2015 Manual of Operations

National Council for Children’s Television

� 2

The National Council for Children’s Television was created by virtue of Republic Act 8370 or the

Children’s Television Act of 1997. It is an attached agency to the

Department of Education.

TABLEOFCONTENTS

CHAPTER CONTENTTITLE PAGE

INCCTOverview,

Mandates,andStructure 5

IIAppointment,

EmploymentPoliciesandProcedures

18

III CompensationandBeneDits 24

IVWorkEthics,

Performance,Discipline,andGrievance

28

V EmploymentTermination 37

VI FlowCharts 39

� 3

FORMS, TABLES, SAMPLES

ANNEX CONTENT TITLE PAGE

1 Terms of Reference 49

2 Salary Standardization Law 50

3 Withholding Tax Computation Table 51

4 Phil Health Computation Table 52

5 Official Travel Authority 53

6 Compensatory Time Off Form 54

7 Leave of Absence Form 55

8 Grievance 56

9 Purchase Request Form 57

10 Personal Locator Slip 58

11 Certificate of Appearance 59

12 Reimbursement Expense Receipt 60

13 Gate Pass 61

14 Itinerary of Travel 62

15 Appendix B 63

� 4

CHAPTER I NCCT OVERVIEW, MANDATES, AND STRUCTURE

HISTORY

The National Council for Children’s Television (NCCT) was created by virtue of Republic Act No.8370 called the Children’s Television Act of 1997. On May 5, 2003, the NCCT was transferred from the Office of the President to the Department of Education, under Executive Order No.203 signed by then President Gloria Arroyo.

VISION

NCCT ensures that quality television programs are offered to Filipino children for their empowerment and holistic development.

MISSION

✓ Promote quality television programs that develop the moral, values, and strong sense of national identity of the Filipino child;

✓ Formulate policies, set standards for children’s TV, and ensure their implementation;

✓ Research on the impact of TV on Filipino children; ✓ Monitor and evaluate child-friendly television; ✓ Advocate media literacy among various stakeholders; ✓ Support the production of quality TV programs for children; and, ✓ Strengthen linkages with the broadcast industry

GOAL

To ensure that all children in the Philippines will have access to quality television programs that are creative, informative, educational, and entertaining, wherever they are and in whatever circumstances they are in.

� 5

ORGANIZATIONAL STRUCTURE

� 6

COMPOSITION, DUTIES, AND RESPONSIBILITIES

i. COUNCIL MEMBERS

A. Composition - The Council shall be composed of five (5) members representing the following sector:

1. Academe 2. Broadcast Media 3. Child-Development Specialist 4. Parents 5. Child-Focused Non-Government Organizations

B. Functions

1. To formulate and recommend plans, policies and priorities for government and private sector (i.e. broadcasters, producers, advertisers) action towards the development of high quality locally produced children’s television programs to meet the developmental and informational needs of children;

2. To promote and encourage the production and broadcasting of developmentally-appropriate children’s television programs through the administration of a National Endowment Fund for Children’s Television and other necessary mechanisms as it may determine;

3. To monitor, review and classify children’s television programs and advertisements aired during child-viewing hours, in order to take appropriate action, such as disseminating information to the public and bringing results to the attention of concerned agencies for appropriate action;

To attain this function, the Council shall:

i. come up with its standards for children’s television programs;

ii. deputize representatives who will conduct the monitoring of children’s television programs and advertisements;

iii. require television stations/networks and cable operators, through the MTRCB, to furnish it with tapes/recordings of children’s television programs and advertisements;

� 7

iv. publish the results of the review and monitoring of children’s television programs and advertisements

4. To formulate, together with the television broadcast industry, a set of standards for television programs shown during child-viewing hours and work closely with the industry for the adoption and implementation of said standards;

5. To conduct research for policy formulation and program development and disseminate results to broadcasters, advertisers, parents and educators on issues related to television and Filipino children;

6. To promote media education in general and television literacy in particular within the formal school system and other non-formal means, in cooperation with private organizations;

7. To monitor the implementation of the Act and its IRR and other existing government policies and regulations pertaining to children’s broadcast programs.

ii. SECRETARIAT

A. Executive Director – functioning as the head of the secretariat, s/he is expected to:

1. Oversee and manage day-to-day operations of the secretariat; 2. Recommend to the Council the secretariat’s staffing pattern and

the qualifications, duties, responsibilities, functions, and compensation for the positions created by the former;

3. Performs other functions and duties as may be assigned from time to time by the Council;

a. Enters into a contract and other instrument as may be authorised by the council

4. Maintain effective communication and working relationships with Executive Director, Council Members, Advisory Committee Members and project team members.

5. Provide inputs and finalize reports for submission to DBM such as Work and Financial Plan, Annual Report, and Targets et al to be recommended to the Executive Director.

6. Spearhead the overall planning, conceptualizing, and finalizing of programs and projects of NCCT relevant to the mandate and functions.

� 8

7. Ensure the adoption and implementation of the Code of Ethics and Norms of Conduct of government officials and employees as established by NCCT;

8. Observe employees’ interests and ensure rights are protected;

General Administration and Finance:

B. Supervising Administrative Officer (SAO) - Functioning as the head of the general administration and finance division of the secretariat, s/he is expected to:

1. Review prepared budget program, projects, events, or plans and recommends approval to the Executive Director.

2. Review all reports, communications, bid documents and other outputs and endorse to the Executive Director of NCCT for action.

