CHAPTER V: Communications and Information Policies and Procedures

Terms, Notations and Important Concepts

1. Note on Information and Dissemination
DepEd (DECS) maintains a Press Corps at the Central Office and Information Officers
at the Regional Offices.
2. The Service Manual
It contains the basic regulations, instructions and information which guide DECS
Central Office and the field personnel in carrying out the tasks of the Department.
Subsequent amendments are issued to the field through orders, memorandums and
bulletins.

3. Handbooks
These are issued to provide handy reference materials to the field on DECS policies
on certain educational issues and procedures in the implementation of its programs
and projects. Leaflets, foldouts and the like are also issued to disseminate
information on specific programs/projects being implemented by the DECS.
4. Publications
These are published on a regular basis and are distributed to inform the field and
other stake holders on various activities undertaken by DECS toward the
development of quality basic education in the country.
5. DECS / DepEd Orders
These are issuances on policies, guidelines, or regulations which are generally
permanent in nature and are in effect until rescinded.
6. DECS / DepEd Memorandum
These are issuances containing certain instructions and information which are
temporary in nature and are usually applicable only during the year of issuance.
These include announcement of conferences, seminars, examinations, surveys,
competitions and celebrations.
7. Bulletins
These are primarily informative issuances. These include educational statistics,
statistics, curricular materials, and professional papers, on academic, industrial,
health concerns, etc. DECS memoranda, orders, bulletins are numbered
consecutively starting with the first issuance in January every year.
8. Unnumbered Memorandums

It contains instructions or information which is limited in application and concerns

only a few regions or offices.
9. Office Orders
It contains policies/instructions or regulations which are of general application in the
Central Office.
10. Office Memorandums
It contains certain instructions or information which are office-specific.
11. EMIS
Known as the Educational Management Information System
It provides information to education administrators in the planning and delivery of
educational services.
12. Data Bulletin
It is the final output of the EMIS at the district, division and regional levels.
13. Notes on the Subsystems of EMIS
Pupil/Student Management Information System
Personnel Management Information System
Curricula Implementation Information System
Regulation and Control Information System
Physical Facilities Management Information System
Financial Management Information System
Community Services Information System
14. Notes on the Preparation and Correspondence
Where a letter or endorsement requires more than one (1) sheet, the page number
should be indicated at the top of the page.
Enclosures to correspondence should be indicated/listed on the lower left-hand
corner of the page.
The use of the first and second persons when reference is made to the writer and to
the recipient should be avoided.
The content of a communication should be limited to only one (1) subject.
A higher authority should be addressed as Sir or Madam
In addressing one of the equal rank or a subordinate, the less formal salutation of
Dear Sir and Dear Madam may be used.
The complimentary close of formal official letters should be Very truly yours
Envelopes of official correspondence should be plainly addressed and should
identify the sender.
In official correspondence, the name of the office should be used not the name of
the official unless expressly necessary for identification purposes.
In writing a memorandum, use To if it is addressed to an employee of a lower
rank.

In writing a memorandum, use For if it is addressed to an employee of a higher

rank.
In making an endorsement, use Respectfully forwarded to an office of higher rank.
In making an endorsement, use Respectfully transmitted to an office of equal
rank.
In making an endorsement, use Respectfully referred to a subordinate office.
15. Under-endorsement system
This means that an endorsement maybe written on the space following the
conclusion of a letter or preceding endorsement, or it may commence on a new set
of paper.
16. Contents Noted
It is written, indicated and signed by the sender where no new significant
information or opinion is given. Such action should not go beyond the fifth
endorsement.
17. Note on Signing Protocol
Except when required by law or regulation, and as may be expedient, any written
action or decision must have no more than three (3) initials or signature.
CHAPTER VI: Administrative Functions, Policies and Procedures
Terms, Notations and Important Concepts
1. Procurement
It is synonymous to purchase or the act of buying supplies, materials and
equipment essential for government operations.
2. Procurement Planning
It is the first step in the procurement process.

3. Notes on the APP

It is known as the Annual Procurement Program.
It is referred to the itemized list prepared by the head of agency showing the kind,
estimated quantity, estimated cost, description of supplies together with the
balance on hand, if any.
It is prepared and submitted to the department of Budget and Management as part
of the work and financial plan on or before the end of November.
4. Public Bidding
It is the method of procurement whereby the office issues Invitation to Bid to
prospective suppliers of materials, equipment and services.
5. Executive Order No. 301, Section 1

It says that, no contract for public services or for furnishing supplies, materials and
equipment to the government or any of its agencies shall be renewed or entered
into without public bidding unless otherwise with the stipulated exception.
6. Emergency Purchase
This is done through the direct requisition or orders through canvass of prices of at
least three (3) bonafide dealers which is resorted to the exceptional urgent or
absolutely indispensable to prevent immediate danger to or loss of life/property or
needed for the project or activity, which cannot be delayed without causing
detriment to public service.
7. Direct contracting (single source procurement) and direct purchase
It does not require elaborate bidding documents. The selected
manufacturer/supplier/distributor is simply asked to submit a price quotation
together with the conditions of sale.
8. Procurement Service
It is now under the DBM with the abolition of the General services Administration
under Executive Order No. 285, dated July 27, 1987.
9. Executive Order 359 (dated June 2, 1989)
It prescribes the guidelines and procedures in the implementation of Executive
Order 285 in the operation of the procurement system common-used office
supplies, materials and equipment.
10. Notes on the Prohibitions (under the Manual of Procurement COA-PTTF)
Entering into a contract without appropriation.
Splitting of requisition
Personal use of property for the furtherance of private interest.
Irregular, unnecessary, excessive, extravagant and unconscionable expenditures or
uses of funds or property shall be prevented.
Irregular Expenditures are incurred if established rules, regulations, procedural
guidelines, principles or practices that have gained recognition of law are not
observed.
Unnecessary Expenditures are those which could not passed the test of prudence
or diligence of a good father of a family, thereby denoting non-responsiveness to
the exigencies of the service.
Excessive expenditures are expenses incurred at an immoderate quantity and
exorbitant price.
11. Property Custodianship

This refers to the guardianship of government property by the accountable person.

