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HUMAN RESOURCES MANAGEMENT OFFICE POLICIES AND PROCEDURES M-009-020-001 MANUAL

ATENEO Coverage: Version Page: DE MANILA ALL EMPLOYEES CONCERNED No.: 1 of 7 UNIVERSITY 2 Section No.: Section Title: Reference No.: 20.0 RECRUITMENT AND SELECTION Sub-section Sub-title: Approval Date: No.: 1.0 HIRING POLICY 11 May 2006

1.0 OBJECTIVES

To establish the procedure for the hiring of administrators and staff.

2.0 SCOPE

All University units.

3.0 POLICY GUIDELINES

3.1 All requests to fill vacant positions shall be covered by an approved Personnel Requisition Form (PR Form) [F-009-020-001-1], whether these positions are for regular, direct hire/project contractual employees or agency provided contractual employees.

3.2 All job vacancies must be filled by applicants who are best suited/qualified for the positions. Applicants may come from within or outside the University.

3.3 The right to decide on the final choice of the applicant to be hired belongs to the requisitioning unit. However, it is the responsibility of the Human Resources Management Office to ensure that all employees who are hired meet the University’s hiring standards.

3.4 Unless there are extremely justifiable reasons, no employee hired for a plantilla position or for a contract period exceeding 6-months may commence working for the University without successfully passing the pre-employment medical examination arranged by the University.

Name Date Signature Unit Document Controller

This document is for the use of the Ateneo de Manila University. No portion of this Standard/Manual may be reproduced in books, pamphlets, outlines, or notes, whether printed, machine-copied, mimeographed, typewritten or in any other form for distribution or sale, without the agreement and the written consent of the Unit Document Controller (UDC) and Unit Head. HUMAN RESOURCES MANAGEMENT OFFICE POLICIES AND PROCEDURES M-009-020-001 MANUAL

3.5 All assignments for new hires must be in compliance with the University’s policy on Employment of Relatives (M-009-020-003).

3.6 The Human Resources Management Office is responsible for recommending starting salaries. Accordingly, no administrator may make any commitment regarding salaries or engage the services of any person without prior consultation and/or processing by the Human Resources Management Office.

4.0 PROCEDURE

4.1 When a vacancy for a regular, direct hire/project contractual employee or agency provided contractual employee position arises, the immediate supervisor prepares a Personnel Requisition Form (PR Form) [F-009-020-001-1]. The form must specify the qualifications needed for the position. The immediate supervisor is responsible for obtaining the necessary approvals and for sending the duly accomplished requisition form to the Employment and Development Services Section, Human Resources Management Office.

4.2 The Human Resources Management Office checks the requisition and verifies the availability of the vacant position or budget/project funds.

Approving authority of requisitions for agency contractual employees, direct hire/project contractual employees and plantilla positions are as follows:

REQUISITION APPROVING AUTHORITY Plantilla position (new) Immediate supervisor, unit head, HRMO Director Plantilla position (replacement) Immediate supervisor, HRMO Director Contractual Employees Immediate supervisor, unit head, HRMO Director

4.3 The job vacancy is posted on the Blueboard. Internal applicants must signify their interest in applying for the position through a memorandum duly approved by their supervisor.

4.4 The Human Resources Management Office screens the internal candidates for the vacant position and sends the resumes of qualified internal candidates to the requisitioning supervisor for interview. If an internal candidate is selected, the Human Resources Management Office coordinates the transfer. Both the releasing and receiving supervisors must agree on the transfer date.

4.5 The applicant accomplishes the Applicant’s Data Sheet (ADS) [F-009-020-001-2] and the Declaration of Occupation and Employers of Relatives Form (OER Form) [F-009-020-003-1]. The applicant also submits his/her resumé and a photocopy of Transcript of Records from the College/University he/she graduated from. The original copy of the Transcript of Records is presented for cross checking purposes. An Authorization for Verification of Information Provided (AVIP Form) [F-009-020-001-3] shall be filled up, signed and submitted by the applicant to the Employment and Development Services Section of the Human Resources Management Office.

4.6 If no internal candidate is found, the Human Resources Management Office sends the resumes of at least three qualified candidates to the requisitioning supervisor for review and an interview.

4.6.1 For staff, IT, technician and maintenance positions, the candidates must be interviewed by the immediate superior and two other administrators from the requisitioning unit or department.

4.6.1.1 For contractual positions hired for a period of six (6) months or less, the candidate must be interviewed by at least the immediate superior.

