NOMINATION GUIDELINES

2017 GAWAD TSANSELOR SA NATATANGING KAWANI

 

The University of the Philippines Diliman recognizes and values the contribution of its administrative personnel in the attainment of academic and operational excellence in the University. In recognition of their exemplary performance and dedication to service, the Gawad Tsanselor sa Natatanging Kawani award will be given to outstanding administrative personnel in each of the following categories:

Administrative Personnel: Salary Grades 1 to 8

Administrative Personnel: Salary Grades 9 to below 18

Supervisory Administrative Personnel: SG 18 and above

 

I.                                  GENERAL GUIDELINES

 

A.    To be eligible for the 2017 Gawad Tsanselor sa Natatanging Kawani, nominees must: 

1.     Be full-time administrative personnel, who are presently in active service of the University and who, during the preceding year (2015), had not incurred leaves of absence without pay;

2.   Have performance ratings of OUTSTANDING during the periods: January – June 2016 and July-December 2016; 

Note:   Only nominees with performance ratings of “Outstanding” for two consecutive rating periods will be evaluated.

3.     Have not have been issued warning/reprimand for conduct unbecoming of a civil servant; 

4.     Have not been issued a  formal charge of any criminal or administrative offense for the last two years (2015 and 2016);

5.     Not be an awardee for the last three years (2014-2016); and

6.     Have at least five people under their supervision for the Supervisory level category.

 

B.    All nominations submitted must be properly signed by the nominating party. The nominating party may be the nominee himself/herself.

 

C.    The following documents must be submitted by the nominee in five (5) copies:

1.     A duly signed formal letter of nomination by the nominating party in either English or Filipino, citing the nominee’s outstanding accomplishments and evaluation of his/her tangible and intangible contributions to the unit, in particular, and to UP, in general. The evaluation must be based on the general criteria for each category and must be presented together with supporting documents. Attached is the form to be used for submission of matrix of accomplishments. You may use additional forms as needed. 

2.     Certified photocopies of certificates of training programs, workshops, seminars, conferences, formal education, etc., attended in 2015 and 2016.

3.     Updated Personal Data Sheet (PDS) with recent passport size photo taken in the last six (6) months.

4.   Nominee’s certification of not having been charged or convicted of any administrative or criminal offense for the last two (2) years (2015-2016).If subjected to preventive suspension and the decision was ultimately in favor of the nominee, a certified true copy of the decision must be attached to the certification.

5.     Official Position Description Form (PDF) of the nominee issued and signed by the Head of Unit.

 

D.    Certified documents to be provided by HRDO (need not be part of document submissions of nominee).

1.     Photocopies of Performance Ratings for the last two (2) rating periods (January – June 2016 and July – December 2016); 

2.     Certification that the nominee is presently in active service in the University and did not incur any leave of absence without pay in 2016; and

3.     Certification that the nominee is clear of any administrative charge and/or had not been convicted for such in the last two years immediately preceding the nomination.

E.    As necessary, the Committee may invite nominees for an interview and may ask for additional documents.

 

F.    List of all nominees submitted will be posted at the HRDO and OVCA websites and HRDO bulletin board for the information of the public. (Note: Being in the list does not confirm/guarantee eligibility)

 

II.                                 GENERAL EVALUATION CRITERIA    (Please download the  attached Documents   )

          

Deadline for Nominations

 

All nominations should be: 

1.     Submitted with complete documentations, otherwise the nominee will not be eligible for evaluation; and

2.     Addressed to:          Prof. Virginia C. Yap

Vice Chancellor for Administration

Office of the Vice Chancellor for Administration

Ground Floor, South Wing, Quezon Hall, UP Diliman 

3.     Received not later than 17 March 2017 

Members of the Gawad Tsanselor sa Natatanging Kawani Committee for the Selection of Outstanding Administrative Personnel are not eligible to be nominated or to nominate.

 

FULL LIST OF NOMINEES BY CATEGORY (Please download the attached list )

 

For inquiries, please contact Joan Lilo-an of OVCA at telephone number 9818500 loc 2579  or call Ms. LEIZEL P. LECTURA of HRDO at telephone number 9818500 loc 2577/2576; or email This email address is being protected from spambots. You need JavaScript enabled to view it.

MOST URGENT CONCERNS:


 

 

1. UPD CY 2015 Budget Proposal for presentation of the Chancellor to the President,originally scheduled on 24 February 2014

2. Preparation of UPD CY 2014 Internal Operating Budget (IOB) for submission to UP System Office Budget on or before 12 March 2012.

3. Preparation of UPD CY 2014 Trust Fund IOB (Student Fees and Income-Fed Trust Funds).

4. Preparation and submission of UPD CY 2015 Budget Preparation documents for submission to UP System Office Budget.

5. Faculty appointment renewal relative to Academic Calendar Shift.

6. Pilot Testing of the SPMS.

7. eUP HRIS roll-out.

8.  Lease Contract renewal for Citimall,Jubilant,and Petron Commonwealth.

9. Review of Strategic HR Plan submitted to UP System.

10. Filling-up of needed items in Accounting,SPMO and HRDO in view of the existing moratorium of filling up positions (for possible lifting).

