PURPOSE
To recruit and hire a sufficient number of highly qualified professionals and skilled workers, regardless of race, color, sex, language, religion, political or other opinion, national or social origin, property, birth, or other status such as disability, age, marital and family status, sexual orientation and gender identity, health status, place of residence, economic and social status;
To ensure that applicants match the requirements stipulated in the Personnel Requisition, accomplished by the requesting office;
To ensure that there is an adequate number of shortlisted applicants, that is, for every vacancy, there shall be a maximum of five (5) candidates;
To provide the needed manpower on a timely basis, that is, one (1) month upon the approval of the President.
SCOPE
This policy covers the requirements of the university’s recruitment and hiring processes. It includes the following activities: submission of the Personnel Requisition Form of the requesting office, posting of job vacancies and scheduling of interviews accomplished by HRMC, and submission of additional documentary requirements of the potential employee/s.
DEFINITION OF TERMS
Recruitment – refers to the process of attracting individuals on a timely basis, in sufficient numbers, and with the appropriate qualifications, and encouraging them to apply for jobs in the organization.
Selection – refers to the process of choosing from a group of applicants the individual best suited for a particular position and organization.
Adjunct Faculty- one who “may be hired by the HEI for the reason of their ability to make unique contributions to the program because they possess professional skills, experiences, or perspectives that are not represented or not available within the HEl’s own graduate faculty” as defined by the Commission on Higher Education (CHED) in CHED Memorandum Order (CMO) no.15 s. 2019
DETAILED POLICIES
A. Hiring and Placement Processes for New Employees
The HRMC Director shall ensure that the following are observed by the HRMC in coordination with the deans, principals, and directors of offices:
- a. If demand equals supply, no action will be taken.
- b. If there is a surplus of employees, no hiring shall be done, and possible reduction of teaching loads for the faculty and non-renewal of contracts for the non-teaching staff shall be considered.
- c. If there is a shortage of employees, recruitment shall be initiated, followed by selection and placement.
1. The HRMC Director shall approve all hiring for requisitions that seek only to fill a vacant plantilla position.
2. The director of the requisitioning office shall provide a written justification for the requisition for a new position (non-plantilla).
3. The HRMC Director shall assess, evaluate, and endorse to the President the requisition for the new position (non- plantilla).
4. The President and the Vice President for Finance shall approve the requisition for the new position (non-plantilla)
5. The duly approved requisition form shall be acted upon by looking into the University’s existing manpower, and if there are qualified and willing personnel to occupy the vacancy. Should there be any qualified and willing employee, the procedures under subsection 1.7 of the Manuals for Teaching and Non-teaching personnel shall apply.
6. The job vacancy shall be posted on the university’s Facebook and web pages through the Linkages Office.
7. The advertisement shall require the submission of the following initial documentary
Requirements:
- Application Letter addressed to the HRMC Director, or in his/her absence, the Vice President for Administration;
- Updated Curriculum Vitae;
*Original and certified true copies of the following:
- Diploma;
- Official Transcript of Records;
- Certificate of Graduation;
- Photocopies of PRC/IBP ID and Certificate of Board/Bar Rating, if applicable
- Certificate/s of Employment, if applicable
- Certificate of Good Moral from the latest previous employer; if applicable
- Certificate/s of relevant seminar/s, training/s, workshop/s and conference/s attended, if any
- Birth Certificate;
- Birth Certificate/s of legal dependents; if applicable
- Marriage Certificate, if applicable
- NBI Clearance
8. The HRMC Assistant shall make their initial assessment based on the documents submitted by the applicant, if he/she is qualified for the vacancy.
9. If the documents submitted are complete, they shall be forwarded to the head of the requesting office for their assessment and evaluation. If the said head of the requesting office accepts the qualification of the applicant, HRMC shall inform the applicant of the skills/teaching demonstration, interviews, and psychometric examination.
10. For teaching vacancies, the HRMC, in coordination with the concerned Principal or Dean, shall schedule the applicant for a teaching demonstration in the presence of the concerned Principal or Dean, Program Chair, or Assistant Principals. The HRMC Director or the HRMC Associate for recruitment and selection shall attend the said teaching demonstration.
11. The HRMC Associate shall consolidate the results of the teaching demonstration in coordination with the Deans/Principals. HRMC then schedules the applicant who passed the teaching demonstration for a Psychometric Examination in coordination with the Center for Counseling and Student Development (CCSD).
*Teaching applicants shall take the following Psychological Exams:
- 16 PF
- Essay
- Standard Aptitude Test for Teachers
*Non-teaching applicants shall take the following Psychological Exams:
- 16 PF; if applicable
- Essay
- Mental Ability Test (Verbal and Non-verbal)
12. Applicants who are subjected to the Psychometric examination shall be required to submit a medical certificate, chest x-ray, complete blood count (CBC), urinalysis, fecalysis, drug test and eye checkup. The applicant shall also be scheduled for an interview with the following:
- Dean or Principal, Program chair (or their counterparts in the Basic Education), or the
Director of the Office;
- HRMC Director;
- Supervising Vice President; and
- University President
13. If the employment application is approved by the University President, the HRMC shall inform the applicant through the contact number/s indicated on the application form. The applicant shall be instructed to report to the HRMC and process his/her other requirements.
