EMMAUS COLLEGE OF THEOLOGY

HUMAN RESOURCE OFFICE

Systems and Procedures: HIRING PROCEDURE

The Office of the Human Resource takes charge of all personnel transactions, including
finding, screening, recruiting, and selection of personnel, training, promotion, transfer and
termination of personnel. It also updates personnel rights and privileges and takes care of all
personnel records.

I. HIRING and EMPLOYMENT

A. THE POWER TO HIRE/TERMINATE

1. Coverage: The hiring policies shall cover all regular, monthly paid and daily paid
employees.
2. Responsibility to Hire/Terminate: The responsibility of hiring, or terminating personnel
belongs to the Director who will act in accordance with existing laws and accepted
management principles.

B. CONDITIONS FOR HIRING AND EMPLOYMENT

1. The Director /Human Resource Office has the right to determine the fitness of any
applicant. In addition to such other qualifications as the office may require compliance
with and fulfillment of the following conditions shall be necessary to qualify for
employment. These are:

 Satisfactory character and professional references.

 Should have an aptitude for the job as determined after the interview administered by
the Personnel Office.
 Should have a good moral character.
 Should submit a letter of intent and a curriculum vitae with record of educational
attainment, work experience, description of skills/expertise; medical exams and other
recommendations.
 Should submit its BIR TIN, Pag-ibig Fund, PhilHealth and SSS numbers
 Other papers or documents as the office may require.

C. HIRING PROCEDURE

a. Initial Interview – An initial interview is conducted by the Human Resource Officer

and/or the Director. The applicant presents application letter; bio-data and/or a
Curriculum Vitae; clearance from previous employer, transcript of records,
recommendations, medical exam and other documents needed to initially interviewed by
the Director or Personnel In- charge.
b. Second Interview - A second interview is conducted by the Director. The applicant will
answer the Survey Questionnaire. This will gauge the applicant’s ability or skills on the
position applying for.

c. Final Interview. After answering the questionnaire, the applicant will be interviewed for
the final turn with the results of his/her Survey Questionnaire together with the
documents he submitted.
d. The hired employee will be given a contract/appointment letter and a detailed Job
Description of the job the individual is applying.

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 3. 201 File
a. All pertinent documents of an applicant/employee are placed in a 201 file.
b. All files are organized and cannot be retrieved after an employee’s stay with ECT.

4. Orientation and Trainings

a. The hired employee will be oriented on the background, foundation and the operating
procedures of ECT.
b. Employees of ECT will be given trainings and other formations suitable to the need and
growth of the employee.

D. CONDITIONS FOR TERMINATION

1. The Employer
The employer may terminate the services of an employee by serving a written notice at
least one (1) month in advance for any of the following:
a. Serious misconduct or willful disobedience, impolite (foul words and raising of voice) of
the employee of the orders of the office of his/her immediate supervisor in connection
with the work.
b. Gross and habitual neglect of the employee duties.
c. Fraud or willful breach of the trust reposed to employee by the office.
d. Commission of a crime or offense by the employee against the office.

2. The Employee
a. An employee may terminate without cause the employer-employee relationship by
serving a written notice on the employer at least one (1) month in advance.
b. Tendering resignation verbally is accepted however the concerned employee should
submit resignation letter. The office will serve a memo for compliance and clearance
purposes. Non-compliance is considered AWOL (Absent without Leave).
c. Any employee, who voluntarily resigns; allowed to resign and/or separate from the
service without serious cause shall not be entitled to a separation pay.

II. WAGES AND REMUNERATION

While ECT strives to give its personnel all that is required by the law it cannot be expected to be
exactly the same remuneration and benefits that a profit corporation can afford to give since it is
a non-stock, non-profit corporation.

1. Policies on Wages and Remuneration. The following considerations govern are:

a. No personnel shall be paid less than the minimum wage prescribed by law.
b. Differences of salaries between rank and file shall be based on whether they are monthly
paid or daily paid.
c. Other increase may be given based on performance evaluation, new responsibilities or
mandatory increases as prescribed by DOLE Wage Board.
d. Salary increases shall be subject to ECT’s financial capability.

2. Pay Day
a. Salaries and honorarium will be released on the scheduled dates or collected on the 15th
and 30th day of the month.
b. Salaries and honorarium can be collected by a representative with an authorization letter
based on the following condition:
 The concern is out of town attending a seminar or conference.
 The concern is sick.

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3. Working Hours

a. All non-teaching personnel shall report to work at least six (6) hours daily from Monday to
Saturday.
b. The regular working hours shall be from 9:00 to 12:00 noon and 1:00 p.m. to 4:00 p.m.
Personnel is likewise entitled to offset if he/she worked on a Sunday, rest day and holiday.
However, they have to apply for offset using the OFFSET FORM.
c. The employee maybe requested to do voluntary service as stipulated in the appointment
letter.

4. Daily Time Record

a. A log sheet and CS form 48 is provided to record the morning and afternoon check-in/out
of employees. Habitual tardiness and habitual under-time shall be noted by the office
against the performance of the employee concerned.
b. HRO collects and verifies all CS form 48 versus from the actual Log Sheet from employees.
Attendance cut off is every 13th and 28th of the month.
c. Attendance coverage is from 29th to 13th for the 15th Salary; and 14 – 28th day for the 30th
salary.
d. HRO turns over the verified CS form 48 to the Finance Office for releasing of salary.

