Contents

13.0 APPOINTMENT

To pursue its mandate as the national university, the University of the Philippines (UP) has the right and responsibility to maintain and enhance its high academic standards in the performance of its functions of instruction, research and creative work, and public service. [Republic Act No. 9500 (23 July 2007), Sec. 5] Thus, decisions on faculty hiring, retention, and promotion are crucial in determining the nature and form of the department and the college as a whole and the very future of the University. [Shaping Our Institutional Future: A Statement on Faculty Tenure, Rank and Promotion, UP System Manual Series 2, OVPAA (2004)]

Deans and Department Chairs must apprise all academic staff of their departments, in particular the newly recruited faculty, of institutional goals, expectations of faculty members, and areas of performance in which the faculty are to be evaluated. Recognizing the various procedures across constituent universities and among colleges and departments, faculty appointments must be based on three fundamental premises: (1) the primacy of academic standards as the basis of faculty appointments, (2) demonstrable character of the academic grounds for appointment, and (3) value of peer review in arriving at decisions on appointment, tenure, and promotion. [Shaping Our Institutional Future: A Statement on Faculty Tenure, Rank and Promotion, UP System Manual Series 2, OVPAA (2004)]

Units are enjoined to write down guidelines that direct the manner in which they arrive at recruitment, renewal, tenure, and promotion decisions and the criteria on which these decisions are founded. It is incumbent on the University (down to the unit level) to periodically review and upgrade its policies and guidelines so as to ably address changes in the world of knowledge and their impact on the professions and society at large. [Shaping Our Institutional Future: A Statement on Faculty Tenure, Rank and Promotion, UP System Manual Series 2, OVPAA (2004)] 

  • 13.1 GENERAL GUIDELINES ON FACULTY APPOINTMENTS

    • 13.1.1 Types of Appointment

      There are eight (8) types of appointment in the University. [UP Diliman APFC Meeting (25 January 2017)] Each is explained in the matrix below.

    • 13.1.2 Appointing Authority

      13.1.2.1

      The UP Board of Regents (BOR) decides on the following appointment concerns: [Handbook on Existing Delineation of Authority in the University, University of the Philippines-Office of the Secretary of the University (UP-OSU) (2008)]
       

      13.1.2.1.1

      The BOR decides on the original appointment, renewal of appointment, reappointment, transfer with change in rank or salary, promotion except automatic promotion, salary increase, permanency, and reclassification of position of faculty with rank of Professor or higher.

      13.1.2.1.2

      It decides on all appointments of the faculty to permanent status (regardless of ranks) or to ranks of recognition or honor (e.g., Professor Emeritus, Professorial Chair, Artist-in-Residence, etc.) with or without compensation.

      13.1.2.1.3

      It decides on the waiver of the up-or-out and tenure rules.

      13.1.2.1.4

      It decides on the extension of temporary appointment of faculty beyond the maximum number of years of temporary appointment for Instructor, Assistant Professor, Associate Professor, and Professor.

       

      13.1.2.2

      The power to appoint the following has been delegated to the Chancellor: [Handbook on Existing Delineation of Authority in the University, UP-OSU (2008)]
       

      13.1.2.2.1

      The Chancellor approves the appointment of faculty member to ranks below that of Professor (except permanency of faculty, regardless of rank, which is subject to the BOR’s approval).

      13.1.2.2.2

      The Chancellor approves the appointment of affiliate faculty.

      13.1.2.2.3

      The Chancellor approves the original appointment or reappointment of visiting or exchange faculty regardless of rank, in either case, subject to reporting to the University President; provided that funds are available in the approved budget of the constituent university where expenditures of University funds are involved.

      13.1.2.2.4

      The Chancellor approves of the appointment of lecturers, senior lecturers, professorial lecturers, special lecturers, and consultants.

       

      13.1.2.3

      The Chancellor has delegated the authority to act for and sign for the original appointments of Instructors, Lecturer 1, and Lecturer 2 to the Deans/Directors. [Office of the Chancellor (OC) Administrative Order No. CAS-11-060 (25 May 2011); OC Administrative Order No. CAS-11-061 (25 May 2011); OC Administrative Order No. MLT-16-144 (10 October 2016); OC Administrative Order No. MLT-16-145 (10 October 2016)]

    • 13.1.3 Role of Academic Personnel Committees

      To foster greater involvement of the faculty and other academic personnel in appointments, promotions, and other personnel matters that directly affect them, academic personnel committees at the department and college levels are established in the various units of the University. These committees constitute an integral part of the academic personnel system of the University. One of these committees is the Academic Personnel and Fellowship Committee (APFC), formerly known as Academic Personnel Board, of the constituent university. [Office of the UP President (OP) Executive Order No. 6 (05 August 1970), amended by OP Executive Order No. 9 (31 August 1970); UP Diliman Executive Committee Meeting (03 December 2002)]

