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Provincial Human Resources Management Office

Programs & Projects

PROGRAMS AND PROJECTS

The program of the HRMO shall gear toward strengthening the managerial, technical function to fulfill organizations mission to achieve its goal. 

 

  1. Recruitment, Selection & Placement
  2. Centralized personnel records of all provincial government employees including devolved.
  3. Provide and prepare comprehensive training program/seminars in line with the objective of the CSC.
  4. Implement continuous reward and incentive award program (PRAISE) for government employees.
  5. Provide information system to government employees.
  6. Provide chronological IDs of Government employees.
  7. Provide good management employees relations in the workplace. (Grievance machinery)
  8. Administer employee compensation (as prescribed by the DBM) & other employees Welfare program and benefits.
  9. Conceptualize the norms of conduct and discipline of employees in the Civil Service.
  10. Enjoin compliance in Performance Based Security of Tenure thru PES.
  11. Responsible for the payroll administration of the PGL permanent personnel.
  12. The HRMO is presently designated as Head of the Technical Working Group of Laguna University, together with some employees as members of Secretariat.
 
 

MERIT SELECTION AND PROMOTION PLAN

GRIEVANCE MACHINERY

 

 
                    In line with the Revised Policies on Employee Suggestions and Incentive Awards System (ESIAS) provided under CSC Resolution No. 010112 and CSC MC No.    01    S. 2001, the Provincial Government of Laguna adopts the herein Program Awards on Incentives for Service Excellence (PRAISE) to be referred to as Provincial Government of Laguna’s PRAISE.
 
I.                BASIC POLICIES
    
1.1 The Provincial Government of Laguna shall establish its own employee suggestions and incentive awards system.
 
1.2 The system shall be designed to encourage creativity, innovativeness, efficiency, integrity and productivity in the public service by recognizing and rewarding officials and employees, individually or in groups for their suggestions, inventions, superior accomplishments and other personal efforts which contribute to the efficiency, economy, or other improvement of agency operations, or for other extraordinary acts or services in the public interest.
 
1.3 The PRAISE shall adhere to the principle of providing incentives and awards based on performance, innovative ideas and exemplary behavior.
 
1.4 The PRAISE shall give emphasis on the timeliness of giving award or recognition. Aside from the conferment of awards during the traditional or planned awarding ceremonies, the spirit of on-the-spot grant of recognition shall be institutionalized.
 
1.5 The PRAISE shall provide both monetary and non-monetary awards and incentives to recognize, acknowledge and reward productive, creative, innovative and ethical behavior of employees through formal and informal mode.
For this purpose, the System shall encourage the grant of non-monetary awards. Monetary awards shall be granted only when the suggestions, inventions, superior accomplishments and other personal efforts result in monetary savings which shall not exceed 20% of the savings generated.
 
1.6 At least 5% of HRD Funds shall be allocated for the PRAISE and incorporated in the Agency’s annual Work and Financial Plan and Budget.
 
1.7 The PRAISE shall be institutionalized through the creation of a PRAISE Committee.
 
1.8 The PRAISE Committee shall preferably have the following composition:
 
·       Head of agency or authorized representative who will act as chairperson;
·       Head of the financial unit or equivalent;
·       Head of the planning unit or equivalent;
·       Highest ranking employee in-charge of human resource management.
·       Two (2) representatives from the career rank-and-file employees who shall serve for a period of two years and chosen through a general assembly or any other mode of selection to be conducted for the purpose of designated by the registered union in the absence of an accredited union (one from the first level and one from the second level).
 
1.9 The head of agency or authorized representative shall be responsible in overseeing the System’s  operation and the Human Resource Management Unit shall serve as the System’s Secretariat.
 
1.10 The PRAISE Committee shall ensure that productivity, innovative ideas, suggestions and
  exemplary behavior can be identified, considered,     managed and implemented on a continuing basis to cover employees at all levels.
 
1.11 The PRAISE Committee shall be responsible for the development, administration, monitoring and evaluation of the awards and incentives system of the agency. The agency may, however, employ an external or independent body to assist the PRAISE Committee to judiciously and objectively implement the system of incentives and awards.
 
1.12 The PRAISE Committee shall establish its own internal procedures and strategies. Membership in the Committee shall be considered part of the member’s regular duties and functions.
 
1.13 The Provincial Government of Laguna shall submit their Program on Awards and Incentives for the Service Excellence (PRAISE) and its subsequent amendments to the Civil Service Commission Field Office. The Civil Service Commission Field Office concerned shall provide technical assistance, if deemed necessary, to ensure proper implementation.
 
1.14 Establishment of a CSC-approved PRAISE shall be the basis of the grant of the Productivity Incentive Bonus (PIB), other awards and incentives. The Annual PRAISE Report shall be submitted by the agency to the Civil Service Commission Field Office concerned on or before the 15th day of January to enable their employees to qualify for nomination to the CSC sponsored national awards.
 
1.15 Issues relative to awards and incentives shall be brought before the PRAISE Committee which shall address the same within fifteen (15) days from the date of submission.
 
II.        OBJECTIVES   
 
2.1 General
 
To encourage, recognize and reward employees, individually and in groups, for their suggestions, innovative ideas, inventions, discoveries, superior accomplishments, heroic deeds, exemplary behavior, extraordinary acts or services in the public interest and other personal efforts which contribute to the efficiency, economy and improvement in government operations, which lead to organizational productivity.
 
2.2 Specific
 
2.1.1    to establish a mechanism for identifying, selecting, rewarding and providing incentives to deserving employees at the start of each year;
2.1.2 to identify outstanding accomplishments, best practices of employees on a continuing basis;
      2.1.3 to recognize and reward accomplishments and innovations periodically or as the need arises;
2.1.4       to provide incentives and interventions to motivate employees who have contributed ideas, suggestions, inventions, discoveries, superior accomplishments and other personal efforts.
 
III.      SCOPE
 
The System shall apply to all employees in the career and non-career service of this agency.
 
IV.       DEFINITION OF TERMS
 
·                 AGENCY – refers to the Provincial Government of Laguna (PGL).
 
·                 AWARD – recognition which may be monetary or non-monetary conferred on individual or group of individuals for ideas, suggestions, inventions, discoveries, superior accomplishments, exemplary behavior, heroic deeds, extraordinary acts or services in the public interest which contribute to the efficiency, economy, improvement in government operations which lead to organizational productivity.
 
·                 CAREER – positions in the civil service characterized by (1) entrance based on merit and fitness to be determined as far as practicable by competitive examination, or based on highly technical qualifications; (2) opportunity for advancement to higher career positions; and (3) security of tenure.
 
·                 CONTRIBUTION – any input which can be in the form of an idea or performance (See also Idea type and Performance type contribution).
 
·                 DISCOVERY – is the uncovering of something previously existing but found or learned for the first time which will improve public service delivery.
 
·                 IDEA TYPE CONTRIBUTION – refers to an idea, a suggestion or an invention or discovery for improvement to effect economy in operation, to increase production and improve working conditions.
 
·                 INCENTIVE – monetary or non-monetary motivation or privilege given to an official or employee for contributions, suggestions, inventions, ideas, satisfactory accomplishment or demonstration of exemplary behavior based on agreed performance standards and norms of behavior.
 
·                 INVENTION – the creation of something previously non-existent which will benefit the government.
 
·                 NON-CAREER – positions expressly declared by law to be in the non-career service; or those whose entrance in the service is characterized by (1) entrance on bases other than those of the usual tests of merit and fitness utilized for the career service and (2) tenure which is limited to the duration of a particular project for which purpose employment was made.
 