5. Absences

a. The personnel in-charge should be notified by the employee if cannot report work due to
illness or will be absent for the day.
b. When leaving the office during office hours, the employee should inform the personnel in-
charge and states the whereabouts and probable time of return.
c. Likewise, employee should notify the office if will be late in reporting for work. Habitual or
frequent tardiness, showing as it does a lack of responsibility and lack of consideration for
others can be subject to disciplinary action.

III. PERSONNEL BENEFITS/PRIVILEGES

A. Leaves

1. Vacation Leave

a. A regular employee is entitled to have fifteen (15) working days’ vacation leave with pay on
staggered basis and not convertible to cash.
b. Unused vacation leave cannot be carried over to the succeeding year and are considered
forfeited.
c. For an intended leave, personnel shall fill up First the Request for Leave Application Form
before taking a planned leave.
d. Filing for vacation leave is one week before its effectivity.

2. Sick Leave

a. A regular employee is entitled to a fifteen (15) working day sick leave on account of
sickness on the part of the person concern and apply sickness leave upon return to work.
Unused sick leave is not convertible to cash and cannot be carried over to the succeeding
year.
b. When sick at least three (3) or more days, medical certificate is required upon return to
work.
c. Cash assistance in the amount of One Thousand pesos (P1,000.00) can be availed if
employee is confined in a hospital provided medical certificate is presented.

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3. Maternity Leave

a. A one hundred five (105) days with full pay is granted regardless of civil status, employment
status, and the legitimacy of the child.
b. An additional of fifteen (15) days maternity leave with full pay in case the female worker
qualifies as solo parent.
c. In cases of miscarriage or emergency termination of pregnancy, sixty (60) days will be
granted with full pay.
d. This benefit shall be for the first four (4) deliveries only.

4. Paternity Leave

A seven (7) day with full pay is granted to all married male employees for the first four (4)
children.

5. Part-time or under contract employees will have vacation/sick leave as agreed upon.

6. Parental Leave for Solo Parents (RA 8972)

a. This is granted to any solo parent or individual who is left alone with the responsibility of
parenthood. This will enable him/her to perform parental duties and responsibilities where
physical presence is required.
b. A seven (7) work day every year with full pay is given to an employee who presented to the
employer with a DSWD Solo Parent Identification Card.
c. The employee has rendered at least one (1) year of service, whether continuous or broken.
d. This benefit is non-convertible to cash.
e. Leave without notice either by phone or letter is considered absent and subject to
disciplinary action.

B. Other Benefits

a. An employee will receive a 13th Month pay; SSS; PhilHealth; Pag-ibig Fund and other such
personnel benefits as provided by law.
b. Other benefits: Premium pay, incentives and birthday gift.

C. Retirement

a. An employee should retire reaching the age of sixty (60).

b. The employee does the following:
i. submit retirement letter
ii. proper turn-over of responsibilities, records, desk accessories
iii. process clearance
c. However, if said employee is still willing to continue working, the concerned should
submit a letter of intent and the proof of being healthy both physical and mental. If
accepted, the status of employment will be changed to part-time with fixed compensation
and the retirement pay will be released after the employee finally stop working or letter
of intent is denied.
d. Only regular employees are qualified to receive the minimum retirement pay.
e. In the event that ECT is financially incapable of giving the entire benefits of the retiree, for
humanitarian reason, the employer is open for negotiation for the said benefits.

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D. Separation Pay

a. An employee’s entitlement to separation pay depends on the reason or ground for the
termination of his or her services.
b. An employee may be terminated for just cause (i.e., gross and habitual neglect of duty,
fraud, or commission of a crime), and other similar causes as enumerated under article
297 (formerly Article 282) of the Labor Code and, generally, may not be entitled to
separation pay.
c. On the other hand, where the termination is for authorized causes, separation pay is due.
d. An employee is entitled to receive a separation pay equivalent to one-half (½) month pay
for every year of service, a fraction of at least six months being considered as one (1)
whole year, if his/her separation from the service is due to any of the following
authorized causes:

1. Retrenchment to prevent losses.

2. Closure or cessation of operation of an establishment not due to serious losses
or financial reverses;
3. When the employee is suffering from a disease not curable within a period of six
(6) months and his/her continued employment is prejudicial to his/her health or
the health of other co-employees.

Thus, If an employee had been in the service for at least six (6) months but less than a
year, he/she is entitled to one (1) full month’s pay as his/her separation pay if his/her
separation is due to any of the causes enumerated above.

e. The computation of separation pay of an employee shall be based on his/her latest

salary rate.

IV. EMPLOYEES RESPONSIBILITY

It is with utmost concern that each and every employee of Silsilah adheres to the Culture of
Dialogue, Path to Peace sustained by the spirituality of life-in-dialogue for a deeper
understanding and better relations between the members of Silsilah. Each employee is a steward
of what is given and provided to us by the Lord. Thus, everyone is expected to work responsibly
and observe the following guidelines in order to achieve harmonious working relations and in the
effective use of the property.

A. ECT’S PROPERTY

HARMONY VILLAGE

Is a 14-hectare land of farm and woodland. Harmony Village serves as an ecological zone nestled
on a hill in Pitogo. It is the home of ECT for its programs and activities for people who would like
to use its facilities. This village is conducive for silence where all are invited to experience
dialogue in its four levels: Dialogue with God, with the Self, with Others and with Creation. The
property was improved to accommodate the employees and those whose who will stay with us
for a few days or weeks. Thus, each employee is encouraged to observe proper care of the Village
and to adhere to the guidelines as stipulated here.

