Further Amending Napolcom Memorandum Circular No. 92-015 and other Related Issuances

October 7, 2003

NPC MEMORANDUM CIRCULAR NO. 009-03

FURTHER AMENDING NAPOLCOM MEMORANDUM CIRCULAR NO. 92-015 ENTITLED, "PRESCRIBING A STANDARD PROCEDURE FOR THE RECRUITMENT, SELECTION AND APPOINTMENT OF PNP UNIFORMED PERSONNEL" DATED NOVEMBER 26, 1992 AND OTHER RELATED ISSUANCES

WHEREAS, Republic Act No. 8551, entitled "An Act Providing for the Reform and Reorganization of the Philippine National Police and for Other Purposes, Amending Certain Procedures of R.A. No. 6975, An Act Establishing the Philippine National Police under a Reorganized Department of the Interior and Local Government, and for Other Purposes," specifically Section 14 thereof, amended the minimum qualifications for appointment embodied in Section 30 of Republic Act No. 6975; SCaIcA

WHEREAS, in view of the amendments introduced therein, there is an urgent need for the Commission to amend the guidelines and procedures in the recruitment, selection and appointment as provided under Napolcom Memorandum Circular No. 92-015 and other related issuances to conform with the provisions of Republic Act No. 8551;

NOW THEREFORE, the Commission, pursuant to its constitutional mandate to administer and control the PNP, HAS RESOLVED TO AMEND, AS IT HEREBY AMENDS, Napolcom Memorandum Circular No. 92-015, and other related issuances and accordingly prescribes the following revised guidelines in the recruitment, selection and appointment of Police Officer I in the PNP:

SECTION I. Objectives. —

To ensure high quality of personnel entering the police service and to strengthen the human resource capability of the PNP, this Memorandum Circular aims to:

A. Establish a system that is characterized by strict observance of the merit, fitness and equality principles in the recruitment, selection and appointment of PO1 in the PNP;

B. Create equal opportunity to all qualified men and women for appointment in the uniformed service of the PNP; and

C. Ensure that all appointments are in accordance with existing laws, rules and regulations.

SECTION II. Policies. —

The following personnel policies on recruitment, selection and appointment are hereby established:

A. Recruitment of PNP Uniformed Personnel in the rank of Police Officer 1 (PO1) shall be according to the principle of merit and fitness and shall be open to all qualified men and women.

B. There shall be no discrimination on account of gender, religion, ethnic origin or political affiliation.

C. The annual recruitment quota which shall specify the recruitment allocation at the national, regional, provincial, district and city/municipal levels shall be approved by the Commission.

D. There shall be established Screening Committees at the national, regional, provincial, district, and city/municipal levels that shall be responsible for the widest dissemination of vacancies in their respective areas, the evaluation of applicants' qualifications and the selection of the most qualified to be recommended for appointment.

E. To have a wider base for the selection process, the number of applicants for initial screening may be 50% more than the recruitment quota allocated at the national, regional, provincial, district and city/municipal levels.

F. No person shall be appointed as Police Officer I unless he or she possesses the following minimum qualifications:

1. A citizen of the Philippines

2. A person of good moral character

3. Must have passed the psychiatric or psychological, drug and physical tests to be administered by the PNP or by any government hospital accredited by the Commission for the purpose of determining the appointee's physical and mental health

4. Must possess a formal baccalaureate degree from a recognized learning institution

5. Must be eligible in accordance with the standards set by the Commission

6. Must not have been dishonorably discharged from military employment or dismissed for cause from any civilian position in the Government

7. Must not have been convicted by final judgment of an offense or crime involving moral turpitude

8. Must be at least one meter and sixty-two centimeters (1.62m) in height for male and one meter and fifty-seven centimeters (1.57m) for female

9. Must weigh not more or less than five kilograms (5 kg) from the standard weight corresponding to his/her height, age and sex

10. Must not be less than twenty-one (21) nor more than thirty (30) years of age

An applicant shall be considered to be 21 years of age on his/her 21st birthdate and shall be considered more than thirty (30) years of age on his/her 31st birthdate.

G. The appropriate eligibilities for Police Officer I are those acquired from the following:

1. PNP Entrance Examination

2. CSC Police Officer I/Police Officer (Second Level Eligibility — 1998 onwards)

3. R.A. No. 1080 (Bar and Board examinations)

4. P.D. No. 907 (Granting Civil Service Eligibility to College Honor Graduates)

H. Preference shall be accorded to applicants who are residents of the city/municipality where the quota is allocated provided they meet the general qualifications and possess the appropriate police eligibility.

I. The age, height, weight and educational requirements for initial appointment in the PNP may be waived only when the number of qualified applicants falls below the minimum annual quota.

The application of a member of an indigenous group for height waiver shall be processed regardless of whether or not the number of applicants falls below the annual quota.

J. Age, height, weight or educational waiver may be granted by the Commission en banc while height waiver to indigenous people is granted by the Napolcom Regional Directors.

