BIR Foundation Course (BIR-FC) Training Policies

June 4, 1996 REVENUE MEMORANDUM ORDER NO. 28-96 SUBJECT : BIR Foundation Course (BIR-FC) Training Policies TO : The Assistant Commissioner, Human Resource Development Service, Chief, Training Division, BIR-FC Trainers, Training Managers, Participants, and Others Concerned I. BACKGROUND The BIR-Foundation Course is a collaborative project agreed upon by the Bureau and the Development Academy of the Philippines (DAP). Then BIR-FC is a pre-requisite training program primarily aimed at values formation and integration, and in communication to BIR personnel, changes in the organization. It has the following specific purposes: 1. Revitalize the Bureau's thrusts, redefine its role in the development efforts of the government, and to review the commitment of its personnel towards the achievement of shared vision; 2. Orient all employees on the BIR thrusts ideals, values structure, systems and operations; and 3. Establish a values reinforcement scheme. II. OBJECTIVES In consonance with the aims of the BIR-FC, this memorandum is being issued to: 1. Prescribe a uniform set of policies to govern the conduct of the BIR-FC; 2. Give directions for both BIR-FC trainers and BIR-FC participants relative to; a. Selection, compliance to Revenue Special Orders (RSOs), deferments, attendance, and completion of the course of participants; b. Recruitment, assessment and selection, training, performance monitoring and evaluation, and compliance of BIR-FC trainers; c. Norms/ decorum of participants and trainers. III. GENERAL POLICIES 1. The Training Division under the supervision of the Human Resource Development Service shall be primarily responsible for the implementation of the BIR-FC. 2. Prior to the conduct of any BIR-FC, the Training Manager of the Training Team shall submit a budget estimate to the Training Division. 3. Participants shall be request from the Heads of the Human Resource Management Units (HRMUs) of the Regional Offices, and the Chiefs of Divisions from the National Office. 4. Whenever possible, there shall be an equal number of male and female participants selected from among the nominees to the conducts. Spouses (husband and wife), however, shall not be nominated and included in one batch. 5. Personnel who are retiring within the year and those who have already taken the course shall not be included in succeeding BIR-FC conducts. 6. Schedules for the BIR-FC shall be sent four (4) weeks in advance together with the nomination forms. 7. Nomination forms (Annex A) for the BIR-FC participants shall be filled-up in accordance with the guidelines contained in an unnumbered memorandum (Annex B) issued by the Deputy Commissioner for Resource Management and submitted to the ACIR, HRDS, Attention : The Chief, Training Division. 8. The Training Division shall prepare the Revenue Special Orders for trainers and participants in the BIR-FC fin consultation with the Personnel Division to determine those personnel on leave, involved with other assignments, with pending administrative cases, etc. In the preparation of the Revenue Special Order the Training Division shall be guided by a roster of nominees which shall be submitted by the Chiefs of Divisions, or Regional Directors thru the Heads of the Human Resource Management Units. 9. Each participants is required to attend to all sessions (100% attendance) in order to entitle him/her to a certificate except in cases of emergency where an assessment of the peculiarity of the participants' situation will have to be made by the training team and reported to the HRDS for approval. 10. Attendance in, and completion of, the BIR-FC shall be a factor for promotion. IV. POLICIES FOR THE BIR-FC PARTICIPANTS 1. All personnel 64 years of age and below are required to undergo the BIR-FC, except as otherwise provided for in Section III.5. They should likewise be physically, mentally, and emotionally fit. Those with lingering and/or recurring illness should get clearance from a doctor before they can be allowed to take the course. 2. Upon receipt of the Revenue Special Order, the nominees are deemed bonafide participants to the course. In case of deferment, the participants shall fill up a Deferment Form (Annex C) and submit the same to the Training Division, stating the specific reasons for deferment. This shall be submitted not later than one (1) week before the seminar date. Deferments shall be noted and signed by the Head HRMU in the Regional Office, or Chief Of Division in the National Office as the case may be. Replacements in case of reasonable and approved deferments shall be taken from a roster of wait-listed participants prepared by the Training Division and immediately notified as such. Deferments shall be allowed once only. In case of unnotified deferment or failure to attend, the participants shall be dealt with accordingly commencing with a memorandum from the Deputy Commissioner for Resource Management which shall form part of their 201 file. Also, they will be made to pay the corresponding fees for board and lodging and other costs or expenses which have been paid in advance. The payments shall be deducted from their salary. 3. Wait-listed participants shall be available for training on scheduled dates. Wait-listed participants are BIR personnel who have been nominated by the Head HRMU or Chiefs of Divisions in the National Office to take the BIR-FC, but have not yet been included to date. These personnel shall await notice of their schedule for the BIR-FC. Selection from the roster of recommended participants shall be on "first-in-first-out" basis; i.e., those who have been recommended at earlier dates to take the BIR-FC will be given priority over the rest who have been recommended at later dates. 4. Every participant should sign "in" and "out" in the attendance sheet every morning and afternoon of each training day. 5. Participants must be in the training room at least five (5) minutes before the scheduled session and/or activity. 6. Participants are required to wear their BIR-FC Identification Cards for the whole duration of the course. 7. Participants shall be allowed to receive visitors and calls only at breaktime and during the sessions only in cases of emergency. Telephone messages during sessions hours will be received by members of the training team and relayed to the participants concerned after the session. 