It includes the receipt of supplies, materials and equipment, the safekeeping,
issuance, repair and maintenance of equipment. It also includes the accountability,
responsibility and liability of accountable officers arising from loss, misuse, damage,
or deterioration of government property due to fault or negligence in safekeeping
thereof.
12. General Form No. 57 (A)
It is a form accomplished immediately after appointment/designation of the supply
officer which request for application, increase, and decrease, reduce, cancel or
transfer of a bond duly signed by the head of agency.
13. Storage
It refers to the scientific and economical receipt, warehousing and issue of materials
for their best safekeeping and rapid availability.
14. Requisition and Issue Voucher (RIV)
This contains, among other things, the quantity description, kind of materials
needed, the purpose, the signature of the requisitioning officer and the authorized
approving official concerned.
15. Memorandum Receipt (MR)
This is prepared to cover the transfer of semi-expendable, non-expendable supplies
or property from the head of the department or office for the re-issue to the enduser.
16. Physical Inventory of Property
It is an indispensable procedure for checking the integrity of property and
custodianship.
17. Disposal
It is traditionally refers to the sale or destruction of assets and property, which are
unserviceable and are no longer needed in its operation.
18. General Form 17-A
This form is used in the disposal and condemnation of unserviceable equipment,
building and other physical structures including supplies in stock accounts.
19. General Form 64-A (Report of Waste Materials)
This form covers damaged equipment spare parts. It is used for the disposal of
waste materials which result from the consumption or utilization of expendable

materials, and covers damaged equipment parts, empty containers and remnants
salvaged from destroyed or damaged fixed assets.
20. Barter
It is a modified form of transfer of property wherein an agency transfers property
to another government agency in exchange for another piece of property.
21. Public Bidding
It may be done through the sealed public bidding or when circumstances warrant by
viva voce.
22. Negotiated sale
It is resorted as a consequence of failed public bidding.
23. Notes on Condemnation and Demolition of School Buildings
A school building which has become unsuitable, dilapidated and whose repair will
cost 50% or more than the cost of the new building to replace it, should be
recommended for condemnation or demolition.
Provisions:
The school head reports the unserviceable building to be condemned by
accomplishing General Form No. 17-(A) in seven (7) copies and submitting it to the
SDS.
The SDS sends a team to check and verify the condition of the building. The team
shall be composed of the representatives of the Superintendent, City or Municipal
Engineer and the COA as witness.
After checking and verification, the team submits to the SDS its findings and
recommendation/s.
Authority to demolish shall be served by the school official concerned to the office
of the City/Municipal engineer before undertaking the demolition.
The demolition work shall be witness by the team who shall submit a report
thereon.
Usable materials from the demolished buildings shall be sold through public auction
if it is not requested by the school for retention to be used specifically for the
improvement of existing school structure like fences, nurseries, covered walk and
the like.
24. Notes on Disposal Committee
Executive Order No. 3309 dated March 8, 1996 reconstituted the Committee on
Disposal as provided under E.O. No. 888.
Chairman A senior official with functions not lower than the level of an assistant
Secretary for a Department and Director for a bureau/agency or Department
manager for GOCC.
Member Head of the Departments administrative services or head of the agencys
Administrative Division.

Member Head of the Property Unit (M.O. No. 20, s. 1983)

25. Notes on Disciplining Authority
Authority to exercise ultimate power to investigate the offending officer and
employee and impose the corresponding penalty for the offense committed is
vested only on one officer in an office referred to in the Civil Service Decree of the
Philippines as the discipline authority and the power vested in him/her is known
as disciplinary jurisdiction. It has the final authority to pass upon the removal,
separation, and suspension of said officers and employees.
The appointing authority has been given the concurrent disciplinary jurisdiction over
his/her subordinate officers and employees. (R.A. No 6040 in August, 1969,
amending R.A. No. 2260, otherwise known as the Civil Service Law).
On October 6, 1975, R.A. No. 6040 was further amended by the Presidential Decree
No. 807, otherwise known as the Civil Service Decree of the Philippines.
Republic Act No. 6040, Section 37 provides that, an investigation may be entrusted
to the Regional Directors or similar officials who shall make necessary report and
recommendations to the head of office or department.
The power to discipline is an inherent right and duty in every organization for
without it, the very aims and purpose for which it was organized cannot be truly
achieved. And in the exercise of this power, the administrators find themselves
bound by restrictive legislation.
26. Notes on Kinds of Discipline
Positive discipline
It is viewed from the standpoint of the individual proceeds from within and to a
large extent is habitual reaction to established values, customs, traditions, and
regulations.
It tends to promote emotional satisfaction, or in other words, satisfies, drives.
Negative discipline
It involves force or some outward influence in its extreme form, proceeds on the
theory that compliance is secured by the use of punishment or by fear of penalties
It is referred also as disciplinary action.
It is referred to as the administrative steps taken to correct employees
misbehaviors related to job performance.
27. Notes on the Usual Forms of Punishments
Warning or reprimand
It is the least severe penalty and in the majority of instance a reprimand may
proved sufficient.
Reassignment
A second mild form of punishment wherein frequently resorted to in the case of field
workers and others who can be moved without disrupting the service concerned.
Demerits or reduction
A penalty which results from the performance rating of the employee maybe severe
since it may seriously retard his progress toward a better position. In most cases,
any breach of duty is recorded of the employee and taken into consideration at the
time of possible promotion.
Suspension