·                 PERFORMANCE TYPE CONTRIBUTION – refers to performance of an extraordinary act or service in the public interest in connection with, or related to one’s official employment; or outstanding community service or heroic acts in the public interest; or sustained work performance for a minimum period of one year which is over and above the normal position requirement of the individual or group.
 
·            SUGGESTION – idea or proposal which improves work performance, systems and procedures and economy in operations that will benefit the government.
 
·            SYSTEM – the agency awards and incentives program for employees.
 
V.        TYPES OF AWARDS
 
5.1    National Awards
 
     The PGL shall participate in the search for deserving employees who may be included in the screening of candidates for awards given by other government agencies, private entities, NGOs and other award giving bodies such as the:
 
5.1.1       Presidential or Lingkod Bayan Award – conferred on an individual for consistent, dedicated performance exemplifying the best in any profession or occupation resulting in the successful implementation of an idea or performance, which is of significant effect to the public or principally affects national interest, security and patrimony.
 
5.1.2       Outstanding Public Officials/Employee or Dangal ng Bayan Award – granted to any public official or employee in government who has demonstrated exemplary service and conduct on the basis of his or her observance of one or more of the eight (8) norms of behavior described under Republic Act No. 6713 or the Code and Ethical Standards for Government Officials and Employees.
 
5.1.3       Civil Service Commission or the PAGASA Award – conferred on a group of individuals or team who has demonstrated outstanding teamwork and cooperation, which resulted in the successful achievement of its goal or has greatly improved public service delivery, economy in operation, improved working conditions or otherwise benefited the government in many other ways.
 
5.1.4       Other Awards – given by other government agencies, private institutions or NGO’s to an individual or team for contributions of an idea or performance that directly benefited the government.
 
 
 
5.2    Department or Agency Level Awards
 
The PGL shall develop and initiate the search for deserving employees who may be included in the screening of candidates for awards to be given such as:
 
5.2.1       Best Employee Award – granted to an individual or individuals who excelled among peers in a functional group, position or profession. A cash award of not less than the amount provided under relevant existing laws shall be given to outstanding employees plus a certificate of recognition or other forms of incentives as the committee may decide, e.g., Best Division Chief, Best Secretary, Best Legal Officer, Best Driver, Best Utility Worker and other similar awards.
 
5.2.2       Gantimpala Agad Award – given outright to employees commended by clients for their courtesy, promptness, efficiency and dedication to duty.
 
5.2.3       Exemplary Behavior Award – based on the eight norms of conduct as provided under RA 6713 (Code of Conduct and Ethical Standards). The awardee will be automatically nominated by the agency PRAISE Committee to the Dangal ng Bayan Award.
 
5.2.4       Best Organizational Unit Award – granted to the top organizational unit which may be a section, division or office on the basis of meeting the organization’s performance targets and other pre-determined criteria.
 
5.2.5       Cost Economy Measure Award – granted to an employee or team whose contributions such as ideas, suggestions, inventions, discoveries or performance of functions result in savings in terms of man hours and cost or otherwise benefit the Provincial Government of Laguna and government as a whole. The monetary award shall not exceed 20% of the monetary savings generated from the contribution.
 
5.2.6       Service Award – conferred on retirees whether under optional or compulsory retirement schemes held during a fitting ceremony on or before the date of their retirement.
 
5.2.7       Such other awards which the Provincial Government of Laguna may decide to give.
 
VI.       TYPES OF INCENTIVES
 
                              The PGL shall continuously search, screen and reward deserving employees to motivate them to improve the quality of their performance and instill excellence in public service. As such the following types of incentives shall be regularly awarded:
           
6.1 Loyalty Incentive – granted to an employee who has served continuously and satisfactorily the agency for at least ten (10) years. The recipient shall be entitled to a cash award of not less than P500.00 but not more than P1,000.00 per year during the first ten years. Succeeding awards shall be given every five years thereafter. Besides cash awards, a lapel emblem/loyalty pin shall be given:
 
                                    10 and 15 years          - Bronze
                                    20 and 25 years          - Silver
                                                30, 35 & 40 years       - Gold
 
                                    Other tokens such as wrist watch, ring, and others.
 
6.2 Length of Service Incentive – given to an employee who has rendered at least three (3) years of continuous satisfactory service in the same position. The cash award shall be incorporated in the salary adjustments following the Joint CSC- DBM Circular No. 1, s. 1990.
 
6.3 Productivity Incentive – given to all employees who have performed at least satisfactorily for the year covered in accordance with the Provincial Government of Laguna’s CSC-approved PES. This incentive shall follow relevant existing guidelines.
 
6.4 Career and Self-Development Incentive – granted in recognition of an individual who has satisfactorily completed a course or degree within or outside the country at one’s own expense. A plaque of recognition may be given to qualified individuals during the Provincial Government of Laguna’s anniversary celebration.
 
 6.5 Other incentives which the PGL’s PRAISE Committee may recommend on the basis of special achievements, innovative approaches to assignments, exemplary service to the public and recognition by an outside group of a particular achievement.
 
VII.     FORMS OF AWARDS AND INCENTIVES
 
7.1 Compensatory Time-Off – granted to an employee who has worked beyond his regular office hours on a project without overtime pay.
 
7.2 Flexiplace – work arrangement allowed for qualified employee/s who has demonstrated responsibility, initiative, and capacity to produce output/result and accomplishment outside of the workplace subject to established guidelines.
 
7.3 “Salu-salo” Together – meal hosted by superiors or supervisors for employees who have made significant contributions.
 
7.4 Personal Growth Opportunities – incentives which may be in the form of attendance in conferences on official business, membership in professional organizations, books, journals, tapes, travel packages and other learning opportunities.
 
7.5 Trophies, Plaques and Certificates
 
7.6 Monetary Award
 
7.7 Travel Packages
 
7.8 Other Incentives – incentives in kind which may be in the form of merchandise, computers, pagers, cellular phones, reserved parking space, recognition posted at the Wall of Fame, feature in Provincial Government of Laguna publication, and others.
 
VIII.   PRAISE Committee
 
                        The PRAISE Committee of the PGL has the following specific responsibilities and composition. It shall be responsible for the development, administration, monitoring and evaluation of the awards and incentives system of the PGL.
 
            a. Functions and responsibilities
 
* The Committee shall meet periodically and perform the following tasks:
 
§       establish a system of incentives and awards to recognize and motivate employees for their performance and conduct;
§       formulate, adopt and amend internal rules, policies and procedures to govern the conduct of its activities which shall include the guidelines in evaluating the nominees and the mechanism for recognizing the awardees;
§       determine the forms of awards and incentives to be granted;
§       monitor implementation of approved suggestions and ideas through feedback and reports;
§       prepare plans, identify resources and propose budget for the system on an annual basis;
§       develop, produce, distribute a System policy manual and orient the employees on the same;
§       document best practices, innovative ideas and success stories which will serve as promotional materials to sustain interest and enthusiasm;
§       submit an annual report on the awards and incentives system to the CSC on or before the thirtieth day of January;
§       monitor and evaluate the System’s implementation every year and make essential improvements to ensure its suitability to the agency; and
§       address issues relative to awards and incentives within a fifteen (15) days from the date of submission.
 
To implement the System effectively, the PRAISE Committee members are expected to possess positive attitude; be capable of implementing submitted ideas; open-minded; decisive; have high tolerance for stress or pressure; and actively participate in all committee meetings.
                 
                  The Governor or authorized representative shall be responsible in overseeing the System’s operations and the Human Resource Management Unit shall serve as the System’s Secretariat.
 