K. No appointment shall be issued by the PNP National Office or by any of the National Support Units unless the lists of proposed appointees are confirmed by the Commission, while in the regional offices the list shall be confirmed by the Napolcom Regional Directors before issuance of appointment by the PNP Regional Director.

L. All appointments shall be prepared in five (5) copies using KSS Porma Blg. 33 which shall be submitted to the Civil Service Commission within thirty (30) days from the date of issuance. The Appointing Authority shall in no case issue a Special Order for assumption to duty earlier than the date of issuance of appointment.

M. No appointee shall be entitled to payment of salary prior to the taking of his/her Oath of Office (Panunumpa sa Katungkulan) and assumption of duty.

N. The appointing authority shall be personally liable for any illegal appointment.

SECTION III. Procedural Guidelines. —

A. At the Recruitment Stage

1. The PNP Directorate for Personnel and Records Management (DPRM) shall prepare and submit to the Chief, PNP the annual recruitment quota within five (5) working days from receipt of the DBM advice on the number of new uniformed personnel authorized and funded under the Annual General Appropriation Act. Such annual recruitment quota shall indicate the allocation for cities and municipalities of the various provinces/districts in each of the 17 regions as well as the National Support Units (NSUs).

2. The allocation of quota at the city/municipal levels shall be based on a set of criteria, as follows:

a. police-to-population ratio

b. peace and order condition in the locality

c. actual demands of the service CcSEIH

d. class of city/municipality

 The recruitment quota given to any of the NSUs shall be based on the actual demands of the functional area covered.

3. Within two (2) working days from receipt of the recruitment quota prepared by the DPRM, the Chief, PNP shall submit the same to the Commission which shall act on the same within five (5) working days.

4. Within two (2) working days, the Commission shall return the approved recruitment quota to the PNP and a copy of the same shall be furnished all Napolcom Regional Directors.

5. The DPRM shall disseminate within five (5) working days copies of the approved recruitment quota to all PNP Regional Directors who, in turn, shall provide within two (2) working days a copy to each of the Police Provincial Directors.

6. The Police Provincial Directors shall, within five (5) working days from receipt of the copy, inform the City/Municipal Mayors of their recruitment quota, through their respective Chiefs of Police.

7. The Napolcom Regional Directors shall, within five (5) working days from receipt of their copies, monitor whether or not the city/municipal mayors have been informed of their respective recruitment quota.

8. Within ten (10) working days from receipt of the approved recruitment quota, the DPRM pursuant to R.A. No. 7041 (Publication Law) shall publish in at least three (3) national broadsheets the number of PO1s to be recruited in each region/province/district/city/municipality, the requisite qualifications and eligibility to be met, the documents to be submitted and where to file the application and documentary requirements.

9. Within thirty (30) days from receipt of the approved recruitment quota, the PRO/PPO/City and Municipal Police Stations and Office of the City/Municipal Mayor shall undertake various recruitment strategies to attract the most number of qualified applicants, such as information drives in school campuses, barangays and housing subdivisions, distribution of posters and leaflets, posting of recruitment quota in conspicuous places, dissemination through trimedia, and other recruitment information campaigns.

10. Specifically for cities and municipalities, upon receipt of their recruitment quota, a Notice of Recruitment shall be posted at the City/Municipal Hall and in two (2) other conspicuous places.

 The Notice of Recruitment shall include the following data for the information of prospective applicants:

a. quota for the city/municipal police station

b. general qualifications and eligibility required

c. documents for submission

d. where to submit the application papers and documents

e. deadline for submission

f. schedules of screening/evaluation

B. Selection of the Most Qualified Applicants at City/Municipal Level

1. Police applicants shall submit their application papers at the Office of the City/Municipal Mayor. In case applications for police appointment are filed with any of the PNP Offices, the applicants shall be advised to submit their papers at the Office of the Mayor. The following documents shall be submitted:

a. Duly accomplished CSC Form 212

b. Personal History Statement

c. Birth Certificate certified by the NSO

d. Medical Certificate declaring, among others, that the applicant is fit to engage in physical exercises

e. Authenticated Report of Rating of Eligibility (Napolcom, PRC, etc)

f. Two (2) copies of passport-size black and white picture indicating applicant's name

g. Transcript of Scholastic Records and Diploma

h. Certificate of Good Moral Character from two (2) disinterested persons

i. Clearance of non-pending case from hometown Police Station, Provincial Prosecutor and NBI

2. The Office of the Mayor may accept as many applicants as may be interested provided that they meet the minimum general qualifications and eligibility for appointment.

3. Immediately upon receipt of the application papers, the Office of the Mayor shall refer the applicants to the local Peace and Order Council (POC) which shall inform them of the screening schedules.

4. The POC, serving as the Screening Committee at the city/municipal level, shall, within five (5) working days from receipt of referral, conduct the initial screening and preliminary interview.