HOUSE

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Employee/s designated as caretaker of ECT property, especially the house, should seek
permission first before doing any improvement of the house and not abandoned the house
without informing properly the Administrator.

OFFICE

1. Use of Office Equipment, Furniture and Supplies

a. No one should take from the office any property for private use without the approval
from the Administrator or by any delegated administrative staff.
b. Office equipment, furniture and telephone is strictly for official use only.
c. Each program/desk must have an inventory of all equipment, furniture and office supplies
which are in use by the program/desk. Nothing may be bought, sold, loaned, or rented
without the approval of the President.
d. An employee is liable for loss or damage of office furniture, fixtures, and equipment
borrowed by or entrusted to him/her. The concerned employee will be required to pay or
replace the equipment lost or damaged. Exception on a case-to-case basis, maybe
decided by the Administrator t in consultation with the staff.
e. The office will be liable for the loss or damage of equipment loaned or lent to the office
for official purposes.
f. Observe economy in the use of office supplies and takes care in the use of equipment and
other ECT’s property.

2. Cleanliness. Keep office premises inside and outside a professional look and a place
conducive for working by keeping it clean. Areas of concern are the following: floor, jalousies,
dining area, shelves, divider and trash bins. Maintain the segregation of biodegradable and
non-biodegradable trash.

3. Cellular Calls. Employee called through mobile phone; prompt reply is obligatory. Attention
will be called for none compliance.

4. Records and Report

a. Submits DTR (CS Form 48) and logs in/out in the DTR Logbook.
b. All employees should keep the confidentiality of all documents and the like. If copy of the
record is asked seek permission first from the Administrator.
c. Data Policy Act should be observed.

2. Medical Concerns
a. Employee undergoing intensive medication should inform the personnel in-charge.
b. Upon return to work, the concerned should submit doctor’s certification specifying the
date of returning for work.

3. Outside Invitations

Seek FIRST the permission from the Director or person in-charge before accepting outside
invitations which requires official time; and present a request letter.

B. USE OF VEHICLE

1. The vehicle will be used for official trip. The office shoulders the gasoline and
maintenance.
2. Coordinate trips directly to the ODTC Coordinator and not to driver directly.
3. Drivers have the following responsibility before and after driving:
4. Check BLOW-BAG (battery, light, oil, water, brake, air and gas).
5. Keep the vehicle clean.
6. Return vehicle key to the in-charge or keyboard.
7. Return the vehicle to its place in the garage.
8. Keep track for the renewal of vehicle registration.

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E. USE OF SCHOOL FACILITIES

1. Any organization or group who wants to use the school facilities as a venue for their
activity shall send a letter of request to the office of the President/Principal for approval.
2. User of the facilities are expected to observed the following:
a. Coordinate properly with the caretaker of the school.
b. Preserve the cleanliness of the school grounds and comfort rooms.
c. Dispose trash in the categorized trash container.
d. Alcohol beverages are absolutely prohibited.
e. Destroying, defacing of school property, vandalism, picking of flowers and uprooting
of plants are prohibited.

F. RESIDENT PERSONNEL / NON-RESIDENT PERSONNEL

1. Staying in Silsilah Houses Inside and Outside Harmony Village

a. The house is free of rental to accommodate the immediate members of the family and
repairs are taken cared by Silsilah.
b. Certain amount is asked from the occupant for the electricity depending on the
number of appliances they have and should inform the office of the President if they
are purchasing additional appliance/s.
c. Inform ODTC Coordinator ahead of time if they have coming visitor/s. If staying
overnight they have to ask permission first.
d. For visitors who would like to stay for more than a day, they have to ask permission
from the President.
e. Follow curfew hour of Harmony Village which starts from 9:00 in the evening.
f. Inform Property Custodian of Silsilah before doing any repair or improvement of the
house where they are staying and bringing of any materials/products from Harmony
Village and Silsilah land (e.g. bamboo, timber and etc.).

2. Staying in Room
a. The person concern should express intention that he/she would like to stay-in to the
President. Upon approval, the ODTC should be informed.
b. Follow curfew hour of Harmony Village which starts from 9:00 in the evening to 6:00
in the morning.
c. Inform or ask permission from the ODTC Coordinator if he/she gets out of Harmony
Village for personal needs.
d. Inform ODTC Coordinator ahead of time if they have coming visitors. If staying
overnight, they should ask permission from the President.

V. PROPRIETY OF CONDUCT FOR ALL EMPLOYEES

1. The total deportment of employee, particularly in public, should project an image of a

peace and dialogue advocate.
2. When making public statements whether over the radio, on TV or in print, the employee
should state clearly that the statement expressed is personal and not of the institution.
3. The Code of Conduct for all employees are as follows:

a. Always seeking to avoid misunderstanding and conflict in our relationship.

b. Avoiding violent action and language, threats, improper inducement, manipulation, or
the misuse of any kind of power.
c. Respecting the rights of others to disagree any opinion and ideas.
d. Working together to build harmonious and peaceful co-existence inspired by the spirit
“Dialogue starts from God and brings people back to God” and promotes Culture of
Dialogue, Path to Peace.

