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FACULTY MANUAL UPDATEUNIVERSITY OF THE PHILIPPINES DILlMANJanuary2005University ofthe Philippines Diliman

Prepared by the Office of the Vice Chancellor for Academic Affairs

No part of this publication may be reproduced or transmitted in any form or by anymeans, electronic or mechanical, now known or heretofore invented, includingphotocopying, recording, or in any information storage or retrieval system, withoutpermission in writing from the publisher.

FACULTY MANUAL UPDATEUNIVERSITY OF THE PHILIPPINES DILlMAN

January 2005

University ofthe PhilippinesDiliman, Quezon City

2005

'7 his Faculty Manual Update 2005 contains guidelines andinformation relevant to the faculty which were culled from theresolutions approved by the Board of Regents, decisions of the UniversityCouncil and the Diliman Executive Committee, and memoranda from Systemand Dillman offices since December 2003 when the Faculty Manual was lastprinted. Some guidelines inadvertently missed in the 2003 Manual arelikewise included in this Update 2005.

For easy reading, relevant sections with the corresponding revisions inFaculty Manual 2003 are reproduced in their entirety. For revisions/updatescontained in "In Support ofa Culture ofScholarship and Excellence: FacultyDevelopment, Grants (UP System Manual Series 1, OVPAA, 2004)" and"Shaping our Institutional Future: A Statement on Faculty Tenure, Rank andPromotion (UP System Manual Series 2, OVPAA, 2004)", readers are referredto these original documents.

The additions and revisions and their sources are italicized, printed in boldforit for easy identification and the pages of pertinent portions in FacultyManual 2003 being revised are indicated for accurate cross-referencing.

TABLE OF CONTENTS

FOREWORD

1.0 GOVERNANCE AND ADMINISTRATION 11.3 Organizational Structure ofthe University ofthe Philippines 1

1.3.4 Officials ofColleges/Units 2• Dean 2• Assistant to the Dean or Director 4• Assistant Chair 5

4.0 DUTIES AND RESPONSffiILITIES 64.2 Teaching Load 8

4.2.2 Computation ofTeaching Load 84.5 Attendance in Classes 10

5.0 FACULTY APPOINTMENT, PROMOTION,TENURE AND SEPARATION FROM SERVICE 11

5.1 Appointments 115.1.1 General Guidelines 115.1.2 Minimum Qualifications per Rank 135.1.4 Role ofAcademic Personnel Committees 15

c. University Academic Personnel and Fellowship Committee 155.2 Promotions 16

5.2.1 Criteria for Promotion 165.3 Appointment to Specific Ranks and Tenure 17

5.3.2 Assistant Professors 225.5 Extension of Service in the University 24

5.5.1 Beyond the Compulsory Retirement Age of65 24

6.0 FACULTY PRIVILEGES 266.1 Study Privileges for Faculty Members Not on Leave 26

6.1.1 Full-Time Faculty Members 266.2 Leave Privileges 27

6.2.1 Study Leave 276.2.9 Leave Without Pay 29

6.8 Privileges ofRetired Faculty Members 30

7.0 FACULTY BENEFITS AND WELFARE 327.4 UP Benefits and Welfare 32

7.4.7 Loyalty Award. , 32

8.0 HONORS AND RECOGNITION 348.1 Professorial Chair Awards and Faculty Grants 34

8.1.1 Professorial Chair Awards (in variousfields) 358.1.2 General Education (GE) Chair Awards 378.1.3 Faculty 'GrantAwards 38

8.3 Academic Distinction Awards .398.3.1 International Publication Award 398.3.2 International Awardfor theArts 398.3.3 Gawadsa Natatanging Publikasyon sa Filipino 398.3.4 President'sAwardfor Innovation in Teaching 398.3.5 University ProfessorGrant 398.3.6 Advanced Technology Award 39

9.0 INCENTIVES 429.1 Fellowship/Study Leave 42

9.1.4 DoctoralStudies Fund 429.1.5 Ph.D. Incentive Grantand Sandwich Program .42

9.2 UP Creative and Research Grants 1 429.2.1 Post-DoctoralResearchGrant 429.2.2 Textbook WritingGrant 429.2.3. Researchand Creative WorkGrant .429.2.4 Supportfor International Publication ofLiteraryWorks .429.2.5 ResearchIncentivefor LateralEntryPh.D,s .429.2.6 GE Textbook Writing Grant 429.2.7 Washington SyCip Awardfor Best GeneralEducation

LearningMaterial 469.2.8 SabbaticalResearchGrants 49

9.3 Other Incentive Schemes 509.3.1 Attendance in Conferences, Seminars, Workshops 509.3.3 IncentiveSchemefor Administrators 529.3.4 IncentivePackagefor Visiting Facultyto UPMindanao 54

10.0 CONDUCT, RESTRICTIONS, AND DISClPLINE 5510.2 Restrictions 55

10.2.5 Absence WithoutLeave 5510.2.10 Foreign Travels 5510.2.12 Leaves and SpecialDetail.. 57

11.0 ACADEMIC INFORMATION 581-1.6 Academic Load 58

11.6.1 Undergraduate 582) NationalService Training Program 58

11.15 Grades 6011.15.1 GradingSystem 60

11.23 Academic Costume 61

ii

Chapter 1 Governance and Administration

1.0 GOVERNANCE AND ADMINISTRATION

The following lneludes additional information on tbe UP System organizationalchart (bold, italicized portions in tbe chart) and supersedes Section 1.3Organizational Structure of the University of the Philippines on page 5 of FacultyManual 2003.

1.3 Organizational Structure of the University of the Philippines

Organizational Structure oftheUniversity of the Philippines System{1183'4BOR meeting, June 9, 2004j

I BoardofRegenis I

I President IOlllceof theSecretary

President'.Advisol}' Council of the University(pAC) and

of the Boardof Regents

President'.Committee onCultureandtheArts(PCCA) Office ofLegalSeMces

I I I IVtcePresident for V_ President for VtcePresident for VicePresident for VicePresident for IAesdemic Aftllitll Planning andF"mance AdminisItation Development PublicAftllir.

I I I IAsst.VicePresident for Ass!.V_President Aut. JIbPresIdent Assl.VicePresident Ass!.VicePresident for

Academic Affairs forPlanning and 101'AdJniJJJsttatlon forDevelopment PublicAffilirsF"mance

I I I I• Otllte atlll5lillllional • Budgel Otllte • CashOtllte • Technology , Inllmnation Otllte

linkages (OR.) • Aa:ountlagOtllte • Supply amii'n>perIy l.iwulng OffIU • Otllte at AlumnI, UniYerslty Centorl'Dr ·lnvmlltem ManagementOtllte (TLO) ReIatiolls(OAIl)Integralive ami OjJiea (SPMO)

Development SlUdles(UCII>S)

• UmwsIty Omlor rorWomen Studies(UCWS)

·OtllteafAdmissloas• UPPrrmlUP

PrIntery

I I I I IUP UP UP UP UPOPEN UP UP

DILlMAN mSBANOS MANILA VlSAYAS UNIVERSITY MINDANAO BAGUlOChancellor Chancellor Chancellor Chancellor Chancellor Chancellor Chancellor

2

UPD Faculty Manual Update 2005

The following includes additional information on selection of deans!directors (bold, italicized portions) and supersedes "Dean" of Section 1.3.4OffICials ofColleges/Unitson page 10 of Faculty Manual 2003.

1.3.4 Officials ofCollegesl11nits

• Dean

The Dean is appointed by the Board of Regents uponrecommendation of the Chancellor and the President of the University.S/He shall act as presiding officer of the faculty of the college or school,as provided for by the Charter of the University System, and exercisesuch other administrative duties which the Board of Regents, onrecommendation of the President of the University System, mayprescribe. No Dean shall serve as academic head of any department ordivision in hislher college or school. [from Art. 80]

The term of office of all Deans shall be three (3) years from the dateof their appointment without prejudice to reappointment and until theirsuccessors shall have been appointed; Provided, That they may serve fortwo (2) terms in the aggregate; Provided further, That only in highlyexceptional cases shall they be allowed an additional term or terms.[from Art. 79; amended at these BOR meetings: 771h, Jan. 31, 1969; 82{/',Nov. 27, 1972; 821h, Dec. 11, 1972; J016th, Sept. 22, 1988; uno: Apr. 25,1989; 112:?d, July 30, 1998; and 1121h, Dec. 18, 1998]

Selection Process

a. Existing search process grom Exec. Com. meeting, Mar. 9, 1994]

Deans are the "local administrators" in the Universityorganization serving as the links between the collegefaculty andstudents, on the one hand, and between the college and Universityadministration, on the other. As such, the dean must be sensitive tothe needs of the faculty members and the interests of the studentrythat the college seeks to serve. It is imperative that s/he be anacknowledged academic leader and an organizational leader whoknows how to marshal resources both from within and outside ofthe University. For these reasons, the process for the selection ofadean should begin with the constituency ofthe affected unit.

The process of selecting the dean of a college starts with thecollege constituents reviewing the college's' plans, programs,problems and priorities for the next 3-5 years. The constituents

Chapter 1 Governance and Administration

shouldforge a consensus on their expectations ofthe new dean andwhat can be done realisticallyduring the next 3 years.

A Nomination Committee (NC) shall conduct a nominationprocess that will take into consideration the plans and expectationsofthe college, insure the maximum participation ofthe constituentsandpreserve the dignity ofthe nominees.

