CHAPTER 2: General Policies and Procedures

EMPLOYMENT STATUS

Permanent

It is issued to a person who met all the qualification requirements of the position to which he/she is being appointed to, including the appropriate eligibility in accordance with the provisions of law, rules and standards promulgated in pursuance thereof.

Temporary

It is issued to a person who meets the education, experience and training requirements for the position to which he/she is being appointed to, except for the appropriate eligibility.

Coterminous

It is issued to a person whose entrance and continuity in the service is based on trust and confidence of the appointing authority or that which is subject to his pleasure, or coexistent with his tenure, or limited by the duration of project or subject to the availability of funds.

Coterminous with the project.

Coexistent with the duration of a particular project for which purpose of employment was made or subject to the availability of funds for the same.

Coterminous with the appointing authority.

Coexistent with the tenure of the appointing authority or at his pleasure.

Coterminous with the incumbent.

Coexistent with the appointee, in that after resignation, separation, or termination of the services of the incumbent the position shall be deemed automatically abolished.

Coterminous with a specific period.

For a specific period and upon expiration thereof, the position is deemed abolished.

Contractual

It is issued to a person who shall undertake a specific work/job for a limited period not to exceed one (1) year but may be renewed every year, based on performance, until the completion of the project or specific work. Eligibility is not required for appointment, except for those whose duties involve the practice of a profession regulated by the Philippine Bar/ Board or special laws and/ or require licenses such as those positions listed under Category IV of CSC MC No. 11, s. 1996, as amended, but preference should be given to civil service eligible.

NATURE OF APPOINTMENTS

Original

It refers to the initial entry into the career and non-career service. However, those in the career service, the first six (6) months of service following a permanent appointment shall be probationary in nature and appointee shall undergo a thorough character investigation.

A probationer may be dropped from the service for *unsatisfactory conduct or want of capacity any time before the expiration of the probationary period.

Promotion

It is the advancement of an employee from one position to another with an increase in duties and responsibilities as authorized by law, and usually accompanied by an increase in salary. Promotion may be from one department or agency to another or from one organizational unit to another in the same department or agency.

Transfer

It is the movement of an employee from one position to another which is of equivalent rank, level or salary without break in the service and involving the issuance of an appointment.

Reemployment

It is the reappointment of a person who has been previously appointed to a position in the career but who has been separated as a result of reduction in force, reorganization and/or voluntary resignation.

Reappointment

It is the re-issuance of an appointment as a result of reorganization, devolution, salary standardization, re-nationalization, or similar events, including the following:

  1. The issuance of appointment from temporary to permanent, career to non-career or vice versa, non-career to another non-career, all of which entails no gap in the service.
  2. The renewal of Contractual, Temporary or Casual appointment upon the expiration of the appointment, which entails no gap in the service.
  3. Personal or coterminous staff of elective officials, who shall continue to serve in a coterminous capacity upon reelection of the said elective officials, shall be issued new appointments. The nature of appointment shall be reappointment.

Reinstatement

It is the reappointment of a person who has been previously appointed to a position in the career service and who has, through no delinquency or misconduct, been separated therefrom or to one who has been exonerated of administrative charges unless the decision exonerating him specifies restoration to his previous position. It is understood that one who has been exonerated or who has been illegally terminated is deemed not to have left the service.

Demotion

It is the movement of an employee from a higher position to a lower position where he/she qualifies, if a lower position is available. The demotion entails a reduction in duties, responsibilities, status or rank, which may or may not involve a reduction in salary.

OTHER PERSONNEL MOVEMENTS

Reassignment

It is the movement of an employee across the organizational structure within the same department or agency, which does not involve a reduction in rank, status or salary.  Reassignment of employees with station-specific place of work indicated in their appointment shall be allowed only for a maximum period of one (1) year.

No reassignment shall be undertaken if done indiscriminately or whimsically because the law is not intended as a convenient shield for the appointing/disciplining authority to harass or oppress a subordinate on the pretext of advancing and promoting public interest.

Detail

It is the temporary movement of an employee from one department or agency to another which does not involve a reduction in rank, status or salary.

Designation

Movement of that involves an imposition of additional and/or higher duties to be performed by a public official/employee which is temporary and can be terminated anytime at the pleasure of the appointing officer/ authority. Designation may involve the performance of the duties of another position on a concurrent capacity or on full-time basis.

WORKING HOURS

Regular Working Hours

Regular working hours are from 8:00 a.m. to 12:00 noon and from 1:00 p.m. to 5:00 p.m., Monday through Friday. Lunch break is from 12:00 noon to 1:00 p.m.

An employee may choose any of the following flexi-time schedules:

      7:00 a.m. – 4:00 p.m.

      7:30 a.m. – 4:30 p.m.

      8:00 a.m. – 5:00 p.m.

