Prescribing Guidelines, Policies, and Procedures in the Conduct of Complete Background Investigation in Recruitment and Selection of PO1

June 20, 2017

PNP MEMORANDUM CIRCULAR NO. 2017-042

PRESCRIBING THE GUIDELINES, POLICIES, AND PROCEDURES IN THE CONDUCT OF COMPLETE BACKGROUND INVESTIGATION (CBI) IN THE RECRUITMENT AND SELECTION OF POLICE OFFICER 1 (PO1)

1. REFERENCES:

a. NAPOLCOM Memorandum Circular (NMC) No. 2007-009 — Prescribing the Procedures and Guidelines for the Recruitment, Selection and Appointment of PNP Uniformed Personnel and Termination of Service of Newly Appointed Police Officer 1 (PO1) while still in Temporary Status;

b. NMC No. 2011-004 — Amending the Prescribed Sequence of Examinations/Tests during the Final Evaluation in the Recruitment, Selection and Appointment of Police Officer 1 (PO1) Applicants as Provided for under Memorandum Circular No. 2007-009;

c. PNP MC No. 2014-010 Prescribing the Policies and Procedures in the Recruitment and Selection of Police Officer 1 (PO1) (Regular and Attrition Quota);

d. MC No. 2005-002 Amending Memo Circular No. 2003-009 Entitled "Further Amending NAPOLCOM Memo Circular No. 92-015 Prescribing Standard Procedure for the Recruitment, Selection and Appointment of PNP Uniformed Personnel dated November 26, 1992" and other Related Issuances;

e. PNP Regulation 200-011 n on Security Investigation and Clearance of Personnel in the Philippine National Police;

f. PNP Security Policy "LOI KALASAG" 2008; and

g. Other related PNP and NAPOLCOM issuances.

2. RATIONALE:

This PNP Memorandum Circular (MC) prescribes the guidelines, tasks, policies, and procedures in the conduct of Complete Background Investigation (CBI) on applicants for appointment as Police Officer 1 (PO1) in the Philippine National Police (PNP).

3. SITUATION:

The PNP has recently been beset by issues concerning newly recruited Police Officers 1 (PO1s) getting involved in illegal activities to include illegal drug trade and other disreputable activities that greatly affect the entire PNP image. Most often than not, the recruitment selection process is sometimes tainted by padrino system, politically motivated and/or influenced by superior PNP Officers/immediate supervisors that causes to lessen the standard, effective and efficient selection process particularly in the conduct of Complete Background Investigation (CBI) of an applicant. As a result, opportunist applicant/s may enter the PNP service and continue to engage themselves in their illegal activities.

4. PURPOSE:

This MC prescribes the guidelines that shall be followed by all units tasked to conduct the CBI on PO1 applicants within the prescribed timeframe without sacrificing the main goal which is to ensure the entry of highly qualified and competent individuals into the police service. The unit conducting the CBI should adopt but not limit to the following activities/objectives:

a) To conduct complete inquiry/investigation into all aspects of an applicant's life history, a thorough verification of all entries including experiences, residences, dates, references, associations and other circumstances written in his application/Personnel History Profile/Filled-out CSC PDS before the start of the Final Committee Interview;

b) To select only the highly qualified applicants for appointment as PO1 in the PNP through the completion of investigation/verification of records and files of the agency/ies located in the area of the principal residences of the individual/applicant being investigated (Local Agency Check) and by National Agency Check (NAC);

c) To prevent unsuitable applicants of doubtful loyalty for appointment, employment, assignment to sensitive positions in the future or access to classified information to prevent espionage, sabotage, subversion, terrorism, infiltration and other criminal activities;

d) To underscore the Command Responsibility and Accountability of the tasked units/offices and personnel involved in the conduct of CBI to eliminate undue selection process (padrino system), subjectivity, political intervention to discredit the process and reliability of the CBI;

e) To compel and hold immediate supervisors to closely supervise their designated CI personnel conducting the background investigation and hold them accountable for the misdeeds of their personnel if there is any irregularity in the said investigation, and

f) To ensure that all CBI conducted are credible covering the applicants' morality, integrity, loyalty, discretion, character, service reputation if there is any, affiliation to any threat groups, involvement to any illegal drug/activities, derogatory information and/or criminal records.

This MC extends Post CBI Validation on the new recruits during their probationary period. Any serious and validated derogatory record shall be a ground for their termination from the police service. CAIHTE

Further, the PNP, concurrent with its present mission and functions, will conduct intensified and standardized CBI in order to identify and prevent unscrupulous applicants with dubious records from entering the PNP service and to define further the command responsibility and accountability of PNP personnel involved in the conduct of CBI and other irregularities in the selection process.