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 e. Living life-in-dialogue with God, self, others and creation in the midst of diversity of
cultures, beliefs and traditions in humanity is an inspiration to sustain the mission of
harmony and peace in society.
f. Finding ways with sincerity to live our respective faiths with integrity in the spirit of
dialogue and allowing others to do also.
g. Valuing the cultural and religious resources of humanity to be able to share together
and witness by example the importance of good relationship, mutual respect, trust,
compassion, honesty, generosity, solidarity and friendship.
h. Listening as well as speaking is necessary in correcting misunderstanding and
misrepresentations for the common good of all.
i. Accepting that in formal and informal interfaith encounter there is a particular
responsibility to ensure that the religious commitment of all those who are present
will be respected.
j. Sincerity, sensitivity and solidarity are imperative in witnessing dialogue as love in
action, silence and harmony to sustain culture of dialogue, path to peace.

VI. PERFORMANCE EVALUATION

EMPLOYEE’S PERFORMANCE EVALUATION

GUIDELINES and POLICIES

Every employee of Silsilah is tasked to conduct a performance evaluation to one self; to

others a head to its subordinate and a subordinate to its department head. This procedure is
needed in order to gauge the ability, character and skills of the employee and to attain a
recommendation on the areas which an employee needs to improve and to enhanced more.

A. Procedure:

1. The performance evaluation is done annually and conducted by the Human Resource Office
in coordination with the Office of the President.
2. The employee will be provided copies of the evaluation forms so that he/she know what are
the factors on which he/she will be evaluated on.
3. Scoring: The highest score that an employee will assign to all the questions is four (4) and one
(1) as the lowest.
4. The supervisor or monitoring officer reviews the Performance Evaluation forms. If the
agrees on the rating, he/she signs the report.
5. The President and/or Human Resource Office will call on the employee to feed back the
final evaluation results.
6. All evaluation results should be kept confidential and should only be known by the
employee and the President, Human Resource Office and the Department Head.
7. Evaluation results will be kept in the employee’s 201 file.
8. The Evaluation results are one of the bases for employee incentives.

B. The Tools:

1. Self Evaluation - An employee is task to honestly evaluate his/her own work performance by
using the Self Evaluation Performance tool by assigning the points that he/she thinks best
corresponds to his/her performance. The references for this evaluation are the Monthly
Planned Activities, Bi-Monthly Report and the Job Description.

2. Peer Evaluation – The President and/or the Immediate Office Head assigns two to four (2-
4) co-employees to evaluate another employee who belongs to the same department.

3. Department Head/Immediate Supervisor Evaluation – A department head evaluates

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 the performance of an employee under him/her.

4. Subordinate Evaluation – An employee who is a member of the operation link or who is

a coordinator will be evaluated by his/her subordinate.

5. Human Growth Formation Program Evaluation – is also a self-evaluation tool which covers
the employee’s abilities, skills, attitudes and behavior which were acquired, developed and
enhanced while he/she is employed in Silsilah.

VII. DISCIPLINARY GUIDELINES

EMPLOYEES DISCIPLINARY GUIDELINES

This guidelines is applicable to all employees presently employed and who are about to begin
their vocation in the movement.

The Silsilah Dialogue Movement – Employees Disciplinary Guidelines is based on its core
belief on the transformational character of a person through dialogue in the life of the spirit.
Disciplining with the heart is desired to be applied to every employee who has committed
behavioral misconduct while on duty and outside of Silsilah. It is desired to give the employee
continuous interventions unless the presence of an employee is considered unsafe and
unhealthy to institution or to other employees. Thus, a drastic measure will be applied.

Whenever Silsilah believes that an employee may have committed an offense against the office
establish authority, policies and procedures and rules and regulations, the President after
consulting with other staff, may initiate disciplinary action by issuing a memo. The disciplinary
action memo may recommend to any of the following

The Guidelines is composed of the Specific Infractions; the Corrective Measures; and the
procedure for Preventive Suspension and Termination. Some of the inputs of these guidelines are
taken from the Philippine Labor Laws and also other guidelines which are applicable to Silsilah.

I. INFRACTIONS:

A. Attendance Related Infractions: MINOR and MAJOR

1. Tardiness
a. An employee is considered tardy when he/she reports to work after 15 minutes.
b. Five times tardy is equivalent to 1 day of absent and is deductible on the next
payroll.

2. Under Time
a. An Employee is considered under time when he/she leaves work less than the
required number of hours without the permission of the office-in-charge.
b. Under Time is deductible on the next payroll.

3. Absences
a. An employee is absent when there is no valid reason, no information and permission
given to the office in-charge of his/her intention to be absent.
b. Excessive unauthorized absences and/or the employee has gone AWOL for more

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 than three (3) consecutive work days.
c. Absences are deductible on the next payroll.

B. Discourteous Related Infractions: MAJOR

1. Disrespectful to his/her fellow employees and/or immediate superior.

2. Insubordination or willful disobedience to the call to do a task as instructed by
his/her immediate supervisor in connection with his/her work.
3. Showing impolite behavior towards an immediate supervisor and/or fellow
employee.
4. Expressing foul words and raising of voice to an employee or to his/her immediate
Supervisor.
5. Making false, malicious or unfounded statements against a fellow employee which
will damage the reputation of the person.
6. Uttering threatening statements or behavior towards his/her superior or to a fellow
employee.

