ph updating final

7/29/2019 PH Updating FINAL

1/30

HUMAN RESOURCE MANAGEMENT AND DEVELOPMENT

HRMD CommitmentThe Human Resource Management and Development Departmentwas established in January 1999 after an institution-wideorganizational study. The creation of the department stronglyaffirmed the Schools belief that people are the most importantresources who can realize the vision and mission of this learninginstitution.

Guided by the Schools philosophy, vision and mission, theHRMDs objectives are focused on continuously improving itspolicies, programs, systems, tools and activities to generate

employee satisfaction, motivation, competency and fulfillmenttowards organizational communion, loyalty, productivity andsuccess.

I. HRMD SERVICES

1

Personne l Management Recruitment, Selection, Placement and Personnel

Movement

Compensation and Benefits

HR Records

Employee Relations Employee Discipline

Administrators, Faculty and Staff Development Training

LRMS AFS Scholarship Program

Career Development

HR Tools and Systems Organizational Diagnosis and Organization

Development Interventions

Job Evaluation

Faculty Ranking System

Performance Management System


2/30

II. EMPLOYMENT TERMS, POLICIES AND PRACTICESScope

Employment policies shall apply to all personnel or a particular group ofpersonnel who are currently employed by the school and to others who may later behired of Lorenzo Ruiz de Manila School.

A. Employee ClassificationEmployees may be classified into different groups by:

1. Employee Levela. Administrators

b. Facultyi. Teaching Facultyii. Non-teaching Faculty

c. Non-teaching Staff

i. Office/Support Staffii. Maintenance Staff

2. Employment Statusa. Regular

i. Probationary* Fixed Term Academic Administrators and

Faculty Members* Non-teaching Administrators/Faculty/Staff

ii. Tenured/Permanent

b. Non-regulari. Contractualii. Retaineriii. Casualiv. Part-time

2


3/30

B. Recruitment, Selection and PlacementOne becomes an LRMS employee because of educational, professional

and personal qualifications, his achievements in school and former place of work.His overall potential to contribute to the attainment of the Schools vision andmission as a Catholic School is also assessed. Thus, all regular and full-time

employees are required to be practicing Roman Catholics all throughout theirstay in Lorenzo Ruiz de Manila School.

1. Selection ProcessAll applicants go through a screening process, the stages of which

depend on the position he is considered for. Generally, the screeninginvolves the following activities:

a. Interviews

b. Written Tests (Intelligence, Personality and Competency Tests)

c. Practical Tests/Teaching Demonstration

d. Panel Interview

e. Medical Examination

f. Background Check

g. Submission of Pre-employment Requirements

2. Appointments and Job ContractsAppointment papers of new employees come from the Office of

the HRMD. These are made official and valid upon signing of theemployee, HRMD Manager and President. Note however, that incompletesubmission of an employees pre-employment requirements may be

ground for pre-termination of his contract.

3. Faculty RankingQualifications of new faculty members are evaluated upon

appointment in order to determine the faculty members initial rank.Subsequent promotions in rank are subject to the conditions and criteriastipulated in the Faculty Ranking System. (Appendix A)4. Probationary and Permanency

Administrators and faculty members in the Academic departmentundergo a maximum of three school years of probation regardless of rankand or assignment. Before the end of each school year, eachprobationary administrator and faculty member is evaluated. Based onthe evaluation, the personnels employment may either be renewed foranother school year until the employee is given a permanent status ormay not be renewed, in which case the employee is informedbefore the end of the current school year.

3


4/30

Administrators from other departments and all non-teaching staffundergo six months of probation, subject to evaluation for permanency.

The following schedule is followed for Probationary and TenuredFaculty Members:

Probationary FacultyMember Tenured FacultyMemberFormative Evaluation Period includes discussion onplans for next SY

October - NovemberNovember December

Distribution of Letter ofIntent (LOI) forms

Deadline of submission ofthe accomplished LOI formsto the HRMD Office

X

X

December

January (2nd Friday)

Deliberation by

Administrators January XProbationers who pass thedeliberation are given ThePlans for Next SY Form(PNSF)

February (1st week) X

Distribution of EmploymentContracts and SwornPromise Forms

February (3rd week)Sworn Promise Forms

onlyJanuary (3rd week)

Deadline of submission ofthe Sworn Promise Forms(SPF) to the HRMD Office

March (1st week) January (last week)

Distribution of TeachingAssignment Form

April - May April May

* Probationers who are not renewed the following SY are informed througha Letter (usually within February)

For Non-Teaching Staff, the following schedule is followed:

Formative Evaluation whichincludes discussion on plans fornext SY.

November December

Distribution of Letter of Intent

forms (LOI)

December one week beforeChristmas vacation

Deadline of submission of Letterof Intent (LOI)** forms to theHRMD Office

January (2nd Friday)

**Letter of Intent forms are accomplished by all tenured employeesand submitted to their immediate division heads / departments,

4


5/30

who consolidate the data and submit these forms to the HRMD Office.The HRMD summarizes and submits these to the Office of the President.

*Sworn PromiseForms are signed by all faculty members who promiseto continue their service with the institution. Knowing the predicament ofour School, our liability in providing continuous instruction to our

students, and the innumerable negative (and costly) effects that theSchool faces whenever a teacher leaves in the middle of the school year,we use this form to ensure that teachers fulfill their teaching assignmentwithin a school year. This document, particularly the penalty mentionedtherein, does not include resignation related to reasons of health, safetyand security. Should there be a compelling need related to an academicpersonnels health, safety and security that necessitates him to leave hiswork in the middle of the school year, he may do so without beingpenalized, provided ample documents (to be determined by HRMD) areattached to his resignation letter.