      8:30 a.m. – 5:30 p.m.

      9:00 a.m. – 6:00 p.m.

An employee is required to render at least forty (40) hours of work in a week or eight (8) hours per day. Any deficiency in the hours of work in a day cannot be compensated on the following days or deficiency in the hours of work in a week cannot be compensated on the following week.

Flexible Working Hours

One (1) hour flexitime is allowed (+/- 30mins.).

All officials/employees are required to report for work on or before 8:00 a.m. to attend the flag raising ceremony at    8:00

a.m. every Mondays or the next working day if Monday is declared a holiday. Also, during the flag lowering ceremony on Fridays or the last working day if Friday is declared a holiday, employees cannot time out earlier than 5:00 p.m. regardless of their chosen work schedule.

Overtime Services

Hours of work rendered in excess of forty (40) hours in a  week shall be considered overtime service provided such overtime service is with prior written authority from the respective Supervisor his duly authorized representative.

Authorized employees who have rendered eight (8) hours during the day can claim overtime pay after a break of one (1) hour but must have render at least one (1) hour service per overtime day to be considered as overtime.

As a general rule, the remuneration for overtime services shall be through Compensatory Time Off (CTO) in accordance with the guidelines under CSC-DBM Joint Circular No. 02, s. 2004 and No.2-A, s. 2005.

The payment in cash of overtime services through Overtime Pay may be allowed only in exceptional cases when the application of CTO for all overtime hours would adversely affect the operations of the agency.

Compensatory Overtime Credit (COC)

Refers to the accrued number of hours an employee earns as a result of services rendered beyond regular working hours, and/ or those rendered on Saturdays, Sundays, Holidays or scheduled days off without the benefit of Overtime Pay.

HOUSE RULES AND REGULATIONS

Uniforms and Dress Code

All employees within the Department of Trade and Industry, i.e., its Bureaus/Offices in the Head Office, Regional, and Provincial Offices are required to wear the prescribed dress code and office uniforms from Monday to Friday.

There is no prescribed color/type on Fridays. However, all employees must be dressed appropriately in accordance with the following:

  1. Must be dressed in smart casual clothes
    1. Wearing of jeans/denims, although generally prohibited, may be considered only when paired with collared shirts.

The following are considered prohibited attires:

  1. Tight-fitting,       seductive,  micro-mini,   or gauzy/transparent dresses or skirts
  2. Walking shorts, cycling shorts, pedal pushers, leggings, tights, jogging, pants
  3. Wearing of slippers/sandals, and the like shall not be allowed during office hours except for those who have foot injuries.

      As far as practicable only appropriate footwear shall be allowed.

  • Sando, tank tops, dresses that are backless or with spaghetti straps, or revealing necklines for females are not allowed. For males, collarless shirts and extremely faded or torn maong pants are prohibited.
  • Printed/checkered polo shirts and the likes shall not be allowed from Tuesday to Thursday.
  • Ostentatious display of jewelry, except for special occasions and during official celebrations.

Infractions/Sanctions

Any infraction of the prescribed dress code, including the wearing of the Identification Card shall be considered as Infraction of Reasonable Office Rules and Regulations under Rule 10, Section 46-F, Item 3 of the Revised Rules on Administrative Cases in the Civil Service, and shall therefore be punishable by the following sanctions:

1st OffenseWritten Reprimand
2nd OffenseSuspension of 1-30 days
3rd OffenseDismissal from Service

For the purposes of determining 1st, 2nd, 3rd offense, the following instances/frequency of infractions shall be adopted:

First 3 infractionsWritten Warning
Another 9 instances within a year1st Offense
Another 12 in a year2nd Offense
Exceeding 24 instances in a year3rd Offense

Exemptions

The following circumstances shall be considered as exemptions from wearing the prescribed uniform but as far as practicable color-coding scheme shall still be observed:

  1. Employees on fieldwork or seminars/training/programs
  2. Pregnant women
  3. Those who are in mourning but for forty (40) days only
  4. Those with religious affiliation requiring him/her to wear a particular clothing
  5. Those with physical disabilities, and other legitimate health reasons, for the period that he/she is under medication
  6. Those who are victims or affected by calamities
  7. Such other reasons analogous to the foregoing

Identification Card

Each employee shall be issued an identification card (ID) by the Human Resource Unit/ Finance and Administrative Division. Such ID card shall be used by the employee to identify himself to the public in the course of performing his official duties. The same card shall be returned to the Human Resource Unit/FAD upon resignation or separation from the service.

All officials and employees are required to wear their respective DTI – issued IDs at all times while in the DTI premises.

Daily Time Record (DTR) and Use of Biometrics

Recording of attendance through the Biometric Machine during regular working days including mid-breaks shall be strictly observed.

