Laoag City INSTITUTIONAL PLANNING AND ORGANIZATIONAL DEVELOPMENT DEPARTMENT

WORK INSTRUCTIONS MANUAL

WI

INSTITUTIONAL PLANNING AND ORGANIZATIONAL DEVELOPMENT

1. PURPOSE To establish and define services of the Institutional Planning and Organizational Development Department along the areas of planning, monitoring and evaluation, budgeting and human resources of the Northwestern University as a basis for formulating effective plans, strategies and projects and policies that shall meet the vision, mission and objectives of the university.
2.

SCOPE AND APPLICABILITY

2.1

Scope: This work instruction (WI) serves as guidepost of the Institutional Planning and Organizational Development Department in the performance of the duties and responsibilities of its officers and/or personnel in relation to the following areas: 2.1.1. Planning and Budgeting 2.1.2 Recruitment and Selection 2.1.3 Training and Development 2.1.4 Compensation and Administration Applicability: This work instruction (WI) applies to the Institutional Planning and Organizational Development Department and all units of the University that have existing transactions and dealings with the former, and to all matters necessary and incidental to the realization of the purposes and functions of the Institutional Planning and Organizational Development Department.

2.2

3. RESPONSIBILITIES The following are the responsibilities of the personnel of Institutional Planning and Organizational Development Department: The Director (DIR) directs the operation of the Institutional Planning and Organizational Development Department (IPODD) staff in achieving its purposes and goals. The Director coordinates the efforts of each individual staff in the preparation of the University Plan proposals and consolidates the approved University Plan. The Director likewise oversees the accomplishment of the individual responsibilities of each member of the staff. All outputs of the staff shall be forwarded to the Director for review, modification and approval. Organizational development 3.2 The Administrative Planning Officer (APO) is responsible for the consolidation of the Annual Development Plan and the University Corporate Plan. The Administrative Planning Officer is also responsible for the collation, evaluation and modification of the different plans proposed by the different departments. All
3.1

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plans that need revision shall be forwarded to the Administrative Planning Officer for preliminary evaluation, who shall then propose the needed amendments. 3.3 The Planning and Budget Assistant is responsible for the preparation of the budgets needed to finance the plans and projects as compiled in the Preliminary Plan and the University Corporate Plan. The Planning and Budget Assistant shall likewise monitor the disbursement of funds for budgeted items and recommend the denial or approval of realignment of funds for items not included in the budget. The Planning and Budget Assistant shall coordinate with the Finance Department in the preparation of the budget in accordance with the University Corporate Plan.
3.4

The Recruitment and Selection Officer is responsible in manpower pooling, processing all qualified applicants for hiring and ensuring that all human resource needs of the whole University are addressed.

3.5 The Recruitment and Selection Assistant is responsible in assisting the Recruitment and Selection Officer in manpower pooling
3.6

The Training and Development Officer (TDO) is responsible for

3.7 The Training and Development Assistant (TDA) is responsible for

3.8

The Compensation and Benefits Administration Officer (CBAO) acts as

3.9 The Compensation and Benefits Administration Assistant (CBAA) acts as

3.10 The

Clerk shall be in charged of ensuring that documents, files forms and records of the Institutional Planning and Organizational Development Department strictly comply with the requirements of the Quality Assurance and ensure that communications and line of coordination are properly executed including the coordination of circulars, memoranda, and recommendations of the Institutional Planning and Organizational Development Department. The Clerk shall also assist the line staff of the Director in preparing the forms of the reports, its graphical presentations among other secretarial work needed by the office as directed by the Director.

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Organizational Structure of the Institutional Planning and Organizational Development Department (IPODD)
4.

SE RVICES OFFERED: The Institutional Planning and Organizational Development Department (IPODD) is an advisory body connected with the Office of the Vice President for Administration that is responsible for providing the administration with factual reports on the general plans, policies, accomplishments and strategies devised to accomplish the vision, mission and objectives of the University which serve as one of the guideposts of the latter in decision making. The office is also responsible in providing variety of programs, activities, policies and functions including but not limited to employment process, classification and employee-management relations, employee records maintenance, employee benefits, training and development and performance appraisal. The Institutional Planning and Organizational Development Department provides among others the following services and functions to the Office of the Vice President for Administration and to the various units of the University when requested and with the due consent of the University President: PLANNING DIVISION
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4.1.1

To propose a Strategic Plan to the President specifying the specific objectives, strategies and program of activities by which these goals are to be accomplished and presented to the President and aid him in making factual based decisions. To collate the proposed annual development plans/action plan and budgets of the different departments coming from the academic, financial, administrative and research, community extension and integrated agriculture development sections of the University formulated in accordance with the strategic plan. To review and evaluate the plans and budgets submitted by the colleges and supporting units of the university.
4.1.3

4.1.2

To align the plans to the vision, mission and objectives of the university and ensure that the same are within the long-term development plan or strategic plan of the institution and give proposals in order to modify and/or improve on said plans.
4.1.4

4.1.5 To consolidate all the plans after the necessary modifications and come up with the comprehensive University Corporate Plan or Quality Plan and present the same to the President. 4.1.6 To monitor the expenses of the different departments through budget feedback or variance analysis to determine whether expenses are within, above or below the approved budget. 4.1.7 To monitor the activities of the different departments of the university in order to determine the status of the existing strategic plan of the university. 4.1.8 To conduct Planning Session at the end of the academic year to present the status of the strategic plan, result of Program Review and Analysis, budgeting procedures and to present directions or forecasts along the areas of academic, administration, financial and research, community extension and integrated agriculture development. 4.1.9 To recommend amendments to existing University policies that will suit the existing external and internal conditions and ensure compliance with the various laws and regulations of the government and to agencies to which the University is affiliated. 4.1.10 To provide technical assistance to the different units of the university when requested and when permitted by the University President. RECRUITMENT AND SELECTION DIVISION

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Recruitment and Hiring Terms and Conditions of Employment Dissemination of Job Description Ranking and Evaluation Promotion and Transfer Enforcement of Disciplinary Actions Issuance of Appointments 4.1.18 Preparation of certificate of employment to employees 4.1.19 Update and safeguarding of 201 files of all employees of the University 4.1.20 Preparation of report of issued appointments for confirmation by the Board of Directors 4.1.21 Issuance of Semestral/Year End/Summer, resignation and long vacation clearance.
4.1.11

4.1.12 4.1.13 4.1.14 4.1.15 4.1.16 4.1.17

TRAINING AND DEVELOPMENT 4.1.22 Review, implementation, documentation and evaluation of training programs 4.1.23 Orientation of University Employees 4.1.24 Conduct/Facilitate First Friday Mass, Necrological Services, Flag Ceremonies other related activities. 4.1.25 Conduct/facilitate performance and peer evaluation to academic and non-academic employees. COMPENSATION AND BENEFITS ADMINISTRATION DEPARTMENT 4.1.26 Preparation of Payroll Authority 4.1.27 Assisting employees on SSS, PhilHealth and BIR transactions 4.1.28 Preparation of certificate of payments of PhilHealth premiums payment of employees 4.1.29 Liaising application for hospitalization, maternity, sickness and other benefits. 4.1.30 Coordination with the Finance Office for the payments of overtime, posting of SSS, Pag-ibig and PhilHealth premiums, loans and salary deduction due to undertime and absences. 4.1.31 Home visitation of employees who are absent due to sickness and/or absent from office without informing his/her supervisor. 4.1.32 Processing, preparation and issuance of memorandum for tardiness, frequent absenteeism, and non-wearing of uniform or proper office attire. 4.1.33 Release of leave forms. 4.1.34 Issuance of resignation PROCEDURES: Detailed procedures of the Institutional Planning and Organizational Development Department in its different scope of responsibilities are contained in the following: W1
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W2 W3 W4

