Public Personnel Administration

Module 3: Recruitment Process and Appointment Guidelines

Introduction

This module provides a comprehensive overview of the public personnel

recruitment, selection, and appointment processes in the Philippines, with a
specific focus on the regulations and guidelines set forth by the Civil Service
Commission (CSC). Students will analyze the critical steps involved in attracting,
screening, and selecting qualified individuals for public service. They will also
explore the various types of appointments and the legal grounds for
disapproval, including specific rules regarding nepotism. The practical examples
and case digest assessment will enable students to apply their knowledge to
real-world scenarios.

Topic 1: Recruitment Process: Screening and Selection

Objective:

Analyze the public screening and selection process of public personnel.

Content:

The recruitment process in the public sector is a systematic and merit-based

procedure designed to ensure that the most qualified individuals are hired for
government positions. It is governed by the principles of professionalism,
integrity, and non-partisanship as mandated by the Philippine Constitution and
the Civil Service Law.

A. The Recruitment Process

1.​ Preparation of Publication: The process begins with the identification of a

vacant position and the preparation of a Request for Publication of
Vacancy (RPV). The CSC requires that all vacant positions be published to
a wider audience to encourage a diverse pool of applicants. This
publication must contain the position title, salary grade, required
qualifications, and place of assignment.
2.​ Publication of Vacancy: The vacant position must be published in a
conspicuous place within the agency for a minimum of 10 calendar days.
Additionally, it must be posted on the CSC website's job portal. This
ensures transparency and equal opportunity for all qualified applicants.
3.​ Application and Submission of Requirements: Interested applicants submit
their application letter, Personal Data Sheet (PDS), and other
documentary requirements, such as authenticated copies of their
Transcript of Records, CSC eligibility, and other relevant certifications.

B. The Screening and Selection Process

This phase is the core of the merit system, ensuring that only those who meet the
minimum qualifications are considered for the position.

1.​ Initial Screening (HR Officer): The Human Resources (HR) Officer or its
equivalent conducts the initial screening of all submitted applications. The
primary goal is to determine if applicants meet the minimum qualifications
of the position based on the CSC's Qualification Standards (QS). These
standards include educational attainment, work experience, relevant
training, and civil service eligibility. Applicants who fail to meet these
minimums are disqualified.
○​ Example: A vacant position for Administrative Officer V (SG 18)
requires a Bachelor's Degree, two years of relevant experience,
 eight hours of relevant training, and Career Service Professional
Eligibility.
■​ Applicant A: Holds a Bachelor's Degree, has three years of
relevant experience, and has Career Service Professional
Eligibility.

Result: Meets all minimum requirements.

■​ Applicant B: Holds a Bachelor's Degree but has no work

experience.

Result: Fails the initial screening due to lack of experience.

■​ Applicant C: Has a Bachelor's Degree and three years of

experience but has not yet passed the Career Service
Professional Examination.

Result: Fails the initial screening due to lack of civil service

eligibility.

2.​ Deliberation by the Human Resource Merit Promotion and Selection Board
(HRMPSB): The HRMPSB is a multi-sectoral body within an agency
responsible for evaluating qualified applicants. The board's composition
typically includes a representative from management, the HR unit, an
employee's union (if one exists), and a representative from the CSC or a
relevant professional organization.
○​ The HRMPSB evaluates the qualified applicants based on a set of
criteria that goes beyond the minimum qualifications. These criteria
may include:
■​ Performance: Past performance ratings in previous positions.
■​ Education and Training: Additional relevant degrees or
certifications.
■​ Work Experience and Accomplishments: Specific
achievements or projects handled.
■​ Competencies: Skills and abilities relevant to the position.
 ■​ Interview: A crucial part of the selection process, where the
HRMPSB assesses the applicant's communication skills,
situational judgment, and fit for the agency's culture.
3.​ Recommendation of the HRMPSB: Based on the deliberation and
evaluation, the HRMPSB prepares a shortlist of the most qualified
candidates (usually the top 3-5). The board then submits its
recommendation to the appointing authority (e.g., the agency head).
4.​ Selection by the Appointing Authority: The appointing authority makes the
final decision from the shortlist recommended by the HRMPSB. The
selection is based on the appointing authority's judgment of who is the
most suitable candidate to fill the position and contribute to the agency's
goals. The chosen candidate is then issued an appointment paper.

