DEFINITION OF TERMS - SORIANO Executive Vice~P·resident

EMANUEL V. SORIANO Executive Vice~P·resident

U. P. GAZETTE

I. DEFINITION OF TERMS

Unless otherwise defined or specified elsewhere in these guidelines, the following terms and phrases shall be understood, not only in matters of appointment but also in all other personnel actions or considerations, as they are defined below:

1, BASIC SALARY SCALE - This shall be construed to mean the existing salary scales approved hy the Board of Regents including future amendments and/or additions thereto, which are, henceforth, to be officially called or referred to as follows:

(1) Basic Salary Scale for Faculty (Le., the salary scale for Instructor up to University Profes- sor) ;

(2) Basic Salary Scale for Academic Non-Teaching Personnel (i.e., the salary scale for Research Aide up to University Librarian);

(3) Basic Salary Scale for Administrative Person- nel;

(4) Basic Salary Scale for Lecturers;

(5) Basic Hourly Rates (i.e., the one for student/

graduate assistants and other hourly employees); and

(6) Basic Honorarium Rates for Overload Teach- ing and Teaching at the U.P. Extension Divi- sion Clark Air Base.

2, CLASS OF POSITIONS-This shall be construed to mean a group of positions that are sufficiently similar in respect to duties and responsibilities that the same descriptive class title may be used to designate each position allocated to the class, that the same entrance qualifications may be required of incumbents of positions in the class, that the same tests of fitness may be used to choose qualified employees, and that the same schedule of pay be made to apply with equity under the same or substantially the same employment conditions. In some very rare instances a class includes only one position,i.e., no more than one position is envisioned or intended for the class. A very clear example of a one-position class is that of President, or Execu- tive Vice-President, or Vice-President for Academic Affairs, or Vice-President for Administration, or Secretary of the University System.

3, CLASS TITLE - This shall be construed to mean the designation or name given to a class of positions, and to the incumbent of each such position that belongs to the class, like Assistant Professor, Research Associate, or Clerk-Typist.

4, GENERAL SALARY INCREASE (01' ACROSS- THE-BOARD SADARY INCREASE)-This shall be construed to mean salary increase of one or more steps for all personnel in the entire University System, or in an autonomous University, whose salaries are governed by a salary scale. The essence of general salary increase is: (1) it is for all such personnel referred to Above, and (2) it d.oes not involve an)' change or revision of any specific step or steps in the existing salary scale but is limited to the addition of one step or more beyond the highest step. It should not be confused with salary

adjustment or general salary adjustment.

5, OCCUPATIONAL GROUP-This shall he construed to mean a group of classes of positions belonging to the same occupation or occupational area and arranged by level of difficulty and respon- sibility (relative worth) usually beginning with the least difficult. Examples of occupational groups are accounting and bookkeeping group. clerical group. carpentry group, civil engineering group, electrical engineering group, medical officers group.

researchers group, and faculty group.

6, OFFICE OF THE CHANCELLOR - This shall be construed to include the Chancellor and the Vice- ChanceIlor(s) together with the immediate members of their staff and special assistants thereof.

7, OFFICE OF THE PRESIDENT-This shall be construed to include the Office of the President proper (i.e., the President and the Executive Vice- President together with the immediate members of their staff), Vice-President for Academic Affairs, Vice-President for Administration, and Secretary of the University System.

8, OFFICERS OF ADMINISTRATION - Tbe following are the "officers of administration of the University System": the President, Executive Vice- President, Vice-President for Academic Affairs, Vice-President for Administration, Secretary of the University System, and University Registrar.

9. POSITION - This shall be construed to mean :l

group of current duties and responsibilities assigned or delegated by competent authority requiring the full-time or part-time employment of one person.

A position may be filled or vacant.

10, PRiNCIPAD UNIT-This shall be construed to include all units, academic or non-academic, whose heads report directly to or are supervised directly by the Office of the President or the Office of the Chancellor of an autonomous University. Units that are supervised by or attached to a principal unit are to be classified as sub-units, and, therefore, do not fall under the category of principal unit. The term "principal unit", however, applies also to (a) University departments, and (b) System-wide/

University-wide/line units whose heads report directly to or 'are supervised directly by the Executive Vice-President, Vice-President for Academic Af- fairs. Vice-President for Administration, Secretary of the University System, Vice-Chancellor, or the Secretary of the University (i.e.,of an autonomous University).

