Revised Policies on the DOTC Merit Selection and Promotion Plan (DOTC-MSPP)

March 29, 2016

DOTC DEPARTMENT ORDER NO. 010-16

 

Department Order No. 2003-57 dated 03 November 2003, otherwise known as the Revised Policies on Merit Promotion Plan (MPP) of the Department of Transportation and Communications, is hereby amended to update the processes, to enhance the procedural and documentary requirements, to establish the responsibilities of all those involved in the selection process, and to conform to CSC Memorandum Circular Nos. 3, s. 2001 dated 26 January 2001 and 4, s. 2005 dated 21 January 2005, for uniform implementation in the DOTC-Central Office and its existing Project Offices including DOTC-MRT-3, its Regional Offices (CAR and CARAGA), and the Sectoral Offices (LTO and LTFRB). HTcADC

Thus, the DOTC MPP is revised and re-titled as the DOTC Merit Selection and Promotion Plan (DOTC-MSPP).

ARTICLE I

Objectives

1. It is the policy of the Department to strictly adhere to the principles of merit, fitness and equality without discrimination in employee selection on account of sex and gender, civil status, disability, religion, ethnicity, or political affiliation. Thus, the selection of employees shall be based on their relevant qualifications and competence to perform the duties and responsibilities of the positions to be filled. In this pursuit, the DOTC-MSPP aims to:

1.1 Establish a system that is characterized by strict observance of the merit, fitness and equality principles in the employees' selection for appointment to positions in the career service in the first and second levels;

1.2 Create equal opportunities to all qualified and competent men and women for employment and career advancement in the Department;

1.3 Establish a system of verifying documents, material statements, and behavioral tendencies of applicants prior to selection; and

1.4 Provide a guide for the speedy and fair adjudication of any protests of employees on promotion and selection. CAIHTE

ARTICLE II

Scope and Application

1. These procedures are applicable to all appointments to career positions in the first and second levels up to the Division Chief/Project Manager position levels or their equivalents in the DOTC-Central Office, Project Management Offices/Project Implementation Units (PMOs/PIUs), DOTC MRT-3, DOTC-CAR/CARAGA, and Sectoral Offices.

2. For Section and Division Chief level positions, Project Managers or equivalent ranks under the DOTC-MRT3/CAR/CARAGA and Sectoral Offices, final deliberation shall be done by the DOTC-Central Office Personnel Selection and Promotion Board (DOTC-CO PSPB) with the presence of the MRT-3-, project-, regional-, sectoral-level PPSBs, and their respective Human Resource Management Officers (HRMOs).

3. For third level positions, the DOTC-CO PSPB shall formulate appropriate procedures for the evaluation of applicants for the recommendation by the DOTC Secretary to the President (see Articles IV and V thereof).

4. When positions in the various levels become vacant, applicants for employment who are competent, qualified, and who possess the appropriate civil service eligibility, training, education, experience, and behavior shall be considered for appointment.

ARTICLE III

Definition of Terms

1. Appointing Authority — refers to the Secretary or his duly designated Undersecretary who issues/signs appointments.

2. Behavior — refers to the action or response of an individual or group to the environment, the manner of conducting oneself, or the way in which someone or something functions or operates.

3. Career Service — means the positions in the civil service characterized by (1) entrance based on merit and fitness to be determined as far as practicable by competitive examination, or based on highly technical qualifications; (2) opportunity for advancement to higher career positions; and (3) security of tenure.

4. First Level Positions — refers to clerical, craft and custodial service positions which involve sub-professional work in a non-supervisory or supervisory capacity requiring less than four (4) years of collegiate studies.

5. In-Depth Selection — is the process of selecting a candidate who initially passes the examinations given by the PSPB concerned which involves the Management Aptitude Test Battery (MATB; a paper-and-pencil test), case study (in-basket/essay-type test), and panel interview. This process is primarily administered to contenders for the supervisory positions and to those not next in rank but possessing superior qualifications and competence, who desire to be included in the selection. If deemed applicable, the in-depth selection may also include the conduct of an Assessment Center (simulation of work scenarios where candidates are evaluated based on their behavioral and cognitive responses to the situations presented). aScITE

6. Integrity Check — is the process of establishing the moral and social fitness of applicants for hiring through background investigation. It involves the verification of documents submitted by applicants, their material statements, references, and behaviors relative to previous employments.

7. Merit Selection and Promotion — is the systematic method of choosing candidates for appointment, and advancing existing employees from one position to another with an increase in duties and responsibilities as authorized by law, and usually accompanied by an increase in salary, on the basis of their appropriate qualifications, fitness and ability to perform the duties and assume the responsibilities of the positions to be filled.

8. Next-in-Rank Positions — refer to positions which, by reason of hierarchical arrangement of positions in the Department, are determined to be in the nearest degree of relationship to a higher position, as contained in the System of Ranking Positions (please see the next entry).

9. Open Positions — refer to those positions that do not have any positions next-in-rank or residual positions of each level that may be filled by lateral/vertical entry.

10. Pending Administrative Case — refers to a situation when the disciplining authority has already filed a formal charge against any officer or employee after finding a prima facie evidence.

11. Personnel Selection and Promotion Board (PSPB) — is a duly constituted body which shall assist the appointing authority in the judicious and objective selection of personnel for appointment and advancement in the Department according to existing civil service law and rules, and previously determined evaluation criteria. The Personnel Selection Board may be interchangeably referred hereto as the PSPB or the Board.

12. Potential — refers to the capacity and ability of a candidate to assume the duties of the position to be filled and those of higher or more responsible positions.

13. Pre-qualifying Examinations — refer to a set of examinations given to shortlisted applicants, from pre-screening, that make them eligible to undergo the next phase of the evaluation process.

14. Promotional/Selection Line-Up — is a listing of incumbents of positions next-in-rank to a vacancy as well as those who, though not next-in-rank, are deemed qualified and competent, together with all the necessary comparative information about each incumbent. DETACa

15. Psycho-Social Attributes and Personal Traits (PSAPT) — refer to the characteristics or traits of a person which involve both psychological and social aspects. Psychological includes the way a person perceives things, ideas, beliefs and understanding and how the person acts and relates these things to others and in social situations. 1

16. Qualified Next-in-Rank — refers to an employee appointed on a permanent basis to a position previously determined to be next-in-rank to the vacancy proposed to be filled and who meets the minimum requirements for appointment thereto as previously determined by the appointing authority and approved by the Civil service Commission.

17. Qualification Standards (QS) — are duly approved statements of the minimum qualifications for each position expressed in terms of education, training, experience, civil service eligibility and other qualities required for the successful performance of the job.

18. Second Level Positions — refers to positions in the professional, technical and scientific work in a non-supervisory or supervisory capacity, including the Division Chiefs up to the Project Manager levels or their equivalents, requiring at least four (4) years of collegiate studies.

19. Superior Qualifications — shall mean outstanding relevant work accomplishments, educational attainment and training appropriate for the position to be filled. It shall include demonstration of exceptional job mastery and potential in major areas of responsibility.

20. System of Ranking Positions (SRP) — is the hierarchical arrangement of positions from highest to lowest in the Department and its project, regional, and sectoral offices, which shall be a guide in determining which position is next-in-rank, taking into consideration the following:

a. organizational structure/s as reflected in the approved organizational chart;

b. salary or range allocations;

c. classification or functional relationships of positions; and

d. geographical location.

