Implementing the Attrition System for Uniformed Personnel of the Philippine National Police

February 8, 2006

PNP CIRCULAR NO. 003-06

IMPLEMENTING THE ATTRITION SYSTEM FOR UNIFORMED PERSONNEL OF THE PHILIPPINE NATIONAL POLICE

1. AUTHORITY:

Section 24, RA No. 8551, otherwise known as the "Philippine National Police Reform and Reorganization Act of 1998", mandates the establishment of a system of attrition for uniformed members of the Philippine National Police.

2. STATEMENT OF VISION:

The attrition system is envisioned to professionalize the police ranks consistent with the programs of transformation to make the PNP a more capable, effective and credible Police Force. It is also intended to provide a mechanism for a dignified exit of those who are no longer fit for police service and ensure the career advancement of those who are capable and qualified under the merit system.

3. STATEMENT OF OBJECTIVES:

a. To formulate and adopt guidelines and procedures for the effective and efficient implementation of the attrition system anchored on utmost objectivity, fairness and due regard to the welfare of all concerned, including the best interest of the service.

b. To make the police service responsive to the needs of the public, enhance the culture of professionalism, competency, and efficiency in the PNP.

c. To project and maintain a credible institutional image for the PNP, encourage a much closer support and cooperation of the citizenry.

4. DEFINITION OF TERMS:

For purposes of this Circular and its implementation, the following terms shall be understood to mean:

a. Attrition — is the retirement or separation from the police service of PNP uniformed personnel pursuant to any of the causes mentioned in Sections 24 to 29 of RA No. 8551 and other causes stated in this Circular. TCaSAH

b. Demotion in Position — pertains to the designation of personnel to position not commensurate to his/her rank in the PNP table of organization.

c. Just Cause — refers to the legal grounds that would warrant the retirement or separation from the police service of PNP uniformed personnel.

d. Maximum Tenure in Position — is the maximum cumulative period of active service within which a PNP uniformed member is allowed to stay in a particular office or position.

e. Mental Incapacity — refers to a condition where a uniformed personnel is unable to exercise his/her reasoning faculties or incapable of understanding and acting with discretion on his/her duties and responsibilities as a result of illness or injury as may be determined by a competent authority.

f. Non-Promotion — is the non-advancement to the next higher rank for a certain period of time.

g. Physical Incapacity — is the inability of a uniformed personnel to perform his/her duties and responsibilities due to physical defect as a result of disease or injury.

h. Poor Performance — refers to the performance of duty that fell short of expectations and still needs improvement and that the PNP uniformed personnel concerned demonstrated little competency and needs skills/capability upgrading.

i. Promotion in Position — is the designation of personnel to higher key position or position of responsibility in the PNP organization.

j. Promotion in Rank — is the advancement of personnel to a higher rank with an increase in duties and responsibilities accompanied by an increase in salary.

k. Retirement — is a mode of terminating official relations of personnel who rendered at least twenty (20) years of active service in the government with payment of corresponding benefits.

l. Separation — is the process of terminating official relations of personnel who rendered less than twenty (20) years of active service in the government.

5. MODES OF ATTRITION:

a. Attrition by attainment of maximum tenure in position.

1) The maximum tenure of PNP members holding key positions is hereby prescribed as follows: DEICaA

POSITION	MAXIMUM
	TENURE
Chief, PNP	four (4) years
Deputy Chief, PNP	four (4) years
The Chief Directorial Staff	four (4) years
Director of D-Staff	four (4) years
Regional Director, PRO	six (6) years
Provincial/City Director	nine (9) years

2) Other star rank positions shall have the maximum tenure of six (6) years. Unless earlier separated, retired or promoted to a higher position in accordance with the PNP Staffing Pattern, police commissioned officers holding the above-mentioned positions shall be compulsorily retired at the maximum tenure in position herein prescribed or at age fifty-six (56),whichever comes first.

3) Except for the Chief, PNP, no uniformed personnel who has less than one (1) year of service before reaching the compulsory retirement age shall be promoted to a higher rank, appointed or designated to any other position, or reassigned to any other office.

4) For purposes of this mode of attrition, the DPRM shall monitor the tenure in office of police commissioned officers occupying the key positions mentioned above.

b. Attrition by relief.