All personnel are required to use the Biometric machine to record the time of their arrival and departure to and from the office, except presidential appointees. Recording one’s time record is “purely a personal act” and cannot be delegated.

The following acts are strictly prohibited, violation of which shall be dealt with administratively:

  1. Handwritten entries on one’s DTR to cancel absence or tardiness. When, however, the Biometric machine is out of order, handwritten entries are allowed if duly authenticated by the head of the division/office and based on the record of security personnel.
  2. Falsification or irregularities in the keeping of time records.

At the end of each month, each employee shall complete his/her own card/daily time record, affix signature in the space provided for, and have it approved by his/her immediate supervisor.

Submit all signed DTRs to the Human Resource Management Division within ten (10) days after the end of the month. Failure to do so might result in the cancellation of the succeeding month/s payroll.


Office Decorum

Proper conduct and decorum in the office are expected of all DTI officers and employees. These acts should be avoided during office hours:

  1. Playing any game, reading newspaper or magazine, loud conversation and/or laughter.
    1. Loitering. If one has nothing to do, he shall stay at his designated place.
    1. Unnecessary visits to restricted areas.
    1. Drinking   alcoholic beverages within the office premises.
    1. Any form of gambling.

DTI Information and Communications Technology (ICT) Resources Use Policy

In the interest of the service and pursuant to the provisions enunciated under Republic Act No. 8792 or the Electronic Commerce Act of 2000, the DTI hereby adopts the following policies on the Use of DTI ICT Resources:

Policy Statement

DTI promotes the responsible use of its ICT resources to enable employees to perform their job responsibilities and encourage them to develop ICT skills and knowledge.

Access to the DTI ICT resources is a privilege. Therefore, DTI requires all users to act responsibly, to conserve them and  not to use them for any purpose which would reflect negatively on DTI or its employees.

All ICT resources are the property of DTI. Their usage constitutes adherence to and acceptance of the conditions contained in this Policy. As such, failure to comply with any section in this Policy may lead to disciplinary action in accordance with the provisions stipulated in the Civil Service Commission (CSC) Memorandum Circular (MC) No. 19 s.  1999, Uniform Rules on Administrative Cases in the Civil Service and DTI Department Order No. 09-42 s. 2009 dated 28 July 2009, as applicable and its amending guidelines if any.

Use of DTI ICT Resources

It is the responsibility of every user to take care of the property entrusted to his/her possession or supervision. More specifically, he/she must adhere to the following:

  1. DTI ICT resources shall be used primarily by the user in the performance of his/her official functions, duties and assignments or as otherwise authorized by the Management/Head of Office. Unauthorized personal use or unwanted excessive use of DTI ICT resources may result in the withdrawal of the privilege to use the resources and subsequent disciplinary action.
  2. User’s files, data or information that are maintained or passed-through DTI ICT resources may be subjected by Management/Head of Office to inspection/investigation/disclosure, as deemed necessary.
  3. Users must take appropriate care not to disclose passwords or make them accessible by and available to unauthorized persons under any circumstance whether by electronic or other means, unless it is for official operational reasons and with the approval of the immediate supervisor.
  4. Appropriate security and access control measures shall be in place in all DTI ICT resources to prevent their accidental or intentional destruction, modification or exposure to unauthorized access.
  5. Use of DTI-owned and controlled ICT resources outside   DTI   premises   is   allowed   provided     that permission is obtained from Management/Head of Office and accurate record of such use is made. In all cases, the user is responsible for the proper care and the return of the DTI ICT resources.
  6. Users shall follow the established DTI procedures prior to moving or transferring DTI ICT resources within or outside DTI premises.
  7. Any user with access to DTI-owned mobile/handheld ICT resources (e.g., laptop and cell phone) must assume full accountability for their safety against theft, loss or damage. The following are some general guidelines to assist in protecting DTI mobile computers or handheld devices:
    1. Mobile computers or handheld devices should always be transported in a protective carrying case.
    1. Mobile computers or handheld devices should never be left unattended when used in a public area since this is prone to theft and loss.
    1. Mobile computers or handheld devices should always be protected with a strong log-in password at the minimum, where applicable.
    1. Sensitive data or information in a mobile computer or handheld device should be protected by encryption with a strong password.
  8. All ICT resources must be registered with and approved by MIS/ICT Representative prior to connection to the DTI Network.

It is the commitment of DTI and its employees that all ICT resources within the scope of this Policy will be acquired, operated and disposed of in accordance with the existing government and international safety and environmental standards, rules and regulations.