      13.1.3.1

      The Department Academic Personnel Committee (DAPC) assists in the review of the recommendations initiated by the Department Chair (ex-officio chair of the DAPC) with regard to recruitment, selection, performance evaluation, tenure, staff development, professorial chairs, and promotion of the academic personnel of the department in accordance with the general guidelines formulated by the UP Diliman APFC and the implementing details laid down by the College Academic Personnel Board. [OP Executive Order No. 6 (05 August 1970), amended by OP Executive Order No. 9 (31 August 1970)]
       

      13.1.3.1.1

      		 Disagreement between the Department Chair and members of the DAPC or Council of Tenured Faculty on specific recommendations are placed on record and forwarded to the College Academic Personnel Committee for action.

      13.1.3.1.2

      		 The DAPC is composed of the Department Chair and two (2) or four (4) faculty representatives as members who are elected at large by the regular full-time faculty of the department, subject to the following guidelines:
       
      (a)

      All full-time faculty members of the department are ranked from the most junior to the most senior (i.e., Instructor 1 to 7, Assistant Professor 1 to 7, Associate Professor 1 to 7, Professor 1 to 12). The upper half of the ranking list is considered the senior level and the lower half, the junior level.

      • In case there are two (2) or more faculty members in the same rank or step, priority in ranking is based on the dates of their appointment to the step.
      • For faculty members appointed to the same step at the same time, priority is based on their appointment to the rank.
      • For those who were appointed at the same time to the same rank and step, the one with the longer length of service as faculty member in the University is ranked higher in the list.
      (b) A department with at least nine (9) but not more than fourteen (14) full time faculty members has two (2) faculty representatives, one (1) from the senior level, and one (1) from the junior level.
      (c) A department with at least fifteen (15) full-time faculty members has four (4) faculty representatives, two (2) from the senior level and two (2) from the junior level.
      (d) A department of less than nine (9) full-time faculty members is merged by the Dean with one (1) or more departments within the college for purposes of the DAPC. The Chair of the department with the bigger or biggest number of faculty members serves as Chair of the Committee.
      (e) Merged departments have at least one (1) representative, elected by the faculty of that department, in the Committee.
      (f)

      A department with at least six (6) part-time faculty members and lecturers, or a combination of both, has a representative of part-time faculty members and/or lecturers in the DAPC.

      • The representative is elected at large by the part-time faculty members and/or lecturers of the department. The representative attends Committee deliberations only when part-time faculty members and/or lecturers are involved. The same rule applies in the case of academic non-teaching personnel in the department.

       
      13.1.3.1.3 Members of the DAPC have a term of two (2) years.
       
      (a) For the first set of elective representatives, one-half (½) of the membership has a term of two (2) years and the other half, a term of one (1) year as determined by the department faculty.
      (b) The representatives of the part-time faculty members and lecturers or the academic non-teaching personnel have a term of one (1) year.

       

       

      13.1.3.2

      The College Academic Personnel Committee (CAPC) is composed of the Dean as Chair and the Chairs of the various DAPCs of the College as members. The CAPC of a college or unit without departments or an academic non-degree granting unit is formed in a manner similar to a DAPC. [OP Executive Order No. 6 (05 August 1970), amended by OP Executive Order No. 9 (31 August 1970)]
       
      13.1.3.2.1 The CAPC performs the following functions:
       
      (a) The CAPC assists the Dean in setting up details for the implementation of policies, rules, standards, or general guidelines as formulated by the UP Diliman APFC.
      (b) It reviews the recommendations submitted by the DAPC with regard to recruitment, selection, performance evaluation, tenure, staff development, professorial chairs, and promotion of the academic personnel of the college.
      (c) It establishes departmental priorities in the allocation of available funds for promotion.
      (d) It acts on cases of disagreements between the Chair and the members of the DAPC, particularly on personnel matters.
      (e) It acts on complaints against personnel actions by the Department Chair and/or the DAPC.
         

       

       

      13.1.3.3

      		 The Diliman Academic Personnel and Fellowship Committee (APFC) is composed of the Vice Chancellor for Academic Affairs (ex-officio Chair), the Vice Chancellor for Administration (ex-officio Co-Vice Chair), the Vice Chancellor for Research and Development (ex-officio Co-Vice Chair), the HRDO Director (Head of Secretariat), two (2) representatives each from the four (4) curriculum clusters, and two (2) REPS.
       