5. DEFINITION OF TERMS:

a) Accountability — refers to the obligation of the person conducting CBI to accept responsibility of producing SOP-compliant background investigation and to disclose results in a transparent manner.

b) Appointment — the designation granted by a PNP officer authorized by law to a candidate who meets all the requirements and qualifications of a PO1.

c) Applicant — any individual who applied for appointment as PO1 through submission of an accomplished PNP PO1 Application Form to the Recruitment Office — online, by mail or in person.

d) Candidates — are applicants who passed all stages of the recruitment process and are deemed qualified for appointment as PO1.

e) Character — a trait or sum of traits, which serves as an index to the essential or distinctive nature of a person. It is the aggregate or distinctive mental and moral qualities that have been impressed by nature, education, and habit upon the individual.

f) Command Responsibility — administrative and criminal liability of head of the recruitment body for the resulting consequences of committing/approving a flawed, inaccurate, and condensed background investigation.

g) Complete Background Investigation — is an inquiry into the life history of an individual, particularly with respect to his/her character, integrity, morality, loyalty, and discretion.

h) Credit Records — state whether he has ever been refused insurance or facility bond, or whether any insurance has been revoked and reasons, thereof.

i) Derogatory Information — information which reflect unfavourably on the character, integrity or reliability of an individual.

j) Discretion — ability or tendency to act or choose with prudence, the habit of wise judgement and sagacity or simply stated judgement.

k) Employment Record — refers to the inclusive date of employment, employer, name of office, highest monthly salary, and reason for termination.

l) Foreign connections — any connection which the subject of the investigation had with foreigners and/or foreign organizations in the Philippines or abroad.

m) Foreign Travel — if the subject of the investigation has travelled outside the Philippines, to determine reasons for such travel, foreign countries visited, date, length of stay, and purpose.

n) Immediate Supervisor — refers to PNP personnel who have direct supervision over the conduct of CBI.

o) Integrity — uprightness in character, soundness of moral principles, honesty, and freedom from moral delinquencies.

p) Local Agency Check (LAC) — investigation of records and files of the following agencies located in the area of the principal residences of the individual being investigated. Clearances include, but not limited to Barangay, Police, Mayor, City/Provincial Prosecutor, MTC, RTC, PLEB, DI, DIDM, NBI, and others as required such as international clearances i.e., PRC, etc.

q) Loyalty — the faithful and true allegiance to the Philippine Government and its constitutional form of government.

r) Moral — principles or standards of conduct of an individual, his ethical judgement in human relations, and respect for superiors.

s) Moral Turpitude — includes everything which is done contrary to justice, honesty, modesty, or good morals.

t) National Agency Check (NAC) — part of background investigation. It consists of local agency check supplemented by an investigation of the holdings, records and files of the PNP, AFP, CSC, BI, PDEA, NICA, LTO, SEC, NSO, and other files of other agencies which will be checked when pertinent to the purpose for which the investigation is being conducted. In the event derogatory or questionable information of an applicant is disclosed by NAC, the inquiry will be extended as necessary to obtain such additional information as may be required to serve as basis to grant or deny/disqualify (DQ).

u) Probationary Period — the initial 12 months of employment period when the appointment of newly recruited PO1 is in temporary status pending completion of the Public Safety Basic Course (PSBRC) and the Field Training Program (FTP).

v) Qualified Applicant — an applicant who passed the standard Physical Agility Test (PAT), Psychiatric and Psychological Examination (PPE), Physical, Medical and Dental Examination (PMDE), and Drug Test (DT) before the conduct of CBI to minimize delay and waste of PNP resources.

w) References — character references, employers or relatives who have known the individual/applicant for a period of at least three years.

6. GUIDELINES:

a. Procedures:

The Complete Background Investigation (CBI) shall be conducted on all PAT/PPE/PMDE passers and shall be completed before the start of the Final Screening Interview with an ample time of at least 30 days. The complete CBI shall determine applicants' reputation and possible involvement in any questionable or criminal activity or violent incident.

The CBI shall be conducted by the Directorate for Intelligence through its Counterintelligence and Security Division (CSD), in coordination with the operating units such as Intelligence Group (IG), Regional Intelligence Division (RID), and Other Law Enforcement Agencies (OLEAs) as deemed necessary.

Step 1

The Directorate for Personnel and Record Management (DPRM) in consultation with other Staff Committee on Recruitment and Selection of PO1 Applicants shall endorse to the Directorate for Intelligence (DI) the list of names of qualified applicants/candidates for the conduct of CBI at least 30 days prior the conduct of Final Committee Interview/Take oath. Further, the DPRM shall request the release of funds from the Directorate for Comptrollership (DC) to support the budgetary requirement for the conduct of CBI. The request shall include additional fund for the publication of the names of PO1 applicants subject for CBI purposely to involve the community in reporting any derogatory record/s of an applicant.

