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TRAINING ON APPOINTMENTS AND PREPARATION

WELCOME to the. TRAINING ON APPOINTMENTS AND PREPARATION. CIVIL SERVICE COMMISSION - REGION - 4. OMNIBUS RULES ON APPOINTMENTS AND OTHER PERSONNEL ACTIONS.

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TRAINING ON APPOINTMENTS AND PREPARATION

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  1. WELCOME to the TRAINING ON APPOINTMENTS AND PREPARATION CIVIL SERVICE COMMISSION - REGION - 4

  2. OMNIBUS RULES ON APPOINTMENTS AND OTHER PERSONNEL ACTIONS Pursuant to Paragraphs 2 and 3, Section 12, Book V of Administrative Code of 1987 otherwise known as Executive Order No. 292, the Civil Service Commission hereby prescribes the following rules to govern the preparation, submission of, and actions to be taken on appointments and other personnel actions. CIVIL SERVICE COMMISSION - REGION 4

  3. RULE 1 GENERAL POLICIES ON APPOINTMENTS Section 1. The state shall insure and promote the constitutional mandate that appointments in the Civil Service shall be made only according to merit and fitness. Section 2. Merit and fitness shall be determined, as far as practicable, by competitive examinations. This does not apply to appointments to positions which are policy determining, primarily confidential, or highly technical. CIVIL SERVICE COMMISSION - REGION 4

  4. RULE I GENERAL POLICIES ON APPOINTMENTS Section 3. Any action denoting the movement or progress of personnel in the civil service shall be known as personnel action such as promotion, transfer, reinstatement, reemployment, detail, reassignment, secondment, demotion and job rotation. Section 4. Unless otherwise provided herein, these rules shall likewise apply to appointments in the third level. CIVIL SERVICE COMMISSION - REGION 4

  5. RULE II APPOINTMENT FORMS Section 1. The revised CS Form 33 which shall be in Filipino with English translation, shall be used for appointments in the career and non-career service except those of casuals which shall use the Plantilla Appointment Form. CIVIL SERVICE COMMISSION - REGION 4

  6. RULE III COMMON REQUIREMENTS FOR REGULAR APPOINTMENTS Section 1. The revised CS Form 33 which shall be in Filipino with English translation, shall be used for appointments in the career and non-career service except those of casuals which shall use the Plantilla Appointment Form. CIVIL SERVICE COMMISSION - REGION 4

  7. RULE III COMMON REQUIREMENTS FOR REGULAR APPOINTMENTS a. Form. The appointment which must be in triplicate copies shall be in the prescribe CS Form 33 [Revised 1998] for regular employees or the Plantilla Form No. 001 for casuals. Original copies shall not be filled out using xeroxed or photocopied forms. [As amended by CSC MC No. 15, s. 1999] CIVIL SERVICE COMMISSION - REGION 4

  8. b. Signature of the Appointing Authority. The original copy of the appointment must be duly signed and the succeeding two (2) copies thereof at least initialed by the appointing authority. • c. Position Title. The position title indicated in the appointment shall conform with the approved Position Allocation List and should be found in the Index of Occupational Service [IOS]. The salary grade shall always be indicated after the position title. CIVIL SERVICE COMMISSION - REGION 4

  9. d.Employment Status.The employment status shall be indicated on the space provided therefore. It may be permanent, provisional temporary, substitute, co-terminus, casual or contractual. e. Date of Signing. The date of signing, which is the date of the issuance of the appointment shall be indicated below the signature and the initials of the appointing authority. CIVIL SERVICE COMMISSION - REGION 4

  10. f.Nature of Appointment.The correct nature of appointment shall be indicated on the space provided therefore. The nature of appointment, which may either be original, promotion, transfer, reemployment, reappointment, reinstatement, renewal, or demotion, shall be indicated in the space provided. g. Publication of Vacancy. Vacant position to be filled shall be published in accordance with RA 7041 and implementing guidelines. CIVIL SERVICE COMMISSION - REGION 4