21. Third Level Positions — refers to positions that generally require either Career Service Executive Eligibility (CSEE) or Career Executive Service Eligibility (CESE). These positions include the Undersecretary, Assistant Secretary, Bureau Director, Assistant Bureau Director, Regional Director, Assistant Regional Director, Chiefs of Department Services, and other officers of equivalent rank. HEITAD

ARTICLE IV

Composition of the Personnel Selection and Promotion Boards (PSPBs)

1. DOTC-Central Office/Project Management Office — First and Second Level Positions (including Division Chief and Project Manager Positions or their equivalents)

Assistant Secretary for Administration	-	Chairperson
Director, Administrative Service	-	Member
Service Director, Division Chief or the designated
representative of the organizational unit where
the vacancy occurs	-	Member
President of the DOTC Employees
Association (Representing 1st level positions)	-	Member
Chairperson of Legislative Council of DOTC Employees
Association (Representing 1st level positions)	-	Alternative Member
Vice-President of the DOTC Employees
Association (Representing 2nd level positions)	-	Member
Legal Service Representative of the DOTC Employees
Association (Representing 2nd level positions)	-	Alternate Member
Representative of the OSEC (preferably the HEA)	-	Honorary Member
		(non-voting)
Personnel Division	-	Secretariat

2. CAR and CARAGA Regional Offices — First and Second Level Positions2

Assistant Regional Director (to be designated by the
Secretary as recommended by the Regional
Director)	-	Chairperson
Administrative Officer V/Financial and Management
Officer II	-	Member
Chief Transportation Regulation Officer	-	Member
Division Chief or designated representative where
the vacancy occurs	-	Member
President of the Regional Office Employees
Association (Representing 2nd level positions)	-	Member
Chairperson of Legislative Council of RO Employees
Association (Representing 2nd level positions)	-	Alternative Member
Vice-President of the Regional Office Employees
Association (Representing 1st level positions)	-	Member
Secretary of the Regional Office Employees
Association (Representing 1st level positions)	-	Alternate Member
Personnel Section	-	Secretariat

 

3. MRT-3 — First and Second Level Positions3 aDSIHc

Operations Director (Director IV)	-	Chairperson
Administrative Division Chief	-	Member
Unit/Division Chief or designated representative
where the vacancy occurs	-	Member
Legal Officer	-	Member
President of the MRT Employees
Association (Representing 2nd level positions)	-	Member
Chairperson of Legislative Council of MRT Employees
Association (Representing 2nd level positions)	-	Alternative Member
Vice-President of the MRT Employees
Association (Representing 1st level positions)	-	Member
Secretary of the MRT Employees
Association (Representing 1st level positions)	-	Alternate Member
Representative of the GM/Director V	-	Honorary Member
		(non-voting)
Personnel Section	-	Secretariat

4. MRT-3, CAR/CARAGA Regional Offices, and Sectoral Offices — Section and Division Chiefs or equivalent rank positions to be deliberated at the DOTC-Central Office

Assistant Secretary for Administration	-	Chairperson
Director, Administrative Service	-	Member
MRT-3 GM/CAR or Caraga Regional Director/
Sectoral Office Executive Director or Regional
Director	-	Member
MRT-3/Regional/Sectoral Office PSPB Chairperson	-	Member
Representative of the 2nd level positions of MRT-3,
CAR and Caraga, Sectoral Offices	-	Member
Representative of the OSEC (preferably HEA)	-	Honorary Member
		(non-voting)
Personnel Section, MRT-3/CAR/Caraga/Sectoral
Offices	-	Secretariat
Personnel Division, DOTC-Central Office	-	Secretariat

5. Third Level Positions

Undersecretary for Administration/Staff Services	-	Chairperson
Assistant Secretary for Administration	-	Member
Head Executive Assistant	-	Member
Head of Sectoral Office/Attached Agency/
Corporation where the vacancy occurs	-	Member
Director, Administrative Service	-	Secretariat

ARTICLE V

Functions & Responsibilities of the (PSPBs)4

1. Follow strictly the process on the selection of employees for appointment in the government service; ATICcS

2. Ensure that all Board members undergo orientation and workshop on the selection/promotion process and the CSC policies on appointments;

3. Comply with the policy of the three (3) salary grade limitation on promotion, unless otherwise justified, to minimize possible abuse of discretion in the appointment process and to exercise greater scrutiny in the screening of candidates. The 3-salary grade limitation shall apply only to promotion and not to transfer, reemployment, reappointment, and reclassification/upgrading, including appointment from non-career service positions to career service positions and vice-versa;

4. Check the approved agency System of Ranking Positions (SRP) in identifying the next-in-rank positions to be considered in filling a vacant position;

5. Adopt a screening procedure and criteria for the evaluation of candidates for appointment as specified in this Order, taking into consideration the following:

a. Reasonable and valid standards and methods of evaluating the competence and qualifications of applicants competing for a particular position;

b. Criteria for evaluation of qualifications of applicants for appointment must suit the job requirements of the position;

6. Prepare a systematic assessment of the competence and qualifications of candidates for appointment while maintaining fairness and impartiality. Towards this end, the Board may employ the assistance of external or independent resource persons and may initiate innovative schemes in determining the best and most qualified candidate;

7. Supervise the conduct of background/integrity check by the Secretariat to applicants/contenders, when necessary, to serve as supporting documents for the Board in determining the best qualified candidates;

8. Conduct panel interview and/or administer Assessment Center, if necessary, (SG 22 and above); and evaluate and deliberate en banc the qualifications of those listed in the selection line-up;

9. Submit the list and comprehensive evaluation report/s of candidates screened for appointment so that the appointing authority will be guided in choosing the candidates who can efficiently discharge the duties and responsibilities of the position to be filled. The evaluation report should indicate the candidates' meeting the qualification standards, and their competence and other qualifications that are important in the performance of the duties and responsibilities of the position to be filled. Likewise, information about the candidate's preference of assignment should be mentioned in the report; ETHIDa

10. Ensure that the minutes of all deliberations are recorded, properly filed and maintained, which must be made accessible to interested parties upon written request, and for inspection and audit by the CSC, if necessary;

11. Through the PSPB Secretariat, make accessible the following information or documents upon written request:

• Screening procedure and criteria for selection, and its amendments

• Policies relative to personnel action, including the gender and development dimensions of the MSPP

• Approved Agency MSPP;

12. Through the PSPB Secretariat, notify all assessed applicants of their individual ratings on the basis of education, training, experience, eligibility and interview, as well as of the outcome of the evaluation; and

13. Provide information about the individual rating of a particular applicant upon written request subject to the approval of the appointing authority.

