Merit Selection Plan TO SUBJECT : : DOE OFFICIALS AND EMPLOYEES Revised DOE Merit Selection Plan (MSP)

Pursuant to the provisions of Section 32, Chapter 5, Book V of Executive Order No. 292, otherwise known as the Administrative Code of 1987 and CSC Memorandum Circular No. 3, s. 1979 as amended by CSC Memorandum Circular No. 18, s. 1988 and CSC Memorandum Circular No. 38, s. 1989 as further amended by CSC Memorandum Circular No. 40, s. 1998, CSC Memorandum Circular No. 08, s. 1999, CSC Memorandum Circular No. 15, s. 1999 and CSC Memorandum Circular No. 03, s. 2001, the Department of Energy hereby adopts and promulgates this revised DOE Merit Selection Plan (MSP) and System of Ranking Positions (SRP) for the guidance and information of DOE officials and employees. I. OBJECTIVES It is the policy of the Department of Energy (DOE) to strictly adhere to the principle of merit, fitness and equality in the selection and promotion of employees on the basis of their relative qualifications and competence to perform the duties and responsibilities of the vacant position/s. In this pursuit, the DOE-MSP aims to: 1. Ensure fairness, uniformity and consistency in the selection of the most qualified and competent employees for promotion to higher positions in the career and non career service; and 2. Provide equal opportunities for employment to all qualified men and women and for career advancement of competent DOE employees. II. SCOPE This MSP and SRP shall cover all positions in the DOE classified under the first, second and third level of the career service. It shall also include original appointments and other related personnel actions. III. DEFINITION OF TERMS Career Service - is a category of service in the Philippine Civil Service characterized by (1) entrance to positions based on merit and fitness to be determined as far as practicable by competitive examinations or based on highly technical qualifications, (2) opportunity for advancement to higher career positions, and (3) security of tenure. First Level - shall include clerical, trades and crafts, 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. Second Level - shall include professional, technical, and scientific positions which involve professional, technical and scientific work in a non-supervisory or supervisory capacity requiring at least four (4) years of college studies up to Division Chief level. Third Level - generally require either Career Service Executive Eligibility (CSEE) or

Career Executive Service Eligibility (CES). This includes Undersecretary, Assistant Secretary, Bureau Director, Assistant Bureau Director, Director or Chief of Department Services. Non-Career Service - positions expressly declared by law to be in the non-career service; or those whose entrance in the service is characterized by (1) entrance on bases other than those of the usual tests of merit and fitness utilized for the career service; and (2) tenure which is limited to the duration of a particular project for which purpose employment was made. Promotion - is the advancement of an employee from one position to another with an increase in duties and responsibilities as authorized by law and usually accompanied by an increase in salary. Deep Selection - the process of selecting a candidate for appointment who is not nextin-rank but possesses superior qualifications and competence. Selection - is the systematic method of determining the merit and fitness of a person on the basis of qualifications and ability to perform the duties and responsibilities of the position. Selection Line-up - is a listing of qualified and competent applicants for consideration to a vacancy, which includes, but not limited to, the comparative information of their education, experience, training, civil service eligibility, performance rating (if applicable), relevant work accomplishments, physical characteristics, psychosocial attributes, personality traits and potential. System of Ranking Positions - is the hierarchical arrangement of positions from highest to lowest, which shall be a guide in determining which position is next-in-rank, taking into consideration the following: a. Organizational structure; b. Salary Grade allocation; c. Classification and functional relationship of positions; and d. Geographical location. Functional Relationship shall mean the correlation between the position to be filled and the position to be considered next-in-rank taking into consideration the duties and responsibilities of both positions. Geographical Location shall mean the location of the position to be filled and position/s to be considered next-in-rank to the same. If the position to be filled is in the first level, the determination of the next-in-rank positions may be limited in a particular Office/Department/Bureau where the position is. Next-in-Rank Position - refers to a position which by reason of the hierarchical