The process shall start at least three (3) months before theexpiration of the term of the incumbent. The entire process (up tothe submission to the President) should be completed at least one (1)month before the end ofthe term ofthe incumbent.

b. Alternative ways1118~dBORmeeting, May 27, 2004j

In response to mounting criticisms on the process currentlybeing followed (see a. above), the following alternative ways wereapproved:

1)A search process managed by the college

The Chancellor shall not constitute the Search Committee.Instead the college will manage the process. It will identify itsnominees following a procedure acceptable to its constituents.The Chancellor chooses from among the nominees and submitshis/her recommendation to the President and the Board.

2) No search process is conducted. However, a college may submitthe name ofa nominee unanimously agreed on by the faculty.

These two alternatives adhere to the principle of self-determination since the colleges are allowed to determine forthemselves who the nominees should be. At the same time it doesnot totally exclude the U.P. Administration from the process sincethe Chancellor is allowed to choose from among those foundacceptableby the constituents.

No procedure that is not acceptable to the constituents will beallowed.A full report on the processes that will be explored shall besubmitted to the Board. The colleges' experiences may provide somebasisfor any modification that is being contemplated on the existingprocess.

However, while the details of the process can be left to theindividual colleges, the final decision still rests with the Board.

3


The position "Assistant to the Chair" was abolished, instead the "AssistantChair" position established in the 117Stb BOR meeting, Jan. 29, 2004. Thus,the term "Assistant to the Chair" should be deleted from "Assistant to theDean, Director or Chair" of Section 1.3.4 Officials ofColleges/Units on pages12-13 of Faculty Manual 2003.

• Assistant to the Dean or Director [97(/h BOR meeting, Aug. 30, 1984J

The Dean or Director may appoint an assistant provided that the unithas twenty-five (25) or more regular faculty/staff members and/or onehundred (100) student majors. Another assistant may also be appointed,if the number of regular faculty/staff members is fifty (50) or moreand/or two hundred (200) student majors provided that an associatedean/deputy director has not been recommended.

The term of office of the Assistant to the Dean/Director shall bedetermined by the incumbent deans/directors. The appointment to saidposition shall not extend beyond the expiration date of the term of theincumbent dean/director, or his/her resignation/separation from theposition.

Except as specified in the paragraph immediately following, thecreation of the positions of Associate Dean, Deputy Director, Assistantto the Dean, Assistant to the Director and appointment thereto shall besubject to the approval by the Chancellor; Provided, That the authoritydelegated to the Chancellor shall be without prejudice to the authoritydelegated to the institute directors of the College of Arts and Letters,College of Science and College of Social Science and Philosophy toappoint their respective assistants, subject to the rules prescribed in thereorganization of the former College of Arts and Sciences in Dilimaninto the three aforementionedcolleges.

Whenever the need arises and upon recommendation of the Deanand/or Director and the concurrence of the Chancellor, the Presidentmay create an additional position of Associate Dean in any academicunit or Deputy Director in any research or training center/institute andapprove any appointment thereto notwithstanding the foregoing rules.No administrative salary shall be attached to any position created by thePresident or the Chancellor. [97(fh BOR meeting, Aug. 30, 1984J

4

Chapter 1 Governance andAdministration

The following set of new guidelines on "Assistant Chair" is appended toSection 1.3.4 Ojflcials ofColleges/Units on page 13 of Faculty Manual 2003.

• Assistant Chair [1178'" BORmeeting, Jan. 29,2004j

The establishment of the position "Assistant Chair" and abolitionof the "Assistant to the Chair" position in U'P. Diliman is subject tothe following conditions:

a. A department must have only one (1) Assistant Chair who willperform academicfunctions; and

b. to qualify, a department must have at least forty (40) full-timeequivalentfaculty.

Those who currently hold "Assistant to the Chair" positions shallbe allowed to stay on until the end of their terms. Thereafter, nocollege shall be allowed to fill up the position of "Assistant to theChair".

5


4.0 DUTIES AND RESPONSIBILITIES OF FACULTY MEMBERS

The following new guidelines on minimum expectations for each facultyrank (bold, italicized) are included in the introduction of Chapter 4Duties and Responsibilities of Faculty Members on page 36 of FacultyManual 2003.

The University of the Philippines as the nation's leading institutiondevoted to higher education, research, and community service bears aspecial responsibility in that regard. [Resolution Reorganizing the University ofthe Philippines into the University of the Philippines System, 828'h BOR meeting,Dec. 21, 1972J Thus, UP faculty members are scholars who are able tointegrate teaching, research, and a broad appreciation of extension work,into the specific contours of their respective fields and disciplines. [fromUPD Faculty Workshop, Nov. 6-7, 2001J

Once appointed to a rank, the faculty member is expected to teach aswell as possible, build up a productive record ofresearch or creative work,and engage actively in activities that serve the University and the largercommunity. The following are the minimum expectations for each rank:grom Shaping our Institutional Future: A Statement on Faculty Tenure, Rankand Promotion, UP System Manual Series 2, OVPAA,20041

• Instructor

- Must demonstrate teaching competence

- Must show understanding ofdisciplinal content by handlingat least two different courses while an Instructor

- Must enrol in an appropriate graduate programfrom areputable institution (recognized by the University) and mustfinish the program within the periodprescribed by theUniversity

- Must produce graduate work ofacceptable quality; evidenceofpromise must be present

- Must be involved in department activities such as facultymeetings, committee and registration/advising work

- Must possess academic integrity andprofessional ethics

• Assistant Professor

- Must have at least an MAIMS degree and must have startedPh.D. studies (or equivalent terminal degree) andfinished theprogram within the periodprescribed by the University

6

Chapter 4 Duties and Responsibilities ofFaculty Members

- Quality of work in graduate studies must be above average;capacity to sustain intellectual growth must be evident

- Must maintain better than satisfactory teaching evaluationbased on student and/or faculty peer feedback, teachingportfolio, and other evidence

- Must engage in research or creative work at least as memberofa research or creativeproject team

- Must publish or produce creative work of the quality andquantity necessary to satisfy the standards for tenure andpromotion and in the required capacity (as lead author or co-author or co-creatorofcreativework)

- Must show commitment to the department, college, andUniversityby continuedparticipation in unit activities

- Mustparticipate in extension activities

• Associate Professor- Must have a Ph.D. or equivalent terminal degree"

Must maintain excellent teaching recordMust sustain intellectual productivity by continuedpublication in reputable refereed academic or literary venuesor the equivalent creative work in the visual and performingarts

Must be actively involved in thesis/dissertation advisingMust mentoryoungerfaculty in both teaching and researchMust develop a culture of research not only by advisinggraduate students and mentoring youngerfaculty, but also bybringing them into research projects and helping thempublishMust demonstrate commitment to the University bymembership and participation in department/college!Universitycommittees when and where possibleMust actively engage in extension work

• In exceptional cases, the expectation ofa Ph.D. for the ranksofAssociate andfullProfessor may be substituted by a superior record ofpubliclyavailable scholarly orcreative work.

7


• Professor- Must have a Ph.D. or equivalent terminal degree- Must maintain excellent teaching record, as evidenced by

innovative approaches to teaching the discipline and agenerally accepted reputation for stimulating student interestin learning

- Must maintain an active publishing career or the equivalentmeasure of creative output in the arts; must strive for peakresearch or creative output

. I

- Must develop a culture of excellence in teaching, research,and service by being a role model and mentor, and byprodding the unit to continuously strive for higher levels ofachievement

- Must exercise leadership in the profession and bring honor tothe University

- Must maintain active involvement in department/college!University committees and activities

- Must take activepart in extension work or perform well as anadministrator

In the performance of their duties, faculty members enjoy academicfreedom. While academic freedom gives the faculty members the right toteach the subject of their specializations according to their best lights,freedom in the choice of subjects for research and investigations, and tohold and to express ideas they believe to be right, faculty members areexpected to perform their duties as prescribed by University rules andregulations.

The following includes additional information on graduate courses (bold,italicized portions of Section 4.2.2 b, b-3 and b-4) and supersedes Section4.2.2 b Computation of Teaching Load on pages 40-41 of Faculty Manual2003.

4.2 Teaching Load

4.2.2 Computation of Teaching Load [1048" BOR meeting, Mar. 26, 1992;OP memo no. 40, July 21, 1992; 109rt BOR meeting, Oct. 24, 1995; OPmemo no. FN-04-08, Mar. 9,2004; Exec. Com. meeting, May 28, 2004j

a. Undergraduate coursesNo revisions (Refer to pages 37-40 ofFaculty Manua12003)

8

Chapter 4 Duties and Responsibilities 0/Faculty Members

b. Graduate courses

In general, a graduate class is opened when there are at least five(5) students. Any exception to this rule must have the approval of theChancellor on or before the last day of registration.

Request for waiver of the class size requirement shall not begranted if the graduate course is a Special Topics course. ffromExec. Com. meeting, May 28, 2004/

1) If the offering ofa graduate course with less than five (5) studentscannot be postponed or avoided, the teaching load credit for theteacher equals the course credit. There shall be NO exception tothis rule.

2) If a graduate class has five to nine (5-9) students, the teachingunits shall be 1.25 times that of the course credit.

3) If a graduate class has ten (10) or more students, the teachingunits shall be 1.50 times that of the course credit.