Any uniformed personnel who has been relieved for cause and has not been given any assignment within two (2) years from the effective date of such relief shall be retired or separated.

To warrant attrition, the following must exist:

1) The relief is for a just cause and the PCO concerned has not been given any assignment within two (2) years from his/her relief despite the availability of positions commensurate to his or her rank; and

2) The non-assignment for a continuous period of two (2) years is due to unfitness to qualify to position appropriate to his or her rank as determined by the Placement Board, or refusal to accept any position commensurate to his or her rank.

c. Attrition by demotion in position.

Any uniformed personnel who is relieved and subsequently reassigned to a position lower than that called for by his or her rank in the Staffing Pattern and, within eighteen (18) months from his or her relief, shall not be assigned to a position commensurate to his or her rank despite the existence of vacancy shall be retired or separated. EDCcaS

To warrant attrition, either of the following must exist:

1) A uniformed personnel is occupying a position commensurate to his/her rank in the Staffing Pattern but he/she has been relieved from said position and subsequently reassigned to position lower than that called by his/her rank; he/she has not been assigned to a position commensurate to his/her rank despite the existence of vacancy; and the non-assignment to a commensurate position despite its availability is due to his/her refusal; or

2) A uniformed personnel is promoted in rank but occupying a position lower than what is called for by his/her present rank despite availability of commensurate positions.

d. Attrition by non-promotion.

A uniformed personnel who has not been promoted for a continuous period of ten (10) years despite the existence of vacancy shall be retired or separated.

To warrant attrition, the following must exist:

1) Non-promotion for a continuous period of ten (10) years despite the existence of vacancy and regular promotions; and

2) Non-promotion is due to the failure of the personnel concerned to satisfy the minimum qualification standards and/or comply with other requirements for promotion to the next higher rank.

e. Attrition by other means.

Uniformed personnel with at least five (5) years of accumulated active service shall be separated based on any of the following factors:

1) Attrition by reason of inefficiency based on poor or very poor performance during the last two (2) successive annual rating periods.

 To warrant attrition, the following must exist:

(a) A uniformed member of the PNP has been rated poor or very poor or four (4) successive rating periods or has accumulated a total of at least six (6) poor performance ratings.

(b) The said PNP member has a service reputation of being inefficient or incompetent.

2) Attrition by reason of physical or mental incapacity.

 To warrant attrition, the following must exist:

(a) Upon recommendation of his immediate superior officer or by the Disability and Separation Board, the personnel concerned has been evaluated and found by the Special Screening Committee to be suffering from any of the listed and defined injuries and/or illnesses in Section 3 of PNP MC 2000-010 dated July 11, 2000.

(b) Such incapacity is further confirmed or shown by his/her:

1) Failure to take the Physical Fitness Test for four (4) consecutive times due to medical/physical reasons notwithstanding the approval of his/her request to take the test against doctor's advice; and/or

2) Failure to pass the Physical Fitness Test for four (4) consecutive times.

3) Attrition for failure to pass the mandatory career course qualifying examination or to finish the required career course.

 To warrant attrition, either of the following must exist:

(a) Failure to pass twice the qualifying examination to undergo a mandatory career course or its equivalent; or

(b) Failure to finish a mandatory career course or its equivalent without justifiable reason. aDHScI

4) Attrition due to use of illegal drugs/substance.

 To warrant attrition, the following must exist:

(a) A uniformed member of the PNP has been tested positive for use of illegal drugs/substance by the PNP Crime Laboratory.

(b) The positive result has been confirmed as required by law.

5) Attrition for failure to take or pass the Semi-Annual Physical Fitness Test.

 To warrant attrition, either of the following must exist:

(a) Failure to take two (2) consecutive semi-annual Physical Fitness Test without justifiable reason.

(b) Failure to meet the minimum aggregate passing standard for four (4) consecutive semi-annual Physical Fitness Test.

6) Attrition for non-compliance with the minimum qualification standards for the permanency of original appointment.

 To warrant attrition, the following must exist:

(a) The original appointment of the PNP member concerned was issued in temporary status or under waiver for the education or weight requirement; and

(b) He/she fails to satisfy the requirement for the adjustment of his/her appointment from temporary to permanent status within the prescribed period.