arrangement of positions in the DOE is determined to be the nearest degree of relationship to a higher position as contained in the DOE-SRP. 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 requisites for appointment thereto as previously determined by the appointing authority and approved by the Civil Service Commission. Comparatively at Par - predetermined reasonable difference or gap between point scores of candidates for appointment established by the PSB. Discrimination - is a situation wherein a qualified applicant is not included in the selection line-up on account of gender, civil status, pregnancy, disability, religion, ethnicity, or political affiliation. Hiring Quota - is the pre-determined ratio of applicants for appointment to ensure that one gender does not fall short of the desired percentage of the selection rate for the other gender in equivalent positions at every level, provided they meet the minimum requirements of the position. Job Requirements - requisites not limited to the qualification standards of the position, but may include skills, competencies, potential, physical and psychosocial attributes necessary for the successful performance of the duties required of the position. Psychosocial Attributes - refer to the characteristics or traits of a person which involve both psychological and social aspects. Psychological includes the way he/she perceives things, ideas, beliefs and understanding and how he/she acts and relates these things to others and in social situations. Qualification Index - is a record of the personal circumstances and qualifications of an employee. Such record shall be continuously updated. Qualification Standard - is a duly approved statement of minimum job requirements for a position in terms of education, training, experience, civil service eligibility, physical fitness and other qualities required for successful performance. Superior Qualifications - shall mean outstanding relevant work accomplishments and specialized academic preparation or training appropriate for the position to be filled. It shall include an outstanding performance representing an extraordinary level of achievement and commitment in terms of quality and time; technical knowledge and skill, ingenuity, creativity and initiative, and demonstration of exceptional job mastery in all major areas of responsibility. IV. BASIC POLICIES

1. Whenever a position in the first, second or third level becomes vacant, the next-inrank employees who are competent, qualified and with appropriate civil service eligibility shall be automatically considered for promotion. In addition to the required qualifications, applicants for third level positions must possess executive and managerial competence.

The SRP in the DOE serves as a guide in the determination of the next-in-rank position/s to a vacancy. 2. All other employees within the DOE who are not next-in-rank but possess the minimum education and experience as well as the appropriate civil service eligibility for the vacant position shall be considered for promotion upon filing of an application. 3. The best qualified next-in-rank employees, all circumstances being equal, shall have first call upon promotional opportunities. However, the appointing authority may appoint/promote an employee who is not next-in-rank but, who possesses superior qualifications and competence and has undergone selection process compared to the next-in-rank employee who merely meets the minimum requirements for promotion to the position. 4. An employee shall, in no case be promoted or transferred to a position which is more than three (3) salary, pay or job grades higher than the employees present position, (i.e., Executive Assistant I, SG-13 to Human Resource Management Officer (HRMO) III, SG-18) except in very meritorious cases such as; if the vacant position is next-in-rank as identified in the SRP (e.g., HRMO III, SG-18 to HRMO IV, SG-22) or the lone or entrance position indicated in the agency staffing pattern. 5. All candidates for appointment to first and second level positions shall be screened by the Personnel Selection Board (PSB). Candidates for appointment to third level positions shall be screened by the PSB for third level positions composed of at least three (3) Career Executive Service officials as may be constituted in the Department. Appointment to the following positions shall no longer be screened by the PSB: 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 PSB; b. Appointment to personal and primarily confidential positions; and c.Renewal of temporary appointment issued to the incumbent personnel. 6. The Secretary shall, as far as practicable, ensure equal opportunity for men and women to be represented in the PSB for all levels. 7. The appointing authority shall assess the merits of the PSBs recommendation for appointment and in the exercise of sound discretion, select in so far as practicable, from among the following: a. b. c. top five ranking applicants deemed most qualified to the vacant positions; applicants who have undergone deep selection and found to possess superior qualifications; and pool of the Brightest for the Bureaucracy Program (BBP).

8. Lack of confidence shall not be accepted as a special reason for disqualifying an employee from promotion. The special reason must be real and substantial to be considered sufficient for his disqualification. 9. Pendency of an administrative case shall not disqualify respondent for promotion or from claiming maternity/paternity benefits.

For this purpose, a pending administrative case shall be construed as follows: a. b. When the disciplining authority has issued a formal charge; or In case of a complaint filed by a private person, a prima facie case is found to exist by the disciplining authority.

Policy on promotion of DOE employees who are on local or foreign scholarship grant or training grant or on maternity leave, study leave or secondment shall be strictly adhered to as follows: a. Employees who are incumbents of next-in-rank positions who meet the qualification requirements for the position to be filled and who are on scholarship grants either here or abroad may be considered for promotion. b. For purposes of promotion, performance rating of the employee for the last rating period prior to the scholarship grant shall be used as the basis for the promotion. Such performance rating should at least be Very Satisfactory. c. No officer or employee who is on study leave or on secondment shall be considered for promotion during the period of his study leave or secondment. (CSC MC #15,s.1999 )

11. Promotion within six (6) months prior to compulsory retirement shall not be allowed except as otherwise provided by law. V. COMPARATIVE COMPETENCE AND QUALIFICATION

