Personnel Services

Maintained by the Office of the HRMO

The greatest asset of a company is its people.

General Function of the Personnel Section

To provide personnel administration services to the management and personnel of the Schools Division in the areas of recruitment and selection, personnel administration, compensation and benefits administration, personnel records, while ensuring adherence to the standards, rules and regulations in personnel administration of government oversight agencies.

While the HRMO may be in charge of Human Resources, determining and providing for the competency development needs or trainings of both teaching and non-teaching personnel are not covered by its official functions.

Human Resource Management Office Activities
(Documentation)

Common Personnel Transactions

*Blank forms for these transactions are available for download (orange links) . All requests shall be coursed through the Records Unit using Doc Tracs.
* For leave of absence for thirty (30) calendar days or more and terminal leave, application shall be accompanied by a clearance from money,
property and work-related accountabilities (pursuant to CSC Memorandum Circular No. 2, s. 1985).

1. Leave of absence

Leave of absence is generally defined as a right granted to officials and employees not to report for work with or without pay as may be provided by law and as prescribed by CSC Rules.

TYPE OF LEAVE

REQUIRED DOCUMENTS

Maternity Leave of Absence - Maternity leave shall be granted to female workers in every instance of pregnancy, miscarriage or emergency termination of pregnancy, regardless of frequency: Provided, that for cases of miscarriage or emergency termination of pregnancy, sixty (60) days maternity leave with full pay shall be granted. Under the Expanded Maternity Leave Law, a total of one hundred five days (105) with full pay of leave may be availed by the employee.

Indorsement from the School Head/Head of Unit
Form 6 - 3 Copies each
Form 41 - 3 Copies each
School Clearance
Form 6a - 3 Copies (Allocation of Maternity Leave Form - for employees who intend to apportion a maximum of 7 days to the paternity leave of the father, alternate caregiver of her child/children or her current partner)
Proof of Relationship (e.g. Marriage Contract, Certificate of Live Birth of Child)

Paternity Leave - refers to the benefits granted to a married male employee allowing him not to report for work for seven (7) days but continues to earn the compensation therefor, on the condition that his spouse has delivered a child or suffered a miscarriage for purposes of enabling him to effectively lend support to his wife in her period of recovery and/or in the nursing of the newly-born child.

Indorsement from the School Head/Head of Unit
Form 6 - 3 Copies
Marriage Contract or Certificate of Live Birth of Child

Sick Leave -

Form 6 - 3 Copies (60 days and below)
Form 6 - 3 Copies (Beyond 60 days)
Form 41 - 3 Copies (for sick leave beyond 5 working days)
School Clearance (Beyond 30 days)

Study Leave -

Form 6 - 3 Copies (60 days and below)
Form 6 - 3 Copies (Beyond 60 days)

Rehabilitation Leave - is a privilege leave when an employee sustains wounds or. injuries while in the performance of official duties, hence employee was already at work, or in. situations where the employee meets an accident while engaged in activities inherent to the performance of official duties.

Certification of the school head that the injuries were incurred while in the performance of duties or other relevant narratives such as Police report/blotter that may validate the basis of the request

Medical Certificate on the nature of injuries, course of treatment involved, stating the recommendation of the attending physician on the duration to undergo recuperation and rehabilitation

Form 41 - 3 Copies (serves as written concurrence of a government physician in case the attending physician is a private practitioner per DBM JC No. 1, s. 2006)

Form 6 - 3 Copies (60 days and below)
Form 6 - 3 Copies (Beyond 60 days)
School Clearance (Beyond 30 days)

Vacation Leave and Special Privilege Leave - Vacation leave refers to leave of absence granted to officials and employees for personal reasons, the approval of which is contingent.

Indorsement from the School Head/Head of Unit (as may be required by the approving authority)
Form 6 - 3 Copies (60 days and below)
Form 6 - 3 Copies (Beyond 60 days)
School Clearance (Beyond 30 days)

Magna Carta of Women 9710 Leave - The Magna Carta of Women (MCW) is a comprehensive women's human rights law that seeks to eliminate discrimination through the recognition, protection, fulfillment, and promotion of the rights of Filipino women, especially those belonging in the marginalized sectors of the society.

Form 6 - 3 Copies (60 days and below)
Form 6 - 3 Copies (Beyond 60 days)
Form 41 - 3 Copies (for sick leave beyond 5 working days)
School Clearance (Beyond 30 days)

2. REINSTATEMENT TO DUTY

Reinstatement to Duty from Maternity Leave

3 copies of the following:

Letter Request
Photocopy of Approved Special Order for Maternity
Photocopy of Approved Form 6
Photocopy of Certificate of Live Birth of Born Child
Original Copy of Form 211 (Signed by a Government Doctor)

3. REQUEST FOR FIRST SALARY

Status of Appointment

Required Documents

Permanent/Provisional

2 copies each of the following:

Letter Request
Original DTR
Photocopy of Appointment
Photocopy of Oath of Office
Certificate of Assumption to Duty
Account Deposit Slip and Photocopy of ATM
SALN as of December 31 of the previous year
GSIS Membership Information Sheet
BIR Form 1902 (for those with no TIN)
BIR Form 2305 (for those with exiting TIN)
Division Paid Employees Record Form
Updated MDF (Pag-IBIG)
Updated MDR (Philhealth)

Substitute

2 copies each of the following:

Letter Request
Original DTR
Account Deposit Slip and Photocopy of ATM
Photocopy of Appointment
Certificate of Assumption to Duty
Daily Accomplishment Report

Contract of Service

1. Cover Letter for Request for Salary
2. Daily Time Record signed by employee and verified by School Head (Original – 2 copies)
3. Daily Accomplishment Report signed by employee and verified by School Head (Original – 1 copy)

Submission of Documents for Salary shall be every 15th and last day of each month.
*Should the cut-off date fall on a weekend, holiday, or non-working day, the cut-off date shall be automatically extended to the next business day.

*Request and complete documentary requirements submitted beyond the cut-off date shall be considered as transaction for the next pay cycle.

4. REQUEST FOR DOUBLE PAY and loyalty pay

Double Pay

All documents 2 copies each:
Letter Request for Double Pay
Photocopy of S.O. for Maternity
Photocopy of S.O. for Reinstatement

Include the following documents attached in the approved Special Orders:
Photocopy of Approved Form 6 (Leave Form)
Photocopy of Form 41 (Medical Certificate)
Photocopy of For 211 (Medical Certificate)
Photocopy of Child’s Birth Certificate
Photocopy of School Clearance

Loyalty Pay

All documents 2 copies each:
Letter Request for Loyalty Pay
Updated Service Record
Appointment (Original Status)

5. RECLASSIFICATION OF TEACHING POSITION (TEACHER II - MT V)

Reclassification - is a form of staffing modification and/or position classification action applied only when there is a substantial change in the regular duties and responsibilities of the position. This may result in a change in any or all of the position attributes: position title, level and salary grade.

*Pending the official guidelines from the DepEd Central Office in compliance with EO 175, requests for reclassification are held in abeyance.

Required Documents

6. REQUEST FOR CHANGE OF NAME (FOR MARRIED FEMALE EMPLOYEES)

2 Copies of the following:

RPSU Paid Personnel Request Sheet for Masterfile Update
Updated Payslip
Updated Service Record (Obtained from School Head)
Photocopy of Marriage Contract (PSA)

7. REQUEST FOR Integration or UPDATING of RECORDS IN THE REGIONAL PAYROLL SERVICES UNIT

Initial Integration (Newly Hired/Transfer of Station)

2 copies of the following:

Letter Request
Teacher/Employee Individual Record Form
Photocopy of Approved Appointment
Recent Validated Deposit Slip (Land Bank)
GSIS BP No.
Updated MDF (Pag-IBIG)
Updated MDR (Philhealth)
BIR Form 1902
BIR Form 2305
SALN as of December 31 of the previous year

Updating of Records Due to Step Increment/Promotion/Reclassification

Letter Request
Photocopy of Appointment
Photocopy of Pay Slip
Updated Service Record

Updating of Records Due to Change in Marital Status or Correction of Records

Letter Request
RPSU Paid Personnel Request Sheet for Masterfile Update
Latest Pay Slip
Updated Service Record
PSA Marriage Certificate (for Married Women)
Updated MDF (Pag-IBIG)
Updated MDR (Philhealth)

8. REQUEST FOR SUBTITUTE TEACHER

Substitute Teacher - when an incumbent teacher is on maternity or extended leave, a temporary replacement may be extended a substitute appointment for the duration of the incumbent teacher’s leave, but not to exceed one year.

Required Documents

Request Sheet for Substitute Teacher (Non IU/Elementary | Implementing Unit)
Approved Special Order for Maternity Leave of Teacher on Leave
Approved Form 6

9. REQUEST FOR AUTHORITY TO PRACTICE PROFESSION

Authority to Practice Profession - The authority to grant permission to any official or employee shall be granted by the head of the ministry or agency in accordance with Section 12, Rule XVIII of the Revised Civil Service Rules

Request Letter for Authority to Practice Profession (Prescribed Format)

10. Request for Permit to study

Permit to Study - Pursuant to DECS Order No. 56, 2. 1984, Department Circular No. 17, s. 1960 and other related issuances that officers, teachers, and other personnel who wish to study leading to any degree must secure a permit to study from the head of agency to ensure that outside study will not impair performance of their functions.

Permit to Study Form

11. Application for retirement/DISABILITY/SURVIVORSHIP

Application for Retirement for Life Insurance Benefits - Retirement under RA 8291 may be availed by those who have rendered at least 15 years of service in government and must be at least 60 years of age upon retirement. Also, they must not be permanent total disability pensioners.