 

6. CREATION, COMPOSITION, FUNCTIONS, AND JURISDICTION OF ATTRITION BOARDS:

a. Creation.

1) The following Attrition Boards are hereby created:

(a) 3rd Level PCO Ranks Attrition Board;

(b) 2nd Level PCO Ranks Attrition Board; and

(c) PNCO Attrition Board.

2) The following Attrition Screening Committees are also hereby created:

(a) NHQ Attrition Screening Committee; ASICDH

(b) PRO/NSU Attrition Screening Committee; and

(c) Special Screening Committee on Mental and/or Physical Incapacity.

b. Composition of Attrition Boards.

1) 3rd Level PCO Ranks Attrition Board.

The Deputy Chief for Administration	- Chairman
The Deputy Chief for Operation	- Vice-Chairman
The Director for Personnel and Records Management	- Member
The Director for Intelligence	- Member
The Director for Plans	- Member
The Director for Comptrollership	- Member
The Director for Investigation & Detective Management	- Member
The Director for Human Resource & Doctrine Development	- Member
The Director, Health Service	- Member
The Director, Legal Service	- Member
Senior Policewoman Representative	- Member
Representative, NAPOLCOM	- Member
Chief, PTD, DPRM	- Head, Secretariat

2) 2nd Level PCO Ranks Attrition Board.

The Chief Directorial Staff	- Chairman
The Deputy Director for Personnel and Records Management	- Member
The Deputy Director for Intelligence	- Member
The Deputy Director for Plans	- Member
The Deputy Director for Comptrollership	- Member
The Deputy Director for Investigation & Detective Management	- Member
The Deputy Director for Human Resource & Doctrine Development	- Member
The Deputy Director, Health Service	- Member
The Deputy Director, Legal Service	- Member
Senior Policewoman Representative	- Member
Representative, NAPOLCOM	- Member
Asst Chief, PTD, DPRM	- Head, Secretariat

3) PNCO Ranks Attrition Board.

The Director for Personnel and Records Management	- Chairman
Executive Officer, DHRDD	- Vice-Chairman
Executive Officer, DC	- Member
Executive Officer, DIDM	- Member
Executive Officer, DPL	- Member
Representative, Health Service	- Member
Representative, Legal Service	- Member
Representative, NAPOLCOM	- Member
Policewoman Representative	- Member
Command Executive Senior Police Officer	- Member
Chief, Attrition Section, PTD, DPRM	- Head, Secretariat

c. Composition of Attrition Screening Committees: aEIcHA

1) NHQ Screening Committee.

Executive Officer, DPRM	- Chairman
Chief, PTD, DPRM	- Vice-Chairman
Chief, RMD, DPRM	- Member
Chief, BPAD, DPRM	- Member
Chief, RSD, DPRM	- Member
Chief, PNPGH	- Member
Chief, AHO, HSS	- Member
Representative, LS	- Member
Command Executive Senior Police Officer	- Member
Admin Officer, DPRM	- Head, Secretariat
N.B.:CESPO not included for PCO screening.

2) PRO/NSU Screening Committee.

Deputy Director for Administration	- Chairman
Chief, Directorial Staff	- Vice-Chairman
Chief, RPHRDD/ADPRM	- Member
Chief, RIID/ADI	- Member
Chief, Regional Legal Office/Rep, LS	- Member
Chief, Regional Health Office/Rep, HS	- Member
Executive Senior Police Officer	- Member
Chief, Personnel Transaction Section,
RPHRDD/ADPRM	- Head, Secretariat
N.B.:ESPO not included for PCO screening.

3) Special Screening Committee.

Chief, PNPGH	- Chairman
Chief of Clinics	- Vice-Chairman
Chief, Orthopedics	- Member
Chief, General Surgery	- Member
Chief, General Medicine	- Member
Chief, Neuro Psychiatry	- Member
Chief, Physical Examination	- Member
Deputy Director, LS	- Member
Executive Officer, DHRDD	- Member
Chief, Benefits and Pension Administration Div, DPRM	- Head, Secretariat

d. Functions:

1) Attrition Boards.

(a) Deliberate all cases of attrition referred by the concerned Attrition Screening Committee.

(b) Recommend to the proper authority the retirement, separation or retention of PNP uniformed personnel who had been subjected to attrition proceedings.