ARTICLE VI

Functions & Responsibilities of the Appointing Authority

1. Ensure that the principle of equal opportunity for men and women to be represented in the Board for all levels is upheld;

2. Assess the merits of the Board's comprehensive evaluation report and, in the exercise of sound discretion, select, insofar as practicable, from among the following:

• Top-ranking applicants deemed most qualified to the vacant position;

• Applicants who have undergone deep selection process and found to possess superior qualifications; and

3. Issue appointments in accordance with the provisions hereof.

ARTICLE VII

Functions and Responsibilities of the PSPB Secretariat

1. Disseminate copies of the approved Merit Promotion and Selection Plan (MPSP) and its annexes to all officials and employees and conduct orientation to ensure awareness and understanding of the Plan; TIADCc

2. Develop the System of Ranking Positions (SRP) for review and recommendation of the PSPB and approval of the appointing authority, copy furnished the CSC Regional and its Field Offices for reference purposes;

3. Publish vacant position/s in the CSC Bulletin of Vacant Positions, the agency website, or through other modes of publication, and post the same in at least three (3) conspicuous places in the Office, for at least ten (10) calendar days.

 Publication of a particular vacant position shall be valid until filled but not to extend beyond six (6) months reckoned from the date the vacant positions were published.

 In the issuance of appointments, the requirement for publication is deemed complied with if the process of application and screening started within six (6) months from publication and if the vacancies are filled not later than nine (9) months from the date/s of publication.

 Should no appointments be issued within the 9-month period, the Department/Agency/Office has to cause the re-publication of the vacant position;

4. Conduct preliminary evaluation (pre-screening) of the qualifications of all candidates. Those initially found qualified shall undergo further assessment such as the pre-qualifying examinations;

5. Review/re-evaluate the qualifications of DOTC-MRT3/CAR/Caraga/Sectoral Offices' candidates' based on the documents submitted by either the candidates or their respective central/regional PSPBs;

6. Notify all applicants who did not qualify for the preliminary evaluation;

7. Administer appropriate tests to qualifying applicants, the results of which will be used by the Board in its deliberation;

8. Facilitate the conduct of in-depth selection process (for supervisory positions and lower positions that need to undergo the in-depth process);

9. Prepare the Comparative Evaluation Sheet Summary of qualified contenders, including next-in-rank and outside applicants, within fifteen (15) days from completion of the examinations;

10. When necessary, or as instructed by the Board, conduct background investigation/integrity check to contenders using reference questionnaire and authenticated documents (e.g., resume, Diplomas/Transcript of Records, Certificate of Eligibility, BAR/Board examination certificates, certificate/s of previous employment, attestations and/or testimonies, etc.) submitted by the contenders under oath. The result of the background check shall be submitted to the Board during its deliberation;

11. Submit the Comparative Evaluation Sheet Summary (see Annex "A") of qualified candidates and their dossiers (individual candidate folders) to the Board for deliberation; cSEDTC

12. Record the proceedings during the deliberation and prepare the Minutes of Deliberation for signature of the Board Members;

13. Prepare the Appointment/Position Description Form of the appointee and other necessary attachments, and course the same through the PSPB for signature of the appointing authority;

14. Notify all applicants of the status of their application after all the recruitment and selection procedures have been completed; and

15. Maintain all evaluation documents and records of the deliberation, which must be made accessible to interested parties upon written request to the PSPB and for inspection and audit by the CSC.

ARTICLE VIII

Responsibilities of the Applicants

1. Applicants shall be conclusively bound by the rules, proceedings, procedures, evaluation and results thereof; and

2. Submit complete documentary requirements (original or certified true copied within the set deadline. Failure to do so shall be a ground for disqualification from the selection process.

ARTICLE IX

Basic Policies in the Selection and Promotion Process

1. All appointees should be screened and evaluated by the PSPB, if applicable. As proof thereof, a certification signed by the PSBP Chairperson at the back of the appointment or, alternatively, a copy of the proceedings/minutes of the Board's deliberation shall be submitted together with the appointment. The issuance of appointment shall not be earlier than the final screening/deliberation of the PSPB.

 Candidates for the following appointments shall no longer be subject to the screening of the PSPB:

a. Substitute appointment due to their short duration and emergency nature. However, should the position be filled by regular appointment, candidates for the position should be screened and passed upon by the PSPB;

b. Appointment to entry laborer positions; and

c. Change of status of appointment from temporary to permanent.

2. Vacant positions shall be published at the CSC Bulletin of Vacant Positions, the agency website, and/or other modes of publication prior to filling-up. If not filled within nine (9) months, they should be re-published. Failure to comply with the publication requirements shall subject the PSPB Secretariats concerned to administrative discipline, subject to the existing civil service rules and regulations. AIDSTE

3. All next-in-rank employees within the Division, Project Office or Service of the Department Central Office, MRT-3, CAR/Caraga Regional Offices, and Sectoral Offices should apply and shall be considered in the selection process; provided they comply with all the requirements on or before the deadline. Being next-in-rank, however, does not guarantee that one will be recommended or selected for the position.

4. No employee may be promoted to a position which is more than three (3) salary, pay or job grades higher than the employee's present position except in very meritorious cases, i.e., if the vacant position is next-in-rank as identified in the System of Ranking Positions (SRP), if it is the lone or entrance position as indicated in the staffing pattern, or for other justifiable reasons.

4. n  An employee should have rendered at least Very Satisfactory performance for the last rating period in the present position before being considered for promotion.

5. A newly hired employee may be promoted to the next higher position only after six (6) months, provided that said employee has fully complied with the requirements of the probationary period 5 and after being rated at least Very Satisfactory performance.

6. Promotion within six (6) months prior to compulsory retirement shall not be allowed except as otherwise provided by law.

7. In the filling up of vacancies, employees of the Department shall, as much as possible be given reference over outsiders; candidates from within the Division shall be preferred over those from other Offices or Divisions; those from within the Service shall, likewise, have priority over those from the outside; provided however, that in all cases, the qualifications of the insiders are at least equal or comparable to those from outside the Division, Service or Department.

8. All qualified next-in-rank incumbents are automatically considered for promotion to the next higher vacant position. 6 In case of disinterest, the incumbent shall submit a waiver thereof for the information of the Personnel Division/Section.

9. Any qualified employee, whether or not next-in-rank or recommendee of immediate supervisor, may apply for the vacant position. Application shall be considered if the employee files the same and the other requirements on or before the deadline set by the Board. Applications filed beyond the deadline or without the documentary requirements shall not be accepted, or shall be disregarded. SDAaTC

10. All applicants who will undergo the selection process should have already passed the pre-screening process based on the criteria prescribed in the Qualification Standards (minimum requirements for education, training, experience and, on certain positions, eligibility). Therefore, applicants will be given additional points only when they exceed the minimum requirements.

11. The filing of application for a position or the participation in, or absence of written objection to, the selection process or the membership of the Board submitted prior to the commencement thereof, shall conclusively bind the concerned employee and the requesting officer for the filling up to the proceedings, the procedures, the rules, the evaluation and the results thereof.

12. Evaluation of candidates for positions below Section Chief (SG-22) shall be based on paper qualifications (education, training, experience, eligibility, present position, performance ratings, compliance to rules, awards, etc.), and may include competencies required of the position.