3. Plan and coordinate all general service functions. 4. Draft and implement rules and regulations on general service

functions. 5. Supervise preparation of periodic, annual, and other required

reports including financial reports and documents. 6. Supervise the recruitment, hiring, training, classification, salary

and wage determination, labor relations, benefit administration and personnel records keeping;

7. Maintain liaison with the Civil Service Commission (CSC); 8. Provide the following services:

a. Employment Programs and Services – provide information and assistance to the constituents and applicants;b. Issuance of Certification of Leave Credits/Statement of Leave Credits;c. Issuance of Service Record;d. Issuance of Certificate of Employment; ande. Processing of application for leave and appointment for hiring and recruitment;

9. Perform other duties as may deemed necessary.

� 9

C. Accountant II - as the sole accountant of the secretariat, s/he is expected to:

1. Install and maintains an internal audit system and accounting system.

2. Prepare and submit financial statements, specifically:

i. Journal entries in accordance with the Government Accounting Principles on the transaction of NCCT.

ii. Documentation of transactions to ensure compliance of the necessary warranties to be provided by NCCT on those said transactions as provided by laws and regulations.

iii. Financial statements such as balance sheets, income statements, statement of changes in government equity, notes to the financial statements among others.

iv. Analysis on financial statements of NCCT.

3. Monitor balances of the Account of NCCT to ensure that those balances represent underlying economic values.

4. Evaluate systems and processes of NCCT to ensure that necessary controls are in place and provide recommendation thereof.

5. Prepare required reports required from COA, DBM, BTR, and other oversight agencies.

6. Sign disbursement vouchers. 7. Check liquidation reports. 8. Perform other related duties as deemed necessary.

Project Development and Management

D. Project Development Officer II - s/he is expected to:

1. Conceptualize, draft, and submit project and program proposals relevant to the mandate and functions of NCCT to the Project Manager.

2. Prepare program flow, training design, and / or modules for the programs and projects.

3. Assist in the preparation of all conferences, trainings, workshops, seminars, and other related activities of the program, project, or events.

4. Coordinate advocacy initiatives in children and media from project conceptualization to coordination and execution.

� 10

5. Help train youth in media production, from photography, camera operation and maintenance, to videography, editing and postproduction.

6. Assist in the preparation of terminal reports, annual reports, DBM reports et al.

7. Coordinate and forge relationships with stakeholders such as TV networks, parents, educators, and other oversight agencies.

E. Project Development Officer II - s/he is expected to:

1. Conduct researches related to children, television, and other media.

2. Set strategies and directions to acquire information and/or to analyze data on children’s TV viewing, television, and media.

3. Report results of research to aid decision making in project development and to enhance and maximize resources and staff.

4. Research and recommend best practices on media literacy, community-based adult literacy among others.

5. Assist in the designing training modules and workshops based on training needs assessments, focus group discussions, et al.

6. To help train youth in media production, from photography, camera operation and maintenance, to videography, editing and post production.

7. Provide other tasks that may be assigned.

F. Project Development Officer I - s/he is expected to:

1. Plan communications activity in-depth and provide hands-on delivery.

2. Create and implement awareness campaigns via blog, social media, and also written and broadcast media, on a national level.

3. Communicate core organizational messages to both specific and general audiences (including volunteer groups, potential individual and institutional donors, general public and specialist professionals)

4. Proactively promote achievements, milestones and the agency’s mandates and functions.

5. Monitor and report on effectiveness of online communications, campaigns and engagement activities, continuously improving

� 11

how we reach out and engage new groups and keep the existing Network involved and interested

6. Write high-quality, eye-catching press releases, articles, blog posts and editorial, which bring to life our programs and projects.

7. Coordinate our web output, with new web material, updated content, edited contributions from others, source complementary images and footage.

8. Produce excellent advocacy collateral such as brochure, newsletter, et al, to promote NCCT.

� 12

CHAPTER II APPOINTMENT, EMPLOYMENT POLICIES

AND PROCEDURES

Employment Policies and Procedures

If one joins the NCCT, s/he is engaged in public service and will be subjected to the Philippine Civil Service policies, Rules, and Procedures. The PCS follows the principle of merit and fitness for those seeking entrance to the government service to promote morale, efficiency, integrity, responsiveness, progressiveness, and courtesy.

One may occupy positions in the Civil Service in two categories, either career service or non-career service:

Career Service – The Career Service shall be 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. It has three different levels:

a. The first level shall include clerical, trades, crafts, and custodial service positions which involve non-professional or sub-professional work in a non-supervisory or supervisory capacity requiring less than four years of collegiate studies;

b. The second level shall include professional, technical, and scientific positions which involve professional, technical, or scientific work in a non-supervisory or supervisory capacity requiring at least four years of college work up to Division Chief level; and

c. The third level shall cover positions in the Career Executive Service.

Non-Career Service – is characterized by entrance to the government service not necessarily based on merit and fitness. Tenure is limited to a period specified by the law that is coterminous subject to the pleasure of the appointing authority.

� 13

A. COUNCIL MEMBERS:

1. NOMINATION AND RECOMMENDATION – nominations for members of the council shall be made by their respective organizations and the Council for the Welfare of Children (CWC), in consultation with the Advisory Committee Members. The said nominations made by their respective organizations and the CWC shall be submitted to the Council Secretariat, which shall include them in the agenda of the upcoming Advisory Committee meeting. Thereafter, the secretariat shall prepare the Final List of Nominees as approved by the Advisory Committee and submit it to the Secretary of Education for endorsement to the President.