4) The graduate class credit load multiplier shall be counted whenreckoning the total load credit ofthe faculty. Multipliers for GEclasses and others, however, shall not be counted as part ofthetotal load.

Graduate classes entail more specialized and in-depthpreparation on the part of the faculty. lOP memo no. FN-04-08,Mar. 9, 2004/

In all cases, it is understood that only officially registeredgraduate students, fully paid as of the last day of late registration,shall be counted. Auditors or sit-ins shall not be counted.

A faculty member who combines, merges or meets two (2) ormore sections as one (1) class shall be credited for teaching one (1)section only.

Thesis 'advising shall not be given any teaching load credit butshall be given honorarium in accordance with University rules andregulations.

c. Pre-collegiate courses

No revisions (Refer to page 41 ofFaculty Manual 2003)

9


The following includes revisions on local and international travels andadditional information on travels of faculty members with administrativeload (bold, italicized portions of Section 4.5). This supersedes Section 4.5Attendance in Classes on page 50 of the Faculty Manual 2003.

4.5 Attendance in Classes [Exec. Com. meeting, July 28, 1993; UC meeting,July 21, 2004J

Faculty members are expected to meet their classes as scheduled duringthe semester/term. Vacation leaves may be taken only during the regularvacation periods of the University.lfrom Art. 225]

A faculty member may, however, be allowed to go on special detail toattend. conferences, seminars and the like, or serve as consultant orresource person, during a semester if the total amount of class missed isnot more than 20% ofthe time for each course s/he is handling during thatsemester.

The faculty member must make up for the days s/he will be absent,either prior to the trip or immediately after return. The arrangement shouldbe with mutual agreement with the students. If another faculty member isrequested to handle the class, a written conforme to this effect shouldaccompany the application for travel or leave.

The Department Chair and unit head or Dean, should see to it that thearrangement for substitute teachers or make-up classes are complied within order to ensure that the students are not shortchanged.

As much as possible, local and international travels should not bescheduled during registration days, the first two (2) weeks of classes, andfinal examination days.IUC meeting,July 21, 2004)

Faculty members with administrative load should limit the durationof their special detail to not more than fifteen (15) working days(consecutive or cumulative) per semester.IUCmeeting,July 21, 2004)

[Refer to Chapter 6 Faculty Privileges, Section 6.2 Leave Privileges, forgrant of requestsfor leave of absence with or without pay and special detailwithpay)

10

Chapter 5 Faculty Appointment, Promotion, Tenure,and Separation from Service

5.0 FACULTY APPOINTMENT, PROMOTION, TENURE, ANDSEPARATION FROM SERVICE

The following includes additional information on appointments (bold,italicized portions of Section 5.1.1 a-b) and supersedes Section 5.1.1General Guidelines on pages 53-54 of Faculty Manual 2003.

5.1 Appointments

5.1.1 General Guidelines

a. The usual educational qualifications for faculty ranks are asfollows:

Instructor AB/BS, MAIMSAssistantProfessor MAIMS or Ph.D.Associate Professor Ph.D. or its equivalentProfessor Ph.D. or its equivalent

b. Recommendees for the positions shouldpreferably not have failinggrades. [Malacanang AO 160, Series 1970J

c. All appointments to the faculty shall be made strictly on the basis ofmerit. No religious test shall be applied, nor shall the religiousopinions or affiliations of the instructors of the University be amatter of examination or inquiry. [Art. 157]

d. Members of the faculty shall be exempt as such from any civilservice examination or regulation as a requisite to appointment. [Art.158]

However, faculty members assigned to teach subjects forlicensure examinations on all professions shall be holders of validcertificates of registration/professional licenses and professionalidentification cards, or special temporary permits, or a validcertificate of competency for the profession issued by theProfessional Regulation Commission. [from R.A. 8981, PReModernization Act 0/2000]

e. Every recommendation to the Board of Regents for appointment orpromotion shall be accompanied with a complete statement of thequalifications, training, service record, publications, or research ofthe candidate and such other matters which may be called for by therules of the University. [Art. 159]

11

UPD FacultyManualUpdate2005

f. Recommendations for appointments and promotions in the facultyshall be made in accordance with such roles of procedure as may beprescribed by the President and shall be strictly in consonance with aplan of standardization of faculty positions. The Board of Regentsshall not approve any appointment which shall take effect earlierthan thirty (30) days before the meeting of the Board at which therecommendation for promotion is presented. [Art. 160; amended at81tfh BOR meeting, Mar. 23,1972]

g. It is the policy of the University to discourage nepotism" inappointments to the academic and. administrative staff of theUniversity except in cases where the interests of the Universityrequire otherwise and the Board of Regents so decides. This policyshall be observed and applied within the individual units of theUniversity, such as the colleges and schools. [Art. 163, amended at75.f' BORmeeting, Jan. 20,1967]

h. No person shall be eligible for appointment or reinstatement as aregular member of the faculty of the University during the term forwhich slhe has been elected to any political office. [Art. 164]

i. No person who has been defeated as a candidate for any politicaloffice in an election shall be eligible for appointment orreinstatement as a regular member of the faculty within a year afterthe election. [Art. 165]

j. No person shall be appointed member of the faculty withoutcompensation unless, in the opinion of the President/Chancellor ofthe University, such a person possesses high professional orscholastic competence and the immediate requirements of theUniversity justify the appointment. [Art. 166]

k, No person shall be appointed to the faculty on part- or full-timebasis, with or without compensation, if the said person is on the staffof any private university or college in the Philippines; Provided,That when the immediate requirements of the University justify theappointment and no other applicant approximates the needed highprofessional and scholastic competence, such a person may beappointed on a year-to-year basis until another, who possesses thedesired competence and is not connected with other educationalinstitutions, is available and willing to accept such an appointment.[Art. 167]

.. Nepotism is prohibited insofar as administrative and other non-teachingpersonnel are concerned. [Sec. 49, P.D. 807]

12

Chapter 5 FacultyAppointment, Promotion, Tenure,andSeparationfrom Service

l. In all appointments to the positions of lecturers, senior lecturers, orprofessorial lecturers in the University, nominees who are connectedwith other branches of the Government shall present written permitsfrom the department head concerned, and shall state the total numberof hours a week they are teaching in other schools. [Art. 161, amendedat 75lJh BOR meeting, June 15, 1967 and 845th BOR meeting, Apr. 25,1974J

The following set of new guidelines will be inserted as 5.1.2 MinimumQualifications per Rank of Section 5.1Appointments on page 55 of FacultyManual 2003. Subsequently, the numbering of sections will have to bechanged accordingly.

5.1.2 Minimum Qualifications per Rank Urom Shaping our InstitutionalFuture: A Statement on Faculty Tenure, Rank and Promotion, UPSystemManualSeries2, OJIPAA, 2004/

The following are the minimum qualifications according tofacultyrank. All candidates for original appointment shall possess desirableacademic, collegial, and professional qualities such as academicintegrity, professional ethics, dedicated service to the unit and theUniversity, and commitment to academic excellence.

a. Instructor

• Appropriate undergraduate degree andgood scholastic record

• Intellectual competene« to teach introductory courses

• Good teaching potential "as manifested by sample lectures orteaching demonstration

• Motivation to undertake graduate courses and potential forsuccess in graduate studies

b. Assistant Professor

• Appropriate MSIMA degree or equivalent degree

• Competence in teaching, as evidenced by student evaluation andother parameters, or very good teaching potential as manifestedby sample lectures or teaching demonstration in the case ofcandidatesfor original appointment to this rank

• Ability to undertake research or creative work in visual andperforming arts ofcredible quality, preferably with at least oneresearch publication as sole or lead author in reputable refereed

13

UPD FacultyManualUpdate2005

journal/book or the equivalent in literary, visual, andperforming arts

• Active participation in department activities, and, when possible,collegeor University activities

c. Associate Professor

• Appropriate Ph.D. or equivalent terminal degree·

• Better than satisfactoryteachingperformance

• Demonstration of high level of competence in research orcreative work, with at least several research publications inreputable refereed journals/books or the equivalent output inliterary, visual, and performing arts

• Ability to supervise research or direct creative work orperformance

• Active participation in department, college, and Universityactivitiesand extension work

d. Professor

• Appropriate Ph.D. or equivalent terminal degree

• Outstanding teachingperformance• Highly productive and sustained publication record or

equivalent creative output that is recognized by peers bothwithin and outside the University as significant contributions tothe advancement ofknowledge

• Active participation in department, college, and Universityaffairs and extension work

• Demonstration of the highest standards of professionalexcellence, academic integrity, collegiality, and service to theUniversity

• In exceptional cases, the doctoral degree for Associate andfull Professor ranks may besubstituted by a recordofpubliclyavailable scholarly or creative workjudged bypeers tobe ofsuperior quality.

14

Chapter 5 FacultyAppointment, Promotion, Tenure,and Separationfrom Service

The following includes additional information on APFC members (boldtitalicized portions of Section 5.1.4 c-2 and e-3) and supersedes Section5.1.4 e University AcademicPersonneland Feliowship Committee on pages59-60 of Faculty Manual 2003.