Recruitment and Selection Training and Development Compensation and Benefits Administration

WI 01 PLANNING 1. PURPOSE To review and evaluate the Annual Development Plans (ADPs) of the different colleges and supporting units of the university. 2. SCOPE AND APPLICABILITY 2.1 Scope This work instruction (WI 01) serves as guidepost of the Administrative Planning Officer in the performance of duties and responsibilities in terms of reviewing and evaluating the Annual Development Plans of the academic and non-academic units of the university. 2.2 Applicability The review of action plans is used to align the different objectives and strategies of the different colleges and departments to the long-term strategic plan of the university. 3. RESPONSIBILITY Review of the ADPs is the responsibility of the Administrative Planning Officer (APO). 4. PROCEDURES Procedure for the Review of Annual Development Plans 1. The Administrative Planning Officer reminds the concerned Vice President to submit their Annual Development Plans along with the offices under their stewardship. 2. The Vice Presidents issue a memorandum to the offices under their stewardships to make their Annual Development Plans. 3. Department Heads/Deans/Directors submit a printed copy of their ADPs to the concerned Vice President for correction and consolidation. Corrected Annual Development Plans will then be submitted to the Administrative Planning Officer for review and evaluation. 4. The APO reviews the ADPs using an instrument to have an objective evaluation. The extensiveness and adequacy of each area of the plan are evaluated as well as its alignment to the 10-year development plan/strategic plan. 5. The APO gets the mean score of each area and compares it to the following: 4.51-5.00 Outstanding The conditions or provisions are very extensive/very adequate.
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3.51-4.50 2.51-3.50 1.51-2.50 1.00-1.50 0 NA

Very Good Fair Poor Very Poor Missing

Not Applicable

The conditions or provisions are moderately extensive and adequate. The conditions or provisions are adequate. The conditions or provisions are limited. The conditions or provisions are very limited. The conditions or provisions are missing but necessary. The conditions or provisions do not apply.

If the overall mean rating is taken, the APO is guided with the following recommendation: 4.51-5.00 3.51-4.50 2.51-3.50 1.51-2.50 1.00-1.50 0 NA Outstanding Very Good Fair Poor Very Poor Missing Not Applicable
6.

Maintain the outstanding performance and good planning of the work plan. Improve the areas that need to be strengthened. Intensify the strategies to achieve better performance. Campaign for more support from the stakeholders. Revise the program to include all necessary components and service. Include all necessary conditions to realize objectives. -

The APO consolidates the results of the evaluation and forwards them to the IPODD Director for review. 7. The IPODD Director returns the reviewed evaluation result to the concerned Vice President who will then return such to concerned unit/college with a copy of the evaluation of such. 8. For colleges/units who obtained a FAIR, POOR and VERY POOR rating, the APO with the IPODD Director will conduct one-on-one discussion to the concerned Dean/Directors/Head of Office for revision 9. After departments incorporated the necessary revisions and changes of their plan as resulted from the evaluation, the APO consolidates the revised action plan of the different departments for signature of the concerned Vice Presidents. 10. The final ADPs are presented to the President for signature. 11. Departments implement their annual development plan.

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Flow Chart for the Review of Annual Development Plans

BUDGETING I. PURPOSE

The Budget Office is to assess the institutions performance by administering the institutions budgets in accordance with the mission of the institution and the policies and procedures of the University and to effectively communicate the findings. II. SCOPE

This work instruction serves as guide of the budget division in the performance of the duties and responsibilities of its staff in relation to monitoring and evaluation of the University budget. RESPONSIBILITY The Budget Officer shall consolidate the prepared budget by the different colleges and departments and prepares the budget plan for the ensuing academic year. In close coordination with the finance office shall analyze and evaluate the actual expenditures of the institution against the annual budget plan submitted and
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advises the Director of the appropriateness of a proposed expenditure which shall be the basis of the recommendation of the latter to the university President. The Budget Clerk helps gather budget prepared by all units and departments. It also assists the budget officer in the preparation of supporting schedules of the approved budget. Encodes and consolidate the approved budget (academic and non-academic). Incorporate the disbursement requests in the budget system to facilitate monitoring of the budget. PROCEDURES 4.1 BUDGET PREPARATION GUIDELINES PART I ACADEMIC OPERATIONS A. GENERAL GUIDELINES 1. The Vice President for Academic Affairs is charged with the responsibility of preparing the financial budget under her command covering a specified period. 2. Separate budget shall be prepared individually for every department/office under each college. However, the dean supervises the preparation of these budgets. 3. The accomplished budget, including schedules and worksheets of each department/ office, are submitted to the respective deans for review and consolidation. 4. The dean forwards the consolidated budget, including schedules and worksheets, to the Vice President for Academic Affairs, who, in turn will review and prepare consolidated budget for academic operations after which she will recommend it for approval. 5. The Vice President for Academic Affairs forwards to the Budget Officer the consolidated budget for academic operations including sub-budgets, schedules, worksheets, and supporting documents. 6. The Budget Officer reviews/checks if submitted budget were prepared in conformity with the established budget standards, policies and guidelines. The budget for academic and administrative operations is then consolidated to come up with the master budget for review and endorsement to the President for preliminary approval. The President, after evaluation and review, will present the master budget to the Board of Directors for its final approval. 7. It is recommended that budget for each of the following offices/departments/colleges shall be prepared: 7.1 7.1.1 7.1.2 7.1.3
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Office of the Senior Vice President for Academic Affairs Accreditation Center Guidance Center Center for English Studies
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7.1.4 7.2 7.3 7.3.1 7.3.2 7.3.3 7.3.4 7.3.5 7.3.6 7.3.7 7.3.8

NSTP Dean, Students Affairs Graduate School Office of the Dean Doctor of Philosophy Doctor of Education Master of Arts in Public Administration Master of Arts in Nursing Master of Arts in Education Master in Business Administration Master of Science in Management Engineering

7.4 College of Law 7.5 College of Arts and Sciences 7.5.1 Office of the Dean 7.5.2 Humanities and Languages Department 7.5.3 Math and Computer Science Department 7.5.4 Natural and Behavioral Sciences Department 7.5.5 Social Science Department 7.6 College of Engineering, Architecture and Technology 7.6.1 Office of the Dean 7.6.2 Civil Engineering Department 7.6.3 Electrical Engineering Department 7.6.4 Mechanical Engineering Department 7.6.5 Electronics & Communications Engineering Department 7.6.6 Computer Engineering Department 7.6.7 Architecture Department 7.6.8 Technical Studies 7.7 College of Maritime Education 7.7.1 Office of the Dean 7.7.2 Marine Engineering Department 7.7.3 Marine Transportation Department 7.7.4 1 year Seafarers Department 7.8 College of Allied Health Sciences 7.8.1 Office of the Dean 7.8.2 Nursing Department 7.8.3 Midwifery Department 7.8.4 Medical Technology Department 7.8.5 PT Department 7.9 College of Criminal Justice Administration 7.9.1 Office of the Dean 7.9.2 ETEEAP 7.10 College of Teacher Education 7.10.1 Office of the Dean 7.10.2 Elementary Department 7.10.3 High School Department
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7.12.1 7.12.2 7.12.3 7.12.4

7.10.4 Pre-School Department 7.11 College of Business Education 7.11.1 Office of the Dean 7.11.2 Accountancy Department 7.11.3 Commerce Department 7.11.4 Hotel & Restaurant Management Department 7.11.5 Office Administration Department 7.11.6 Tourism Department 7.12 Educational Resource Center Office of the Director Readers Services Technical Services Educational Media Center 7.13 Registrars Office 7.13.1 Current Records 7.13.2 Non Current Records 7.13.3 Liaison Officer 8. Budgetary amounts to be reflected in the Statement of Projected Income and Expense, Projected Tuition and Other School Fees, Manpower Projections and Projected Capital Expenditures shall be rounded off to the nearest peso.