5. The CPOC/MPOC shall conduct an initial screening and preliminary interview of individual applicants in order to:

a. establish whether or not the applicant meets the age, height, weight, education and eligibility requirements;

b. determine the authenticity of documents submitted;

c. look into whether or not the applicant is mentally and physically fit based on the results of his/her psychological or psychiatric, drug and physical tests submitted;

d. determine whether or not the applicant had been convicted by final judgment of an offense or crime involving moral turpitude, dishonorably discharged from the military or dismissed for cause from any public employment; and

e. assess his/her personal appearance and conversational ability.

6. The screening shall be completed within fifteen (15) days from commencement thereof.

7. In case the number of qualified applicants from the locality is less than the quota, applicants from other localities shall be considered according to the following priority:

• 1st Priority — those coming from the adjacent cities/municipalities

• 2nd Priority — those coming from other cities/municipalities within the province or district

• 3rd Priority — those coming from any part of the region

• 4th Priority — those coming from other regions

8. The CPOC/MPOC shall endorse to the Mayor, within two (2) working days from the completion of the screening, the names of the evaluated applicants, ranked according to degree of qualifications and competence.

9. From the list endorsed by the CPOC/MPOC, the Mayor shall recommend to the PNP Provincial/District Director within three (3) working days the names of his recommendees. cEaDTA

C. Selection at the Provincial Level

1. Within three (3) days from receipt of the list of recommendees, the PNP Provincial Director shall endorse the same to the PNP Provincial Screening Committee. The PNP Provincial Screening Committee is composed of the following:

a.	Assistant Police Provincial Director	- Chairman
b.	Napolcom Provincial Officer or Senior	- Co-Chairman
	Official designated by the Regional
	Director
c.	Provincial Peace and Order Council	- Member
	Representative from the private sector
	to be designated by the PPOC
	Chairman
d.	Policewomen's Representative	- Member
e.	PLEB Chairman of the provincial	- Member
	capital
f.	RPHRDD	- Secretariat

2. The PNP Provincial/District Screening Committee shall, within ten (10) working days from receipt of the recommendations, undertake the following:

a. conduct background investigation of applicants;

b. ascertain completeness and authenticity of documents submitted;

c. conduct individual interview of applicants;

Applicants who have undergone the interview shall be given their respective percent rating by the members of the Committee on the following:

1)	Maturity of judgment	- 30%
2)	General appearance	- 20%
3)	Knowledge of general information	- 20%
4)	Ability to present ideas	- 15%
5)	Manner of speaking	- 15%

3. The Provincial Screening Committee through the Provincial Director shall, within three (3) days from the termination of the processing of all applicants, submit to the PNP Regional Director through the PNP Provincial Director the list of those qualified for final evaluation.

D. Final Selection by the PNP Regional Screening Committee

1. The PNP Regional Director shall endorse the list of qualified applicants, within three (3) days from receipt thereof, to the PNP Regional Screening Committee. The Regional Screening Committee is composed of the following:

a.	Deputy Regional Director for	- Chairman
	Administration
b.	Napolcom Assistant Regional	- Co-Chairman
	Director (ARD) or the Chief,
	Administrative Division in case
	the regional office has no ARD
c.	Regional Peace and Order Council	- Member
	Representative to be designated by
	the RPOC Chairman
d.	Police Women's Representative	- Member
e.	Private citizen of known probity	- Member
	and integrity to be designated by
	the RPOC
f.	RPHRDD	- Secretariat

2. The final evaluation to be conducted by the PNP Regional Screening Committee includes the conduct of the following:

a. Written Examination to test General knowledge and Communication Skills Ability

b. Physical Agility Test

c. Neuro-psychiatric and Psychological examination

d. Complete Medical and Physical Examination

e. Dental examination

f. Final Interview

3. The Physical Agility Test (PAT) shall be administered only to those who pass the written examination. In no case shall the PAT be conducted if majority of the Committee members is not present. The guidelines in the conduct of the Physical Agility Test are as follows:

a. The PAT is given to determine whether or not they possess the required coordination, strength and speed of movement necessary in the police service.

b. The Test includes the following:

Maximum Total	-	100 pts
Passing: Men	-	70 pts
Women	-	50 pts

 

Maximum Total	-	100 pts
Passing: Men	-	70 pts
Women		-	50 pts
1)	7 Pull- ups (3 pts each)	-	21 pts
	Passing: Men	-	7 repetitions
2)	Horizontal Bar Hang for Women		— 1 minute
3)	2-Minute Push-up (.5 pt each)	-	20 pts
	Passing: Men	-	40 repetitions
	Women	-	20 repetitions
			(knee push-up)
4)	2-Minute sit-ups (.44 pt each)	-	21 pts
	Passing: Men	-	48 repetitions
	Women	-	24 repetitions
5)	100 Meter run	-	20 pts
	Passing: Men	-	16 seconds
	Women	-	22 seconds
	100 Meter Run
	Men	Women
	13 sec & below	=	18 pts	19 sec & below	=	18 pts
	14 sec+	=	16 pts	20 sec+	=	16 pts
	15 sec+	=	14 pts	21 sec+	=	14 pts
	16 sec+	=	12 pts	22 sec+	=	12 pts
6)	1000 Meter Run	-	18 pts