(c) Act on motion for reconsideration by retired or separated PNP uniformed personnel of the decision rendered by the approving authority. HTcADC

2) Screening Committees.

(a) Conduct initial assessment or inquiry whether there are legal and/or factual grounds why uniformed personnel should be recommended to the Attrition Board for retirement or separation from the police service.

(b) Gather, receive and process documents, reports, and other data with regard to the tenure in position, relief, demotion in position or rank, non-promotion, and other grounds that will establish probable cause for attrition.

(c) Present to the Attrition Board all documents, reports and other data that will support the attrition of uniformed personnel for consideration by the members thereof vis-à-vis the provisions of RA No. 8551 pertaining to attrition and of this Circular.

e. Jurisdiction.

1) The 3rd level PCO Attrition Board shall have jurisdiction over attrition cases of officers holding the rank of Police Senior Superintendent and above.

2) The 2nd level PCO Attrition Board shall have jurisdiction over attrition cases of officers holding the rank Police Inspector to Police Superintendent.

3) The PNCO Attrition Board shall have jurisdiction over attrition cases of Police Non-Commissioned Officers.

4) The NHQ Screening Committee shall have the authority to determine whether a uniformed personnel assigned at the National Headquarters shall be recommended for attrition.

5) The PRO/NSU Screening Committee shall have the authority to determine whether a uniformed personnel assigned in their respective offices/units shall be recommended for attrition.

6) The Special Screening Committee shall have the authority to determine whether a uniformed personnel regardless of his/her unit assignment should be recommended for attrition due to physical and/or mental incapacity.

7. GUIDELINES AND PROCEDURES:

a. Guidelines.

1) Membership in the PNP organization depends on the fitness and qualification of the appointee to remain in the police service. Loss of mandatory qualifications or any sign of unfitness, physically and/or mentally, that would warrant attrition shall be expeditiously dealt with so as not to prejudice the police service. DEacIT

2) As an organizational tool to promote professionalism, competency, and efficiency in the police service, attrition shall be employed with utmost objectivity and impartiality, always giving due regard to and consideration of the constitutional rights to due process and security of tenure. In no case shall attrition be used for purposes not consistent with the law, of this Circular and the best interest of the police service.

3) The retirement or separation of PCOs holding 3rd level ranks is the exclusive prerogative of the President. For PCOs holding 2nd level ranks and PNCOs, the Chief, PNP shall be the approving authority for their attrition. The actions taken by the Attrition Boards shall be binding and effective only upon its favorable consideration by the approving authority herein mentioned.

4) All heads of offices and units shall conscientiously exercise their authority over their subordinates by seeing to it that they perform their respective assigned tasks in furtherance of the missions and functions of the PNP. Any inefficiency, poor performance, or irrational behavior or conduct that adversely affects the performance of duty shall not be allowed to pass unnoticed. The personnel concerned must be rated accordingly or, in appropriate cases, referred to the Health Service for medical and/or physical evaluation. Any head of office or unit who shall fail in the supervision of their respective personnel shall be dealt with administratively for Neglect of Duty.

5) The proceedings and deliberations of the Attrition Boards shall be fact finding in nature. An action or recommendation of the Boards must be arrived at a meeting duly held by all its members in attendance or duly represented, and voting by a majority vote. A quorum shall not be declared unless the chairperson and the vice chairperson are both present save in cases where the chairperson is not available and that he/she designated the vice chairperson to preside the deliberation in his/her absence.

6) In all cases, the Boards shall require the appearance of the uniformed personnel concerned and, if the latter so desires, shall be given the opportunity to submit a position paper expounding why he or she, as the case may be, shall not be retired or separated from the police service. Non-submission of the position paper, however, shall not bar the Boards to proceed on its deliberations and conclude its business.

7) The decision of the Boards shall be in writing, in the form of a resolution signed by its members, and it shall contain the findings of fact and the law or regulation on which the conclusion is based. The Head of the Secretariat shall be responsible for the preparation of the Board's Resolution and its transmittal, including the records of the proceedings, as well as a draft Decision, for consideration by the approving authority concerned. It shall also be the responsibility of the Head Secretariat to implement the action taken by the approving authority and to inform the personnel concerned accordingly. EaDATc

8) Personnel who have been retired or separated from the police service thru attrition shall not be reemployed in the PNP whether in the uniformed or non-uniformed service.

b. Procedures.