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B. STANDARD PROCEDURAL GUIDELINES (Budget form #1 & form #4 for the summary) B.1 REVENUES 1. PROJECTED NUMBER OF ENROLLMENT PROJECTED TUITION AND OTHER SCHOOL FEES The budget of an educational institution has two segments: the estimated income or revenue and the estimated expenses. The estimated revenue includes estimates of income from tuition fees, other school fees and estimates of non-educational income from investments, auxiliary services and other miscellaneous income. Past experiences play a vital role in the computation of estimated information. A very helpful guide would be the actual record of enrollment of previous years. I.1 The concerned department head shall forecast the estimated number of enrollment on a per year per course basis for the first semester, second semester and summer of the budget period. The estimated enrollment for each course/college shall be multiplied by the average tuition fee per student to obtain the gross tuition fees. Tuition fees are computed taking into consideration the following guidelines: Year First Year Second Year Third Year Fourth/Fifth Year Tuition Fee Rate Regular Rate Regular Rate Major Rate Major Rate CAS 40% 20% Distribution COLLEGE 60% 80% 100% 100%

The sharing to CAS represents the allocated cost for General Education subjects handled by the CAS faculty. I.2 Assumptions: I.2.1 Tuition and other school fees rates shall be based on the latest rates approved by CHED I.2.2 Average no. of units enrolled per student in every semester shall be 21 units while in summer shall be 6 units. 1. Fees Discounts Scholarship grants to participants of various school activities as well as academic scholars shall be included in the financial budget. Provisions for tuition fee discounts shall be computed based on the existing rates provided in the student handbook.

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2.

GENERAL AND ADMINISTRATIVE EXPENSES 1. A breakdown, computation, nature and purpose shall support each budget item. Use budget for #4 and budget form #5 for the computation. 1.1 Advertising expenses 1.1.1 The PIO/PRO shall provide the budget for banners/streamers as well as motorcade expenses for board passers and other related activities. It also provides budget for TV and newspaper ads. 1.2 Professional fees 1.2.1 Retainer fees of various professionals outside the institution shall be included in the budget of concerned departments 1.2.2 Payments to lecturers/speakers/trainors shall also be included in this budget item. 1.3 SSS, Philhealth, ECC and Pag-ibig Contributions. (Employers share) 1.3.1 SSS, Philhealth, ECC and Pag-ibig contribution shall be computed based on the schedule set by the Social Security Systems. 1.3.2 Pag-ibig fund contribution shall be based on the basic salary of covered employees which shall be equal to 2% of the basic salary but not to exceed to P100.00. 1.3.3 Employers contribution for Philhealth shall be based on a schedules provided by the agency 1.4 Classroom/Office Supplies 1.4.1 Detailed office/classroom supplies requirement shall be listed. Cost for each item may be verified from the inventory/supply office or Purchasing Department. 1.5 Repairs and Maintenance 1.5.1 Repairs of equipment, furniture and other facilities shall be included in the respective users budget. 1.6 Personnel Development. 1.6.1 This item includes registration fees, traveling expenses and per diem in attending company sponsored training, conferences, conventions and other activities of the same nature. 1.6.2 NWU counterpart for salaries and other expenses of faculty members under scholarship shall also be included in this item. 1.7 Traveling expenses this item refers to traveling expenses other than those incurred in attending seminars, conferences and conventions.

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1.8

1.9

1.10

1.11

1.12

1.13

1.14

1.15

1.16

Membership dues Joining fees for affiliation of NWU with professional organizations are included under this budget item. Personal affiliation is not included in this budget. Laboratory Supplies Refers to the supplies needed in every laboratory rooms maintained by the school. This is included in the users respective budget. Student Development This particular item shall be provided under the office of the Dean of Students Affairs. This includes expenses of students in attending seminars, trainings, conferences, conventions and other activities of the same nature. Accreditation Expenses This item shall be provided when there is a scheduled accreditation of the college/department/ concerned during the year. It includes representation, accommodation, travel and per diem of the accreditors. ISO accreditation expenses shall be provided in the QAC budget while accreditation for the colleges shall be provided in the budget of the concernedCollege/Department. Medical Supplies Projections for the medical/dental needs of the students shall be listed with costing for each semester, and summer. This shall be provided in the Medical/ Dental Office budget. Athletics Budget for this item shall be included in the budget of the athletic coordinator. Expenses for intramural, tuition fee discounts for qualified athletes and other related expenses are also included in this budget item. Scholarship Grants This item shall be included in the budget of the Registrars Office which shall cover discounts for brothers and sisters, Employees dependents, In service AFP and PNP, and entrance scholars. Periodicals, Books and Magazines This refers to subscriptions of newspapers, professional magazines and special issues related to the schools official business. This shall be provided under the ERC budget. Research & Extensions This budget item shall be provided under the budget of the concerned College/Department.

3.

MANPOWER PROJECTIONS (Budget Form #2)

1.

List down the names or designation of present office manpower. 1.1 Indicate actual current basic salaries and honorarium disregarding future compensation adjustments. 1.2 Compute and include provision for 13th month pay under the caption of Employees Benefits if the amount is P30,000 or less. Any

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1.3 1.4 1.5

amount in excess of 30,000 shall be taken up under salaries and allowances account. 1.2.1 The 13th month pay is equal to of the employees total annual basic salary. One half (1/2) of the computed amount shall be included in June and the other half in December. Write down designation of projected additional manpower to be hired during the budget year and compute the corresponding compensation based on the present compensation scheme. No provision shall be made for overtime pay. Sum up separately the totals of each money columns to come up with the total manpower and cost.

4.PROJECTED CAPITAL EXPENDITURES (Budget form #3) 1. Ascertain the most important fixed asset needed by the office during the year. List down each item of capital expenditures with brief, concise and comprehensive description. Fill in all other pertinent data being called for. Costing for each item maybe taken from purchasing or supply office.

2.