1000 Meter Run
Men			Women
3 mins. 25 sec & below	=	18 pts	4 mins. 25 sec & below	=	18 pts
3 mins. 26 sec – 3.46 sec	=	16 pts	4 mins. 26 sec – 4.46 sec	=	16 pts
3 mins. 47 sec – 4.07 sec	=	14 pts	4 mins. 47 sec – 5.07 sec	=	14 pts
4 mins. 08 sec – 4.28 sec	=	12 pts	5 mins. 08 sec – 5.28 sec	=	12 pts
4 mins. 29 sec – 4.49 sec	=	10 pts	5 mins. 29 sec – 5.49 sec	=	10 pts
4 mins. 50 sec – 5.10 sec	=	8 pts	5 mins. 50 sec – 6.10 sec	=	8 pts

4. Applicants who passed the physical agility test shall undergo a complete MEDICAL AND PHYSICAL EXAMINATION conducted by the PNP Medical Officer in the presence of the Napolcom member to determine whether or not the applicants are in good health and free from any contagious diseases. A report certified under oath by the PNP Medical Officer and signed by the Committee members present on who among the applicants passed and failed the examination (and the reason behind their failure), shall be submitted to the Regional Screening Committee within five (5) days from the last day of medical and physical examination. The items to be covered by the Medical and Physical examination are shown in Annex A.

Applicants who failed the medical and physical examination shall be given the opportunity to contest the findings of the PNP Medical Officer. TSIDaH

5. Applicants who passed the medical and physical examination shall be subjected to a PSYCHOLOGICAL AND NEURO-PSYCHIATRIC TEST to be administered by the PNP for purposes of determining the mental capacity and emotional stability of the applicant to perform police functions. A report on who among the applicants passed and failed the said test duly certified under oath shall be prepared by the PNP officer who conducted the same and submitted to the Regional Screening Committee within five (5) days from the conduct of said examination.

 Applicants who failed the psychological and neuro-psychiatric test shall be given the opportunity to contest the findings of the PNP officer.

6. Applicants who passed the psychological and neuro-psychiatric test shall then undergo a DRUG TEST administered by the PNP Crime Laboratory to ensure that they are not users of any prohibited or regulated drug. Report of the said test shall be prepared by the PNP officer who conducted the same duly certified under oath and submitted to the Regional Screening Committee within five (5) days from date of administration of test.

7. Applicants who passed the drug test shall be subjected to a CHARACTER AND BACKGROUND INVESTIGATION by the regional/provincial Intelligence Unit within thirty (30) days from receipt of the list of qualified applicants to determine their reputation and possible involvement in any questionable or criminal activities or violent incidents. The RIID/PIID shall submit the result of the character and background investigation to the Regional Screening Committee within three (3) days from completion thereof.

8. FINAL INTERVIEW — The Screening Committee shall interview en banc the applicants who passed the written qualifying examination, initial screening, physical agility test, medical and physical examination, psychological and neuro-psychiatric test, drug test and character and background investigation to determine their aptitude to join the police service, likableness, affability, outside interest, conversational ability, disagreeable mannerisms, etc.

9. The Screening Committee shall have a Summary Table containing the names of the qualified applicants and the result for each examinations conducted.

E. THE PREPARATION AND ISSUANCE OF APPOINTMENT PAPERS

1. Within ten (10) working days, the PNP Regional Screening Committee through the PNP Regional Director shall submit to the Napolcom Regional Director for certification of their qualifications and eligibility the list of candidates and their respective folders.

2. The Napolcom Regional Director shall review and return the certified list of proposed appointees to the PNP Regional Director within three (3) working days from receipt thereof.

3. The PNP Regional Director shall direct the Regional Personnel and Human Resource Development Division to prepare the appointments of the applicants assessed to be the most qualified and certified by the Napolcom Regional Directors using KSS Porma Blg. 33, in five (5) copies, to be distributed as follows:

Original	–	Appointee
Duplicate	–	RPHRDD
Triplicate	–	CSC
Quadruplicate	–	Appointee (initial copy)
Quintuplicate	–	RMD, DPRM

4. The PNP Regional Director shall approve and sign the KSS Porma Blg. 33 and shall, thereafter, submit the same to the Regional CSC for attestation, within thirty (30) days from the date of issuance thereof, which should be the date appearing on the face of the appointment.

5. Once the appointment is issued by the appointing authority the appointee shall take his Oath of Office (Panunumpa sa Katungkulan) and assume the duties of the position as preconditions for entitlement to receipt of salary. The appointment shall not be consummated without the appointee taking the said oath.

6. The CSC Field/Regional Office shall act on the appointments submitted and return the same to the appointing authority at the earliest.