C. Trustworthiness Related Infractions: MAJOR

1. Gross and habitual neglect of the employee duties.

2. Dishonesty or any acts related to his/her work.
3. Fraud or willful breach of the trust reposed to employee by the office.
4. Unlawful taking any of Silsilah’s property or property of other employees.
5. Improper use of Silsilah’s property but not limited to office equipment and use of
supplies.
6. Falsification and/or misrepresentation of official records or documents such as:

A. Modifying amount, prices, date and/or any particulars in any official receipts
or documents of transactions;
B. Forging a signature;
C. Attendance records;
D. Travel vouchers;
E. Performance appraisals;
F. Claims for benefits and other employment-related documents;
G. Purposely making false statements when being asked to respond truthfully
H. Destroying crucial information during an investigation;
I. Making copies of and distributing information that is false;
J. If facing a bankruptcy proceeding, concealing property or assets;
K. Using an official letterhead without permission;

7. Violation of R.A 7877,3 Anti-Sexual Harassment Act of 1995

8. Non-compliance to the Data Privacy Act of Silsilah.

II. CORRECTIVE MEASURES and/or INTERVENTION

Tool: Disciplinary Action Memo.

The attention of an employee will be called when an infraction is committed. The following
measures are:

A. Verbal Reprimand
1. This is given to an employee who commits minor infractions. These infractions can be

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 corrected by word of advice and /or verbal encouragement but with the assurance of
full cooperation and willingness of the employee to grow and improve.
2. Notations on the infraction of the employee should be placed in the employees 201 file.

B. Written Warning
1. This is given to an employee whose behavior is already unbecoming and uncalled for.
The employee reassures the employer of his/her agreement and commitment in
correcting such behavior in written form.
2. The written document is signed by the employer and employee with corresponding date
and time and what was agreed upon.
3. The written document and agreement should be placed in the employee’s 201 file.
4. Meet and follow up on the employee’s performance as to his/her commitment for
improvement.

MINOR INFRACTION
Frequency Corrective Measures Action to be taken
Head calls on the attention of the employee;
corrects the infraction with a heart;
1st to 3rd time Verbal Reprimand
employee explains the reason for such and
commits to correct his/her behavior
Head endorses the Disciplinary Action Memo
to the employee; inquires the employee of
4th to 6th time Written Warning
recurring infraction which need to be
corrected; employees agrees in writing to
change his/her behavior
MAJOR INFRACTION
Suspension See Preventive Suspension Procedure
Termination/Dismissal See Termination Procedure

C. Preventive Suspension (Ref. DOLE Rule XXIII, Book, Omnibus Rules, DO order 9 Section 8 &
9 series of 1997)
1. An employee may be under a preventive suspension if his/her presence poses a serious
and imminent threat to the life or property of the institution or to other employees;
2. The employee has committed several infractions and his/her attention was called on
several occasions for not complying to the agreements made for the betterment of
his/her performance. *
3. The maximum period of preventive suspension of an employee is 30 days and the
employee will return to work. (Actual Reinstatement)
4. Silsilah has the option to extend the period of suspension provided she must pay the
employee his/her wages and other benefits during the extended suspension. (Payroll
Reinstatement)
5. An employee who is under suspension is not entitled to payment of wages, if the
suspension is valid, otherwise, he/she is entitled to and other benefits for the duration
of the extension.

D. Termination - Termination refers to the cessation of employment by the employer to an

employee for committing a grave offense to the institution.

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 The following are considered sufficient causes for termination:

1. Serious Misconduct or Willful Disobedience against an authority;

(e.g. disrespect to superiors, fighting inside the workplace, violation of company rules an
regulations)

Requisites for Serious Misconduct:

a. Misconduct must be serious, not merely trivial or unimportant; it must be grave and
aggravated in character.
b. Misconduct would render the employee unfit to continue working for the employer.
c. Misconduct must be in connection with the employee’s work.

Requisites for Willful Disobedience:

a. The instruction to the employee must be lawful and reasonable.
b. The instruction was sufficiently made known to the employee.
c. The instruction must be in connection with the duties which the employee has been
engaged to discharge.

2. Gross and habitual neglect of duties and responsibilities; Fraud, dishonesty, or willful
breach of contract.
(e.g. Absenteeism, tardiness, abandonment of work.)

3. Fraud or willful breach by the employee of the trust reposed him by his employer or duly
authorized representative.
(e.g. theft of company property, falsification of time card, bribery)

4. Commission of a crime or offense against the movement.

(e.g. killing an employer or employee or an immediate family member)

5. Other just causes provided for in the Labor Code of the Philippines.
(e.g. illegal strike, sexual harassment)

TERMINATION PROCEDURE
1. The Employer
a. Upon receipt of a complaint and/or report, the employer will call on the concerned
employee and conducts an investigation.
b. A grievance committee is formed to look into the cause for termination or dismissal.
The members formulate and submit their findings and recommendations to the
President who makes the final decision.
c. If just and probable cause is evident, the employer may terminate the services of an
employee by serving a written notice at least one (1) month in advance for the major
infractions committed.
d. Otherwise if the presence of the employee causes imminent threat, the employment is
terminated immediately.

2. The Employee

a. An employee may terminate without cause the employer-employee relationship by

serving a written notice to the employer at least one (1) month in advance.
b. Tendering resignation verbally is accepted however, the concerned employee should

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 submit a resignation letter. The office will serve a memo for compliance and clearance
purposes. Non-compliance is considered AWOL (Absent without Leave).
c. Any employee, who voluntarily resigns; allowed to resign and/or separate from the
service without serious cause shall not be entitled to a separation pay.

R.A 7877, Anti-Sexual Harassment Act of 1995

Republic Act 7877 punishes sexual harassment in work, education or training education. Sexual
harassment is committed by an employer, employee, manager, supervisor, agent of the
employer, teacher, instructor, professor, coach, trainer, or any other person who, having
authority, influence or moral ascendancy over another in a work, training or education
environment, demands, requests or otherwise requires any sexual favor from another, regardless
of whether the demand, request or requirement for submission is accepted by the object of said
act.

