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HUMAN RESOURCE PLANNING & RESEARCH DIVISION

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Administrative Order No. 4 13 February 1989 President Abueva

“Per Administrative Order No. 10 dated10 June 1986 and Memorandum No. 27 dated 4 April 1988, vacant positions in any constituent university shall not be filled unless the need to fill them is fully justified, in which case, approval by the President must be obtained. The request to fill an item shall be based on a thorough and careful job and personnel audit of the unit”. (item no. 5)

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Attrition Law or RA 7430 16 June 1992

Part II Section 4 of the Rules Implementing the Provisions of RA 7430 states that:

“Upon the effectivity to these rules, and for five (5) years thereafter, no appointment shall be made to fill vacant positions in any government office resulting from resignation, retirement, dismissal, death or transfer to another agency of an officer or employee”.

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ce BACKGROUNDADMINISTRATIVE ORDER 103

31 August 2004 President Gloria Macapagal Arroyo

Directing the continued adoption of austerity measures in the government. Explicitly, Section 2 of AO 103 states that:

“Consistent with the government’s rationalization policy, the provision of Republic Act No. 7430, or the Attrition Law, specifically Section 3 thereof which prohibits the filling up of positions that have been vacated by reason of resignation, retirement, dismissal, death, or transfer to another office, with a certain exceptions, are hereby adopted until lifted by the President”.

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Joint Circular from the Civil Service Commission and the Department of Budget and Management (joint circular no. 3, s. 2004) was issued relative to “Continued Adoption of Austerity Measures through the Non-Filling of Vacant Positions”.

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In the University, President Emerlinda R. Roman on 22 August 2005 issued memorandum (Memorandum No. PERR-05-24) dealing with the general policies on hiring. Item number 4 of the said memorandum states that:

“filling up of vacant positions still needs prior approval of the president. All requests must be accompanied by a strong justification”.

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ce BACKGROUNDMemorandum No. MVG-06-05

5 June 2006 Vice President Martin Gregorio

While AO 103 remains strictly enforced throughout the UP System, there are instances when requests for authority to fill vacant/vacated items cannot be avoided due to the exigency of the service. Provision of the following documents to support a request includes:a. Date and reason for vacancy of item; b. List of duties and responsibilities attached to the item

with corresponding percentages; c. Organizational, personnel and functional chart of the

requesting unit; d. Signs and degree of work backlog due to vacancy of the

item; and e. Coping mechanism of the requesting unit relative to the

vacant/vacated item.

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Memorandum No. AAS-06-05 15 December 2006

Vice President Arlene Samaniego

Reiterated the justification needed for the requests for authority to fill vacant/vacated items. She has included two additional requirements which are deemed necessary and important in the evaluation of requests. These are: (a) Job audit of the requesting unit to be done by the CUs

HRDO; and (b) Evaluation/assessment and recommendation of CUs

HRDO Head.

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Memorandum No. PAEP 11-05 by President Alfredo E. Pascual

Reiterated the existing university policies on hiring with the instruction to include in the justification of the request for authority to fill the following aside from those identified by VP Gregorio (5 June 2006) and VP Samaniego (15 December 2006):a. Statement on the mission and goals of the unit over the

next five (5) years; andb. How the proposed recruitment will contribute to the

attainment of the identified mission and goals.

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ce DOCUMENT REQUIREMENTSon Request for Filling up / Hiring

1. List of duties and responsibilities with corresponding percentages;

2. Organizational chart;3. Personnel and functional charts; 4. Signs and degree of backlog relative to the vacant item; 5. Coping mechanism; 6. Justification for filling of the item or hiring of UP

contractual. 7. Mission and Goals of the unit/college for the next 5 years. 8. Contribution of the proposed recruitment on the mission

and goals.9. Other relevant information 10. Selection Matrix