Republic Ye Philippines DEPARIMENT OF TRANSPORTATION AND COMMUNICATIONS, ==) OFFICE OF THE SECRETARY DEPARTMENT ORDER NO. __2016-010 To ALL OFFICIALS AND EMPLOYEES DOTC-Centrai Office, Project Management Offices/ Project Implementation Units, DOTC-MRT3, DOTC-CAR and Caraga Regional Offices, and Sectoral Offices This Department Subject _ REVISED POLICIES ON THE DOTC MERIT SELECTION i AND PROMOTION PLAN (DOTC-MSPP) Date 29 March 2016 ee Department Order No. 2003-57 dated 03 November 2003, otherwise known as the Revised Policies on Merit Promotion Plan (MPP) of the Department of Transportation and Communications, is hereby amended to update the processes, to enhance the procedural and documentary requirements, to establish the responsibilities of all those involved in the selection process, and to conform to CSC Memorandum Circular Nos. 3, 8, 2001 dated 26 January 2001 and 4, s. 2005 dated 21 January 2006, for uniform implementation in the DOTC-Central Office and its existing Project Offices including DOTC-MRT-3, its Regional Offices (CAR and CARAGA), and the Sectoral Offices (LTO and LTFRB). Thus, the DOTC MPP is revised and re-titied as the DOTC Merit Selection and Promotion Pian (DOTC-MSPP). Article. OBJECTIVES 1. It is the policy of the Department to strictly adhere to the principles of merit, fitness and equality without discrimination in employee selection on account of sex and gender, civil status, disability, religion, ethnicity, or political affiliation, Thus, the selection of employees shall be based on their relevant qualifications and competence to perform the duties and responsibilities of the positions to be filled. In this pursuit, the DOTC-MSPP aims to: 1.1 Establish a system that is characterized by strict observance of the merit, fitness and equality principles in the employees’ selection for appointment to positions in the career service in the first and second levels; 1.2 Create equal opportunities to all qualified and competent men and women for employment and career advancement in the Department, 1.3. Establish a system of verifying documents, material statements, and behavioral tendencies of applicants prior to selection; and 1.4 Provide a guide for the speedy and fair adjudication of any protests of employees on promotion and selection. Roma, Doe 3/r THE CoLumein Towsn, Bnav. WACK-WACK, OW 15 MANDALUYONG CITY, PHILIRRINES Dinter Lines 726 7128 °726 "Yas a6, ‘Tmunn Lins 727 7960 To 79 Loca. 307 © 309 * 289+ 277 * Faceimiut LINE 726 7108 satus 912" oy 9g fennel gona 18 003008DOTCMSPP: Page 2of 28 Article fl. SCOPE AND APPLICATION 1 These procedures are applicable to all appointments to career positions in the first and second levels up to the Division Chief/Project Manager position levels or their equivalents in the DOTC-Central Office, Project Management Offices/Project Implementation Units (PMOs/PIUs), DOTC MRT-3, DOTC- CARICARAGA, and Sectoral Offices. For Section and Division Chief level positions, Project Managers or equivalent ranks under the DOTC-MRTS/CARICARAGA and Sectoral Offices, final deliberation shall be done by the DOTC-Central Office Personnel Selection and Promotion Board (DOTC-CO PSPB) with the presence of the MRT-3-, project-, regional-, sectora-level PPSBs, and their respective Human Resource Management Officers (HRMOs). For third level positions, the DOTC-CO PSPB shall formulate appropriate procedures for the evaluation of anolicants for the recommendation by the DOTC Secretary to the President (see Articles IV and V hereof). When positions in the various levels become vacant, applicants for employment who are competent, qualified, and who possess the appropriate civil service eligibility, training, education, experience, and behavior shall be considered for appointment. Article Ill DEFINITION OF TERMS 1 Appointing Authority ~ refers to the Secretary or his duly designated Undersecretary who issues/signs appointments. Behavior — refers to the action or response of an individual or group to the environment, the manner of conducting oneself, or the way in which someone or something functions or operates Career Service ~ means the 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. First Level Positions — refers to clerical, craft and custodial service positions which involve sub-professional work in a non-supervisory or supervisory capacity requiring less than four (4) years of collegiate studies, In-Depth Selection - is the process of selecting a candidate who initially passes the examinations given by the PSPB concerned which involves the Management Aptitude Test Battery (MATB; a paper-and-pencil test), case study (in-basket/essay-type test), and panel interview. This process is primarily administered to contenders for the supervisory positions and to those not next in rank but possessing superior qualifications and competence, who desire to be included in the selection. If deemed applicable, the in-depth selection may also include the conduct of an Assessment Genter (simulation of work scenarios where candidates are evaluated based on their behavioral and cognitive responses to the situations presented). Integrity Check — is the process of establishing the moral and social fitness of applicants for hiring through background investigation. It involves the10. "1 12. 13. 14, 45. 16. DOTC-MSPP: Page 3 of 28 verification of documents submitted by applicants, their material statements, references, and behaviors relative to previous employments. Merit Selection and Promotion — is the systematic method of choosing candidates for appointment, and advancing existing employees from one position to another with an increase in duties and responsibilities as authorized by law, and usually accompanied by an increase in salary, on the basis of their appropriate qualifications, fitness and ability to perform the duties and assume the responsibilities of the positions to be filled. Next-in-Rank Positions - refer to positions which, by reason of hierarchical arrangement of positions in the Department, are determined to be in the nearest degree of relationship to a higher position, as contained in the System of Ranking Positions (please see the next entry). Open Positions ~ refer to those positions that do not have any positions next- in-rank or residual positions of each level that may be filled by lateralivertical entry. Pending Administrative Case ~ refers to a situation when the disciplining authority has already filed a formal charge against any officer or employee after finding a prima facie evidence. Personnel Selection and Promotion Board (PSPB) ~ is a duly constituted body which shall assist the appointing authority in the judicious and objective selection of personnel for appointment and advancement in the Departmnent according to existing civil service law and rules, and previously determined evaluation criteria. The Personnel Selection Board may be interchangeably referred hereto as the PSPB or the Board. 