4. BUDGET FORM/ENCLOSURES Budget form #1 Projected No. of Enrollment Projected Tuition and other School fees #2 Manpower Projection #3 Projected Capital Expenditures #4 Budget Worksheet #5 Statement of Projected Income and Expenses PART II. A. ADMINISTRATIVE OPERATIONS GENERAL GUIDELINES 1. The Vice President for Administrative Operations is charged with the responsibility of preparing financial budget of the office/department/unit/section under his command. 1.1 If a department is composed of various sections, each section is required to prepare a budget. The department head concerned however, shall oversee the preparation until their consolidation to department level. 1.2 The prepared budget, including pertinent schedules and worksheets are submitted to the department head for review and consolidation after which the same shall be submitted to the VP Administration. 1.3 The VP for Administration Operations reviews and approves them after which he will prepare a consolidated budget for Administrative Operations after which he will recommend for its approval.

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The Vice President for Administrative Operations forwards to the Accounting Department the consolidated budget for administrative operations including sub-budgets, schedules, worksheets, and supporting documents. 1.5 The Budget Officer reviews and checks if submitted budget were prepared in conformity with the established budget standards, policies and guidelines. The budgets for academic and administrative operations are then consolidated. Subsequently, a master budget is prepared for submission to Executive Vice President for review and endorsement to the President who will recommend to the BOD for its approval. 1.6 Budgetary amounts to be reflected in the Statement of Projected Income and expenses, Manpower Projections and Capital Expenditures budget shall be rounded off to the nearest peso. 1.7 It is recommended that budget for each of the following offices/departments/units shall be prepared. 1.7.1Office of the Board Chairman 1.7.2Office of the President 1.7.2.1Press Relation and Public Information Office 1.7.2.2Legal Assistant to the President 1.7.2.3Executive Assistant 1.7.2.4Center for Information, Communication and Technology 1.7.2.5Alumni Affairs 1.7.2.6Institutional Planning and Organizational Development Department 17.2.6.1 Monitoring and QAC Evaluation Division 1.7.2.6.2 Planning Division 1.7.2.6.3 Marketing Division 1.7.2.6.4 Budget Division 1.7.2.7Communication and Media Relations Center 1.7.2.8Cultural Affairs 1.7.2.8.1 Saguday Dance Troupe 1.7.2.8.2 Band/Combo 1.7.2.8.3 Choir 1.7.2.9 NWU- Job Placement Office 1.7.2.10 International Affairs and Program Development Center 1.7.2.11 Legal Office 1.7.3 Office of the Executive Vice President/ Corporate Treasurer/ Office of the VP Finance 1.7.4Office of the Vice President for Administrative Operations 1.7.4.1Human Resource Development Office 1.7.4.2Accounting Department 1.7.4.3Treasury Department 1.7.4.4Supply and Inventory Department 1.7.4.5PPDO
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1.7.4.6Medical Office/ X-ray Office 1.7.4.7Dental Office 1.7.4.8Security and Maintenance 1.7.5Office of the Vice President for Research, Community Extension and Integrated Farming 1.7.5.1 University Center for Research 1.7.5.2 Community Extension Center 1.7.5.3 Integrated Agricultural Development Office 2. The concerned department head shall prepare in narrative form a concise statement of his programs and implementing action plans of the budget year. The report must include the objectives, logistic requirements, target dates to start and to complete each project, evaluation of benefits and disadvantages and attendant cost integrated in the financial budget. Projected budgets for the budget year must be ranked according to priority. The President reserves the right to revise/reschedule or hold for further study any or all planned programs/project submitted for approval due to reason of viability, relevance to operations and financial/budgetary constraints.

3.

B. I. II.

STANDARD PROCEDURAL GUIDELINES REVENUES OTHER FEES AND MISCELLANEOUS INCOME MANAGEMENT AND OTHER OPERATING EXPENSES (MOE) 1. Budgeted management and other operating expenses for the budget year shall include approved projections of all investments, costs center and other support and management offices extending support to academic operations but not directly performing academic functions/activities. 2. A breakdown/computation, nature and description must support each budgeted expenditure. Using budget form #5 for each of the following items and budget form #4 for the summary. II.1 Advertising II.1.1 The PR/PI Officer budget includes provision for the cost of ad placements in print, television and broadcast media and other similar expenses for promotional purposes. It shall also include in its budget all relevant costs for audiovisual coverage, production and reproduction of training programs. Likewise, production costs of publishing Gazette shall also be included. II.1.2 Solicitations, donations and other similar transactions shall be provided in the budget of the Office of the President.

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Insurance Premium on insurance coverage of all company owned building and all fixed and movable properties shall be carried under the responsibility of the head for equipment and supplies. II.3 Professional Fees Retainer fees of various professionals outside the institution shall be included in the budget of the concerned office / department II.4 SSS, ECC, Philhealth and Pag-ibig Contribution II.4.1 SSS, ECC and Philhealth contributions are computed based on the schedule set by the Social Security System. II.4.2 Pag-ibig fund contribution shall be based on the basic salary covered employees which shall be equal to 2% but not to exceed P100.00 II.4.3 Employees contribution for Philhealth shall be based on schedule provided by the agency.
II.2

II.5 Taxes, Licenses and Fees II.5.1 Corporate taxes as well as annual business permit expenses shall be included in the Accounting Department Budget under this item. II.5.2 Property taxes shall be computed and provided in the budget of supply and inventory office. II.5.3 Annual vehicle registration for University vehicles shall be included in the budget of PPDO. II.6 Classroom/Office Supplies detailed office supplies requirement of each office shall be listed. Cost of each item maybe verified from the supply/ purchasing office. II.7 Repairs and Maintenance II.7.1 Ordinary repairs of equipment, furnitures and fixtures, office/buildings and other facilities shall be included in the respective users budget. Major repairs, which prolong the life of the asset, shall be charged to capital expenditures budget. II.7.2 Office/buildings and initial installation of company equipment, furniture and fixtures are included in the provision for capital expenditures. II.8 Security and Other Services compensation of the security guards as well as the consultant for security shall be provided in the budget for security office. II.9 Personnel Development this item includes expenses such as transportation, registration fees, per diem of administration personnel while attending company sponsored trainings, conferences, conventions and other activities of the same nature. 3.0 Representation and Entertainment This budget item pertains to expenses in entertaining guests not connected with the company for official businesses or in representing the corporation to government agency or in the business community. Provisions for representation

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3.1 3.2 3.3

3.4

3.5

3.6

3.7

and entertainment are limited only to top management budget particularly to the office of the President Membership Dues this includes fees for institutional affiliation with professional organizations. Personal affiliation is not included. Gas and Oil This budget item includes gasoline expenses for the official company cars. This is included in the budget of PPDO Meetings and Conferences Expenses during board meetings including per diem of the board of directors and other related expenses are included in this item under the office of the Chairman of the Board. Periodicals, Books and Magazines this refers to subscriptions of professional magazines/special issues related to the institutions official business. This item shall be provided in the budget of ERC. Medical Supplies Projections for the medical needs of the employees shall be provided by the Office of the Medical and Dental offices. Employees Benefits This budget item shall be under the responsibility of the personnel office. It shall include the following: a. Company uniforms/clothing allowance b. Unused sick leave conversion c. Separation pay d. Employees pension plan e. 13th month pay All other expenses such as freight, handling and delivery, interests, light, water and power and postage, telephone and telegraph cash discounts will be provided by the Accounting Department.

III.