                  The PGL may, however, employ an external or independent body to assist the AGENCYPRAISE Committee to judiciously and objectively implement the system of incentives and awards.
 
b. Composition
 
§       Governor or authorized representative;
§       Highest ranking employee in charge of Human Resource Management;
§       The Planning Officer;
§       Budget Officer/Treasurer/Accountant; and
§       2 representatives of the career rank-and-file employees who shall serve for a period of two years and chosen through a general assembly or any other mode of selection to be conducted for the purpose or designated by the accredited union (one from the first level and one from the second level).
 
 
* The PGL PRAISE Committee is hereby created and shall be composed of the following :
 
1. ATTY. LEONARDO M. RAGAZA, JR.
     Provincial Administrator (Chairman)
 
2. MRS. EUGENIA R. MAGANO
     Provincial HRMO (member)
 
3. MRS. EVELYN A. DE GUZMAN
    OIC-Provincial Treasurer
 
4. MRS. EVELYN T. VILLANUEVA
    Provincial Accountant
 
5. MRS. MARIETA V. JARA
     Provincial Budget Officer (member)
 
6. MR. VALENTIN P. GUIDOTE, JR.
     Prov’l. Planning and Dev’t. Coordinating Officer (member)     
 
7. MR.LUISITO A. MORETO JR.
    Admin. Officer II
    Office of the Provincial Accountant
    2nd Level Position Representative
 
8. MR. JONE C. OSIO
     Computer Operator III
    Provincial Human Resource Management Office
    1st Level Position Representative
                             
9. Department Heads where the nominees belong (member)
             
                    c. Selection Procedure
                       
The Provincial Government may adopt the following procedures in the selection of nominee/s to any of the incentives awards enumerated above:
 
1. Nomination Criteria and Percentage Weight-
 
                Nomination shall be guided by the following criteria and percentage weight:
 
         Criteria                                              Percentage Weight
 
a. Quality and Consistency of Performance                          30%
                 
                  The behavioral performance, conduct
 or achievement in the observance of norm(s)
 of conduct has been consistently outstanding
 and exemplary.
 
b. Unique and exemplary quality of Achievement                30%
 
                  The achievement is extraordinary and
      easily distinguished for its uniqueness and originality.
 
c. Risk or Temptation Interest in the work.                           15%
 
                  This refers to the dangerous element/factor
      or temptation substantly presenting the work.
 
 
d. Obscurity of the position                                                   10%
 
                  This refers to the lowliness or insignificance
 of the position in relation to policy and decision
      making or to technical and supervisory position.
 
e. Years of Service                                                                 5%
 
                  This refers to the cumulative years of
 service that the nominee rendered in the Gov’t.
 
f. Level of Salary                                                                    5%
 
                  This shall be in accordance with the
salary grades provided in R.A. 6758, the Salary
 Standardization Law, or their equivalents in the
 Local Government.
 
g. Any similar circumstances or consideration                     5%
in favor of the particular nominee.
                                                                                                                        100%
2. Review of documents:
               2.1   Personal Data Sheet;
2.2   Service Record;
2.3   Performance Appraisal Rating for the last two (2) rating periods;
2.4   Courteous Service Form;
2.5   Nomination Form containing the act, idea, suggestion, invention and    then subsequent result or effect which may neither be monetary or which has direct benefit to the Department/Agency/LGU or its unit; and
2.6    Any other document to support the nomination.
 
                 3. Determine the form of incentive awards to be granted.
        
                 4. Prepare the necessary recommendation to the Provincial Governor.
 
            d. Passing Grade
                       
A nominee will receive an incentive award if he obtained a passing grade of 94%.
 
IX.      FUNDING
  
The PGL shall allocate at least 5% of the HRD funds for the PRAISE and incorporate the same in its annual Work and Financial Plan and Budget.  
 
X.        EFFECTIVITY
 
The PGL’s PRAISE shall become effective after final evaluation by the CSC. Subsequent amendments shall likewise be submitted to CSC for evaluation and shall take effect immediately.
 
 
 
 
 
                  Pursuant to the provisions of Section 32, Book V of Administrative Code of 1987 (Executive Order 292), CSC Memorandum Circular No. 3, s. 1979 as amended by CSC Memorandum Circular No. 18, s. 1988 and CSC Memorandum Circular No. 38, s. 1989, as further amended by CSC Memorandum Circular No. 40, s. 1998, CSC Memorandum Circular No. 15, s. 1999, CSC Memorandum Circular No. 8, s. 1999, and CSC Memorandum Circular No. 03, s. 2001 this Merit Selection and Promotion Plan (MSPP) is hereby established for the guidance of all concerned.
 
 
I.                  BASIC POLICIES
 
1.     Selection of employees for appointment in the government service shall be open to all qualified men and women according to the principle of merit and fitness.
 
     There shall be equal employment opportunity for men and women at all levels of position in the agency, provided they meet the minimum requirements of the position to be filled.
 
2.     The Merit Selection and Promotion Plan shall cover positions in the first and second level and shall also include original appointments and other related personnel actions.
 
     There shall be no discrimination in the selection of employees on account of gender, civil status, disability, religion, ethnicity, or political affiliation.
 
3.     When a position in the first or second level becomes vacant, applicants for employment who are competent, qualified and possess appropriate civil service eligibility shall be considered for permanent appointment.
 
4.     Vacant positions marked for filling shall be published in accordance with Republic Act 7041 (Publication Law). The published vacant positions shall also be posted in at least three (3) conspicuous places in the agency for at least ten (10) calendar days. Other appropriate modes of publication shall be considered.
 
     Filling of vacant positions shall be made after fifteen (15) calendar days from their publication.
 
     The publication of a particular vacant position shall be valid until filled up but not to extend six (6) months reckoned from the date the vacant position was published.
 
      In the issuance of appointments, the requirement for publication is deemed complied with if the process of application and screening started within six (6) months from publication and if the vacancy is filled not later than nine (9) months from date of publication.
 
      Should no appointment be issued within the nine (9)-month period, the agency has to cause the re-publication of the vacant position.
 
5.     The following positions are exempt from the publication requirement:
 
a.      Primarily confidential positions;
b.     Positions which are policy determining;
c.      Highly technical positions;
d.     Other non-career positions
e.      Positions to be filled by existing regular employees in the agency in case of reorganization.
 
6.     A Personnel Selection Board (PSB) for first and second level positions shall be established in every agency, preferably with the following composition:
 
a.      As Chairperson
 
a.1 Local Chief Executive or the authorized representative;
 
a.2 Vice-Governor or the authorized representative if the vacant position is in his/her Office or in the Office of the Sanggunian;
 
b.     Four (4) Board Members of the Sangguniang Panlalawigan who handle Chairmanship on Finance, Health, Ethics and Good Government, and Civil Service Committees;
 
c.       The highest Human Resource Management Officer directly responsible for personnel management;
 
d.     The Head of Office/Division Chief or the authorized career service representative of the organization unit where the vacancy is: and, 
 
e.      Two representatives of the rank-and-file career employees, one from the first level and one from the second level, who shall both be chosen by the duly accredited employee association in the agency.
 
There shall be no more alternate representatives for first and second level positions. For continuity of operation, election for 1st and 2nd level position representatives shall be conducted fifteen (15) days before their terms end.
 
If the 1st and/or 2nd level representative(s) found guilty in the administrative and/or a criminal case filed against him/her and if petitioned by majority of the embers of the duly recognized/accredited employee association, he/she may be replaced immediately. The employee association may call an election for the purpose.
 
            The first level representative shall participate during the screening of candidates for vacancies in the first level; the second level representative shall participate in the screening of candidates for vacancies in the second level. Both rank-and-file representatives shall serve for a period of not more than two (2) years.
 