5.1.4 Role ofAcademic Personnel Committees [E.O. no. 6, Office of thePresident, UP, Aug. 5, 1970; amended by E.O. no. 9, Office of thePresident, UP, Aug. 31, 1970; 115111 BOR meeting, Mar. 21, 2002]

a. Department Academic Personnel Committee (DAPC)No revisions (Referto pages 57-58 ofFacultyManual2003)

b. CollegeAcademic Personnel Committee (CAPC)No revisions (Referto page59 of FacultyManua12003)

c. University Academic Personnel and Fellowship Committee(APFe) [Exec. Com. meeting, Dec. 3, 2002; OC memo no. ERR 02-098,Oct 10, 2002; from discussions during the UPD Co1iference onAcademic. Management on Feb. 7-8, 2004; OC memo no. ERR-04-019,Feb. 16, 2004]

1)Functions

The APFC shall review, evaluate and endorse to theChancellor recommendations from academic units with regardtothe following:

• Appointment, tenure, and promotions of faculty and REPS(salary grade 18 and'above)

• Award of local and foreign fellowships, study leaves, specialdetails, professorial chairs, and faculty grants

• Financial assistance for participation in conferences, seminars,workshops, and training programs

• Otherrelatedfunctions assigned by the Chancellor

2) Membership

• Vice Chancellor for Academic Affairs, Ex officio Chair

• Vice Chancellor for Administration, Ex officio Vice-Chair

• HRDO Director, Head ofSecretariat

• 2 representatives eachfromthe 4 curriculum clusters

• 2REPS

15


3) Qualifications

The foUowing are the minimum qualifICations of potentialAPFCmembers: IOC menw no. ERR 02-098, Oct. 10,2002J .

II) must hold the rank ofat leest Associate Professor;

b) capable oflooking beyond the department, college, or clusterlevel;

c) must be committed and htrVe time to attend and participateactively in meetings (twb a month for at least three (3) hoursper meeting); and

d) preferably does not hold an administrative position

As a general rule, decisions/recommendations of the APFC arearrived at by consensus and not through voting. In CllSes .where votingmay have to be resorted to, the following shall be observed: !fromdiscussions during the UPD Conference on Aclll1emicManagementon Feb.7--8,20fJ4; OCmemo no. ERR-04-019, Feb. 16, 20fJ4)

a) the HRDO Director shall have no voting right. HRDO servesIlS the Secretariat ofthe APFC; and

b) the REPS members of the APFC may vote only in casesinvolving the REPS.

The following includes additional information on promotion (bold,italicized portions of Section 5.2.1) and supersedes Section 5.2.1 Criteriafor Promotion on page 62 of ~acultyMannal 2003.

5.2 Promotion

5.2.1 Criteriafor Promotion

Promotion offers an opportunity to recognize the achievementsandgood works ofthefaculty over a period oftime.

In determining promotions in the faculty, careful consideration shallbe given to the following factors: teaching ability of the candidate,research competence and productivity, scholarly performance,dedication to service, positive evidence of educational interest andmarked academic growth, moral integrity, and good personal characterand conduct. [fromArt. 174]

16

Chapter 5 FacultyAppointment, Promotion, Tenure,andSeparationfrom Service

Promotion implies selectivity and choice; it is awarded for academic,scholarly, and professional accomplishments, not for seniority norlength ofservice.

Individual units may impose more stringent standards as long asthese are consistent with the intent and framework of the System-widestandards, applied consistently within the unit and made clear to theunit's faculty.

Units are advised to specify their promotion requirements (inwriting) for the guidance of the faculty bued on the principles,general evaluation criteria and procedures and indicators on pages20-26 of Shaping our Institutional Future: A Statement of FacultyTenure, Rank and Promotion, UP System Manual Series 2, OJPAA,2()()4. A separate set of guidelines for promotion of facultyadministrators is on pages 27-30 ofthe System ManuaL

The following includes additional information on tenure (bold, italicizedportions of Section 5.3) and supersedes Section 5.3 Appointment toSpecific Ranks and Tenure on page 63 of Faculty Manual 2003.

5.3 Appointment to SpecificRanks and Tenure

Tenure or permanency' is granted to a faculty member who meets therequirements for the position to which s1he is being appointed after a trialperiod in accordance with the rules and standards set by the University.

• Meaning and Purpose of Tenure Urom Shaping our InstitutionalFuture: A Statement on. Faculty Tenure, Rank and Promotion, UPSystemManualSeries2, OVPM, 2004j

- Meaning ofTenure

Tenure is the right of a faculty member to continuousemployment until s/he retires, voluntarily leaves the Universityor is dismissed for cause. It is a pact between the University andthe faculty member, in which the University agrees to guaranteethe academic freedom and economic security of the facultymember andprovides a place ofwork for teaching and scholarlyactivities, and the faculty member agrees to undertake thesefunctions u best u s/he can and to fulflll other institutionalresponsibilities. As such, tenure is the start, not the end of anacademic career; a responsibility, not an attainment thatexempts the tenuredfaculty memberfrom periodic evaluation.

17

18


- Aims ofTenure

Tenure aims to (1) foster and safeguard the academicfreedom of faculty; (2) enable the University to attract andretain the bestfaculty; and (3) protect the faculty from dismissalor termination ofemployment without cause.

- PrivilegesofTenure

Tenure grants the following privileges to a faculty member:(1) employment until retirement, resignation, or dismissal forcause; (2) economic security that ensures that salary, rank, andbenefits are not reduced during the period of employment,except for cause; and (3) continued University support forteaching and scholarly or creative work, including reasonableteaching assignments and. reasonably adequate facilities(classroom, library, laboratory, office, and equipment).

- Responsibilities ofTenure

The possibility of tenure behooves the tenure-track facultymember to:

(1) develop his/her field of learning and research byproducing scholarship of the quality and quantityexpected of tenure-track faculty and by demonstratingcapacity to sustain research activitiesover time

(2) contribute to the learning ofstudents through competentand effective teaching by (a) meeting all scheduled classeson time and making himself/herself available forconsultation; (b) preparing seriously for class andteaching competently and as well as s/he can; (c) strivingconstantly to improve teaching performance, keeping upwith new developments and teaching materials in thediscipline, and updating pedagogy and teaching contentto reflect these developments

(3) be committed to the University as an intellectualcommunity by (a) upholding academic freedom againstabuse and respecting the academicfreedom ofothers; (b)participating in the life of the University; (c) performingin a productive professional manner so as to deservefaculty status; (d) conducting himself/herself ethically inall dealings with students, colleagues, staff, and personsinside and outside the University


(4) rendering service to the University and the largercommunity by (a) engaging in activities that enrich theUniversity's academic life; (b) undertakingpublic serviceprojects that improve the quality of life, addresscontemporary problems of society, or generally raise thewelfareofthe community at large

The tenuredfaculty who recommendtenure equallyshare theburden ofresponsibility. They must:

(1) uphold academic freedom, which requires that facultyappointments are made solely on academic grounds-performance in teaching, research and extension,potential to contribute to the discipline, and ethicalconduct ofthe profession

(2) applystringent standards in measuring the quality oftheapplicantfor appointment, reappointment, and tenure

(3) create an intellectual environment that supports openand free inquiry, including the freedom to differ, in thespirit oflearning and scholarship

(4) satisfy the minimum (preferably better than theminimum) expectations of faculty from tenure-trackfaculty members

19


Standards for Evaluation of Tenure-Track Faculty

Performance Desired Quality andAttributes Sources ofEvidence

Teaching • Knowledge ofsubject matter • Student evaluation: teacher's• Contribution to intellectual ability to communicate,

development ofstudents openness to dialogue,through such means/as course fairness, organization,syllabus and material, personal qualities in theinteraction with students in classroom (e.g., a popularand outside the classroom, teacher is not necessarily aadvising, availability to good teacher;students unreasonableness is not a

• Sustained commitment to mark ofintelligence),classroom instruction attendance, punctuality,

• Capacity (where applicable) to availabilityfor consultationdirect graduate work or senior • Peer evaluation: courseundergraduate work, directed syllabus and content,studies or reading seminars, instructional materialsinternships.field work or

• Teaching portfolio: courseother courses syllabus and material, exam

• Ability to communicate questions, exercises,effectively to students instructional materials

(including textbook, labmanual authored byfacultymember, ifany)

• Overall class performance(e.g., inordinately highfailure rate must beexplicable)

• Submission ofgrades on time

• Teaching-related grants

• Teaching excellence awards

20


Performance Desired Quality andAttributes Sources ofEvidence

Research • Commitment to original • Critical peer evaluation usingresearch or creative work standards ofthe disciplinethat will lead to sustained • Papers read in conferences;contributions over time and invitedparticipation into growth in scholarly and scholarly conferencesprofessional stature

• Creative work or research• Acceptable quality and projects (ongoing and

quantity ofpublished or completed), includingpatent,creative work, in terms ofthe software, and otherminimum standards and technological developmentsthose set by the discipline

• Refereedpublications(journal article, book, orbook chapter) or equivalentartistic presentation, exhibits,or performances in visualandperforming arts

• Research grants (ifany)

• Membership or leadership inprofessional organization

• Award and achievements inthe discipline (ifany)

Service • Activities that enhance the • Committee work,academic life ofthe University, participation inimprove the qualify oflife of department/college!society, or promote the general University activitieswelfare ofthe University,

• Extension reportcommunity, or nation at large

• Feedbackfrom beneficiariesor partners

• Public service award (ifany)

In general, units that offer only graduate programs must havemore rigorous requirements than purely undergraduate units.