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. Pre-qualifying Examinations — refer to a set of examinations given to shortlisted applicants, from pre-screening, that make them eligible to undergo the next phase of the evaluation process. Promotional/Selection Line-Up — is a listing of incumbents of positions next- in-rank to a vacancy as well as those who, though not nextin-rank, are deemed qualified and competent, together with all the necessary comparative information about each incumbent, Psycho-Social Attributes and Personal Traits (PSAPT) ~ refer to the characteristics or traits of a person which involve both psychological and social aspects. Psychological includes the way a person perceives things, ideas, beliefs and understanding and how the person acts and relates these things to others and in social situations." Qualified Next-in-Rank - refers to an employee appointed on a permanent basis to a position previously determined to be next-in-rank to the vacancy proposed to be filled and who meets the minimum requirements for appointment thereto as previously determined by the appointing authority and approved by the Civil service Commission. "CSC MC No 3,8. 200117. 18. 19. 20, 21 DOTCMSPP: Page 4 of 28 Qualification Standards (QS) ~ are duly approved statements of the minimum qualifications for each position expressed in terms of education, training, experience, civil service eligibility and other qualities required for the successful performance of the job. Second Level Positions ~ refers to positions in the professional, technical and Scientific work in a non-supervisory or supervisory capacity, including the Division Chiefs up to the Project Manager levels or their equivalents, requiring at least four (4) years of collegiate studies 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 (SRP) - is the hierarchical arrangement of positions from hiahest to lowest in the Deoartment and its proiect, regional. and sectoral offices, which shall be a guide in determining which position is next-in- rank, taking into consideration the following: organizational structure/s as reflected in the approved organizational chart; salary or range allocations; classification or functional relationships of positions; and geographical location aece Third Level Positions — refers to positions that generally require either Career Service Executive Eligibility (CSEE) or Career Executive Service Eligibility (CESE). These positions include the Undersecretary, Assistant Secretary, Bureau Director, Assistant Bureau Director, Regional Director, Assistant Regional Director, Chiefs of Department Services, and other officers of equivalent rank. Article IV. COMPOSITION OF THE PERSONNEL SELECTION AND PROMOTION BOARDS (PSPBs): DOTC-Central Office! Project Management Office - First and Second Level Positions (including Division Chief and Project Manager Positions or their equivalents) Assistant Secretary for Administration - Chairperson Director, Administrative Service - Member Service Director, Division Chief or the designated representative of the organizational unit where the vacancy occurs - Member President of the DOTC Employees Association (Representing 1" level positions) - Member Chairperson of Legislative Council of DOTC Employees Association (Representing 1* level positions) - Alternative Member Vice-President of the DOTC Employees Association (Representing 2" level positions) - Member Legal Service Representative of the DOTC Employees Association (Representing 2 level positions) - Alternate Member Representative of the OSEC (preferably the HEA) - Honorary Member (non-voting) Personnel Division - SecretariatDOTC-MSPP: Page 5 of 28 CAR and CARAGA Regional Offices ~ First and Second Level Positions” Assistant Regional Director (to be designated by the Secretary as recommended by the Regional Director) - Chairperson Administrative Officer V/Financial and Management Officer it - Member Chief Transportation Regulation Officer - Member Division Chief or designated representative where the vacancy occurs - Member President of the Regional Office Employees Association (Representing 2” level positions) - Member Chairperson of Legistative Council of RO Employees Association (Representing 2" level positions) - Alternative Member Vice-President of the Regional Office Employees Association (Representing 1* level positions) - Member Secretary of the Regional Office Emplovees Association (Representing 1*' level positions) - Altemate Member Personnel Section - Secretariat 3. MRT-3 - First and Second Level Positions® Operations Director (Director 1V) = Chairperson Administrative Division Chief = Member Unit/Division Chief or designated representative where the vacancy ocours - Member Legal Officer - Member President of the MRT Employees Association (Representing 2” level positions) Chairperson of Legislative Council of MRT Employees Association (Representing 2” level positions) Vice-President of the MRT Employees. Member Alternative Member Association (Representing 1° level positions) - Member Secretary of the MRT Employees Association (Representing 1* level positions) - Alternate Member Representative of the GM/Director V - Honorary Member (non-voting) Personne! Section - Secretariat 4. MRT-3, CARICARAGA Regional Offices, and Sectoral Offices ~ Section and Division Chiefs or equivalent rank positions to be deliberated at the DOTG-Central Office Assistant Secretary for Administration - Chairperson Director, Administrative Service - Member MRT-3 GM/CAR or Caraga Regional Director! Sectoral Office Executive Director or Regional Director - Member MRT-3/Regional/Sectoral Office PSPB Chairperson Member Representative of the 2° level positions of MRT-3, CAR and Caraga, Sectoral Offices - Member Representative of the OSEC (preferably HEA) Honorary Member 2 arhough all st end second Jove! postions are evaluated and dekberated son by the Boards ofthese offies, the {finsi deliberation on the Section and Division Chief level postions shall be dono at the DOTO-Central Ofce (see em 2, Artiste i! (Scope anc Asplcston}. page 2 of this Orde) * See above annotationDOTC-MSPP: Page 6 of 28 (non-voting) Personnel Section, MRT-3/CAR/Caraga/Sectoral Offices = Secretariat Personnel Division, DOTC-Central Office Secretariat Third Level Positions Undersecretary for Administration/Staff Services = Chairperson Assistant Secretary for Administration - Member Head Executive Assistant - Member Head of Sectoral Office/Attached Agency/ Corporation where the vacancy occurs - Member Director, Administrative Service Secretariat Article V. FUNCTIONS & RESPONSIBILITIES OF THE (PSPBs):* 1. Follow strictly the process on the selection of employees for appointment in the government service; Ensure that all Board members undergo orientation and workshop on the selection/promotion process and the CSC policies on appointments; Comply with the policy of the three (3) salary grade limitation on promotion, unless otherwise justified, to mi ize possible abuse of discretion in the appointment process and to exercise greater scrutiny in the screening of candidates. 