5. Personnel MovementsAnyone may be transferred laterally or vertically as deemed

appropriate by LRMS Administrators.

Anyone may also apply for internal movement, subject to vacancyof posts and subject to regular screening procedures. The employeeshould express his intention to the said position through a Letter ofApplication, addressed to the HRMD Office and endorsed by hisimmediate superior/s and or Department Head.

6. WorkloadWorkload refers to the scope of ones duties and responsibilities.

This includes special assignments on class and non-class days, pertinentto and necessary for the school operation, preparation and attendance inmeetings, seminars and other division / department / activities relevantand essential to institutional, spiritual and professional growth.

* Note that all regular workload of 48 hours per week excludinglunch breaks described above are included in the gross compensationincome.

Proctoring in school activities and substitution for absent teachersare included in the workload of all faculty members, subject to the

mechanics of the Compensable Faculty Relieving Scheme.

Division and department heads are expected to plan, monitor,control, and evaluate the services and programs of their respectiveoffices. Thus, these administrators are expected to come to the Schoolwhenever necessary.

5


6/30

7. TEACHING LOADTeaching load refers to actual teaching hours or actual contact

time with the students inside the classroom or at times, outside theclassroom but within the class schedule of students. It is based on theteaching assignment for the current school year.

Official teaching load is four (4) hours per day or 1200 minutesper week.

a. Compensable OverloadTeaching time beyond the regular load is called overload.Such overload is compensable only under the followingconditions:

1. The overload is part of the facultys teachingassignment for at least one trimester and

2. The total weekly teaching load of the faculty member isat least 1240 minutes.

b. Compensable Faculty Reliever SchemeIn some cases, some faculty members are asked tosubstitute/take over the classes of their co-teachers. Suchsubstitutions can be classified as:

1. Proctoring when the reliever supervises the class inhomeroom class, seatwork, study period, film viewing,lesson review, etc.

2. Teaching when the reliever executes the lesson planof the absent teacher or does the plan and executes theplan himself

Relieving a faculty member is generallynon-compensableand considered part of the administrative duties of facultymembers. Relieving is compensable only in the followingcases:

a. the relievers proctoring function, exceeds 10periods of forty (40) minutes or four hundred (400)minutes per week, in which case, the facultymember receives 50% of his hourly rate for everyhour that exceeds 400 minutes per week.A week isbased on a Monday to Saturday cycle.

b. the reliever engaged in teaching, in which casethe faculty member is compensated 100% of hishourly rate.

6


7/30

8. Official TimeOfficial time refers to the time required for the employee tostay in School.

a. Tardiness - there is no grace period when computing for thenumber of minutes tardy. Tardiness is accumulated for a month.Only then is a deduction made from the salary of the employee.

However, when it comes to the Code of Discipline forpunctuality in attendance, a grace period is given to employees,only instances of tardiness beyond ten (10) minutes are counted.Accumulated four or more instances per month constitute anoffense in the Code of Discipline.

Administrators, who are in charge of the different offices,

recommend the official time of their respective staff. Theirrecommendations are reviewed and approved by their departmentheads and the HRMD Manager.

b. Undertime

To guard against abuse of Undertime, the HRMD office hasoutlined Guidelines for Application and Use of Undertime.

1. An employee may not complete his eight (8) hour workin a day due to valid personal reasons (to be evaluatedby his superior). In such cases an employee mayapply for Undertime for hours within his officialworking hours.

2. Application forms for Undertime are available at theHRMD Office.

3. Every application for Undertime is equivalent to two (2)hours.

4. No Undertime less than two hours shall beconsidered.

5. Undertime beyond two (2) hours shall be considered aleave. Undertime beyond two (2) hours but less thanor equal to four (4) hours shall be considered a half-day leave. Undertime beyond four (4) hours shallbe considered a whole day leave. In any case, the

employee is expected to seek approval from hisimmediate superior whether he should still report backto the office.

6. Generally, application for Undertime must be approvedat least three (3) workdays before application and use.However, in emergency cases, an employee may seekapproval for Undertime from his immediate superior

7


8/30

through telephone, mobile phone or other means ofcommunication at least one hour before his officialtime.

7. In emergency cases, the employee must formally filefor his application for Undertime within the same day

he avails of the Undertime.8. Approval of applications for Undertime should come

from the immediate superior and the department headof the employee.

9. Only approved applications for Undertime shall beprocessed by HRMD. Failure to submit an approvedapplication for Undertime may cause (tardiness, half-day to whole day) deduction from the employeessalary because of our computerized attendancesystem.

Table of Approved Undertime

*With the assumption that a valid r ea son for theUndertime is given by the employee. A superior mayrequire for additional documents in order to validate anemployees Undertime.

III. COMPENSATION AND BENEFITSLorenzo Ruiz de Manila School strives to provide competitive, adequate and

equitable remuneration to its personnel in order to attract, motivate and retain theservices and commitment of competent and self-driven employees.