7.     The PSB members shall undergo orientation and workshop on the selection/promotion process and CSC policies on appointments.
 
8.     All candidates for appointment to first and second level positions shall be screened by the PSB. 
 
      Appointment to the following positions shall no longer be screened by the PSB:
 
a.      Substitute appointment due to their short duration and emergency nature. However, should the position be filled by regular appointment, candidates for the position should be screened and passed upon by the PSB;
 
b.     Appointment to personal and primarily confidential positions; and
 
c.      Renewal of casual and temporary appointment issued to the incumbent personnel.
 
9.     The agency head shall, as far as practicable, ensure equal opportunity for men and women to be represented in the PSB for all levels.
 
10. For vacancies in the first and second levels, all qualified next-in-rank employees shall be automatically considered candidates for promotion to the next higher position.
 
11. The PSB shall maintain fairness and impartiality in the assessment of candidates for appointment. Towards this end, the PSB may employ the assistance of external or independent resource persons and may initiate innovative schemes in determining the best and most qualified candidate.
 
12. The PSB shall assist the appointing authority in the judicious and objective selection of candidates for appointment in the agency in accordance with the approved Agency Merit Selection Plan (MSP). The appointing authority shall be guided by the PSB’s comprehensive evaluation report of candidates screened for appointment and in the exercise of sound discretion, select, in so far as practicable, from among the top five applicants deemed most qualified for appointment to the vacant position (as amended by CSC Resolution No. 050059/CSC MC # 4, s. 2005)
 
13. The appointing authority may appoint an applicant who is not next-in-rank but possesses superior qualification and competence, and has undergone selection process.
 
14. The comparative competence and qualification of candidates for appointment shall be determined on the basis of:
 
14.1 PERFORMANCE
        
14.1.1      For appointment by promotion, the performance rating of the appointee for the last rating period (6 months) prior to the effectivity date of the appointment should be at least very satisfactory.
 
14.1.2      For appointment by transfer, the performance rating for the last rating period immediately preceding the transfer from the former office or agency should be at least very satisfactory.
 
14.2 EDUCATION and TRAINING - include educational background, successful completion of training courses accredited by the Civil Service Commission, scholarships, training grants and others which must be relevant to the duties of the position to be filled.
 
14.3 EXPERIENCE and OUTSTANDING ACCOMPLISHMENTS - include occupational history, relevant work experience acquired either from the government or private sector, and accomplishments worthy of special commendation.
 
14.4 PSYCHO-SOCIAL       ATTRIBUTES          and    PERSONALITY   TRAITS - refer to the characteristics or traits of a person which involve both psychological and social aspects. Psychological includes the way he/she perceives things, ideas, beliefs and understanding and how he/ she acts and relates these things to other and in social situations.
      
14.5 POTENTIAL - refers to the capacity and ability of a candidate                                                                    
                            to assume the duties of the position to be filled and those of
                            higher or more responsible positions.
 
15. An employee may be promoted or transferred to a position which is not more than three (3) salary, pay or job grades higher than the employee’s present position except in very meritorious cases, such as: 
 
15.1         The vacant position is next-in-rank as identified in the Merit Promotion Plan and the System of Ranking Positions (SRP) approved by the governor/vice-governor;
15.2         The appointee is the lone applicant;
15.3         The position belongs to the dearth category, such as Medical Officers/Specialist positions and Attorney positions;
15.4         The position is a lone, or entrance position, as indicated in the agency staffing pattern;
15.5         The-next-in-rank employees waived their right over the vacant position in writing;
15.6         The next-in-rank position, as identified in the agency System of Ranking Positions (SRP), is vacant;
15.7         Next-in-rank is not qualified;
15.8         The qualified next-in-rank did not apply;
15.9         The position is unique and/or highly specialized, such as Actuarial positions and Airways Communicator;
15.10     The candidates passed through a deep selection process, taking into consideration the candidates’ superior qualifications in regard to educational achievements, highly specialized training, relevant work experience, and consistent high performance rating/ranking; and,
15.11     The vacant position belongs to the closed career system.
 
16. An employee should have rendered at least very satisfactory service for the last rating period (6 months) in the present position before being considered for promotion.
 
17. An employee who is on local or foreign scholarship or training grant or on maternity leave may be considered for promotion.
 
      For this purpose, performance rating to be considered shall be the rating immediately prior to the scholarship or training grant or maternity leave.
 
            If promoted, the effectivity date of the promotional appointment shall be on the assumption to duty.
 
18. Promotion within six (6) months prior to compulsory retirement shall not be allowed except as otherwise provided by law.
 
19. A notice announcing the appointment of an employee shall be posted in three conspicuous places in the agency a day after the issuance of the appointment for at least fifteen (15) calendar days.
 
20. The approved agency Merit Selection and Promotion Plan shall be used as one of the bases for the expeditious approval of appointments.
 
 
II.        OBJECTIVES
 
It is the policy of the PGL to strictly adhere to the principles of merit, fitness and equality. The selection of employees shall be based on their relative qualifications and competence to perform the duties and responsibilities of the position. There shall be no discrimination in the selection of employees on account of gender, civil status, disability, religion, ethnicity, or political affiliation. In this pursuit, the PGL Merit Selection and Promotion Plan aims to:
 
1. Establish a system that is characterized by strict observance of the merit, fitness and equality principles in the selection of employees for appointment to positions in the career and non-career service in all levels.
 
2. Create equal opportunities for employment to all qualified men and women to enter the government service and for career advancement in the PGL.
 
 
III.      SCOPE
 
This Merit Selection and Promotion Plan shall cover career positions in the first and second level in the agency including its attached offices. It may also include non-career positions.
 
 
IV.       DEFINITION OF TERMS
 
            Agency – refers to the Provincial Government of Laguna.
 
            Career Service – positions in the civil service characterized by (1) entrance based on merit and fitness to be determined as far as practicable by competitive examination, or based on highly technical qualifications; (2) opportunity for advancement to higher career positions; and (3) security of tenure.
 
            Comparatively at Par – predetermined reasonable difference or gap between point scores of candidates for appointment established by the PSB.
 
            Deep Selection – the process of selecting a candidate for appointment who is not next-in-rank but possesses superior qualification and competence.
 
            Discrimination – is a situation wherein a qualified applicant is not included in the selection line-up on account of gender, civil status, pregnancy, disability, religion, ethnicity, or political affiliation.
 
            First Level Positions – shall include clerical, trades and crafts, and custodial service which involve sub-professional work in a non-supervisory or supervisory capacity.
 
            Hiring Quota – is the pre-determined ratio of applicants for appointment to ensure that one gender does not fall short of the desired percentage of the selection rate for the other gender in equivalent positions at every level, provided they meet the minimum requirements of the position.
 
            Job Requirements – requisites not limited to the qualification standards of the position, but may include skills, competencies, potential, physical and psycho-social attributes necessary for the successful performance of the duties required of the position.
 
            Next-in-Rank Position – refers to a position which by reason of the hierarchical arrangement of positions in the agency or in the government is determined to be in the nearest degree of relationship to a higher position as contained in the agency’s System of Ranking Positions (SRP).
            Non-Career Service – positions expressly declared by law to be in the non-career service; or those whose entrance in the service is characterized by (1) entrance on bases other than those of the usual tests of merit and fitness utilized for the career service; and (2) tenure which is limited to the duration of a particular project for which purpose employment was made.
 
            Personnel Actions – any action denoting the movement or progress of personnel in the civil service such as original appointment, promotion, transfer, reinstatement, reemployment, detail, reassignment, secondment, and demotion.
 
            Promotion – is the advancement of an employee from one position to another with an increase in duties and responsibilities as authorized by law and usually accompanied by an increase in salary.
 