Units may impose. higher requirements provided these areapproved by the College, the Chancellor, the President, and theBoard ofRegents./10rlh BOR meeting, Dec. 8, 1988J Units are,

21


however, advised to put their procedures and requirements inwriting so as to guide tenure-track and tenured faculty alike,ensure that policies are followed, minimize conflict, and facilitatethe review and improvement ofpolicies andprocesses.

{For details on tenure-track positions, non-tenuretrackpositionsandevidence ofmerit,and evaluation processfor renewal, refer topages5-14of Shaping our Institutional Future: A Statement on Faculty Tenure,Rank and Promotion, UP SystemManualSeries2, OVPAA,2004j

The criteria for tenure set by the University ensure that each facultysatisfactorily performs hislher teaching duties as well as contribute to thepool of knowledge in hislher chosen field or discipline. The inextricablelink between teaching and research/creative work/extension, which is anessential requirement for faculty promotion, must also be reflected in thegrant of tenure.

{Refer also to Section 1.2 Other Terms andConditions ofAppointment, ofthisChapter}

The following includes additional information on appointment (bold,italicized portions of Section 5.3.2 c) and tenure (bold, italicized portionsof Section 5.3.2 e). These supersede Section 5.3.2 Assistant Professors onpages 65-66 of Faculty Manual 2003.

5.3.2 Assistant Professors

a. No person without a graduate or professional degree shall be initiallyappointed to the rank ofAssistant Professor.

b. The initial appointment in the University to the rank of AssistantProfessor shall be temporary in character, renewable every year for aperiod not exceeding three (3) years.

c. A faculty member with a Ph.D-. from a reputable universityaccepted as a lateral entrant shall be given the minimum rank ofAssistant Professor 3. Higher rank shall be given for additionalachievements such as good prior experience in teaching andscholarly publications or the equivalent in creative work.{118~BOR meeting,July 22, 2004j

22

Chapter5 Faculty Appointment, Promotion, Tenure,, andSeparationfrom Service

d. Such appointment shall automatically terminate at the end of thatthree-year period unless the Assistant Professor is given tenure asprovided in paragraph (e) below.

e. The minimum qualifications for tenure shall be the following. Unitsmay impose stricter standards.

• At least a master's or equivalent degree or a professionaldegree;

• Satisfactory or better teaching performance; and

• Sole or lead authorship of a refereed journal article (local orinternational) or' academic publication by a recognizedacademic publisher or literary publisher in the case of literarywork; or in the field of visual arts, creative work that wasexhibited and juried, or a similar requirement in music andother performing arts.

In meritorious ClISes. the President may, upon the request 01 theunit, grant laculty on tenure track, who by March 2003 are in thefinal year olthe "up-or-out period", until May 31,2004 to meet thepublication requirementlor tenure. However,laculty who are not inthe final year 01the up-or-out period lIS 01March 2003 shall complywith the tenure requirements within the prescribedperiod.[116Vl' BORmeeting, Mar. 27, 2003j

[Art. 178,' amended at 83/h BOR meeting, June 28, 1973; 101'fh BORmeeting, Dec. 8, 1988; 1153rd BOR meeting. Aug. 30. 2001; 116Vl' BORmeeting,Mal'. 27, 2003;11'"BOR meeting,July 22,2004]

For the School of Economics, the maximum period of temporaryappointment as Assistant Professor is six (6) years. At the end of thismaximum period, either the appointment terminates or the appointeemust be promoted to Associate Professor with tenure. This rule shall beobserved for as long as the School continues to hire faculty membersalready with Ph.D. [102f1h BORmeeting, Nov. 23. 1989]

23

UPD FacultyManual Update2005

The following includes guidelines on appointment beyond retirement age(bold, italicized portions of Section 5.5.1) and supersedes Section 5.5.1Beyond the Compulsory Retirement Age of 65 on page 69 of FacultyManual 2003.

5.5 Extension of Service in the University

5.5.1.Beyond the Compulsory RetirementAge of65

The BOR may extend the tenure of faculty members of the Universitybeyond the age of sixty-five (6?), any other provision of law to thecontrary notwithstanding, on recommendation of the President of theUniversity, whenever in hislher opinion their services are speciallyneeded; Provided, however, That no extension of service shall be madebeyondthe age ofseventy {70).lfrom Section 6.paragraph k ofUP Charter]

Even the special power of the Board to extend faculty appointmentsbeyond the compulsory retirement age of 65 years must be availed of onlysparingly and should not be taken for granted by the units. Deans,directors of academic units, and department chairs are all advised toreview the age profile of their respective faculty and carefully plan thefaculty complement needed for the offering of their programs. In' highlyjustifiable cases when requests for extensions cannot be avoided, such aswhen the retiree's 65th birthday falls in the middle of a semester, allconcernedare reminded to initiate the process early enough. rOCmemono.98-247, June 18, 1998]

Requests to extend the appointment offaculty members who havereached the mandatory retirement age may be considered only inexceptional cases. The exception shtill be the professor's continuingcontribution to the College and the University that palpably stands outabove the rest. Such contribution may be in the form ofexpertise that isyet unmatched, or an irreplaceable role in an institutional project onwhich the stature of the academic unit rests, particularly if aninternational commitment (in terms of external collaborators orfunding) is at stake. The extension is therefore a recognition of thefaculty's outstanding and ongoing contribution to the University.

In light of these basic academic principles, the following guidelinesshall govern the extension offaculty appointment beyond retirement age{118tfh BOR meeting, July 22, 2004J:

a. The justifICationfor the extension offuU-time appointment shallbeprimarily academic (teaching) and notprimarilyfor the purpose of

24


extending administrative appointment. The latter, ifat all, shall bean additional assignment.

b. A unit that requests the extension of retired faculty appointmentshall specify the contribution or expertise the unit will lose when aparticular faculty member retires, following the description in theparagraph above.

c. Should the extension ofa retiredfaculty member's appointment benecessary to keep the graduate program afloat, the request forextension shall be considered in the interest of currently enrolledgraduate students, especially those at the thesis/dissertation stage;provided, however, that admission to the graduate program issuspended until such time that the department or unit develops therequisite number ofqualified Ph.D. faculty.

d. The academic unit shall also indicate who among the present staffare being trained to teach the coursers) and when these facultymembers can be expected to take over the coursers).

e. Continuous reappointment of a retired faculty member over astretch of two (2) years is cause for the Constituent University toreview the academic unit's staffing pattern and facultydevelopment plan and take the appropriatemeasures to ensure thatexpertise among present academic staffis being developed.

f; Faculty members who turn 65 in the middle ofthe semester may beextended until the end of the semester or academic year to enablethem to complete their teaching and other obligations.

g. The following are excluded from these guidelines: ProfessorsEmeriti, lecturers, adjunctfaculty, and clinical professors.

25


6.0 FACULTY PRIVILEGES

The following additional information on enrolment (bold, italicizedportions of Section 6.1.1 c) is appended to Section 6.1.1 Full-Time FacultyMembers on page 74 of Faculty Manual 2003.

6.1. Study Privileges for Faculty Members Not on Leave

6.1.1 Full-Time Faculty Members (permanent or temporary, regularincumbents or substitutes)

a. StudylEnrolment privilege

No revisions (Refer to pages 71-72 ofFaculty Manua12003)

b. Study load reduction or Study Load Credit (SLC)

No revisions (Refer to pages 72-74 ofFaculty Manua12003)

c. Enrolment outside of the UP System /J053rd BOR meeting, Aug. 27,1992; 1182'd BOR meeting, May 27,20041

The rules for study load of UPfaculty state, among others, thatthe college where the faculty member will study is approved at alllevels up to the Chancellor. To ensure that faculty members whodo not study in UP apply at reputable Philippine universities, thefollowing guidelines shall apply to those on local fellowship, fullstudy leave with and without pay, and partial study load reduction.

1) In-breeding is unhealthy for the University; hence, facultymembers from regional units who plan to study locally areadvised to apply in the first instance at the larger UP campuseswhere they will be exposed to a different academic environment.(Faculty members who obtained their Ph.D. degrees locally inthe last five years are encouraged to apply for a post-doctoralgrant in a foreign university through the System FacultyDevelopment Program).

2) If the program is NOT available at UP, the program offered bythe other local university must nonetheless be good. Reducedloadfor study shall be allowed.

3) If distance and/or financial constraints prevent the facultymember from studying in another UP campus and the program

26

Chapter 6 Faculty Privileges

in the local university is good, reduced load for study in theother university may be allowed.

4) A good graduate program is one:

• that meets the standards ofthe discipline;

• that applies a selective admissions policy;

• whose faculty have an acceptable Ph.D. and publicationsprofile in the discipline; and

• whose researchfacilities enable graduate level research.

A CBED Center of Excellence or Development that meetsthese requirements shall be an acceptable unit.

5) The department (institute, division) and the college shallprimarily be responsible for scrutinizing the' record of otherPhilippine universities where theirfaculty plan to study.

The following includes additional information on study leave privileges(bold, italicized portions of Section 6.2.1-2) on page 77 of Faculty Manual2003.