14. The confirmed application shall be deemed abandoned should the applicant become unreachable using the contact number/s indicated on the application form. The same consequence shall take place if the applicant fails to report to the HRMC within two (2) days from the time he/she was asked to do so.
15. The following acts shall complete the hiring process and officially admit the applicant as a new employee:
- The applicant shall process his/her pre-employment requirements: employee ID, payroll, and sign the employment contract.
- The personnel records (or 201 folders) of the applicant shall be forwarded to the Compensation and Benefits Administration section for the salary assessment in preparation for the contract.
- After signing the employee contract, the new teaching employee’s information shall be entered into the Academic Management System (AMS) for loading.
16. For the processing of the payroll account of the new employee, a copy of one valid ID with 3 signatures must be submitted. The HRMC Associate shall input the information into the Metrobank Online Payroll Plus for approval.
B. Hiring of Former UB Employees
1. Former University employees, other than retired employees and those who were removed for a cause, may be re-hired, provided they undergo the process and shall be treated as new applicants. It shall be the responsibility of the HRMC to ensure that the former employee-applicant has no derogatory records during his/her period of former employment with the University. Moreover, the HRMC shall obtain the consent of the said applicant to undergo another period of probationary employment if the latter was a permanent employee at the time of his/her separation from service, regardless of whether or not the returning employee is entitled to a service credit under the collective bargaining agreement.
2. The Vice President for Administration may favorably recommend to the University President the shortening of the probationary period of the returning employee. In no case, however, shall the shortened probationary period be less than one semester (for college teachers) and one academic year (for basic education teachers).
C. Extension of Employment of Retirees
1. When the exigency of service (subject to availability of load) demands, the University shall, with the consent of the employee, extend the employment of a retiree until 65 years old.
D. Hiring of Retirees from other Institutions
1. When the exigency of service (subject to availability of load) demands the hiring of retired employees from other institutions, provided they are not older than 65 years old upon hiring.
E. Hiring of Substitute Teachers
1. In case of temporary vacancy in a teaching position (i.e. when a teacher takes maternity leave, sabbatical leave, or any leaves resulting to a temporary vacancy for more than one [1] month), the Principal or Dean concerned shall first endeavor to offer to qualified permanent teachers the teaching assignments temporarily vacated.
2. A substitute and/or emergency teacher shall be hired in case there is no qualified permanent
teacher who is available and/or willing to handle the vacant teaching load.
3. It shall be the responsibility of the HRMC to establish a sufficient pool of applicants from which a substitute or emergency teacher may be called for processing at short notice.
F. Transfer of Employees
1. Any qualified employee may be allowed to transfer to occupy a vacant position. The said employee may submit an application letter with the endorsement of his/her Dean/Principal/ Director of the office. The same hiring processes shall be observed.
2. HRMC shall prepare the Notice of Action for the recommending approval of the Supervising Vice President and the final approval of the President.
3. If the non-teaching employee’s transfer to a teaching position is confirmed, the following shall be the consequences:
- The employee shall be reclassified as an academic teaching employee in accordance with the collective bargaining agreement effective on the first day of assuming his/her teaching assignment;
- The employee shall be properly reclassified either as a probationary or contractual employee, in accordance with the collective bargaining agreement. This is to give the Principal/Dean concerned the opportunity to review his/her performance as a teacher;
- The employee shall be entitled to the salary and benefits appurtenant to his/her new employee classification.
G. Hiring of Adjunct Faculty Members
1. Before any request for inbound adjunct teachers is processed, a Memorandum of Understanding (MOU) and Memorandum of Agreement (MOA) shall first be done with the concerned HEI/would-be industry partner.
2. For inbound adjunct faculty, the school in need, through the dean/principal, shall ensure that there are approved MOUs and MOAs already.
3. Incoming adjunct faculty members are included in the loading policy prioritization cluster “part- time/visiting lecturers with aligned doctorate/master’s degree or competency.” The inbound adjunct faculty may be loaded up to 17 units, as long as the partner HEI allows.
4. Only inbound adjunct teachers endorsed by the Office of the VP for administration shall be given loads, the same as visiting lecturers/professors/teachers.
5. Inbound adjunct faculty shall only be requested if no full-time faculty is available, qualified, and competent to teach the course or subject.
6. Inbound adjunct faculty shall be considered on a part-time basis with a fixed-term status.
7. All government employees teaching part-time shall be considered as Adjunct Faculty.
8. The salary of the inbound adjunct faculty shall be that which is provided in the existing UB document pertaining to such, or 80% of the hourly rate of his/her last employment immediately prior to his/her appointment in UB, whichever is higher. Other benefits may be stipulated in the MOA between UB and the partner institution from which the inbound adjunct faculty is coming.
ADMINISTRATION
The Human Resource Management Center (HRMC) Director shall administer this policy.