13. Selection of candidates for the positions of Section Chief and Division Chief (SG-22 to 25) shall undergo a two-step process:

a. Evaluation of paper qualifications

b. In-depth selection (MATB, in-basket, case study, assessment center, panel interview)

14. When there is a mix of contenders (insiders and outsiders) vying for one position, all the contenders will be assessed based on: Education, Training and Experience (ETE), Technical Competencies and Potential, and Psycho-Social Attributes and Personality Traits (PSAPT). They shall undergo written and oral examinations (presentation, group discussion, panel interview) for the PSPB to gauge their technical competencies and potential. Background investigation and interviews shall be used to measure the PSAPT. All candidates, whether they are for hiring (outsiders) or for promotion (insiders) shall undergo the aforementioned written and oral examinations. 7

15. For more objectivity and fairness in determining the most qualified contender, the Board may employ more stringent evaluation instruments and engage third-party assessors, with honoraria, such as HR consultancy organizations or private HR practitioners.

16. Seniority in the service shall only be considered when the contenders are of equal qualifications, or when all criteria shall have been thoroughly applied and the results show that contenders have the same scores and ranks. AaCTcI

17. Should there be a failure of selection for any reason, the selection process shall be declared null and void. Said position shall be re-published for filling up one (1) month after the declaration of nullity, subject to the usual process. Previous applicants shall no longer be allowed to re-apply.

18. Final deliberation for supervisory position levels (Section and Division Chiefs or equivalent rank) under the MRT-3, CAR, Caraga, and Sectoral Offices shall be done at the DOTC-CO PSPB.

17.1 n  The contenders from the MRT-3, DOTC Regional Offices and Sectoral Offices shall have been pre-screened by their respective PSPBs prior to deliberation at the Department.

17.2 In the event that the DOTC-CO PSPB Secretariat's assistance is requested in the evaluation of candidates of the MRT-3, CAR, Caraga and Sectoral Offices, any incidental expenses incurred by the DOTC-PSPB Secretariat shall be shouldered by the requesting offices.

17.3 The following documentary requirements shall be submitted to the DOTC-CO by the respective PSPBs of MRT-3, CAR/Caraga and Sectoral Offices for further evaluation and deliberation:

a. Approved Plantilla of Personnel of the office concerned

b. Proofs of Publication

c. Minutes of Meeting of the MRT-3/CAR/Caraga/Sectoral Office Personnel Promotion and Selection Board except for PMOS and PIUs (their procedures are performed at the DOTC Central Office) indicating its recommendation and justifications for such

d. Comparative Evaluation Summary Sheet using the DOTC-CO Form (see Annex "A"); other evaluation forms

e. Authenticated/Certified true copies of Résumé, Transcript of Records, CSC Eligibility/Result of Board/Bar Exams, professional licenses (when applicable to the position being applied for), and Certificates of Training or Seminars attended by all the contenders

f. Other supporting documents as may be required

17.4 The MRT-3, CAR and Caraga, and the Sectoral Offices shall use the DOTC evaluation/rating sheet forms in the evaluation of candidates for the subject positions.

17.5 The PSPBs of the MRT-3, CAR, Caraga and Sectoral Offices shall submit their respective resolutions, together with the DOTC evaluation/rating sheet forms and other documentary requirements within two (2) weeks from the issuance thereof, which should be prepared within two (2) weeks after the deliberation of the position/s being filled. acEHCD

18. n  All test results, scores, evaluation tables, rankings, and other selection data and documents prepared by the Secretariat are for the exclusive use of the Board. They are not conclusive until the Board has reviewed and confirmed the same. Accordingly, these papers are not for dissemination to the candidates, the employees or the public. However, a candidate may request only for own scores. 8

19. Only duly approved/attested appointments shall be posted/announced.

ARTICLE X

Procedures for Hiring and Promotion (Regular Selection Process)

A. Request for filing up of positions

1. DOTC-CO — the concerned Division Chief, Project Manager/Director, Service Director, Assistant Secretary or Undersecretary shall request the PSPB Chairperson to fill, or to cause the filling-up of, the vacant positions;

2. DOTC-MRT-3 and CAR/Caraga Regional Offices — the concerned Division Chiefs shall request the MRT-3 General Manager or the CAR/Caraga Regional Director, through their respective PSPB Chairpersons, to fill the vacancies.

3. Sectoral Offices — the concerned Division/Service Chiefs shall address their requests to the Agency Heads through their PSPB Chairperson.

4. When applicable, the request for filling up of positions shall be recommended by the requesting officer's immediate supervisor.

B. Funding

5. The PSPB Secretariats concerned, upon receipt of the request/instruction to fill, shall request the Budget Division/Unit for a Certification of Availability of Funds for the subject position/s.

C. Publication

6. Upon receipt of the Certification of Availability of Funds (CAF), the PSPB Secretariat concerned shall immediately cause the publication of the same in the Civil Service Commission Bulletin of Vacant Positions, agency website or other modes. Information for publication shall include the position's qualification standards, salary grade, item number, general description of the nature and functions, required competencies, and other position attributes.

7. Positions exempted from the publication requirement:

• Primarily confidential positions EcTCAD

• Positions which are policy-determining

• Highly technical positions

• Other non-career positions

• Positions to be filled by existing regular employees in the Department and its Regional/Sectoral Offices in case of reorganization

D. Posting

8. The PSPB Secretariat concerned shall post the vacancy announcement in the Office premises in at least three (3) conspicuous places for at least ten (10) calendar days, identifying the vacancies, the minimum requirements for the vacant positions (education, training, eligibility, and experience), job description, the documentary and other requirements, and the deadline for their submission. Campus recruitment and other alternative modes may also be employed to ensure wider selection.

9. The PSPB Secretariat shall also inform the next-in-rank employees in writing, in addition to the posting of announcements in the bulletin boards, of the vacancies to be filled up, the qualifications for the position, the requirements, and the deadline for the submission thereof.

E. Submission of Documentary Requirements

10. Next-in-rank employees and other applicants shall submit the complete documentary requirements on or before the deadline. Candidates/applicants who were unable to meet the deadline for reasons not attributed to their own fault or negligence, may request the Board in writing for an extension of not more than two (2) additional working days to submit the requirements. However, the next-in-rank personnel who are on local official travel upon the issuance of the notice shall comply with the requirements upon reporting for work.

 Those on foreign travel shall be duly notified immediately and shall be given ten (10) days to comply with the requirements either personally or through an authorized representative. The provisions under Articles XI and XII of these Guidelines shall prevail for situation/position involving an in-depth selection process.

F. Evaluation

11. The PSPB Secretariat shall evaluate all applicants based on the CSC Qualification Standards (QS) and the criteria as prescribed in the succeeding Articles.

12. The PSPB Secretariat shall submit the duly filled-out forms, supporting documents and papers to the Board at least one (1) day before the scheduled deliberation. These documents shall be treated with utmost confidentiality. SDHTEC

G. Deliberation

13. Prior to deliberation, the PSPB Secretariat shall notify the Secretary, through the official in-charge of administrative matters, of the scheduled deliberation.

14. As scheduled, the Board shall deliberate on the data and information of the candidates in relation to the pre-established standards, requirements and criteria, and rank them in accordance with their scores.

15. The Board shall submit to the Secretary or to his duly designated representative its comprehensive narrative report on the candidates screened, for decision and issuance of appointment. The report shall be accompanied by the Minutes of Deliberation, Comparative Evaluation Sheet Summary (see Annex "A"), and other supporting documents.