A. Components of the SalaryThe gross monthly salary of an employee may consist of the following,

whenever applicable to them:

1. Basic Pay based on the present salary scheme, which is primarilyinclusive of the Job Evaluation outcome and the faculty rankingsystem

2. Class Advisers Fee faculty members fee for performing advisoryduties and responsibilities

3. Club Moderators Fee faculty members fee for handling a club ororganization

8

more than 2 hours but lessthan or equal to 4 hours

Considered day leave*

More than 4 hours Considered 1 day leave*

Equal to 2 hours Considered undertime


9/30

4. Special Assignment Fee fee for special assignment likecoordinators fee officer-in-charge, and the like

5. Overtime Pay compensation for approved work/time of non-teaching staff rendered outside their regular contract hours

6. Overload Pay compensation for faculty members teaching hoursbeyond the normal load

Monthly compensation of faculty and Office/Support Non-teachingemployees include their performance of job-related duties and responsibilities,their attendance and participation in meetings, seminars and other school relatedactivities.

Faculty and Office/Support Non-teaching employees are required to workonly from Monday to Friday and or certain weekends as deemed necessary bythe Administration. However, these employees receive monthly pay based on313/314 days per year (for leap year, paid Saturdays, Holidays and SpecialHolidays). Paid Saturdays compensate for the time employees are required to

attend school-related tasks and activities beyond the regular Monday to Friday,eight (8) hour-per-day work of these employees. Each employee is entitled toone (1) hour lunch break and a 15 minute break in the morning and in theafternoon daily.

Monetary Benefits1. Personal Emergency and Relief Allowance a specialallowance for emergency and relief is given to all faculty and staff ofthe school. The amount of the said allowance is determined by theemployment status and the employee level of the personnel.

2. Longevity Pay additional of P200.00 per month per every yearof service by the tenured employee. This is given every anniversarydate of employment for non-teaching personnel and everyanniversary date of tenureship for faculty member.

3. Probationary Allowance additional of P200.00 per month perevery year of service by the probationary Faculty Member.

4. Representation Allowance monthly allowance for administrators,especially allocated for expenses on official business outside LRMS

5. Transportation Allowance monthly allowance for administrators,especially allocated for transportation expenses on official business

outside LRMS.6. Performance Incentive pro-rated incentive on the basis of

employees performance for the previous school year as determinedby the Performance Management System Appraisal.

7. In-Service Training Allowance allowance for newly hired teachersfor their In-Service Training for the month of May.

9


10/30

B. Salary Administration1. The Finance Division takes care of payroll.

2. All employees, except Rank and File 1 & 2 Non-Teaching staff, arecompensated monthly, on a 313/314-days a year basis.

Daily Rate = Basic Pay x 12 months313/314 days (for leap year)

Hourly Rate = Daily Rate8 hours

3. HRMD provides each employee the Salary Breakdown and SalaryAdjustment Notice every year.

4. Pay slips are distributed on the 9thth and 24th of each month andavailable for withdrawal within the same day.

5. Bank of Commerce Marcos Hi-way branch is the official payroll bank of

the School. Salaries may be obtained via any Bancnet/Megalink ATMor over the counter at the said branch of Bank of Commerce.

6. Clarifications on the computations may be asked from the FinanceOffice, as scheduled by the said office.

Salary DeductionsDeductions Required by LawAs required by current laws, the following items are deducted

monthly from the salaries of the employees, namely:

Withholding tax payments remitted to the Bureau of InternalRevenue (BIR);

Social Security System (SSS) contribution payments; Philippine Health Insurance Corporation (PHIC) contribution

payments;

PAG-IBIG fund contribution.

Deductions Required by Company PoliciesCash advances and other advances which were not liquidated or returned

shall also be subject to deduction from an employees payroll account.These are communicated to the employee and requires hisacknowledgment.

Also, any property or assets of the school lost or stolen while underemployees care is charged to him at its current value. His liability isimmediately due and payable in full to the Finance Office. A schedule of

10


11/30

payment may otherwise be arranged upon evaluation and approval of theadministration.

C. Statutory Benefits1. Social Security System (SSS)

The Social Security Law aims to provide all employees and theirfamilies protection from the hazards of sickness, disability, old age anddeath to promote their well being in the spirit of social justice.

By law, the school is required to register all employees with theSocial Security System (SSS). Both the employee and institution pay amonthly premium contribution to the SSS. The rate of the contribution

depends on the employees basic pay. Employees contribution isdeducted from his salary and is remitted to SSS, together with theschools contribution for the employee.

As a member of the SSS, the employee is entitled to the followingbenefits subject to SSS rules:

a. Sickness BenefitA daily cash allowance is paid to the member for the

number of days he is unable to work because of sickness orinjury. The sickness benefit can only be claimed if member has

already exceeded the number of paid sick leave days from theschool.

A member can avail a minimum of four (4) days andmaximum of one hundred twenty (120) days for his sicknessbenefit.

b. Maternity BenefitA 60-day cash allowance is paid to a female member, who

gives birth through normal delivery, has a miscarriage or has anaccidental abortion. A 78-day cash allowance is paid if delivery isthrough Caesarian section. The cash allowance given by SSS will

be computed based on the employees monthly salary credit andnot on the salary of the employee. This benefit is available onlyfor the employees first four deliveries or miscarriages.

c. Disability BenefitA cash benefit in the form of monthly pension or lump sum

amount is paid to a member who becomes permanently disabled,whether totally or partially.