      13.1.3.3.1 The APFC reviews, evaluates, and endorses to the Chancellor recommendations from academic units with regard to the following: [UP Diliman Executive Committee Meeting (03 December 2002)]
       
      (a) The APFC reviews, evaluates, and endorses the appointment, tenure, and promotions of faculty and REPS.
      (b) It reviews the award of local and foreign fellowships, study leaves, special details, professorial chairs, and faculty grants.
      (c) It evaluates and endorses financial assistance for participation in conferences, seminars, workshops, and training programs.
      (d) It performs other related functions assigned by the Chancellor.

       
      13.1.3.3.2 Potential APFC members must possess these minimum qualifications: [Office of the Chancellor (OC) Memorandum No. ERR 02-098 (10 October 2002)]
       
      (a) An APFC member must hold the rank of at least Associate Professor.
      (b) The member must be capable of looking beyond the department, college, or cluster level.
      (c) The member be committed and have time to attend and participate actively in meetings (twice a month for at least three (3) hours per meeting).
      (d) It is preferable that the member does not hold an administrative position.

       
      13.1.3.3.4 As a general rule, decisions/recommendations of the APFC are arrived at by consensus and not through voting. [UP Diliman Conference on Academic Management (07 and 08 February 2004); OC Memorandum No. ERR-04-019 (16 February 2004)]
        In cases where voting may have to be resorted to, the following should be observed: [UP Diliman Conference on Academic Management (07 and 08 February 2004); OC Memorandum No. ERR-04-019 (16 February 2004)]
       
      (a) The HRDO Director has no voting right. The HRDO serves as the Secretariat of the APFC.
      (b) The REPS who are members of the APFC may vote only in cases involving the REPS.

       

       

    • 13.1.4 Other Guidelines Governing Faculty Appointments

      13.1.4.1

      The usual educational qualifications for faculty ranks are as follows: [Shaping Our Institutional Future: A Statement on Faculty Tenure, Rank and Promotion, UP System Manual Series 2, OVPAA (2004)]
       
      13.1.4.1.1 Instructor          AB/BS, MA/MS
      13.1.4.1.2 Assistant Professor           MA/MS or PhD
      13.1.4.1.3 Associate Professor      PhD or its equivalent
      13.1.4.1.4 Professor         PhD or its equivalent

       

      13.1.4.2

      		 Those recommended for the positions should preferably not have failing grades.

      13.1.4.3

      		 All appointments to the faculty are made strictly on the basis of merit. No religious test is applied, and the religious or political opinions or affiliations of faculty members are not subjected to examination or inquiry. [Rep. Act No. 9500 (23 July 2007), Sec. 20; The Revised Code of the University of the Philippines (1961), Art. 157]

      13.1.4.4

      		 Faculty members and research, extension and professional staff (REPS) are exempt from any civil service examination or regulation as a requisite to appointment. [Rep. Act No. 9500 (23 July 2007), Sec. 20; The Revised Code of the University of the Philippines (1961), Art. 158]

      13.1.4.5

      		 The provisions of existing law to the contrary notwithstanding, licensing requirements for professional regulatory boards do not affect appointment to faculty positions. [Rep. Act No. 9500 (23 July 2007), Sec. 20; The Revised Code of the University of the Philippines (1961), Art. 158]
       
      13.1.4.5.1 However, faculty members assigned to teach subjects for licensure examinations on all professions must hold valid certificates of registration/professional licenses and professional identification cards, or special temporary permits, or a valid certificate of competency for the profession issued by the Professional Regulation Commission (PRC). [Rep. Act No. 8981 (05 December 2000), Sec. 11]
      13.1.4.5.2 Continuing Professional Development is mandatory requirement in the renewal of Professional Identification Cards of all registered and licensed professionals under the regulation of the PRC. [Rep. Act No. 10912 (21 July 2016), Sec. 10]
      13.1.4.5.3 All duly validated and recognized CPD credit units earned by a professional are accumulated and transferred in accordance with the Pathways and Equivalence of the Philippine Qualifications Framework (PQF). [Rep. Act No. 10912 (21 July 2016), Sec. 11]

      13.1.4.6

      		 Every recommendation to the BOR for appointment or promotion must be accompanied with a complete statement of the qualifications, training, service record, publications, or research of the candidate and such other matters which may be called for by the rules of the University. [The Revised Code of the University of the Philippines (1961), Art. 159]

      13.1.4.7

      		 Recommendations for faculty appointments must be in accordance with the rules of procedure as may be prescribed by the President. [The Revised Code of the University of the Philippines (1961), Art. 160, amended at the 818th BOR Meeting (23 March 1972)]

      13.1.4.8

      		 No person is eligible for appointment or reinstatement as a regular member of the faculty of the University during the term for which that person has been elected to any political office. [The Revised Code of the University of the Philippines (1961), Art. 164; Civil Service Commission (CSC) Memorandum Circular No. 40, s. 1998 (14 December 1998), Sec. 2, Rule XIII]

