Regional Offices (ROs) NCR, CAR, NIR, I-XIII

CHECKLIST OF REQUIREMENTS

TYPE AND NUMBER OF COPY

WHERE TO SECURE

1 of each original copy

DBM Service

Documentary Requirements

1a. Creation/ Reclassification/ Conversion/ Upgrading of Positions and Other Staffing Modification Actions

1.    Agency Request

2.    Additional requirements, as applicable:

For reclassification of Teaching Positions of DepEd[1]

Plantilla Allocation List (PAL) for Reclassification of Teaching Positions due to approved Reclassification Form for Teaching Positions (RFTP)

For conversion to Master Teacher positions of DepEd[2]

a)    Revised PAL for Reclassification of Master Teacher Positions due to approved RFTP

For reclassification of School Principal positions of DepEd[3]:

a)    PAL for Reclassification of School Principal Positions

For reclassification/upgrading/conversion of positions due to National Budget Circular (NBC) No. 461 / DBM-CHED Joint Circular No. 3, s. 2022:

a)    Plantilla of Personnel and Salary Adjustments

b)    Certification of Accreditation for Professor Positions, if entering the rank for the first time  

For TESDA:

• Endorsement of the proposal by the TESDA Director-General

For SUCs:

• Governing Board Resolution of its final decision on the evaluation results
• Printout of the Validated Overall Summary Sheet; and
• Funding source as certified by the Chief Accountant and Head of the Agency

For abolition and creation/ reclassification/ conversion/ upgrading of positions:

a)    Justification for abolition and creation/ reclassification/ conversion/ upgrading of positions

b)    Prioritized list of positions for creation/ reclassification/ conversion/ upgrading of positions

c)    Detailed computation of PS requirement, including fund source

d)    Organizational Chart, if applicable (proposal for items with generic positions but different designations/functions)

e)    Deployment Report

f)     Board Resolution approving the proposed staffing modification, if SUCs

g)    Enrolment Data and its Full-time Equivalent for the immediate two (2) years

h)    Certification that the incumbent fully meets the qualification standards set by the CSC (reclassification only)

i)      Duly accomplished Position Description Form (PDF)

j)      Board Resolution approving the creation of research centers, if SUCs

For Revised of Organizational Structure and Staffing Standards (ROSS) of SUCs:

1.    Comparative Matrix of the Existing and Proposed Staffing Modifications

2.    Duly Signed Matrix containing detailed computation of actual Personnel

3.    Existing and Proposed Organizational Chart

4.    Deployment Report (Identify the specific P/A/P and Office/Unit)

5.    Board Resolution approving the proposed staffing modification

6.    Legal Basis on the establishment of campus/branch, as applicable

7.    Enrolment Data and its Full-time Equivalent for the immediate two (2) years

8.    Position Description Forms (PDF) of the proposed positions

9.    Justifications for the creation or modification of the positions

10.  Omnibus Sworn Statement, duly signed by the Head of Agency, covering the following:

1. Report on the number of serviceable vehicles (for Administrative Aide IV (Driver II-Contractual) position
2. Certification of the number of existing auxiliary services (i.e. dormitory/ies, food service and/or canteen or similar facility, income generating programs/projects and legal basis for approval (e.g. BOR Resolution), as applicable
3. Certification of the number of the existing extension projects/programs approved by the SUC Governing Board, and legal basis for approval (e.g. Board Resolution), as applicable
4. Certification of the number of highly specialized research center/s and/or research center/s, as applicable

11.  Legal bases for the establishment of highly specialized research center/s and/or research center/s (e.g. Republic Act, Board Resolution, etc.), as applicable

12.  Staffing complement approved by DBM, as applicable

1b. Transfer of Positions

1.    Agency Request

2.    Endorsement Letter from originating Agency and Region requesting for the transfer/swapping of positions to the recipient Agency, as applicable

3.    CHED Endorsement Letter (in case of SUCs)

4.    Memorandum of Agreement between the Agency Heads concerned

2.    Staffing modification due to approved categorization/ re-categorization of LWDs

1.    Agency Request

2.    Board Approval/Resolution

3.    Proposed and existing Organizational Chart

Additional supporting documents, as applicable:

a)    Existing and Proposed Organizational Structure and Staffing Pattern (OSSP) including Plantilla of Personnel

b)    Position Description Form for proposed creation/ reclassification/retitle/conversion of positions

c)    Latest Monthly Data Sheet

d)    COA Certification that the LWD did not incur deficit for the last 3 consecutive years or Audited Financial Statement for three immediately preceding years^[4]

e)    Justification of Creation/ Reclassification/ Retitle/ Conversion of Positions

f)     Projected income and cash flow for the next five years duly signed by the Accountant and Agency Head

g)    Certification of Availability of Funds, signed by the Accountant and Agency Head, including computation of PS Requirements for creation and reclassification

h)    Copy of Certificate of Re-categorization signed by the Administrator, Local Water Utilities Administration (LWUA)

i)      Certification that the incumbents fully meet the qualification, for reclassification of positions