11


12/30

d. Retirement BenefitA cash benefit in the form of monthly pension or lump sum

amount is paid to a member who has reached the normalretirement age of 60. Children of the pensioner will also receive adependents pension if they are below 21 years old, unmarried

and not gainfully employed.e. Death Benefit / Burial BenefitA cash benefit given to the family of the member who

passed away to augment their funeral expenses.

f. Multi-Purpose Loan ProgramThe loanable amount will depend on the number of

contributions made by the member. Eligible are active memberswho have made at least 36 monthly contributions. This loan maybe used to finance medical, education, livelihood, minor houseimprovement, purchase of appliances, furniture and otherimprovement needs.g. Calamity and Emergency Loans

Subject to guidelines as approved by the SSS.

2. Phi lhealth (PHIC)The Philhealth Program is a health insurance that provides basic

medical assistance to the member and his dependents during times ofhospitalization.

All employees are required to pay a certain contribution. This

amount is deducted from the employees salary. The school also providean equal contribution to complete the required contribution peremployee.

3. PAG-IBIG (HDMF)The PAG-IBIG Fund is a provident fund for both the employee and

the school. PAG-IBIG, an acronym for Pagtutulungan-Ikaw, Bangko,Industriya at Gobyerno, was established by the government to provideassistance to its members.

In accordance with the law, all employees and employers covered

by the SSS and whose monthly compensation is at least P4,000 shall paya monthly contribution to the PAG-IBIG fund. As a member of PAG-IBIG,an employee is eligible to apply for multi-purpose loan, calamity and basichousing, emergency loans provided he meets the required number ofmonthly contributions.

12


13/30

D. Other Benefits

1. Thirteent (13th) Month PayAn employee is entitled to 13th month pay which is paid through

payroll not later than 24th of December.This is given on a pro-rata basis. An employee is entitled to 13th

month pay if he has rendered service to the school for at least one (1)month in any calendar year.

For employees who have rendered service for less than one (1) year,the following formula shall be used in computing for his 13th month pay:

no. of Months with the school x Basic monthly salary12

2. Private Education Retirement Annuity Association (PERAA)The Retirement fund of LRMS employees is under PERAA, an

organization that manages and administers the Retirement benefit ofemployees of its member schools.

A. Membership

1. For tenured employees2. Upon membership, all employees are required to

accomplish a Members Record Data (MDR) form induplicate.B. Contributions

1. Contributions are fixed rates based on the employer andemployee rates as provided in the Retirement PlanResolution.

2. Contributions are based on the specific rate and theemployees basic monthly salary exclusive of allowances.

In case of changing monthly salary due to load variations,contributions are based on actual salaries received.

3. Employees have the option to give additional orvoluntary contributions on top of their regularcontributions, if any, at a rate not exceeding employersshare.

C. Retirement1. Retirement age

13


14/30

Optional Retirement - At least 5 years in service and60 years old

Forced Retirement - At least 5 years in service and65 years old

2. Members may retire or may be retired by theadministration upon reaching Normal Retirement Age

(NRA) and should not be connected with the institutionanymore.

D. Resignation1. Members may opt to withdraw membership by applying for

Repurchase Benefits.

Repurchase is the total withdrawal of personal

Accumulated Value (AV) plus the employers AV based onits Vesting Policy.

Repurchase Benefits are subject to the Vesting Policy (VP)adopted by the institution. The VP is the schools policy onhow PERAA should treat the schools AV in case ofRepurchase and may result into forfeiture by the employeeof a portion of the employers AV.

E. Death

1. Beneficiary/ies designated in the Members Record(MR) will receive Death Benefits in Lump-Sum equivalentto the AV of the employee. In case the employee failed toaccomplish and submit an MR, his legal heirs asdetermined by Philippine Laws will be his beneficiary/ies.

Additional information on the above benefits may be obtainedfrom the HRMD office.

3. Summer PayApril is the vacation month of faculty members. May is for

summer training for the following school year. For faculty members whois rehired for the next school year, the following salary scheme isfollowed:a. less than two school years - 25% of their basic salaryin serviceb. aftertwo complete school years - 50% of their basic salary

14


15/30

in service

c. after three completeschool years - 75% of their basic salaryin serviced. after at leastfour complete school - 100%of their basic salary years in service

Other fees and monetary allowances of faculty members arenot given during summer.Attendance in summer training is generally required. Deductions

for absences during summer training are based on the faculty memberssummer pay.

4. Uniform SubsidyAdministrators, Faculty, Office/Support Non-teaching staff on their

first school year with Lorenzo Ruiz de Manila School are given amaximum of P 2,000.00 worth of Uniform Subsidy or equivalent to twosets of uniforms.

Scheme for Administrators, Faculty and Office/Support Non-teaching staff on their second year onwards:

Employee Group SubsidyAdministrators 2 sets of uniform not exceeding P 2,000.00

Faculty - same as above Office/Support - same as above

Non-teaching Staff

Maintenance personnel are also given 2 sets of uniforms per year.

HRMD takes charge of the administration of the Uniform Subsidy.

The total excess amount spent in excess of the Uniform Subsidy(2 sets of uniforms or P 2,000.00 which ever is lower) is deducted fromthe employees salary.

The subsidized sets of uniforms of the school are meant to beused for two (2) school years.

In the event that an employee does not complete one (1)school year, the total amount of the school subsidy shall bededucted from the employees last pay.

15


16/30

If the employee stays for only one (1) school year, fiftypercent (50%) of the cost of the subsidized uniforms shall bededucted from the employees last pay.