  11. h.Personnel Selection Board [PSB].All appointees should be screened and evaluated by the PSB, if applicable. As proof thereof, a certification signed by the Chairman of the Board at the back of the appointment or alternatively, a copy of the proceedings/minutes of the Board’s deliberation shall be submitted together with the appointment. The issuance of the appointment shall not be earlier than the date of the final screening/deliberation of the PSB. CIVIL SERVICE COMMISSION - REGION 4

  12. Candidates for the following appointments shall no longer be subject to the screening of the PSB:. • 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; CIVIL SERVICE COMMISSION - REGION 4

  13. Appointment to entry laborer positions; • Change of status of appointment from temporary to permanent, provided the performance rating of the employee is VS or higher [CSC MC No. 6, s. 2007] • Appointment to positions in the non-career service. CIVIL SERVICE COMMISSION - REGION 4

  14. i.Personal Data Sheet.The appointee’s Personal Data Sheet [CS Form 212, Revised 2005] which should be properly and completely accomplished by the appointee, shall be attached to the appointment. Said PDS shall contain an authorization from the job applicant/employee that the agency head or his authorized representative can verify/validate the contents therein. For appointment of substitute teachers and renewal of appointment of contractual and casual personnel, updated Personal Data Sheet shall be required [As amended by CSC MC No. 15, s. 1999] CIVIL SERVICE COMMISSION - REGION 4

  15. RULE III COMMON REQUIREMENTS FOR REGULAR APPOINTMENTS Section 2. Employment Status in General a. Permanent—issued to a person who meets all the minimum qualification requirements of the position to which he is being appointed, including the appropriate eligibility prescribed, in accordance with the provision of law, rules and standards promulgated in pursuance thereof. This includes all level of positions [Amended by CSC MC No. 15, s. 1999] CIVIL SERVICE COMMISSION - REGION 4

  16. b. Temporary*—issued to a person who meets the education, experience and training requirement for the position to which he is being appointed except for the appropriate eligibility but only in the absence of a qualified eligible actually available, as certified by the Civil Service Regional Director or Field Officer. 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. CIVIL SERVICE COMMISSION - REGION 4

  17. c. Substitute—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 or is under suspension or is on scholarship grant or is on secondment. This is effective only until the return of the former incumbent. A substitute appointment is issued only if the leave of absence of the incumbent is at least three [3] months, except in the case of teachers. CIVIL SERVICE COMMISSION - REGION 4

  18. d. Co-terminous—issued to a person whose entrance and continuity in the service is based on the trust and confidence of the appointing authority or of the head of the organizational unit where assigned; or co-existent with the incumbent, or limited by the duration of the project; or co-existent with the period for which an agency or office was created. Specifically, the categories of co-terminous appointments are: CIVIL SERVICE COMMISSION - REGION 4

  19. Co-terminous with the appointing authority, • Co-terminous with the head of organizational unit where assigned, • Co-terminous with the incumbent, • Co-terminous with the project, and • Co terminus with the life span of the agency CIVIL SERVICE COMMISSION - REGION 4

  20. e. Contractual—issued to a person who shall undertake a specific work or job for a limited period not to exceed one year. The appointing authority shall indicate the inclusive period covered by the appointment for purposes of crediting services. f. Casual— issued only for essential and necessary services where there are not enough regular staff to meet the demands of the service. CIVIL SERVICE COMMISSION - REGION 4

  21. Section 3. Employment Status of Teachers. The employment status of teachers can by any of the following: a. Regular permanent— issued to a teacher who meets all the requirements of the position. b. Provisional— issued to a teacher who meets all the requirements of the position except the eligibility. • c. Substitute— issued to a teacher when the regular incumbent of the position is temporarily unable to perform the duties of the position. CIVIL SERVICE COMMISSION - REGION 4

  22. Section 4. Nature of Appointment. The nature of appointment shall be as follows: • Original— refers to the initial entry into the career and non career service. However, for those in the career service, the first six months of service following a permanent 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. Provided that such action is appealable to the Commission. [MC No. 3, s. 2005] CIVIL SERVICE COMMISSION - REGION 4

  23. b. Promotion — is the advancement of an 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. Promotion may be from one department or agency to another or from one organization unit to another within the same department or agency. CIVIL SERVICE COMMISSION - REGION 4