4.6.1.2 Exceptions to this policy may be approved by the HRMO Director when there is only one administrator in the requisitioning office.

4.6.2 For supervisory positions and higher, the candidates must be interviewed by the immediate superior and two other administrators from the requisitioning office/department or unit and an administrator from the Human Resources Management Office.

4.6.3 A selected applicant must be recommended for hiring by the immediate superior, an administrator from the department/unit and the Director/Administrator from the requisitioning office or unit concerned. For supervisory positions and higher, the applicant must likewise be recommended for hiring by the interviewer from the Human Resources Management Office.

4.6.4 An applicant is given pre-employment psychological tests to measure intellectual capacity, work attitude, etc. These tests may be administered prior to employment if time permits or prior to permanency at the latest.

4.7 The Human Resources Management Office schedules the chosen applicant for medical examination which he/she must pass before starting employment. An employee shall be issued a Request for Pre-employment Medical Evaluation Form (RPEME Form) [F-009-020-001-4] by the Human Resources Management Office which he/she will utilize to secure a medical examination at the designated clinic.

4.8 An applicant for a staff position may commence working only AFTER his/her Appointment Papers (AP) [F-009-030-001-1] are duly signed by the HRMO Director. An applicant for administrator or professional position may commence working only after a Payroll Authorization Notice (PAN) [F-009- 030-001-2] has been signed by the HRMO Director.

4.9 The Human Resources Management Office shall be responsible for checking/verification of an applicant’s educational record, previous employment and references. 4.10 An applicant for hiring must submit the following documents for payroll processing:

4.10.1 Birth certificate (submit 2 photocopies and present original NSO or certified true copy for counter checking) 4.10.2 Marriage contract (submit 2 photocopies and present original NSO or certified true copy for counter checking) 4.10.3 Birth certificate of children (submit 2 photocopies and present original NSO or certified true copy for counter checking) 4.10.4 SSS number 4.10.5 Pag-IBIG number 4.10.6 Pag-IBIG Member’s Data Form (Pag-IBIG Fund M1-2) 4.10.7 PhilHealth number 4.10.8 PhilHealth Member Data Record for Employed Sector Form (M1a) 4.10.9 Tax Identification Number 4.10.10 Application for Registration (BIR form 1902). For employees already with TIN, submit BIR Form No. 1902 duly stamped by the BIR 4.10.11 Certificate of Compensation Payment/Tax Withheld (BIR Form 2316), if previously employed within the calendar year 4.10.12 Certificate of Update of Exemption and of Employer’s and Employee’s Information (BIR Form 2305)

5.0 APPENDICES

Document No. Document Title – Page Type Filename / Hyperlink F-009-020-001-1 Personnel Requisition Form F-009-020-001-1 PR Form.doc (PR Form) F-009-020-001-2 Applicant’s Data Sheet (ADS) F-009-020-001-2 ADS P1.doc F-009-020-001-2 ADS P2.doc F-009-020-001-3 Authorization for Verification of F-009-020-001-3 AVIP.doc Information Provided (AVIP Form) Document No. Document Title – Page Type Filename / Hyperlink F-009-020-001-4 Request for Pre-employment F-009-020-001-4 RPEME.doc Medical Evaluation Form (RPEME Form) F-009-020-003-1 Declaration of Occupation and F-009-020-003-1 OER Form.doc Employer of Relatives Form (OER Form) F-009-030-001-1 Appointment Papers F-009-030-001-1 AP.doc

F-009-030-001-2 Payroll Authorization Notice F-009-030-001-2 PAN.doc

THE UNIVERSITY ADMINISTRATION IN THE EXERCISE OF ITS SOLE AND EXCLUSIVE PREROGATIVE, MAY ADD, AMEND, REVISE AND/OR DELETE THIS POLICY.

THIS SUPERSEDES ALL POLICIES, CIRCULARS AND MEMORANDA INCONSISTENT WITH THOSE CONTAINED IN THIS DOCUMENT.

IN THE EVENT ANY PORTION OF THIS POLICY IS REPEALED BY PROVISION OF LAW, IT SHALL NOT AFFECT THE REMAINING PROVISIONS NOT INCONSISTENT WITH THE LAW.

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This document is for the use of the Ateneo de Manila University. No portion of this Standard/Manual may be reproduced in books, pamphlets, outlines, or notes, whether printed, machine-copied, mimeographed, typewritten or in any other form for distribution or sale, without the agreement and the written consent of the Unit Document Controller (UDC) and Unit Head.