The comparative degree of competence and qualification of employees shall be determined by the extent to which they meet the following requirements: 1. Performance (30%)

a. For appointment by promotion, the performance rating of the last rating period prior to the effectivity date of the appointment should be at least Very Satisfactory b. For appointment by transfer, the performance rating for the last rating period immediately preceding the transfer from the former office or agency should be at least Very Satisfactory. 2. Education and Training (20%) shall include educational background and the successful completion of training courses accredited by the Civil Service Commission, scholarship, training grants and others which are relevant to the duties of the position to be filled. 3. Experience and Outstanding Accomplishments (20%) shall include occupational history, relevant work experience, acquired either from the government or private sector, special assignments and accomplishments worthy of special commendation. 4. Psychosocial Attributes and Personality Traits (15%) shall include the characteristics or traits of the individual which involved both psychological and social aspects. Psychological includes the way he/she perceives things, ideas, beliefs and understanding and how he/she acts and relates these things to other and in social situation

which have a bearing on the position to be filled. 5. Potential and other Factors (15%) shall take into account the employees readiness, capacity and ability to perform ones current duties and assume the responsibilities of the position to be filled but also those of higher or more responsible positions. VI. THE DOE PERSONNEL SELECTION BOARD

In compliance with CSC Memorandum Circular No. 40, series 1998 Rule III, Sec. 1 (h) as amended by CSC Memorandum Circular No. 03, s. 2001, the PSB has been created to evaluate and select employees in the first, second level and third level of the career service who are entering the civil service for the first time or are being re-employed, reinstated, and the screening of employees who are considered for promotion. 1. COMPOSITION a. For first and second level positions: Chairperson: Undersecretary or an authorized representative of the Agency Head from the career service. Members: 1. Highest official responsible for personnel management; 2. Division Chief or the authorized representative from the career service of the organizational unit where the vacancy is; 3. Human Resource Management Officer or official or employee directly responsible for personnel management; and 4. Two representatives of the rank and file employees, one from the first level and one from the second level, who shall be both be chosen by the duly accredited employee association in the agency. In case there is no accredited employee association in the agency, the representatives shall be chosen at large by the employees through a general assembly/election. The candidate who garnered the second highest votes shall automatically be the alternate representative. Any other mode of selection may be conducted for the purpose. The first level representative shall participate during the screening of candidates for vacancies in the first level; the second level representative shall participate in the screening of candidates for vacancies in the second level. Both rank-and-file representatives shall serve for a period of two (2) years. For continuity of operation, the agency accredited employee association may designate an alternate. b. For third level positions:

a. Chairperson: Agency Head or his duly authorized representative, preferably the highest career executive service officer responsible for personnel administration, such as Undersecretary or Assistant Secretary; and b. Members: Career executive officers to be designated by the Head of Agency. The Human Resource Division (HRD) shall act as the Secretariat for the PSB during their deliberation for the first, second and third level positions. All PSB members including alternate representatives for first, second and third level positions shall undergo orientation and workshop on the selection process and CSC policies on appointments. The PSB shall meet/deliberate as scheduled every second Tuesday of the month or as the need arises. 2. FUNCTIONS AND RESPONSIBILITIES 2.1 The PSB for first, second and third levels shall have the following functions and responsibilities: a. Adopt a formal screening procedure and formulate criteria for the evaluation of candidates for appointment, taking into consideration the following: a.1 Reasonable and valid standards and methods of evaluating the competence and qualifications of all applicants competing for a particular position. a.2 Criteria for evaluation of qualifications of applicants for appointment must suit the job requirements of the position. b. Disseminate screening procedure and criteria for selection to all agency officials and employees and interested applicants. Any modification of the procedure and criteria for selection shall likewise be properly disseminated; c. Prepare a systematic assessment of the competence and qualifications of candidates for appointment. Maintain fairness and impartiality in the assessment. Towards this end, the PSB may employ the assistance of external or independent resource persons and may initiate innovative schemes in determining the best and most qualified candidates. d. Evaluate and deliberate en banc the qualifications of those listed in the selection line-up; e. Submit the list of candidates recommended for appointment from which the appointing authority shall choose the applicant to be appointed. The list of recommended candidates should specify the top five ranking candidates whose