      13.1.4.9

      		 Any person who has been defeated as a candidate for any political office in an election is not eligible for appointment or reinstatement as a regular member of the faculty within a year after the election. [The Revised Code of the University of the Philippines (1961), Art. 165; CSC Memorandum Circular No. 40, s. 1998 (14 December 1998), Sec. 4, Rule XIII]

      13.1.4.10

      		 No person may be appointed member of the faculty without compensation unless, in the opinion of the University President or the Chancellor, such a person possesses high professional or scholastic competence and the immediate requirements of the University justify the appointment. [The Revised Code of the University of the Philippines (1961), Art. 166]

      13.1.4.11

      		 No person may be appointed to the faculty on part- or full-time basis, with or without compensation, if the said person is on the staff of any private university or college in the Philippines. However, when the immediate requirements of the University justify the appointment and no other applicant approximates the needed high professional and scholastic competence, such a person may be appointed on a year-to-year basis until another, who possesses the desired competence and is not connected with other educational institutions, is available and is willing to accept such an appointment. [The Revised Code of the University of the Philippines (1961), Art. 167]

      13.1.4.12

      		 In all appointments to the positions of lecturers, senior lecturers, or professorial lecturers in the University, nominees who are connected with other branches of the government must present written permits from the head of the office concerned. [The Revised Code of the University of the Philippines (1961), Art. 161, amended at the 759th BOR Meeting (15 June 1967) and 845th BOR Meeting (25 April 1974)]

    • 13.1.5 Faculty Ranks

      UP faculty ranks are given corresponding salary grades as follows: [1313rd BOR Meeting (11 December 2015)]


  • 13.2 ORIGINAL APPOINTMENT

    All candidates for original appointment must possess desirable academic, collegial, and professional qualities such as academic integrity, professional ethics, dedicated service to the unit and the University, and commitment to academic excellence. [Shaping Our Institutional Future: A Statement on Faculty Tenure, Rank and Promotion, UP System Manual Series 2, OVPAA (2004)]

    The University can appoint faculty members on a contract basis for a fixed term. [The Revised Code of the University of the Philippines (1961), Art. 179, as originally adopted at the 834th BOR Meeting (28 June 1973)] Appointments to the faculty on a contract basis are not governed by the rules on tenure but by the terms of the contract. [The Revised Code of the University of the Philippines (1961), Art. 180]

    The precise terms and conditions of every original appointment must be stated in writing. [The Revised Code of the University of the Philippines (1961), Art. 179, amended at the 834th BOR Meeting (28 June 1973); 1009th BOR Meeting (26 February 1988); 1017th BOR Meeting (08 December 1988)]

    • 13.2.1 Minimum Qualifications per Faculty Rank

      There are minimum qualifications required for an original appointment according to each faculty rank. [Shaping Our Institutional Future: A Statement on Faculty Tenure, Rank and Promotion, UP System Manual Series 2, OVPAA (2004)]

      13.2.1.1

      Instructor. The minimum qualifications the University expects of an Instructor are:
       
      13.2.1.1.1 Instructors must have an appropriate undergraduate degree and must possess a good scholastic record.
      13.2.1.1.2 Instructors must have the intellectual competence to teach introductory courses.
      13.2.1.1.3 Instructors must demonstrate good teaching potential as manifested by sample lectures or teaching demonstrations.
      13.2.1.1.4 Instructors must have the motivation to undertake graduate courses and potential for success in graduate studies.

       

      13.2.1.2

      		 Assistant Professor. The faculty member to be appointed with the rank of Assistant Professor must possess the following minimum qualifications:
       
      13.2.1.2.1 Assistant Professors must have an appropriate MS/MA degree or a degree equivalent to this.
      13.2.1.2.2 Assistant Professors must demonstrate competence in teaching, as evidenced by student evaluation and other parameters, or very good teaching potential as manifested by sample lectures or teaching demonstrations.
      13.2.1.2.3 Assistant Professors must possess the ability to undertake research or creative work of credible quality, preferably with at least one research publication as sole or lead author in reputable refereed journal/book or the equivalent in literary, visual, and performing arts.
      13.2.1.2.4 Assistant Professors must actively participate in department activities, and, when possible, college or University activities.

       

      13.2.1.3

      		 Associate Professor. An Associate Professor is expected to have the following minimum qualifications:
       
      13.2.1.3.1 Associate Professors must have an appropriate PhD or equivalent terminal degree.
      13.2.1.3.2 Associate Professors must have a better than satisfactory teaching performance.
      13.2.1.3.3 Associate Professors must demonstrate a high level of competence in research or creative work, with at least several research publications in reputable refereed journals/books or the equivalent output in literary, visual, and performing arts.
      13.2.1.3.4 Associate Professors must have the ability to supervise research or direct creative work or performance.
      13.2.1.3.5 Associate Professors must actively participate in department, college, and University activities and extension work.