  24. c. Transfer — is the movement of employee from one position to another which is of equivalent rank, level or salary without break in the service involving the issuance of an appointment. The transfer may be from one department or agency to another or from one organizational unit to another in the same department or agency: Provided, however, that any movement from the non-career service to the career service shall not be considered as a transfer. CIVIL SERVICE COMMISSION - REGION 4

  25. An employee who seeks 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 the transfer. If the request to transfer of an employee is not granted by the head of the agency where he is employed, it shall be deemed approved after the lapse of 30 days from the date of notice to the agency head. CIVIL SERVICE COMMISSION - REGION 4

  26. If, for whatever reason, the employee fails to transfer on the specified date, he shall be considered resigned and his reemployment in his former office shall be at the discretion of its head. The effectivity of the transfer shall be the day following his last day of service in the former agency. CIVIL SERVICE COMMISSION - REGION 4

  27. d. Reemployment— is the reappointment of a person who has been previously appointment to a position in the career or non-career service under permanent status but was separated therefrom as a result of reduction in force, reorganization, retirement, voluntary resignation, or of any non-disciplinary actions such as dropping from the rolls and other modes of separation. Reemployment presupposes a gap the service [As amended by CSC MC No. 15, s. 1999] CIVIL SERVICE COMMISSION - REGION 4

  28. 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. d. Reappointment— is the re-issuance of an appointment during reorganization, devolution, salary standardization, re-nationalization or similar events. Reappointment presupposes no gap in the service. CIVIL SERVICE COMMISSION - REGION 4

  29. e. Reinstatement — 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 position. CIVIL SERVICE COMMISSION - REGION 4

  30. It is understood that one who has been exonerated or who has been illegally terminated is deemed not to have left the service. f. Renewal — refers to the subsequent appointment issued upon the expiration of the appointment of the contractual/casual personnel, or temporary appointment, if a qualified eligible is not actually available, as certified by the Civil Service Regional Director or Field Officer. Renewal presupposes no gap the service. CIVIL SERVICE COMMISSION - REGION 4

  31. g. Demotion — is the movement of an employee from one position to another with reduction in duties, responsibilities, status or rank, which may or may not involve reduction in salary and is not disciplinary in nature In case a demotion involves reduction in salary but is non-disciplinary, a written consent shall be secured from the demoted employee. CIVIL SERVICE COMMISSION - REGION 4

  32. h. Upgrading/Reclassification — refers to the change in position title with the corresponding increase in salary grade. Positions are upgraded in order to attain effectively the functions and duties attached to the position and for the employee to perform an all-around adaptability in meeting diverse work assignments. This requires issuance of appointment. CIVIL SERVICE COMMISSION - REGION 4

  33. Upgrading/Reclassificationusually involves abolition and collapsing of positions which the agency finds insignificant to augment the salaries assigned to the upgraded/reclassified position. The incumbent of a position in a permanent capacity which has been upgraded/reclassified shall be appointed to the upgraded/reclassified position without change in employment status, irrespective of whether or not he meets the qualification requirements therefor. However, he shall no longer be promoted to the next higher position unless he meets the qualification requirements of the position involved. CIVIL SERVICE COMMISSION - REGION 4

  34. However, Item No. 9, Part I [General Policies] of the Revised Policies on Qualification Standards [CSC Res. No. 030962/CSC MC No. 12, s. 2003] provides that “there shall be no reclassification and/or upgrading of positions except when the position is actually vacant, and its filing-in shall be subject to approved qualification standards. CIVIL SERVICE COMMISSION - REGION 4

  35. Section 5. Adjustments or movements of personnel – which do not involve changes in position title, rank or status do not need the issuance of an appointment, provided that the existing appointment does not specify the working station. Such adjustments shall include the following: • Change in item number only • Salary adjustment • Step-increment • Reinstatement [to the same position] CIVIL SERVICE COMMISSION - REGION 4

  36. Section 6. Other Personnel Movements. The following personnel movements which will not require issuance of an appointment shall nevertheless require an office order by duly authorized official. • 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. [*CSC Res #041458/CSC MC No. 2, s. 2005] CIVIL SERVICE COMMISSION - REGION 4