This is without pay and is considered severe since the employee does not report to
work for a time and does not receive the usual pay.
Demotion
It is with a reduction of pay and the employee who suffers from it is subjected to a
continuing penalty since his monthly earnings are permanently less than before
action was taken. In addition, the stigma is greater than the new duties to which he
is assigned may be less agreeable. It is used with caution, as it invariably results in
breaking the spirit and lowering the morale of the employee.
Dismissal
It is the most extreme penalty. It results not only in loss of income and status but
also in the loss of other privileges.
28. Presidential Decree No. 807, Article 9, Section 36(a)
It provides that, no officer or employee in the Civil Service shall be suspended or
dismissed except for cause as provided by law and after due process.
29. Notes on the DECS Rules and Procedure
DECS Rules and Procedure shall address the urgent need to rationalize and
systematize the conduct of the proceedings to expedite the resolution of complaints
and grievances involving officials and employees of the DECS.
DECS Rules and Procedure shall liberally be construed in order to affect an
expeditious and just settlement disputes.
Administrative investigation shall be conducted without necessarily adhering to the
technical rules of procedure applicable to judicial proceedings.
30. Grievance
Shall refer to expressed dissatisfactions that arise from the working conditions,
relationships or status among co-workers that are believed to be wrong, unfair,
ignored, or dropped without due consideration.
31. Grievance Procedure
Shall refer to the a workable procedure for determining or providing the best way to
remedy the specific cause or causes of the grievance.
NOTES:
When the dissatisfaction calls for disciplinary action, it shall not be considered as
grievance. It shall be brought as an administrative disciplinary case in accordance
with DECS Manual 2000 Section 3.
The Grievance Committee shall render its decision within five (5) days from receipt
of the grievance in writing. The decision shall be in writing and shall contain all
relevant facts and circumstances as well as the law or rule that was applied.
32. Notes on Proper Subjects/Objects of Grievances
Unsatisfactory working conditions
Improper, tedious or laborious work assignments
Faulty tools or equipment
Unsatisfactory personnel and/or work processes
Improper placement and selection of personnel

Improper appreciation of the factors relative to lay-offs, promotions, salary

increases and transfers.
Arbitrary exercise of discretion
Interpersonal relationships
Policies, practices and procedures which affect employees
Any and all matters giving rise to employee dissatisfaction
33. Notes on Administrative Disciplinary Cases
Administrative disciplinary case is one wherein an official or employee of the
government is prosecuted from an act or omission punishable as a non-penal
offense as provided for in the Civil Service Law, Administrative Code, and other laws
pertaining to public officers and civil service employee. Non-penal offenses are also
known as administrative offenses.
Administrative case may be commenced either by the Disciplining Authority of the
DECS with a motu propio complaint or by any other person with an ordinary
complaint filed with the Disciplining Authority.
The Disciplining Authority in the DECS shall be the Secretary. Regional Directors
shall also act as the Disciplining Authority in their respective regions. The President
is the Disciplining Authority for presidential appointees. The Secretary is duly
authorized to discipline presidential appointees subject to the Presidents
confirmation.
34. Notes on Ordinary Complaint
An ordinary complaint shall be in writing, under oath and shall be written in a clear,
simple, concise language and in systematic manner as to apprise the civil servant
concerned of the nature and cause of the accusation against him or her and to
enable him or her to prepare his or her defense and answer.
An ordinary complaint shall have the following contents;
The full name/s and address/es of the complainant/s.
The full name/s and address/es of the respondent/s, as well as his/her position/s and
office of employment.
A narration of the relevant and material facts which shows the acts or omissions
allegedly committed by the civil servant.
A statement that no other administrative action or complaint against the same
party involving the same acts or omissions and issues has been filed before another
agency or administrative tribunal.
35. Prima facie
It exists when there is a sufficient ground to engender a well-founded belief that an
administrative offense has been committed and that the respondent is probably
guilty thereof and should be made subject of a formal charge.
NOTE: If the complaint is dismissed due to lack of prima facie case, the complainant
may file a petition for review with the Secretary within fifteen (15) days from the
receipt of the order of dismissal. The resolution of the Secretary on the petition shall
be final.
36. Preliminary Investigation

It is an inquiry or proceeding whereby the complainant and the respondent are

given the opportunity to submit their affidavits and counter-affidavits, as well as of
their witnesses. Failure of the respondent to submit his or her counter-affidavit shall
be construed as a waiver thereof.
37. Republic Act No. 4670
It is otherwise known as the, Magna Carta for Public School Teachers.
38. Order of Preventive Suspension
It is issued by the Disciplining Authority not earlier than the issuance of the formal
charge. The Order shall take effect upon the receipt of the respondent thereof.
39. Decision
It means the adjudication by the Disciplining Authority that the respondent is guilty
or not guilty of the administrative offense charged, and the imposition of the
penalty provided for by law on him or her.
NOTE: The Disciplining Authority shall render the decision within thirty (30) days
from the submission of the report of the formal investigation.
The decision shall be in writing, personally and directly prepared by the Disciplining
Authority and signed by him or her, and shall contain clearly and distinctly a
statement of the facts proved or admitted by the respondent and the legal basis
upon which the decision is based.
40. Note on Decision of the Regional Director
The decision of the Regional Director shall be final when the penalty imposed is any
of the following;
Reprimand
Suspension without pay for more than five (5) days.
Fine equivalent to not more than five (5) days salary.
NOTE: When the penalty imposed is suspension for a period of more than five (5)
days but not more than six (6) months or fine equivalent to the salary for a period
more than five (5) days, the decision shall be appealable to the Secretary.
The decision of the Regional Director shall not be final unless confirmed by the
Secretary when the penalty imposed is any of the following;
Suspension without pay for more than six (6) months.
Demotion
Forced resignation
Dismissal
The decision of the Secretary shall be final and unappealable when the penalty
imposed is any of the following;

Suspension for not more than thirty (30) days.

