SOP Library
SOP NO:
HR-PM01
(List of Exhibits/Attachments)
Missi
on
:
Finance and Administration
Area:
Human Resource (HR)
Activity:
Personnel Movements/Placements (HR-PM)
Title:
Processing of Appointments
Date Approved/Issued:
10/06/1997
Date Effective:
10/06/1997
Digest:
I. TERMS OF REFERENCE
A. Rationale
B. Objective
C. Scope
D. Basis
II. IMPLEMENTING GUIDELINES
A. General Policies
1. No appointment shall be issued and/or approved unless the vacant position has been published in accordance with RA 7041, except for the following positions:
a) Primarily confidential positions
b) Positions which are policy determining
c) Highly technical positions
d) Other non-career positions
e) Third level position (Career Executive Service)
f) Positions to be filled by existing regular employees in the agency in case or reorganization.
HRMD shall request the CSC to publish in the Bulletin of Vacant Positions all vacant positions in NFA-Central Office. Likewise, the concerned NFA Regional Office shall request their local CSC to publish their vacant positions. Based on the list of vacant positions published by CSC, the NFA Personnel Officer/HRMO/Regional Administrative Officer shall certify at the back of the appointment paper that the position being filled up was published in accordance with RA 7041.
2. Published vacant positions shall not be filleduntil 10 working days had elapsed from the time of their publication.
3. When an appointment is to be issued within a period of prohibition during election, prior exemption from the COMELEC shall be secured and attached to the appointment.
4. The effectivity of an appointment shall be the date of actual assumption by the appointee but not earlier than the date of issuance of the appointment, which is the date of signing by the appointing authority.
5. All appointments should be submitted to CSC Office concerned within thirty (30) days from the date of issuance which shall be the date indicated by the appointing authority below his
signature, otherwise they shall become ineffective and shall be disapproved.
6. In the event an appointment is disapproved for being ineffective, i.e., it was not submitted to CSC within the 30 day submission period, the appointee shall still be entitled to a salary for a period not exceeding 30 days for actual services rendered except when the publication requirement under RA 7041 was not complied with.
7. Officials/employees responsible for the delay in the submission of appointment papers to CSC shall be liable for the salaries of the appointee for actual services rendered after the 30-day period.
8. Requests for reconsideration for actions taken by the CSC Office on appointments shall be submitted within fifteen (15) days from the date of receipt of the appointment on which an action is sought to be reconsidered.
9. When an appointment is disapproved by the CSC Office, the services of the appointee should be terminated, unless an immediate motion for reconsideration has been filed.
B. SPECIFIC POLICIES
B.1 NATURE OF APPOINTMENT
1.
Original
- refers to the initial entry into the career service of persons who meet all the requirements of the position.
2.
Promotion
- 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.
3.
Transfer
- movement from one position to another without break in service involving the issuance of appointment.
4.
Reemployment
- reappointment of a person who has been previously permanently appointed to a position in the career service but who has been separated as a result of reduction in force, reorganization, retirement or voluntary resignation. Reemployment presupposes gap in the service.
No prior authority shall be required for the reemployment of a person who has been previously retired and who has not reached the compulsory retirement age of 65.
5.
Reappointment
- is the reissuance of an appointment during reorganization, devolution, or similar events.
6.
Renewal
- subsequent appointment issued upon the expiration of the appointment of contractual/casual personnel or temporary appointment, if a qualified eligible is still not actually available, as certified by the Civil Service Regional Director or Field Officer. Renewal presupposes no gap in the service.]
7.
Change of status
Temporary
to
permanent
- the appointment issued when a temporary employee acquires the appropriate eligibility or becomes fully qualified for the position to which he is appointed.
8.
Demotion
- 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.
9.
Movement of personnel which will not involve a change in position title, rank or status, but merely a change in item number or an adjustment in salary of the same position
does not need the issuance of another appointment, provided that the existing appointment is not station specific.
However, a notice of such change or movement or adjustment shall be submitted to the CSC Office concerned for record purposes.
B.2 COMPENSATION RULES
1.
Promotion
- movement from a lower level to a higher level position.
a) If the basic salary of the employee in his former position is below the hiring rate of the new position, he shall be allowed the 1st step or the hiring rate;
b) If the present salary faills in-between steps of the new position, he shall be allowed the next higher step;
c) If the present salary is equal to any of the steps, he shall be allowed the next higher step;
d) If the present salary is in excess of the maximum or 8th step, he shall be allowed to continue to receive his present salary with the excess over the 9th step treated as "transition allowance" which will be deducted from any future salary adjustment of the employee.
2.