6.2 Leave Privileges

6.2.1 Study Leave [836th BOR meeting, Aug. 30, 1973; 973rd BOR meeting,Nov. 29, 1984; 1106tb BOR meeting, Mar. 6, 1997; Resolution No. 432,GSIS Board meeting, Oct. 20, 1998; amended at 1142nd BOR meeting,May 26, 2000J

a. Study leave with pay

1) Qualifications

No revisions (Refer to pages 75-77 ofFaculty Manual 2003)

2) Privileges

Faculty members on full study leave with payor on fellowshipshall enjoy the following privileges:

• Full de-loading from regular faculty duties

• Full faculty salary and other benefits for regular faculty inactive service (including eligibility for promotions)

27

28


• 100% waiver of tuition, laboratory and miscellaneous fees(except Student Fund fees) in University courses providedstudy load is approved by the faculty member's graduateadviser and department chair

• Rights to some suitable faculty office or desk space (forlocal Fellows, to the extent available), but no furtherentitlements

• Thesis or dissertation allowance may be granted subject tothe recommendation of the APFC, the availability of :fundsand approval by the Chancellor (During the leave with pay,the faculty member retains his/her faculty item.)

• Any study leave or special detail on official time withoutpay granted to faculty members while pursuing graduatestudies in the country or abroad in pursuit of theUniversity's faculty development program is consideredactive service to the University and thus, computed as anintegral part of their total service record in the Universitysubject to the following conditions: /1l0tf' BOR meeting,Mar. 6, 1997; OSU memo no. MVG-04-40, July 9, 20041

- The faculty members or REPS are on study leave orspecial detail through fellowship grants and/or otherforms of support from a sponsoring institution (e.g.,Ford Foundation, Rockefeller Foundation, Fulbright,etc.).

- They. are awarded the fellowships through theendorsement or recommendationofthe University

- This resolution shall also apply to ret/red facultymembers and REPS who were not credited, forpurposes of retirement, for their study leave or specialdetail on official time without pay while pursuinggraduate studies in accordance with the University'sfaculty and staffdevelopmentprogram.

3) No revisions in succeeding sections (Refer to pages 77-80 ofFaculty Manual 2003)


The following includes additional information on leave without pay whilepursuing graduate studies (bold, italicized portions of Section 6.2.9) andsupersedes 6.2.9 Leave Without Pay on pages 87-88 of Faculty Manual2003.

6.2.9 Leave Without Pay [Art. 239; amended at these BOR meetings: szs;Dec. 21, 1972; 987"', Apr. 24, 1986; 1106th, Mar. 6, 1997; Resolution No.432, GSIS Board meeting, Oct. 20, 1998; 1161hBOR meeting, Mar. 27,2003; Art. 240; amended at 75th BORmeeting, Jan. 20,1967; 110flh BORmeeting, Mar. 6, 1997; OSUmemo no. MVG-04-40, July 9, 2004]

The Chancellor may, upon recommendation of the Dean or head ofoffice, grant leave of absence without pay not to exceed one (1) year ata time, provided it does not go beyond two (2) consecutive years, theabsence to be planned in advance so as not to interfere with the workschedule of the University. If the facu1ty has a temporary appointment,the leave may be granted ONLY FOR THE PURPOSE OF STUDY, inwhich case the existing ru1es on study leave shall apply. Failure toreport back to UP shall be considered absence without leave.

It should, however, be noted that any study leave or special detailon official time without pay granted to faculty members and research,extension and professional staff (REPS) while pursuing graduatestudies in the country or abroad in pursuit ofthe University's facultyand staff development program is considered active service to theUniversity and, thus, computed as an integral part of their totalservice record in UP. [110flh BOR meeting, Mar. 6,1997; OSUmemo no.MVG-04-40, July 9, 2004}

The phrase "without pay" affixed to study leave or special detailassignment is an internal mechanism adopted by the University toenable it to pursue its programs without additional cost to theUniversity.

Any member of the academic staff, officer, or employee of theUniversity System shall be dropped from the service for unexplainedabsence for at least thirty (30) days after the expiration of the period ofthe leave granted.

[Refer to Section 2.12 Leaves and SpecialDetail of Chapter 10 Conduct,Restrictions andDiscipline}

29


The following includes additional privileges of retired faculty members(bold, italicized portions of Section 6.8) and supersedes 6.8 Privileges ofRetired Faculty Members on page 91 of Faculty Manual 2003.

6.8 Privileges of Retired Faculty Members [Art. 205; Art. 207; amended atthese BOR meetings: 704th, Jan. 11, 1963; 765th, Dec. 19, 1967; 845th, Apr.25, 1974; 937th, Mar. 5, 1981; 101~, Dec. 8, 1988; 1043rd, Aug. 29, 1992;OVPA memo no. MVG-03-59, June 11, 2003; usr' BOR meeting, May 27,2004J

Retired faculty members shall:

• be issued UP Retiree J.D. Card (marked "Retired"), similar to theSenior Citizen's J.D., that is effective for life;

• enjoy University library privileges;

• receive, upon request, publications of the University which arefurnished to the faculty, generally;

• be given University and/or Campus newsletters (e.g., UP Newsletter,UP Forum, UPdate);

• be invited to attend in major University programs and activities;

• be exempted from tuition and miscellaneous fees as students andauditors in University courses, seminars, workshops etc., providedregular personnel in the service also enjoy these privileges;

• enjoy an extension oftheir leave privileges (Le., teacher's leave inthe case offaculty members not covered by cumulative leave andcumulative leave in the case ofadministrativepersonnel and otherstaffmembers not belonging to the faculty, as well as in the case offaculty members covered by cumulative leave, e.g., those holdingadministrativepositions).lllS~dBORmeeting, May 27, 2004J

The extension of such authorized leave privileges shall takeeffect retroactively in the case ofpersonnel who are still in theservice as of the date this policy is adopted and serving theUniversity under an extension ofservice (Le., beyond compulsoryretirement age); that is, the effectivity of this trivilege shallretroact to the date they attained their respective6St birthdays.

The existing rules governing the grant of cumulative leave tofaculty members under certain conditions shall continue to be in

30


force also in the case of those serving under an extension ofservice beyond compulsory retirement age.

• be entitled to a waiver ofsurety obligationsfor faculty who availedofscholarships here and abroad[109ff' BOR meeting, Sept 28,1995;OSUmemono. MVG-04-41, July 15, 2004J

In approving this policy, the Board ofRegents considered that itis not fair that those who signed as guarantors out of concern forcolleagues who were pursuing graduate studies abroad, withoutexpectation of gain and benefits, should be penalized for thefailure ofthe scholars to return and serve out their obligations.

These individuals signed those contracts simply to facilitatedeparture of colleagues without expectation ofgain and benefits.Most were in fact chairs and the most senior faculty looked up tothem for support and encouragement. It is not fair that they arepenalized for failure of the scholars to return and serve out theirobligations.

Thepolicy under current law and jurisprudence is to recognizethe entitlement of retirees or retiring government employees totheir retirement benefits because from said funds they can securethe sustenance they need when they are no longer gainfullyemployed.

Upon request of the Dean of a college or school, a retired Universityofficer or faculty member may be detailed, with the faculty's consent,by the President or Chancellor to some pending academic project orprogram or a special activity of the college or school concerned. [Art.206]

Dependents of UP retirees may be given study privileges subject toconditions stated in Chapter 7 Faculty Benefits and Welfare, Section4.1 b Study Privileges of Non-Earning Dependents of UP Retirees.Moreover, a retired faculty with the rank ofProfessor may be appointedProfessor Emeritus based on the conditions stated under Article 207 ofthe University Code.

31


7.0 FACULTY BENEFITS AND WELFARE

The word NOT is inserted as a correction on second paragraph of Section7.4.7 d. The following supersedes Section 7.4.7 Loyalty Award on pages118-119 of Faculty Manual 2003.

7.4 UP Benefits and Welfare

7.4.7 Loyalty Award [CSC Resolution No. 020295, CSC MemorandumCircularNo. 06, s. 20021

This award is granted to an employee of the government who hascompleted at least ten (10) years of continuous and satisfactory serviceto the particular government office granting the award. The followingpolicies apply:

a. A loyalty award is granted to all officials and employees ingovernment, including those .in state universities and colleges(SUCs) and government-owned and controlled corporations(OOCCs) with original charter, who rendered ten (10) years ofcontinuous and satisfactory service in the government.

b. The particular agency where the employee or official completed theten (10) years of continuous and satisfactory service shall grant theaward.

c. An official or employee who incurred an aggregate ofnot more than50 days authorized vacation leave without pay within the 10-yearperiod shall be considered as having rendered continuous service forpurposes ofgranting the loyalty award.

In the same way, an official or employee who incurred an aggregateof not more than twenty-five (25) days authorized vacation leavewithout pay within the 5-year period may qualify for the 5-yearmilestone loyalty award.

d. Effective January 1, 2002, continuous and satisfactory services ingovernment for purposes of granting loyalty award shall include'services in one (1) or more government agencies without any gap.

Services rendered in other government agencies prior to January 1,2002 shall NOT be considered for purposes ofgranting loyalty award.

32

Chapter7 Faculty Benefitsand Welfare

e. The awardee shall receive a loyaltymemorabilia/souveniras follows:

10 and 15 years bronze service pin20 and 25 years silver service ring30, 35, and 40 years gold service medallion

or other memorabilia/souvenir as may be provided in the agency'sProgram on Recognition and Incentives for Service Excellence(PRAISE).

f. In addition to the loyalty memorabilia/souvenir, a cash gift whichshall not be less than PHP500.00but not more than PHPl,OOO.OO forevery year of service shall be given to qualified officials oremployees.

