Civil Service Issuances — Memorandum Circulars Nos. 5 and 8, series of 1999

October 27, 1999 BLGF MEMORANDUM CIRCULAR NO. 028-99 TO : All Bureau Officials and Personnel; Regional Directors for Local Government Finance; District Treasurers and Assessors of Metropolitan Manila; Provincial, City and Municipal Treasurers; Provincial, City and Municipal Assessors; and Others Concerned SUBJECT : Civil Service Issuances Memorandum Circulars Nos. 5 and 8, Series of 1999 For the information and guidance of all concerned, attached are copies of Memorandum Circulars Nos. 5 and 8, dated March 5, 1999 and March 16, 1999, respectively, both of the Civil Services Commission. Memorandum Circular No. 5, informs that CSC Resolution No. 99-0546 dated March 2, 1999 resolved for the continuous accreditation of government services of officials and employees regardless of the periods the services rendered on the basis of any of the documentary requirements provided for in CSC Memorandum Circular No. 8 as amended by Memorandum Circular No. 8-A, both series of 1997. Memorandum Circular No. 8, provides the implementing guidelines on the policy of equal representation of women and men in third level positions in the government in order to promote gender equality at all levels of positions in the civil service and ensure equal employment and development opportunities for the government's human resource. Strict observance and compliance with the provisions of the aforesaid Memorandum Circulars Nos. 5 and 8, as amended, are hereby enjoined. The District Treasurers and Assessors of Metropolitan Manila and all Provincial Treasurers and Assessors are hereby instructed to disseminate this Circular, including the attachments, to all Municipal Treasurers and Assessors within their respective jurisdictions. (SGD.) ANGELINA M. MAGSINO Deputy Executive Director Officer-in-Charge ATTACHMENTS February 6, 1997 CSC MEMORANDUM CIRCULAR NO. 08-97 TO : All Heads of Departments, Bureaus, Offices, Agencies of the National Government, Local Government and Government-Owned and Controlled Corporations with Original Charters and State Colleges and Universities SUBJECT : Recording of Services Rendered in the Government Pursuant to CSC Resolution No. 97-0550 dated January 28, 1997, the Civil Service Commission adopts and promulgates the following policies and guidelines in the recording/accrediting of government service: A. Officials and employees who rendered actual services before December 31, 1996 pursuant to defective appointments or without any appointment, except those who have already retired, may request the inclusion of said services in their official service record in the Commission. Such request must be submitted to the CSC Regional Office not later than December 31, 1997. B. In support of said request, the following documents shall be submitted to the CSC Regional Office: 1. A formal request signed by the affected person; 2. Updated service record prepared by the Personnel Officer/Administrative Officer of the agency where the subject services sought to be recorded were rendered; 3. The disapproved appointment, if any; 4. Index of salary payment; 5. Notice of salary adjustment, if any; 6. Payroll; and 7. Vouchers C. The CSC Regional Directors are authorized to evaluate said requests and after having personally examined the supporting documents submitted, order the services proven by competent evidence to be reflected in the service record. D. The CSC Regional Directors shall submit to the Management Information Office copies of the aforementioned Orders within fifteen (15) days from date of issuance. E. Services rendered pursuant to a defective appointment or without any valid appointment after January 1, 1997 shall not be entered in the service record. F. All CSC Resolutions and Memorandum Circulars which are inconsistent herewith are deemed repealed or modified accordingly. This Memorandum Circular takes effect immediately. (SGD.) CORAZON ALMA G. DE LEON Chairman RESOLUTION NO. 97-0550 RECORDING OF SERVICES RENDERED IN THE GOVERNMENT; SERVICE RECORD WHEREAS, Section 12 (17) Title I Subtitle A, Book V of Executive Order No. 292 also known as the Administrative Code of 1987, conferred on the Civil Service Commission the power and function to " administer the retirement program for government officials and employees, accredit government services and evaluate qualification for retirement ." WHEREAS, it has been observed that numerous persons who had served the government were issued defective appointments or were not issued any appointment. WHEREAS, employees who rendered services pursuant to defective appointments or without an appointment are not generally at fault since most of them were not even aware of said situation. WHEREAS, employees who are adversely affected by said situation should be given a final opportunity to prove the past government services they actually rendered and have the same reflected in their respective service record. WHEREAS, the Commission has been receiving numerous requests for accreditation of services rendered without an appointment or with