MANPOWER PROJECTION (Budget form #2) 1. List down name/designation of present office manpower. 1.1 Indicate actual current basic salaries and honorarium disregarding future compensation adjustments. 1.2 Compute and include provision for 13th month pay under the caption Employees Benefits if the amount is P30,000 or less. Any amount in excess of P30,000 shall be taken up under salaries and wages account. 2. Write down designation of projected additional manpower to be hired during the budget year and compute the corresponding compensation based on the present compensation scheme. 3. No provision shall be made for overtime pay. 4. sum up separately the totals of each money column to come up with the total manpower and cost.

IV.

BUDGET FORM/ENCLOSURES

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Budget form

#2 #3 #4 #5

Manpower Projection Projected Capital Expenditure Budget Worksheet Statement of Projected Income and Expenses

4.1

ADOPTION ON THE BUDGET 4.1.1 BUDGET PREPARATION AND APPROVAL

After the budget is prepared and consolidated to form the master university budget, it shall be presented to the Board of Directors for final approval by the President. Prior to this however, the budget must be screened by the Budget Officer for possible recommendations and ensures that supporting data are readily available if the need arises. 4.3 EXECUTION The Budget Officer shall prepare/print and distribute copies of the approved budget through channels of authority. He/She initiates revisions due to some factors such as increase in general prices, major change in plan brought about by demands of faculty members, employees and other conditions that would render the budget unrealistic. 4.4 BUDGET MONITORING & CONTROL The Budget Department shall control availment particularly the expenditures. It shall prepare reports showing variances of the actual versus budget. 1.5 DISBURSEMENT PROCEDURE 1.5.1 1.5.2 1.5.3 The disbursement cycle starts with the preparation of a written request to purchase goods (office supply, etc.) or services duly approved by the Deans/Heads of offices or departments. After the written request has been approved by the Deans/Heads of offices, it will then be forwarded to the SVPAA for Academic and VP Admin for non-academic for recommendation. The requests with recommendation will be forwarded to the President for approval. a. The President will refer the request to the Budget officer regarding its budget status. The approved requests will be forwarded to the Office of the Chief accountant for the preparation of vouchers and other related documents.

1.5.4

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1.5.5

The Chief Accountant shall provide the Budget Officer a copy of actual check disbursement for monitoring purposes.

WI 02 RECRUITMENT AND SELECTION 1. PURPOSE Specifically, the purposes of recruitment are: 1. Determine the present and future requirement of the organization in conjunction with its personnel planning and job analysis activities; 2. Increase the job pool of job candidates at minimum cost; 3. Help increase the success rate of the selection process by reducing the number visibly under qualified or job application; 4. Help reduce the probability that job applicants, once recruited selected, will leave the organization only after a short period of time; 5. Being identifying and preparing potential job applicants who will be appropriate candidates; 2. SCOPE 2.1 Scope This work instruction covers the effectiveness and efficiency of recruitment in order to provide a quality human resource for the University. 3. RESPONSIBILITY The Recruitment and Selection office and the Recruitment and Selection Assistant are responsible in manpower pooling, processing all qualified applicants for hiring and ensuring that all human resource needs of the University are addressed. 4. PROCEDURES 4.1 RECRUITMENT AND HIRING 4.1.1. Dean/Head of Office/Director fills up the Department Needs Form. 4.1.2. Submit the form to the Senior Vice President for Academic Affairs or Vice President for Administration for academic and nonacademic employees respectively. 4.1.3. The Recruitment and Selection Officer then, 4.1.3.1. Endorses approved requisition form and gives instruction to the Recruitment and Selection Assistant. 4.1.3.2. Instructs the Recruitment and Selection Assistant to advertise the said vacant position within the University and/or coordinate with other agencies for possible endorsements. 4.1.3.3. Recruitment and Hiring Assistant accepts application letters and requires the applicant to submit the following documents: 4.1.3.3.1. Resume/Biodata 4.1.3.3.2. 2x2 ID Picture 4.1.3.3.3. Official Transcript of Records
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4.1.3.3.4. Diploma 4.1.3.3.5. PRC Certificate 4.1.3.3.6. PRC Board Rating 4.1.3.3.7. Civil Service Eligibility, if any 4.1.3.3.8. Certificate of Employment 4.1.3.3.9. Police Clearance 4.1.3.4. Recruitment and Selection Assistant checks the authenticity of documents submitted by the applicants. 4.1.3.5. Screens application forms of possible aspirants and determine which applicants are most suitable and qualified to meet the standards/requirements by the office. 4.1.3.6. Conducts initial interview to qualified applicants. 4.1.3.7. Gives commentaries to those applicants who were interviewed and endorse the documents to the IPODD Director for another interview. 4.1.3.8. IPODD Director returns accomplished forms for interview to the Recruitment and Selection Officer. 4.1.3.9. Recruitment and Selection Assistant endorses the applicant/s to the College Dean/Department Head/Head of Office/Director for interview. 4.1.3.10. College Dean/Department Head/Head of Office/Director gives comments to the applicant and recommends the same if qualified and endorse for next steps for hiring. 4.1.3.11. For academic applicants, the Recruitment and Selection Officer coordinates with the college/department in need to evaluate teaching competencies through a teaching demonstration or actual demonstrations. Applicants for non-academic employees shall be endorsed for the computer proficiency exam. 4.1.3.12. Recruitment and Selection Officer instructs the Recruitment and Selection Assistant to refer applicants to the Guidance Center for the Psychological Exam and to the Center for English Studies for the English Proficiency Exam. 4.1.3.13. Recruitment and Selection Assistant coordinates with the Guidance Center and Center for English Studies for the results of the examinations. 4.1.3.14. The IPODD Director, Recruitment and Selection Officer together with the Dean/Head of Office/Director conducts a panel interview with the applicant. 4.1.3.15. Recruitment and Selection Officer evaluates the screening results and prepare list of qualified applicants for endorsement and approval based on the following criteria: 4.1.3.15.1.1. Educational Qualification 4.1.3.15.1.2. Work Experience 4.1.3.15.1.3. Interview 4.1.3.15.1.3.1. Initial/Final Interview 4.1.3.15.1.3.2. Actual Demonstration (teaching personnel) 4.1.3.15.1.3.3. Teaching Demonstration (teaching personnel)
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4.1.3.15.1.4. Computer Skills Test (non-academic) 4.1.3.15.1.5. Results of Examination 4.1.3.15.1.5.1. Psychological Exam 4.1.3.15.1.5.2. English Proficiency 4.1.3.15.1.6. Other Qualifications 4.1.3.15.1.6.1. Board Rating Such shall be submitted to the IPODD Director for evaluation. 4.1.3.16. Recruitment and Selection Officer and Recruitment and Selection Assistant conduct background investigation to qualified applicants. 4.1.3.17. Recruitment and Selection Officer prepares a communication letter presenting the name of the qualified applicant/s, summary of qualifications and arranged them according to their ranks. Such shall be given to the concerned dean/head of office for their signature and submits to the SVPAA (academic) or to the VPA (non-academic) noted by the IPODD Director for their recommendation and to the President for approval. 4.1.3.18. Once approved, the Recruitment and Selection Officer instructs the Recruitment and Selection Assistant to inform the successful applicant. 4.1.3.19. Recruitment and Selection Officer shall conduct preorientation to new employees to be assisted by the Recruitment and Selection Assistant. Topics to be discussed shall be: 4.1.3.19.1. Leave Credits 4.1.3.19.2. Scholarships 4.1.3.19.3. Wearing of Proper Office Attire/Uniform 4.1.3.19.4. Wearing of Identification Cards 4.1.3.19.5. Use of Biometrics 4.1.3.19.6. Medical/Laboratory Requirements 4.1.3.19.7. Others 4.1.3.20. Recruitment and Hiring Officer informs the selected applicants of the effectivity date of appointment. 4.1.3.21. Recruitment and Hiring Assistant prepares: 4.1.3.21.1. Three (3) copies of employment contract 4.1.3.21.2. Job Description 4.1.3.21.3. Checklist of unsubmitted documents. 4.1.3.22. Recruitment and Hiring Officer issues job description, employment contract ad explains to the newly hired employee his/her basic functions, duties and responsibilities. 4.1.3.22.1. For the employment contract: 4.1.3.22.1.1. Newly hired applicant reviews the terms and conditions stated in the contract. 4.1.3.22.1.2. If the newly hired applicant agrees to the terms and conditions set by the employer as stated in the employment contract, the employee affixed his/her signature. 4.1.3.22.1.3. The employee shall sign in the presence of two (2) witnesses, the Dean/Head/Director at the left side portion and SVPAA (academic) or VPA (nonacademic) at the right side portion.