 Should the appointment submitted to the CSC be disapproved by the latter, the PNP Regional Director may either file an appeal to the next higher CSC office within fifteen (15) days from receipt of the appointment or terminate the employment and direct the discontinuance of the grant of salary.

7. The PNP Regional Director shall inform the Mayor of the appointment of his recommendees and furnish a copy of the list of appointees to the Napolcom Regional Director, PNP Provincial Director, Chief of Police concerned and the PPSC Regional Training School (RTS) concerned, within five (5) days from receipt of the attested appointment.

8. Before assuming their duties, the newly appointed policemen shall pay a courtesy call on the Mayor.

F. RECRUITMENT, SELECTION AND APPOINTMENT OF QUALIFIED APPLICANTS TO THE NATIONAL OFFICE OR A NATIONAL SUPPORT UNIT (NSU)

1. The DPRM shall allocate the recruitment quota of the national office or NSU based on their actual need for additional manpower, subject to the approval of the Commission.

2. Upon approval by the Commission, the DPRM and the NSU concerned shall undertake the widest dissemination of such quota, including such relevant information as to what to file, where to file and when to file.

3. Recruitment notice shall be posted in bulletin boards located in at least three (3) conspicuous public places. Advertisement through trimedia and other forms of information campaign may be resorted to.

4. Selection of qualified applicants for the National Offices or an NSU shall be done centrally at the PNP national office.

5. Police applicants shall submit their application papers at the recruiting NSU or the DPRM for the national office. The documents to be submitted are similar to those required under Section II, (B, 1) hereof.

6. The National Office as well as the concerned NSU shall organize its Screening Committee composed of the following:

a.	Deputy Director (NSU)/DPRM	- Chairman
b.	Napolcom Senior Official	- Co-Chairman
	(designated by the VCEO)
c.	Private citizen of known probity	- Member
	and Integrity to be designated
	by the Secretary General, NPOC
d.	National Peace and Order Council	- Member
	Representative to be designated by
	the NPOC Chairman
e.	Policewomen's Representative	- Member
f.	Administrative Officer, PNP	- Secretariat

7. Within ten (10) days from the submission of application papers, the Screening Committee starts conducting initial processing and preliminary interview of applicants to determine if they meet the minimum qualifications and eligibility.

8. The Screening Committee shall, within five (5) days from completion of initial screening, administer written qualifying examinations to applicants who shall have passed the initial processing and preliminary interview. ESacHC

9. Applicants who passed the written qualifying examination shall be scheduled to undertake the Physical Agility Test (PAT) within five (5) days from release of results of such qualifying examinations. The Summary Report shall be prepared and signed by a majority of the Committee members.

10. Applicants who passed the PAT shall be scheduled to undergo Medical and Physical Examination (MPE) within fifteen (15) working days.

11. Applicants who passed the MPE shall undergo a Drug Test for prohibited and regulated drugs at the PNP Crime Laboratory, within fifteen (15) days. The report on the drug test result shall be signed by the examiner and properly noted by a majority of Committee members.

12. Applicants who passed the Drug Test shall undergo a Character and Background Investigation to be conducted by the Directorate for Intelligence (DI) within thirty (30) working days which shall thereafter submit a report to the Committee within three days from completion of such examination.

13. Applicants who passed the Character and Background Investigation shall have a final interview, within five (5) working days from receipt by the Committee of the DI report.

14. The summary report on the result of each of the examination phases (written qualifying examination, PAT, MPE, Drug Test, Character and Background Investigation, final interview) shall be prepared within three (3) working days from completion of each of such phases for reference of the Committee in the ranking of the candidates.

15. The list of qualified applicants who passed all the tests and the final interview shall be submitted to the Commission for certification of their qualifications and eligibility within three (3) working days from the completion of Summary Report on the Final Interview Results by the Screening Committee.

16. The Commission shall return the certified list within two (2) working days from issuance of such certification.

17. The DPRM shall prepare the Individual Appointments (KSS Porma Blg. 33) in five (5) copies, within fifteen (15) working days from receipt of the Commission-certified list, for distribution as follows:

Original	–	Appointee
Duplicate	–	RPHRDD
Triplicate	–	CSC
Quadruplicate	–	Appointee (initial copy)
Quintuplicate	–	RMD, DPRM

18. The appointing authority shall approve and sign the Individual Appointment papers within three (3) working days from receipt thereof after which the DPRM shall, within five (5) working days from the date of issuance thereof, forward the same to the CSC Field Office at Camp Crame for attestation.

19. The CSC Field Office shall act on the appointment and thereafter return the same to the DPRM at the earliest.

20. The DPRM shall forward to the concerned national office or NSU the original copy of the attested appointment so that the latter may forward the same to the appointee within two (2) working days from receipt of attested appointment.

21. The national office or NSU shall provide the appointee with the original copy of the attested appointment, within three (3) working days.

22. A mass oath-taking ceremony shall be scheduled by the DPRM within ten (10) working days from receipt of the attested appointments.