       

      13.2.1.4

      		 Professor. The faculty member with the rank of Professor is expected to have the following minimum qualifications:
       
      13.2.1.4.1 Professors must have an appropriate PhD or equivalent terminal degree.
      13.2.1.4.2 Professors must demonstrate outstanding teaching performance.
      13.2.1.4.3 Professors must have a highly productive and sustained publication record or equivalent creative output that is recognized by peers both within and outside the University as significant contributions to the advancement of knowledge.
      13.2.1.4.4 Professors must actively participate in department, college, and University affairs and extension work.
      13.2.1.4.5 Professors must demonstrate the highest standards of professional excellence, academic integrity, collegiality, and service to the University.

       

      13.2.1.5

      		 In exceptional cases, the doctoral degree for Associate and Full Professor ranks may be substituted by a record of publicly available scholarly or creative work judged by peers to be of superior quality.

      13.2.1.6

      		 The qualification requirements for Lecturers are the same as those prescribed for Instructor rank; for Senior Lecturers, the same as those prescribed for Assistant Professor rank; and Professorial Lecturers, the same as those at least prescribed for Associate Professor. [845th BOR Meeting (25 April 1974)]

      13.2.1.7

      		 Repeated reappointment to any non-regular faculty position, no matter how many times made, does not create any presumption of a right to another reappointment or indefinite tenure or to automatic appointment as a regular member of the faculty. [845th BOR Meeting (25 April 1974)]

    • 13.2.2 Processing of Papers for Original Appointment

      The processing of papers for original appointment follows the procedures outlined below.

      13.2.2.1

      Recommendations for appointment of faculty members using the green Basic Paper (HRDO B-1) are submitted to the Appointment Section, HRDO, located at the 1st Floor Mezzanine, Quezon Hall.

      13.2.2.2

      		 Only submissions with complete mandatory document requirements and fully accomplished Basic Paper are received by HRDO for processing. For bulk submissions (10 documents or more) by the unit, the HRDO needs three (3) working days to examine completeness/appropriateness of mandatory document requirements to determine whether or not any of the submissions would be returned to the unit.

      13.2.2.3

      		 Mandatory document requirements must be submitted to the HRDO not later than 60 days before the start of the appointment period. Submissions beyond the due date should be accompanied by a letter of explanation as an additional requirement. These documents are needed for the APFC’s deliberations.

      13.2.2.4

      		 Additional document requirements may follow within two weeks from original submission of mandatory documents. These documents are needed by the HRDO for the release of appointment papers.

      13.2.2.5

      		 Final document requirements must be submitted prior to the release of the appointment paper/s.  The Accounting Office needs these documents for the release of the first salary.

      13.2.2.6

      		 Signed appointment papers are returned to HRDO Appointment Section for recording and releasing, provided all final document requirements are submitted.
       
      13.2.2.6.1 Tax Identification Number (TIN) and government-legislated Membership Numbers (GSIS, PAG-IBIG and PhilHealth, except for foreign nationals) are required prior to the release of the signed appointment paper in cases of original appointment, transfer, reappointment, or reemployment.
      13.2.2.6.2 In case of pending membership applications, proof of submission of application forms may suffice.

       

      13.2.2.7

      		 In the case of foreign nationals, a letter of invitation is issued by the Office of the Chancellor for conforme of the foreign national. The signed letter of invitation is submitted to the Bureau of Immigration, Department of Justice (BI-DOJ) and the Department of Labor and Employment (DOLE). The UP Diliman Office of International Linkages (OIL Diliman) assists inbound foreign faculty and researchers in the processing of their permit and/or visa application. Faculty who are foreign nationals need their visa, work permit, and appointment papers to perform their duties in the University. [OVCAA Memorandum No. BMP-16-193 (30 June 2016)]

      (See Appendix ##: Checklist of Requirements for Faculty Appointment Processing, HRDO, May 2016)

  • 13.3 RENEWAL OF APPOINTMENT

    • 13.3.1 General Principles

      13.3.1.1

      All renewals of faculty appointment are made strictly on the basis of merit. [The Revised Code of the University of the Philippines (1961), Art. 157, amended at the 754th BOR Meeting (20 January 1967)]

      13.3.1.2

      		 Within the probationary period of tenure-track faculty, the faculty member is appointed yearly. [Shaping Our Institutional Future: A Statement on Faculty Tenure, Rank and Promotion, UP System Manual Series 2, OVPAA (2004)]