Fine in an amount not exceeding the salary for thirty (30) days.
41. Notes on Motion for Reconsideration
The filing of a motion for reconsideration shall suspend the reglementary period for
an Administrative Appeal. In case that the said motion is denied, the respondent
shall have the remainder of the period for an Administrative Appeal, reckoned from
the receipt of the Resolution of Denial.
NOTE: The motion for reconsideration shall be based only on any of the following;
New evidence has been discovered which materially affects the decision rendered.
The decision is not supported by the evidence on record.
Errors of law or irregularities have been committed prejudicial to the interest of the
movant.
42. Notes on Administrative Appeal
Only the respondent has the personality to appeal a decision.
An appeal made by any other person shall be dismissed.
Decisions rendered by the Regional Director shall be appealed to the Secretary.
Decisions rendered by the Secretary shall be appealed to the Civil Service
Commission
43. Notes on Judicial Review
A final judgment or order by the Civil Service Commission may be appealed to the
Court of Appeals by a verified petition for review fifteen (15) days from notice of the
said final order or judgment. The proceedings shall be governed by the Rules of
Court.
The decision of the Civil Service Commission shall continue to be executor unless a
temporary restraining order or a writ of injunction is issued by the Court of Appeals.
A final judgment or order by the Court of Appeals may be elevated to the Supreme
Court through a petition of certiorari in accordance with the Rules of Court.
CHAPTER VII: Human Resource Management and Development Policies
Terms, Notations and Important Concepts
1. Notes on the Coverage of the Civil Service
There are two general categories of service in the government as provided for in
Section 6, Chapter 2, Book V, Executive Order 292. These are the career service and
non-career service.
Career Service it is based on merit and fitness determined as far as the practical
competitive examinations, as based on highly technical qualifications.
Positions in the career service are grouped into First Level Positions, Second Level
Positions and Third Level Positions.
First Level Positions it includes clerical, trades, crafts, and custodial positions,
entrance to which requires less than four (4) years of college work. The nature of
work is sub-professional or non-supervisory.

Second Level Positions it includes professional, technical, and scientific positions

which involve professional, technical and scientific work in non-supervisory or
supervisory capacity and requires at least four (4) years of college work.
Third Level Positions it covers those in the career Executive Service which include ;
undersecretary, assistant secretary, bureau director, assistant regional director,
chief of department service, schools division superintendent, assistant schools
division superintendent and other officials of equivalent rank.
Non-career Service it includes the department secretaries and their personal and
confidential staffs, contractual personnel, emergency and seasonal personnel.
2. Notes on Recruitment and Selection
Recruitment it is the process of searching for, and identifying job candidates in
sufficient quantity and quality to meet current and future organization needs.

If covered by Republic Act 7041, the vacant position shall be posted in three (3)
conspicuous places in the offices for a period of ten (10) days. Vacant positions shall
not be filled-up ten (10) working days have lapsed from the time of publication.
In case of chain promotion, anticipated vacancies may be published simultaneously
with the existing vacant position(s).
In case of renewal of appointments, publications may be done prior to its expiration.
When the position is in the first level of the career services becomes vacant,
selection is department-wide.
When the positions in the career service become vacant, employees, whether
incumbents of next-in-rank positions or not, who meet the minimum position
requirement may apply and be considered for promotion/appointment.
Qualified next in-rank employees in the office where the vacancy exists are
automatically included in the ranking.
When the position is in the second level of the career service becomes vacant,
selection is government-wide.
3. Notes on the Comparative Degree of Competence used
Performance this is based on the last performance rating. To qualify for promotion,
performance ratings should at least be Very satisfactory.
Outstanding Accomplishment includes accomplishments worthy of special
commendations.
Relevant Experience and Specialized Trainings this consists of the performance of
duties/functions relevant to the next higher position over a period expressed in
years with every year given a point but not to exceed five (5) points equivalent to
five (5) years.
Education and Training education refers to the educational background, trainings
refers to the completion/attendance of trainings/programs/seminars/conferences.
Such education and training should be relevant to the duties of the position to be
filled.
Physical Characteristics and Personality Traits these refer to the physical fitness,
attitudes and personality traits of the applicant/candidate which have a bearing on
the position to be filled.

Potential this takes into the account the applicants/candidates capacity to

perform the duties and assume the responsibility of the higher and more
responsible positions.
4. Notes on Instruments/Tools Used
Merit Promotion Plan it was issued through DECS Order No. 8, s. 1993 which
provides guidelines, policies and procedures for recruitment, selection and
appointment.
System of ranking Positions it was issued through DECS Order No. 54, s. 1993
which includes alignment of positions into their hierarchical order in function and
grade allocation and sets of criteria and procedures in ranking of
applicants/candidates.
Qualifications Standards Manual it contains the minimum requirements set for
each position expressed in terms of education, training and experience, and civil
service eligibility. CSC QSM of 1997 for common positions is used and DECS QSM of
1995 is used for unique DECS positions.
Performance Appraisal System (DECS Order No. 101, s. 1990)
5. Notes on Documents Required of the Applicant/Candidate for Ranking
Personal Data Sheet (Civil Service Form 212)
Certified true copies of the following;
Transcript of Records
CSC Report of Ratings
Certificate of completion of attendance in conference/training
program/seminar/workshop
Certificate of scholarship enjoyed/awards received
Complete service records
Latest performance rating
Forms used in evaluation/ranking
Evaluation Form Nos. II and III (DECS Order No. 54, s. 1993)
6. Notes on Common Requirements for Regular Appointments
Form The appointment in triplicate copies shall be in the prescribed CS Form
33(Revised 1998) for the regular employees or the Plantilla Form 001 for casual
employees. Original copies shall not be filled out using photocopied forms.
Signature of the appointing authority- The original copy of the appointment must be
signed and at least the succeeding two (2) copies initialed by the appointing
authority.
Position title The position title shall conform to the approved Position allocation
List. The salary grade shall be indicated after the position title.
Employment status The employment status shall be indicated on the space
provided thereof.
Date of signing It is the date of the issuance of the appointment, shall be indicated
below the signature or the initial of the appointing authority.
Personal Data Sheet (Civil Service Form 212 (Revised 2005)
Read: List of Requirements for Teachers You Must Know
7. Notes on Employment Status in General