8. Certificates of training shall be issued to participants who complete the course (100% attendance). In case of absences, the Training Division will just issue a Certificate of Appearance corresponding to the number of hours and/or days he/she has attended the training program. A Certificate of Training could still be issued provided that he/she has complete attendance in the Module II of the course and will attend the session(s) he/she missed to complete the course. V. POLICIES FOR BIR-FOUNDATION COURSE TRAINERS A. Recruitment The Human Resource Development Service (HRDS) through its Training Division shall consider the following criteria in the recruitment of BIR-Foundation Course (FC) Trainers: 1. Must have/possess a permanent appointment; 2. Must believe in the merits of the BIR-FC; 3. Must not be more than forty (40) years of age; 4. Must be psychological/physically fit since the Trainers' Program will entail a series of rigorous schedules; 5. Must have obtained a Very Satisfactory (VS) rating for the last four consecutive semesters; 6. Must have a good command of both oral and written Filipino and English; 7. Must have experienced working successfully in a term for special projects in the past; 8. Must be recommended by his/her Division Chief, or Revenue District Officer, or Regional director as the case may be. B. Assessment and Selection The selection of candidates for BIR-FC Trainers shall start from the screening list of nominees by the HRDS. The candidates will be directed to take a battery of examinations and interviews at the Development Academy of the Philippines (DAP) in the San Miguel Avenue, Pasig City. These candidates shall be ranked from highest to lowest according to the scores they obtained and a list of training candidates shall be generated therefrom. Said list shall be confidential in nature and shall be transmitted to the ACIR, HRDS for appropriate action. C. Training Those who shall pass the DAP screening shall be notified through a Revenue Special Order and will be required to attend the following series of seminar-workshops to prepare them to handle the BIR-Foundation Course (BIR-FC). 1. Basic Training Management Course (BMTC) Five day live-in seminar workshop which will tackle fundamental, oral presentation and communication skills as well as the area of training management. 2. Facilitators Training Course (FTC) for BIR-FC Trainers Five day live-in seminar workshop which shall develop/enhance trainers facilitation skills. 3. Trainers Skills Enhancement Course (TSEC) Areas for development as a result of the first practicum shall be addressed/refined in this five-day workshop. D. Performance Monitoring and Evaluation Performance monitoring and evaluation shall be done for development and evaluation of trainers. As a development process, coaching and mentoring shall be provided to help trainers perform within specifies standards. On the other hand, evaluation on trainers' performance in the form of rating shall be made to determine who will qualify for certification after coaching and mentoring activities are done. It should be emphasized that the entire Program shall be viewed as a filtering process of trainers' performance: therefore, the assessment of trainers is at every stage of the trainers' development program. Performance Areas The following are the four (4) areas for evaluation: 1. Learning Management includes all the skills necessary for conducting Structured Learning Episodes (SLEs) included in the BIR-FC design; 2. Training Management management of all resources (human and materials) necessary for the conduct of the BIR-FC; 3. Self-Learning Management management of ones' inner resources (personality, behavior, skills, etc.) during the different phases of the program; and 4. Working Relations management of the training team, including their relationship with other training teams and coordination with the Training Division. Monitoring/Mentoring Scheme Monitoring and Mentoring of trainers shall be done mainly through the following: 1. Observation Significant situations and behaviors manifested by the trainers will be observed by designated monitors/mentors during daily workshop proceedings. 2. Critiquing/Cliniquing Sessions The trainers shall conduct critiquing/cliniquing sessions at the end of each day. The objective is to review/evaluate performance/accomplishments vis-a-vis objectives and activities set for the day and plan/prepare for the following day. Feedback giving shall be conducted in accordance with set guidelines and procedures. Their discussion will focus on what went right and what went wrong with the following: a. Program/Course; b. Participants' performance response/learnings; c. Trainers'/Facilitators' performance; d. Training Management; e. Teamwork' f. Logistical requirements; and g. Other related concerns. 3. Interview Feedback will be drawn from the participants about the trainer's performance during their informal interactions and conversations. 4. Evaluation Report The trainers and participants shall accomplish appropriate evaluation forms on trainer's performance and program effectiveness during the BIR-FC conducts. Submission of reports to the Training Division must be two (2) weeks after the seminar. E. Compliance by BIR-FC Trainers If a trainer fails to attend any one of the Trainer's courses after he/she been duly informed through a Revenue Special order (RSO), he/she shall: 1. Explain in writing within forty-eight (48) hours from receipt of the RSO to the ACIR, HRDS, Attention: Chief, Training Division, the reason/s behind non-compliance; 2. If the reason cited is not valid and reasonable ( e.g ., trainer-candidate feigned illness), the trainer will be obliged to reimburse the BIR his proportionate share of the course fee; 3. However, it the trainer has attended both the Basic Training Management Course and the Facilitation Course for Trainers but failed to attend the Enhancement Course, he/she shall be included in the BIR Speakers pool and will be assigned as instructor for seminars other than Foundation Course. VI. NORMS/DECORUM Participants and trainers alike are expected to observe proper decorum at all times. This is necessary to ensure the success of each BIR-FC conduct. This includes, but is not limited to, proper, attire, staying inside the training venue during sessions, and courtesy in dealing with others. Some specific instances are the following, to wit: 1. Wearing of short-shorts, sleeveless shirts, or slippers is not allowed during sessions. Wearing of heavy make-up and excessive jewelries is likewise not allowed. 