Demotion
- movement from a higher level position to a lower level position.
a) If the movement is voluntary or at the instance of the employee, or as a result of disciplinary action, he shall be allowed only the hiring rate for the lower position.
b) If the demotion is due to the exigency of the service, the employee shall be allowed to continue to receive his salary in the higher position.
3.
Transfer
- movement from one department or agency to another or from one organizational unit to another within the same agency.
a) If the transfer is to a higher level position; the rules on promotion will apply.
b) If the transfer is to same level position, the employee will be allowed to continue to receive his present salary.
c) if the transfer is to a lower level position, the rules and demotion will apply.
4.
Reemployement
- an employee who has separated from the government service as a result of reduction in force, reorganizational and/or voluntary resignation and is reemployed, he shall be paid the hiring rate or 1st step of the new position.
B.3
EVALUATION OF APPOINTEES
Evaluation of candidates for promotion, transfer, reemployment, reappointment or demotion shall be undertaken by the Seleciton and Promotion Board for rank and file positions. Composition of the NFA Selection and Promotion Board shall be as provided under the existing Merit and Promotion Plan (Annex A) which should be strictly followed. For executive positions, evaluation of candidates shall be undertaken by the EXCOM in coordination with the HRMD Department Manager.
B.4
PROCESSING/ISSUANCE OF APPOINTMENTS
1. The HRMD C.O. shall prepare and process appointments of all Central Office officials and employees, and that of Assistant Provincial Managers, Provincial Managers, Assistant Regional Managers and Regional Managers.
2. Preparation and processing of appointments of all other field office employees shall be delegated to the Regional Administrative Officers.
3. Executive Assistants I (Central Office)/Provincial Administrative Officers/Regional Administrative Officers shall check the completeness and authenticity of the requirements and supporting documents submitted by the appointee. They shall see to it that all items in the prescribed forms are properly filled up, and signatures of the concerned official/employees are affixed thereto.
4. The requirements shall be forwarded to HRMD C.O. or Regional Administrative Officer as the case may be, for evaluation of the qualifications of the appointee vis-a-vis the qualification standards and review as to completeness of the documents submitted and subsequent preparation of appointment.
5. For appointments of Provincial Managers and Assistant Provincial Managers which shall be prepared and processed by DMS-HRMD C.O., all requirements shall be coursed thru the Regional Administrative officer who will verify the completeness of the requirements submitted before forwarding them to HRMD.
6. Photocopies of supporting documents which are not original copies shall be certified as true copies by the authorized personnel/official of the Manpower Services Division - HRMD C.O./Regional Office as the case may be.
7. The following documents should be submitted to HRMD-C.O./Regional Office as the case may be:
a)
FOR ORIGINAL APPOINTMENTS/REEMPLOYMENT
i) Personal Data Sheet (CS Form 212, revised 1993,
with 2" x 2" picture)
ii) Job Description (BC-CS Form 1)
iii) Recommendation of the Department/Regional Manager
or Head of Office
iv) Recommendation from the Selection and Promotions Board
v) Medical Certificate
vi) NBI Clearance (issued not earlier than 6 months)
vii) Licenses for Security Guards, Radiophone Operators,
Truck Drivers, etc.
viii) Neuro-Psychiatric Examination (for Truck Drivers and
Security Guards
b)
FOR PROMOTION/CHANGE OF POSITION:
i) Personal Data Sheet (CS Form 212, revised 1993,
with 2" x 2" picture)
ii) Job Description (BC-CS Form 1)
iii) Recommendation of the Department/Regional Manager
or Head of Office
iv) Justification for filling-up of Position
v) Summary of Scores of the Seleciton and Promotion Board
vi) Potential Assessment Form
vii) Physical Characteristics and Personality Traits
viii) Performance Rating for the Last Two (2) Rating Periods
Prior to Effectivity of Appointment
ix) Additional justification for appointees who are not
considered next-in-rank based on the approved Merit
Promotions Plan
c)
TRANSFEREES FROM OTHER GOVERNMENT AGENCIES OR
OFFICES
i) Personal Data Sheet (CS Form 212, revised 1993,
with 2" x 2" picture)
ii) Job Description (BC-CS Form 1)
iii) Recommendation of the Department/Regional Manager
or Head of Office
iv) Recommendation from the Selection and Promotions Board
v) Medical Certificate
vi) NBI Clearance (issued not earlier than 6 months)
vii) Licenses for Security Guards, Radiophone Operators,
Truck Drivers, etc.
viii) Neuro-Psychiatric Examination (for Truck Drivers and
Security Guards
ix) Performance Rating for the Semester Immediately
Preceeding the Transfer from the Former Office or Agency
x) Clearance from Previous Employer.
d)
FOR APPOINTMENTS INVOLVING CHANGE OF STATUS
For positions covered by CSC MC # 10 s. 1977 or CSC Res. No.