Letter of Intent to Retire (3 copies)
GSIS Application for Retirement (4 copies)
Declaration of Pendency/Non-Pendency of Case (4 copies)
Division Clearance (4 copies)
Updated Service Record (softcopy)
Fiscal’s Clearance (Place of Assignment & Residence) (4 copies)
Statement of Assets, Liabilities & Net Worth (SALN) (4 copies)
Latest Appointment (4 copies

Application for Survivorship Pension

Survivorship Form (4 copies)
Proofs of Surviving Legal Heirs and Guardianship (4 copies)
Affidavit of Surviving Spouse (4 copies)
Affidavit of Surviving Heirs (4 copies)
Death Certificate-PSA (4 copies)
Marriage Cert – PSA (4 copies)
Birth Certificate of Minor – PSA (4 copies)
Updated Service Record (softcopy)
Statement of Assets, Liabilities & Net Worth (SALN) (4 copies)
Latest Appointment (4 copies)
Payslip (3 copies)
Division Clearance (4 copies)
Ombudsman Clearance (4 copies)
CSC Clearance (4 copies

Application for Disability Pension - benefit for life that is given to former GSIS members who left the government service after having been diagnosed with disabilities that led to complete, irreversible, and permanent incapacity to work, resulting in loss of income.

Letter of Intent to Retire (3 copies)
Application for Disability Retirement Form (4 copies)
Disability Benefits Income Benefits for Payment Form (4 copies)
Declaration of Pendency/Non-Pendency of Case (4 copies)
Division Clearance (4 copies)
Medical Certificate (3 copies)
Letter of Intent to Retire (3 copies)
Updated Service Record (softcopy)
Fiscal’s Clearance (Place of Assignment & Residence) (4 copies)
Statement of Assets, Liabilities & Net Worth (SALN) (4 copies)
Latest Appointment (4 copies

12. Request for travel abroad

Documentary Requirements

Integration to the Regional Payroll Services Unit (RPSU)

Received Requests for Integration
Forwarded Requests to RO for Integration
Newly Integrated/Updated Records

The records below, as indicated by dates received, contains the Names of Teachers whose requests for integration have been forwarded to the Regional Office

Reclassification of Positions

Requests for ERF Approval & Approved ERF
Forwarded Requests to RO
Plantilla Allocation List
NOSCA Issued

The records below, as indicated by dates received, contains the Names of Teachers whose requests for ERF Approval have been forwarded to the Regional Office

The Plantilla Allocation Lists as indicated by the dates forwarded to the Regional Office contains the Names of Teachers whose positions are to be reclassified through their approved Equivalent Records Form

2022 March 11, 2022 | August 31, 2022

The records below shows the Approved Notice of Organization Staff Compensation Action issued for the Reclassified Positions and the names of employees contained herein are to be appointed to their reclassified positions.

NOSCA 0602022-05-234 | Reclassification of Teaching Positions | June 1, 2022

NOSCA 0602022-09-111 to 118 | Reclassification of Teaching Positions | October 2022

Appointment Forms

The forms below are to be accomplished in support of an appointment to be issued:

PROMOTION THROUGH NATURAL VACANCY

Documents to be Submitted and Number of Copies

1. CS Form 32 Oath of Office - 3
2. CS Form 1 Position Description Form - 3
3. CS Form 212 Personal Data Sheet - 2
4. Transcript of Records (Certified Copy by the School Registrar) - 1
5. PSA Authenticated Certificate of Live Birth - 1
6. PSA Authenticated Marriage Contract (for female employees) - 1
7. Clearance from Current School Head - 1
8. Service Record - 1
9. Photocopy of Latest Appointment Issued (if any) - 1
10. Authenticated PRC License and Rating - 2
11. BIR Form 2305 - 2
12. Work Experience Sheet - 2

RECLASSIFICATION

Documents to be Submitted and Number of Copies

1. CS Form 32 Oath of Office - 3
2. CS Form 1 Position Description Form - 3
3. CS Form 212 Personal Data Sheet - 2
4. PSA Authenticated Certificate of Live Birth - 1
5. PSA Authenticated Marriage Contract (for female employees) - 1
6. Clearance from Current School Head - 1
7. Service Record - 1
8. Photocopy of Latest Appointment Issued (if any) - 1
9. Authenticated PRC License and Rating (only if requested upon further evaluation by the Civil Service Commission)
10. BIR Form 2305 - 2
11. Work Experience Sheet - 2

TRANSFER

Documents to be Submitted and Number of Copies

1. CS Form 32 Oath of Office - 3
2. CS Form 1 Position Description Form - 3
3. CS Form 212 Personal Data Sheet - 2
4. CS Form 211 Medical Certificate - 1
4. Transcript of Records (Certified Copy by the School Registrar) - 1
5. PSA Authenticated Certificate of Live Birth - 1
6. PSA Authenticated Marriage Contract (for female employees) - 1
7. Clearance from Current School Head - 1
8. Service Record - 1
9. Photocopy of Latest Appointment Issued (if any) - 1
10. Authenticated PRC License and Rating - 2
11. BIR Form 2305 - 2
12. Work Experience Sheet - 2