NOMINATION, RECOMMENDATION, AND APPOINTMENT PROCESS FLOW FOR COUNCIL MEMBERS

� 14

Civilians, Organizations, and Advisory Committee Members nominate for individuals qualified fit for the vacant council member position.

NCCT Secretariat collates and presents the nominees to the Advisory Committee Members.

Advisory Committee members evaluate the nominees based on: integrity, high degree of professionalism, authority in their field.

President signs the appointment.

Secretary of Education sends the recommendation to the President.

The Advisory Committee members, spearheaded by the CWC recommend to the Secretary of Education their chosen nominee.

2. APPOINTMENT – They shall be appointed by the President. Their appointments shall be based on their integrity, high degree of professionalism, and having distinguished themselves as authority in the promotion of children’s rights and responsible television programming.

3. TERM OF OFFICE – They shall have a term of three (3) years. First appointees shall have the following terms:

a. Two (2) members for three (3) years b. Two (2) members for two (2) years c. One member for one (1) year

B. EXECUTIVE DIRECTOR

1. NOMINATION AND RECOMMENDATION – There are three stages in the employment process. Recruitment is the initial stage, which involves publishing vacant position in at least three (3) conspicuous places in the office for ten (10) days. Upon collation and proper shortlisting of applicants, the council members shall set interviews with the applicants. They will evaluate the applicants based on set qualification standards until one of them is recommended to the Secretary of Education. This stage is called Selection. Secretary of Education sends the recommendation to the President and then the President signs the Appointment. 2. APPOINTMENT – the President shall appoint the Executive Director per recommendation by the Secretary of Education.

3. TERM OF OFFICE – Executive Director’s term shall be determined by the President.

� 15

NOMINATION, RECOMMENDATION, AND APPOINTMENT PROCESS FLOW FOR EXECUTIVE DIRECTOR

C. STAFF Selection of employees of the NCCT Secretariat shall be anchored on the principles of merit, competence, fitness, and equality and shall be open to all qualified candidates/applicants regardless of gender, civil status, religion, ethnicity, or political affiliation. In no case shall discrimination be made against applicants who are differently abled person (RA 7277, Magna Carta for Disabled Persons).

The employment process includes three (3) stages: (1) Recruitment; (2) Selection; and (3) Appointment.

1. Recruitment – this period is in the initial stage, which involves publication of vacant positions by the Supervising Administrative Officer and the filing of application by the applicants.

a. Publication of Vacant Position – pursuant to RA 7041, vacant positions in all levels in the career service are published in the Bulletin of Vacancies in the Civil Service, in a newspaper of wide circulation, in NCCT website, or in social media. These are also

� 16

NCCT Secretariat publishes vacancy for the Executive Director

NCCT Secretariat collates and presents the applications to the Council members. .

Council members set interview for shorlisted applicants

President signs the appointment.

Secretary of Education sends the recommendation to the President.

Council members evaluate and select applicant to be recommended to the Secretary of Education.

posted in at least three (3) conspicuous places in the office for ten (10) days.

b. Filing of Application – The applicant shall write a letter of intent together with the following documents to the Supervising Administrative Officer:

i. Accomplished CS Form 212 (downloadable in the Civil Service website)

ii. Transcript of Records iii. Diploma iv. Career Service Examination Certificate v. Certificate of Trainings/Seminars/ Workshops (if any) vi. Service Record (if any) vii.Performance Rating for the last two (2) periods

2. Selection – The Supervising Administrative Officer gathers all applications and shortlists applicants (first level screening) based on qualification standards. The Personnel Selection Board (PSB) (see *) shall prepare a rank list of shortlisted applicants (second level screening) through the following criterion:

i. Performance ii. Education and Training iii. Experience and Outstanding Accomplishment iv. Psycho-Social Attributes and Personality Traits v. Potential

PSB may also conduct an examination for technical positions, if deemed necessary, in assessing possible employee.

* Personnel Selection Board (PSB) – the members of this board will evaluate and select the most fitting candidate for the vacant position. The result of their evaluation must be posted in three (3) conspicuous places in the office. This board is composed of:

i. Executive Director ii. Supervising Administrator iii. Immediate Supervisor

� 17

3. Appointment – the PSB shall submit a rank list of shortlisted applicants with their recommendation to the appointing official. The appointing official approves or disapproves its recommendation. Once the appointing official signs the appointment, the HR Officer (Supervising Administrative Officer) must inform and orient the considered applicant. On his/her first day, the employee must take an oath before the Executive Director or appointing official.

PERMANENT EMPLOYEE HIRING PROCESS FLOW

� 18

Supervising Administrative Officer publishes vacancy post through different platforms.

Applicants submit their letter of intent, curriculum vitae, and required documents per CSC.

Supervising Admininsstrative Officer presents the applications to the Personnel Selection Board.

Appointing Official (NCCT Supervising Administrator) signs the appointment.

PSB evaluates and ranks applicants to be recommended to the Appointing Official.

Supervising Administrative Officer set interview for shorlisted applicants

Hired permanent employee must take an oath on his/her first day.

Employment Status

A. Permanent Status – is issued to a person who meets the minimum qualifications including appropriate eligibility and all requirements of the position to which s/he is being appointed. A permanent employee enjoys the benefits and security of tenure as mandated by the law.

B. Contract of Service Status – refers to employment that covers lump sum work of services where no employer-employee relationship exists. The contract of service shall not exceed six (6) months on a daily basis as stated in their terms of reference (*see annex 1). Because of the nature of employment, this status is not covered by civil service laws, and rules and will not enjoy the benefits enjoyed by the permanent employees.