Permanent Appointment It is issued to a person who meets all the minimum

qualification requirements of the position to which he is being appointed including
the appropriate eligibility.
Temporary Appointment It is issued to a person who, except for the appropriate
eligibility, meets all other requirements the education, experience, and training
requirements for the position to which he is being appointed.
Substitute Appointment It is issued when the regular incumbent of a position is
temporarily unable to perform the duties of his position, as when he is on approved
leave of absence/suspension/scholarship grants/secondment. It is issued only if the
leave of absence of the incumbent is at least three (3) months, except in the case of
the teachers.
Coterminous Appointment It is issued to a person whose entrance and continuity
in the service is based on the trust and confidence of the appointing authority or
head of unit or co-existential with the incumbent; or limited by the duration of the
projects; or co-existent with the period for which an agency or office was created.
Contractual Appointment It is issued to a person who shall undertake a specific
work or a job for a limited period not to exceed one (1) year. The inclusive period
shall be indicated on the appointment for purposes of crediting services.
Casual Appointment It is issued only for essential and necessary services where
there are not enough regular staffs to meet the demands of the service.
8. Notes on the Employment Status of Teachers
Regular Permanent It is issued to a teacher who meets all the requirements of the
position.
Provisional It is issued to a teacher who meets all the requirements of the position
except of the eligibility.
Substitute It is issued to a teacher when the regular incumbent is temporarily
unable to perform the duties of the position.
9. Notes on Nature of Appointment
Original It refers to the initial entry into the career and non-career service.
However, for those in the career service, the first six (6) months of service following
an original appointment shall be probationary in nature and the appointee shall
undergo a thorough character investigation. A probationer may be dropped from the
service for unsatisfactory conduct or want of capacity anytime before the expiration
of the probationary period. Such action is appealable to the Civil Service
Commission.
Promotion It is the advancement of the employee from one position to another
with an increase in duties and responsibilities and usually accompanied by an
increase in salary.
Transfer It is the movement of employee from one position to another which is of
equivalent rank, level or salary without the break in service.
The transfer may be from one department or agency to another or from one
organizational unit to another in the same department or agency. Any movement
from non-career to the career service shall not be considered a transfer.
An employee who seeks to transfer to another office shall first secure permission
from the head of the department or agency where he is employed stating the

effective date of his transfer. If the request of transfer is not granted by the head of
office where is employed, it shall be deemed approve after thirty (30) days from the
date of notice to the agency head.
If the employee fails to transfer on the specified date, he shall be considered
resigned and his reemployment shall be at the discretion of the head of office. A
transfer is effective on the day following the last day of service of the employee in
his former office.
Reemployment It is reappointment of a person who has been previously appointed
to a position in the career or non-career service and was separated therefrom as a
result of reduction in force, reorganization, retirement, voluntary resignation, nondisciplinary actions such as dropping from the rolls and other modes of separation.
Reemployment presupposes the gap in the service. No prior authority shall be
required for the reemployment of a person who has been previously retired and who
has not reached the compulsory retirement age of 65.
Reappointment It is the re-issuance of an appointment during reorganization,
devolution, salary standardization, re-nationalization or similar events.
Reemployment presupposes the gap in the service.
Reinstatement It is the issuance of an appointment to a person who has been
previously appointed to a position in the career service and who has through no
delinquency or misconduct, been separated therefrom or to one who has been
exonerated of the administrative charges unless the decision exonerating him
specifies restoration to his previous station. An employee who has been exonerated
or who has been illegally terminated is deemed not to have left the service.
Renewal It refers to the subsequent appointment issued upon the expiration of the
contractual/casual personnel or temporary appointment, if qualified eligible is not
actually available as certified by the Civil Service Regional Director or Field Officer.
Renewal presupposes no gap in the service.
10. Notes on Change of Status
Temporary to Permanent It is issued to a temporary employee when he acquires
the appropriate eligibility or becomes fully qualified for the position to which he is
appointed.
Provisional to regular (permanent) It is issued when a provisional teacher qualifies
and is registered as a professional teacher.
Demotion It is the movement of an employee from one position to another with
reduction in salary and is not disciplinary in nature. In case a demotion involves
reduction in salary and is non-disciplinary, a written consent shall be secured from
the demoted employee.
11. Upgrading Reclassification
It refers to the change in position title with the corresponding increase in salary
grade.
This requires an issuance of appointment.
12. Notes on Other Personnel Movements

Reassignment It is the movement of an employee from one organizational unit to

another in the same department or agency which does not involve a reduction in
rank, status or salary.
Detail It is the temporary movement of an employee from one department or
agency to another office or agency and does not involve a reduction in rank, status
or salary. The detailed employee receives his salary from his mother unit or agency.
Detail shall be allowed only for a maximum period of one (1) year in the case of the
employees occupying professional, technical or scientific. Detail beyond one (1)
year may be allowed provided it is with consent of the detailed employee.
Secondment It is the movement of an employee from one department or agency
to another which is temporary in nature which may either involve increase in
compensation and benefits. Acceptance thereof is voluntary on the part of the
employee.
NOTE: Renewal of (temporary) appointments require prior publication under
Republic Act 7041
13. Job Rotation
It is the sequential or reciprocal movement of an employee from one office to
another or from one division to another within the same agency as a means of
developing and enhancing the potentials of people in an organization by exposing
them to other work functions in the organization.
14. Designation
It is merely an imposition of additional duties to be performed by a public official
with corresponding title, or position which is temporary and can be terminated
anytime at the pleasure of the appointing authority.
15. Notes on Modes of Separation
Resignation It is the relinquishing of ones position from an agency or department.
Dropping from the Rolls It is where officers and employees who are either
habitually absent or have unsatisfactory or poor performance or have shown to be
physically and mentally unfit to perform their duties may be dropped from the rolls.
NOTE:
An official or employee who is given two (2) consecutive unsatisfactory ratings may
be dropped from the rolls after due notice.
An officer who is continuously absent for more than one (1) year by reason of illness
may be declared physically unfit to perform his duties and the head of the office in
the exercise of his sound judgment may consequently dropped him from the rolls.
An officer or employee who is intermittently absent by reason of illness for at least
twenty (20) working days during a 24-month period may also be declared unfit by
the head of office.
An officer or employee who is behaving abnormally for an extended period which
manifests continuing mental disorder and incapacity to work as reported by his coworkers or immediate superior and confirmed by the head of office, may likewise be
dropped from the rolls.
16. Republic Act No. 1080