            Psycho-Social Attributes – refer to the characteristics or traits of a person which involved both psychological and social aspects. Psychological includes the way he/she perceives things, ideas, beliefs and understanding and how he/she acts and relates these things to others and in social situations.
 
            Qualification Standards – is a statement of the minimum qualifications for a position which shall include education, experience, training, civil service eligibility, and physical characteristics and personality traits required in the performance of the job.
 
            Qualified Next-in-Rank – refers to an employee appointed on a permanent status to a position next-in-rank to the vacancy as reflected in the SRP approved by the head of agency and who meets the requirements for appointment to the next higher position.
 
            Second Level Positions – involve professional, technical and scientific work in a non-supervisory or supervisory capacity up to Division Chief level or its equivalent.
 
            Selection – is the systematic method of determining the merit and fitness of a person on the basis of qualifications and ability to perform the duties and responsibilities of the position.
 
            Selection Line-Up – is a listing of qualified and competent applicants for consideration to a vacancy which includes, but not limited to, the comparative information of their education, experience, training, civil service eligibility, performance rating (if applicable), relevant work accomplishments, physical characteristics, psycho-social attributes, personality traits and potential.
 
            Superior Qualifications – shall mean outstanding relevant work accomplishments, educational attainment and training appropriate for the position to be filled. It shall include demonstration of exceptional job mastery and potential in major areas of responsibility.
 
            System of Ranking Positions – is the hierarchical arrangement of positions from highest to lowest, which shall be a guide in determining which position is next-in-rank, taking into consideration the following:
 
a.      organizational structure;
b.     salary grade allocation;
c.      classification and functional relationship of positions; and
d.     geographical location.
 
 
V.        PROCEDURE
 
1.     Publish the vacant position in the CSC Bulletin of Vacant Position or through other mode of publication and post the same in three (3) conspicuous places in the agency for at least fifteen (15) calendar days. Men and women shall be encouraged to apply. Filling of vacant positions shall be made after fifteen (15) calendar days from their publication.
 
      Vacant positions which are not filled within nine (9) months should be re-published (MC# 16, s. 2005).
 
            The following positions are exempt from the publication requirement:
 
a.      Primarily confidential positions;
b.     Positions which are policy determining;
c.      Highly technical positions;
d.     Other non-career positions;
e.      Positions to be filled by existing regular employees in the agency in case of reorganization.
 
2.     List candidates aspiring for the vacant position, either from within or outside the PGL, including qualified next-in-rank employees. In the process, the following should be considered:
 
a.      The pre-determined ratio of applicants for appointment or hiring quota.
 
b.     An employee may be promoted or transferred to a position which is not more than three (3) salary, pay or job grades higher than the employee’s present position except, in very meritorious cases (CSC OM No. 6, s. 2005): 
 
1.          The vacant position is next-in-rank as identified in the Merit Promotion Plan and the System of Ranking Positions (SRP) approved by the governor/vice-governor;
2.          The appointee is the lone applicant;
3.          The position belongs to the dearth category, such as Medical Officers/Specialist positions and Attorney positions;
4.          The position is a lone, or entrance position, as indicated in the agency staffing pattern;
5.          The-next-in-rank employees waived their right over the vacant position in writing;
6.          The next-in-rank position, as identified in the agency System of Ranking Positions (SRP), is vacant;
7.          Next-in-rank is not qualified;
8.          The qualified next-in-rank did not apply;
9.          The position is unique and/or highly specialized, such as Actuarial positions and Airways Communicator;
10.       The candidates passed through a deep selection process, taking into consideration the candidates’ superior qualifications in regard to educational achievements, highly specialized training, relevant work experience, and consistent high performance rating/ranking; and,
11.       The vacant position belongs to the closed career system.
 
c.      An employee who is on local or foreign scholarship or training grant or pregnant or on maternity leave may be considered for promotion.
 
d.     For this purpose, the performance ratings to be considered shall be the rating immediately prior to or after scholarship or training grant or maternity leave.
 
      If promoted, the effectivity date of the promotional appointment shall be after the scholarship or training grant or maternity leave.
 
e.      Promotion within six (6) months prior to compulsory retirement shall not be allowed except as otherwise provided by law.
 
3.     Conduct preliminary evaluation of the qualification of all candidates. Those initially found qualified shall undergo further assessment such as: written examination, skills test, interview and others. After which, selection line-up shall be prepared and posted in three (3) conspicuous places in the agency for at least fifteen (15) calendar days. The date of posting shall be indicated in the notice.
 
3.1        The selection line-up shall reflect the comparative competence and qualification of candidates on the basis of:
 
3.1.1 PERFORMANCE
 
§       For appointment by promotion, the performance rating of the appointee for the rating period prior to the effectivity date of the appointment should be at least very satisfactory.
 
§       For appointment by transfer, the performance rating for the last rating period immediately preceding the transfer from the former office or agency should be at least very satisfactory.
 
3.1.2     EDUCATION and TRAINING – include educational background, successful completion of training courses accredited by the Civil Service Commission, scholarships, training grants and others which must be relevant to the duties of the position to be filled.
3.1.3     EXPERIENCE and OUTSTANDING ACCOMPLISHMENTS – include occupational history, relevant work experience acquired either from the government or private sector, and accomplishments worthy of special commendation.
 
3.1.4   PSYCHO-SOCIAL           ATTRIBUTES                           and
PERSONALITY           TRAITS    -   refer to the characteristics or traits of a person which involve both psychological and social aspects. Psychological includes the way he/she perceives things, ideas, beliefs and understanding and how he/ she acts and relates these things to other and in social situations.
      
     3.1.5 POTENTIAL – refers to the capacity and ability of a candidate                                                                    
                                       to assume the duties of the position to be filled and those of
                                       higher or more responsible positions.
 
                                                A greater percentage weight shall be allocated to     
                                        performance.
                       
3.2                 To ensure that a person appointed in the career service can be satisfactorily perform the duties and assume the responsibilities of the position to which he is being appointed, his fitness shall be initially determined on the basis of the qualification standards established for the position.
 
4.     Notify all applicants of the outcome of the preliminary evaluation.
 
5.     Submit the selection line-up to the PSB for deliberation en banc.
 
Appointment to the following positions shall no longer be screened by the PSB:
 
a.      Substitute appointment due to their short duration and emergency nature. However, should the position be filled by regular appointment, candidates for the position should be screened and passed upon by the PSB;
b.     Appointment to entry laborer positions;
c.      Appointment to personal and preliminary confidential positions; and
d.     Renewal of casual and temporary appointment issued to the incumbent personnel.
 
6.     Make a systematic assessment of the competence and qualifications of candidates for appointment to the corresponding level of positions. Evaluate and deliberate en banc the qualifications of hose listed in the selection line-up.
 
7.     Submit the list of candidates that have been evaluated by the PSB for appointment from which the appointing authority shall choose the applicant to be appointed.
  
The list of evaluated candidates should specify the top five ranking candidates whose over-all points scores are comparatively at par based on the comparative assessment under Procedure 3.1 hereof.
 
8.     The appointing authority shall assess the merits of the result of the evaluation of the PSB for appointment and in the exercise of sound discretion, select, in so far as practicable, from among the top five ranking applicants deemed most qualified for appointment to the vacant position.
 
The top five ranking candidates, however, should be limited to those whose overall point scores comparatively at par based on the comparative assessment under Procedure 3.1 hereof.
 
To determine candidates who are comparatively at par, the PSB shall set reasonable difference or gap between point scores of candidates for appointment.
           