Employee with this status may enter a renewal of contract shall the office sees the necessity of the services rendered. Contract of service employee may also be considered for permanent position if there is a vacant position and if s/he showed meritorious work in the office.

Other Employment Rules

1. No employment may be made in favor of a relative of the appointing or recommending authority, or of the chief of the bureau or office or the person exercising immediate supervision over the appointee.

2. Elective or appointive official are not eligible for appointment in any capacity to any public office or position during their tenure.

3. A candidate who had lost in any election (except Barangay election) cannot be appointed to any office in the government or any government-controlled corporation or their subsidiaries within one year after the election.

� 19

CHAPTER III COMPENSATION AND BENEFITS

COMPENSATION

1. Permanent Status

According to Salary Standardization Law (SSL3), each position is tagged with an equivalent salary grade (SG), which corresponds to an equivalent amount representing an annual salary. There are eight (8) salary steps within each salary grade level. Upon appointment, an employee normally receives as basic salary the amount equivalent to salary Step 1 for the salary grade level corresponding to the position s/he holds. (For SSL3 see annex 2). (Every three years – step increment)

Deductions from basic salary are the compulsory contributions such as GSIS, Pag-IBIG, Philhealth and BIR Witholding Tax. (See annex 3 for table computation).

Adjustments in salaries as a result of increase in pay levels or upgrading of positions, which do not involve a change in qualification requirements, shall not require new appointments except that copies of the salary adjustment notices shall be submitted to the Commission for record purposes.

2. Contract of Service Status

The salary depends on the management’s decision, which is based on the scope of work, experience, and qualifications. The salary is agreed upon by the employee and NCCT and shall be reflected in the terms of reference.

BENEFITS

1. ADDITIONAL COMPENSATION - In addition to the basic salary, a permanent employee receives the following:

a. Personnel Economic Relief Allowance (PERA) in the amount of two thousand pesos (P 2,000.00) per month.

b. Cash Gift of five thousand pesos (P 5,000.00) as bonus at the end of the year.

� 20

c. Clothing Allowance of five thousand pesos (P5,000.00) given at mid-year.

d. MidYear/Year End Bonus (equivalent to one month salary) given twice a year (May and November).

e. Performance Enhancement Incentive (PEI) and Performance Based Bonus depending on the performance of the agency.

f. Representation Allowance (P 9,000.00)—ED, monthly g. Transportation Allowance (P 9,000.00)—ED, monthly h. Miscellaneous Allowance and Extraordinary Expenses

(P9,800.00) – ED, monthly

B. COMPULSORY CONTRIBUTIONS

Permanent employee has the following compulsory contribution with corresponding government share.

1. GSIS Life and retirement premium (12% government share, 9% personal share)

2. Philhealth Premium (see annex 4 for computation) 3. PAG-IBIG Contributions (Contribution is P200)

C. STAFF DEVELOPMENT The development and retention of a competent and efficient work force in the public service is a primary concern of government. It shall be the policy of the government that a continuing program of career and personnel development be established for all government employees at all levels. Permanent and contract employees may be given the privilege to attend in-service training, conference, and workshops for personal and career development. Based on qualifications and job functions, the Executive Director decides who will be sent to a particular training or conference. Availability of funds is also considered. Most of the in-service trainings may require employee to travel to the training venue. Official travel process must be observed.

1. Official Travel – Request for local or foreign shall state the place to be visited, purpose, duration of the travel and source of funds where the expenses shall be charged. (See annex 5 for form)

i. Local Travel – the NCCT Supervising Administrator approves the local travels of the Executive Director and the Council Members. Moreover, the Executive Director approves the local travels of the personnel and staff.

� 21

ii. Foreign Travel – the Secretary of Education approves the official foreign travel of the Council Members, Executive Director, and the staff/personnel.

Official Local travel expenses of personnel / staff regardless of rank and position shall be in amount of eight hundred pesos (P 800.00) per day which shall be apportioned as follows: 1) Fifty percent (50%) for hotel/lodging, 2) thirty percent (30%) for meals, and 3) twenty percent (20%) for incidental expenses. For official foreign travel, the per diem of the employee will be based on the current United Nations Daily Subsistence Allowance (UN DSA) of the country of destination.

D. TERMINAL LEAVE BENEFITS i. The Payment of Terminal Leave for purposes of retirement or voluntary resignation shall be based on the highest monthly salary received by the employee at any time during his period of employment in the government service, and not on his latest salary, unless the latter is the highest received by the retiree.

ii. Terminal Leave benefits shall be computed using the following formula:

TLB = S x D x CF

Where: TLB – Total Terminal Leave Benefits S – Highest Monthly Salary received D – Number of accumulated leave credits (Vacation and Sick) CF – the Constant Factor of 0.0478087 specified under Section 40 of the Amendments to CSC Memorandum Circular No. 41 (S. 1998)

iii. Any official or employee who has reached the mandatory retirement age of sixty-five (65) years but whose services have been extended for another six (6) months will no longer earn leave credits.

iv. All Terminal Leave Applications shall be approved by the Executive Director.

� 22

CHAPTER IV WORK ETHICS, PERFORMANCE,

DISCIPLINE, GRIEVANCE

ATTENDANCE AND PUNCTUALITY

Work Hours - each employee is required to render eight (8) hours of work per day, five days a week or a total of forty (40) hours a week, exclusive of time for lunch is required. According to CSC-MC No. 14, s. 1989, adoption of flexible time is allowed, provided it falls between:

• 7:00 AM – 4:00 PM • 8:00 AM – 5:00 PM • 9:00 AM – 6:00 PM

The flexible time schedule means that an employee may opt to report for work anytime between 7:00 AM and 9:00 AM and finish the eight (8) hours of work required sometime between 4:00 PM and 6:00 PM, provided that the core working hours is observed.