      13.3.1.3

      		 The University can appoint non-regular faculty members on a contract basis for a fixed term. [The Revised Code of the University of the Philippines (1961), Art. 179, as originally adopted at the 834th BOR Meeting (28 June 1973)] Appointments to the faculty on a contract basis are not governed by the rules on tenure but by the terms of the contract. [The Revised Code of the University of the Philippines (1961), Art. 180]

      13.3.1.4

      		 The precise terms and conditions of every renewal of appointment must be stated in writing. [The Revised Code of the University of the Philippines (1961), Art. 179, amended at the 834th BOR Meeting (28 June 1973); 1009th BOR Meeting (26 February 1988); 1017th BOR Meeting (08 December 1988)]

      13.3.1.5

      		 No later than 60 days prior to the end of the temporary appointment of a full-time faculty member, the DAPC and CAPC must submit a recommendation for tenure or renewal with temporary waiver of tenure rule, or the Dean must notify in writing the faculty member concerned of the expiration of her/his appointment. In case the faculty member opts not to be renewed, the faculty must write to the Chancellor through channels, no later than 60 days prior to the end of the temporary appointment. [The Revised Code of the University of the Philippines (1961), Art. 179, amended at the 834th BOR Meeting (28 June 1973); 1009th BOR Meeting (26 February 1988); 1017th BOR Meeting (08 December 1988)]

      13.3.1.6

      		 In addition to the guidelines provided in this Manual, some academic units have also adopted specific guidelines on the renewal of appointment of their faculty. Units are enjoined to inform and continuously remind their newly-hired faculty of the guidelines on recruitment, renewal, tenure, and promotion decided on by the unit, and the criteria on which these decisions are founded.

    • 13.3.2 Minimum Expectations per Faculty Rank

      Once appointed to a rank, the faculty member is expected to teach with excellence, build up a productive record of research or creative work, and engage actively in activities that serve the University and the larger community. A faculty member must meet these expectations in order to be considered for renewal, tenure, and promotion.

      These are the minimum expectations for faculty members in each rank: [Shaping Our Institutional Future: A Statement of Faculty Tenure, Rank and Promotion, UP System Manual Series 2, OVPAA (2004)]

      13.3.2.1

      Instructor. An Instructor must meet these expectations:
       
      13.3.2.1.1 Instructors must demonstrate teaching competence.
      13.3.2.1.2 Instructors must show understanding of disciplinal content by handling at least two different courses while an Instructor.
      13.3.2.1.3 Instructors must enroll in an appropriate graduate program from a reputable institution (recognized by the University) and must finish the program within the period prescribed by the University.
      13.3.2.1.4 Instructors must produce graduate work of acceptable quality and evidence of promise must be present.
      13.3.2.1.5 Instructors must be involved in department activities such as faculty meetings, committee work, and registration/advising work.
      13.3.2.1.6 S/he must possess academic integrity and professional ethics.

       

      13.3.2.2

      		 Assistant Professor. Appointment to the rank of Assistant Professor carries the following expectations:
       
      13.3.2.2.1 The faculty member with the rank of Assistant Professor must have at least an MA/MS degree and must have started PhD studies (or equivalent terminal degree) and finished the program within the period prescribed by the University.
      13.3.2.2.2 Assistant Professors must possess an exceptional quality of work in the graduate studies and the capacity to sustain intellectual growth must be evident.
      13.3.2.2.3 Assistant Professors must maintain better than satisfactory teaching evaluation based on student and/or faculty peer feedback, teaching portfolio, and other evidence.
      13.3.2.2.4 Assistant Professors must engage in research or creative work at least as member of a research/ creative work project team.
      13.3.2.2.5 Assistant Professors must publish or produce creative work of the quality and quantity necessary to satisfy the standards for tenure and promotion and in the required capacity (as lead author or co-author or co-creator of creative work).
      13.3.2.2.6 Assistant Professors must show commitment to the department, college, and University by continued participation in unit activities.
      13.3.2.2.7 Assistant Professors must participate in extension activities of the unit, college and/or University.

       

      13.3.2.3

      		 Associate Professor. For an Associate Professor, these are the expectations:
       
      13.3.2.3.1 The faculty member with the rank of Associate Professor must have a PhD or equivalent terminal degree.
      13.3.2.3.2 Associate Professors must maintain an excellent teaching record.
      13.3.2.3.3 Associate Professors must sustain intellectual productivity by continued publication in reputable refereed academic or literary venues or the equivalent creative work in the visual and performing arts.
      13.3.2.3.4 Associate Professors must be actively involved in thesis/dissertation advising.
      13.3.2.3.5 Associate Professors must mentor younger faculty in both teaching and research or creative work.
      13.3.2.3.6 Associate Professors must develop a culture of research/creative work scholarship not only by advising graduate students and mentoring younger faculty, but also by bringing them into research/creative work projects and helping them publish/ perform/exhibit.
      13.3.2.3.7 Associate Professors must demonstrate commitment to the University by membership and participation in department/college/University committees when and where ever possible.
      13.3.2.3.8 Associate Professors must actively engage in extension work.