33


8.0 HONORS AND RECOGNITION

The following supersedes Sections 8.1. Professorial Chairs and 8.2 FacultyGrants on pages 122-129 ofFaculty Manual 2003.

8.1. Professorial Chair Awards and Faculty Grants [1179'h BOR meeting,Feb. 26, 2004/

Professorial Chair Awards and Faculty Grant Awards are forms ofrecognition for achievement in the academe. They are granted tomembers of the faculty at the tertiary level who have distinguishedthemselves in the fields they represent. Professorial chair awards aresupported by special endowments. There are two (2) categories ofprofessorial chair awards: Professorial Chair Awards in various fieldsand Professorial Chair Awards in General Education (GE ChairAwards).

The following guidelines apply to cover all existing professorial chairand faculty grant awards. As emphasized in the .guidelines, a

.professorial chair or a faculty grant is an award to recognizeachievement in the various fields or disciplines and general education.Therefore,

a. the Award is not automaticfor faculty members ofcertain rank, but isgiven only after a thorough screening process emanating from thedepartment and college;and

b. the sole basis ofthe Award is merit, asprescribed by the guidelines.

The authority to establish.Chairs shall continue to rest with the Boardof Regents upon recommendation of the President. The President shallconfirm professorial chair awardees, while the Chancellor shall approvefaculty grant awardees. The nature of the Chair and Faculty Grants ascompetitive awards and the practice of administering them shall be asfollows:

a. Awardees shall receive a Certificate ofAwardfrom the Chancellor inthe case ofCU Chairs and Faculty Grants, and from the President inthe case ofSystem Chairs.

b. In keeping with the nature ofthe Chair and Faculty Grants as awards- as recognition of outstanding achievement - emphasis shall beplaced on the criteria and eligibilityfor the Awards.

34

Chapter 8 Honors and Recognition

8.1.1 Professorial Chair Awards (in variousfields)

These are Awards established to recognize achievement of facultymembers in the arts and humanities, social sciences and philosophy,mathematics, natural sciences and technology and general education.The Awards aim to encourage the faculty to advance knowledge andlearning in the variousfields and disciplines.

a. Criteria and Eligibility

1) Professorial Chair Award recipients shall be selected fromamong the regular members of the faculty, including those onsabbatical, with the rank of Assistant Professor or higher. Inaddition, the recipient should have shown outstandingachievement in the following:

• Teaching. Master ofthe subject, conscientious in preparationfor teaching, explains well and clearly, earns respect ofstudents on account ofintellectual superiority;

• Intellectual productivity. Active in scholarship; publishes inacademic venues or, in visual and performing arts, exhibits orperforms artistic work; contributes to the body ofknowledge;

• Service to the University and the larger community.Participates in University committees and activities, helpsstrengthen the institution, engages in public service.

2) Faculty members at the pre-collegiate level who taught regularcourses at the tertiary level in the last two (2) years immediatelypreceding the Award may be considered for the Award,provided they satisfy the criteria above.

3) No limit shall be placed on the number of times a facultymember may receive the Award, the sole basis of the Awardbeing merit, provided only one (1) Award is given at a time to afaculty member.

b. Selection

J) The Dean shall announce to the faculty three (3) months beforeJanuary 1 or July 1 the number ofslots available-for the Awardat the CU and System level.

2) Nominations for the Award may be made by any member ofthefaculty (including the Chair and the Dean). All nominationsshall be evaluated by the Departmental Academic Personnel

35

36

UPD FacultyManual Update2005

Committee (or its equivalent in colleges which have nodepartments) and the Chair and their recommendationssubmitted to the College Academic Personnel Committee(CAPC).

3) The CAPC and the Dean shall submit to the Chancellor therecommendationsfor the grant ofthe Award.

4) For System-wide Chairs, the nomination may be initiated by thedepartment, through the chairperson; by' the College, throughthe Dean; or by the Academic Personnel and FellowshipCommittee (APFC) or the CU Committee on ProfessorialChairs, through the VCAA and the Chancellor. The President'sCommittee on Professorial Chairs and Faculty Grants, whosemembers are appointed by the President, shall evaluate thenominations and recommend the candidates to the President.

c. Grantofthe Award

1) All recommendations for the Award shall be submitted to thePresident.

2) No person may be granted more than one (1) Professorial ChairAward within a calendaryear.

d.Award

Awardees shall receive a Letter ofAward, not an appointment.10C memo no. ERR-04-046, Apr. 15, 2004j Each Professorial ChairAward carries with it a cash award the amount of which isapprovedby the BOR.

e. Date ofAward

The award datesshall be on the I" ofJanuary or July.

/. Effectivity

These guidelines shall apply to Chairs awardedfrom January2004 and shall supersede existing policies/guidelines inconsistentwith the aboveguidelines.

g. Acknowledgement ofProfessorialChair donors10C memono. ERR04-055,Apr.29, 2004j

Professorial Chair holders are encouraged to send letters ofacknowledgement to their respective donors, possibly with some


feedback as how the professorial chair has contributed to theirprofessional growth, and that ofspecific fields ofstudy.

Colleges are likewise enjoined to be in constant touch withProfessorial Chair donors. Inviting them or their representatives toattend professorial chair lectures is the University's way of makingdonors aware ofhow their support to the academe is highly valued.

8.1.2 General Education (GE) Chair Awards

The GE Chairs are System-wide Professorial Chair Awards grantedtofaculty members to recognize achievement in promoting the objectivesof the General Education Program, contributing to the philosophy orpractice of general education, and encouraging faculty to applypedagogical innovations toward the attainment of the goals of theprogram.

a. Criteria and Eligibility

1) Recipients of a Professorial Chair Award in General Educationshall be selected from among the regular members of thefaculty, including those on sabbatical, with the rank ofAssistantProfessor or higher. In addition, the candidate should havetaught aGE coursefor at least one (1) semester in the year priorto the Award.

2) A faculty member selectedfor the GE Chair Award must be anexcellent teacher, able to match the broad grasp of the subjectwith his/her particular expertise. Attention shall be given to thecandidate's ability to instill in students a desirefor learning.

3) No limit shall be placed on the number of times a facultymember may receive the Award, the sole basis of the Awardbeing merit, provided only one (1) award is given at a time to afaculty member.

b. Selection

1) The VPAA shall announce the number of awards at least four(4) months prior to the grant ofthe Awards.

2) In addition to the usual procedure for selecting professorialchair awardees, nominations for the GE Chair may emanatefrom the GE Committee or a similar body created by theChancellor at the Constituent University levelfor the purpose ofoverseeing and revitalizing the GE Program.

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3) At the System level, the GE Council shall evaluate thenominations ofthe Constituent Universities and recommend theawardees to the President.

4) All other rules and procedures pertaining to the selection ofprofessorial chair awardees that are not inconsistent with theabove shall apply to the GE Chairs.

c. Grant ofAward

1) All recommendations for the Award shall be submitted to thePresident.

2) No person may be granted more than one (1) Professorial ChairAward within a calendar year.

d. Amount ofthe Award

Awardees shall receive a Letter ofAward, not an appointment. 10Cmemo no. ERR-04-046, Apr. 15,2004) Each Professorial Chair Awardcarries with it a cash award the amount of which is approved by theBOR.

e. Date ofAward

The award dates shall be on the I" ofJanuary or July.

f. EffectivityThese guidelines shall apply to GE Chairs awardedfrom January

2004 and shall supersede existing policies/guidelines on GE Chairsinconsistent with the above guidelines.

8.1.3 Faculty Grant Awards 1117Vh BOR meeting, Feb. 26,2004)

Aside from Professorial Chair Awards, Faculty Grant Awards are alsogiven as recognition for outstanding achievement usually to faculty oflower rank. The Chancellor shall approve the Faculty Grant Awardsubject to the selection process provided for Professorial Chair Awards;provided that a faculty member who is granted a Professorial ChairAward may not be selected at the same time for a Faculty Grant Award.Any regular faculty member with outstanding academic, teaching andresearch credentials may be consideredfor the Award. Faculty memberson sabbatical, or those on leave for more than three (3) months or onsecondment or detail with another agency may not be selected for the

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award. The amount of the Award shall be specified. Award dates shall beon the I" ofJanuary or July.

The following sections on 8.3 Academic Distinction Awards have beenrevised. Please refer to the indicated pages of "In Support ofa Culture ofScholarship and Excellence: Faculty Development, Grants, and Awards",UP System Manual Series 1, OVPAA, 2004, for the revisions.

8.3. Academic Distinction Awards

8.3.1 International PublicationAward (IPA)

For revisions, refer to pages 37-41 of "In Support ofa Culture ... "

8.3.2 International Awardfor the Arts


8.3.3 Gawadsa Natatanglng Publikasyon sa Filipino


8.3.4 President's Awardfor Innovation in Teaching


8.3.5 UniversityProfessor Grant


The following guidelines on the new Advanced Technology Award isappended to Section 8.3. Academic Distinction Awards on page 141 ofFaculty Manual 2003.

8.3.6 Advanced TechnologyAward /1171f' BOR meeting, Jan. 29, 2004j

The Award recognizes pioneering and concrete technologicalachievements and innovations. The underlying goal is to encourageinterest in creation and invention amongfaculty, REPS, and staff.

a. Scope ofAward

A maximum of two (2) awards shall be given for a specifictechnological innovation in any discipline completed in the yearpreceding the Award. Broadly defined, technological innovationincludes any new or improved product, material, process, equipmentor system ofscientific or technical origin.