Bundy Clock – all employees, except presidential appointees, shall record their daily attendance on the Daily Time Record (DTR) and have them registered on the bundy clock. DTR of employees shall be kept in a conspicuous place in the custody of the Supervising Administrative Officer who shall monitor the arrival and departure of officials and employees.

DTR should be placed on the designated rack all the time. The Executive Director and Supervising Administrative Officer monitor the attendance of the employees. Computation of the rendered eight (8) hours of work shall be based on the recorded log in and out on the DTR.

Rules on punching in and out:

1. Punching of DTR of one employee for another employee is prohibited. 2. Whenever an employee is leaving the office at an earlier time, whether for

official or personal business, s/he must punch out at the exact time s/he is leaving.

3. Whenever an employee returns to the office from official business, s/he must punch in at the time s/he returns.

4. When an employee returns late from a personal business or lunchbreak, s/he must punch the time c/he returns to the office.

� 23

Log Book – Employee must also record his/her log in and out, as what appeared in the DTR, in a logbook placed in a conspicuous place in the office. Employee must also indicate in the logbook when s/he was on official business outside the office.

Tardiness – If an employee reports for work later than 9:00 AM, s/he shall be considered tardy. (repercussions?)

Half day – If an employee files for half day, s/he shall render a minimum of four (4) hours of work from the time s/he logged in. (repercussions?)

Example: 7:00 AM – 11:00 AM

8:00 AM – 12:00 NN 9:00 AM – 1:00 PM 12:00 NN – 4:00 PM 1:00 PM – 5:00 PM 2:00 PM – 6:00 PM

Undertime – If an employee leaves the office earlier than 4:00PM or fails the eight (8) hours, one shall be considered to have incurred an undertime.

Emergencies – In case of tardiness or undertime due to personal unforeseeable circumstances, the Executive Director and Supervising Administrative Officer shall assess the situation and decide on the repercussions.

- Include emergency concerning immediate family (married – spouse and children, single – parents; for siblings, case to case basis)

Overtime – If s/he works in the office in excess of eight (8) hours as authorized by the Executive Director, this is considered as overtime.

o Incumbents of positions of chief of divisions and below under permanent or contract of service are entitled to overtime pay.

o If an employee renders an overtime, s/he must accomplish the authority to render overtime for and submit an accomplishment report for the overtime services rendered to the Supervising Administrative Officer.

o Those involved in the conduct of training programs, workshops, seminars, etc. conducted on regaular working days, and who are

� 24

on travel status receiving equivalent travel allowance, are not entitled to overtime pay when they render services in excess of the regular eight (8) hours.

o Those involved in the conduct of training programs, workshops, seminars, etc. conducted on weeends, and who are on travel status receiving equivalent travel allowance, are not entitled to overtime pay when they render services in excess of the regular eight (8) hours. Employees can also opt to not receive travel allowance and convert hours of service to overtime pay or Comepnsatory Time-Off.

Compensatory Time-Off (CTO) – non-monetary remuneration for overtime services rendered may be granted through this. It refers to the number of hours or days an employee is excused from reporting for work with full pay and benefits. It is a non-monetary benefit provided to an employee in lieu of overtime pay. To avail of CTO, one must file to the Supervising Administrative Officer. (See annex 6)

Absence – If an employee does not appear in the office for the whole work day for whatever reason, s/he is considered absent. For COS employees, proper deductions will be reflected on the payroll where the absence is incurred.

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 the rules prescribe in Rule XVI hereof. Permanent employees including the Executive Director shall be entitled to the following leaves annually with full pay exclusive of Saturdays, Sundays, Public Holidays, without limitation as to the number of days of leave that may accumulate:

1. Vacation Leave – refers to leave of absence granted to officials and employees for personal reasons, the approval of which is contingent upon the necessities of the service. An employee may earn 1.25 credits per month or 15 days a year.

2. Sick Leave – refers to leave of absence granted only on account of sickness or disability on the part of the employee concerned or any member of his immediate family. An employee may earn 1.25 credits per month or 15 days a year. If one is absent for 5 consecutive days because of being sick, then a medical certificate must be submitted to the Supervising Administrative Officer.

� 25

3. Special Privilege Leave – refers to leave of absence which officials and employees may avail of for a maximum of three (3) days annually over and above vacation, sick, maternity, and paternity leaves to mark personal milestones such as birthday, wedding, wedding anniversary etc., parental obligations and duties such as PTA meetings, graduation, communion et al of child, or calamity or force majeure.

4. Mandatory Leave – refers to the five-day forced leaves annually required to all government permanent employees. This mandatory annual five-day leave shall be forfeited if not taken during the year. However, in cases where the Executive Director has canceled the scheduled leave in the exigency of service, the scheduled leave not enjoyed shall no longer be deducted from the total accumulated vacation leave.

5. Maternity Leave – refers to leave of absence granted to pregnant female permanent employees. She is entitled to sixty (60) calendar days of leave with full pay if she has rendered two (2) or more years of service in the government. The primary intent of granting this leave is to extend working mothers some measure of financial help and to provide her a period of rest and recuperation in connection with her pregnancy.

