Sample Process For HR With Narrative - Procedures

HUMAN RESOURCES OFFICER
(Recruitment & Hiring Process – Teaching Positions)
START
Personnel Requisition Form
Selection Criteria / Job

Description
Post / Advertise Job

Vacancy
Receive Job Applications
Categorize applications
into A and B
NO
Send Regret Notice via
Suitable for the Job?
Registered Mail or Email
YES
END
Schedule Preliminary
Interview
A
A
NO Send Regret Notice via

Passed
Interview?
YES
END
Schedule Teaching Demo &
Panel Interview
Passed NO
Teaching Registered Mail or Email
Demo & Panel
Interview?
YES END
Take Psychological and

Personality Tests
Schedule Final Interview with

VP for Administration
NO
Passed Final Send Regret Notice via
Interview? Registered Mail or Email
YES
END
Undergo Laboratory Exams
B
B
NO
Laboratory Results
Normal/Favorable?
YES
END
Job Offer
NO Applicant declines offer;

Applicant accept the Job thanks him/her for his
Offer? interest in working at MDC
END
Signs Employment Contract
END
NARRATIVE:
(Recruitment & Hiring Process – Teaching Positions)
1. Accepts Personnel Requisition Form from the requesting department.
2. Makes the job description of the needed job (if job is not in the approved
plantilla position).
3. Post or advertise the Job Vacancy through newspaper, social media and
radio.
4. Receives applications for the job.
5. After screening and sorting out the resumes of the applicants, categorizes
applicants into suitable (Category A) and unsuitable (Category B).
6. If applicant falls unsuitable for the job, a regret notice will be sent via email
or registered mail.
7. If applicant is suitable for the job, assess against the job description and a
preliminary interview will be scheduled. The preliminary interview will be
conducted by the HR Officer or HR Specialist.
8. If the applicant:
a. Failed the preliminary/initial interview, he/she will be sent a regret

notice.
b. Passed the initial interview, a teaching demo and panel interview will be
scheduled.
a. Failed the teaching demo and panel interview, he/she will be sent a
regret notice.
b. Passed the teaching demo and panel interview, he/she will be will be
scheduled to take psychological and personality testing.
10. If applicant got a favorable result in his/her psychological and personality

testing, he/she will be scheduled for a final interview with the Vice President
for Administration.
11. If the psychological and personal test results are unfavorable, a regret notice
will be sent.
12. If the applicant did not pass the final interview, a regret notice will be sent.
13. If applicant passed the final interview, he/she will undergo the following
laboratory exams:
a) Physical Exam
b) Chest X-Ray
c) Urinalysis
d) CBC
e) Drug Test
14. If applicant fails, the laboratory exams especially on the drug test, he/she
will be properly informed of the result and will not be hired.
15. If applicant’s laboratory results are normal and negative for drug test, the
HR Officer will make a job offer.
16. If applicant declines job offer for whatever reason; thanks him/her for
considering applying at MDC.
17. If applicant accepts job offer, the new hire will be accorded the position title,
a summary of the job responsibilities, and a starting salary.

(Recruitment & Hiring Process – Non-Teaching Positions)
START
Personnel Requisition Form
Selection Criteria / Job

Description
Post / Advertise Job

Vacancy
Receive Job Applications
Categorize applications
into A and B
NO
Suitable for the Job?
YES
END
Schedule Preliminary
Interview
A
A
NO Send Regret Notice via

Passed
Interview?
YES
END
Take Psychological and
Personality Tests
Schedule Final Interview with

VP for Administration
NO
Passed Testing & Final Send Regret Notice via
Interview? Registered Mail or Email
YES
END
Undergo Laboratory Exams
B
B
NO
Laboratory Results
Normal/Favorable?
YES
END
Job Offer
NO Applicant declines offer;

Applicant accept the Job thanks him/her for his
Offer? interest in working at MDC
END
Signs Employment Contract
END
NARRATIVE:
(Recruitment & Hiring Process – Non-Teaching Positions)
1. Accepts Personnel Requisition Form from the requesting department.
2. Makes the job description of the needed job (if job is not in the approved
plantilla position).
3. Post or advertise the Job Vacancy through newspaper, social media and
radio.
4. Receives applications for the job.
5. After screening and sorting out the resumes of the applicants, categorizes
applicants into suitable (Category A) and unsuitable (Category B).
6. If applicant falls unsuitable for the job, a regret notice will be sent via email
or registered mail.
7. If applicant is suitable for the job, assess against the job description and a
preliminary interview will be scheduled. The preliminary interview will be
conducted by the HR Officer or HR Specialist.
c. Failed the preliminary/initial interview, he/she will be sent a regret