The sexual favor resulted in an intimidating, hostile or offensive environment for the victim. The
employer or head of office, educational or training institution shall be solidarily liable for
damages arising from the acts of sexual harassment committed in the employment, education or
training environment, if the employer or head of office, educational or training institution is
informed of such acts by the offended party and no immediate action is taken thereon.
The convicted person may suffer imprisonment of one (1) to six (6) months and/or fine of
Php10,000.00 to Php 20,000.00

General Statement of Sexual Harassment Policy

Silsilah Dialogue Movement adheres to the total formation of its organization. It is committed to
maintaining at all times, learning and working environment free from discrimination of sexual
harassment and intimidation. Sexual harassment of or by any board member, employees,
volunteer, administrator, faculty member, student, parent, employee of the institution, and/or a
guest is strictly prohibited.

Silsilah Dialogue Movement aims to maintain wholesome behavior and conduct on all its
members. Hence, Silsilah will implement this policy fully complying with applicable state and local
laws, rules and regulations in the area of non-discrimination and harassment of employment.

I. DEFINITION:

Sexual harassment is a term used to describe any unwelcome or unwanted actions that make use
of sexual comments or other verbal or physical conduct in order to intimidate someone in the
work place that creates discomfort and/or interferes with the job. Sexual harassment is illegal.

The following are prohibited in this institution:

a. an unwanted physical advance or verbal approach of a sexual nature;

b. subtle or overt pressure for sexual involvement;
c. unwanted reference to one's physical appearance, sexuality or to sexual activities;
d. unwanted physical contact including touching;
e. the demand for sexual favors accompanied by implicit or explicit threats against
one's job security or success;
f. any comments or actions which denigrate a person based upon gender; or
g. unsolicited sexual gestures or comments or the display of offensive, sexually

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 graphic materials.
h. Such conduct has the purpose or effect of interfering with an individual’s work
performance or creating an intimidating, hostile or offensive work environment.
i. Pornography displayed in the workplace or emailed to co-workers may also constitute
sexual harassment.

Harassment due to race, religion, sex, national origin, disability, age, will not be tolerated in
Silsilah’s workplace. Such conduct is subject to discipline, up to and including termination.

Any employee who believes he or she is a victim of sexual harassment must immediately report
any incident to the President.

II. REPORTING PROCEDURE

Who? Any person who believes he/she has been a victim of sexual harassment by a board
member, a parent, a volunteer, an administrator, faculty member, employee or student of the
institution is encouraged to discuss the alleged acts immediately and confidentially with one or
more of the following three individuals:

a. Two representatives from the faculty or administration appointed by the head of school;
b. And/or the school attorney, who shall at all times be appointed by the institution board of
trustees (the "Designated Persons").

During: Any complaints of alleged sexual harassment made to the Designated Persons will be
discussed fully and confidentially with the person raising the complaint or concern and will require
approval of the reporter prior to disclosure or direct investigation of the matter.

After: If, after discussion by the reporting person with one or more of the Designated Persons, it is
agreed between the reporting party and the Designated Person that a more detailed investigation
is appropriate, the following investigative procedure will be utilized.

III. INVESTIGATIVE PROCEDURE

Following discussion with one or more of the Designated Parties, and the agreement of the
reporting party that an investigation should be undertaken, the complaint will be made fully
known to the President and to the institution’s attorney (if he has not been previously involved).
Once so advised, immediate follow-up in the form of a full investigation by the President and
institution’s attorney will be performed.

In determining whether alleged conduct constitutes sexual harassment, the totality of

circumstances, such as the nature of the sexual advances and the context in which the alleged
incidents occurred, will be considered. To assist in the investigation, incidents will be documented,
including specifics such as dates, times, witnesses, if any, and a full and clear statement of what
transpired. A determination of the appropriateness (or lack thereof) of the particular action will
then be made from the facts by the President (with the assistance and advice of the institution’s
attorney), and appropriate action will be pursued expeditiously in each case.

IV. RESPONSIVE ACTION

Any administrator, employee, faculty member, and/or student of Silsilah who engages in sexual
harassment is subject to immediate and appropriate discipline, up to and including discharge or
expulsion. The results of the investigation of each complaint filed under this Policy will be
reported to the complaining party by the President. The report will document any disciplinary

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action taken by the institution as a result of the complaint, and will become part of the personnel
file or record of the disciplined individual.

V. REPRISAL

Retaliation against any individual who complains of sexual harassment is strictly forbidden, and
anyone who practices such retaliation will be subject to immediate discipline, up to and including
discharge or expulsion.

VI. NON-HARASSMENT

Silsilah recognizes that not every advance or comment of a sexual nature constitutes harassment.
Whether a particular action or incident constitutes sexual harassment or not requires an objective
determination based upon all of the facts and surrounding circumstances. False accusations of
sexual harassment can have a serious detrimental effect on innocent parties, are prohibited by the
institution, and can be cause for disciplinary action up to and including discharge or expulsion.

RA No. 10173 or the Data Privacy Act of 2012

Silsilah Dialogue Movement recognizes the Data Privacy Act 2012 of the Philippines where it
adheres “to protect the fundamental human right of privacy, of communication while ensuring
free flow of information to promote innovation and growth” and “ it is an inherent obligation to
ensure that personal information in information and communications systems in government and
in the private sector are secured and protected”

What is the coverage of the Data Privacy Act?