23. After the oath-taking of new appointees, the DPRM shall issue the Special Order authorizing and directing them to report to their place of assignment.

24. A copy of the list of new appointees shall be forwarded to the PPSC so that the latter can schedule the attendance of such appointees in the Public Safety Basic Recruit Course (PSBRC).

G. RELATED GUIDELINES

1. The required majority or quorum of the Screening Committee at the provincial and regional levels means the presence of both the PNP and Napolcom representatives and at least one (1) representative from the private sector.

2. All proceedings and decisions during Screening Committee meetings shall be properly documented. The records of Screening Committees shall be available for inspection by the Commission or its duly authorized representatives.

SECTION III. Other Personnel Actions Related to Initial Appointment of Uniformed Personnel in the Rank of PO1. —

A. Assignment of Police Personnel Identification Number

When the CSC regional/field office has attested and returned the original appointments to the PNP regional office/NSUs, the PROs/NSUs shall coordinate with TDPRM (Attn: Chief, RMD) for the allocation of PNP Personnel Identification Numbers (PPIN) corresponding to the actual number of new appointees. The PPIN shall be reflected in the Special Order to be issued.

The order of merit established by the Screening Committee through the evaluation of the qualifications and results of interview shall be used in the assignment of PPIN.

B. Assignment of Badge Numbers

The DPRM shall furnish the Directorate for Logistics a copy of the Special Order issued which shall be the basis for the issuance of badges and badge numbers.

C. Submission of Individual Police Personnel Files (PPF) to DPRM

Within one (1) week after the oath taking, the Personnel Officers of PROs or NSUs concerned shall forward to the DPRM the Individual Police Personnel Files of the newly appointed PO1s.

Folders submitted for the processing of their appointments as prescribed in Napolcom Memorandum Circular No. 92-015, shall constitute the PPFs. Family documents such as marriage contract and birth certificates of spouse and children shall be included in the PPF.

To facilitate the processing of PPFs, these documents shall be transmitted to the Chief, RMD, DPRM according to PPIN.

D. Addition to the PNP PAIS Seniority Lineal List (SLL)

Within two weeks from the issuance of the Special Order, the Personnel/Administrative Officer of the PNP Regional Office/NSU shall submit to DPRM (Attn: RMD ) the duplicate copy of the appointments attested by the CSC regional/field office indicating therein the individual PPIN of new personnel which shall be added to the PNP Roster being centrally maintained under the Personnel Accounting and Information System (PAIS)

The computerized files of the new appointees shall be established under the PAIS within fifteen (15) working days from receipt of documents from the Personnel/Administrative Officers.

E. Addition to the PNP Alpha List

Within fifteen (15) working days after their files have been established, the DPRM shall request the Director, Computer Service for the addition of the names of new appointees to the PNP Alpha list for the printing of their Continuous Form Checks (CFCs).

The Director, Computer Service shall direct that the names be appended to the PNP Alpha (CFC) list and account numbers shall be assigned within fifteen (15) working days. THIECD

The Director, Computer Service shall send the report to TDPRM (Attn: Chief, RMD), copy furnished the Director, FS and the Director, NSU/Regional Directors, PROs concerned regarding the first printing of CFCs within ten (10) days.

F. Issuance of PNP Identification Cards

Within ten (10) working days from the inclusion of the new appointees in the PAIS SLL, the Chief, Records Management Division (RMD) shall issue PNP IDs based on the Special Order issued and signed by the Executive Officer, DPRM. IDs shall be released only through the authorized representatives of the NSU Directors/RDs, PROs.

G. Payment of Salaries through Payroll

The respective Finance Officers of concerned NSUs/PROs shall, within five (5) working days from receipt of a copy of the Special Order initiate the preparation of the payroll to ensure prompt payment of the salaries of the new appointees. Payment through payroll will continue until the CFCs are printed. The concerned units will be informed of the printing of CFCs through the report of the Director, Computer Service.

SECTION IV. Appointing Authorities. —

1. The PNP Regional Director has the authority to issue the initial appointment of qualified and eligible applicants to the rank of Police Officer I at the regional level.

2. The Chief, PNP is the appointing authority for appointees to the rank of Police Officer I at the national office.

3. The Director of the concerned National Support Unit (NSU) is the appointing authority for appointees to the rank of Police Officer I who shall be assigned to such particular unit.

SECTION V. Status of Appointment of a Newly Appointed PO1. —

Temporary Appointment — Issued to a newly appointed PO1 who meets the required education and eligibility for the rank to which he is being appointed, except the training requirement which is the Public Safety Basic Recruit Course (PSBRC). Such temporary appointment shall not exceed twelve months reckoning from the date it was issued.

Permanent Appointment — A permanent appointment shall be issued to a PO1 after completion of the required PSBRC and field training program for twelve (12) months involving actual experience and assignment in patrol, traffic and investigation.