9.     Issue appointment in accordance with the provisions of the agency Merit
Selection and Promotion Plan.
 
10. Post a notice announcing the appointment of an employee in three (3)      
Conspicuous places in the agency a day after the issuance of the appointment for at least fifteen (15) days. The date of posting should be indicated in the notice.                 
 
 
VI.     GRIEVANCE
 
1.     A qualified next-in-rank employee may present the grievance with the PGL grievance machinery under the following conditions:
 
a. Non-compliance with selection process;
 
b. Discrimination of account of gender, civil status, disability, pregnancy, religion, ethnicity or political affiliation;
 
c.      Disqualification of applicant to a career position for reason of lack of confidence of the appointing authority; and
 
d.     Other violations of the provisions of this Merit Selection and Promotion Plan.
 
 
VII.     COMPOSITION OF THE PERSONNEL SELECTION BOARD (PSB)
 
            For first and second level positions:
 
            a. As Chairperson:
             
                 a.1 Governor or the authorized representative from the career service;
 
a.2 Vice-Governor or the authorized representative from the career service if the vacant position is in his/her Office or in the Office of the Sanggunian.
 
b.     Human Resource Management Officer or official or employee directly responsible for personnel management;
 
c.      Four (4) Board Members of the Sangguniang Panlalawigan who handle Chairmanship on Finance, Health, Ethics and Good Government, and Civil Service Committees; and
 
d.     Two representatives of the rank-and-file employees, one from the first level and one from the second level, who shall both be chosen by the duly accredited employee association in the agency;
 
            The first level representative shall participate during the screening of candidates for vacancies in the first level; the second level representative shall participate in the screening of candidates for vacancies in the second level. Both rank   and   file   representatives    shall   serve   for a period of not more than two (2) years.   There shall be no more alternate representatives for first and second level positions. For continuity of operation, election for 1st and 2nd level representatives shall be conducted fifteen (15) days before their terms end.
 
    The HRM Unit shall act as the secretariat for the PSB of first and second level.
 
 The agency head shall ensure equal opportunity for men and women to be represented in the PSB for all levels.
 
             The new composition of Personnel Selection Board of the Provincial Government of Laguna is hereby created and composed of the following:
 
 
Chairman:
 
 
HON. JEORGE “E.R.” EJERCITO ESTREGAN            HON. CEASAR P. PEREZ 
                                                Governor                                                      Vice-Governor
                  or his authorized representative                        or his authorized representative
 
 
   ATTY. LEONARDO M. RAGAZA, JR.                FRANCISCO R. MACABUHAY
              Provincial Administrator                                        Prov’l. Board Secretary
 
 
Members:
 
 HON. JOSEPH KRIS BENJAMIN B. AGARAO      HON. REYNALDO DT. PARAS      
Board Member                                                           Board Member
Chairman, Committee on Civil Service                    Chairman, Committee on Peace &
Order, Public Safety, and Health
 
 
HON. BENEDICTO MARIO C. PALACOL         HON. GABNULANG A. ALATIIT
Board Member                                                           Board Member
Chairman, Committee on Finance, Budget               Chairman, Committee on Good
and Appropriation                                                      Government Public Ethics and Accountability
 
MR. LUISITO A. MORETO, JR.                           MR. JONEL C. OSIO
Administrative Officer II                                           Computer Operator III
Office of the Provincial Accountant                        Prov’l. Human Resource Mgt. Office
2nd Level position representative                               1st Level position representative
 
 
EUGENIA R. MAGANO                                    ATTY. SHERWIN MARC A. LINDO
Provincial HRM Officer                                            Provincial Attorney
(Ex-officio member)                                                  (PER Resolution No. 529, s. 2007)               
 
 
VIII.   FUNCTIONS AND RESPONSIBILITIES
 
1.     The Human Resource Management Officer (HRMO) shall have the following functions and responsibilities:
 
a.      Disseminate copies of the PGL Merit Selection and Promotion Plan (MSPP) and its annexes to all agency personnel after approval thereof by the Civil Service Commission. An orientation shall also be conducted by the HRMO unit within six (6) months upon approval of the MSPP. This orientation is meant to ensure awareness and understanding of the Plan. A report on the same shall be submitted to the Civil Service Field Office concerned for records purposes;
 
b.     Develop a System of Ranking Positions which will be submitted for approval of the appointing authority, copy furnished the Civil Service Commission and its Field Office concerned, for reference purposes;
 
c.      Identify vacant positions that may be enrolled in the Brightest for the Bureaucracy Program (BBP);
 
d.     Develop a Plan which shall set forth the number, knowledge and skills of personnel needed to achieve the organization’s goals, objectives and programs;
 
e.       Develop and maintain an updated qualification database of employees of the agency to include education, training, experience, skills, competencies, and other similar information;
 
f.      Develop a program to fast track the career movement of employees with superior qualifications; and
 
g.     Publish vacant position in the CSC Bulletin of Vacant Position or through other mode of publication and post the same in three (3) conspicuous places in the agency for at least ten (10) calendar days;
 
Filling of vacant positions shall be made after fifteen (15) calendar days from their publication.
 
Vacant positions which are not filled within nine (9) months should be re-published.
 
The following positions are exempted from the publication requirement:
 
a.      Primarily confidential positions;
b.     Position which are policy determining;
c.      Highly technical positions;
d.     Other non-career positions;
e.      Positions to be filled by existing regular employees in the agency in case of reorganization.
 
h. Prepare list of candidates aspiring for the vacant position either from within or outside the PGL, including qualified next-in-rank employees within fifteen (15) days from completion of the preliminary evaluation.  In the process, the following should be considered:
                    
·       The pre-determined ratio of applicants for appointment or hiring quota.
 
·       An employee may be promoted or transferred to a position which is not more than three (3) salary, pay or job grades higher than the employee’s present position except, in every meritorious cases, such as: if the vacant position is next-in-rank as identified in the SRP approved by the head of agency, or the lone or entrance position indicated in the agency staffing pattern, etc (I. 15, b, 1-15).
 
·       An employee who is on local or foreign scholarship or training grant or pregnant or on maternity leave may be considered for promotion.
 
For this purpose, the performance ratings to be considered shall be the rating immediately prior to or after the scholarship or training grant or maternity leave.
 
            If promoted, the effectivity date of the promotional appointment shall be after the scholarship or training grant or maternity leave.
 
·       Promotion within six (6) months prior to compulsory retirement shall not be allowed except as otherwise provided by law.
 
i.       Conduct preliminary evaluation of the qualification of all candidates. Those initially found qualified shall undergo further assessment such as: written examination, skills test, interview and others. After which, selection line-up shall be prepared and posted in three (3) conspicuous places in the agency for at least fifteen (15) calendar days. The date of posting shall be indicated in the notice;
 
j.       Notify all applicants of the outcome of the preliminary evaluation;
 
k.     Submit selection line-up to the PSB for deliberation en banc. Appointment to the following positions shall no longer be screened by the PSB:
 
a.      Substitute appointment due to their short duration and emergency nature. However, should the position be filled by regular appointment, candidates for the position should be screened and passed upon by the PSB;
 
b.     Appointment of faculty members and academic staff of state universities and colleges who belong to the closed career service;
c.      Appointment to entry laborer positions;
 
d.     Appointment to personal and primarily confidential positions; and
 
e.      Renewal of casual and temporary appointment issued to the incumbent personnel.
 
2.     The employees shall be responsible for updating their Personal Data Sheet annually, if deemed necessary, and submit supporting documents thereto to the HRD Unit.
 