ARTICLE XI

Standards and Criteria for Evaluation

The candidates shall be evaluated and rated on the basis of the following:

A. PROMOTION (For Positions NOT REQUIRING Skills Demo):

 See Annex "B", Evaluation Form for Promotion (not requiring Skills Demo)

1. PERFORMANCE RATING (25%)

 Basis: Individual Performance Commitment and Review (IPCR) Report Form for the last semester

 The performance ratings of the candidates for the last rating period before the deliberation should be at least Very Satisfactory starting from 4.000 to 5.000. In cases where the candidates were on training abroad, on full time training locally, or on approved leave of absence (except vacation leave and/or extended sick leave of 3 months or more), their performance rating for the last rating period immediately prior to their departure for training abroad or the start of the local training or leave of absence shall be considered.

PERFORMANCE RATING		EQUIVALENT MSPP
BASED ON IPCR		POINT SCORES
4.000	=	5
4.001-4.040	=	6
4.041-4.080	=	7
4.081-4.120	=	8
4.121-4.160	=	9
4.161-4.200	=	10
4.201-4.240	=	11
4.241-4.280	=	12
4.281-4.320	=	13
4.321-4.360	=	14
4.361-4.400	=	15
4.401-4.440	=	16
4.441-4.480	=	17
4.481-4.520	=	18
4.521-4.560	=	19
4.561-4.600	=	20
4.601-4.640	=	21
4.641-4.680	=	22
4.681-4.720	=	23
4.721-4.760	=	24
4.761-4.800	=	25
4.801-4.840	=	26
4.841-4.880	=	27
4.881-4.920	=	28
4.921-4.960	=	29
4.961-5.000	=	30

 

2. RELEVANT EXPERIENCE (15%)

 Bases: Appointments, Service Records, Office Orders, Designations, Actual Duties and Responsibilities, Position Description Form, etc. HSAcaE

 In determining the equivalent rating for this factor, all services rendered by the candidate, whether in government or private office will be considered, provided that the same is supported by any authenticated document. Relevant experience shall be based on the candidate's tenure in the subject occupational group and those obtained by performing the duties and responsibilities of the vacant position in an acting capacity and/or any equivalent positions. Signed Office Orders, Designations, Reassignment, Position Description Form, and other compelling documents are required for such experience to be credited.

Meets the minimum requirement per Qualification Standards — 0%

Over and above or in addition to the minimum requirement for the position:

One (1) year — 5%

Two (2) years — 8%

Three (3) years — 11%

Four (4) years — 13%

Five (5) years — 15%

3. INTERVIEW (15%)

Basis: Interview Rating Sheet

Based on the Interview Rating Sheet Factors (each factor is given a maximum rating of 3%)

General Appearance — 3%

Manner of Speaking — 3%

Alertness — 3%

Ability to Present Ideas — 3%

Initiative — 3%

4. PRESENT POSITION (10%)

 Bases: Merit Promotion and Selection Plan/System of Ranking Positions (MSPP/SRP); DBM Index of Occupational Services (IOS) AScHCD

 The determination of position ranking shall be based generally on the official MSPP/SRP. When an internal reorganization has been implemented in the Department, the positions and rankings pursuant to such reorganization shall be observed for purposes of the selection process only, if the DOTC Secretary officially recognized the said arrangement in writing.

 When a candidate who is next-in-rank within the division or service is officially detailed or assigned in another office, the detail or assignment shall not be counted against the employee concerned.

4.1 Next-in-Rank and within the same occupational group — 10%

 Within the Division — 10%

 Within the Service — 9%

 Within the Office of the Assistant Secretary concerned — 8%

 Within the Department — 7%

 Other Government Office — 6%

4.2 Next-in-Rank but within the other occupational groups — 8%

 Within the Division — 8%

 Within the Service — 7%

 Within the Office of the Assistant Secretary concerned — 6%

 Within the Department — 5%

 Other Government Office — 4%

4.3 All other qualified candidates — 6%

 Within the Division — 6%

 Within the Service — 5%

 Within the Office of the Assistant Secretary concerned — 4%

 Within the Department — 3%

 Other Government Office — 2%

5. EDUCATION (10%)

 Bases: Transcript of Scholastic Records, Report of Rating, Diploma HESIcT

 Division Chief Positions (SG-24 and Above)

 Doctor's Degree relevant to the position — 10%

 Doctor's Degree Units relevant to the position (at least 30 units) — 5%

 Meets the minimum requirement per QS — 0%

 Second Level Positions (Below Division Chiefs)

 Master's Degree relevant to the position — 10%

 Master's Degree Units relevant to the position (at least 30 units) — 5%

 Meets the minimum requirement — 0%

 First Level and Clerical Positions

 Master's Degree or Units relevant to the position (at least 30 units) — 10%

 College Graduate — 8%

 Meets the minimum requirement — 0%

 Utility Work/Trades and Crafts

 College Graduate — 10%

 College Undergraduate — 9%

 Graduate of a Vocational/Associate Course — 8%

 High School Graduate — 7%

 High School Undergraduate — 6%

 Meets the minimum requirement — 0%

 If a candidate possesses two (2) or more additional educational qualifications, the candidate shall receive points only for the higher/highest qualification and the most relevant educational degree.

6. TRAINING (10%)

 Bases: Certificates of Training Attended

 Meets the minimum requirement per Qualification Standard — 0%

 Over and above or in addition to the minimum requirement

 1 to 4 hours in excess of the minimum — 2%

5  to 8 hours in excess of the minimum — 4%

 9 to 12 hours in excess of the minimum — 6%

 13 to 16 hours in excess of the minimum — 8%

 17 hours or more — 10%

7. AWARDS (10%)

 Bases: Certificates, Plaques or Trophies

 Employees who received awards from the Civil Service Commission or under the Program on Awards and Incentives for Service Excellence (PRAISE) or its equivalent for consistent dedicated performance, or ideas, suggestions or innovations adopted by the Department or the bureaucracy, or performance of an extraordinary act or service in the public interest related to employment, or outstanding community service or heroic act in public service not related to official functions as public servant or similar worthy acts or significant contributions. AcICHD

• Given by CSC or DOTC PRAISE — 10%

• Given by other bodies, i.e., LGUs, NGOs (subject to verification) — 5%

 Awards shall be used only once for a particular selection period and shall earn the maximum points for any one of the above categories, regardless of the number of awards received by an applicant/contender. Once these awards are already used, they can no longer be made as reference for future promotion as the earning of points requires awards received during incumbency in a present position.

8. COMPLIANCE TO RULES (5%)

 With no findings of guilt in an administrative case and no pending formal charge — 5%

 With no findings of guilt in an administrative case but sternly warned or admonished and no pending formal charge — 4%

 With pending formal charge in an administrative case punishable by one (1) month suspension or less or equivalent — 3%

 With pending formal charge in and administrative case punishable by more than one (1) month suspension or equivalent — 2%

 Declared guilty in an administrative case — 0%

B. PROMOTION (For Positions REQUIRING Skills Demo):

 See Annex "C", Evaluation Form for Promotion (requiring Skills Demo)

 Contenders for positions requiring certain skills shall have the same selection criteria as above, except on the following amendments:

 Interview — 10%

 Skills Demo — 5%

 For positions requiring proficiency and tests for actual job application, the supervisors and/or requesting officers for the filling of such positions shall submit to the DOTC-CO PPSB, through the Secretariat, their test instruments and criteria for validation and approval prior to the conduct of skills demo. caITAC

C. SELECTION AND HIRING OF NEW ENTRANTS

 See Annex "D", Evaluation Form for Selection and Hiring of New Entrants

1. DOTC PRE-PLACEMENT EXAMINATIONS (35%)

• Written examination — 25%

• Skills demo or practicum, if applicable (to be rated by the concerned supervisor) — 10%

If skills demo or practicum is not applicable, the written exam shall constitute 35%.