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4.1.3.22.1.4. Recruitment and Hiring Assistant forwards the contract to the President for signature. 4.1.3.22.1.5. Recruitment and Hiring Assistant prepares accomplished contract for notary public. 4.1.3.22.1.6. Recruitment and Hiring Assistant issues a copy of employment contract to the following - One (1) copy for the employee - One (1) copy for 201 file - One (1) copy for Attorney 4.1.3.23. Recruitment and Hiring Assistant issues an employee number for the identification card. 4.1.3.24. Recruitment and Selection Assistant prepares appointment and Compensation and Benefits Administration Assistant for the payroll authority. 4.1.3.25. Recruitment and Selection Officer and Compensation and Benefits Administration Officer check the appointment and payroll authority respectively. The same shall be countersigned by the IPODD Director to be submitted to respective Vice President. 4.1.3.26. Appointments and Payroll Authority shall then be endorsed to the President for signature. 4.1.3.27. Recruitment and Selection Officer submits list of new employees to the President for confirmation of the Board of Directors. 4.1.3.28. Recruitment and Hiring Assistant prepares a list of employees whose contracts shall expire and endorse it to the Recruitment and Selection Officer. 4.1.3.29. Recruitment and Selection officer thru the IPODD Director notifies the expiration of contract of probationary and contractual employees. 4.1.3.30. Employee shall make a letter of request if the same is interested in renewing his/her contract as per recommendation of renewal of his/her immediate supervisor. 4.1.3.31. Recruitment and Selection Officer shall endorse employee for renewal. 4.2. TERMS AND CONDITIONS OF EMPLOYMENT 4.2.1. Probationary Employees 4.2.1.1. Recruitment and Selection Officer instructs the Recruitment and Hiring Assistant to issue notices of end of contract. 4.2.1.2. Recruitment and Selection Officer informs the Dean to submit recommendations for re-hiring to be recommended by the Senior Vice President for Academic Affairs and approved by the University President. 4.2.1.3. Recruitment and Selection Assistant prepares needed documents for rehiring.

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4.2.1.4. In caw, where employee has not attained the necessary qualifications within the three (3) years maximum probationary period: 4.2.1.4.1. Recruitment and Selection Officer instructs the Recruitment and Selection Assistant to consolidate and submit names of employees who have reached maximum probationary period. 4.2.1.4.2. Recruitment and Selection Officer evaluates and makes a report on records of submitted names to be submitted to the IPODD Director. 4.2.1.4.3. IPODD Director shall make necessary recommendations and submit such report to the SVPAA for information. 4.2.1.4.4. Depending on the recommendation of the SVPAA the Recruitment and Selection Officer shall make notice to the concerned employees. 4.2.1.4.5. The IPODD Director and the Recruitment and Selection Officer provides counseling to employee (s) who seek assistance for clarification, explanation and advise. 4.2.1.5. In cases, where employees fail to comply with the requirement (1 year extension of probationary period 4.2.1.5.1. Recruitment and Selection Officer instructs the Recruitment and Selection Assistant to consolidate names of employees who fail to comply with the requirements 4.2.1.5.2. Recruitment and Selection Officer prepares a communication noted by the IPODD Director, to be submitted to the SVPAA for recommendation, to be approved by the President. 4.2.1.5.3. Recruitment and Selection Officer notifies employee concerned for termination of employment.
4.2.2. CASUAL/CONTRACTUAL EMPLOYEES 4.2.2.1. Recruitment and Selection Officer notifies

the Head of Office/Director that one of his/her personnel is scheduled for end of contract. 4.2.2.2. The Head of Office/Director coordinates with the IPODD Office with regards to his/her recommendation on the employees employment status. 4.2.2.2.1. If to be renewed, the Recruitment and Selection Assistant gives the employee a notice of expiration of contract for renewal. If not recommended for renewal, the Recruitment and Selection Assistant issues a notice of expiration not for renewal. 4.2.2.2.2. If to be renewed, the Employee fills up the form and makes a letter of intent for renewal to be submitted to his/her immediate supervisor. If not to be renewed, the employee receives the notice for end of contract. 4.2.2.2.3. The Head of Office/Director receives the letter of intent from the employee and makes his/her necessary recommendation thru the IPODD Director and to the Vice President for Administration, approved by the President.