notice.
d. Passed the initial interview, applicant will undergo psychological and
personality testing.
9. If applicant got a favorable result in his/her psychological and personality

testing, he/she will be scheduled for a final interview with the Vice President
for Administration.
10. If the psychological and personal test results are unfavorable, a regret notice
will be sent.
11. If the applicant did not pass the final interview, a regret notice will be sent.
12. If applicant passed the final interview, he/she will undergo the following
laboratory exams:
f) Physical Exam
g) Chest X-Ray
h) Urinalysis
i) CBC
j) Drug Test
13. If applicant fails the laboratory exams especially on the drug test or fou,
he/she will be properly informed of the result and will not be hired.
14. If applicant’s laboratory results are normal and negative for drug test, the
HR Officer will make a job offer.
15. If applicant declines job offer for whatever reason; thanks him/her for
considering applying at MDC.
16. If applicant accepts job offer, the new hire will be accorded the position title,
a summary of the job responsibilities, and a starting salary.

(Retention Process)
START
Hires and pays for

administrators, faculty and
staff
Seeks the most promising

candidates, it makes best
offer
Provides conducive working

environment
Offers the right benefits and

rewards
Ensures "work-life balance"
Provides ongoing education

and clear paths to
advancement
Celebrates employees' big

and small successes
END
NARRATIVE:
(Retention Process)
1. Hires and pay for administrators, faculty & staff –retention starts right from the
beginning, from the application process to screening of applicants to choosing
who to interview.
2. Seeks the most promising candidates, it makes best offer – sees beyond what’s
written on the resume. Checks if they worked at a company for many years
through ups and downs, which speaks to loyalty, perseverance, engagement,
team sports. As we look carefully choose our employees, we make sure that we
keep them by making the most competitive offer.
3. Provides conducive working environment – as an organization, we ensure that

all the line managers are not just a name and position but live up to the
expectations; approachable and lead by example. We practice being
transparent and open-door policies. Wherein we allow an open communication
between employees and management during meetings, in which employees can
offer ideas and asks questions. New member learns from them with a wealth of
resources, and a new hire offers a fresh viewpoint to experienced staff.
4. Offers the right benefits and rewards– sees to it that not only we focus on
salaries, but also bonuses, paid time off, health benefits and all the other
because we know it plays a large role in keeping the employees happy, engaged
and healthy. And after thorough We keep expectations, responsibilities and
rewards clear between each employee and the school; what is expected out
from everyone, how everything is going to contribute to the bigger goal and
most importantly, appreciates effort which needed not only by monetary but
can be a simple congratulations, and thank to the team or to the person. In this
way, we want to make our every employee feels that we valued them,
especially their efforts well beyond what they contribute at the workplace.
5. Work-life balance – Encourages staff to take vacation time, if there are times
when they need to render long hours and be on duty during days off to wrap up
a project, offers late arrivals or an extra day to compensate and increase job
satisfaction. We understand that a person needs to switch off from work mode,
respecting personal space.
6. Provide on-going education and clear paths to advancement– promotes from

within which provides a clear path to greater compensation and responsibility,
and makes employees feel that they’re valued. Alongside, we want to help
them grow further ahead in their career by providing-cross functional training
which will them develop new skills and explore bigger roles in the organization.
Through these both beneficial to the organization because we can retain the
talent and intellectual of the employee at the same time, the school gives them
the chance to experience personal and professional growth.
7. Celebrates during success with the Team celebration – celebrates together

during major milestone for individuals and for the team and even simple
success because it is still a blessing. For instance, being happy and supportive
when one of the employees brought home a new baby. Seizes the chance to
celebrate together with a shared meal or attending mass, or treating them out
for coffee/tea.

(Voluntary Separation: Resignation)
START
Employee submits written

notification of resignation to
his/her Immediate Superior
Immediate Superior approves

Notice of Resignation
Immediate Superior forwards

the approved Notice of
Resignation to HRDD for
processing
HR Officer advises Payroll Staff

HR Officer serves Notice of
/ Accountant to hold
Acceptance of Resignation to
employee's pay until HR will
employee
endorse payment of last pay
Employee serves required

number of days of service
HR Officer conducts exit

interview on the last day of HRDD emails all Department
employee's duty/work Heads of Separation /
Termination Announcement; if
Supervisory position up,
HRDD will post separation in
A all MDC social media accounts
and/or local newpapers
A
Employee processes Exit