5. Tuition Discount BenefitChildren of regular LRMS personnel who want to study or are

already studying in this institution are given tuition discount. Thediscount they get is based on the following scheme:

Inclusive # of ContinuousSchool Years in Service ofPersonnel FirstChild SecondChild ThirdChild1 25% 25% 25%

2 50% 35% 25%

3 75% 35% 25%

4-9 100% 50% 35%

10- up 100% 100% 50%

An application form for this purpose is available at the HRMDoffice. A photo copy of the childs birth certificate is attached to theapplication form.

6. Health Care Benefit Program (HCBP)Lorenzo Ruiz de Manila School extends health care support to its

regular employees through the Health Care Benefit Program (HCBP)(Appendix B). HRMD manages the said program.7. Demise Benefit

This benefit intends to help the family of our employee in time of

his death. (Appendix C)

8. Leaves

Lorenzo Ruiz de Manila School accords different kinds of leaves toits employees. The administration of these leaves is subject to tenure, thenature of ones position, and the very nature and purpose of the leaves.

Leaves are authorized absences from work. There are applicationforms for leaves of absences. They can be secured from the HRMD office.All leaves are non-cumulative. Leaves for all administrators and non-teaching staff are not convertible to cash.

16


17/30

In unforeseen circumstances such as sickness or emergency, anemployee is expected to:

Fill-out the Leave of Absence form upon his return to work.Submit the accomplished form signed by immediate head to theHRMD Office.

Notify his immediate superior by phone or other means ofcommunication within two hoursfrom the start of his absence.

Send materials, letter of instruction and other necessary things foranyone who might take over his responsibilities while he is onleave or for documents which might be urgent and important forothers in doing their own tasks.

Submit necessary documents such as medical certificates forsickness ofthree days or more from an accredited hospital/clinicof our HCBP.

It is the responsibility of the personnel concerned to apply forand secure all benefits, from the School and the relevantgovernment agency (Philhealth, SSS) accruing from a sick leave.The School only endorses the application for government agency-provided benefits.

Below are the leaves with pay:a. Paternity Leave (for all legally married male employees)

This leave is for all legally married male employees, whose legalspouse has delivered a child, has had miscarriage and or has hadlegal abortion.

The paternity leave is for the first four child deliveries,miscarriages and or legal abortions of his wife for the purpose oflending support to his spouse during her period of recovery and ornursing of the new born child. Paternity leave is for seven days to beavailed of within 60 days from delivery, miscarriage or abortion. Thisleave is not convertible to cash if not availed of by the employee.

Paternity Notification and Other GuidelinesSeveral months before the expected delivery of his spouse,

the employee is required to furnish HRMD and his superior aletter informing the said parties about his wifes expecteddelivery of their child.

Attached should be a copy of their marriage contract.

17


18/30

In availing of this leave benefit, the employee should alsofurnish HRMD with the necessary supporting document suchas birth certificate of the new born child (death certificate abortion; medical certificate-miscarriage).

b. Emergency Leave (for all administrators, faculty members withspecial assignments, guidance counselors, Special Music Coordinatorand non-teachingstaff)

All administrators, faculty members with special assignments,guidance counselors, Special Music Coordinator and non-teachingstaff are given emergency leaves to be used in such cases as:

Grave illness/death of spouse, children and or parents ofan employee

Death of brother or sister of an employee

Calamity resulting to destruction of employees house and/or

Other cases subject to approval of the division head.

These employees are given three days for emergency leave perschool year.

d. Wedding Leave (for all regular employees)All employees who are getting married may avail of a three-day

wedding leave. An employee may avail of wedding leave from two daysbefore or two days after the actual date of their wedding. A supportingdocument is necessary upon the return of the employee from his or herwedding leave.

e. Solo Parent LeaveSolo Parent leave are benefits granted to solo parents to enable

them to perform parental duties and responsibilities where their physicalpresence is required.

In addition to leave privileges under existing laws, parental leave /solo parent leave shall be granted to any solo parent employee who hasrendered service of at least one (1) year.

The following leave credits are accorded to probationary andtenured employees.

18


19/30

Probationary employee is given two (2) days leave and tenuredemployee is given three (3) days leave per school year.

f. Sick Leave (for all administrators and non-teachingstaff)Administrators and non-teaching office/support and general

services staff, who have acquired permanent status and have rendered atleast one year of service, are entitled to seven days of sick leave. Theseleaves are to be used whenever an employee is unable to go to workbecause of sickness. The guidelines in filing of leave forms should bestrictly followed. Failure to do so may lead to the disapproval ofapplication for leave of absence and therefore corresponding absencesmay be deducted from ones salary.

g. Vacation Leave (for all administrators and non-teaching staff)Administrators and non-teaching office/support and maintenance

staff, who have acquired permanent status and have rendered at least

one year of service, are entitled to seven days of vacation leave. Allvacation leaves must be approved before the employee avails of the saidbenefit. Filing of VL must be done prior to taking a leave. Failure to doso may lead to the disapproval of application for leave of absence andtherefore corresponding absences may be deducted from ones salary.

h. Summer Leave (for all teaching faculty members)Summer leave is for all faculty members. This leave is usually

taken after all requirements for the school year have been completed.Even if teachers do not report for work, they receive salaries equal to

their respective summer pays. They come back in May for the SummerTraining program.

Attendance in all days of the Summer Training program ischecked. Absences shall mean salary deductions.

i. Christmas Vacation (for all employees)Christmas vacation is for all members of the school community.