3.     The Personnel Selection Board for 1st and 2nd level shall have the following functions and responsibilities:
 
a.      Adopt a formal screening procedure and formulate criteria for the evaluation of candidates for appointment, taking into consideration the following:
 
a.1     Reasonable and valid standards and methods of evaluating the competence and qualifications of the applicants competing for a particular position.
 
a.2 Criteria for evaluation of qualifications of applicants for appointment must suit the job requirements for the position.
 
b.     Disseminate screening procedure and criteria for selection to all PGL officials and employees and interested applicants. Any modification of the procedure and criteria for the selection shall likewise be properly disseminated;
 
c.      Prepare a systematic assessment of the competence and qualifications of candidates for appointment. Maintain fairness and impartiality in the assessment of candidates. Towards this end, the PSB may employ the assistance of external or independent resource persons and may initiate innovative schemes in determining the best and the most qualified candidate;
 
d. Evaluate and deliberate en banc the qualifications of those listed in                                            the selection line-up;
 
e. Submit the list of candidates evaluated for appointment from which the appointing authority shall choose the applicant to be appointed.
 
             The list of evaluated candidates should specify the top five ranking candidates whose over-all point scores are comparatively at par based on the comparative assessment under Procedure 3.1 hereof.
 
f.     Maintain records of the deliberations which must be made accessible to interested parties upon written request and for inspection and audit by the CSC; and
 
g.      Orient the officials and employees in the agency pertaining to policies relative to personnel actions, including the gender and development dimensions of the Merit Selection and Promotion Plan.
 
            In addition, the Personnel Selection Board shall perform the following functions and responsibilities:
 
a.           Follow strictly the process on the selection of employees for appointment in the government service;
b.          Submit a comprehensive evaluation report of candidates screened for appointment so that the appointing authority will be guided in choosing the candidates who can efficiently discharge the duties and responsibilities of the position to be filled. The evaluation report should not only specify whether the candidates meet the qualification standards of the position but should also include observations and comments on the candidates’ competence and other qualifications that are important in the performance of the duties and responsibilities of the position to be filled. Likewise, information about the candidate’s preference of assignment should be mentioned in the report;
c.           Comply with the policy on the three (3)–salary grade limitation on promotion. This policy is intended to minimize possible abuse of discretion in the appointment process and to exercise greater scrutiny in the screening of candidates. It should be pointed out that the 3-salary grade limitation shall apply only to promotion and not to transfer, reemployment, reappointment and reclassification/upgrading, including appointment from non-career service positions to career service position and vice-versa;
d.          Check the approved agency System of Ranking Positions (SRP) in identifying the next-in-rank position to be considered in filling a vacant position;
e.           Ensure that the minutes of all deliberations are recorded, properly filled and maintained, which must be made accessible to interested parties upon written request, and for inspection and audit by the CSC, if necessary;
f.           Through the HRM Unit, make accessible the following information or documents upon written request;
·            Screening procedure and criteria for selection, and its amendments;
·            Policies relative to personnel actions, including the gender and development dimensions of the Merit Selection Plan; and
·            Approved Agency MSP;
g.          Notify all applicants assessed of their individual rating on the basis of education, training, experience, eligibility and interview, as well as of he outcome of the evaluation of the PSB; and
h.          Provide information about the individual rating of a particular applicant upon written request subject to the approval of the appointing authority (as Provided by CSC Res. No. 050059/CSC MC No. 4, s. 2005).
 
4.     The Appointing Authority shall have the following functions and responsibilities:
 
a.      Establish a Personnel Selection Board and see to it that all PSB members undergo orientation and workshop on the selection/promotion process and CSC policies on appointments. The agency head shall, as far as practicable, ensure equal opportunity for men and women to be represented in the PSB for all levels;
 
b.  Assess the merits of the PSB’s recommendation for appointment and in the exercise of sound discretion, select, in so far as practicable, from among the following:      
 
·       top five (5) ranking applicants deemed most qualified to the vacant position.
 
·       Applicants who have undergone deep selection and found to possess superior qualifications; and
 
·       Pool of the Brightest for the Bureaucracy Program (BBP);
 
 
IX. EFFECTIVITY
 
The Merit Selection and Promotion Plan and subsequent amendments thereto shall take effect immediately after the approval by the Civil Service Commission.
 
 
 
                       In line with the Revised Policies on the Settlement of Grievance in the Public Sector contained in CSC Resolution No. 010113, dated January 10, 2001 and implemented through CSC Memorandum Circular No.  02 , s. 2001, the Provincial Government of Laguna hereby adopts the herein Grievance Machinery.
I. BASIC POLICIES
 
            1. A grievance shall be resolved expeditiously at all times at the lowest level possible in the agency. However, if not settled at the lowest level possible, an aggrieved party shall present his or her grievance step by following the hierarchy positions.
 
            2. The Provincial Government of Laguna shall establish a grievance machinery that is the best way to address grievance between or among government officials and employees.
 
            3. The aggrieved party shall be assured freedom from coercion, discrimination, reprisal and biased action on the grievance.
 
            4. Grievance proceedings shall not be bound by legal rules and technicalities. Even verbal grievance must be acted upon expeditiously. The services of a legal counsel shall not be allowed.
 
            5. A grievance shall be presented verbally or in writing in the first instance by the aggrieved party to his or her immediate supervisor. The latter shall, within three (3) working days from the date of presentation, inform verbally the aggrieved party of the corresponding action.
 
            If the party being complained of is the immediate supervisor, the grievance shall be presented to the next higher supervisor.
 
            6. Grievance refers to work related issues giving rise to employee dissatisfaction. The following cases shall be acted upon through the grievance machinery:
 
a.      Non-implementation of policies, practices and procedures on economic and financial issues and other terms and conditions of employment fixed by law including salaries, incentives, working hours, leave benefits, and other related terms and conditions;
 
b.     Non-implementation of policies, practices and procedures which affect employees from recruitment to promotion, detail, transfer, retirement, termination, lay-offs, and other related issues that affect them;
 
c.      Physical working conditions;
 
d.     Interpersonal relationships and linkages;
 
e.      Protest on appointments; and
 
f.      All other matters giving rise to employee dissatisfaction and discontentment outside of those cases enumerated in Item No. 6.
 
7. The following cases shall not be acted upon through the grievance machinery:
           
a.      Disciplinary cases which shall be resolved pursuant to the Uniform Rules on Administrative Cases;
 
b.     Sexual harassment cases as provided for in RA 7877; and
 
c.      Union-related issues and concerns.
 
8. Only permanent officials and employees, whenever applicable, shall be appointed or elected as members of the grievance committee.
 
            9. In the appointment or election of the committee members, their integrity, probity, sincerity and credibility shall be considered.
 
10 The agency head shall ensure equal opportunity for men and women to be represented in the grievance committee.
 
11 The Local Chief Executive or his or her duly designated representative shall act as Chairman of the committee.
 
            12 The PGL grievance committee shall develop and implement pro-active measures that would prevent grievance, such as employee assembly which shall be conducted at least once every quarter, “talakayan”, counseling, HRMO interventions and other similar activities.
 
            13 The HRMO in collaboration with the PGL grievance committee, shall conduct a continuing information drive on grievance machinery among its officials and employees.
 
            14 The grievance committee may conduct an investigation and hearing within ten (10) working days from receipt of the grievance and render a decision within five (5) working days after the investigation. Provided, that where the object of the grievance is the grievance committee, the aggrieved party may submit the grievance to top management. 
 
            15 A grievance may be elevated to the Civil Service Commission Regional Office concerned only upon submission of a Certification on the Final Action on the Grievance (CFAG) issued by the grievance committee. The CFAG shall contain, among other things, the following information: history and final action taken by the PGL on the grievance.
 