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 positions and vice-versa; Check the approved agency System of Ranking Positions (SRP) in identifying the next-in-rank positions to be considered in filing a vacant position; Adopt a screening procedure and criteria for the evaluation of candidates for appointment as specified in this Order, taking into consideration the following: a, Reasonable and valid standards and methods of evaluating the competence and qualifications of applicants competing for @ particular position; b. Criteria for evaluation of qualifications of applicants for appointment must ‘suit the job requirements of the position; Prepare a systematic assessment of the competence and qualifications of candidates for appointment while maintaining fairness and_ impartiality Towards this end, the Board may employ the assistance of external or independent resource persons and may initiate innovative schemes in determining the best and most qualified candidate; Supervise the conduct of background/integrity check by the Secretariat to applicants/contenders, when necessary, to serve as supporting documents for the Board in determining the best qualified candidates; * OSC MC No. 4, 8. 200510. 4 12. 13. DOTC-MSPP: Page T of Conduct panel interview and/or administer Assessment Center, if necessary, (SG 22 and above); and evaluate and deliberate en banc the qualifications of those listed in the selection line-up; ‘Submit the list and comprehensive evaluation report/s 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 filed, The evaluation report should indicate the candidates’ meeting the qualification standards, and their 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 repo! Ensure that the minutes of all deliberations are recorded, properly filed and maintained, which must be made accessible to interested parties upon written request, and for inspection and audit by the CSC, if necessary; Through the PSPB Secretariat, make accessible the following information or documents upon written request: * Screening procedure and criteria for selection, and its amendments * Policies relative to personnel action, including the gender and development dimensions of the MSPP * Approved Agency MSPP; Through the PSPB Secretariat, notify all assessed applicants of their individual ratings on the basis of education, training, experience, eligibility and interview, as well as of the outcome of the evaluation: and Provide information about the individual rating of a particular applicant upon written request subject to the approval of the appointing authority. Article Vi. FUNCTIONS _& RESPONSIBILITIES OF THE APPOINTING 3. AUTHORITY Ensure that the principle of equal opportunity for men and women to be represented in the Board for all levels is upheld; Assess the merits of the Board's comprehensive evaluation report and, in the exercise of sound discretion, select, insofar as practicable, from among the following * Top-ranking applicants deemed most qualified to the vacant position; + Applicants who have undergone deep selection process and found to possess superior qualifications; and Issue appointments in accordance with the provisions hereof. Article VII. FUNCTIONS __AND _RESPONSIBILITI F__THE PSPB SECRETARIAT Disseminate copies of the approved Merit Promotion and Selection Pian (MPSP) and its annexes to all officials and employees and conduct orientation to ensure awareness and understanding of the Plan;10. " 12. DOTC-MSPP: Page Bof 28 Develop the System of Ranking Positions (SRP) for review and recommendation of the PSPB and approval of the appointing authority, copy furnished the CSC Regional and its Field Offices for reference purposes; Publish vacant position/s in the CSC Bulletin of Vacant Positions, the agency website, or through other modes of publication, and post the same in at least three (3) conspicuous places in the Office, for at least ten (10) calendar days. Publication of @ particular vacant position shall be valid until filled but not to extend beyond six (6) months reckoned from the date the vacant positions were 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 vacancies are filled not later than nine (8) months from the date/s of publication. Should no appointments be issued within the 9-month period, the Department/Agency/Office has to cause the re-publication of the vacant position; Conduct preliminary evaluation (pre-screening) of the qualifications of all candidates. Those initially found qualified shall undergo further assessment such as the pre-qualifying examinations; Review/re-evaluate the qualifications of DOTC-MRT3/CAR/Caraga/Sectoral Offices’ candidates’ based on the documents submitted by either the candidates or their respective central/regional PSPBs; Notify all applicants who did not qualify for the preliminary evaluation; ‘Administer appropriate tests to qualifying applicants, the results of which will be used by the Board in its deliberation; Facilitate the conduct of in-depth selection process (for supervisory positions and lower positions that need to undergo the in-depth process); Prepare the Comparative Evaluation Sheet Summary of qualified contenders, including next-in-rank and outside applicants, within fifleen (15) days from completion of the examinations; When necessary, or as instructed by the Board, conduct background investigation/integrity check to contenders using reference questionnaire and authenticated documents (eg., resume, Diplomas/Transcript of Records, Certificate of Eligibility, BAR/Board examination certificates, certificatels of previous employment, attestations and/or testimonies, etc.) submitted by the contenders under oath. The result of the background check shall be submitted to the Board during its deliberation; Submit the Comparative Evaluation Sheet Summary (see Annex A’) of qualified candidates and their dossiers (individual candidate folders) to the Board for deliberation: Record the proceedings during the deliberation and prepare the Minutes of Deliberation for signature of the Board Members;13. 