The length and days of Christmas vacation depends on the Schoolcalendar of activities. However, it must be clear that before going onvacation, all accountabilities must be left in order. In the same way,

before the start of each school year, everything must be prepared for theresumption of classes.

Allowable Leaves of Service and Attendance/PunctualityScheme for Faculty Members

19


20/30

j. Leaves of Service and Attendance (for all teaching facultymembers)

Leaves of service can be availed by teaching faculty members foras long as guidelines in filing applications for leaves of service arefollowed and are approved by the superior/s of the division/department

heads and the HRMD Office. These leaves can be used for the followingreasons:

Sickness

Vacation

Emergency cases

As part of incentive and motivation scheme for faculty membersto render perfect attendance, all leaves are convertible to cash if they arenot consumed per school year (June to March), provided the facultymember did not receive Class A offense on attendance/punctuality thewhole school year (starting June 01).

For probationary faculty members, three (3) days leave ofservice is allotted. For tenured faculty members, seven (7) days ofleave of service is allotted.

Equivalent cash rate or its percentage depends on the facultymembers basic salary. Encashment of unused leaves of service shall beawarded on the second pay day of summer (April 24 payday).

Incentive for Perfect Attendance (for all faculty members andnon-teaching)

For tally purposes in the Code of Discipline, ten minutes allowanceis allotted for each employee. This means that an employee whopunches in within ten minutes after his official time shall still not beconsidered late. However, an employee who uses this allowance forfeitshis chance of receiving a reward for perfect attendance at the end ofeach school year.

Lunch certificates are given to employees who obtained perfectattendance for the month. He may claim its equivalent or return thecertificate to the HRMD office to earn stars in order to work for a biggerreward. The awarding is done during the Year-End reporting.

REWARD SCHEMEPerfect No. of Stars RewardAttendance Earned

5 months P300 worth of

20


21/30

gift certificate

10 consecutive 1 sack of Rice plusmonths P500 worth

ofgift certificate

Coverage period is from June 1 to last day of school year basedon the official LRMS school calendar.

IV. EMPLOYEE RELATIONSA. Personnel Day. This is a celebration among administrators, faculty

and staff. Remarkable contributions of personnel are recognized the Service andExcellence Awards. The Personnel Day, the Service and Excellence Awards andthe Founders Day are all celebrated on this special day.

B. Christmas Party . An annual Christmas party is also celebratedamong members of the school community. A committee decides on theprogram, games and other activities. This is usually held on the last school dayof December.

C. Year-end Activity. At the end of each school year, the wholeLRMS community goes out of town to unwind, relax and celebrate the passing ofanother school year. This is the schools way showing appreciation foremployees' hard work of the past school year. This is usually held in April afterthe last General Assembly/Year End reporting.

V. EMPLOYEE COMMUNICATIONSSeveral mechanisms have been put in place to facilitate communication

and to make everyone aware about matters concerning personnel.

A. HR Bulletin Board This board is located outside the HumanResource Management and Development Office. This is whereannouncements on Employee Benefits, Employee Relations and othermatters are posted. It is the duty of every employee to check and readannouncements on this board.

B. GA with the President - Trimestrally or whenever the need arises, ageneral assembly with the President is held in order to discuss pertinentmatters inside the School. Before the end of each GA with the President,an open forum with the President (and the other Division Heads) isconducted. Through this, the School aims to establish a culture of opencommunication between superiors and subordinates.

21


22/30

The HRMD Office continually thinks of ways to enhance communicationand understanding among offices and among personnel. The office is open tosuggestions and welcomes everyone who has a concern.

VI. EMPLOYEE CODE OF DISCIPLINEIn order to achieve our vision and mission, every Ruizian is expected to

conduct himself, alone or with others, in a way that will preserve the good name andimage of the School. Personal and professional conduct should be reflective ofvalues fit for an educator. The Code of Discipline (Appendix D) should be observedat all times.

VII. FACULTY AND STAFF DEVELOPMENT PROGRAMThe HRMD Office aims for professional growth of all personnel from all

levels. Together with the administrators, HRMD comes up with different programsto increase competency and improve performance.

1. Needs AssessmentFrom time to time, the HRMD Office comes up with assessment forms,

which are consolidated, analyzed and made bases for the design and selection ofdifferent HRMD programs.

2. Summer Training for new and old teachersThe month of May is devoted to the preparation of new and old teachers.

A training program is designed by the administrators and the HRMD Office. Newteachers are given a separate orientation seminar before joining the old teachersin the summer training. Resource speakers both come from within the schoolcommunity and from outside institutions.

Teachers who plans to take summer classes should secure approval fromtheir superior/s and the HRMD Office. It may or ay not be approved dependingon the performance of the employee and the schedules, plans and priorities ofthe division.

Approval is on case-to-case basis.

3. In-service seminarsNon-teaching staff are given separate seminars also within the school

year. A needs assessment is done before designing the different seminars.Speakers may come from within the community or from outside as invitedResource persons.

22


23/30

4. Public OfferingsThe HRMD Office maintains a network of institutions, which organize

different seminars, workshops and the like. Seminars are labeled according totheir perceived relevance and cost.

Allowances are provided in cases where the school service is not availableto bring and fetch the participants to the seminar venue. A maximum ofPhp100.00 per day is given per nominee for seminars within Metro Manila.