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4.2.2.2.4. Recruitment and Selection Officer instructs the Recruitment and Hiring Assistant to inform the concerned employee/head of office/director. 4.2.3. PART TIME EMPLOYEES 4.2.3.1. Recruitment and Selection Officer notifies the Dean/Head of Office/Director that one of his/her personnel is scheduled for end of contract. 4.2.3.2. The Dean/Head of Office/Director coordinates with the IPODD Office with regards to his/her recommendation on the employees employment status. 4.2.3.2.1. If to be renewed, the Recruitment and Selection Assistant gives the employee a notice of expiration of contract for renewal. If not recommended for renewal, the Recruitment and Selection Assistant issues a notice of expiration not for renewal. 4.2.3.2.2. If to be renewed, the Employee fills up the form and makes a letter of intent for renewal to be submitted to his/her immediate supervisor. If not to be renewed, the employee receives the notice for end of contract. 4.2.3.2.3. The Head of Office/Director receives the letter of intent from the employee and makes his/her necessary recommendation thru the IPODD Director and to the Senior Vice President for Academic Affairs, approved by the President. 4.2.3.2.4. Recruitment and Selection Officer instructs the Recruitment and Hiring Assistant to inform the concerned employee/dean/head of office/director. 4.2.4. RESIGNATION OF EMPLOYEES 4.2.4.1. In case of resignation or pre-termination of contract by the employee: 4.2.4.1.1. After signing the contract of employment or having shown overt acts to renew contract, an employee is still deemed in active service to the University. 4.2.4.1.2. The employee who intends to resign or pre-terminate contract of employment must submit a letter to his/her immediate head one (1) month prior to the letter of resignation on the ground of just cause. 4.2.4.1.3. The immediate head will either allow or deny due course to the letter of resignation on the ground of just cause. 4.2.4.1.3.1. If DENIED, the resigning employee has to seek reconsideration, otherwise he/she shall still be bounded by the contract and has an obligation to fulfill the provisions therein; 4.2.4.1.3.2. If ALLOWED, the resignation letter shall be forwarded to the IPODD Director for recommendation to the SVPAA/VPA and to the President for approval. 4.2.4.1.3.3. Upon approval by the President, the employee shall accomplish clearance for termination of employment with the IPODD.
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employee fills up the clearance to be signed by the concerned heads of offices, to be approved by the President. 4.2.4.1.3.5. Duly accomplished clearance shall be forwarded to IPODD for its entry on the 201 file of the employee concerned. 4.2.4.1.3.6. A copy of the clearance shall also be filed at the Finance Office for termination of payment of salaries. 4.2.4.1.3.7. Only when the clearance is submitted and has been duly accomplished and submitted to the IPODD and Finance Office shall the employee be considered resigned and separated from the University. 4.2.4.1.4. The Recruitment and Selection Assistant files a copy of the clearance, removes the name of the employee from the employees database and keeps the 201 file in the archives. 4.3. REVISION OF DUTIES AND RESPONSIBILITIES I. PURPOSE To provide job description of new position/s in the University and assist offices/departments/colleges in the update and/or revision of such in accordance to the current needs and trends of the positions. II. SCOPE This work instruction covers the processing of update and revision of job description due to needs and changes of the current trend of employment. III. RESPONSIBILITY The Recruitment and Selection officer and the Recruitment and Selection Assistant are responsible in the processing of revision and updating the job descriptions of employees. IV. PROCEDURE 4.3.1. For Existing Job Description: Recruitment and Hiring Assistant receives approved request of Dean/Director/Head of Office 4.3.1.1. The Recruitment and Selection officer requests the Dean/Director/Head of Office to revise the job description. 4.3.1.2. The IPODD Director and Recruitment and Selection officer evaluates the revised job description and submits to the SVPAA for the academic or to the VPA for non-academic, for recommendation. 4.3.1.3. The Recruitment and Selection Officer instructs the Recruitment and Hiring Assistant to submit revised job description to the Document Controller of the Quality Assurance Center for documentation. 4.3.1.3.1. The Quality Assurance Center shall then process the document to be approved by the President. 4.3.1.3.2. The Quality Assurance Center provides a copy of the job description to the IPODD Office.
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and Hiring Assistant provides the Dean/Head of Office/Director and the concerned employee/s a copy of the job description. 4.3.2. For Job Description of New Position: Recruitment and Hiring Assistant receives approved request of Dean/Director/Head of Office. 4.3.2.1. The Recruitment and Selection officer requests the Dean/Director/Head of Office to fill up the questionnaire for job description revision as a basis in formulating the new job description. 4.3.2.2. 4.3.2.3. The Head of Office/Director/Dean formulates the new job description for a new position and consults with other colleges/department concerned as well as other experts in the field for any recommendations. 4.3.2.4. The IPODD Director and Recruitment and Selection officer evaluates the revised job description and submits to the SVPAA for the academic or to the VPA for non-academic, for recommendation. 4.3.2.5. The Recruitment and Selection Officer instructs the Recruitment and Hiring Assistant to submit job description to the Document Controller of the Quality Assurance Center for documentation. 4.3.2.5.1. The Quality Assurance Center shall then process the document to be approved by the President. 4.3.2.5.2. The Quality Assurance Center provides a copy of the job description to the IPODD Office. 4.3.2.6. Recruitment and Hiring Assistant provides the Dean/Head of Office/Director and the concerned employee/s a copy of the job description.
4.3.3. UPDATE

4.3.1.4. Recruitment

ON JOB DESSCRIPTION MANUAL 4.3.3.1. The Recruitment and Selection Officer maintains a manual of job description of the different University job titles. 4.3.3.2. Informs/Follow-ups the Quality Assurance Center of new position/revised job descriptions for inclusion of the same in the manual. 4.3.3.3. Updates duties and responsibilities of positions if the same needs modifications or otherwise and inform the Quality Assurance Center of the revision for proper documentation

4.4. ISSUANCE OF APPOINTMENT LETTERS I. PURPOSE To be able to document the appointment and change of appointment of employees. II. SCOPE This work instruction covers the preparation of appointment letter of academic and non-academic employees. III. PROCEDURE

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4.4.1. Recruitment and Hiring Assistant prepares the following appointment letter to: 4.4.1.1. Newly hired employees 4.4.1.2. Promoted employees 4.4.1.3. Employees with assignments 4.4.1.4. Employees whose position were changed due to promotion or demotion 4.4.1.5. Probationary/Contractual employees who becomes permanent 4.4.2. Recruitment Officer checks appointments and submits same to the IPODD Director. 4.4.3. Recruitment Selection Assistant forwards appointment letters to the Office of the Senior Vice President for Academic Affairs (academic) or Office of the Vice President for Administration (for non-academic) for signature then to the Office of the President for approval. 4.4.4. Issues approved appointments to concerned employees and maintain a copy for 201 file. 4.5. PREPARATION OF REPORT FOR CONFIRMATION OF THE BOARD OF DIRECTORS I. PURPOSE To be able to consolidate report for confirmation of the Board of Directors. II. SCOPE This work instruction covers the following: 1. List of newly hired employees, employees with change in position, employees promoted and employees with concurrent positions subject for confirmation. 2. Preparation of appointments with confirmation of the Board of Directors. 3. Issued of confirmed appointments. III. RESPONSIBILITY The Recruitment and Selection Assistant is responsible in preparing the list employees whose appointments are subject for confirmation. IV. PROCEDURE Recruitment and Selection Assistant consolidates data for confirmation by the Board of Directors submits to Recruitment and Selection Officer and IPODD Director for signature. 4.7. List is forwarded to the Senior Vice President for Academic Affairs and Vice President for Administration for recommendation then to the Office of the President for approval by the President and Board of Directors. 4.8. Recruitment and Selection Assistant prepares appointments with confirmation from the Board of Directors. 4.9. Recruitment and Selection Assistant issues appointment to concerned employee/s and maintains file for reference.
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4.10.

TRANSFER AND PROMOTION

I. PURPOSE To be able to monitor and recommend employees for promotion and transfer as soon as they are qualified with the proposed movement as part of their growth and development. II. SCOPE This work instruction covers all movements of employees either by promotion or transfer within the University. III. RESPONSIBILITY The Recruitment and Selection Officer and Recruitment and Selection Assistant process the promotion and transfer of employees. The Dean/Directors/Heads of Offices recommend the said movement for the approval of the President. IV. PROCEDURE 4.10.1. Dean/Director/Head of Office makes a letter of recommendation for promotion/transfer of an employee thru the Vice President concerned addressed to the President. 4.10.2. Vice President concerned makes necessary recommendations or queries to the IPODD. 4.10.3. IPODD Director gives feedback with regards to employees qualifications, evaluations and other related concerns with regards to promotion. 4.10.4. Vice President either recommends or disapproves the promotion/transfer of an employee. 4.10.5. If approved, letter recommendation is submitted to the President for approval. If disapproved, letter is returned to the Dean/Director/Head of Office concerned. 4.10.6. President approves the recommendation and forwards letter to the IPODD Office. 4.10.7. Recruitment and Selection Officer and Compensation and Benefits Administration Officer makes the appointment and the payroll authority respectively. 4.10.8. Recruitment and Selection Officer instructs the Recruitment and Selection Assistant to inform the college/department/employee concerned of the approval of recommendation and the date of effectivity of appointment. 4.10.9. STATUS OF EMPLOYMENT 4.10.9.1. Recruitment and Selection Officer recommends to the President thru the endorsement of the IPODD Director the possible appointment of employees.