2. INTERVIEW (20%)

 Based on the Interview Rating Sheet Factors (each factor is given a maximum rating of 4%)

 General Appearance — 4%

 Manner of Speaking — 4%

 Alertness — 4%

 Ability to Present Ideas — 4%

 Initiative — 4%

3. RELEVANT EXPERIENCE (15%)

 Meets the minimum requirement per Qualification Standard — 0%

 Over and above or in addition to the minimum requirement for the position:

 One (1) year — 5%

 Two (2) years — 8%

 Three (3) years — 11%

 Four (4) years — 13%

 Five (5) years — 15%

4. EDUCATION (10%)

 Bases: Transcript of Scholastic Records, Report of Rating, Diploma

 Division Chief Positions (SG-24 and above):

 Doctor's Degree relevant to the position — 10%

 Doctor's Degree Units relevant to the position (at least 30 units) — 5%

 Meets the minimum requirement per Qualification Standards — 0%

 Second Level Positions (Below Division Chiefs):

 Master's Degree relevant to the position — 10%

 Master's Degree Units relevant to the position (at least 30 units) — 5%

 Meets the minimum requirement — 0%

 First Level and Clerical Positions:

 Master's units relevant to the position (at least 30 units) — 10%

 College Graduate — 8%

 Meets the minimum requirement — 0%

 Utility Work/Trades and Crafts

 College Graduate — 10%

 College Undergraduate — 9%

 Graduate of a Vocational/Associate Course — 8%

 High School Graduate — 7%

 High School Undergraduate — 5%

 Meets the minimum requirement — 0%

 In cases where a candidate possesses two (2) or more additional educational qualifications, the candidate shall receive points only for the higher/highest qualification and the most relevant educational degree. TAIaHE

5. RELEVANT TRAINING (10%)

 Meets the minimum requirement per Qualification Standard — 0%

 Over and above or in addition to the minimum requirement for the position:

 1 to 4 hours in excess of the minimum — 2%

 5 to 8 hours in excess of the minimum — 4%

 9 to 12 hours in excess of the minimum — 6%

 13 to 16 hours in excess of the minimum — 8%

 17 hours or more in excess of the minimum — 10%

6. AWARDS (10%)

 Basis: Certificate, Plaque, Trophy

 These refer to the awards received by the applicant as reward for the performance of an extraordinary act or service to the public in relation to previous employment, or outstanding community service or heroic act in the civil society or similar worthy acts or significant contributions. These awards shall be subject to verification by the Board Secretariat.

 Certificate — 5%

 Plaque/Trophy — 10%

D. SELECTION AND HIRING OF MIXED APPLICANTS (Insiders and Outsiders)

 See Annex "E", Evaluation Form for Selection and Hiring of Mixed Applicants

 When a vacant position is applied for by career and non-career personnel of the Department, or career and non-career personnel of other government agencies, or other applicants from the private sector, or unemployed individuals, the following criteria shall be used: ICHDca

1. RELEVANT EXPERIENCE (15%)

 Meets the minimum requirement per Qualification Standard — 0%

 Over and above or in addition to the minimum requirement for the position:

 One (1) year — 5%

 Two (2) years — 8%

 Three (3) years — 11%

 Four (4) years — 13%

 Five (5) years — 15%

2. RELEVANT EDUCATION (10%)

 Bases: Transcript of Scholastic Records, Report of Rating, Diploma

 Division Chief Positions (SG-24 and above):

 Doctor's Degree relevant to the position — 10%

 Doctor's Degree Units relevant to the position (at least 30 units) — 5%

 Meets the minimum requirement per Qualification Standards — 0%

 Second Level Positions (Below Division Chiefs):

 Master's Degree relevant to the position — 10%

 Master's Degree Units relevant to the position (at least 30 units) — 5%

 Meets the minimum requirement — 0%

 First Level and Clerical Positions:

 Master's units relevant to the position (at least 30 units) — 10%

 College Graduate — 8%

 Meets the minimum requirement — 0%

 Utility Work/Trades and Crafts

 College Graduate — 10%

 College Undergraduate — 9%

 Graduate of a Vocational/Associate Course — 8%

 High School Graduate — 7%

 High School Undergraduate — 5%

 Meets the minimum requirement — 0%

3. RELEVANT TRAINING (10%)

 Meets the minimum requirement per Qualification Standard — 0%

 Over and above or in addition to the minimum requirement for the position:

 1 to 4 hours in excess of the minimum — 2%

 5 to 8 hours in excess of the minimum — 4%

 9 to 12 hours in excess of the minimum — 6%

 13 to 16 hours in excess of the minimum — 8%

 17 hours or more in excess of the minimum — 10%

4. TECHNICAL EXAMINATIONS (35%)

• Written examination — 25%

• Skills demo or practicum, if applicable (to be rated by the concerned supervisor) — 10%

 If skills demo or practicum is not applicable, the written exam shall constitute 35%.

5. BEHAVIORAL EXAMINATIONS (30%)

• Psychosocial/Personality Traits Tests — 15%

• Interview — 15%

ARTICLE XII

In-Depth Selection Process

1. Scope of Application

The in-depth selection process is mandatory in the filling-up of all vacant project managers, division chiefs, and section chiefs and/or equivalent positions (up to Salary Grade 22), in the DOTC Central Office, its Regional Offices (CAR and CARAGA), MRT-3, and Sectoral Offices. However, positions with Salary Grades 15 or higher, other than those mentioned above, may also be subjected to an in-depth selection process upon the request of the head of the office/unit concerned. cDHAES

Heads or Chairmen of Selection Boards of Sectoral Offices may request in writing for the conduct of a deep selection process in their respective offices by the DOTC-CO or the CSC, the result of which shall be presented to the DOTC-CO PSPB for final evaluation and deliberation.

2. Nature of the in-Depth Selection Process

The process seeks to determine the qualifications of the candidates in addition to those that are available in their 201 files and in the records of the Personnel Division/Section/Unit insofar as they relate to their leadership, managerial or supervisory aptitude, competence and experience. While the process considers performance, present position, experience, education, training and awards, it gives emphasis to the possession of certain traits, skills, attitude, disposition and capabilities that equip and make a candidate ready and suitable to perform functions of a project manager, division chief, section chief or personnel of equivalent or higher rank. The process will also give weight to the knowledge of a particular contender on the vacant position.

3. Basic Policies in the In-Depth Selection Process

4.1 n  The basic policies and procedures in the regular selection process shall likewise apply in the in-depth selection process. TCAScE

4.2 The candidates shall have first passed the criteria in the regular selection process. This constitutes Part I of the in-depth selection process. Those who scored a total of at least seventy-five percent (75%) of Part I will advance to Part II of the in-depth selection process to be administered in phases or a series of weekly elimination, consisting of the Management Aptitude Test Battery (MATB) 1 & 2, In-Basket tests/Case Study, Panel Interview/Assessment Center, and/or practicum/skills tests, when applicable. For objectivity and fairness, the DOTC-CO PSPB may opt to request the Civil Service Commission or other agencies, either government or private, to conduct the in-depth examinations.