11. PROMOTION - This shall be construed to mean movement from one position to another of higher rank61' salary range, or from one rank to a higher rank (as in the case ofthe faculty), which usually, but not necessarily, entails an increase of salary.

It applies also where a position (~cademic non- teaching or administrative) is reclasslfie~ .from _~ne class of positions to another class of pOSItIOns WIth a higher salary range.

12. REALLOCATION OF RANGE - This shall be construed to mean the placing of a class of pOSI-

tions to a salary range that is higher or lower than

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the present salary range of the class. Reallocation as defined herein docs not involve nny change of

ClaRS title and, therefore^I should not he confused or interchanged with RECLASSIFICATION. Reallo- cation may ^Of may not involve a salary increase or salary adj nstment.

1:1. RECLASSIFICATION - This shall be construed to mean a change in the classification of a position ns a result of a substantial change in its duties aml responsibilities sufficient to warrant placing the position in a different class. The result of reclassification, therefore, would be a new class title for the position, i.e., a class title (which may be already existing or is yet to be created) that is different from the present class title for the position. In understanding the concept of reclassification as defined in these guidelines, the following points should be borne in mind also:

11. Reclassification exists if the change is from one class of positions (or class title) to another class of positions (or class title) within the same occupational group (e.g., from Carpenter to Senior Carpenter - these classes belong to carpentry group).

h. Reclassification takes places also if the change is from one class of positions (or class title) to another class of positions (or class title) that belongs to or is under an occupational group different from the occupational group to which the former class of positions (or class title) belongs. This pcir-" may be illustrated by the following example - Reclassification from CLERK to ACCOUNTING CLERK.

EXPI,AKATIQN:

CLERK belongs to one occupational group (i.c., cler-ical group) while ACCOUNTING CLERK belongs to another occupational group (i.e., accounting group),

c. There is reclassification also where the change is from one class of positions (or class title) belonging to or covered by the classification plan for administrative personnel to a class of positions (or class title) that belongs to or is covered by the classification plan for academic non-teaching personnel, and vice versa. TIl'·

same is true if the change is from an administrative or academic non-teaching class of positions to a class of positions that belongs to the faculty classification plan, and vice versa. The following examples may be given to illustrate this point-

Reclassification from ADMINISTRATIVE ASSISTANT TO RESEARCH ASSO- CIATE; 01'

Reclassification from ADMINISTRATiVE ASSISTANT (or RESEARCH ASSO- CIATE) to INSTRUCTOR.

d . The new class of positions (or class title) to which the reclassified position is reallocated may

be an existing class, or an entirely new class insofar as the existing classification plan in- volved is concerned.

e. Likewise, the new class of positions (or class title) to which the reclassified position is reallocated may have the same salary range as, or a higher or even lower salary range than, that of the present or former class, depending on the relative worth, so to say, of the position reclassified.

f. The object of reclassification is only one position or some positions (although the latter instance is very rare) within a class. The only instance where all the positions that belong to a class are reclassified, so to speak, is that where a class title is abolished and a new class title is created to be used for all the positions belonging thereto.

14. SALARY ADJUSTMENT - This shall be construed to mean salary increment towar-d or to. the minimum of the position (as when the present salary of the incumbent is below the minimum prescribed for his position). Salary adjustment as defined in this paragraph may be partial or full;

it is pa?·ti(d salaJ'y adjustment to th.e m.inim,u?n if the increment is to some rate that is below the minimum (as when there is not enough fund to give the minimum); it is full salaru adjust,men,t to the m:inhnwH if the salary increment is to the minimum itself. What brings about a situation wherein an employee receives a salary that is lower than the minimum for his position? It could be that at the time he was originally appointed or reappointed or promoted, the position to which he was appointed or promoted carried an item lower than the minimum prescribed for it. Or, it could be that his present position is reclassified to a higher class with a minimum that is higher them his present salary.

Or, it could be that as a result of an overhaul or amendment of the classification plan or salary scale his position is allocated to a salary range the minimum for which is higher than his present salary.