It provides that the names of those who passed the bar or board of examinations
shall be automatically entered in the corresponding register of eligibles.
17. Presidential Decree 907
It provides automatic eligibility to those who are honor graduates subject to the
provisions of this Act as amended.
18. Republic Act No. 7836
It is otherwise known as the Philippine Professionalization of Teachers Act of
1994.
It provides that no person shall practice or offer to practice the teaching profession
in the Philippines without a valid certificate of registration and a valid professional
license from the PRC.
19. Notes on Professional Growth
All regions and divisions shall set aside five (5) percent of MOOE budget for HRD
trainings to assure the planning of realistic results-oriented and relevant training
proposals.
Induction Program It refers to the program for new entrants in government to
develop their pride, sense of belonging and commitment to the public service.
Orientation Program It refers to the activities and courses designed to inform new
employees about agency/government programs, thrusts and operations, as well as
on their duties and responsibilities as well as the benefits and privileges.
Reorientation It refers to courses designed to introduce new duties and
responsibilities, new policies and programs to employees who have been in the
service for quite some time.
Professional/technical/scientific Program It refers to the substantive programs in
specific professional/technical/scientific areas for enhancement of skills and
knowledge of second level personnel in the career service.
Employee Development Program It refers to the courses aimed at maintaining a
high level of competence on basic workplace skills among employees at the first
level in the career service.
Middle-management Development Program It refers to a set or series of planned
human resource interventions and training courses designed to provide division
chiefs and other officials comparable rank with management and administrative
skills and to prepare them for greater responsibilities.
Values Development Program It refers to courses which are designed and harness
to public service values of participants to be effective government service.
Executive Development Program It refers to activities and experiences, and
continuing education in tended to enhance the managerial skills of government
officials or executives who belong to the third level.
Career Pathing Program It is a set of professional activities on the skills and
capabilities of an employee to enhance and maximize his professional growth and
promotion in the service.
20. Notes on Employees Welfare, Benefits, Incentives, Recognitions and Awards

In general, appointive officials up to the level of heads of executive departments,

heads of departments, undersecretaries and employees of the government whether
permanent, temporary or casual who render work during the prescribed office
hours, shall be entitled with 15 days vacation and 15 days sick leave annually with
full pay exclusive of Saturdays, Sundays and public holidays, without limitation as to
the number of days of vacation and sick leave they may accumulate.
Employees rendering services on part-time basis are entitled to vacation and sick
leave benefits proportionate to the number of work hours rendered. A part-time
employee who renders four (4) hours of work, five (5) days a week or a total of 20
hours a weeks, is entitled to 7.5 days vacation and 7.5 days of sick leave annually
with full pay.
Married women in the government service who have rendered an aggregate of two
(2) or more years of service shall, in addition to the vacation and sick leave granted
them, be entitled to maternity leave of sixty (60) calendar days with full pay.
Maternity leave of those who have rendered one (1) year or more but less than two
(2) years of service shall be computed in proportion to their length of service,
provided, that those who have served for less than one (1) year shall be entitled to
60-days leave with half pay.
The enjoyment of maternity leave cannot be deferred, it should be availed either
before or after the actual period of delivery in a continuous and uninterrupted
manner, not exceeding 60 calendar days.
Employees who render less than two (2) years of service may only receive full pay
for a number of days based on the ratio of 60 days to two (2) years of service.
A married woman employee is entitled to maternity leave of absence with pay even
if she has a pending administrative case.
Married women who are contractual employees whether or not receiving 20%
premium on their salary, shall be entitled to maternity leave benefits like the
regular employees, in accordance with the provisions of Section 18, Rule XVI, CSCMC No. 41, s. 1998.
Every married male employee is entitled to paternity leave of seven (7) working
days, for the first four (4) deliveries of his legitimate spouse.
Legitimate spouse refers to a woman validly entered a contract of marriage with
male government employee availing the paternity leave benefits under the Law.
Married male employees with more than one (1) legal spouse shall be entitled to
avail of paternity leave for an absolute maximum of four (4) deliveries regardless of
whichever spouse gives birth.
The first of the four (4) deliveries shall be reckoned from the effectivity of the
Paternity Leave Act on July 15, 1996.
Paternity leave of seven (7) days shall be non-cumulative and strictly nonconvertible to cash.
Officials and employees, except teachers and those covered by special leave laws,
are granted the following leave privileges subject to the conditions hereunder
stated;
Funeral/mourning leave

Graduation leave
Enrolment leave
Wedding/anniversary leave
Birthday leave
Hospitalization leave
Accident leave
Relocation leave
Government transaction leave
Calamity leave
That the official/employee may be granted a maximum of three (3) days within a
calendar year of any or combination of special leave privileges of his choice which
he could opt to avail of.
That the official/employee shall submit the application for the said special leave
privileges at least one (1) week prior to its availment except in emergency cases.
Officials and employees in the career and non-career service whether permanent,
temporary, casual or coterminous, who have accumulated fifteen (15) days are
allowed to monetize a minimum of ten (10 ) days; provided that at least five (5)
days is retained after monetization and provided that a maximum of thirty (30) days
may be monetized in a given year.
The mandatory annual five (5)-day vacation leave shall be forfeited if not taken
during the year.
Terminal leave is applied for by an official or an employee who intends to sever his
connection with his employer.
Teachers who have at least seven (7) years of continuous service are entitled to
study leave of absence with pay not exceeding one (1) school year subject to
approval of the head of office.
An indefinite sick leave of absence shall be granted to teachers when the nature of
the illness demands a long treatment that will exceed one (1) year at the least.
Teachers vacation service credits refer to the leave credits earned during summer
or Christmas vacation, as authorized by proper authority.
The study leave is a time off from work not exceeding (6) months with pay for the
purpose of assisting qualified officials and employees to prepare for their bar/board
examinations or complete their masteral degree.
All applications for sick leave of absence for one (1) full day or more shall be made
on the prescribed form and shall be filed immediately upon employees return from
such leave.
Notice of absence, however, should be sent to the immediate supervisor and/or to
the agency head.