4.3 Only those candidates who passed the first phase of Part II shall advance to the remaining phases, each with a passing score of seventy-five percent (75%), until the candidate most fit for the position shall have been determined and declared.

4.4 In all of these activities, the candidates who qualified for advancement to the succeeding phases will be notified of the schedules. Candidates who did not qualify shall likewise be notified accordingly.

4.5 Candidates who fail to show up for the scheduled activities shall be disqualified from the selection process. The contenders shall be notified of any change in schedule at least five (5) days prior to the holding of the examinations.

4.6 All members of the Selection Board, requisitioning officers, and other examiners shall abide by the weekly scheduling of examinations in submitting their examination materials, and the results thereof, to the Secretariat. They are enjoined to ensure that the contents of the examination materials to be given are not only confined to matters pertaining or related to the vacant position, but also on the behavior of the applicants.

4.7 Candidates may not need to undergo the entire series of examinations in Part II. In the event that only one from among the remaining candidates passed the threshold (75%) in any phase, the Board may submit the results to the appointing authority for disposition. ASEcHI

4. Procedures for Evaluation in the In-Depth Selection Process

4.1 One (1) week after the evaluation of candidates in Part I and after determining those who will advance to Part II, the Secretariat shall schedule the Management Aptitude Test Battery (MATS) 1 & 2. Candidates shall get at least seventy-five percent (75%) of the total MATB score to qualify for the next phase.

4.2 A week after, the Secretariat shall schedule the In-Basket Tests/Case Study for those who passed the MATB, Candidates who got at least seventy-five percent (75%) shall advance to the next phase.

4.3 Another week after, the Secretariat shall schedule the Panel Interview or Assessment Center.

4.4 When Practicum or Skills Demo is necessary, the Secretariat shall also schedule the holding thereof one (1) week after the Panel Interview or Assessment Center.

4.5 The Secretariat shall summarize, tabulate and systematically arrange the results of the tests and other relevant selection data in every phase, rank the candidates according to their scores, and present the same to the Board for evaluation and deliberation.

4.6 The Board shall deliberate on the scores obtained by the candidates in every phase, and submit to the appointing authority the list of ranked candidates for decision.

ARTICLE XIII

Preparation of Appointment

1. After the PSPB deliberation, the Secretariat shall prepare the Minutes of Deliberation for signature of the PSPB members and submit the same, together with the summary of evaluation and ranking, and results of examinations, to the Secretary or the duly designated appointing authority. These documents shall be the bases for the Secretary or appointing authority to choose the appointee from among the final contenders;

2. The Secretary/appointing authority shall return the documents, indicating the choice of appointee, to the PSPB Secretariat for the preparation of appointment. cTDaEH

3. The Secretariat shall prepare the appointment and route the same to concerned authorities for signature, complete with attachments (Position Description Form, Personal Data Sheet, and Minutes of PSPB Deliberation), After which, the Personnel Division/Section/Unit, being the Secretariat, shall indicate its attestation of the same (only when accredited by the Civil Service Commission to take final actions on appointments);

4. The Secretariat shall submit the Report on Appointments Issued (RAI) and a copy of the appointment to the concerned CSC Field Office for attestation or notation within thirty (30) days upon issuance of said appointment.

5. The Secretariat shall also distribute copies of the appointment to the following:

• Appointee — Original Copy

• Treasury, Accounting and Budget Divisions, Resident COA Auditor, Comptrollership Service, and CSC — Certified True Copies

• 201 File — Certified True Copies

6. The Secretariat shall likewise post the name of the appointee in the Bulletin Board as the PSPB's welcome gesture to the organization and for everybody's information.

7. The proposed appointee shall assume office within thirty (30) days after receipt of appointment; otherwise the appointment shall be cancelled.

10. The Secretariat shall notify the concerned employee of the submission of the required documents to facilitate the release of the 1st salary (for new entrants) or salary differential (for newly promoted personnel).

ARTICLE XIV

Notice to Contenders

1. The PSPB Secretariat shall notify the contenders on the result of the deliberation two (2) working days after the issuance of the appointment of the selected applicant, except in the in-depth selection process where disqualified candidates are notified immediately after each phase.

2. In case of Failure of Selection, the Secretariat shall also notify the candidates of such failure.

ARTICLE XV

Protest9

1. Who May File a Protest

Only officers or employees who are qualified next-in-rank on the approved SRP, and who applied for the position deliberated upon by the Board, have the right to appeal initially to the appointing authority or head of agency within fifteen (15) calendar days from the issuance of the appointment of an employee as provided for in Items 3 and 4 hereof. ITAaHc

Should the Protest be denied, the aggrieved officer or employee may then file a protest with the Civil Service Commission Regional Office (CSC-RO), then to the Civil Service Commission Proper.

2. What May be the Subject of a Protest

a) An appointment made in favor of another next-in-rank employee who is not qualified;

b) An appointment made in favor of one who is not next-in-rank;

c) An appointment made in favor of one who is appointed by transfer and not next-in-rank, or by reinstatement, or by original appointment, if the employee making the protest is not satisfied with written special reason or reasons given by the appointing authority for such appointment;

d) Non-compliance with the selection process;

e) Discrimination on account of gender, civil status, disability, pregnancy, religion, ethnicity or political affiliation;

f) Disqualification of applicant to a career position for reason of lack of confidence of the appointing authority; and

g) Other violations of the provisions of this Merit Selection and Promotion Plan.

3. Form and Content of Protest

The protest shall be written in clear, simple and considered language, and in a systematic manner and shall contain (a) the position contested including its item number and salary per annum attached thereto; (b) the full name, office, position and salary per annum of both protestant and the protestee; (c) the facts constituting the protest; and (d) the comparative qualification of both the protestant and protestee showing their education, training, experience, outstanding accomplishments, civil service eligibility, their latest performance ratings, accompanied by a certified true copy of the approved organizational chart/s of the Department or agency where either or both belong, as well as the updated Personal Data sheets of the protestee and protestant.

The aggrieved party shall be called the "Protestant" and the proposed appointee the "Protestee"; provided that, where the Appointing Authority, after evaluation, finally decides in favor of the protestant, the protestee who appeals therefrom shall be called the "Protestee-Appellant" and the former protestant, the "Protestant-Appellee."

4. Procedures When to File a Protest

a. The aggrieved next-in-rank employee, who is competent and qualified, shall file the protest in triplicate directly with the Appointing Authority within fifteen (15) days from the date of notice of the issuance of an appointment. Failure to file a protest within the prescribed period shall be deemed a waiver of one's right and no protest shall, thereafter, be entertained. cSaATC

b. The Appointing Authority shall decide the case within thirty (30) days from receipt of the protest or may refer the protest to the official in-charge of administrative matters to assist the former in evaluating it.

c. If the protest is referred for evaluation to the official in-charge of administrative matters, the latter may constitute a body to assist in the evaluation. The constituted body assigned to evaluate the protest shall, within fifteen (15) days from receipt thereof, submit a written report to the Appointing Authority stating therein its findings and recommendations. The Appointing Authority shall finally decide on the case within fifteen (15) days from receipt of the findings and recommendations.

d. A copy of the decision of the Appointing Authority shall be furnished to the official or employee affected within five (5) days from receipt thereof by the Personnel Division/Section.

e. If the aggrieved party is not satisfied with the decision of the Appointing Authority, the concerned employee may elevate the protest to the Civil Service Commission Regional Office (CSC-RO), and then to the Civil Service Commission Proper, within (15) days from receipt thereof.