Step 2

The Directorate for Intelligence (DI) shall conduct the initial records check/verification of the submitted list of candidates for CBI on the DI Database.

Step 3

Initial result of record check with no derogatory information will be transmitted to concerned RIDs for the conduct of CBI and those with derogatory information will be transmitted to IG for validation of information and the conduct of CBI.

The DI at the same time shall conduct the NAC whether with or without derogatory information to supplement the LAC in the RIDs CBI for the final end product that would subsequently be transmitted to DPRM.

Step 4

Upon receipt of the transmittal, the RIDs have at least a maximum of 10 working days to complete the CBI except on applicants who have "hits" wherein an extension of another three to five days will be given for the conduct of validation of information. DETACa

The IG will have a maximum of 15 days to conduct validation of information together with the accomplished CBI attaching supporting documents that will be used to deny or grant such application.

Step 5

Results of CBI shall be forwarded to CSD, DI within the given timeframe for consolidation and preparation of the final report for subsequent transmittal to DPRM.

Step 6

The validated CBI results shall be submitted to DPRM immediately before the start of the Final Committee Interview stage/take oath.

The Secretariat of the different NSUs and PROs Screening Committee shall furnish the Directorate for Intelligence the result of the final list of candidates (passers) and non-passers as reference for the conduct of post CBI validation.

Step 7

DI and IG will continue to conduct the post CBI validation for the timeframe of one-year during the probationary period. Any serious and validated derogatory records shall be a ground for the recruit's termination from the service.

Flowchart of CBI

b. General Guidelines:

Consistent with the provisions of R.A. No. 6975, as amended by R.A. No. 8551 and other pertinent laws, rules, regulations, NAPOLCOM Memorandum Circulars and PNP MC No. 2014-010, the following guidelines shall be strictly observed in the conduct of CBI in the recruitment, selection, and appointment of PO1.

1) No person shall be appointed as PO1 unless he/she possesses all qualifications, and none of the disqualifications provided under Section 14, R.A. No. 8551 and NAPOLCOM Memorandum Circular No. 2007-009;

2) Appointment of uniformed personnel in the PNP shall be based on the principle of merit and fitness and shall be open to all qualified men and women within the framework provided by law and the requirements of the organization such as cleared from involvement in any criminal activities, illegal drug trade activities, violent activities, or membership in any dubious or terrorist organization;

3) The concerned offices/units conducting background investigation shall ensure the credibility of CBI results and must be accountable to any findings of negligence or irregularity;

4) The result of CBI shall indicate whether or not the applicant is recommended for recruitment into the police service;

5) The CBI on applicants for recruitment into the police service is concentrated in determining the following:

a) Reputation;

b) Character;

c) Attitude;

d) Morality;

e) Loyalty;

f) Discretion;

g) Membership and possible involvement in subversive groups and other dubious organizations; and

h) Use of intoxicants and drugs.

6) The components of CBI must be strictly observed and necessary forms must be properly filled up.

a) Personal Data;

b) Educational Background;

c) Places of residence since Birth;

d) Employment Record;

e) Name of Spouse (if married);

f) Family History;

g) Character References;

h) Neighbourhood Investigation;

i) Credit Records;

j) Foreign Travel;

k) Foreign Connection;

l) Citizen status;

m) Organization;

n) Principal Amusement;

o) Agency Check (LAC and NAC); and

p) Use of Intoxicants and Drugs.

7) The DI shall conduct the NAC of the CBI to supplement the LAC as necessary to obtain additional information as required to serve as bases upon which to grant or disqualify;

8) The RIDs shall conduct the LAC and background investigation by filling/completing the 16 parameters of CBI guide/format except on the part of NAC verifications and submit the result to CSD, DI for the CBI final report;

9) The IG shall conduct CBI of an applicant with derogatory or questionable information to validate his/her involvement as such and further determine his/her morality, integrity, loyalty, discretion, character, and reputation to serve as basis in the selection process. The result of the CBI will be submitted to CSD, DI for the CBI final report;

10) No applicant or recruit shall be allowed to take his/her oath in the absence of Complete Background Investigation;

11) The validation of the results of the CBI shall continue during the 1 year probation period. Any serious and validated derogatory records shall be a ground for the recruit's termination from the service; and

12) There will be a random validation on the CBI's conducted by the different RIDs and IG.

c. Responsibilities:

1) Directorate for intelligence

a) OPR in the implementation of this MC;

b) Conduct initial record check/verification on the list of candidates received from DPRM in the DI database for clustering purposes "with or without derogatory information";

c) Provide list of candidates with derogatory information reports to IG for the conduct of validation and CBI and without derogatory information report to RIDs for CBI;

d) Provide proportionate allocated funds necessary for the conduct of CBI to IG and RIDs to include fund support for the post CBI validation;

e) Provide functional supervision over IG and RIDs of PROs;

f) Ensure strict implementation of the protocol on the conduct of CBI either local, national and/or international;

g) Consolidate CBI reports from IG and RIDs and submit the final reports to DPRM;

h) Recommends to Internal Affair Service (IAS) for the conduct of investigation and filing of appropriate charges against PNP personnel committing irregularities (Neglect of Duty under Command Responsibility/Accountability) in the conduct of CBI; aDSIHc

i) Maintain statistics of referred candidates for CBI and list of candidates found disqualified/non-passers for future operational purposes;

j) Conduct and monitor post CBI validation within the probationary period and submit quarterly reports to DPRM;

k) Establish and maintain coordinative/collaborative linkages with NBI, PDEA, NSO, NICA, CSC, LTO, SEC and other national/international agencies;

l) Organize Focus CI Teams for the conduct of CBI;

m) Maintain database that will serve as repository of records and reports on those candidates found with derogatory information reports based on the final CBI reports;

n) Ensure the continuous conduct of post CBI validation; and

o) Perform other tasks as required/directed.

2) Directorate for Personnel and Records Management

a) Provide list of candidates to DI for the conduct of CBI at least 30 days before the start of Final Screening Interview;

b) Publish the names of PO1 applicants subject for CBI in the national broad newspaper at least 30 days before the start of the final committee interview;

c) Request and allocate funds to DC necessary for the conduct of CBI;

d) Submit the final list of PO1 Recruits to DI for the conduct of post CBI validation; and

e) Perform other tasks as required.

3) Intelligence Group

a) Conduct validation of information on candidates with derogatory reports/information;

b) Conduct thorough verification on the scholastic records;

c) Conduct CBI and submit results with complete attachment to DI;

d) Ensure command responsibility, accountability and credible results;

e) Conduct Post CBI validation; and

f) Perform other tasks as required.

4) Regional Intelligence Division

a) Conduct CBI on the list of candidates provided by DI within the given timetable;

b) Conduct thorough verification on the scholastic records;

c) Ensure command responsibility, accountability and credible results; and

d) Perform other tasks as required.

5) Directorate for Comptrollership

a) Provide the fund requirement of the tasked Offices/Units; and

b) Perform other tasks as directed.

6) Internal Affairs Service

a) Conduct pre-charge investigation and summary hearing proceeding against PNP personnel found to have committed violation of command responsibility and accountability under neglect of duty, if there is any;

b) Conduct pro-active monitoring and validation to ensure and reinforce credibility and integrity of the result to eliminate doubt and undue influence in the selection process; and

c) Perform other tasks as directed.

7) NSUs/PROs

a) The Secretariat of the different NSU and PRO Screening Committees shall copy furnish the DI the final result of passers, non-passers and the reason/s for failure; and

b) Perform other tasks as directed.

d. Coordinating Instructions:

1) Lateral coordination of all concerned Offices is highly encouraged;

2) Contact with the applicants is discouraged;

3) As much as possible, interviews on reference persons should be neutral or disinterested;

4) The integrity of the CBI should be of primordial consideration and padrino system is discouraged; and

5) Rationalization of the Cost Per Activity with consideration on the annual inflation rate and other factors affecting the conduct of a thorough CBI shall be based on the approved Annual Operational Performance Budget (AOPB) of the Fiscal Year.

7. REPEALING CLAUSE:

All existing LOIs, Directives, Memorandums, Circulars, and other issuances with provisions that are contrary to or inconsistent with this MC are hereby rescinded or modified accordingly.

8. PENAL CLAUSE:

Any personnel who will commit irregularity in the conduct of CBI or violate any provision of the MC shall be dealt with accordingly.

9. EFFECTIVITY:

This MC shall take effect after 15 days from filing a copy thereof at the UP Law Center in consonance with Section 3, Chapter 2, Book VII of Executive Order 292, otherwise known as the "Revised Administrative Code of 1987," as amended.