defective appointments. WHEREAS, fairness and justice demand that government services rendered pursuant to defective appointments or without an appointment which have been proven by competent evidence be included in the employee's service record and considered in the computation of retirement benefits. dctai WHEREFORE, the Commission hereby resolves to adopt and promulgate the following policies and guidelines in the recording/accrediting of government service: A. Officials and employees who rendered actual services before December 31, 1996 pursuant to defective appointments or without any appointment, except those who have already retired, may request the inclusion of said services in their official service record in the Commission. Such request must be submitted to the CSC Regional Office not later than December 31, 1997. B. In support of said request, the following documents shall be submitted to the CSC Regional Office: 1. A formal request signed by the affected person; 2. Updated service record prepared by the Personnel Officer/Administrative Officer of the agency where the subject services sought to be recorded were rendered; 3. The disapproved appointment, if any; 4. Index of salary payment; 5. Notice of salary adjustment, if any; 6. Payroll; and 7. Vouchers C. The CSC Regional Directors are authorized to evaluate said requests and after having personally examined the supporting documents submitted, order the services proven by competent evidence to be reflected in the service record. D. The CSC Regional Directors shall submit to the Management Information Office copies of the aforementioned orders within fifteen (15) days from date of issuance. E. Services rendered pursuant to a defective appointment or without any valid appointment after January 1, 1997 shall not be entered in the service record. F. All CSC Resolutions and Memorandum Circulars which are inconsistent herewith are deemed repealed or modified accordingly. llibris Adopted: 28 Jan. 1997 (SGD.) CORAZON ALMA G. DE LEON Chairman (SGD.) RAMON P. ERENETA, JR. (SGD.) THELMA P. GAMINDE Commissioner Commissioner Attested by: (SGD.) CARMENCITA GISELLE E.B. BRINGAS Board Secretary VI March 5, 1999 CSC MEMORANDUM CIRCULAR NO. 05-99 TO : All Heads of Departments, Bureaus and Agencies of the National and Local Governments, Including Government-Owned and/or Controlled Corporations and State Universities and Colleges SUBJECT : Continuous Accreditation of Government Services on the Basis of the Documents Prescribed in CSC MC Nos. 8 and 8-A, s. 1997, on the Recording of Services Rendered in the Government and other Amendments Thereof Pursuant to CSC Resolution No. 99-0546 dated March 02, 1999, the Commission resolved to continue the accreditation of government services of officials and employees regardless of the periods they were rendered on the basis of any of the documentary requirements in CSC Memorandum Circular Nos. 8 and 8-A, s. 1997. Non-permanent government services which are properly supported by CSC approved appointments need not be submitted to the Commission for accreditation. dctai Each supporting document must bear the following certification to be signed by the head of the Human Resource Management Office for and in behalf of the agency head: I declare under the penalties of perjury/criminal prosecution as to the genuineness of this document and as to the correctness of information indicated on this copy. ________________________ Head of Agency By: _______________________ Human Resource Management Officer SUBSCRIBED AND SWORN TO before me this _______ day of __________, affiant exhibiting his/her Community Tax Certificate No. __________ issued at _____________ on ____________. ________________________ Person Administering Oath This Memorandum Circular takes effect immediately and should be disseminated to all officials and employees under your jurisdiction. (SGD.) CORAZON ALMA G. DE LEON Chairman March 16, 1999 CSC MEMORANDUM CIRCULAR NO. 08-99 TO : All Heads of Departments, Bureaus, Agencies and Instrumentalities of the National Government, Local Government Units, Government-Owned and Controlled Corporations and State Universities and Colleges SUBJECT : Policy on Equal Representation of Women and Men in Third Level Positions in Government Pursuant to Resolution No. 99-0684 dated 22 March 1999, the Civil Service Commission adopted the Policy on Equal Representation of Women and Men in Third Level Positions in Government. This policy seeks to promote gender equality at all levels of positions in the civil service and ensure equal employment and development opportunities for the government's human resource. More specifically, the Commission seeks to address inequities in gender representation in the third level positions in government with a view to increasing the number of women executives from their disproportionate share of a 1:3 ratio. The new policy will ensure the nomination of both women and men whenever a vacancy occurs in third level positions. All heads of agencies are encouraged to adopt mechanisms which will promote equal representation of women