5. Dismissal of Protest

A protest shall be dismissed on any of the following grounds:

a. The protestant is not a qualified next-in-rank

b. The protest is not directed against a particular protestee but to "anyone who is appointed to the position" or directed to two or more protestees

c. The protest is not in accordance with the required form as prescribed in CSC Resolution No. 1101502 dated 08 November 2011 (Revised Rules on Administrative Cases in the Civil Service)

d. No appointment has been issued or the appointment has been disapproved

e. The protest is filed outside the 15-day reglementary period as provided in Section 81 of the abovementioned Resolution

f. Non-payment of the filing fee

g. Non-submission of a certificate of non-forum shopping

6. Effect of Protest on the Appointment

A protest shall not render an appointment ineffective, unless otherwise declared null and void by the CSC. CHTAIc

In case the protest is finally decided against the protestee, the approval of his appointment shall be recalled and the appointment shall be considered disapproved. The protestee shall be reverted to his original position, if applicable.

ARTICLE XVI

Other Provisions in the Filling-Up of Vacant Positions in Relation to Specific Cases

1. A request to fill a vacancy shall generally be granted, subject to availability of funds, and shall not be denied on the ground that a prospective applicant is on maternity leave or on official training/scholarship locally or abroad. For this purpose, the performance ratings to be considered shall be the rating immediately prior to or after the scholarship/training grant or maternity leave.

2. Those on training on official time, whether locally or abroad, may be considered in the selection process provided they undergo the tests, interview, assessment center, and/or practicum, whichever is applicable, as scheduled. Those who anticipate that their training abroad will prevent them from participating in the in-depth selection process should address their concerns to the service or division chief or office head and appeal not to request for the filling up of the vacancy in their absence.

ARTICLE XVII

Audit

The DOTC-CO PSPB and Secretariat may conduct an audit on the MSP implementation in the DOTC-MRT3/CAR/CARAGA and Sectoral offices, one (1) year after its implementation. Funding for this purpose shall be provided, subject to the usual accounting and auditing rules and regulations.

ARTICLE XVIII

Dissemination

1. Upon approval by the CSC, this Merit Promotion and Selection Plan shall be furnished to all DOTC Officials, Service Directors, and Division Chiefs, DOTC Employees Association, Project Management Offices, DOTC-CAR/CARAGA, and Sectoral Offices. Also, copies thereof shall be posted in all DOTC bulletin boards.

2. Further, the PSPB Secretariat shall conduct an orientation within six (6) months from its approval by the CSC to the following offices:

2.1 DOTC-Central Office — Division Chiefs/Section Chiefs

2.2 DOTC-MRT3/CAR/CARAGA/Sectoral Offices, and Attached Agencies/Corporations, if practicable — Personnel Selection Boards/Human Resource Management Officers cHDAIS

3. Division Chiefs shall orient their respective staff upon receipt of the copy of the MSP and after attending the orientation.

ARTICLE XIX

Repealing Clause

Department Order No. 2003-57 and all previous issuances that are inconsistent herewith are hereby deemed superseded, amended, or repealed accordingly. Any subsequent amendments to this Plan shall be submitted to the Civil Service Commission-National Capital Region (CSC-NCR) Office for approval.

ARTICLE XX

Effectivity

This amended DOTC-MSPP shall take effect and/or implemented upon approval by the CSC.

ARTICLE XXI

Statement of Commitment

The Secretary/Head of Agency hereby commits to implement and abide by the provisions of this Merit Selection and Promotion Plan. It is understood that this MSPP shall be the expeditious approval of appointments.

(SGD.) JOSEPH EMILIO AGUINALDO ABAYASecretary

APPROVED BY:

(SGD.) LYDIA A. CASTILLODirector IVCivil Service CommissionNational Capital Region

Footnotes

1. CSC MC No. 3, s. 2001.

2. Although all first and second level positions are evaluated and deliberated upon by the Boards of these offices, the final deliberation on the Section and Division Chief level positions shall be done at the DOTC-Central Office (see Item 2, Article II [Scope and Application], page 2 of this Order).

3. See above annotation.

4. CSC MC No. 4, s. 2005.

5. CSC MC No. 5, s. 2005 dated 12 January 2005 (Rules on Probationary Period for Permanent Appointment in the Career Service), DOTC Office Order No. 2005-44 dated 18 May 2005 (Implementing Guidelines on Probationary Period for Permanent Appointment in the Career Service), and DOTC Office Order No. 2005-54 dated 21 July 2005 (Procedural System in the Execution of DOTC Office Order No. 2005-44).

6. Item No. 10, CSC MC No. 3, s. 2001.

7. CSC-DND Field Office opinion dated 03 February 2010, as based on CSC Merit Selection Plan.

8. Affirmed by the DOTC Legal Service in its comments dated 06 August 2013. The comments read in part:

 Generally, Government Agencies are mandated to provide official information, records or documents to any requesting public. However, this rule is not absolute since there are certain limitations in the exercise of the said mandate.

 Pursuant to Section 3, Rule IV of the Rules Implementing Republic Act No. 6713, otherwise known as the "Code of Conduct and Ethical Standards for Public Officials and Employees," every department, office or agency shall provide official information, records or documents to any requesting public, except if: xxx "Such information, record or document sought falls within the concepts of established privilege or recognized exceptions as may be provided by law or settled policy or jurisprudence; and Such information, record or document comprises drafts of decisions, orders, rulings, policy and decisions, memoranda, etc. xxx"

 The issue now is whether or not the detailed results of the evaluation and screening of the Agency's (DOTC's) PSB job applicants may be released to the applicant itself or to any requesting public. Considering that the results of evaluation and screening of the job applicants conducted by the PSB are not yet final or conclusive and will still be submitted to the Head of Agency in the forms of inter-office memoranda or letters for the latter's approval, the said information falls within the concepts of established privilege, which are strictly exclusive to the said Head of Agency.

 Likewise, since the said information are part of the records of the Hiring Agency, which shall be the basis for the deliberation of the credentials and qualifications of its job applicants, the same cannot be tendered to the public as it will prejudice or deprive other applicants of their rights to a fair and impartial proceedings on job hiring. The said principle is consistent with the Government's thrust in promoting fairness and transparency in its service to the public.

 In view hereof, the Government Agency, such as the DOTC, has the discretion to withhold from the public any information regarding the evaluation and screening of job applicants conducted by the PSB and its Secretariat, except the final results thereof, which are approved by the Head of Agency.

9. Item 2 of CSC MC No. 4, s. 2010 dated 08 February 2010 (Revised Policies in the Resolution of Protest Cases); Rule 17 of CSC Resolution No. 1101502 dated 08 November 2011 (Revised Rules on Administrative Cases in the Civil Service).

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

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

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

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