For seminars within Marikina and Rizal, an allowance of P50.00 per dayper participant is allotted. For seminars within Quezon City, an allowance ofP75.00 per day per participant is given. For seminars in other parts of MetroManila, P100.00 per participant is the budget.

As a rule, non-tenured faculty members and probationary non-teaching staff are not given allowance for training seminars outside LRMS.

Employees may request for other seminars to be classified by providingHRMD with the necessary flyers, contact numbers and brochures.

Invitations are initially evaluated in the HRMD Office and passed on to thedifferent administrators for further evaluation. The different heads recommendnominees. Nominees, administrators and the HRMD Office agree on the return ofservice contract per seminar, wherein LRMS is a major contributory in theregistration fee.

Budget is prepared and released in the Finance Office. The nominee isrequired to liquidate his or her expenses within two working days after thetraining program and to furnish reports/training handouts to the HRMD Office.The narrative report is part of the employees clearance.

5. Education and DevelopmentIn search of excellence and continuous development, Lorenzo Ruiz de

Manila School believes in our need to constantly evaluate experiment, discoverand update new and better ways of delivering our services to the schoolcommunity. Through concerted effort among members of the school and the

project, PUNLA : Handog sa Kalikasan, the LRMS Administrators, Faculty andStaff Scholarship Program (Appendix E) was established.

III. FACULTY RANKING SYSTEM (Appendix A)A system that classifies faculty members according to their qualifications.

23


24/30

Objectives:

provides a guide for a faculty members career growth insideLRMS,

aims to motivate faculty members to strive for career goals thatredound to individual and organizational excellence,

influences compensation scheme in such a way that faculty

members who meet higher qualifications are rewarded more, and aids the school in deciding whom to tap to perform higher

responsibilities.

IX. PERFORMANCE MANAGEMENT SYSTEMThe Performance Management System (PMS)was developed to enhance

employee and organizational effectiveness. The PMS was designed to promotethe culture of excellence, service and communion among members of the LRMSworkforce.

X. OTHER SCHOOL POLICIES1. Policy on Saturday Work and Attendance in Institutional Activities

Except for Rank and File 1 and 2 Non-Teaching staff, LRMS employeesare compensated on a six-day work week. Thus, attendance in seminars oractivitiesduring Saturdays/Sundays may be required by the Administration. Attendance inimportant activities for smooth operations and institutional and professional

growth may be required by the Administration.

The LRMS workforce opted for the above arrangement than:a.) requiring everyone to be present on Saturdays, for meetings, seminars

and/or related school activities andb.) filing and monitoring overtime spent for meetings and institutional

activities, in which case, getting a whole day Saturday pay is definitelymore favorable to the employee.

Guidelines on Institutional Activitiesa.) Coverage period is from April to March.b.) If the activity falls on a regular school day or a required Saturday,

absence will be reflected on the PMS record and or the leave creditsof the employee (with proper accomplished leave form).

If the employee has consumed his leave credits and if the employeefails to apply for a leave of absence, he will not be paid for thatparticular day.

24


25/30

c.) If the activity is considered a non-regular work/school day, theemployees absence is reflected on the PMS record only.

d.) Employees who are taking up courses related to the needs of thisinstitution as approved by his superiors and the HRMD areexempted provided they submit to the HRMD Office theirRegistration Form as proof of their enrollment. Those under PUNLA

and Ateneo Scholarship are covered by these guidelines.e.) Absence in any institutional activity, for any other reason aside from

taking-up further studies, is reflected on the PMS record.

2. Policy on Extra Mile Award NominationThis award is given to an employee who has done extraordinary

performance, has gone the extra mile or has exhibited acts of dedication to theSchool and unselfish service to others.

Guidelines on Nominationa.) Any LRMS employee, regardless of rank and or status, may

nominate a co-employee for the Extra Mile award.b.) Nomination forms are available at the HRMD Office.c.) Completed nomination forms may be submitted to the HRMD

Office.d.) The HRMD Clerk keeps all these nomination forms.e.) Last call for nominations for Extra Mile award is done some time

in July.f.) Deliberation is done in August.g.) All nomination forms submitted to the HRMD Office of the current

school year (until March 31) and those that are submitted on the

last call for nominations are included in the deliberation for ExtraMile award.

h.) The chosen recipient of the Extra Mile award is honored duringthe Service and Excellence Awards night.

Below is the timetable for the Extra Mile Award nomination and

deliberation: Activities Schedule

Nomination for Extra Mile Award April to March of Current SY

Last Call for Additional Nominees forExtra Mile Award

July Next SY

Deliberation for Extra Mile Award August Next SY

Awarding of Extra Mile Award Personnels Day Next SY

3. Policy on Leaving School Premises for Personal Purposes.Employees who have personal matters to attend to may ask permission

from their superior/s and from the HRMD Office to leave the school premises for

25


26/30

a short period of time. An employee is given a maximum of 2hours allowance(inclusive of break time if he leaves near his scheduled break), beyond thisallowable time means salary deduction. Furthermore, an employees superiormay disapprove permits to leave school premises beyond the employees regularlunch period based on the formers discretion.

Guidelinesa.) Fill-out the Permit for Outside Business (P.O.B) form in duplicate.

One copy for the guard and one copy for the employee.b.) He may leave during his free / vacant time only.c.) Extension of the P.O.B. pass is be treated as salary deduction or

tardiness or absence as the case may be and disqualifies theemployee from perfect attendance.