14, 45. DOTC-MSPP: Page 9 of 26 Prepare the Appointment/Position Description Form of the appointee and other Necessary attachments, and course the same through the PSPB for signature of the appointing authority; Notify all applicants of the status of their application after all the recruitment and selection procedures have been completed: and Maintain all evaluation documents and records of the deliberation, which must be made accessible to interested parties upon written request to the PSPB and for inspection and audit by the CSC. Article Vill. RESPONSIBILITIES OF THE APPLICANTS 1 Applicants shall be conclusively bound by the rules, proceedings, procedures, evaluation and results thereof; and ‘Submit complete, documentary reauirements (oriainal or certified true covies) within the set deadline. Failure to do so shall be a ground for disqualification from the selection process. Article IX. BASIC POLICIES IN THE SELECTION AND PROMOTION PROCESS 1 All appointees should be screened and evaluated by the PSPB, if applicable. ‘As proof thereof, a certification signed by the PSBP Chairperson at the back of the appointment or, altematively, a copy of the proceedings/minutes of the Board's deliberation shall be submitted together with the appointment. The issuance of appointment shall not be earlier than the final screening/deliberation of the PSPB. Candidates for the following appointments shall no longer be subject to the screening of the PSPB: 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 PSPB; b, Appointment to entry laborer positions; and ©. Change of status of appointment from temporary to permanent. Vacant positions shall be published at the CSC Bulletin of Vacant Positions, the agency website, and/or other modes of publication prior to filing-up. If not filled within nine (9) months, they should be re-published. Failure to comply with the Publication requirements shall subject the PSPB Secretariats concemed to administrative discipline, subject to the existing civil service rules and regulations. All next.in-rank employees within the Division, Project Office or Service of the Department Central Office, MRT-3, CAR/Caraga Regional Offices, and Sectoral Offices should apply and shall be considered in the selection process; provided they comply with all the requirements on or before the deadiine. Being next-in-rank, however, does not guarantee that one will be recommended or selected for the position. No employee may be promoted to a position which is more than three (3) salary, pay or job grades higher than the employee's present position except in very meritorious cases, i.e., ifthe vacant position is next-in-rank as identified in10. 11. 12. STO-MSPP: Page 10 of 28 the System of Ranking Positions (SRP), if it is the lone or entrance position as indicated in the staffing pattern, or for other justifiable reasons. An employee should have rendered at least Very Satisfactory performance for the last rating period in the present position before being considered for promotion. Annewly hired employee may be promoted to the next higher position only after six (6) months, provided that said employee has fully complied with the requirements of the probationary period and after being rated at least Very Satisfactory performance. Promotion within six (6) months prior to compulsory retirement shall not be allowed except as otherwise provided by law. in the filling up of vacancies, employees of the Department shall, as much as possible he civen preference over outsiders: candidates from within the Division shall be preferred over those from other Offices or Divisions; those from within the Service shall, likewise, have priority over those from the outside; provided however, that in ail cases, the qualifications of the insiders are at least equal or comparable to those from outside the Division, Service or Department. All. qualified nextin-rank incumbents are automatically considered for promotion to the next higher vacant position.® in case of disinterest, the incumbent shall submit a waiver thereof for the information of the Personnel Division/Section Any qualified employee, whether or not nextin-rank or recommendee of immediate supervisor, may apply for the vacant position. Application shall be considered if the employee files the same and the other requirements on or before the deadline set by the Board. Applications filed beyond the deadline or without the documentary requirements shall not be accepted, or shall be disregarded All applicants who will undergo the selection process should have already passed the pre-screening process based on the criteria prescribed in the Qualification Standards (minimum requirements for education, training, ‘experience and, on certain positions, eligibility). Therefore, applicants will be given additional points only when they exceed the minimum requirements, The filing of application for a position or the participation in, or absence of written objection to, the selection process or the membership of the Board submitted prior to the commencement thereof, shall conclusively bind the concemed employee and the requesting officer for the filing up to the proceedings, the procedures, the rules, the evaluation and the results thereof Evaluation of candidates for positions below Section Chief (SG-22) shall be based on paper qualifications (education, training, experience, eligibility, present position, performance ratings, compliance to rules, awards, etc.), and may include competencies required of the position £ CSC MC No.5, s 2008 dated 12 Vanuary 2005 (Rules on Probationary Period for Permanent Apooiniment in the Career Sanice), DOTC Office Order No, 2005-44 deted 12 May 2006 {Implementing Guldeines on Probationary riod for Permanent Appoiniment inthe Career Serie), and DOTC Office Order No. 2005-54 dated 21 July 2005 (Procedural System in tre Execution of DOTC Office Order No, 2008-44) Hera No, 10, CSC ME No. 3, s. 200713. 14, 15. 16. 17. 