1) All documents, reports and other data with regard to the maximum tenure in position, relief, demotion in position or rank, non-promotion, and other grounds that would warrant the attrition of uniformed personnel shall be submitted to the appropriate Screening Committee by the concerned directorial staff, offices, or units, as the case may be. However, cases of physical disability and/or mental incapacity shall be the concern of the Special Screening Committee regardless of the office or unit assignment of the uniformed personnel concerned.

2) The Screening Committees shall thoroughly evaluate the submitted and/or gathered documents, reports and other data to determine whether there is sufficient ground to engender the belief that a uniformed personnel shall be recommended for attrition. In case of 3rd level PCO ranks, however, no recommendation shall be submitted to the Attrition Board without prior clearance from the President, the issuance of which is indorsed favorably by the National Police Commission.

 

3) The Screening Committees shall perform their functions without need of requiring the personal appearance of the subject uniformed personnel. In the evaluation of documents, records, papers and other data, the Committees are not precluded from seeking the assistance of appropriate offices or units in order to arrive at a just and reasonable finding.

4) The Screening Committees shall submit the result of their actions to the Head Secretariat of the Attrition Board, along with the pieces of evidence gathered, thru a report which shall be addressed to the Board's chairperson. The report shall contain the relevant antecedents, as well as the personal history of the personnel concerned, and the grounds why he or she should be retired or separated from the police service.

5) The Heads of Screening Committees, as well as the Secretariat thereof, and the representatives from the Legal Service and Health Service, respectively, shall attend the deliberations of the Attrition Committee to which they submitted their reports recommending the attrition of uniformed personnel. It shall be their responsibility to inform the Board of the facts and circumstances pertaining to a particular case for attrition, as well as the presentation of evidence that support the recommendation, and other relevant information which shall be known to the Board. IAcDET

6) The Head Secretariat of the different Attrition Boards shall be responsible for scheduling the meetings of the Board, notification of its members, keeping and maintaining the record of the proceedings, the reports submitted by the Screening Committees, and the preparations of reports, resolutions, decisions and other papers that need to be submitted to the approving authority after deliberations have been made.

7) The decision of the approving authority retiring or separating a uniformed member from the police service shall be final and executory. As such, retirement or separation orders shall be immediately issued by the DPRM notwithstanding that the personnel concerned has filed a motion for reconsideration of the decision rendered by the approving authority.

8) A motion for reconsideration shall be filed with the Attrition Board that made the recommendation within ten (10) days from receipt of the adverse decision. Proof of service shall form part of the motion to show timeliness thereof. Motions not filed within the reglementary period shall not be considered. Only one motion for reconsideration is allowed and no appeal shall lie from the final and executed decision of the approving authority.

9) In cases where the recommendation of the Attrition Board is favorable to the uniformed personnel concerned and that he or she should be retained in the police service, the resolution shall also contain the appropriate course of action to be taken for any lapses or violation committed by the concerned head of office for the consideration by the approving authority. Once approved, the decision shall be referred to the PNP office concerned for appropriate action.

10) The retirement or separation from the police service of PNP uniformed personnel shall not affect their entitlement to any benefit to which they may be entitled to by reason of their length of service or upon the finding that their physical and/or mental incapacity is the result of their performance of duty or by reason of their office. In cases, however, where the physical and/or mental incapacity has no connection to office or relation to duty, payment of benefits shall not be allowed unless the personnel concerned is qualified for optional retirement benefits. ICAcHE

11) Payment of retirement or separation benefits, including the commutation of leave credits, is subject to the submission of the documentary requirements for such purpose, availability of funds, and accounting rules and regulations. Should the retired or separated uniformed personnel die before the appropriate benefit could be paid to him, the same shall be adjudicated in favor of his or her qualified survivors pursuant to Board of Officers Resolution No. 8, dated February 26, 1992.

12) The Attrition Boards, as warranted by the circumstances and for the best interest of the police service, are not precluded from adopting special rules of procedure for the efficient and economical implementation of the attrition system under RA 8551 and of this Circular.