Any adjustment of salary to the minimum under these situations would be more properly called sa/mOll adjustment to the 'JI/.1·nimutn (which could be partial or full, as explained earlier) rather than salm'1J adjustment simply,

Salary adjustment shall be construed to mean also salary increment from a non-prescribed rate within the range. An example may more clearly illustrate this point. Suppose that the salary steps in a range as per the approved salary scale are (in terms of annual rates) Y85S0, 9084, 9612, 10164, 10752, and 11376; these rates are the so-called prescribed -mtee. because they are the salary steps that have been approved or officially prescribed for the range. Suppose also that the present salary of an employee whose position is allocated to that range (i.e., the one that star-ts at 8580 and ends at 11376) is either 8820 or 9360 or 9960 Or10440 or 11100, his present salary is considered a non- prescribed rete. Thus, a salary increment for him from his present salary to any of the prescribed rates or steps for the range of his position i~ called sal.u-y adjustment. Salary adjustment as defined

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and illustrated in this paragraph may be partial or full also; it is partial salary adjustment if the salary increment is from a non-prescribed rate to another non-prescribed rate (Le., to some rate that does not coincide with any of the salary steps approved for the range); it is [uli salary adjust-

nient. if the salary increment is from a non-prescribed rate to a prescribed rate. If the salary adjustment is in implementation of a revision of the classification plan or salary scale, it is also either partial or full salary adjustment depending on whether the implementation thereof is partial (as when there is not enough fund to fully imple- ment it) or full. It should be noted at this point that the phrase "to the minimum" is omitted because the salary adjustment is to some rate that is above the minimum and not to the minimum only.

15. SALARY INCREASE - This shall he construed to mean salary increment or increase from step to step within the range. The increase may involve one or more steps; it is sometimes called step increase. The term applies to increases that are selective in scope.

'V

here salary increase is for all positions or general in scope it is more properly called general salary increase (see definition of GENERAL SALARY INCREASE).

16. SALARY RANGE - This shall be construed to mean the range of salary prescribed for a rank (as in the case of the faculty) or a class of positions (or class title) as in the case of academic non-teaching and administrative personal. Nor- mally, it includes a minimum rate or step IJ some intermediate steps, and a maximum rate or maximum step. Some ranks, 01' classes of positions, may have merely a minimum rate and a maximum rate, with no intermediate steps in between the minimum and maximum; others ruuv have just one rate.

In the latter instance there is a salary rate, but there is no salary range, strictly speaking. In the classification plan and salary scale for administrative personnel, salary range is expressed in nurner- ical symbols, such as runge 1, range 2, range 3, range 4J etc., where the higher the number, the higher is the salary range.

17. TRANSFER-This. shall be construed to mean movement of an employee (academic ^01' non- academic) from one section, division, institute, school or college to another. ¹t mayor may not involve a promotion ur a salary increase or any change of class title. ·1 he term applies also to transfer from the University to another govern- ment agency. The essence of transfer is movement from one subdivision to another subdivision within the same organizutionul unit, or from one organ- izational unit to another.

II. DELINEATION OJ<' AUTHORITY TO APPOIN

r

This section defines the scope of the authority of the Board of Regents, the President, and the Chancellor of

au

autonomous University to appoint personnel. The de- 'fmition is in terms of types of personnel and types of

personnel action covered.

A. AutJrrwity of the Board of Regents to Appoint 1. The Board of Regents approves, upon the recom-

mendation of the President, the appointment of the following:

a. the Vice-Presidents and the Secretary of the University System, and other officers of administration of the System ;

h. the Chancellors and the Vice-Chancellors and other officers of administration of autonomous Universities; and

c. the deans, directors, or heads of principal units (Cf. definition of "pr-incipal unit" in I, 10 above and the list of principal units in Appendix HA"

hereof) .

TYPES OF APPOINTMENT COVERED:

Appointment as used in II, AJ 1 above includes the following-

(1) original appointment

(2) renewal of appointment; and (3) reappointment.

2. The Board of Regents approves, upon the recom- mendation of the President, the appointment of the following:

a. faculty members with the rank of associate professor or higher;

b. professorial lecturers;

c. visiting or exchange faculty (regardless of rank); and

d. Oth21' officers and employees, academic or non- academic, whose starting salaries (i.e., step 1 in the range) are equal to or higher than that of associate professor.

TYPES OF APPOINTMENT/PERSONNEL COVERED:

Appointment as used in II, A, 2 above includes the following -

(1) original appointment;

(2) reappointment/renewal/transfer with change in'rank or salary;

(3) permanency;

(4) promotion, except automatic promotion;

(:i) salary increase; and

(0) reclassification(5) of position(s).

3. The Board of Regents approves, upon the recom- mendation of the President, all appointments 01 faculty members to:

a. permanency, regardless of rank; and

b. ranks of recognition or honor (such as professor emeritus, professorial chair, artist- or wr-iter- in-residence, and the like).