18. STCMSPP: Page 14 of 8 Selection of candidates for the positions of Section Chief and Division Chief (SG-22 to 25} shall undergo a two-step process: a. Evaluation of paper qualifications b. In-depth selection (MATB, in-basket, case study, assessment center, panel interview) When there is_a mix of contenders (insiders and outsiders) vying for one position, all the contenders will be assessed based on: Education, Training and Experience (ETE), Technical Competencies and Potential, and Psycho-Social Attributes and Personality Traits (PSAPT). They shall undergo written and oral examinations (presentation, group discussion, panel interview) for the PSPS to gauge their technical competencies and potential. Background investigation and interviews shall be used to measure the PSAPT. All candidates, whether they are for hiring (outsiders) or for promotion (insiders) shall undergo the aforementioned written and oral examinations.” For more objectivity and fairness in determining the most qualified contender, the Board may employ more stringent evaluation instruments and engage third- party assessors, with honoraria, such as HR consultancy organizations or private HR practitioners. Seniority in the service shall only be considered when the contenders are of equal qualifications, or when all criteria shall have been thoroughly applied and the results show that contenders have the same scores and ranks. Should there be a failure of selection for any reason, the selection process shall be declared null and void. Said position shall be re-published for filing up one (1) month after the declaration of nullity, subject to the usual process. Previous applicants shall no longer be allowed to re-apply. Final deliberation for supervisory position levels (Section and Division Chiefs or equivaient rank) under the MRT-3, CAR, Caraga, and Sectoral Offices shall be done at the DOTC-CO PSPB. 17.1 The contenders from the MRT-3, DOTC Regional Offices and Sectoral Offices shall have been pre-screened by their respective PSPBs prior to deliberation at the Department. 17.2 In the event that the DOTC-CO PSPB Secretariat's assistance is requested in the evaluation of candidates of the MRT-3, CAR, Caraga and Sectoral Offices, any incidental expenses inourred by the DOTC- PSPB Secretariat shall be shouldered by the requesting offices. 17.3. The following documentary requirements shall be submitted to the DOTC-CO by the respective PSPBs of MRT-3, CAR/Caraga and Sectoral Offices for further evaluation and deliberation: a. Approved Plantila of Personnel of the office concerned b. Proofs of Publication ©. Minutes of Meeting of the MRT-3/CARICaraga/Sectoral Office Personnel Promotion and Selection Board except for PMOS and PIUs (their procedures are performed at the DOTC Central Office) indicating its recommendation and justifications for such (CSC-DND Field Ofce opinion dated 03 February 2010, as based on CSC Merit Selection PlanDOTC-MSPP: Page 12 of 28 d. Comparative Evaluation Summary Sheet using the DOTC-CO Form (see Annex “A"); other evaluation forms e. Authenticated/Certiied true copies of Résumé, Transcript of Records, CSC Eligibilty/Result of Board/Bar Exams, professional licenses (when applicable to the position being applied for), and Certficates of Training or Seminars attended by all the contenders + Other supporting documents as may be required 17.4 The MRT-3, CAR and Caraga, and the Sectoral Offices shall use the DOTC evaluation/rating sheet forms in the evaluation of candidates for ‘the subject positions. 17.5 The PSPBs of the MRT-3, CAR, Caraga and Sectoral Offices shall submit their respective resolutions, together with the DOTC evaluation/rating sheet forms and other documentary reguirements within two (2) weeks from the issuance thereof, which should be prepared. within two (2) weeks. after, the deliberation of the. oositian/s being filled. 18, All test results, scores, evaluation tables, rankings, and other selection data and documents prepared by the Secretariat are for the exclusive use of the Board. They are not conclusive until the Board has reviewed and confirmed the same. Accordingly, these papers are not for dissemination to the candidates, the employees or the public. However, a candidate may request only for own scores. 19. Only duly approved/attested appointments shail be posted/announced. Article X. PROCEDURES FOR HIRING AND PROMOTION (REGULAR SELECTION PROCESS) A Request for fillin fons 4. DOTC-CO ~ the concemed Division Chief, Project Manager/Director, Service Director, Assistant Secretary or Undersecretary shall request * aimed by the DOTC Legal Service ints comments dated 06 August 2013. The comments reed in part Gonerally, Govemment Agencies are mandated to provide official information, records or documents to any requesting public. However, tis rule isnot absolute since there are certain iiiatione inthe exercise ofthe said ‘mandate Purauant to Section 2, Rue IV of the Rules Implementing Republic Act No. 6713, otherwise known as the “Code of Conduct and Ethical Standards for Puble Offeals and Employeos”, every department, offce or agency shal provide ‘fila! information, records or documents to any roquesting publ, except if xxx “Such information, record or ‘Gooument sought fle within the concepts of established priviege or recognized exceptions as may be provided by ‘aw oF sstied poicy or jurisprudence; and Such iniormaton, record or document comprises drafts of decisions, ‘orders, rungs, pofey and decisions, memoranda, ec, x9x" The issue now fs whether or not the detailed resuits ofthe evaluetion and screening ofthe Agency's (DOTO'S) PSB {ob spalicants may be roloased fo the applicant itself or fo any requesting public Considering thatthe results of ‘evaluation and screening of the jab applicants conducted by the PSB are ret yet final or conclusive xd wil sll De ‘submited to the Head of Agency inthe forms of inter-ofice memoranda or fees for te latter's approval, the sat ‘information falls thin the concepts of established privlege, which are sincty exclusive fo the said HBad of Agency, LUkewise, sce the said information are part of the records ofthe Hinng Agency, which shall be the basis forthe 13% - 18% - 10% - 0% = 10% 5% - 0%DOTO-MSPP: Page 20 of 28 First Level and Clerical Positions: Master's units relevant to the position (at least 30 units) = 10% College Graduate - 8% Meets the minimum requirement - 0% Utility Work/Trades and Crafts College Graduate = 10% College Undergraduate - 9% Graduate of a Vocational/Associate Course - 8% High Schoo! Graduate = 1% High School Undergraduate = 5% Meets the minimum requirement - 0% In cases where a candidate possesses two (2) or more additional educational aualifications, the candidate shall. receive, points onlv for the. higher/hiahest qualification and the most relevant educational degree. 