Topic 2: Appointment Guidelines and Nepotism Rules

Objective:

Explain the various kinds of appointments and grounds for disapproval

according to the Civil Service Commission.

Content:

After the selection process, the chosen candidate receives an appointment.

The nature of this appointment is crucial as it determines the tenure and security
of the position.

A. Kinds of Appointments (CSC MC No. 40, s. 1998, as amended)

1.​ Permanent: An appointment issued to a person who meets all the

requirements of the position, including civil service eligibility. This is the
most secure form of appointment, granting the employee security of
tenure.
2.​ Temporary: An appointment issued to a person who meets all the
education and experience requirements of the position but lacks the
 appropriate civil service eligibility. A temporary appointment can be
issued only in the absence of a qualified civil service eligible. It has a
maximum duration of twelve (12) months. The employee can be replaced
by a qualified permanent appointee at any time.
3.​ Substitute: An appointment issued when the incumbent of a permanent
position is on an approved leave of absence (e.g., maternity leave, study
leave) for a period of at least three months. This appointment is
co-terminus with the return of the permanent incumbent.
4.​ Co-terminous: An appointment issued to a person whose tenure is
co-terminus with:
○​ the appointing authority (e.g., a special assistant to a Mayor or
Governor);
○​ a specific project (e.g., project-based personnel in a government
project); or
○​ the existence of the agency (e.g., an employee of a commission
that has a specific term).
5.​ Casual: An appointment issued to a person to perform job functions for a
short period, usually not exceeding six months, to address urgent or
temporary needs.

B. Grounds for Disapproval of Appointment

The CSC is the final approving authority for all appointments in the civil service.
An appointment can be disapproved or invalidated on various grounds,
including but not limited to:

1.​ Ineligibility: The appointee does not possess the required civil service
eligibility for the position.
2.​ Lack of Qualification: The appointee fails to meet the minimum
educational, experience, or training requirements.
3.​ Violation of the Merit and Fitness Principle: The appointment was made
without proper deliberation by the HRMPSB or was based on political,
personal, or other non-merit factors.
 4.​ Nepotism: This is a major ground for disapproval. The CSC strictly prohibits
nepotism in government service.

C. Nepotism Rules (CSC Resolution No. 1800692)

What is Nepotism? Nepotism is the appointment of a relative within the third

degree of consanguinity (blood relation) or affinity (relation by marriage) to a
government position.

The Prohibited Relationships:

●​ Consanguinity (Blood Relation):

○​ First Degree: Parents, children.
○​ Second Degree: Grandparents, grandchildren, brothers, sisters.
○​ Third Degree: Great-grandparents, great-grandchildren, uncles,
aunts, nephews, nieces.
●​ Affinity (By Marriage):
○​ First Degree: Spouse, step-parents, step-children.
○​ Second Degree: In-laws (parents-in-law, children-in-law,
brothers-in-law, sisters-in-law), step-grandparents,
step-grandchildren.
○​ Third Degree: Uncles-in-law, aunts-in-law, nephews-in-law,
nieces-in-law.

Scope of Prohibition: The prohibition on nepotism applies to all government

agencies, including government-owned and controlled corporations (GOCCs)
and state universities and colleges (SUCs), whether the appointment is
permanent, temporary, or co-terminous.

Exceptions to the Rule: The rule on nepotism does not apply to the following:

1.​ The spouse of the appointing authority appointed to the confidential or

personal staff of the appointing authority.
2.​ Casual or temporary appointments to a government agency's plantilla if
no other qualified applicant is available. (Note: This is a nuanced area
and often subject to CSC scrutiny).
3.​ Appointments to positions in the Career Executive Service and other
similar senior-level positions.

●​ Example:
○​ Mayor Rodrigo Duterte appoints his brother, a lawyer, as the City
Legal Officer.

Result: The appointment is invalid due to nepotism. His brother is a

relative within the second degree of consanguinity.

○​ The President appoints his son-in-law as his Special Assistant.

Result: The appointment is valid. The son-in-law is a relative by

affinity within the first degree, but the appointment is an exception
as it is to the confidential staff of the appointing authority.