4. Policy on Individual HR ConcernsHRMD exists for the purpose of achieving organizational and employee

effectiveness. Thus all HRMD services inevitably affect employees and theorganization. Policies and systems are put in place in order to clearly andobjectively administer HR services.

As part of the HRMDs commitment to be a strategic partner of LRMS,feedback and suggestions regarding our policies, systems and programs arewelcome.

In the spirit of communion, service and excellence, below are someguidelines an individual may undertake when he or she feels the need to beclarified on specific HR matters:

a. ASK. An employee may go directly to his immediate superior orto the HRMD Office for clarifications with regard to a specific HRpolicy, system, program or service.b. WRITE. An employee should put down concerns in writingespecially for the following cases:

corrections on employee records.

review/deliberation/re-deliberation of theadministration of certain HR systems and processes, and

considerations/appeals on certain HR systems andpolicies,

Procedure: Address your letter to the HRMD Office,

Through your immediate superior.

Be professional and specific in your letter. Be clear onyour concern/s and your request/s and or appeal/s.

26


27/30

Attach all supporting documents that could help the HRMDOffice or the deliberating body in discussing your concern/s.

c. GO TO THE RIGHT AUTHORITIES. Small group discussionswithout the presence of somebody who is truly knowledgeable

about the issue at hand are discouraged.

5. Policy on Receiving GiftsTo preserve our professionalism, especially in these difficult times,

administrators, faculty and staff may receive gifts from parents and studentsonly during Christmas season. Furthermore, such gifts must be simple and notextravagant. In cases where gifts are given outside Christmas season or wheregifts are extravagant, the receiver should bring these gifts to the Division /Department heads who will return the said gifts to the parents of the student

with the necessary explanation.

6. Policy on Resigning EmployeesAnemployee who would like to resign from his post is required to submit

a letter of resignation addressed to the President through his superior which shallbe submitted to the HRMD at least 30 or 60 days (depends on the employeecategory) before the effectivity of his resignation.

The letter is acknowledged with appropriate written acceptance uponrecommendation of the division/department head concerned.

The employees last pay is withheld until such time he has completed hisclearance and exit interview with the President or the HRMD. His final pay isthen released after all accountabilities of an employee are deducted from hisfinal pay. The Finance office determines the date of release of the last pay ofthe employee.

Regular or probationary employees who are under return of contract tothe school because of training investments / further studies / monetaryaccountabilities shouldered or advanced by the school for the employees benefitare required to first settle their contractual obligations with the school before

they are allowed to resign from the School. Failure to comply with theserequirements may result in adverse consequences or damage to the school.Legal action may be taken if such a situation occur.

Resigning employees who join the Year End Activity (April) are asked tosign an Authority to Deduct as advance deposit (refundable) in case they fail tocome or join in the Year-End Activity.

27


28/30

7. Policy on Issuance of Certificate of Employment or GovernmentContributionsEmployees request for Certifications for different purposes. The HRMD

schedules the release of these certificates one week after the date of request

except for Philhealth Certification (used for confinement) which is released afterone (1) working day. Certificate of Employment requested by faculty membersfrom January to March are released after completion of Teachers Clearance.

8. Policy on Disciplining Students and on Corporal PunishmentInside the school and in any school-related activity outside the campus,

every personnel as parent of the students and are expected to act accordingly.The School upholds the importance of self-discipline. The teaching and non-teaching personnel should act as models of such Ruizian characteristic. Corporalpunishment is inexcusable at all times.

9. Policy on TutoringTo encourage self-reliance and responsibility among our students and to

maintain the integrity of the teaching profession and the awards and promotionsystem of the School, tutoring service is limited to students who need help incatching up with his lessons and is subject to the guidelines set by the academicadministrators. Tutoring Ruizian students without written permission from theImmediate Superior, Principal or Academic Director is strictly prohibited.10. Policy on Dealing with Parents

All personnel must professionally deal with parents with the ultimateconcern of developing our children. All personnel are requested to politelyattend to parents whether through telephone or in person. Schooladministrators should always be available to help other personnel in attending toour parents or to personally discuss matters with them.

11. Policy on Dealing with SuppliersTo maintain efficiency and cost-effectiveness in our resources and

services, under the table arrangements, receiving of extraordinary favors and

expensive gifts are all prohibited by the School.

12. Policy on Bringing Children to the WorkplaceTo maintain productivity and quality in the delivery of our services,

personnel are asked not to bring their children inside their work area.

28


29/30

13. Policy on Conducting Business inside LRMSBuying and selling of products and services from and to students and

parents are prohibited within and outside the school premises. Likewise, financialtransactions / business among employees are also discouraged.

14. Important NoteShould there be vague interpretations on the policies contained in this

handbook, all personnel are asked to clarify with the HRMD Office or the Officeof the President.

WHEN IN DOUBT, ASK.

X. OTHER MATTERSIn case of typhoons, please be guided accordingly:

Signal no1 - No classes for preschool students only, Teachers go to workSignal no2 - No classes for faculty and students only (unless there are special

projects that can not be cancelled anymore)Signal no3 - No classes for all students and personnel

Should there be floods in your area or within the school vicinity; thediscretion to report for work is left to the employee. Nonetheless, he or she is

expected to inform his or her superior as soon as possible.

All personnel are reminded that the required number of school days forthe school year shall be considered especially in holding make-up classes tooffset the days when classes are suspended.

29


30/30

HRMD 2010-2011/cam05122010

ph updating final

Documents