and men in third level appointments. The Implementing Guidelines of the Policy on Equal Representation of Women and Men in Third Level Positions is attached. Please be guided accordingly. (SGD.) CORAZON ALMA G. DE LEON Chairperson IMPLEMENTING GUIDELINES OF THE POLICY ON EQUAL REPRESENTATION OF WOMEN AND MEN IN THIRD LEVEL POSITIONS IN GOVERNMENT The implementation of the Policy on Equal Representation of Women and Men in Third Level Positions in Government shall be governed by the following guidelines: SCOPE This Policy shall apply to government positions classified as third level. OBJECTIVES 1. To ensure the nomination and appointment of both women and men to third level government positions; 2. To maintain a pool of qualified women and men nominees for every vacant third level positions in government; and 3. To encourage the agencies to aim for a 50-50 gender representation in third level positions, as deemed practicable. GUIDELINES 1. Publication of Vacancies Agencies are encouraged to publish on a regular basis their vacancies in the third level. To guarantee wide information dissemination, the agencies may consider alternative means such as posting of vacancies in agency newsletters, bulletin boards and use of broadcast media. cdlex 2. Search Committee A Search Committee shall be constituted as follows: Chairperson: Head of Agency or his/her duly designated representative If appointing authority is the President; Deputy Head of Agency or his/her duly designated representative If appointing authority is the Head of Agency Member: Third Level Official directly responsible for Human Resource Management; Member: President of Employee's Association. If none exists, then an employee representative from the rank and file chosen by the employees themselves; Member: Private individual representing the private and/or non- government sector with related concerns as the agency where there is a vacancy; and Member: GAD Focal Point of the agency If none exists, a designated representative The Search Committee shall be responsible for: a) Preparing a shortlist of qualified women and men to be recommended for appointment; and b) Generating and maintaining a database of women and men from the agency's internal human resource pool, qualified for nomination and appointment. 3. Sourcing of Nominees Potential women candidates to vacant third level positions may be source from the Directory of Women on the Move, maintained by the National Commission on the Role of Filipino Women (NCRFW). Other sources include the internal pool of the agency on qualified women and men nominees for third level, the listing of Career Executive Service Officers and Eligibles from the Career Executive Service Board (CESB) and the CSC database of Career Service Eligibles. Agencies are requested to assist the NCRFW, CESB and CSC in updating/maintaining an active list of women and men candidates to third level positions nationwide through the following means: a) Annual submission of the names of women and men employees qualified as candidates for third level positions; b) Sustained implementation of capability building programs for women and men to facilitate their entry into the Career Executive Service; and, c) Encouragement of women and men employees to take the Career Executive Service Examinations. cdLL 4. Criteria for Selection Selection of women and men nominees shall be in accordance with the minimum qualification standards set for government personnel. The Search Committee may prescribe additional qualifying factors, as deemed relevant to the functions of the position being filled-up. For every vacant position, there shall be both women and men nominees. 5. Posting of Notices of Appointments Name(s) of appointees to third level positions shall be posted in the Bulletins and/or newsletters of the agency. If funds permit, the name(s) of appointees shall be published in at least two major newspapers with nationwide circulation or televised via broadcast media. The CESB is encouraged to regularly publish in its own publications statistics on appointments and promotions in the third level. 6. Career Development Agencies are encouraged to establish career development programs and opportunities which enhance the capabilities of women and men employees, subsequently increasing their chances for promotion. Gender awareness programs for men and women should also be undertaken. LLjur These programs and opportunities shall from an integral part of the career development systems and other personnel programs of agencies. 7. Monitoring Mechanisms Agencies shall report to the CSC the following information, to be integrated in the CSC's inspection and audit reports: a) Total number of nominees to vacant third level positions, including data on sex classification; and b) Total number of filled-up positions, total number of women appointees, total number of men appointees, ratio or percentage of women to men appointees. Relevant information on other Gender and Development (GAD) efforts of agencies are to be integrated into Reports mandated by RA 7192 (Women in Nation-building Act).