6. Paternity Leave – refers to leave of absence granted to married male employee allowing him not to report for work for seven (7) calendar days while continuing to earn the compensation therefore, on the condition that his legitimate spouse has delivered a child, for the purpose of enabling him to effectively lend care and support to his wife before, during and after childbirth as the case may be and assist in caring for his newborn child.

7. Study Leave – (include bonds)

8. Official Leave – (include bonds)

9. “Personal” Leave (i.e. volunteer work external to the office) – within leave credits if 30 days or less, above 30 days – for Council approval

Filing of Leave of Absence – a permanent employee must file for a Leave of Absence prior to scheduled leave (if vacation) and after the leave (if sick leave). Moreover, if applying for paternity leave, employee must attach his marriage certificate to his filed LOA document. (See annex 7).

� 26

Monetization of Leave Credits – Permanent employees in career and non-career service who accumulated fifteen (15) days of vacation leave credits shall be allowed to monetize a minimum of ten (10) days; provided that at least five (5) days is retained after monetization and provided further that a maximum of thirty (30) days may be monetized in a given year.

Monetization of 50% or more of the accumulated leave credits may be allowed for valid and justifiable reasons such as health, medical and hospital needs, financial aid and assistance due to calamity, educational needs of employee and his/her immediate family, payment of mortgage and loans, among others and shall be upon the favorable recommendation of the Executive Director and subject to availability of funds.

Computation of Leave Monetization below shall be used:

Attire – permanent and contract of service employees must come to the office in proper dress code. Employees must be in corporate or smart casual attire on ________and NCCT shirt on ________. Friday – wash day.

It is mandatory for employees to avoid from wearing the following:

Monthly Salary xNo. of days

to be monetized

x CF (.0478087)= Money Value of

the monetized leave

Monthly Salary x 20.91667**

No. of days to be monetized

= Money Value of t he mone t i zed leave

*Constant Factor based on Section 40 of CSC MC No. 14, s. 1999 ** Equivalent number of days in a month for computation of MLB based on the total number of working days per year

MALE shorts, sando, jersey, slippers, sandals

FEMALE shorts, miniskirt, revealing tops, slipper,

� 27

PERFOMANCE EVALUATION SCHEME

DISCIPLINE

An employee may be subject to discipline for:

1. Poor performance evaluation – employee who has poor performance because of incompetency, inefficiency, or submitting past deadline will be called for attention. Interventions and coaching will be done to maximize his/her skills in accomplishing tasks. Continuous poor performance may constitute contract termination depending on management’s decision (for contract of service employees). 2. Insubordination – is the act of willfully disobeying superior for a certain project or job function and/or for being disrespectful to his/her superior. Verbal and written warnings will be sent to the employee. Continuous insubordination may constitute contract suspension or termination. 3. Chronic or excessive absenteeism or tardiness – employee who has been frequently absent and/or tardy will be called for attention. Offenses and actions from the management will be as follows: To check with CSC the latest rules on AWOL offenses.

FOR PERMANENT EMPLOYEES

POOR PERFORMANCE FOR CONTRACT OF SERVICE EMPLOYEES

ABSENT WITHOUT LEAVE (IF NOT SICK) MANAGEMENT ACTION

1st offense Reprimand

2nd offense Suspension of 1 – 30 days

3rd offense Dismissal

TARDY MANAGEMENT ACTION

1st offense Reprimand

2nd offense Suspension of 1 – 30 days

3rd offense Dismissal

ABSENT WITHOUT LEAVE (IF NOT SICK) MANAGEMENT ACTION

1st offense (1st – 3rd)* Verbal Warning

� 28

* Consecutive or non-consecutive absences in three months

4. Misuse of public property – employee who has been assigned a government property must ensure to protect and use it only for work. M and continuous misuseroper warnings, Rules on usage of public property:

a. In cases of lost or discarded property due to misusage, the employee responsible for the property must personally replace the property or pay its exact value within a maximum of three (3) months.. or according to COA ruling.

b.5. Unbecoming of being a public employee – employee who has constituted prohibited acts and transactions as stated in the Rules Implementing the Code of Conduct and Ethical Standards for Public Officials and Employees. (You may check this on the CSC website.)

6. Discrimination that affects equal employment opportunity, including sexual harassment – employee who has discriminated or harassed a co-employee or superior may be penalized by the law as stated in the CSC MC No. 19 Series of 1994. – get latest MC on this provision

GRIEVANCE Employees shall have the right to present their complaints or grievances to management and have them adjudicated as expeditiously as possible in the best interest of the agency, the government as a whole, and the employee concerned. Such complaint or grievances shall be resolved at the lowest possible level in the

2nd offense (4th – 6th) Written Warning

3rd offense (7th – 10th) Termination of Contract

TARDY MANAGEMENT ACTION

1st offense (1rd – 3rd)* Verbal Warning

2nd offense (4th – 6th)* Written Warning

3rd offense (7th – 10th)* Termination of Contract

POOR PERFORMANCE MANAGEMENT ACTION

� 29

department or agency, as the case may be, and the employee shall have the right to appeal such decision to higher authorities. 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. Procedures in Filing a Grievance:

a. Discussion with Immediate Supervisor – at the first instance, the grievance shall be presented verbally or in writing by the aggrieved party to his / her immediate supervisor (see annex 8). 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. b. Appeal to the Executive Director – if the aggrieved party is not satisfied with the decision of the immediate supervisor, he may submit grievance in writing within five (5) working days to the Executive Director, who shall render decision within five (5) working days from receipt of the grievance. c. Appeal to the Civil Service Commission – if the aggrieved party is not satisfied with the decision of the Executive Director, s/he may appeal or elevate his grievance to the Civil Service Commission within fifteen (15) working days from receipt of decision. Together with the appeal, the aggrieved party shall submit a Certificate of Final action on Grievance issued by the Executive Director. d. Supervisor or Executive Director who refuse to take action on a grievance brought to their attention within the prescribed period shall be liable for neglect of duty in accordance with the Civil Service Law and Rules. e. Grievance proceedings shall not be bound by legal rules and technicalities. The service of a legal counsel is not allowed.