2. At the session halls, dining areas, living quarters, and hallways, drinking of liquor and smoking are prohibited. 3. Whenever participants request for special one-on-one sessions, said sessions shall be conducted within the premises of the training venue during vacant periods. Such sessions should not go beyond 8:00 PM. 4. The BIR-FC is a live-in program. Everyone must refrain from going at home during the period of the conduct. Everyone should refrain from leaving the training premises except in cases of emergency in which case notice of one's whereabouts, including reason(s) therefore, must be given to the appropriate person ( i.e ., lead trainor, or training manager, or monitor). 5. House rules of training venues shall be observed strictly. Likewise, norms of conduct set by the participants themselves in coordination with trainers shall be considered as part of said house rules. VII. EFFECTIVITY This Order shall take effect immediately. LIWAYWAY VINZONS-CHATO Commissioner of Internal Revenue ANNEX A PARTICIPANTS TO THE BIR-FC OFFICE GROUP _____________________ DATE _______________________ NAME/POSITION SIGNATURE 1. ______________________________________________________ 2. ______________________________________________________ 3. ______________________________________________________ 4. ______________________________________________________ 5. ______________________________________________________ 6. ______________________________________________________ 7. ______________________________________________________ 8. ______________________________________________________ 9. ______________________________________________________ 10. ______________________________________________________ 11. ______________________________________________________ 12. ______________________________________________________ 13. ______________________________________________________ 14. ______________________________________________________ 15. ______________________________________________________ 16. ______________________________________________________ 17. ______________________________________________________ 18. ______________________________________________________ 19. ______________________________________________________ 20. ______________________________________________________ 21. ______________________________________________________ 22. ______________________________________________________ 23. ______________________________________________________ 24. ______________________________________________________ 25. ______________________________________________________ 26. ______________________________________________________ 27. ______________________________________________________ 28. ______________________________________________________ 29. ______________________________________________________ 30. ______________________________________________________ 31. ______________________________________________________ 32. ______________________________________________________ 33. ______________________________________________________ 34. ______________________________________________________ 35. ______________________________________________________ 36. ______________________________________________________ 37. ______________________________________________________ 38. ______________________________________________________ 39. ______________________________________________________ 40. ______________________________________________________ Submitted by: ___________________ ANNEX B _________ Date MEMORANDUM TO: The Regional Director Chief of Division _______________________________ _______________________________ The Human Resource Development Service through its Training Division will conduct the BIR-Foundation Course for all Bureau personnel on the following schedules: BATCH NO. REGION/DIVISION INCL. DATES VENUE In this connection, you are directed to nominate forty (40) participants for each batch coming from your region and district, using the format in Annex "A" and attaching the latest current personnel strength of the office. New entrants to the Bureau are required to attend Foundation Course upon reporting for duty. The participants should sign the list attesting to their nominations and the same should submitted to the Training Division not later than _____________ The following are the guidelines for the selection of the programs: 1. They should come from the cross-section of the rank and file (Section Chief level and below): 2. They should come from the different districts divisions in your region. 3. They are not retiring within a year: 4. They have not taken the course: 5. They are physically fit to undertake the 6-day live-in seminar. The submitted list shall be considered final and shall be the basis in preparing the Revenue Special Order for the participants to the BIR-Foundation Course. However, for reasonable circumstances, if participants on the submitted list cannot attend said seminar, you shall select the replacements and inform the Training Division at least two(2) weeks before the course shall have commended. Please be guided accordingly. Deputy Commissioner for Resource Management ANNEX C The Assistant Commissioner Human Resource Development Service Bureau of Internal Revenue Diliman, Quezon City ATTENTION: The Chief Training Division Sir/Madam: This in connection with my scheduled participation in the BIR-Foundation Course (BIR-FC) salted on ___________ at _____________________________ . (date) (Venue and Address) I would like to respectfully request for a deferment of my attendance thereon because _________________________________________________________ . (Cite specific Reason/s) Thank you. _______________________ Name of Nominee/Participant Designation: _____________ Noted: Head, HRMU/Division Chief Action: Tuesday Approved Tuesday Disapproved ________________________ Chief, Training Division