The Privacy Data Act is covered to all employees of Silsilah who are involved in the processing of
personal data which refers to all types of personal information of an employee or a member of
the movement.

The task of “processing” is performed by an employee/s on the personal data of a member of the
movement but not limited to collection, recording, organization, storage, updating or
modification, retrieval, consultation, use, consolidation, blocking, erasure, or destruction
of data.

Particular employees who perform the task of processing the personal data of an employee are:

a. The President
b. Human Resource Officer
c. Finance Officer
d. Cashier
e. Teaching Head
f. Information Technology In-Charge

The following Guidelines are:

a. The collection of personal data for profiling either manually or automated will be made
aware to the individual as to the purpose on why such collection is needed; and the

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 individual agrees freely to the procedure.
b. All personal data of an employee or any entity involved in any way with the movement
are observed with high confidentiality.
c. Personal data of any personnel will not be divulged or transferred to any entity without the
consent or approval of the concerned employee either by electronic, by phone, by mail
and/or in any way.
d. Personal Data will be updated as needed and as per advised of the individual.
e. Personal Data will remain in the data base as long as the individual is still employed or
involved with Silsilah. Otherwise, it will be deleted when it is no longer needed from its
data base.
f. Personal Data in hard copies will be shredded and/or be returned to an employee who
resigned; terminated or retired. Data stays with Silsilah as per approval of the individual.
g. All storage of data either in computer, filing cabinet, offices and/or other means must be
secured at all times.
h. Use of passwords for computer data base is highly needed.
i. Cabinets and offices must be locked after a day’s work.
j. An orientation of the Data Protection Act will be conducted to all employees of Silsilah.

---- End ---

==============================================
SDM Systems & Procedures: Collated and added by MGD
Revised July 7, 2021 for June 28, 2021

SILSILAH DIALOGUE MOVEMENT

HUMAN RESOURCE OFFICE

SECURITY PERSONNEL
Systems and Procedures

Republic Act No. 5487

An Act to Regulate the Organization and Operation of
Private Detective, Watchmen or Security Guards Agencies

CODE OF ETHICS

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1. As a security agent, his fundamental duty is to serve the interest or mission of his agency in
compliance with the contract entered into with the clients of the agency he is supposed to
serve.

2. He shall be honest in thoughts and deeds both in his personal and official actuations, obeying
the all of the land and the regulations prescribed by his agency and those established by the
company he is supposed to protect.

3. He shall not reveal any confidential matter that is confided to him as security guard and such
other matters imposed upon him by law.

4. He shall act at all times with decorum and shall not permit personal feelings, prejudices and
undue friendships to influence his actuation in the performance of his official functions.

5. He shall not compromise with criminals and other lawless elements to the prejudice of the
customer or his client but assist the government in its relentless drive against lawlessness and
other forms of criminality.

6. He must carry his assigned duties as security guard or watchman as required by law to the best
of his ability and safeguard life and property to the establishment he is assigned.

7. He shall wear his uniform, badge, patches and insignia properly as a symbol of public trust and
confidence as an honest and trustworthy security guard, watchman and private detective.

8. He must keep his allegiance first to the government, to the agency he is in, and to the
establishment he is assigned to serve with loyalty and dedicated service.

9. He shall diligently and progressively familiarize himself with the rules and regulations laid
down by his agency and that of the customer or clients.

10. He shall at all times be courteous, respectful and salute to his superior officers, government
officials and officials of the establishment where he is assigned and the company he is
supposed to serve.

11. He shall report to perform his duties always in proper uniform and neat in his appearance.

12. He shall learn at heart or memorize and strictly observe the laws and regulations governing
the use of firearms.

==============================

SIA SECURITY GUARDS CODE OF CONDUCT

Important: These notes are based on the SIA Security Guards Code of Conduct which the
Security Guards all signed up when they joined the agency.

I. General Orders
1. To take charge of the post and all company properties in view and protect/preserve the
same with utmost diligence.
2. To walk in an alert manner during my tour of duty and observe everything within sight or
hearing.
3. To report all violations of regulations or orders I am instructed to enforce.
4. To relay all calls from post more distant from the guard house where I am stationed.
5. To quit his/her post only when properly relieved.
6. To receive, obey and pass to the relieving guard all orders from the company officials,
officers in the agency, supervisor, post-in charge of shift leaders
7. To talk to no one except in the line of duty.
8. To sound or call the alarm in case of fire or disorder.

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 9. To call the superior officer in any case not covered by instructions.
10. To salute all company officials, officers in the agency, ranking public officials and officers of
the AFP and PNP.
11. To be especially watchful at night, and during the time of challenging, to challenge all
persons on or near my post, and to allow no one to pass without proper authority.

II. Code of Conduct (Standard of Behavior)

A. PERSONAL APPEARANCE/GROOMING:

1. Wear clothing that is smart looking, presentable and easily identifies the person as a Security
Officer and in accordance with the employer’s guidelines.
2. His/her SIA Identification with license is visibly worn on his uniform.

B. PROFESSIONAL ATTITUDE and SKILLS:

1. Greet visitors in a friendly and courteous manner.
2. Be friendly and does not discriminate any one on the grounds of gender, sexual orientation,
marital status, race, nationality, ethnicity, religion or beliefs, disability or any other
difference in individuals which is not relevant to his/her responsibility.
3. Carry out his/her duties in a professional and courteous manner with due regard and
consideration to others.
4. Behave with personal integrity and understanding.
5. Use moderate language which is not defamatory or abusive when dealing with members of
the public and colleagues.
6. Be fit for work and remain alert at all times.
7. Develop knowledge of local services and amenities appropriately.