over-all point scores are comparatively at par based on the comparative assessment. f. Maintain records of the deliberations which must be made accessible to interested parties upon written request and for inspection and audit by the CSC; and g. Orient the officials and employees in the DOE pertaining to policies relative to personnel actions, including the gender and development dimensions of the MSP. VII. PROCEDURES The following procedures shall be observed in filling any vacant position whether in the first, second and third level of the career service: 1. Publish all vacant positions in the CSC Bulletin of Vacant Positions or through other mode of publication and post the same in three (3) conspicuous places in the DOE for at least ten (10) calendar days. Vacant position/s shall be filled only after ten (10) calendar days from the time of publication/posting. Likewise, vacant positions which are not filled within six (6) months should be republished. The following positions are exempt from the publication requirement: a. Primarily confidential positions; b. Positions which are policy determining; c. Highly technical positions; d. Other non-career positions; e. Third level positions (Career Executive Service); and f. Positions to be filled by existing regular employees in the Department in case of reorganization. 2. The Chief of Office/Division/Bureau where the vacancy exists, guided by the approved qualification standards of the vacant position/s shall submit to the HRD the names of officials or employees from their Office/Division/Bureau who are competent and qualified for promotion. From the list submitted, the Head of Office/Division/Bureau may indicate his choice to fill the vacancy. In the case of Field Offices, the Field Office Director shall submit a list of candidates to the PSB for screening. 3. The HRD, on the basis of the SRP, and the personnel qualifications index, shall identify other employees within the Office/Division/Bureau who are deemed qualified and competent for promotion. In the process the basic policies under Item IV should be considered.

4. The HRD taking into consideration the qualification standards/job requirements of the vacant position shall make a preliminary evaluation of the qualifications of all candidates. Those initially found qualified shall undergo further assessment such as: written examination, skills test, interview and others. After which, selection line-up shall be prepared and posted in three (3) conspicuous places in the Department for at least fifteen (15) calendar days. The date of posting shall be indicated in the notice. 5. The HRD shall notify all applicants of the outcome of the preliminary evaluation. They shall submit the selection line-up to the PSB for deliberation. 6. The PSB shall then evaluate and deliberate en banc the qualifications of those employees included in the selection line-up. If necessary, the PSB may prescribe the conduct of interview, selection test and/or other selection devices to effectively determine who are the most competent and qualified among the candidates. Moreover, for purposes of promotion, civil service and other awards for outstanding accomplishments shall be given due consideration. In cases where the qualifications of employees are comparatively at par, preference may be given to the employee in the organizational unit where the vacant position is or in the DOE where the vacancy is. 7. The PSB shall then determine the list of employees recommended for promotion from which the appointing authority may choose the employee to be promoted. In preparing the list, the PSB shall see to it that the list of recommended candidates should specify the top five (5) ranking candidates whose over-all point scores are comparatively at par based on the comparative assessment. As soon as the PSB has decided on the listing of those to be promoted, a recommendation will be submitted to the Secretary. 8. The Secretary shall assess the merits of the PSB recommendation and select the employee he deems best qualified to fill the vacancy. If approved, he will sign the appointment paper. 9. As soon as the promotional appointment is issued, a notice announcing the appointment of an employee shall be posted by HRD a day after the issuance of the appointment for at least fifteen (15) calendar days at the Bulletin Board. VIII. GRIEVANCE A qualified next-in-rank employee shall present his/her grievance with the Department grievance machinery under the following conditions: a. b. Non-compliance with the selection process; Discrimination on account of gender, civil status, disability, pregnancy, religion,

ethnicity or political affiliation; c. Disqualification of applicant to a career position for reason of lack of confidence of the appointing authority; and d. IX. 1. Other violations of the provisions of this MSP. RESPONSIBILITIES The HRD shall be responsible for the following: a. Publication and dissemination of copies of this MSP, and its annexes to all Department/Bureau personnel after approval thereof by the CSC. Further, HRD and the Board shall see to it that the proposals for promotion are in accordance with the provisions of the MSP; b. Develop an SRP which will be submitted for approval of the appointing authority, copy furnished the CSC and its Field Office concerned, for reference purposes; c. Identify vacant positions that may be enrolled in the BBP;

d. Develop a Plan which shall set forth the number, knowledge and skills of personnel needed to achieve the organizations goals, objectives and programs; e. Develop and maintain an updated qualification database of employees of the agency to include education, training, experience, skills, competencies, and other similar information; and f. Develop a program to fast track the career movement of employees with superior qualifications. 2. The employees shall be responsible for updating their Personal Data Sheets annually, if deemed necessary, and submit supporting documents thereto to the HRD. X. EFFECTIVITY

This Merit Selection Plan and subsequent amendments thereto shall take effect immediately after the approval by the Civil Service Commission. XI. REPEALING CLAUSE

All issuances, rules and regulations and memoranda inconsistent with these rules are hereby repealed or amended accordingly. XII. COMMITMENT

I hereby commit to implement and abide by the provisions of this Merit Selection Plan. It is understood that this MSP shall be the basis for expeditious approval of appointments.

Recommending Approval: _______________________ VICENTE S. PEREZ, JR. Secretary

Approved:

___________________________ CIVIL SERVICE COMMISSION Authorized Representative

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