Inappropriate use of DTI ICT Resources

Users shall refrain from using DTI ICT resources for activities that are deemed inappropriate, such as, but not limited to, the following:

  1. Loading/Installation of unauthorized and/or pirated software on DTI ICT resources.
  2. Unauthorized acquisition, use, reproduction, transmission, or distribution of any confidential information including computer software; privacy information; copyrighted, trademarked or material with other intellectual property rights; propriety data; or export-controlled software or data.
  3. Unauthorized use of another person’s account.
  4. Unauthorized access, probe, scan or test the vulnerability of any DTI information, data, system, network and other ICT resources.
  5. Unauthorized re-configuration of hardware or software or alteration of DTI ICT resources, except in the following cases:
    1. MIS/ICT Representative authorized the end-user to install or update hardware or software; or
    1. Auto-updating software (e.g., virus signature files) originally installed and configured.
    1. Interference/Tampering with protection systems installed at, or attached to, any DTI ICT resources. This includes the following:
    1. any device that prevents removal or theft of DTI ICT resources;
    1. any software configuration that detects or prevents virus infection; or
    1. any software or configuration that disables the running of non-approved software.
  6. Unauthorized removal of DTI-owned, leased, rented or loaned ICT resources, information or data from DTI premises and systems.
  7. Use of DTI ICT resources as a staging ground or platform to gain unauthorized access to internal or external systems or network, or other network.
  8. Creation, downloading, viewing, storing, copying, or transmitting of materials in the conduct or furtherance of any type of illegal and inappropriate activities, particularly containing the following data or information but not limited to:
    1. Materials likely to contravene current legislation such as sexist, racist, homophobic, xenophobic, pornographic, pedophilic, masochistic, sadistic, or discriminatory materials; except in the legitimate pursuit of valid pre-authorized research;
    1. Texts, images or recording to which a third party holds copyright or other intellectual property rights, without the written permission of the rights holder;
    1. Materials that are defamatory, libellous, slanderous or threatening; and
    1. Materials that could be used to breach computer security or to facilitate unauthorized entry into computer systems
  9. Use for religious, partisan and commercial purposes or in support of “for-profit” activities or other outside employment or business activities (e.g. consulting for pay, sales or administration of business transactions, sale of goods or services).
  10. Use for any activity that is illegal, fraudulent or otherwise prohibited under any applicable law or which is in breach of any code, standard or content requirement of any other competent authority or other activities which would in any way discredit the DTI.

Use of Non-DTI ICT Resources

  1. All arrangements for loaned or borrowed ICT resources for official use shall be properly recorded (to include DTI’s responsibility) and approved by the Head of Office. Documents shall include DTI’s responsibility for the ICT resources and MIS/ICT Representative shall examine the ICT resources to ensure proper performance and compliance to DTI ICT standards and/or policies.
  2. Users who wish to use personal ICT resources at any DTI Office shall not be given outright access to DTI ICT infrastructure/facilities without prior approval by the Head of Office. The ICT resources shall be inspected by MIS/ICT Representative for compliance with DTI ICT standards and/or policies.
  3. Data or information stored in non-DTI ICT resources must comply with DTI security standards. All DTI data or information should remain in non-DTI ICT resources for as short a time as possible. When the data or information is no longer needed, such should be thoroughly erased.

Prior to deployment, the MIS/ICT Representative shall examine the non-DTI ICT resources to ensure proper performance and compliance to DTI ICT standards and/or policies.

User’s Responsibilities

Users are accountable for safekeeping of all ICT assets supplied by DTI. They are expected to maintain them in working condition and use them for their supplied purpose at their designated location. Damage or loss arising from inappropriate use may constitute misconduct and may be regarded as violation of this Order.

Users have the responsibility to:

  1. Follow existing policies and procedures in their use of DTI ICT resources and must refrain from any practice that might jeopardize DTI ICT resources.
  2. Familiarize themselves with any special requirement for accessing, protecting, and utilizing data, i.e., Non- Disclosure Agreements (NDA) and copyrighted materials. It is the user’s responsibility to ensure that the Intellectual Property Rights of any person in relation to any material that is accessed or downloaded is not infringed upon.
  3. Report any loss or missing DTI ICT resource to MIS/SPMU Representative, their corresponding Administrative Offices and Security Services to determine the scope of loss and any security or other risks to DTI. If the lost or missing DTI ICT resources contain protected information, it must be reported immediately to the Head of Office or Immediate Supervisor. MIS/SPMU Representative will assist the concerned Office in determining if confidential information has been compromised.
  4. Ensure the security of account details, and protect against unauthorized usage of the account by a third party.
  5. Assume all the responsibility and resulting liability from use of the DTI ICT resources.
  6. Comply with this Policy and help ensure that any person allowed or given authority to use DTI ICT resources also complies with this Policy.
  7. Ensure the correct use, adequate safeguarding and back-up of data for which they are responsible.
  8. Maintain, uphold and protect the confidentiality, availability and integrity of official information/data stored on the DTI ICT resources provided by DTI to them.
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