B. Dclcgated flllUwrit,y of the Preeuient: to A1)point 1. The President approves the appointment of officers

and employees (including faculty members if there arc any) who arc not included in or covered by the enumerations in II, A above and of those who are covered in II, C, 5 below who are:

a. in or directly under the Office of the President;

b. in University-wide units; or

c. in other offices or units, academic ^01' non-academic, that are not part of any autonomous University;

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to the same extent and under the same conditions stipulated in II, C below for the delegated authority of the Chancellor of an autonomous University to appoint.

TYPES OF APPOINTMENT/PERSONNEL ACTION COVERED:

Appointment as used in II, B, 1 above includes all types of appointment and personnel action pertaining to appointment, except transfer to permanency of faculty members.

2. The President determines the appropriate class titles and fixes the rates of compensation or hono- raria for, and approves the appointment of personnel, academic or non-academic, in a manner not inconsistent with existing policies and guidelines set by the Board of Regents, to positions:

a. that are not specifically covered by existing basic classification and salary plans for the- faculty, academic non-teaching and administrative personnel approved by the Board of Regents (Cf. I, 1 above for the list of existing basic salary scales)^j or

b. that fall under the category of additional assignment excluding the position of dean, director, or head of a principal unit (Cf. II, A, 1, c above) .

TYPES OF APPOINTMENT/PERSONNEL ACTION COVERED:

Appointment as used in II, B, 2 above includes all types of appointment and personnel action pertaining to appointment, except transfer to permanency of faculty members.

3. The President is authorized to designate an officer- in-charge of an autonomous University for a period not exceeding one month. The one month period should be understood as to include initial appointment or designation and extension thereof.

C. Delegated Authority of the Ctconceilor to Appoint 1. The Chancellor of an autonomous University ap-

proves appointments to the following positions:

a. directors or heads and assistant directors or assistant heads of units supervised by or attached to principal units, except those ' ....hose starling salaries are equal to or higher than that of associate professor;

b. program or project directors;

c. college secretaries and depar-tment chairmen;

d. coordinators and special assistants; and e. other positions that fall under the category of

additional assignment the class titles and hono- raria for which are fixed by the President

(Cf. II, B, 2, b above).

TYPES OF APPOINTMENT/PERSONNEL ACTlUN' COVERED:

Appointment as used in II, C, 1 above in- eludes the following-

(1) original appointment;

(2) renewal of appointment; and (3) reappointment.

2. The Chancellor approves the appointment of the following:

a. faculty members below the rank of associate professor;

b. lecturers, senior lecturers, special lecturers, and consultants; and

c. other officers and employees, academic or non- academic, whose starting salaries (i.e., step 1 in the range) are lower than that of associate professor.

TYPES OF APPOINTMENT/PERSONNEL ACTION COVERED:

Appointment as used in II, C, 2 above includes the following-

(1) original appointment;

(2) renewal of appointment;

(3) reappointment;

(4) transfer;

(5) permanency, except transfer to permanency of faculty members;

(6) promotion;

(7) automatic promotion~

(8) salary increase;

(9) salary adjustment; and (10) reclassification of position.

3. The Chancellor approves the appointment of personnel academic or non-academic, whose positions are not specifically covered by existing basic classification and salary plans for the faculty, academic non-teaching and administrative personnel approved by the Board of Regents, subject to the nomen cla- ture or system of class titles and rates of compensation or salary scales determined and fixed therefor by the President.

TYPES OF APPOINTMENT/PERSONNEL ACTION COVERED:

Appointment as used in II, C, 3 above in- eludes the same as those enumerated in II, C, 2, above.

4. The Chancellor approves the appointment of personnel covered by or included in the enumeration in II, A, 2 above involving- the following types of personnel action:

a. automatic promotion;

b. reappointment with the same rank, or class title, and at the same salary as those of the last appointment; and

c. renewal/transfer with no change in rank or class title and salary.

S. The Chancellor approves the appointment of personnel, regardless of rank or salary range, inci- dental to employment in research projects, study and training programs and other programs or projects undertaken in collaboration with, or with the support of, public or private institutions or persons.

TYPES OF APPOINTMENT/PERSClNNEL ACTION COVERED:

Appointment as used in II, C, 5 above includes all types of appointment and personnel action pertaining to appointment, except transfer to permanency of faculty members.

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