� 30

CHAPTER V TERMINATION

The following are modes of terminating employment in the government; (a) Resignation - A public officer or employee shall be considered

separated from the service effective on the date of acceptance of the resignation by the officer authorized to do so.

(b) Candidacy - An appointive public officer or employee shall be ipso facto separated from the service on the date of filing of the certificate of candidacy for an elective position.

(c) Death - Upon proof of death, the public officer or employee shall automatically be recorded as separated from the service.

(d) Permanent Disability - In case of permanent disability which shall render the public officer or employee incapable of performing the official duties, the department or agency head may terminate such public officer or employee.

(e) Expiration of Period of Employment - The services of a public officer or employee appointed for a fixed period, or for a specific project or whose appointment is coterminous with the appointing officer shall be terminated upon the expiration of the period of employment, completion of the project, or at the end of the term of the appointing officer, unless otherwise earlier validly separated.

(f) Dropped from the Service - A public officer or employee who goes on leave without proper authority or fails to return to duty after the expiration of the authorized leave, without valid reasons, and for other grounds under existing rules, shall be dropped from the service in accordance with the regulations promulgated by the Commission.

(g) Conviction - The services of the public officer and employee shall be considered terminated upon conviction by final judgment of a crime where the penalty carries with it the accessory penalty of perpetual or temporary absolute or special disqualification to hold public office.

(h) Retirement - Any public officer or employee who reaches the compulsory retirement age and meets the service requirement shall be retired under the provisions of the Retirement Law, unless his/her services is extended by the Commission in accordance with its rules and regulations. Optional retirement pursuant to law likewise terminates official relation.

� 31

(i) Expiration of Temporary Appointment - The services of a public officer or employee with temporary appointment shall automatically be terminated upon the expiration of the appointment.

(j) Disapproval of Appointment - The services of a public officer or employee is considered terminated upon the final disapproval of the appointment by the Commission.

Rules on Resignation and Termination

Resignation 1. A permanent or contract of service employee should send a voluntary written notice and informing the Executive Director that he is relinquishing his/her position and the effectivity date of said resignation; 2. The Executive Director must write an acceptance of resignation, which shall indicate the effectivity of the resignation; 3. The last day of the resigning employee should be 30 days after the effectivity of resignation. For COS, 15 days after effectivity. Termination 1. The Executive Director shall inform the employee for termination about the decision of the management. ED must send a written explanation detailing the reason for termination and the effectivity date of the termination. 2. The employee for termination will be given 15 days for clearance and transferring of documents.

� 32

CHAPTER VI FLOW CHARTS

A. PURCHASE REQUEST FLOW

Clarify use of purchase request, terms for “shopping”, cold cash versus check payment. Include terms for supplies.

� 33

Step 1 - Forms (See Annex 9) A Purchase Request must be accomplished, together with the Authority to Purchase signed by the Executive Director.

Step 2 - Posting/Canvassing For items/orders worth more than P 50,000.00, posting on www.philgeps.gov.ph, an online government procurement service, is required for bidding. For items/orders noth below and above P 50,000.00, at least three requests for quotations must be provided by bidders and evaluated by the office.

Step 3 - After the Posting/Canvassing Once a supplier is chosen, a Purchase Order is accomplished by the Bookkeeper. He or she will also prepare the Obligation Request, Disbursement Voucher, and check, and have it signed by the Executive Director.

Step 4 - Upon Payment and Delivery An Official Receipt must be provided by the supplier after payment (depending on the terms) and upon delivery of item/s. For goods sold by sales-oriented establishments, Sales Invoices are accepted. This will be handed to the Bookkeeper for filing.

Step 5 - Inspection The Supervising Administrative Officer and a representative from the Finance Department will inspect the items and accomplish an Inspection and Acceptance Report, signed by the employee who will be the main user of the item/s. This will serve as reference for COA.

B. REIMBURSEMENT PROCESS FLOW

For emergencies, buying of supplies, messenger duties, etc. – exact transportation amount to be reimbursed. According to taxi receipt or fixed fare of other PUVs.

� 34

Invitation An invitation for a certain meeting, activity, conference, or program from the inviting party or verbal /written instruction from the ED, must be presented and filed.

Personal Locator Slip (See Annex 10) This form shall be accomplished by the invited employee and signed by the Executive Director or Supervising Administrative Officer before date or time of travel.

Cash Advance The invited employee may get the cash advance from the Supervising Administrative Officer once the invitation and personal locator slip are noted/signed. Amount depends on the location of the activity. If the employee opts reimbursement, he or she must provide the Official Receipt. If the amount of transportation expenses exceed the amount of cash advance given, Official Receipt/s of the fare/s must be kept.

Certificate of Appearance (See Annex 11) An accomplished Certificate of Appearance/Attendance must be submitted after the activity, signed by the designated person from the inviting party.

RER Form (See Annex 12) After the activity, the invited employee must accomplish the RER Form accordingly. All other forms earlier accomplished, and including the invitation and receipts, if any, must be filed together and submitted to the Supervising Administrative Officer for liquidation.