Application for sick leave in excess of five (5) successive days shall be accompanied
by a proper medical certificate.
Absence on a regular day for which suspension of work is announced. Where an
official or an employee fails to report to work on a regular day for which suspension
of work is declared after the start of the regular working hours, he shall not be
considered absent for the whole day. Instead, he shall only be deducted leave
credits or the amount corresponding to the time when official working hours start up
to the time of suspension of work is announced.
The official/employee who has reached the compulsory retirement age of sixty (60)
but whose service has been extended by the Commission for another six (6)
months, no longer earns leave credits.
An official or employee with pending administrative case/s is not barred from
enjoying leave privileges.
Teachers exposed to hardship to the place of worked determined by the Secretary of
Education shall be compensated hardship allowance equivalent to at least 25% of
their monthly salary (R.A. 4670, Section 19 Magna Carta for Public School
Teachers)
Teachers assigned to places declared by the President as calamity areas shall be
granted the equivalent of five (5) days additional salary per month but payable only
for the duration of the calamity period (R.A. 5447 The Special Education Fund Act).
Teachers exposed to hardship or extreme difficulty in the place of work and teachers
assigned to handle multi-grade classes as determined by the Secretary of DECS
shall be compensated special hardship allowance equivalent to at least 25% of the
basic pay.
Hazard Duty Pay This refers to the compensation premium or allowance paid to
officials and employees actually assigned or stationed in a work area which exposes
them to great danger, occupational risks, or perils in life.
Productivity Incentive Benefits It shall be based on the individual personnel
productivity and performance as evaluated and determined by the heads of the
respective offices/agencies in accordance with the policies and standards set by the
Civil Service Commission.
Cash Allowance to Teachers It is provided for the teachers for the purchase of the
chalk, erasers, forms, and other classroom supplies directly used shall be paid only
to classroom teachers.
Year-end Bonus and Cash Gift All government personnel, whether appointed or
elective under regular, temporary or casual status and contractual personnel whose
employment is in the nature of the regular employee, who are still in the service as
of October 31 each year, are granted with this incentive.

Automatic Annuity Monthly pension is paid guaranteed for five (5) years from the
date of retirement. After the five (5) year period, payment of the monthly annuity
continues if the retiree is still living.
Five-Year Lump Sum This is available only to those who are at least sixty-three (63)
years of age or over on the date of retirement. After five (5) years, if still living,
retiree is paid monthly annuity for life.
Initial Three-Year Lump Sum This is available to those who are at least sixty (60)
years of age on the date of retirement. The subsequent two-year lump sum is paid
to the retiree on his 63rd birthday. . After five (5) years, if still living, retiree is paid
monthly annuity for life.
Salary Adjustment It is based on approved ERF of Teachers Appropriation provided
annually in General Appropriations Act (GAA).
Step Increment It shall be granted to all deserving officials and employees based
on merit and length of service. Appropriations provided annually in the General
Appropriations Act (GAA).
DECS Provident Fund It aims to provide DECS official and employees benefits and
loans for emergency needs, and that of their immediate dependents and that of
their children, for their hospitalization, and that of their immediate dependents, and
for other similar purposes to be determined by the Board of Trustees.
DECS Shelter Program It aims to provide affordable and decent housing to
employees through coordination with government housing and financing institutions
and private subdivision developers.
Automatic Upgrading of Positions for Eligible Public School Teachers through the
ERFs Scheme This is the automatic position upgrading granted to Teacher I who
have rendered twenty (20) years or more with satisfactory teaching service without
the need for filing an application for ERF upgrading.
CHAPTER VIII: Educational Facilities
Terms, Notations and Important Concepts
1. Notes on the Minimum Size of the School sites
Non-central school with one (1) or two (2) classes only and no grade IV 0.5 hectare
Central school with six (6) classes and non-central school with three to four (3-4)
classes 1.0 hectare
Schools with seven to nine (7-9) classes 2.0 hectares
Schools with seven to twelve (7-12) classes 3.0 hectares
Schools with more than twelve (12) classes 4.0 hectares
NOTE: In cases where there is difficulty in meeting the above standards, the
following alternatives are allowed.
FOR RURAL AREAS

Central school with six (6) classes and non-central school with three to four (3-4)
classes 0.5 hectare
Schools with seven to twelve (7-12) classes 1.5 hectares
Schools with more than twelve (12) classes 2.0 hectares
FOR URBAN AREAS

Central school with six (6) classes and non-central school with six to ten (6-10)
classes 0.5 hectare
Schools with seven to twenty (7-20) classes 0.75 hectares
Schools with more than twenty (20) classes 1.0 hectares
FOR SECONDARY SCHOOLS (URBAN AREAS)
500 students or less 0.5 hectare
501 students to 1 000 students 1.0 hectare
1 001 students to 2 000 students 2.0 hectares
2 001 students to 3 000 students 3.0 hectares
FOR SECONDARY SCHOOLS (RURAL AREAS)
General/Vocational 4.0 hectares
Agricultural 5.0 hectares
Fishery, add for projects 2.0 hectares fresh-water fishpond
2. Notes on Donation/Usufruct
Simple Donation It is one whereby a person disposes gratuitously of a piece of
land in favor of the municipality, city, province or the Republic of the Philippines.
Conditional Donation It is one in which imposes condition such as, that the land
should be used only for education. In such case, the property is reverted to the
owner when its use as stipulated in the donation is changed.
Inter vivos donation It takes effect during the lifetime of the donor.
Mortis causa donation It is when the donation took effect only after the donors
death. The donations should conform to the formalities required of a last will.
3. Notes on the External Areas in the School and Other Concerns
The tradition laboratory for agriculture, or what is traditionally known as the school
garden, should be located on an area based on a minimum standard of 40 square
meters of space per pupil.
The allocation area for playgrounds which are needed for physical education
activities may be determined on the basis of a minimum standard for six (6) square
meters of space per pupil.
The circulation area consists of the main walk, the footpaths, and the driveway
which are intended to facilitate movement within the school site.
The mainwalk , which is the primary access from the front gate to the main building,
should at least three (3) meters wide.
The footpaths, which are the secondary access between the different zones and
buildings within the school site, may be one (1) or two (2) meters wide.
The standard driveway, which is intended to serve vehicular traffic inside the school
site, should at least three (3) meters wide.