  37. Reassignment shall be governed by the following rules: • These rules shall apply to employees appointed to first and second level positions in the career and non-career services. Reassignment of third level appointees is governed by the provisions of Presidential Decree No. 1 CIVIL SERVICE COMMISSION - REGION 4

  38. 2. Personnel movements involving transfer or detail should not be confused with reassignment since they are governed by separate rules. CIVIL SERVICE COMMISSION - REGION 4

  39. 3. Reassignment of employees with station-specific place of work indicated in their respective appointments shall be allowed only for a maximum period of one [1] year. An appointment is considered station-specific when the particular office or station where the position is located is specifically indicated on the face of the appointment paper. Station specific appointment does not refer to specified plantilla item number since it is used for purposes of identifying the particular position to be filled or occupied by the employee. CIVIL SERVICE COMMISSION - REGION 4

  40. 4. If appointment is not station-specific, the one-year maximum period shall not apply. Thus, reassignment of employees whose appointments do not specifically indicate the particular office or place of work has no definite period unless otherwise revoked or recalled by the Head of Agency, the Civil Service Commission or a competent court. CIVIL SERVICE COMMISSION - REGION 4

  41. 5. If an appointment is not station-specific, reassignment to an organizational unit within the same building or from one building to another or contiguous to each other in one work area or compound is allowed. Organizational unit refers to sections, divisions, and departments within an organization. CIVIL SERVICE COMMISSION - REGION 4

  42. 6. Reassignment outside geographical location if with consent shall have no limit. However, if it is without consent reassignment shall be for one (1) year only. Reassignment outside geographical location may be from one Regional Office [RO] to another RO or from the RO to the Central Office [CO] and vise-versa. CIVIL SERVICE COMMISSION - REGION 4

  43. 7. Reassignment is presumed to be regular and made in the interest of public service unless proven otherwise or if it constitutes constructive dismissal. Constructive dismissal exists when an official or employee quits his or her work because of the agency head’s unreasonable, humiliating, or demeaning actuations, which render continued work impossible because of geographic location, financial dislocation and performance of other duties and responsibilities inconsistent with those attached to the position. Hence, the employee is deemed illegally dismissed. This may occur although there is no diminution or reduction in rank, status or salary of the employee. CIVIL SERVICE COMMISSION - REGION 4

  44. Reassignment that constitutes constructive dismissal may be the following: a. Reassignment of an employee to perform duties and responsibilities of his/her position such as from a position of dignity to a more servile or menial job. b. Reassignment to an office not in the existing organizational structure. CIVIL SERVICE COMMISSION - REGION 4

  45. c. Reassignment to an existing office but the employee is not given any definite duties and responsibilities; d. Reassignment that will cause significant financial dislocation; and e. Reassignment that is done indiscriminately or whimsically because the law is not intended as a convenient shield for the appointing/disciplining authority to harass or oppress a subordinate on the pretext of advancing and promoting public interest. CIVIL SERVICE COMMISSION - REGION 4

  46. b.Detail* -- temporary movement of an employee from one department or agency to another which does not involve a reduction in rank, status or salary. The employee detailed receives his salary only from his mother unit/agency. [*CSC Res. No. 02-1181/CSC MC No. 21, s. 2002] CIVIL SERVICE COMMISSION - REGION 4

  47. Detail shall be allowed only for a maximum period of one year in the case of employees occupying professional, technical and scientific position. In the case of other employees, detail beyond one year may be allowed provided it is with the consent of the detailed employees. CIVIL SERVICE COMMISSION - REGION 4

  48. If the employees believes that there is no justification for the detail, he may appeal his case to the Commission. Pending appeal, the detail shall be executory unless otherwise ordered by the Commission. CIVIL SERVICE COMMISSION - REGION 4

  49. c. Secondment—movement of an employee from one department or agency to another which is temporary in nature and which may or may not require the issuance of an appointment which may either involve increase in compensation and benefits. CIVIL SERVICE COMMISSION - REGION 4

  50. Acceptance thereof is voluntary on the part of the employee [As amended by CSC MC No. 15, s. 1999] Secondment shall be governed by the following general guidelines: • Secondment shall be limited to employees occupying managerial, professional, technical and scientific positions. CIVIL SERVICE COMMISSION - REGION 4

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