C. GENERAL CONDUCT
1. Never solicit or accept any bribe or other consideration from any person.
2. Do not drink alcohol or be under the influence of alcohol or drugs.
3. Do not display preferential treatment towards individuals.
4. Never abuse his/her position of authority.
5. Never carry any item which is or could be considered threatening.
6. Report all incidents to the management.
7. Cooperate fully with members of the Police, Local Authority, SIA and other statutory
agencies by showing interest in the site/company and/or the way they are run.

D. ORGANIZATION VALUES and STANDARDS

1. Familiarize yourself with the company standards; and site such as Building Lay Out,
Emergency Exits, Gates, CCTV, Muster Points, Fire Alarm Positions, and Fire Fighting Equipment.
2. Be perceptive of the employing site/company culture and values.
3. Contribute to the goals and objectives of the employing company.
4. At the end of his/her night shift, report any hazards or incidents that have occurred
throughout the course of the night; and write on the incident report journal of the
observations and outcome.
5. Look after and support the welfare and needs of your colleagues while on duty.
6. Using of cellular phones while on duty is not recommended unless otherwise.

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 DO’S and DON’TS
DO’S
1. Keep this booklet/pamphlet with you while on duty.
2. Always obey and follow the policy of the company/department.
3. Wear your proper uniform
4. Your uniform should be neat and properly ironed.
5. Your shoes should be neat and polished.
6. Shave daily/keep beard and mustache trimmed.
7. Ensure that you have a proper haircut.
8. Wear “Massar” properly in case uniform is not issued to you.
9. Display your identity card on your chest while on duty.
10. Be punctual.
11. Be alert and vigilant.
12. Be polite and courteous.
13. Be enthusiastic.
14. Be respectful to all customers/visitors.
15. Be aware of the Company’s locations
16. Greet and reply the greetings in a friendly way.
17. Keep yourself healthy and fit.
18. Stay calm with an angry customer.
19. Deal respectfully with lady customers.
20. Know your senior staff.
21. Inform your supervisor/superiors about any unexpected or emergency situation.
22. Ensure secrecy of Company’s information.
23. Make sure you know your duties/responsibilities at every post.
24. Proper duty handing over should be carried out.
25. Be cooperative and build a good relationship with all.
26. Be available and flexible for any Emergency duty.
27. Do simple stretching exercises every hour while on duty.
28. Keep yourself updated about functional processes and procedures.
29. Maintain your cool while speaking over telephone.
30. Be aware of the vulnerable areas, security threats and emergency exits at your location.
31. Ensure the premises are secure after business hours.
32. Carry a torch with you for night duty.
33. Keep a list of important telephone numbers with you.
34. Be aware of the actions to be taken in case of emergency.
35. You should know how to frisk and check visitors if required.
36. Keep an eye on the movement of personnel and vehicles in your area.
37. Be aware of hiding places in vehicles which have to be checked.
38. Carry out regular patrolling of your area of responsibility. Ensure that all security gadgets in your
area are working properly.
39. Report any breaches of Security to your superior immediately
40. ensure that all security gadgets in your area are working properly.
41. Ensure proper key management.
42. Ensure that display vehicles are secured.
43. Barriers to be down/gates to be closed when not in use.
44. Make sure the first aid box is available in your post and is to be used in an emergency.
45. Make sure you know the types of fire extinguishers and know how to use them in case of emergency.

DO NOT…

1. Allow entry to any unauthorized person in the premises without permission.

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2. Argue with or shout at a customer.
3. Be busy in secondary matters while on duty.
4. Bring your laptop/electronic devices to the work place.
5. Chew gum or tobacco while on duty.
6. Come to work under the influence of liquor/narcotic substances.
7. Engage in unnecessary conversation while on duty.
8. Entertain your friends/relatives in the guard post.
9. Indulge in rumor mongering.
10. Leave your post unless permitted by your supervisor or for patrolling.
11. Listen to music while on duty.
12. Sleep while on duty.
13. Smoke while on duty.
14. Use company property or services for personal gain.
15. Take leave without permission.

SECURITY GUARD’S DAILY SELF APPRAISAL

1. AM I PUNCTUAL IN ALL MY DIALY OFFICE SCHEDULE, FORMATIONS,

OBLIGATIONS and DUTIES?

2. AM I WITH STOUT HEART, INTENSE LOYALTY and COMPLETE DEDICATION TO

SURMOUNT ALL OBSTACLES and CHALLENGES IN MY DAILY SITUATION?

3. AM I FIT TO PERFORM MY DUTY FOR THE DAY?

4. DO I POSSESS MY PNP LICENSE?

5. AM I PROPERLY GROOMED, with NEAT and CLEAN UNIFORM, with POLISHED

INSIGNIA’S, BELT BUCKLE and SHOES, COMPLETE with NIGHTSTICKS or
FIREAMRS?

6. AM I PRESENTABLE IN APPEARANCE (REQUIRED HAIR CUT, SHAVED

MUSTACHE, BEARD, and TRIMMED FINGERNAILS)?

7. AM I FULLY ACQUAINTED and WELL-VERSED with the DUTIES and

RESPONSIBILITIES OF A SECURITY GUARDS?

8. AM I THOROUGHLY ORIENTED with SPECIAL ORDERS FOR MY POST?

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