2nd level positions shall undergo orientation and workshop on the selection and promotion process, CSC policies on appointment and the conduct of Behavioral Event Interview.
    • The HRMPSB members including alternate representatives for the 1st and 2nd level positions shall undergo orientation and workshop on the selection and promotion process, CSC policies on appointment and the conduct of Behavioral Event Interview.
  3. Term of Office

    For the 1st and 2nd level position, the elected union president shall serve a member of the HRMPSB or sooner recalled by the union.

DUTIES AND RESPONSIBILITIES:

  1. HEAD OF AGENCY/APPOINTING AUTHORITY
    1. Ensure the judicious, fair and objective selection of candidates for appointment in the agency in accordance with the approved LGU Calbayog City RSP.
    2. Ensure the implementation of equal employment opportunity principle by providing appropriate assessment tools to applicants with special needs
    3. Continually update and enhance, whenever necessary, the provisions of these Policies.
    4. The appointing officer/authority shall be guided by the report of the HRMPSB’s assessment of candidates and in the exercise of sound discretion, select, insofar as practicable, from among the top five (5) candidates or less, deemed most qualified for appointment to the vacant position, depending on the number of candidates.
    5. The appointing officer/authority may appoint an applicant who is ranked higher than those next-in-rank to the vacant position based on the assessment of qualifications/competence evidenced by the comparative ranking.
  2. DEPARTMENT HEAD/DIVISION CHIEF
    1. Conduct coaching and mentoring session with the newly hired employees in the preparation of the Individual Development Plan (IDP) and recommend appropriate Learning and Development interventions to the Head of Agency thru the HRMO; and
    2. Capacitate the employees during the six (6) months onboarding program.
  3. HUMAN RESOURCE MERIT PROMOTION & SELECTION BOARD
    1. Consistently implement the LGU Calbayog City RSP as approved by the Civil Service Commission
    2. Primarily responsible for the judicious, fair and objective selection of candidates for appointment in the agency in accordance with the approved LGU Calbayog City RSP and shall recommend to the appointing officer/authority the top five (5) ranking candidates deemed most qualified for appointment to the vacant position.
    3. Implement the equal employment opportunity principle based on these guidelines.
    4. Set internal rules for the smooth implementation of the RSP Policies
    5. Conduct periodic review of the herein policy and recommend improvement to the head of agency for the approval of the CSC.
    6. Design Evaluation Tools that would measure the efficiency and effectiveness of RSP.
    7. Employ the assistance of external or independent resource persons and may initiate innovative schemes in determining the best and most qualified candidate.
    8. Formulate written test, word sample test for vacancies belonging to his department/division.
    9. HRMPSB shall be responsible for the dissemination of copies of this RSPP after the approval thereof by the Civil Service Commission.
    10. An orientation shall be conducted by the HRMPSB within six (6) months upon approval of RSPP. This orientation is meant to ensure awareness and understanding of the plan. A report on the same shall be submitted to CSC Field Office concerned for record purposes.
    11. Update the System of Ranking Position.
    12. Develop and maintain an updated qualification database of employees of the LGU Calbayog to include education, training, experience, skills and other similar information.
    13. The HRMPSB shall maintain fairness and impartiality in the assessment of candidates for appointment. Towards this end, the HRMPSB may employ the assistance of external or independent resource persons and may initiate innovative schemes in determining the best and most qualified candidate.
    • Candidates for the following appointments shall no longer be subject to the screening of the HRMPSB:
      1. Substitute appointment due to its short duration and emergency nature.
      2. Appointment of faculty members and academic staff of SUCs and LUCs who belong to the closed career service.
  4. HUMAN RESOURCE MANAGEMENT OFFICER
    1. Submit to the CS Field Office concerned within the first quarter of the year the agency’s updated Personnel Services Itemization/Plantilla of Personnel.
    2. Submit the list of vacant positions authorized to be filled and their corresponding qualification standards and plantilla item numbers using the prescribed form (CS Form No. 9, Revised 2018) in electronic and printed copies to the CSC FO.
    3. Request authentication from the CSC or authorized agencies of the original copy of certificate of eligibility/licenses/report of rating of selected candidate/s prior to issuance of original appointment, promotion, transfer, reappointment or reemployment unless previous authentication has been issued for the same eligibility/license/report of rating.
    4. Review thoroughly and check the veracity, authenticity and completeness of all the requirements and supporting papers in connection with all cases of appointments before submitting the same to the Commission.
    5. Ensure that the Personnel Data Sheet (CS Form No. 212, Revised 2017) of the appointee is updated and accomplished properly and completely. To monitor any change in the employee’s profile, the PDS shall be updated on an annual basis.
    6. Sign the following certifications at the back of the appointment:
      1. Certification as to completeness and authenticity of the requirements; and
      2. Certification that the vacant position to be filled has been published and posted in the CSC Bulletin of Vacant Positions in accordance with RA 7141, and deliberation was done by the HRMPSB 15 days after publication.
    7. Ensure that the Chairperson of the HRMPSB has signed the certification at the back of the appointment, whenever applicable. The Human Resource Management Officer or the duly authorized employee directly responsible for recruitment, selection and placement shall be a regular member of the HRMPSB.