435 s. 1980
i) Personal Data Sheet (CS Form 212, revised 1993, with
2" x 2" picture)
ii) Certified true copy of previously approved temporary
appointment
iii) Performance Rating for the Last Two (2) Rating Periods
prior to Effectivity of Appointment
iv) Certification by the Appointing Authority that the Appointee
has Rendered Continuous and Satisfactory Service for the
One (1) Year Duraiton of his Temporary Appointment.
For appointment involving change of status from temporary to permanent for purposes of retirement, the following shall be submittedto the CSC Office concerned:
i) Duly Certified Statement of Service Records
ii) Certification as to the Last Day of Actual Service of the
Appointee
e)
DEMOTION/PERMANENT TO TEMPORARY STATUS
i) Personal Data Sheet (CS Form 212, revised 1993,
with 2" x 2" picture)
ii) Job Description (BC-CS Form 1)
iii) Recommendation of the Department/Regional Manager
or Head of Office
iv) Justification for Filling-Up of Position
v) Summary of Scores of the Selection and Promotions Board
vi) A Written Consent of the Employee being Demoted, if the
Demotion is not Disciplinary in Nature.
f)
CHANGE IN ITEM NUMBER
i) Personal Data Sheet (CS Form 212, revised 1993,
with 2" x 2" picture)
ii) Recommendation/Justification for Change in Item Number.
8. After thorough review and evaluation of the recommendatoin for preparation of appointment vis-a-vis approved NFA plantilla and Position Allocation List (PAL) and CSC rules, regulations and standards. DMS-HRMD C.O./RAO shall prepare the corresponding appointment paper.
9. The position title to be indicated in the appointment should conform with the approved NFA Plantilla and Position Allocation List. However, in case of a generic title, the descriptive title, enclosed in parenthesis should also be indicated (Example: Senior Grains Operations Officer (Warehouse Supervisor).
10. The Chief of the Manpower Services Division, HRMD/Regional Administrative Officer shall sign the a) certification as to completeness and authenticiy of requirements, and b) certification as to publication of the position to be filled, at the back of the appointment.
11. Erasures or alterations made on the appointment and other supporting papers shall be duly initialled by the authorized officer and accompanied by a communication authenticating the changes made and stating specifically what the alterations are.
12. If an appointee had an administrative or criminal case, a certified true copy of the decision rendered shall be attached to the appointment.
B.5 APPROVAL OF APPOINTMENTS
Approval of appointments shall be in accordance with the Revised Delegation of Authority (General Memorandum Order No. AO-96-12-001 s. of 1996) as follows:
Recommending
Approval Approval
Central Office
Deputy Administrators - Administrator
Asst. Administrators - Administrator
Department Managers III ,
EXCOM Administrator
Asst.Dept. Managers, Div. Chiefs
All other positions Dept. Manager Dep. Adm. for
concerned/HRMD Finance and
Administration
Regional Offices (ROs)/Field Operating Units (FOUs)
Regional Managers II, Asst. EXCOM Administrator
Regional Managers,
Provincial Managers, Asst.
Provincial Managers
All other RO employees Asst. Regional Regional
Manager Manager
All other PO employees Provincial Regional
Manager Manager
B.6 ISSUANCE OF SPECIAL ORDER
1. A Special Order shall be prepared simultaneously with the preparation of the appointments resulting to personnel movement (i.e. new hires, transfers, promotions, etc.)
2. The Manpower Services Division - HRMD C.O. shall prepare and issue the Special Orders for all central office positions and for APMs, PMs, ARMs, and RMs.
3. The RAO shall prepare and issue the Special Order for all other field office employees. The Regional Manager shall approve such Special Order. However, Manpower Services Division - HRMD C.O. shall first confirm and record all special orders prepared at the regional office prior to its issuance. The RAO shall furnish Manpower Services Division-HRMD C.O. a copy of the special order and if found to be in order, HRMD shall wire the region confirming the special order.
4. The official who approved the appointment shall also be the signing authority for the special order.
B.7 APPOINTMENTS FOR SUBMISSION TO CSC
1. Appointment papers of all central office officials and employees and of APMs, PMs, ARMs and RMs shall be forwarded for attestation to the CSC field office located at NFA-C.O. Appointments prepared and approved at the Regional Office shall be forwarded to the CSC regional office concerned.
2. Appointments submitted to the CSC must include a transmittal letter which shall enumerate the appointments being submitted, including the names of the appointees, their positions and the corresponding date of effectivity.