SECTION VI. Appointment under A Waiver Program. —

A. Conditions on Waivers for Initial Appointment to the PNP

1. The age, height, weight and educational requirements for initial appointment to the PNP may be waived only when the number of qualified applicants falls below the minimum annual quota.

2. The Commission en banc may grant waiver on age, height, weight or educational requirements.

3. Waiver of the age requirement may be granted provided that the applicant shall not be less than twenty (20) nor more than thirty-five (35) years of age. For purposes of this paragraph, one is considered to be not over thirty-five (35) years old if he or she has not yet reached his or her thirty-sixth (36th) birthday on the date of the effectivity of his or her appointment.

4. Waiver of the height requirement may be granted to a male applicant who is at least 1 meter and 57 cm (1.57m) and to a female applicant who is at least 1 meter and 52 cm (1.52m): Provided, that the Napolcom may set a lower height requirement for applicants who belong to indigenous group duly certified by the Office of the Muslim Affairs (OMA), or the National Commission on Indigenous Peoples (NCIP). Provided, further, that the Commission may require said applicants to submit appropriate proof of their membership in a certain indigenous group.

5. An applicant who is granted a weight waiver shall be given reasonable time but not exceeding six (6) months within which to comply with said requirement.

6. Waiver for the educational requirement may be granted to an applicant who has finished second year college or has earned at least 72 collegiate units leading to a bachelor's degree: Provided, that any person who will enter the service without a baccalaureate degree shall be given a maximum of four (4) years to obtain the required educational qualification.

7. Appointment Covered by a Waiver — Any PNP uniformed personnel who is appointed after the grant of a waiver of education or weight shall be issued a temporary appointment pending compliance with the condition specified under Section 15 of R.A. No. 8551; otherwise, he/she shall be separated from the service.

B. Factors to be Considered in the Grant of Waivers

1. Outstanding accomplishments or possession of special skills in law enforcement, police work or related fields.

2. Level of physical stamina, endurance or agility

3. Proficiency in martial arts, marksmanship, and similar skills

4. Extensive experience or training in forensic science and other technical services

5. Other similar factors relevant to the requirements of police work

C. Selection Criteria under the Waiver Program

1. Applicants who possess the least disqualifications shall take precedence over those who possess more disqualifications.

2. The requirement shall be waived in the following order:

a. Age

b. Height

c. Weight

d. Education

3. Each applicant for waiver must possess special qualifications, skills, or attributes useful to or needed by the PNP such as those mentioned in letter B Section VI hereof, which are sufficient to compensate for his or her lack of certain minimum qualifications.

D. Reapplication of Separated PNP Members under the Waiver Program

Any PNP member who shall have entered and subsequently been separated under the weight or educational waiver aspects of the program shall be eligible to reapply for appointment to the PNP: Provided, that he or she possesses all the minimum qualifications required by his/her reappointment.

SECTION VII. Requirements for the Attestation of Appointment. —

A. Original Appointments — The following are the requirements necessary for original appointments:

1. CSC Form 212 duly accomplished

2. Updated Individual Police Personnel Profile certified under oath

3. School Credentials (College Diploma/Transcript of Records)

4. Medical/Physical Clearance

5. Birth Certificate of appointee. If not available, Baptismal Certificate accompanied by a certification of destruction/loss of birth records issued by the local Civil Registrar or, in the event both certificates are not available, joint affidavit of at least two disinterested persons who personally know the facts of birth of the appointee accompanied by certification of non-availability of birth and baptismal records issued by the local Civil Registrar and Parish Priest/Minister/Imam, respectively. EHCDSI

6. Drug Test Report

7. Certification of the Commission/Napolcom RDs

8. Neuro-Psychiatric Test Result (NP Clearance)

9. Clearances from the Directorate for Intelligence, PNP and NBI

10. Fingerprint and handwriting specimen

11. Passport size picture taken within six (6) months prior to effectivity of appointment

12. Authenticated eligibility report of rating (Napolcom, PNP Entrance/R.A. No. 1080/P.D. No. 907/CSC Police Officer I or Police Officer [2nd level])

13. Oath of Office

B. Change of Status of Appointment from Temporary to Permanent

1. CSC Form 212 duly accomplished

2. Updated police personnel profile certified under oath

3. Certified Photocopy of report of rating (Napolcom, PNP Entrance/R.A. No. 1080/P.D. No. 907/CSC Police Officer I or Police officer [2nd level])

4. PSBRC/Field Training Program Certificate (Original)

SECTION VIII. Procedure Governing the Termination of Service of PO1s under Temporary Status. —

All newly appointed PO1 shall be appointed in temporary status for twelve (12) months pending compliance with the required Public Safety Basic Recruit Course (PSBRC) and the field training program involving actual experience and assignment in patrol, traffic and investigation. During this period, the services of PNP personnel so appointed may be terminated at any time due to unsatisfactory conduct or performance. The termination of services shall be done with utmost objectivity and impartiality with the end in view of affording the PNP members concerned the right to due process and equal protection of law. In general, termination shall be in the nature of a summary administrative proceeding.