As a general rule, the top of the pole should be higher than the building to give the
national flag due prominence. A flagpole should be designed and constructed in a
way that is easy to use, and repair as well as contribute to the effectiveness of the
schools visual zone.
The signboard of the school should be of appropriate length and width to
accommodate the name and location of the school. The lettering, in simple block, or
Roman style, should be big enough to be easily readable from the street at a
distance of ten (10) to twenty (20) meters from the school.
In a complete elementary school, there should be a building for Industrial Arts/Home
Economics classes with a minimum standard area of 2.5 square meters per place, or
approximately one hundred (100) square meters.
The recommended orientation of a school building in the Philippines is a
NORTHWEST WEST to SOUTHEAST EAST axial direction, taking into consideration
of sunlight and the direction of prevailing breezes.
The main building facing the front gate should be at least ten (10) meters from the
said gate.
The recommended minimum setback of a school from the street line is five (5)
meters to minimize the intrusive sounds.
The minimum standard for the administrative space is five (5) square meters per
person and an air space requirement of 12.00 cubic meters per person.
The minimum classroom size should be seven (7) meters wide by eight (8) meters
long, which is considered adequate for a class of fifty-six (56) pupils. Desks or chairs
maybe arranged in eight (8) rows with seven (7) desks in a row.
Window openings shall at least ten (10) percent of the floor area of the room,
provided that such opening shall not be less than one (1) square meter.
Toilets and bath should not be less than one-twentieth (1/20) of the floor area of
such rooms, or not less than 240 square millimeters.
The windows shall be located on both of the longer side of the classrooms, provided
with glass, steel, or wood jalousies. The window openings shall be at least 1.5
meters high, and from column to column in width.
The ceiling height of the rooms with natural ventilation shall not be less than 2.70
meters measured from the floor to the ceiling, ceiling height not less than 2.40
meters.
The ceiling should be a dropped ceiling.
The roof should be a cathedral type.
At least two (2) exit doors are required where the number of room occupants is over
fifty (50) in the case of the classrooms, conference roomsetc., a door shall not be
less than 2.10 meters high and 900 millimeters wide.
Repair It involves remedial work done on any damage or deteriorated portion or
portions of a building to restore to its original condition. Prompt attention on repair
jobs will cut down maintenance cost.
Minor repairs involving not more than Php 500 000.00 may be undertaken by the
school head through the school administration, utilizing the Industrial Art classes
teachers and/or community labor.
Renovation It is applied to old school buildings which have weathered the years,
and remained sturdy, but need some facelifting to restore to their original condition.
The Physical facilities coordinator shall take charge of the making the necessary
arrangements for the insurance of all government buildings.

Naming of a school after a living person is prohibited by Republic Act No. 1059,
except where there is a special provision to name it so, as when so provided in the
deed of donation.
Republic Act 7160, Section 99(d) It is known as the Local Government Code,
provides that the Local Sangguniang Bayan has the power to change the name of
the school through an ordinance and upon the recommendation of the School
Board. Approval of the Secretary of education is no longer necessary.
In consideration of the contents of DECS No. 108, s. 1991, Discouraging the
Indiscriminate Renaming of Public Schools and Colleges, a rationale for said
change stating public achievement and recognition of the individual apart from
donating the school site should be submitted.
The proper height of the chalkboard from the floor to its top edge is determined by
multiplying the mean standing height of the class by constant 1.2.
The teacher-school librarian enrolment ratio shall be 500 or less-one (1) teacher
librarian, 501 to 1 000 one (1) full time librarian and one (1) part-time teacherlibrarian, 1 001 to 2 000 one (1) full time librarian and one (1) part time teacher
librarian, and 2 000 and above, additional one (1) full time librarian for every 1
000 additional enrollees.
A teacher-librarian shall have one (1) teaching load; library orientation and literature
appreciation for pupils from Kinder to Grade IV, library lessons for Grades V VI, and
how to do research for High Schools.
The library fund is 5 10 percent of the school fund (based proportionately) as
released by the Division office.
The number of books in the classroom library collection may be a minimum of fifty
(50) books and a maximum of one hundred (100) books, to be replenished from the
school library from time to time.
The sharing of the gross income derived from the operation of the canteen shall be
on a 90/100 basis, ninety percent (90%) for the cooperative and ten percent (10%)
as the share of the school.
4. Notes on Supplementary Materials and Other Concerns
Supplementary Materials these are teachers devices other than textbooks and
Teachers Manuals which aid in the teaching and/or learning of certain concepts and
skills for reinforcement, enrichment, and mastery.
Print Materials These are either published or unpublished such as general
references and subject area specific reference materials that aid in the teaching and
or learning concepts and skills.
General References These are specific materials which provide a variety of
information on topics of general interest.. These include encyclopedias, dictionaries,
yearbooks, biographical dictionaries, bibliographies, geographical sources, atlases,
almanacs, serials and periodicals, and directories.
Subject Area References These are specific materials which provide information on
selected topics which are useful to specific subject areas. These include books in
history, social sciences, skill books, workbooks, reviewers, and illustrations that deal
with specific topic.
Non-print Materials These are supplementary devices other than print materials
such as video tapes, audio cassette tapes, films, transparencies, and multimedia
learning packages, that aid in the teaching and or learning of certain concepts and
skills.

DECS Instructional Materials Council Secretariat (IMCS) It is responsible for the

evaluation and approval of all instructional materials, print and non-print used in
public schools, while evaluation of prices on such materials shall be the
responsibility of the Price Committee.
The Special Education Fund ( Republic Act 5447) It was created to provide
additional financial support exclusively for the public schools.
Adopt a School Program It was established trough Republic Act 8525 which aims to
create multiple partnership with the business sector, foundations, non-government
organizations, and individuals to team-up with DECS in providing the needed
assistance and service to public schools.
Food and Nutrition Package It shall include feeding a child for 120 days within the
school year with foods enrich 300 calories, vitamins, iodine and iron.
Donors Choice Package It shall cover any kind of support a donor wishes to give
the instant adoption and types of assistance are articulated in a Memorandum of
Understanding (MOU) between the donor and the school.