Clearance Form
NO Employee has to finish

Employee cleared of all
processing clearance before
accountabilities?
Final Pay is released
YES
HR Officer submits
endorsement of payment of
Final Pay to Payroll
Certificate of Employment
Employee signs the Quit
(COE) will be released only
Claim and Waiver Form then after the employee has
gets his/her final pay at the finished processing his Exit
Business Office Clearance
Files the employee's exit

clearance form and
resignation form with notice
of acceptance in employee's
201 folder
END
NARRATIVE:
(Voluntary Separation: Resignation)
1. Employee submits a written notification of his/her resignation to his/her

immediate superior.
2. The immediate superior accepts and approves the resignation with a

minimum number of days to tender prior to the effectivity of resignation:
a. For Non-Supervisory Employee - 30 days,
b. Employees with Supervisory Positions up - 45 days.
3. Approving of resignation of less than the minimum required number of days

is on a case-to-case basis and must be approved by Top Management.
4. The immediate superior will then forward the approved resignation to the
Human Resources & Development Department (HRDD).
5. Once received by the HRDD, the HR Officer will then issue a notice to the
Finance Department specifically the Payroll Staff or Accountant to hold the
employee’s final pay.
6. On the employee’s last day of duty, the HR Officer will conduct an Exit
Interview.
7. After the exit interview, the employee will then be advised to process his/her
Exit Clearance Form so his/her final pay will be released.
8. HRDD will email official separation/termination announcement to all

department heads and top management. If employee was holding of a
minimum of supervisory position, HRDD will also post separation to all MDC
social media accounts and/or local newspapers.
9. Once the employee has finished processing his/her clearance, the HR Officer
will then endorse the employee to the Payroll Staff or Accountant for payment
or releasing of his/her final salary.
10. However, if the employee has an outstanding loan with MDCRC, then his final
pay will then be applied to settle it. If final pay is more than enough to settle
his accountabilities, the remaining salary will then be given to the former
employee.
11. If the employee does not have any accountabilities with MDC or the MDCRC,
then the Payroll Staff or Accountant will release the employee’s final pay five
(5) days after the receipt of the HR endorsement.
12. Before the employee’s final pay will be released, he will need to accomplish
and sign the Quit Claim and Waiver Form. He/she will be required to present
a valid government issued ID upon claiming of last pay.
13. HRDD will file both the Exit Clearance Form and the Resignation Letter with
the Notice of Acceptance in the former employee’s 201 folder.
(Involuntarily Separation: Termination due to Poor Performance or
Just Cause)
Receives document:
Termination
NO Termination of poor
of
misconduct performance, receives
result of evaluation
YES
Receives B
incident report
Violated
the NO Verbal reprimand
employee’s
manual
YES
Checks corresponding actions to

be taken as written in the
Employee’s Manual
A
A
Conducts
Investigation
Completes and makes a

B
Separation Notice
Have a formal separation meeting

together with the employee and
Dept. Head
Issue clearance form to be

accomplished
Accepts the accomplished

clearance form and turn over
report and schedules last pay
File all the
Separationpapers
NARRATIVE:
(Involuntarily Separation: Termination due to Poor Performance or
Just Cause)
1. Involuntarily Separation includes termination of:
a) Termination due to poor performance – based on the results of the

evaluation conducted during probationary period.
b) Termination due to just cause – Receives incident report from the

complainant or results of evaluation conducted.
Possible violations of MDC’s Code of Proper Conduct and Decorum shall

observe due process at all times and will follow the proper progression of
offenses as prescribed by the said policy and the Grievance Policy for
terminable offenses.
Observance of due process of law and according to LABOR LAW of the

PHILIPPINES shall be done all the time so as to avoid perception of violation
of these laws.
2. Keep copies of separation and administrative hearing documents in the

employee’s personnel files.
(Filing of Vacation and Sick Leave Forms Process)
Requester asks for (2) copies of

form
Is it Sick Leave– must be

NO
Vacation presented with medical
Leave certificate
YES C
Checks how many days left from
the allocated Vacation Leave
Issues the form and let the

employee sign the logbook
Receives
C
the forms
Is it NO Affix signature and file

approved the (2) copies
YES
nd
Affix signature and give the (2 )
st
copy to the employee, (1) copy to
file
NARRATIVE:
(Filing of Vacation and Sick Leave Forms Process)
1. Requester asks for (2) copies (1 copy for HR and 1 copy for Employee) of
Vacation/Sick Leave form, if:
a) Sick leave form – before issuance, presents with the medical certificate
b) Vacation leave form – before issuance, checks how many days are left
from the allocated Vacation Leave
2. After checking and verifying, issues Vacation/Sick Leave form to the employee
and have them signed the logbook (forms out).
3. Receives Vacation/Sick Leave:
a) If approved, receives, affix signature and gives the (2 nd) copy to the
employee and the (1st) copy to file.
b) If not approved, receives affix signature and files the (2) copies.
(Process of Filing of Official Business)
Requested asks for 2 forms of