11. Conversion of dormant accounts (dollar account and reneging fellows account) into active account.

12. BIR Certificate of Tax Exemptions by virtue of RA9500.

 

 Program and Activities


 

  • Seminars  and Training

Title Date Links
Poap Training  January-December 2015 Ref.
Civil Service Commission Training Institute  January-December 2015 Ref.
 DAP Public offered Training  January-December 2015 Ref.
 PTTC Seminars and Training  January-December 2015 Ref.
 Tesda Online Program  January-December 2015 Ref.
 UP Diliman HRDO Training Program  January-December 2015 Ref.
 UP Diliman NEC Training Calendar  January-December 2015 Ref.
 UP ISSI Training Calendar  January-December 2015 Ref.

 

 

  • Orientations and Workshop

Title Date Links
UP Employee Orientation January-December 2015 Ref.
UP Employee Development January-December 2015 Ref.
UP Required Training January-December 2015 Ref.

 

 

 

MAJOR ACCOMPLISHMENTS:


 

 

1. Treatment of research grant releases of the Office of the Vice Chancellor for Research and Development(OVCRD) to program/project leaders of internally funded researches as outright grants instead of as cash advance.

Under existing government auditing and accounting rules,funds released as outright grants are recorded as direct expenses in the books of the University. Thus, OVCRD's funded research projects will no longer be subject to the multifarious and restrictive requirements and condition of funds utilization for Cash Advance under existing government auditing and accounting rules and regulations . This greatly expedites timely completion of research projects as researchers will have more flexibility  in their acquisitions of equipments and other research requirements ---noting that funds released as outright grants are not subject to the painstaking procurement process of RA 9184.

 

2. Delegation to Program Leaders or Deans (in cases when the program leader is the requesting party) the authority to sign the certification on fieldwork expenses exceeding the maximum limit of P800/day as absolute and necessary.

This greatly expedites the processing of reimbursement and "liquidation reports" of research projects.

 

3. Increase in the signing authority of the Chancellor for procurements through public bidding from P10M to P25M

This resulted in the faster issuance of Notice of Award to the winning bidder and hence, the delivery of the procured items to end-users.

 

4. Drew up guidelines on procedures on reporting,valuation and recording of donations.

With the assistance of the Diliman Legal Office (DLO),the guidelines had:

  • Minimized un-reconciled property and equipment variance between the records of Diliman Accounting and SPMO;
  • Prevented understatement/overstatement of donations in the books of accounts;
  • Led to the proper identification of accountable end-users; and
  • Resulted in the timely provision of appropriate documentation for allowable tax deductions to donors

 

5. Amendments of the "fund utilization purposes" of  Trust Accounts under the control of the Office of the Chancellor.

This resulted to greater "flexibility" in the uses of the Trust Accounts under the control of the Office of the Chancellor and hence, the increased capacity to respond to the increasing financial requirements of various UPD units/offices.

 

6. Adoption of parallel approach, instead of sequential, in processing transactions/requests.

To the extent allowed by existing University policies,government auditing and accounting rules and regulations, parallel processing of transactions/papers is adopted to expedite completion of transactions(e.g. In cases of urgent payments, the Cash Office prepares the check is ready when the required documentary supports are transmitted by Accounting/Budget Office to the Cashier's Office. It is emphasized,however, that checks will not be released until complete documents are not submitted.) This significantly reduced waiting time of end users.

 

7. Rental rate rebasing and increased revenue streams.

Review of existing rates for UPD's revenue-generating resources,including rental of the office spaces, and adoption of more realistic/papers and adoption of more realistic/competitive bases for rate determination of the University's  revenue-generating assets. This significantly increased revenues from the University's lands, building and other physical assets and improved bases for rates negotiations.

 

8. Assistance to colleges/academic units relative to proposals to amend UGFTI/GFTI fund utilization.

The assistance facilitated the approval of the BOR of the amended fund utilization of CHK,SURP and AIT

 

9. Fiscal management innovations

Openness to "out of the box" ideas, instead of sticking to existing traditional fiscal practices led to the establishment of Resident Scholars and Resident Fellows in the Law Center and Trust Account of DBM released funds for the College of Law.

 

10. Regulations of UP Contractuals and non-UP contractual employees (2 out of 38)

27 out of 38 non-UP Contractual employees with at-least 10 years in service were regularized.

 

11. Corrective personnel action on slight deviations in occupied positions.

Position deviations of 14 out of 18 (some under No-NOSCA) were corrected.

 

12. Full implementation of the CSC- approved Merit Selection Plan (MSP)

 

13. Expanded HRDO Website posting

  • posting of vacant positions
  • appointments issued
  • posting of HR-related memos
  • downloadable HR forms
  • links to CSA,UPS  and UPD

 

14. Revival of HRDO Training Programs which include Pre-retirement Lectures,among others.

 

15. Faculty and employees welfare Enhancement

  • Increased UPD counterpart contribution to Provident Fund from P1,200 to P2,400 per annum.
  • Increased Gawad Chancellor Cash Awards to:

        -Natatanging Guro: From P100,000 to P130,000

        -Natatanging Kawani/REPS: From P40,000  to P70,000

       -Special Retirees: From 10,000 to P20,000

 

16. Digitization of report of collection of Special Collecting Officers (SCO)

Collections by various SCO's of the university can now be viewed on-line by connected offices making it more transparent.The determination of a unit's income can now be easily generated through the encoded information in the database through their assigned codes thus facilitating timely submission of collection report.

 

17. Electricity and water usage monitoring

This resulted in identification of causes of high monthly utility bills and the undertaking corrective measures(e.g renegotiation of Guaranteed Minimum Billing Demand (GMBD), underground leakage,etc.) to reduce utility consumption.

 

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