8. SPECIAL PROVISIONS:

a) For attrition falling under Section 25, RA 8551 or attrition by attainment of maximum tenure in position, the reckoning point of the tenure therein provided is the effectivity of RA 8551 on March 8, 1998. On the other hand, the 10-year period mentioned in Section 28, RA 8551 or attrition by non-promotion shall also be reckoned with on the effectivity date of RA 8551.

b) For attrition falling under Section 26, RA 8551 or attrition by relief, the 2-year period therein mentioned shall be counted from the effective date of relief for cause. However, should the personnel concerned has been assigned to a position commensurate to his or her rank prior to the issuance of this Circular, he or she, as the case may be, could no longer be subjected to attrition proceedings regardless of the length of the intervening period before he or she was given a new assignment.

c) For attrition falling under Section 27, RA 8551 or attrition by demotion in position or rank, the 18-month period shall be reckoned not from the date of relief but from the date the uniformed personnel concerned is assigned to a position not commensurate to his or her rank, provided that the PNP Table of Organization or Staffing Pattern has been approved and existing at the time of his or her assignment. If the PNP Table of Organization or Staffing Pattern has not yet been approved at the time that he or she is assigned to a lower position, then the 18-month period shall be reckoned from the approval of the PNP Table of Organization or Staffing Pattern.

d) For attrition by other means falling under Section 29, RA 8551, such as: (a) inefficiency based on poor performance during the last two (2) successive annual rating periods, and (b) inefficiency based on poor performance for three (3) cumulative annual rating periods, the reckoning period shall be the effectivity of this Circular. Accordingly, all heads of offices and units who are authorized to rate uniformed personnel under their respective jurisdictions shall discharge their functions conscientiously and responsibly so as not to defeat the purpose of attrition. cACTaI

e) For attrition falling under Section 29 (d), RA 8551, or those who failed to pass the required qualifying examination twice and/or finish the required career courses, and for those who shall fail to take or pass the semi-annual Physical Fitness Test, the reckoning point shall also be the effectivity of this Circular. Accordingly, the PPSC shall administer the appropriate entrance examinations for all ranks to determine who are fit and qualified to undergo mandatory schoolings. The DHRDD shall monitor the performance of those who shall be sent for mandatory schooling.

f) For attrition falling under Section 29 (c), RA 8551, or those who have been examined and found to be physically and/or mentally incapacitated to perform police functions and duties, the reckoning date is the effectivity of RA 8551. Such that if their physical and/or mental incapacity had long been medically established and they are still in the police service upon the effectivity of this Circular, the Special Screening Committee shall immediately convene to determine whether they shall be recommended for attrition or not.

g) For attrition due to use of illegal drugs/substance, the reckoning point shall also be the effectivity of this Circular. Hence, only those who shall hereafter initially be found and confirmed to be positive for use of illegal drugs/substance shall be proceeded against in accordance with this Circular.

h) For attrition for failure to satisfy the requirements for the permanency of their original appointments in the PNP, the reckoning date shall be the effectivity of their respective temporary appointments which were issued after RA 8551 took effect on March 8, 1998. In case of the weight requirement, the same should be complied with within six (6) months from effective date of the appointment. With regard to the educational requirement, the period of completion is four (4) years from the effectivity of the temporary appointment.

9. REPEALING CLAUSE:

All issuances contrary to or inconsistent with this Circular are hereby amended or repealed accordingly.

10. PENALTY CLAUSE:

Any violation of this Circular shall be a ground for administrative and/or criminal action, as warranted by evidence, in accordance with existing laws, rules and regulations.

11. EFFECTIVITY:

This Circular shall be effective upon its approval by the National Police Commission and filing of a copy thereof with the UP Law Center in consonance with the pertinent provision of Executive Order No. 292, s. 1987, otherwise known as the "Administrative Code of 1987". DAETcC

(SGD.) ARTURO C. LOMIBAOPolice Director GeneralChief, PNP

DIRECTORATE FOR PERSONNEL AND RECORDS MANAGEMENT

MEMORANDUM

FOR : D-Staff  FROM : TDPRM SUBJECT : PNP Circular No. 2006-003 re: Implementing the Attrition System for Uniformed Personnel of the PNP DATE : January 16, 2007