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b. Eligibility

Full-time faculty, REPS, and staff, whether individually or as agroup, may be nominatedfor the Award.

c. Criteria

The basic criteriafor evaluating entries include: scientific featuresand technical merit, pioneering nature, applications and potentialimpact on end-user.

d. Requirements

1) The candidates must submit a description of the entry,explaining its primary function andfeatures:

• What it is, what it does, how it works• Principles and theories involved• How it compares with or improves on other current

products/processes• Current or possible future applications; potential impact on

end-user

The write-up, while intended for a technically literate audience,should maintain a readable style as that of Scientific American,Science, Technology Review or similar publications.

2) Documentary evidence to support the entry must be included,e.g., citations, testimonials from users, recommendations fromexperts,patents, patent applications, relevantpublications.

e. Selection process

Departments shall send their nominations to the Chancellor. Thescreening process shall be two-tiered.

1) At the campus level, the Chancellorshallform a committee to:

• Screen out nominees whose innovations are weak orlacking in technical merit; and-

• Prioritize all the rest.

2) The President shall create a System committee to recommendthe recipients ofthe Award. The Committee (and the President)may interview the candidates and ask them to demonstrate theirentries.

Chapter 8 Honors andRecognition

3) Faculty may he awarded only once for the same innovation hutmay qualify for another innovation.

f. Value ofAwardThe Award shall he given annually in the form of a specified

amount to he divided equally in the case ofa group. In the case ofco-developed output, only UP faculty, ImPS, and staff eligihle for theAward shall receive it. The Award will he given during the annualAcademic Distinction ceremony.

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9.0 INCENTIVES

The following sections on 9.1 Fellowship/Study Leave and 9.2 UP Creativeand Research Grants have been revised. Please refer to the indicatedpages of "In Support of a Culture ofScholarship and Excellence: FacultyDevelopment, Grants, and Awards", UP System Manual Series 1, OVPAA,2004, for the revisions.

9.1. Fellowship/Study Leave

9.1.4 Doctoral Studies'Fund


9.1.5 Ph.D. Incentive Grant and Sandwich Program


9.2. UP Creative and Research Grants

9.2.1 Post-Doctoral Research Grant

For revisions, refer to pages 12-14 of "In Support ofa Culture '" "

9.2.2 Textbook Writing Grant

For revisions, refer to pages 27-32 of "In Support ofa Culture '" "

9.2.3 Research and Creative Work Grant


9.2.4 Supportfor International Publication ofLiterary Works


9.2.5 Research Incentive for Lateral Entry Ph.D,«


The following guidelines on new Grants are appended to Section 9.2 UPCreative and Research Grants on page 173 of Faculty Manual 2003.

9.2.6 GE Textbook Writing Grant under the GE Fund [119pt BORmeeting, Dec.lO, 2004j

a. Purpose

The Grant aims to encourage faculty and REPS to write textbooksin support ofthe General Education (GE) program ofthe University.

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Chapter 9 Incentives

b. Eligibility

1) Regular, full-time faculty and REPS with the rank ofAssistantProfessor and higher, who have taught a GE coursefor at leasttwo (2) semesters, may apply for the Grant.

2) Applicants must have excellent records as teachers of the GEcoursefor which the textbook is beingproposed.

3) The track record of applicants in completing creative/researchprojects (whether UP-Junded or not) shall be examined by thescreening committees of the CU and the System. Those withpoor track record shall not qualifyfor the Grant.

4) Current recipients of a textbook writing or research grant fromthe System may not applyfor this Grant.

5) Applicants may apply individually or as a group. In the case ofa group, the total amount of the Grant shall be proratedaccording to the rank of the applicants and the proportion ofthe work to be done by each.

c. Scope ofthe Grant

1) The Grant shall support the writing of textbooks for officiallyapproved GE courses. Textbooks, whether in print or electronicform, shall refer to the main teaching//earning material whichpresents the subject matter defined by the syllabus.

2) The textbook shall contain mainly the original work of theauthor/s but may include supplemental readings if necessary.Generally, works that are mainly compilations ofreadings shallnot be supported by the Grant. Neither shall the Grant cover thewriting oflecture notes or workbooks.

3) The Grant shall not cover proposals for teaching materials suchas slides, powerpoint presentations, etc. intended for specifictopics oflessons only.

4) Neither shall 'the Grant provide for publication or productioncosts.

5) Priority shall be given to textbooks for which no good (foreignor local) textbooks or reference materials are available.

6) The Grant shall be for one (1) year and, in exceptional cases,may be extended up to six (6) months at most, which extensionmust be justified and proof of work thus far completed,presented. No additional funds shall be provided for theextension.

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d. Contract rate

1) The contract rate is based on the total number of hours(estimated and expected by the OVPAA) to be spent by a granteeon the project multiplied by an "hourly rate" that depends onthe grantee's rank.

2) The Grant assumes that a faculty member teaches/works 10.5months/year, 22 working days/month at 8 hours/day, which isequivalent to 1,848 hours/year. An hourly rate is then obtainedby dividing the grantee's annual salary by totalteaching/working hours. This gives ~n hourly rate of annualsalary/l,848 hours.

3) It is also assumed that a grantee will work on the project for 3hours/day, 30 days/monthfor 12 months. This amounts to 1,080total hours ofproject work.

4) The contract rate, obtained by multiplying the total hours by thehourly rate, shall amount to 1,080 hours x (annual salary/l,848hrs.), or approximately 58 percent (58%) ofthe annual salary.

e. Requirements

1) Applicants shall submit an applicationcontaining their textbookproposal.

2) They shall also state the number ofsemesters they have taughtthe GE coursefor which they plan to write a textbook and theirpublications in that particular area, ifany.

3) Their project must be one that can be completed in twelve (12)months.

4) A budget need not be submitted; the applicant may use thecontract fee for whatever research purpose s/he deemsnecessary.

5) The proposal should have the endorsement of the unit'stextbook committee or equivalent body and the departmentChair or Institute Director.

6) The recommending CU shall ascertain the applicant's trackrecord in completing research and otherprojects.

/. Procedure

1) Applications shall be sent to the CU screening committee fortextbook grants or for the GE Program. The Committee shallforward its recommendations to the VPAA, ranking them


according to the content and contribution of the proposal andother relevant criteria.

2) The VPAA shall refer the CU proposals to the GE Council,which shall evaluate the recommendations ofthe CUs and rankthe best according to merit. The Council may refer promisingproposals to the proponentsfor revision.

3) Approval of the recommendations shall come from thePresident, the total number of grants approved depending onthe availabilityoffunds.

4) The VPAA shall notify successful applicants and advise them tomake arrangements with the OVPAA for the contract andreleaseoffunds.

5) The VPAA shall likewise inform proponents whose proposalswere not accepted and suggest improvements for futureapplications.

g. Release offunds

1) The Grant shall be awarded in the form ofa research contractindicating the purpose, expected output, and intellectualproperty rights ofthe parties involved.

2) Fifty percent (50%) ofthe Grant shall be paid upon signing thecontract.

3) The final installment of the Grant shall be released after themanuscript has passed a blind reviewby two (2) referees.

h. Obligationofgrantees

1) Grantees shall continue to perform their regular functions asfaculty or REPS during the grant period. In no case shall thefaculty be given overload pay for the research. Should therecipient resign before completing the project, s/he shallautomatically lose the Grant and return the amount unused.

2) Grantees shall submit a mid-term report to the Chancellor six(6) months after the award commences and an acceptablemanuscript within two (2) months after the Grant ends.

3) In no case shall the Grant be reviewed or an applicationfromthe same grantee be entertainedfor any other grant under theCreative and Research Scholarship program until the finalmanuscript in print or multimedia is submitted to the VPAA.

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4) Grantees who fail to comply with the terms of the Grant andthose whose grants are terminated for cause during the projectperiod shall return the full amount received. Payments to theUniversity shall be made in full in case of resignation orretirement, and through salary deductions in other cases.Grantees shall also be subject to other sanctions prescribed bypertinent University rules. Furthermore, they shall bedisqualifiedfrom all University grants.

i: Review ofoutput

1) Textbook manuscripts shall be reviewed by referees selected bythe VPAA. If the refereesfind the output acceptable, the VPAAshall release the balance ofthe Grant.

2) If the referee suggests substantial revision, however, or raiseserious doubts about the quality of the work, the VPAA shallpass on the comments to the grantee and withhold the balanceofthe Grant until the necessary revisions are made.

3) Referees shall receive compensation for their work dependingon the number ofmanuscript pages evaluated.

j. Intellectual PropertyRights

1) The UP Press shall have the first option on the manuscriptshould the author wish to publish it.

2) Should the result of the project be published or publiclypresented or exhibited, the University shall be acknowledged asthe source of the Grant. University provisions on intellectualproperty rights shall likewise be implemented.

9.2.7 Washington SyCip Award for Best General Education LearningMaterial [1191st BORmeeting, Dec. 10,2004j

To further support the ongoing revitalization of the GeneralEducation program, outstanding teaching/learning materials developedby faculty who teach GE courses shall be recognized and awarded theuWashington SyCip Award for Best General Education LearningMaterial".

a. Purpose

The Award aims to recognize excellent teaching anti/or learningmaterials developed by faculty and stafffor courses in the GeneralEducation (GE) program of the University. The Award complements


the Presiden

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