8. RELEVANT TRAINING (10%) Meets the minimum requirement per Qualification Standard - 0% Over and above or in addition to the minimum requirement for the position: 1 to 4 hours in excess of the minimum - 2% 5 to 8 hours in excess of the minimum - 4% 9 to 12 hours in excess of the minimum = 6% 18 to 16 hours in excess of the minimum - 8% 17 hours or more in excess of the minimum - 10% 6. AWARDS (10%) Basis: Certificate, Plaque, Trophy These refer to the awards received by the applicant as reward for the performance of an extraordinary act or service to the public in relation to previous employment, or outstanding community service or heroic act in the civil society or similar worthy acts or significant contributions. These awards shall be subject to verification by the Board Secretariat. Certificate - 5% Plaque/Trophy = 10% SELECTION AND HIRING OF MIXED APPLICANTS (Insiders and Outsiders) ‘See Anne) ", Evaluation Form for Selection and Hiring of Mixed Applicants When a vacant position is applied for by career and non-career personnel of the Department, or career and non-career personnel of other government agencies, or other applicants from the private sector, or unemployed individuals, the following criteria shall be used: 4. RELEVANT EXPERIENCE (15%) Meets the minimum requirement per Qualification Standard - 0%DOTE-MSPP: Page 21 of 28: Over and above or in addition to the minimum requirement for the position: One (1) year = 5% Two (2) years - 8% Three (3) years - 11% Four (4) years ~ 13% Five (5) years - 15% 2, RELEVANT EDUCATION (10%) Bases: Transcript of Scholastic Records, Report of Rating, Dipioma Division Chief Positions (SG-24 and above): Doctor’s Dearee relevant to the position = 10% Doctor's Degree Units relevant to the position (at least 30 - «8% units) Meets the minimum requirement per Qualification Standards - 0% ‘Second Level Positions (Below Division Chiefs): Master's Degree relevant to the position = 10% Master's Degree Units relevant to the position (at feast 30 - «5% units) ‘Meets the minimum requirement - 0% First Level and Clerical Positions: Master's units relevant to the position (at least 30 units) = 10% College Graduate - 8% Meets the minimum requirement - 0% Utility Work/Trades and Crafts College Graduate = 10% College Undergraduate - 9% Graduate of a VocationaV/Associate Course - 8% High Schoo! Graduate - 1% High School Undergraduate - 8% Meets the minimum requirement = 0% 3. RELEVANT TRAINING (10%) Meets the minimum requirement per Qualification Standard - 0% (Over and above or in addition to the minimum requirement for the position: 1 to 4 hours in excess of the minimum. - 2% 5 to 6 hours in excess of the minimum - 4% 9 to 12 hours in excess of the minimum = 6% 18 to 16 hours in excess of the minimum. - 8% 17 hours or more in excess of the minimum, = 10%DOTC-SHP: Page 22 of 28 4, TECHNICAL EXAMINATIONS (35%) ‘+ Written examination + 25% * Skills demo or practicum, if applicable - 10% ((o be rated by the concerned supervisor) Hf skills demo or practicum is not applicable, the written exam shall constitute 35%. 6. BEHAVIORAL EXAMINATIONS (30%) + Psychosocial/Personality Traits Tests = 15% © Interview - 15% Article XII. IN-DEPTH SELECTION PROCESS 3. Scope.of Application ‘The in-depth selection process is mandatory in the filling-up of all vacant Project managers, division chiefs, and section chiefs and/or equivalent positions (up to Salary Grade 22), in the DOTC Central Office, its Regional Offices (CAR and CARAGA), MRT-3, and Sectoral Offices. However, positions with Salary Grades 15 or higher, other than those mentioned above, may also be subjected to an in-depth selection process upon the request of the head of the office/unit concemed Heads or Chairmen of Selection Boards of Sectoral Offices may request in writing for the conduct of a deep selection process in their respective offices by the DOTC-CO or the CSC, the result of which shall be presented to the DOTC- CO PSPB for final evaluation and deliberation. Nature of the in-Depth Selection Process ‘The process seeks to determine the qualifications of the candidates in addition to those that are available in their 201 files and in the records of the Personnel Division/Section/Unit insofar as they relate to their leadership, managerial or supervisory aptitude, competence and experience. While the process considers performance, present position, experience, education, training and awards, it gives emphasis to the possession of certain traits, skill, attitude, disposition and capabilities that equip and make a candidate ready and suitable to perform functions of a project manager, division chief, section chief or personnel of equivalent or higher rank. The process will also give weight to the knowledge of a particular contender on the vacant position. Basic Policies in the In-Depth Selection Process 4.1 The basic policies and procedures in the regular selection process shall likewise apply in the in-depth selection process, 4.2 The candidates shall have first passed the criteria in the regular selection process. This constitutes Part | of the in-depth selection process. Those who scored a total of at least seventy-five percent (75%) of Part | will advance to Part Il of the in-depth selection process to be administered in phases or a series of weekly elimination, consisting of the Management Aptitude Test Battery (MATB)1 & 2, In- Basket tests/Case Study, Panel Interview/Assessment Center, andior practicum/skills tests, when applicable. For objectivity and fairness, the43 44 45 46 47 DOTC-USPP: Page 28 of 28 DOTC-CO PSPB may opt to request the Civil Service Commission or other agencies, either government or private, to conduct the in-depth examinations. Only those candidates wno passed the first phase of Part II shall advance to the remaining phases, each with a passing score of seventy-five percent (75%), until the candidate most fit for the position shall have been determined and declared. In all of these activities, the candidates who qualified for advancement to the succeeding phases will be notified of the schedules. Candidates who did not qualify shall likewise be notified accordingly. Candidates who fail to show up for the scheduled activities shall be disqualified from the selection process. The contenders shall be notified of any