    8. Ensure that the appointment for department head position in the LGU is submitted within seven (7) calendar days upon issuance by the appointing officer/authority to the local sanggunian for concurrence. The HRMO shall ensure that a copy of Sanggunian Resolution concurring or a certification of non-action on the request for concurrence signed by the Sanggunian Secretary, as the case maybe, shall be attached to the appointment for department head positions in the agency.
    9. Furnish appointee with a photocopy of his/her appointment (appointee’s copy) for submission to the Commission, ensuring that the appointee signs on the acknowledgement portion of the appointment.
    10. Submit appointments (CSC, appointees and agency copy) with supporting documents in the prescribed Appointment Transmittal and Action Form (CS Form No. 1, Revised 2018) indicating the names of the appointees, their position, status and nature of appointment and the corresponding date of issuance within 30 calendar days from issuance thereof.
    11. Transmit to the appointee the original copy of his/her appointment acted upon by the Commission.
    12. Submit to the Commission, through the CSC Field Office concerned within the prescribed period, the required reports (electronic and hard copy) such as DIBAR (CS Form No. 8, Revised 2017), summary list of employees’ performance rating, and such other reports as may be required by the Commission.
    13. Post in three (3) conspicuous places in the agency a notice announcing the appointment of an employee a day after the issuance of appointment for at least fifteen (15) calendar days.
    14. Ensure the oath taking and conduct of orientation program to new employees and continuous human resource interventions for existing employees.
    15. Submit to the CSC FO copy of the Oath of Office (CS Form No. 32, Revised 2018) within 30 days from the date of assumption of the appointee.
    16. Submit to the CSC FO a copy of the Certification of Assumption to Duty (CS Form No. 4, Series of 2018) within 30 days from the date of assumption of the appointee.
    17. Ensure the conduct of orientation and workshop of HRMPSB members including alternate representatives on the agency selection/promotion process and CSC policies on appointments.
    18. Ensure the orientation of officials and employees on the recruitment, selection and placement process.
    19. Ensure the establishment and maintenance of the Agency HRM Database which will be the basis of all the reports to be submitted by his/her agency to the Commission.
    20. Ensure the establishment, maintenance and disposal of agency’s employees 201/120 files pursuant to the guidelines of CSC MC No. 1, s. 2011.
    21. Ensure the renewal of professional licenses of appointees to positions involving practice of profession regulated by bar/board law.
    22. Perform all other functions as may be provided by law.
    23. Failure of the HRMO or the duly authorized employee in charge of human resource management to perform any of the above responsibilities shall be a ground for administrative disciplinary action for neglect of duty which the head of agency or the Commission can initiate.
  5. EMPLOYEE
    1. An employee should have obtained at least Very Satisfactory Performance rating for one year in the present position before being considered for promotion.
    2. An employee may be promoted to a position which is not more than three (3) salary grades, pay or job grades higher than the employee's present position. All appointments issued in violation of this policy shall be disapproved/invalidated, except when the promotional appointment falls within the purview of any of the following exceptions:
      1. The position occupied by the person is next-in-rank to the vacant position as identified in the Merit Selection Plan and the System of Ranking Positions (SRP) of the agency.
      2. The vacant position is a lone or entrance position, as indicated in the agency staffing pattern.
      3. The vacant position is hard to fill, such as Accountant, Medical Officer/Specialist, Attorney, or Information Technology Officer/Computer Programmer positions.
      4. The vacant position is unique and/or highly specialized, such as Actuarial, Airways Communicator positions.
      5. The candidates passed through a deep selection process, taking into consideration the candidates' superior qualifications in regard to:
        • Educational achievements
        • Highly specialized trainings
        • Relevant work experience
        • Consistent high-performance rating/ranking
      6. The vacant position belongs to the closed career system, i.e., those that are scientific, or highly technical in nature that include the faculty and academic staff of state colleges and universities, and the scientific and technical positions in scientific or research institutions, all of which establish and maintain their own merit systems.
      7. Other meritorious cases:
        • when the appointee is the lone applicant who meets all the requirements of the position and passed through the deep selection process
        • when the qualified next-in-rank employees waived their right over the vacant position in writing
        • when the next-in-rank position, as identified in the agency SRP is vacant
        • when the next-in-rank employee/s is/are not qualified.
    3. The three-salary grade limitation shall apply only to promotion within the agency. This prohibition shall not apply to the following human resource actions which involve issuance of an appointment:
      1. Transfer incidental to promotion provided that the appointee was subjected to deep selection
      2. Reappointment involving promotion from non-career to career provided the appointee was subjected to deep selection
      3. Reappointment from career to non-career position
      4. Reemployment
      5. Reclassification of position

These Policies repeal all other existing issuances of this Office that are inconsistent herewith.

These enhanced guidelines shall take effect immediately upon approval of the Civil Service Commission and the same shall be posted in the agency bulletin boards and be disseminated to officials and employees.

I HEREBY COMMIT to implement and abide by the provisions of this Recruitment and Selection Placement Plan (RSPP). These policies shall likewise be subjected to periodic review every three (3) years or earlier when necessary.