       

      13.3.2.4

      		 Professor. The expectations of a Professor include the following:
       
      13.3.2.4.1 The faculty member with the rank of Professor must have a PhD or equivalent terminal degree.
      13.3.2.4.2 Professors must maintain excellent teaching record, as evidenced by innovative approaches to teaching the discipline and a generally accepted reputation for stimulating student interest in learning.
      13.3.2.4.3 Professors must maintain an active publishing career or the equivalent measure of creative output in the arts and must strive for peak research or creative output.
      13.3.2.4.4 Professors must develop a culture of excellence in teaching, research/creative work and service by being a role model and mentor, and by prodding the unit to continuously strive for higher levels of achievement.
      13.3.2.4.5 Professors must exercise leadership in the profession and bring honor to the University.
      13.3.2.4.6 Professors must maintain an active involvement in department/college/University committees and activities.
      13.3.2.4.7 Professors must take active part in extension work or perform well as an administrator.
      13.3.2.4.8 In exceptional cases, the doctoral degree for Associate and Full Professor ranks may be substituted by a record of publicly available scholarly or creative work judged by peers to be of superior quality.

       

    • 13.3.3 General Guidelines for Renewals of Appointment

      13.3.3.1

      Tenure-track appointment is probationary in character. The period of temporary appointment varies according to the rank of faculty member under probation. [Shaping Our Institutional Future: A Statement on Faculty Tenure, Rank and Promotion, UP System Manual Series 2, OVPAA (2004)]

      13.3.3.2

      		 Within the probationary period, the faculty member is appointed yearly. [Shaping Our Institutional Future: A Statement on Faculty Tenure, Rank and Promotion, UP System Manual Series 2, OVPAA (2004)]

      13.3.3.3

      		 During the probationary period, the tenure-track faculty member must be able to show why they deserves to be reappointed as faculty or to receive tenure. [Shaping our Institutional Future: A Statement on Faculty Tenure, Rank and Promotion, UP System Manual Series 2, OVPAA (2004)]
       
      13.3.3.3.1 If, after the first year of her/his appointment, the faculty member does not perform up to par and shows no promise of improvement, the appointment is not renewed.
      13.3.3.3.2 However, if the faculty member shows potential for improvement, they shall prepare a one-year improvement plan, guided by the standards set in the Table on Standards for Evaluation of Tenure Track Faculty, Chapter 15.0: Tenure, and will discuss it with the department’s Chair and Academic Personnel Committee (or equivalent body).
       
      (a) The improvement plan is submitted to the Dean for approval.
      (b)

      The following factors underpin the preparation of the individual improvement plan:

      • The tenure-track faculty member commits (in writing) to improving their teaching and other performance. The department will hold the faculty member to this commitment.
      • A formal plan serves as a clear guide and basis for monitoring the progress toward tenure of the faculty.
      (c) It is best to put the improvement plan in writing to ensure consistency in the details of the plan and to avoid misunderstanding, because members of the department/division Academic Personnel Committee (APC) are elected and the composition of the APC changes.
      (d) The discussions that precede the approval of the plan help ensure that the requirements are fair and reasonable.

       
      13.3.3.3.3 At the end of the year of the tenure-track faculty’s individual improvement plan, the Department Chair and APC (or equivalent body) may either recommend continuation of the plan for another year or modify it.
      13.3.3.3.4 However, if the faculty member’s performance is unsatisfactory, the appointment will not be renewed.
      13.3.3.3.5 The improvement plan cannot be used as a reason to renew the appointment of a faculty member who shows little or no promise or potential for growth. [Shaping Our Institutional Future: A Statement on Faculty Tenure, Rank and Promotion, UP System Manual Series 2, OVPAA (2004)]
      13.3.3.3.6 If the faculty member is not to be recommended for tenure or renewal with temporary waiver of tenure rule, the Dean will inform the faculty member in writing at least 60 days prior to the expiry of the latter’s appointment.
      13.3.3.3.7 Units may adopt stricter probationary policies, provided these are approved by the College, the Chancellor, the President, and the Board of Regents.