            16 The HRMO of the agency shall extend secretariat services to the grievance committee.
 
            17 The grievance committee shall establish its own internal procedures and strategies. Membership in the grievance committee shall be considered part of the members’ regular duties.
 
            18 The grievance committee shall submit a quarterly report of its accomplishments and status of unresolved grievances to the Civil Service Commission Regional Office.
 
            19 Supervisors or officials who refuse to take action on a grievance brought to their attention shall be liable for neglect of duty in accordance with existing civil service law, rules and regulations.
 
            20 The PGL grievance machinery shall be submitted to the Civil Service Commission Regional Office concerned for approval. Subsequent amendments shall be subject to CSC approval and shall take effect immediately.
 
           
II. OBJECTIVES
 
            1. General
 
Create a work atmosphere conducive to good supervisor-employee relations and improved employee morale.
 
            2. Specific
 
2.1    Activate and strengthen existing grievance machinery;
 
2.2    Settle grievances at the lowest possible level in the organization; and
 
2.3    Serve as a catalyst for the development of capabilities of personnel on dispute settlement, especially among supervisors in the PGL.
 
 
III. SCOPE
 
            The Grievance Machinery applies to all levels of officials and employees in the PGL. It may also apply to non-career employees whenever applicable.
 
 
IV. DEFINITION OF TERMS
 
Accredited or Recognized Employee Union – an employee union accredited pursuant to Executive Order No. 180 and its implementing rules and regulations.
 
Bilis Aksyon Partner – is the counterpart Action Officer of the Civil Service Commission under the Mamamayan Muna Program in every agency pursuant to CSC MC No. 3, s. 1994.
 
Grievance – a work-related discontentment or dissatisfaction which had been expressed verbally or in writing and which, in the aggrieved employee’s opinion, has been ignored or dropped without due consideration.
 
Grievance Machinery – a system or method of determining and finding the best way to address the specific cause or causes of a grievance.
 
Public Sector Labor-Management Council (PSLMC) – the Council responsible for the promulgation, implementation and administration of the guidelines for the exercise of the right of government employees to organize pursuant to Executive Order No. 180.
 
 
V. APPLICATION OF GRIEVANCE MACHINERY
 
            The following instances shall be acted upon through the grievance machinery:
 
a.      Non-implementation of policies, practices and procedures on economic and financial issues and other terms and conditions of employment fixed by law, including salaries, incentives, working hours, leave benefits such as delay in the processing of overtime pay, unreasonable withholding of salaries and inaction on application for leave;
 
b.      Non-implementation of policies, practices and procedures which affect employees from recruitment to promotion, detail, transfer, retirement, termination, lay-offs, and other related issued that affect them such as failure to observe selection process in appointment, and undue delay in the processing of retirement papers;
 
c.      Inadequate physical working conditions such as lack of proper ventilation in the workplace, and insufficient facilities and equipment necessary for the safety and protection of employees whose nature and place of work classified as high risk or hazardous;
 
d.      Poor interpersonal relationships and linkages such as unreasonable refusal to give official information by one employee to another;
 
e.      Protest on appointments; and
 
f.       All other matters giving rise to employee dissatisfaction and discontentment outside of those cases enumerated above.
 
The following cases shall not be acted upon through the grievance machinery:
 
a.      Disciplinary cases which shall be resolved pursuant to the Uniform Rules on Administrative Cases;
 
b.     Sexual harassment cases as provided for in RA 7877; and
 
c.      Union-related issues and concerns.
 
 
VI. GRIEVANCE PROCEDURES
 
The procedures for seeking redress of grievances shall be as follows:
 
1. Discussion with Immediate Supervisor. At the first instance, a grievance shall be presented verbally or in writing by the aggrieved party to his or her immediate supervisor.
 
            The supervisor shall inform the aggrieved party of the corresponding action within three (3) working days from the date of presentation.
 
            Provided, however, that where the object of the grievance is the immediate supervisor, the aggrieved party may bring the grievance to the next higher supervisor.
 
2. Appeal to the Higher Supervisor. If the aggrieved party is not satisfied with the verbal decision, he or she may submit the grievance in writing, within five (5) days to the next higher supervisor who shall render his or her decision within (5) working days from receipt of the grievance.
 
3. Appeal to the Grievance Committee.  The decision of the next higher supervisor may be elevated to the grievance committee within five (5) working days from receipt of the decision of the next higher supervisor.
 
            The grievance committee may conduct an investigation and hearing within ten (10) working days from receipt of the grievance and render a decision within five (5) working days after the investigation. Provided, however, that where the object of the grievance is the grievance committee, the aggrieved party may submit the grievance to top management.
 
4. Appeal to Top Management. If the aggrieved party is not satisfied with the decision of the grievance committee, he or she may elevate his or her grievance within five (5) working days from receipt of the decision through the committee to top management who shall make the decision within ten (10) working days after the receipt of the grievance. Provided, however, that where the object of the grievance is the top management, the aggrieved party may bring his or her grievance directly to the Civil Service Commission Regional Office.
 
5. Appeal to the Civil Service Commission Regional Office. If the aggrieved party is not satisfied with the decision of top management, he or she may appeal or elevate his or her grievance to the Civil Service Commission Regional Office concerned within fifteen (15) working days from the receipt of such decision. Together with the appeal, the aggrieved party shall submit a Certification on the Final Action on the Grievance (CFAG). The Civil Service Commission Regional Office shall rule on the appeal in accordance with existing civil service law, rules and regulations.
 
 
VII. GRIEVANCE COMMITTEE
 
             The composition of the Grievance Committee in the PGL and their responsibilities are as follows:
 
 
            Composition
 
                                    ATTY. LEONARDO M. RAGAZA, JR.
                                                 Provincial Administrator
 
 
ATTY. SHERWIN MARC A. LINDO                    MRS. EUGENIA R. MAGANO
       Provincial Attorney                                                         Provincial HRMO
 
MR. LUISITO A. MORETO, JR.                           MR. JONEL C. OSIO
     Administrative Officer II                                     Computer Operator III                            
    And the HRMO (The Bilis Aksyon Partner [BAP] duly designated.)The HRMO of the PGL shall extend secretariat services to the grievance committee.
 
 
Responsibilities
 
            In addition to finding the best way to address specific grievance, the committee shall have the following responsibilities:
 
1. Establish its own internal procedures and strategies. Membership in the grievance committee shall be considered part of the members’ regular duties;
 
2. Develop and implement pro-active measures or activities to prevent grievance such as employee assembly which shall be conducted at least once every quarter, “talakayan”, counseling and other HRMO interventions. Minutes of the proceedings of these activities shall be documented for audit purposes;
 
3. Conduct continuing information drive on Grievance Machinery among officials and employees in collaboration with the HRMO;
 
4. Conduct dialogue between and among the parties involved;
 
5. Conduct an investigation and hearing within ten (10) working days from receipt of the grievance and render a decision within five (5) working days after the investigation. Provided, however, that where the object of the grievance is the grievance committee, the aggrieved party may submit the grievance to top management;
 
6. Direct the documentation of the grievance including the preparation and signing of written agreements reached by the parties involved;
 
7. Issue Certification on the Final Action on the Grievance (CFAG) which shall contain, among other things, the following information: history and final action taken by the agency on the grievance; and
 
8. Submit a quarterly report of its accomplishments and status of unresolved grievances to the Civil Service Commission Regional Office concerned.
 
VIII. GRIEVANCE FORMS
 
            The following forms shall be used:
 
            1. Grievance Form
            2. Grievance Agreement Form         
            3. Certificate of Final Action on the Grievance
 
 
IX. EFFECTIVITY
 
            This Grievance Machinery shall take effect immediately upon approval by the Civil Service Commission Regional Office concerned.