change in schedule at least five (5) days prior to the holding of the examinations. ‘All members of the Selection Board, requisitioning officers, and other examiners shall abide by the weekly scheduling of examinations in submitting their examination materials, and the results thereof, to the Secretariat. They are enjoined to ensure that the contents of the examination materials to be given are not only confined to matters pertaining or related to the vacant position, but also on the behavior of the applicants. Candidates may not need to undergo the entire series of examinations in Part Il, In the event that only one from among the remaining candidates passed the threshold (75%) in any phase, the Board may submit the resuits to the appointing authority for disposition Procedures for Evaluation in the In-Depth Selection Process 44 42 43 44 45 One (1) week after the evaluation of candidates in Part | and after determining those who will advance to Part Il, the Secretariat shall schedule the Management Aptitude Test Battery (MATB) 1 & 2. Candidates shall get at least seventy-five percent (75%) of the total MATB score to qualify for the next phase. ‘A week after, the Secretariat shall schedule the In-Basket Tests/Case Study for those who passed the MATS. Candidates who got at least seventy-five percent (75%) shall advance to the next phase. Another week after, the Secretariat shall schedule the Panel Interview or Assessment Center. When Practicum or Skills Demo is necessary, the Secretariat shall also schedule the holding thereof one (1) week after the Panel Interview or Assessment Center, The Secretariat shall summarize, tabulate and systematically arrange the results of the tests and other relevant selection data in every phase, rank the candidates according to their scores, and present the same to the Board for evaluation and deliberation.DOTC-MSPP: Page 24 of 28 4.6 The Board shall deliberate on the scores obtained by the candidates in every phase, and submit to the appointing authority the list of ranked candidates for decision. Article XII. PREPARATION OF APPOINTMENT 1 10. After the PSPB deliberation, the Secretariat shall prepare the Minutes of Deliberation for signature of the PSPB members and submit the same, together with the summary of evaluation and ranking, and results of examinations, to the Secretary or the duly designated appointing authority. These documents shall be the bases for the Secretary or appointing authority to choose the appointee from among the final contenders; The Secretary/appointing authority shall retum the documents, indicating the choice of appointee, to the PSPB Secretariat for the preparation of appointment The Secretariat shall prepare the appointment and route the same to concerned authorities for signature, complete with attachments (Position Description Form, Personal Data Sheet, and Minutes of PSPB Deliberation), After which, the Personnel Division/Section/Unit, being the Secretariat, shall indicate its attestation of the same (only when accredited by the Civil Service ‘Commission to take final actions on appointments); The Secretariat shall submit the Report on Appointments Issued (RAl) and a copy of the appointment to the concemed CSC Field Office for attestation or notation within thirty (30) days upon issuance of said appointment. The Secretariat shall also distribute copies of the appointment to the following: "Appointee = Original Copy "Treasury, Accounting and Budget Divisions, Resident COA Auditor, Comptrollership Service, and CSC + Certified True Copies = 201 File + Certified True Copies The Secretariat shall likewise post the name of the appointee in the Bulletin Board as the PSPB's welcome gesture to the organization and for everybody's information. The proposed appointee shall assume office within thirty (30) days after receipt of appointment; otherwise the appointment shall be cancelled. The Secretariat shail notify the concerned employee of the submission of the required documents to facilitate the release of the 1" salary (for new entrants) or salary differential (for newly promoted personnel) Article XIV. NOTICE TO CONTENDERS 1 The PSPB Secretariat shall notify the contenders on the result of the deliberation two (2) working days afier the issuance of the appointment of the selected applicant, except in the in-depth selection process where disqualified candidates are notified immediately after each phase. In case of Failure of Selection, the Secretariat shall also notify the candidates of such failure.DOTC-AMSPP: Page 25 of 28 Article XV. PROTEST® 1. 3. Who May File a Protest Only officers or employees who are qualified next-in-rank on the approved SRP, and who applied for the position deliberated upon by the Board, have the right to appeal initially to the appointing authority or head of agency within fifteen (15) calendar days from the issuance of the appointment of an employee as provided for in Items 3 and 4 hereof. ‘Should the Protest be denied, the aggrieved officer or employee may then file a protest with the Civil Service Commission Regional Office (CSC-RO), then to the Civil Service Commission Proper. What May be the Subject of a Protest a), An aopointment made in favor of another nextin-rank employee who is not qualified: b) An appointment made in favor of one who is not next-in-rank; ©) An appointment made in favor of one who is appointed by transfer and not next-in-rank, or by reinstatement, or by original appointment, if the ‘employee making the protest is not satisfied with written special reason or reasons given by the appointing authority for such appointment; 4) Non-compliance with the selection process, ) Discrimination on account of gender, civil status, disability, pregnancy, religion, ethnicity or political affiliation; ) Disquaification of applicant to a career position for reason of lack of confidence of the appointing authority; and 9) Other violations of the provisions of this Merit Selection and Promotion Plan, Form and Content of Protest The protest shall be written in clear, simple and considered language, and in a systematic manner and shall contain (a) the position contested including its item number and salary per annum attached thereto: (b) the full name, office, position and salary per annum of both protestant and the protestee; (c) the facts constituting the protest; and (d) the comparative qualification of both the protestant and protestee showing their education, training, experience, outstanding accomplishments, civil service eligibility, their