       

      (See Chapter 15.0: Tenure for the guidelines on probationary policies)

    • 13.3.4 Processing of Papers for Renewal of Appointment

      13.3.4.1

      These are the requirements for the renewal of appointment within the usual trial period:
       
      13.3.4.1.1 Fully accomplished Basic Paper (HRDO B-1), (1 copy)
      13.3.4.1.2 Justification for renewal from Chair/Director endorsed by the Dean
      13.3.4.1.3 SET scores of recommended faculty

       
        Submissions beyond the due date (announced through a memorandum before the start of the academic year) must be accompanied by a letter of explanation as an additional requirement.
      13.3.4.2 These are the requirements for the renewal of appointment with waiver of up-or-out rule for Instructors: [Checklist of Requirements for Faculty Appointment Processing, UP Diliman HRDO (May 2016)]
       
      13.3.4.2.1 Fully accomplished Basic Paper (HRDO B-1), (1 copy)
      13.3.4.2.2 Justification for renewal from Chair/Director endorsed by the Dean
      13.3.4.2.3 Updated Curriculum Vitae (CV) of recommended faculty, which indicates accomplishments and publications, with recent 1 ½” x 1 ½” picture (2 copies)
      13.3.4.2.4 SET scores of recommended faculty
      13.3.4.2.5 Certification from thesis adviser that the recommended faculty has an officially approved thesis topic and indicating the projected date of completion

       
        Submissions beyond the due date (announced through a memorandum before the start of the academic year) must be accompanied by a letter of explanation as an additional requirement.
      13.3.4.3 These are the requirements for the renewal of appointment with temporary waiver of faculty tenure rule for Assistant and Associate Professors:
       
      13.3.4.3.1 Fully accomplished Basic Paper (HRDO B-1), (1 copy)
      13.3.4.3.2 Justification for renewal from Chair/Director endorsed by the Dean
      13.3.4.3.3 Updated CV of recommended faculty, which indicates accomplishments and publications, with recent 1 ½” x 1 ½” picture (2 copies)
      13.3.4.3.4 SET scores of recommended faculty
      13.3.4.3.5 Certification of acceptance from the journal editor and statement as to when recommended faculty's refereed publication will be off the press

       
        Submissions beyond the due date (announced through a memorandum before the start of the academic year) must be accompanied by a letter of explanation as an additional requirement.

      (See Section 13.2.2, this chapter for the procedure in the processing of appointment papers)

  • 13.4 EXTENSION OF SERVICE BEYOND COMPULSORY AGE OF RETIREMENT AND BEYOND AGE 70 YEARS

    The BOR may extend, with the faculty members’ consent, the tenure of service of UP faculty members beyond the compulsory retirement age whenever their services are especially needed, any other provision of law to the contrary notwithstanding, on recommendation of the units upon endorsement of the University President. However, tenure is not extended beyond the age of seventy (70) years. [Rep. Act No. 9500 (23 July 2007), Sec. 13]

    • 13.4.1 Requirements and Guidelines for the Original Extension of Appointment

      These are the requirements and guidelines for the original extension of appointment of faculty whose 65th birthday falls within the semester: [Checklist of Requirements for Faculty Appointment Processing, UP Diliman HRDO (May 2016)]

      13.4.1.1

      The faculty must submit one (1) copy of the fully accomplished Basic Paper (HRDO B-1).

      13.4.1.2

      		 The date of effectivity of the appointment is from the day after the birthday until the end of the semester or midyear term.

      13.4.1.3

      		 The request for the extension of service must be endorsed by the Academic Personnel and Fellowship Committee (APFC).

      13.4.1.4

      		 The documents must be submitted no later than two (2) calendar months prior to the faculty member’s 65th birthday. Submission beyond this due date should be accompanied by a letter of explanation for the delay in submission.

    • 13.4.2 Requirements and Guidelines for the Renewal of Extension of Appointment

      These are the requirements for the renewal of extension of service beyond age 65 years: [Checklist of Requirements for Faculty Appointment Processing, UP Diliman HRDO (May 2016)]

      13.4.2.1

      The faculty must submit one (1) copy of the fully accomplished Basic Paper (HRDO B-1).

      13.4.2.2

      		 The faculty must submit a justification of the renewal of extension of service from the Department Chair/Director endorsed by the Dean.

      13.4.2.3

      		 The faculty must submit her/his SET scores for the last two semesters.

      13.4.2.4

      		 The faculty must submit the fully accomplished OVPAA Form No. 3 (white Basic Paper).

      13.4.2.5

      		 The faculty must submit a medical certificate with documentary stamp (1 copy).

      13.4.2.6

      		 The faculty’s unit must submit a Faculty Development Plan with timetable and the names of the faculty understudy. The faculty understudy must be regular (full-time) faculty members of the unit.

      13.4.2.7

      		 For regular faculty members: S/he must submit a progress report prepared and signed by the PhD student advisees. The progress report must be endorsed by the Department Chair and Dean.

      13.4.2.8

      		 The documents must be submitted no later than two (2) calendar months prior to the start of the succeeding semester. Submission beyond this due date should be accompanied by a letter of explanation for the delay in submission.

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