(SGD.) RONALD M. DELA ROSAPolice Director General

ATTACHMENT

COMPLETE BACKGROUND INVESTIGATION (CBI)

I. PERSONAL DATA:

Name:

Date of Birth:

Place of Birth:

Age:

Address:

Sex:

Civil Status:

Religion:

Blood Type:

Build:

Weight:

Complexion:

Ethnic Group:

II. EDUCATIONAL BACKGROUND:

School	Location	Dates of Attendance	Year Graduated	Awards Received
Elementary
High school
College
Post Graduate

(Verify and place here a summary of any information obtained, activities in school (consist of but not limited to membership in societies, fraternities, clubs and results of interview with teachers, classmates and staff of the school) and the authenticity records including foreign languages proficiency.) ETHIDa

III. PLACES OF RESIDENCE SINCE BIRTH:

Inclusive Date	Address (Include number of street and barangay)

(Place here a summary of any information obtained, reasons of transfer and results of interview with neighbor, reputation, character, attitude, family background, etc.)

IV. EMPLOYMENT RECORDS:

Agency/Company	Address	Type/Nature of Employment	Inclusive Dates and No. of Yrs of Service	Reason for Leaving

(Place here a summary of any information obtained, employment records, reputation an attitude with co-employees and results of interview with superior, co-employees, staff, etc. State the circumstances as to whether the subject has been discharged/dismissed resigned or suspended)

V. IF MARRIED:

Name of Spouse:

Date of Birth:

Place of Birth:

Address:

Nationality:

Date of Marriage:

Profession:

Occupation:

Name of Children	Son/Daughter	Date of Birth	Place of Birth

(Place here a summary of any information obtained. . . . . . .)

VI. FAMILY HISTORY:

Father's Name	Date of Birth	Place of Birth	Occupation	Address
Mother's Name	Date of Birth	Place of Birth	Occupation	Address
Brothers/Sisters	Date of Birth	Place of Birth	Occupation	Address

(Place here a summary of any information obtained . . . . . . .)

VII. POLICE HISTORY:

(Check the following: dates of service, nature of work, assignment, service reputation, rank, etc.)

VIII. CHARACTER REFERENCES:

(Summary of the information obtained-interview of the character references, throw-offs, employers, relatives who have known the subject for a period of at least three (3) years.)

IX. NEIGHBORHODD INVESTIGATION:

(Discuss results of the investigation in the areas of the subject's morality, integrity, loyalty, discretion, character, reputation and attitude towards co-residence, social standard, prestige and activities in the neighborhood.)

X. CREDIT RECORDS:

(Check and discuss the credit records)

XI. FOREIGN TRAVEL:

(Discuss all travel abroad, countries visited, the nature of the visit, purpose or reason for such travel, date and length of stay)

XII. FOREIGN CONNECTION:

(Identify and briefly discuss any connection with foreigners and/or foreign organizations in the Philippines or abroad, including a friend, relative or associate in other countries)

XIII. CITIZENSHIP STATUS:

(In all cases, the citizenship status of the subject shall be established: Filipino citizens-by birth certificate; alien-BID records shall be examined to verify date and place of birth and legal entry; and naturalized citizens-naturalization and date and place of birth shall be verified)

XIV. ORGANIZATION:

(Name, type and characteristics and influence of the organization to the subject — include brief summary of membership and involvement in social, religious, economic, cultural, political, communist or subversive groups and other organizations)

XV. PRINCIPAL AMUSEMENT:

(Give brief summary of subject's recreational activities, games, hobbies, or other form of entertainment that make the subject occupied or entertained)

XVI. AGENCY CHECK: cSEDTC

1. NATIONAL ACENCY CHECK: (List down national agency and discuss result of investigation conducted.)

2. LOCAL AGENCY CHECK: (List down local agency and discuss result of investigation conducted.)

XVII. USE OF INTOXICANTS AND DRUGS:

(Give a brief summary of any information obtained regarding subject's use of intoxicants (moderate, heavy or none) and drugs — that causes changes of behaviour and perception of the subject)

XVIII. ANALYSIS:

(Assessment, description, or explanation of the information obtained based on careful consideration or investigation or understanding of the situation)

XIX. RECOMMENDATIONS:

(Suggestion or endorsement of the best courses of action for the head of office to make decision)

ALLOCATED BUDGETARY REQUIREMENT:

 

 

Note:	10,000 Projected QUOTA per CY (PO1 Applicants)
Target Performance	10,000 TPs
Pax	2 (1 Conducting CBI and 1 for Counter Validation)
Duration	2 days
Unit Level	DI/RIDs/IG-RJOs
Cost per CBI	Php2,000.00

Recapitulation: 2,500/Quarter x Php2,000.00 = Php5,000,000.00/quarter Php5,000,000.00/quarter X 4 Quarters = Php20,000,000.00 Annual

 

n Note from the Publisher: Copied verbatim from the official document.