3. Only the designated/authorized NFA Liaison Officer/s shall be authorized to endorse the appoointment papers with its requirements and supporting documents to CSC.
4. The Manpower Services Division - HRMD - C.O./RAO as the case may be shall be responsible in monitoring the actons of CSC on the appointment. They shall take appropriate actions on problems arising therefrom.
B.8 ISSUANCE OF ATTESTED APPOINTMENTS
1. After attestation, the original copies of the appointments shall be transmitted to the concerned appointee. A duplicate copy shall be retained to be filed in the appointee's 201 file.
2. Manpower Services Division - HRMD C.O. shall transmit to the regional offices the appointments of PM/APM/RM/ARM which were attested at the CSC field office located at NFA-C.O.
3. The RAO shall transmit to Manpower Services Division - HRMD C.O. immediately or upon attestation of the appointment the following documents:
a) Certified photocopy of the Appointment attested at their end
b) Certificate of Actual Assumption to Duty
c) Updated Personnel Data Sheet
d) Job Description
e) Special Order
f)
Monthly Report on Approved Appointments prepared
(Exhibit 1)
B.9 LIABILITIES OF PROCESSOR
1. Failure of the HRMD processor/RAO to fulfil the responsibilities in processing the appointment papers and to submit the necessary monthly report shall be a ground for administrative disciplinary action for neglect of duty.
2. The appointing authority shall be personally liable for the salary of appointees whose
appointments have been disapproved for violation of pertinent laws such as RA 7041.
3. Officials whose signatures/initials are affixed on the appointment paper shall be administratively and criminally liable for all facts contrary thereof.
B.10 REPORTING
NFA Regional Offices shall prepare and submit to DMS-HRMD C.O. a Monthly
Report on Approved Appointments
(Exhibit 1) every 5th day of the month.
III. RESPONSIBILITIES
1. Employee/Appointee
a) Prepares requirements and other supporitng documents and submits to Executive Assistant I (for Central Office employees) or to PAO/RAO (for Field Office employees).
b) If appointee is PM/APM/RM/ARM, requirements shall be submitted to RAO prior to its submisison to HRMD-CO.
2. Executive Assistant I (C.O.)
a) Tabulates result of Selection and Promotion Board.
b) Checks the completeness and authenticity of the requirements and supporting documents submitted by the appointee.
c) Forwards requirements and supporting documents to HRMD-CO.
d) Provides appointee with the original copy of attested appointment and files dupllicate copy in his/her 201 file.
3. Provincial Administrative Officer (F.O.)
a) Tabulates result of Selection and Promotion Board.
b) Checks the completeness and authenticity of the requirements and supporting documents submitted by the appointee.
c) Forwards requirements and supporting documents to RAO.
d) Provides appointee with the original copy of attested appointment and files duplicate copy in his/her 201 file.
4. Regional Administrative Officer
a) Checks the completeness and authenticity of the requirements and supporting documents submitted by the Provincial Administrative Officers and other appointees in the regional office.
b) Prepares appointment papers of field office appointees to grade level 23 and below positions.
c) Forwards to CSC Regional Office for attestation the appointment papers of field office appointees to grade level 23 and below positions.
d) Monitors actions of CSC on appointments.
e) Forwards requirements and supporting documents of PM/APM/RM/ARM to HRMD-CO.
f) Prepares and issues Special Order.
g) Furnishes HRMD-CO a copy of the Special Order for confirmation.
h) Transmits attested appointments to PAOs.
i) Provides regional office appointees with original copy of their appointments and files duplicate copy on his/her file.
j) Transmits to HRMD-CO a certified photocopies of the appointments attested at their end together with the Report on Appointments Prepared.
5. HRMD-CO
a) Reviews/evaluates supporting documents and requirements submitted by appointees.
b) Prepares appointment papers and have it signed by the approving official based on the Revised
c) Delegation of Authority.
d) Forwards appointment papers to CSC for attestation.
e) Monitors CSC action on appointments.
f) Prepares and issues Special Orders for all C.O. positions, for PMs, APMs, RMs and ARMs and have it signed by the same official who approved the appointment.
g) Confirms Special orders prepared at the Regional Office thru wiere.
h) Forwards original copy of attested appointment to the respective Executive Assistants of appointees in central office.
i) Transmits to the Regional Offices the attested apointments of PM/APM/RM/ARM.
6. EXCOM
Evaluates candidates for promotion to executive positions.
7. RegionalManager
Approves/disapproves appointments
8. Administrator
Approves/disapproves appointments
IV. FLOW CHART
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EXHIBITS
Report on Approved Appointments
Report on Approved Appointments