latest performance ratings, accompanied by a certified true copy of the approved organizational chartis of the Department or agency where either or both belong, as well as the updated Personal Data sheets of the protestee and protestant. The aggrieved party shall be called the “Protestant” and the proposed appointee, the ‘“Protestee”, provided that, where the Appointing Authority, after evaluation, finally decides in favor of the protestant, the protestee who appeals therefrom shall be called the “Protestee-Appellant” and the former protestant, the "Protestant-Appellee.” Procedures When To File a Protest a The aggrieved next-in-rank employee, who is competent and qualified, shall fle the protest in triplicate directly with the Appointing Authority * item 2 of CSC MC No, 4, s. 2010 dated 08 Fobruary 2010 (Revised Posies inthe Resolution of Protest Cases): Rule 17 of CSC Resolution No. 1101802 detod 08 November 2071 (Revised Rules on Administrative Cases in tho Civil Serve)Dist DOTC-MSPP: Page 28 of 28 within fifteen (18) days from the date of notice of the issuance of an appointment. Failure to file a protest within the prescribed period shall be deemed a waiver of one’s right and no protest shall, thereafter, be entertained. The Appointing Authority shall decide the case within thirty (30) days from receipt of the protest or may refer the protest to the official in- charge of administrative matters to assist the former in evaluating tt. if the protest is referred for evaluation to the official in-charge of administrative matters, the latter may constitute a body to assist in the evaluation. The constituted body assigned to evaluate the protest shall, within fifteen (15) days from receipt thereof, submit a written report to the Appointing Authority stating therein its findings and recommendations. The Appointing Authority shall finally decide on the case within fifteen (15) days from receipt of the findings and recommendations. A copy of the decision of the Appointing Authority shall be furnished to the official or employee affected within five (5) days from receipt thereof by the Personnel Division/Section If the aggrieved party is not satisfied with the decision of the Appointing Authority, the concerned employee may elevate the protest to the Civil Service Commission Regional Office (CSC-RO), and then to the Ci Service Commission Proper, within (15) days from receipt thereof sal of Protest A protest shall be dismissed on any of the following grounds: a. b. ©, 4. e. f 9. The protestant is not a qualified next-in-rank The protest is not directed against a particular protestee but to “anyone who is appointed to the position" or directed to two or more protestees The protest is not in accordance with the required form as prescribed in CSC Resolution No. 1101502 dated 08 November 2011 (Revised Rules ‘on Administrative Cases in the Civil Service) No appointment has been issued or the appointment has been disapproved The protest is filed outside the 15-day reglamentary period as provided in Section 81 of the abovementioned Resolution Non-payment of the filing fee Non-submission of a certificate of non-forum shopping Effect of Protest on the Appointment A protest shall not render an appointment ineffective, unless otherwise declared null and void by the CSC. In case the protest is finally decided against the protestee, the approval of his appointment shall be recalled and the appointment shall be considered disapproved. The protestee shall be reverted to his original position, if applicable.DOTO-MSPP: Page 27 of 28 Article XVI. OTHER PROVISIONS IN THE FILLING-UP OF VACANT POSITIONS, IN RELATION TO SPECIFIC CASES 1. A request to fill a vacancy shall generally be granted, subject to availability of funds, and shall not be denied on the ground that a prospective applicant is on maternity leave or on official training/scholarship locally or abroad. For this purpose, the performance ratings to be considered shall be the rating immediately prior to or after the scholarshipftraining grant or maternity leave. 2. Those on training on official ime, whether locally or abroad, may be considered in the selection process provided they undergo the tests, interview, assessment center, andior practicum, whichever is applicable, as scheduled. Those who anticipate that their training abroad will prevent them from participating in the in-depth selection process should address their concerns to the service or division chief or office head and appeal not to request for the filling up of the vacancy in their absence. Article XVI. AUDIT ‘The DOTC-CO PSPB and Secretariat may conduct an audit on the MSP implementation in the DOTC-MRT3/ CAR/CARAGA and Sectoral offices, one (1) year after its implementation. Funding for this purpose shall be provided, ‘subject to the usual accounting and auditing rules and regulations. Article XVIII, DISSEMINATION 1 Upon approval by the CSC, this Merit Promotion and Selection Plan shail be furnished to all DOTC Officials, Service Directors, and Division Chiefs, DOTC Employees Association, Project Management Offices, DOTC-CAR/CARAGA, and Sectoral Offices. Also, copies thereof shall be posted in all DOTC bulletin boards. 2. Further, the PSPB Secretariat shall conduct an orientation within six (6) months from its approval by the CSC to the following offices: 2.1 DOTC-Central Office - Division Chiefs/Section Chiefs 2.2 DOTC-MRT3/CAR/CARAGA/Sectoral Offices, and Attached. ‘Agencies/Corporations, if practicable - Personnel Selection Boards/Human Resource Management Officers 3 Division Chiefs shall orient their respective staff upon receipt of the copy of the MSP and after attending the orientation. Article XIX. REPEALING CLAUSE, Department Order No. 2003-57 and all previous issuances that are inconsistent herewith are hereby deemed superseded, amended, or repealed accordingly. Any subsequent amendments to this Plan shall be submitted to the Civil Service Commission ~ National Capital Region (CSC-NCR) Office for approval. Article XX. EFFECTIVITY This amended DOTC-MSPP shall take effect and/or implemented upon approval by the CSC.Article XXI. STATEMENT OF COMMITMENT ‘The Secretary/Head of Agency hereby commits to implement and abide by the provisions of this Merit Selection and Promotion Pian. It is understood that this, MSPP shall be the expegitious approval of appointments. JOSEPH ABAYA Secretary ©. APPROVED BY: LYDIA A. CASTILLO Director 1V Civil Service Commission National Capital Region Date: cc Dit, Felicidad Tesoro (CSC-DND Feld Offre