C. GRIEVANCE

� 35

AGGRIEVEDPARTY

IMMEDIATESUPERVISOR

YES

NO

EXECUTIVEDIRECTOR

CIVILSERVICECOMMISSION

NO YES

Submita)iledform

Five(5)workingdaysforinvestigation

Ifnotsatis)iedwithImmediateSupervisor’sjudgment,youmayappealtoExecutiveDirector

Ten(10)workingdaysforinvestigationIfnotsatis)iedwith

ExecutiveDirector’sjudgment,youmayappealtoCSC.

D. GATEPASS

A form that allows agency properties to be brought outside of office vicinity for travels due to projects and activities.

• This must be accomplished, submitted, and signed three days before travel date.

• For two or more consecutive travels, one Gate Pass may be accomplished for both/all travels, specifying the dates and venues appropriately.

� 36

Utility or Project Staff will get the Gate Pass form (See Annex 13) from the DepED Security Office. Five Copies will be given, each copy to be filled out identically and electronically. All copies must be signed by the Supervising Administrative Officer, or Project Head

Attach the Authority to Conduct form to the Gate Pass.

Step 1 Step 2

Have it signed by: 1.DepED Security Office; 2.Property Division; and 3.Administrative Service Office,

respectively, Each office will get their own copy for their records.

All materials and equipment listed on the Gate Pass must be properly

packed in the office’s luggage. Call the assigned DepEd Security Guard for

checking and have all forms signed by him or her.

Step 3 Step 4

Keep one copy (with the attached authority to conduct) for office record,

to be filled by the Supervising Administrative Officer.

On Actual travel day, the last copy will be given to the Security Guard

assigned on the Main Gate.

Step 5 Step 6

Upon arrival from the travel, all materials and equipment listed on the Gate Pass must again be checked,

and returned appropriately.

Step 7

• Inquire regarding consecutive travels; “office gatepass” or logbook if few equipment will be taken outside office

E. FILING OF LEAVE

I. Regular Employees

a. Vacation, Privilege, Forced

b. Sick, Emergency

� 37

Filing • Employee must file for

leave a week to at least three (3) days before actual date of leave.

• For sick leave, an employee can file for leave upon returning to the office, recommended by the Supervising Administrative Officer, and approved by the Executive Director.

• In cases where the employee needs to be out of office immediately, the leave form may accomplished and signed once he or she returns to the office, recommended by the Supervising Administrative Officer, and approved by the Executive Director. In case the employee will not be able to report for work, s/he shall immediately inform the Supervising Administrative Officer/Executive Director of her/his absence.

• If an employee is on sick leave for five (5) days to one week, he or she needs to present a medical certificate, filed together with the Leave Form

Leave Form • A leave form (see annex 7) must be accomplished and signed by the employee filling it, recommended by the Supervising Officer and approved by the Executive Director

•

II. Contract of Service (COS)

F. Compensatory Time-Off (CTO)

Granted to employees who rendered service (for projects and other activities) during weekends and/or non-working holidays.

� 38

Hours of absence will be deducted from salary.

S/he must still accomplish and sign a Leave form, recommended by the Supervising Administrative Officer, and approved by the Executive Director.

Equivalence Granted CTO is equivalent to the number of hours the employee has worked during the specified days.

Record A CTO record is kept by the Supervising Administrative Officer.

Filing A CTO form (see annex 6) is accomplished and signed by the filing employee three days before actual absence, and approved by the Executive Director

G. TRANSPORTATION AND EXPENSES VOUCHER (TEV)

Granted to employees on official travel for conduct of agency projects and activities, attendance to seminars and workshops conducted by partners or outside organizations, and attendance to staff training and development opportunities.*

� 39

1 A week before the travel, the Supervising Administrative Officer will draft the Authority to Travel (See annex 5), to be signed by the Executive Director.

2 After the Authority to Travel is signed, the Itinerary of Travel1 (see Annex 14 ) must be prepared by each employee joining the travel, recommended by the Supervising Administrative Officer, and approved by the Executive Director. It will be submitted to the Supervising Administrative Officer for Disbursement.

3 During the travel, the following must be accomplished: 1. Certificate of Appearance (see Annex 15) – to be filled up by each employee

on travel; to be signed by the assigned coordinator from the inviting party. 2. Attendance – to be prepared by a point person from the project or activity, and

signed by all employees on travel

4 After the travel, Appendix B (see Annex 16) must be accomplished by each employee from travel and signed by the Executive Director. It will be filed together will other accomplished forms and submitted to the Finance Division for liquidation.

1 Itinerary of Travel Contains the schedule of travel vis a vis the allowed travel expenses.

• Allowable travel expenses of government employees, as stated in EO No. 298 (Rules and Regulations and New Rates of Allowances for Official Local and Foreign Travels of Government Personnel) Sec. 6, is Eight Hundred Pesos (P 800.00) per day apportioned as follows:

• Entitlement starts upon arrival to venue and cease upon departure at the following percentage:

• Percentage per particular must be divided according to the specified apportions.

• Aside from the P 800.00, travel fare from residence is also granted.

o For land travel, a total of P 400.00 is given as taxi fare for both to and from the office.

o For air travel, a total of P 700.00 is given as taxi fare for both to and from the airport.

50% hotel/lodging

30% meals

20% Incidental expenses

Arrival not later than 12 NN 100%

Arrival after 12 NN 80%

Departure before 12 NN 30%

Departure at 12 NN and later 40%

� 40