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4.10.9.2. Recruitment and Selection officer formulates a report, with the assistance of the Recruitment and Selection Assistant, as to the status and duration of employment of employees. 4.10.9.3. Recruitment and Selection Officer maintains a record of qualified personnel for promotion and or transfer status. 4.10.10. RE-ALIGNMENT 4.10.10.1. IPODD makes a letter informing concerned Dean/Head of Office/Director regarding the possibility of re-alignment of personnel under his/her supervision. 4.10.10.2. Recruitment and Selection Officer prepares a memorandum for realignment of employees. 4.10.10.3. Recruitment and Selection Assistant submits memo to the IPODD Director for signature and forwards the memo to the SVPAA (academic) or VPA (non-academic) for signature. 4.10.10.4. Recruitment and Selection Assistant issues memo to employee concerned and maintains a copy to be appended on his/her 201 File for reference. SAFEGUARDING OF 201 FILES

4.11.

I. PURPOSE To be able to safeguard the 201 file of all employees of the University. II. SCOPE This work instruction covers the safekeeping and confidentiality of 201 file records. III. RESPONSIBILITY The Recruitment and Selection Assistant is responsible in the safekeeping of the 201 files of all employees. The custodian shall hold in confidence of all documents of personnel. IV. PROCEDURE 4.11.1. A request letter shall be made by the employee addressed to the IPODD Director for requisition of copy of documents needed. Only personal documents shall only be allowed to be borrowed such as certificates of trainings and seminars, employment certificates, diploma, transcript of records, marriage and birth certificates. This is only allowed during Accreditation, ISO Audit and for ranking and evaluation purposes. 4.11.2. The IPODD Director signifies his/her approval depending on the cause of request. 4.11.3. When approved, the requesting employee shall personally come to secure documents. A logbook shall be signed by the employee before the issuance of documents. 4.11.4. All documents borrowed shall be returned the same day to safeguard confidentiality.
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4.11.5. Upon returning of the borrowed documents, the Recruitment and Selection Assistant verifies and checks before keeping the same to the 201 filing cabinet. 4.11.6. The Recruitment and Selection Assistant shall make a note Returned in the logbook. 4.12. UPDATE OF 201 FILE AND EMPLOYEES DATABASE

I. PURPOSE To be able to determine the completeness and authenticity of documents submitted by the employees for their 201 files and employees database. II. SCOPE This work instruction covers the update of 201 file and employee database. III. RESPONSIBILITY The Recruitment and Selection Assistant is responsible in checking and verifying the completeness and authenticity of documents in the 201 file. IV. PROCEDURE 4.12.1. Recruitment and Selection Assistant evaluates 201 files of employees. 4.12.2. Recruitment and Selection Assistant informs the IPODD Director of employees who have incomplete documents for reference and remedial actions. 4.12.3. IPODD Director instructs the Recruitment and Selection Assistant to prepare memorandum to concerned employees to update their 201 file. 4.12.4. Recruitment and Selection Assistant submits memorandum to IPODD Director for signature. 4.12.5. Recruitment and Selection Assistant issues memorandum to concerned employees. 4.12.6. Recruitment and Selection Assistant keeps a record of memorandum for 201 file 4.12.7. Recruitment and Selection Assistant reviews documents submitted for update. 4.12.7.1. Before filing documents submitted, the Recruitment and Selection Assistant updates the employees database before filing. 4.12.8. The Recruitment and Selection Assistant maintains records from the 201 file and Employees Database 4.12.8.1. List of resigned employees 4.12.8.2. List of terminated employees 4.12.8.3. List of employees indicating their position, department, educational attainment, employment status, academic rank/job grade, civil status, age and sex 4.12.8.4. Summary on the total number of employees as to employment status and gender 4.12.8.5. Number of years rendered by the employees 4.12.8.6. Administrative Officers
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4.12.8.7.

List of Academic and Non-Academic Employees

4.13.

ENFORCING DISCIPLINARY ACTIONS

I. PURPOSE To be able to enforce the set of disciplinary action of the University to serve as guidance for all employees. II. SCOPE This work instruction sets a quality and just disciplinary action that covers all employees of the University. III. RESPONSIBILITY The IPODD Director and the Recruitment and Selection Officer ensure that all procedures are strictly followed and endorse it to concerned Vice President for their recommendations to be forwarded to the President for approval. IV. PROCEDURE 4.13.1. IPODD receives information through a letter regarding a violation to any University rules, regulations and/or policies. 4.13.2. IPODD Director instructs the Recruitment and Selection Officer to memoranda indicating the violation. 4.13.3. Recruitment and Selection Officer informs the employee for any violation committed regarding university rules, regulations and policies through written memoranda. 4.13.4. Recruitment and Selection Officer conducts counseling for first time offenders. For successive offenders of the same nature, the Recruitment and Selection Officers issues a memoranda with corresponding administrative sanctions. 4.13.5. IPODD Director recommends to the President thru endorsement of the SVPAA (academic) or VPA (non-academic) that such repeated cases be elevated to an Efficiency and Separation Board (ESB). 4.14. ISSUANCE OF SEMESTRAL/YEAR END/SUMMER, RESIGNATION AND LONG VACATION CLEARANCE I. PURPOSE To be able to verify the documents needed for 201 file update. II. SCOPE

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This work instruction covers the completeness of 201 file to issue a semestral/year-end/summer clearance. III. PROCEDURE: 4.14.1. The Recruitment and Selection Assistant requires employees to submit lacking documents for their 201 file before issuance of clearance. 4.14.2. The Recruitment and Selection Assistant verifies submitted documents and encodes it at the employees database. 4.14.3. The Recruitment and Selection Assistant issues semestral clearance before the end of every semester for probationary, part-time and contractual employees. Year end clearance is issued before the end of the school year to all employees. 4.14.4. The Recruitment and Selection Assistant checks and receives accomplished clearance and maintains a copy for reference. 4.14.5. For Resignation and long vacation: 4.14.5.1. Employee files a resignation or asks permission for long vacation addressed to his/her immediate head. 4.14.5.2. Concerned office forwards to SVPAA for academic employees or VPA for non academic employees for recommendation/action. 4.14.5.3. OSVPAA/OVPA shall forward letter of resignation or request for long vacation to the Compensation and Benefits Division and/or Finance Division to check accountabilities. 4.14.5.4. Compensation and Benefits Department/Finance Office shall check and forwards any accountability. 4.14.5.5. SVPAA or VPA makes necessary recommendation/s and forwards it to the Office of the President for approval. 4.14.5.6. Upon approval by the President, the Recruitment and Selection Assistant issues clearance to the concerned employee. 4.14.5.7. The Recruitment and Selection Assistant checksr and receives accomplished clearance and maintains a copy for reference. RESIGNED EMPLOYEE ARCHIVES

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WORK INSTRUCTIONS MANUAL

WI 03 TRAINING AND DEVELOPMENT

Issue Status:

Revision:

Date:

01 June 2009

Approved By:

President

Page: 36 of 36