3 copies
NO
With Driver? Issues 2 copies of the form
YES
D
Issues 3 copies of the form
and let them sign the
logbook
Receives the forms
Affix signature and gives

D With Driver?
the 2nd copy
Affix signature and give the

2nd & 3rd copy to the
employee
NARRATIVE:
(Process of Filing of Official Business)
1. Requester asks for Special Order Form, if:

a. If with driver, (3) copies (1 copy for HR, 1 copy for Employee, 1 copy for
Driver) before issuance must be presented with the approved itinerary/trip
ticket.
b. If without driver, (2) copies (1 copy for HR, 1 copy for Employee), before
issuance must be presented with the approved itinerary the Department
Head.
2. After checking and verifying, issues Special Order form to the employee and
have them signed the logbook (forms out).
3. Receives the duly accomplished and approved Special Order, receives and affix
signature and gives to the employee, if:
a. If with driver, gives (2nd & 3rd) copy to the employee (1 copy for the driver
and 1 copy for the passenger)
b. If without driver, give the (2nd) copy to the employee.
4. After, files (1st) copy in employees files.

(Personnel Requisition Process)
Requester asks for 2 copies

of Personnel Requisition Form
(PRF)
Issues the PRF and let the

employee sign the logbook
Receives the approved form,

affix signature & return the
2nd copy
File 1st copy
NARRATIVE:
(Personnel Requisition Process)
1. Requester asks for (2) copies (1 copy for HR, 1 copy for Department) of Personnel
Requisition form.
2. After, issues Personnel Requisition form and let the employee sign the logbook (forms
out).
3. Receives the duly accomplished and signed Personnel Requisition Form, receives and
affix signature and gives the (2nd) copy to the employee.
4. After, records and files (1st) copy in employees files.

(Requisition of Overtime Form)
Requester asks for (3) copies of

Overtime form
Issues the Overtime form and let

the employee signs the logbook
Receives the approved form, affix

signature & return the 2nd copy
File the 1st copy
NARRATIVE:
(Requisition of Overtime Form)
1. Requester asks for (2) copies (1 copy for HR, 1 copy for Employee, 1 copy for
Accounting for payroll) of overtime form.
2. After, issues overtime form and let the employee sign the logbook (forms out).
3. Receives the duly accomplished and signed overtime form, receives and affix
signature and gives the (2) copies to the employee (1) copy to be forwarded
to accounting.
4. After, records and files (2nd) copy in employees files.

Sample Process For HR With Narrative - Procedures

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Sample Process For HR With Narrative - Procedures

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HUMAN RESOURCES OFFICER

(Recruitment & Hiring Process – Teaching Positions)

Personnel Requisition Form

Selection Criteria / Job

Post / Advertise Job

Receive Job Applications

NO Send Regret Notice via

Take Psychological and

Schedule Final Interview with

Undergo Laboratory Exams

NO Applicant declines offer;

1. Accepts Personnel Requisition Form from the requesting department.

4. Receives applications for the job.

a. Failed the preliminary/initial interview, he/she will be sent a regret

10. If applicant got a favorable result in his/her psychological and personality

HUMAN RESOURCES OFFICER

Personnel Requisition Form

Selection Criteria / Job

Post / Advertise Job

Receive Job Applications

NO Send Regret Notice via

Schedule Final Interview with

Undergo Laboratory Exams

NO Applicant declines offer;

1. Accepts Personnel Requisition Form from the requesting department.

4. Receives applications for the job.

c. Failed the preliminary/initial interview, he/she will be sent a regret

9. If applicant got a favorable result in his/her psychological and personality

HUMAN RESOURCES OFFICER

Hires and pays for

Seeks the most promising

Provides conducive working

Offers the right benefits and

Ensures "work-life balance"

Provides ongoing education

Celebrates employees' big

3. Provides conducive working environment – as an organization, we ensure that

6. Provide on-going education and clear paths to advancement– promotes from

7. Celebrates during success with the Team celebration – celebrates together

HUMAN RESOURCES OFFICER

Employee submits written

Immediate Superior approves

Immediate Superior forwards

HR Officer advises Payroll Staff

Employee serves required

HR Officer conducts exit

Employee processes Exit

NO Employee has to finish

Files the employee's exit

1. Employee submits a written notification of his/her resignation to his/her

2. The immediate superior accepts and approves the resignation with a

a. For Non-Supervisory Employee - 30 days,

b. Employees with Supervisory Positions up - 45 days.

3. Approving of resignation of less than the minimum required number of days

8. HRDD will email official separation/termination announcement to all

Checks corresponding actions to

Completes and makes a

Have a formal separation meeting

Issue clearance form to be

Accepts the accomplished

File all the

1. Involuntarily Separation includes termination of:

a) Termination due to poor performance – based on the results of the