A. Grounds for Termination of Service:

1. Grave Administrative Offenses

a. Grave misconduct

b. Incompetence

c. Dishonesty

d. Disloyalty to the government

e. Serious irregularities in the performance of duties

f. Violation of law

2. Lack of Aptitude in the Service — This shall refer to any of the following circumstances:

a. Academic deficiency arising from failure to obtain a passing grade in the required basic training course in accordance with the established training rules and regulations;

b. Serious violation of training rules and regulations involving non-academic matters;

c. Possession of such habits, traits, conduct or behavior which, when taken on their overall context, tends to manifest and display an undesirable disposition or attitude towards the law enforcement profession.

B. Termination Authorities

The Chief, PNP and the PNP Regional Directors, including NSU Directors, are designated Termination Authorities for all new police recruits in temporary status.

C. Termination Procedure

1. Termination of service for unsatisfactory conduct or performance while under temporary status may be initiated by any concerned individual or police officer based on a verified complaint with sworn statements/documents in support thereof.

2. The respondent PNP member shall be furnished with a copy of the complaint or charges against him. He shall answer said complaint within three (3) days from receipt thereof, attaching therewith supporting documents or evidence in his behalf.

3. The duly designated Termination Authority shall immediately order the conduct of a summary hearing within the next three (3) days after receipt of respondent's answer. Summary hearing shall be completed within five (5) days from its commencement.

4. If the respondent fails to answer the charges within the prescribed period, the duly designated Summary Hearing Officer/Board shall immediately proceed with the hearing ex parte.

5. Being summary in nature, direct examination of witnesses shall be dispensed with and the sworn statements of their witnesses or their affidavits shall take the place of their oral testimonies. Either party shall limit the cross-examination to the sworn statements and other documents on hand. Cross-examination must also be confined to material and relevant issues. Prolonged arguments and other dilatory proceedings shall not be entertained. Insofar as may be compatible with the ends of justice, cross-examination shall be limited to not more than thirty (30) minutes for each witness.

6. Within three (3) days after the completion of the hearing, the Termination Authority shall render a decision.

7. The decision on any termination case shall contain the name of the respondent and his unit, a brief statement of the material facts, and the findings of the Summary Hearing Officer/Board.

D. Appeal Procedure

1. The decision of the PNP Regional Directors or equivalent commanders terminating the services of any PNP member may be appealed by the respondent to the Chief, PNP within thirty (30) days upon receipt of the decision.

2. The decision of the Chief, PNP terminating the service of a PNP member, either as an original action or as an action on an appealed case, may be appealed by the respondent to the National Police Commission within thirty (30) days from receipt of decision. Such appeal may be filed directly with the Napolcom, copy furnished the Chief, PNP who shall immediately forward the original records of the case together with the appeal papers to the Napolcom for review and rendition of final decision.

3. The appeal shall state distinctly the date respondent received a copy of the decision, the grounds of the appeal together with the arguments in support thereof.

4. Appeal shall be deemed filed in case the same is sent by mail on the date shown by the postmark on the registered envelope, which shall be attached to the records of the case. In case of personal delivery, the appeal shall be deemed perfected on the date of the actual delivery of the petition as appearing on the stamped date of receipt thereon.

5. The decision of the Napolcom confirming or reversing an appealed decision to terminate the services of a PNP member is final and executory. In case of reversal, the member concerned shall be reinstated into the service in the position and rank last held and shall be entitled to all back salaries and allowances during the period that he was out of service; Provided, that said member shall be made to complete the 12-month period in temporary status which was interrupted as a result of his aforementioned case.

SECTION IX. Penal Clause. —

Chiefs of Offices/Units and members of the Screening and Selection Committee including the head and members of the Secretariat who shall fail to strictly observe and comply with the above rules and procedures and other pertinent policies and regulations on appointment of police personnel shall be dealt with in accordance with existing rules and regulations.

SECTION X. Effectivity. —

This Circular shall take effect after fifteen (15) days from the filing of a copy hereof at the University of the Philippine Law Center in consonance with Sections 3 and 4 of Chapter 2, Book VII of Executive Order No. 292, otherwise known as "The Revised Administrative Code of 1987," as amended.

ADOPTED this 7th day of October, 2003 at Makati City, Metro Manila, Philippines.

(SGD.) JOSE D. LINA, JR.

Secretary, Department of the Interior and Local Government

and Chairperson, National Police Commission

(SGD.) LINDA L. MALENAB-HORNILLA

Commissioner

Officer-in-Charge

National Police Commission

(SGD.) CELIA SANIDAD-LEONES

Commissioner

National Police Commission

(SGD.) MIGUEL G. CORONEL

Commissioner

National Police Commission

(SGD.) HERMOGENES E. EBDANE, JR.

Commissioner

National Police Commission

(SGD.) ADELMALYN A. MUNIEZA

Actg. Chief, Secretariat

National Police Commission