Chapter II Recruitment, Selection and Hiring

The University President has the prerogative to hire and appoint employees, subject to the confirmation of the Board of Directors. In all job openings, the following policies should be observed in hiring:

• NWU shall employ the best qualified applicant for the position considering the qualifications provided under the Job Qualifications Manual;
• The administration may refuse to hire an applicant based on factors that could affect the operation or reputation of the University;
• The Institutional Planning and Organizational Development Department (IPODD) shall ensure the implementation of the hiring policies and facilitate the same for the approval of the University President.

A. Job Vacancy

The director or head of office shall determine the job vacancy to be filled. A request stating the need and the minimum qualifications using the IPODD department needs form shall be submitted to the Vice President for Administration, as the case may be, for approval.

New positions may only be created through the action of the Board of Directors. The University President may recommend the creation, as well as abolition, of positions considering the necessity of such position and the budget required for the same. The job description of the position sought to be created must be included in the proposal in order to allow the Board of Directors to properly consider the creation of such position. The Vice-President concerned and the IPODD shall draft the job description for submission to the University President.

Note: Request for hiring may be denied or disapproved at any administrative level.

1. Approved Request

The approved request for hiring, together with the specific duties and responsibilities (for new position) will be sent to the Institutional Planning and Organizational Development Department for processing.

2. Notice of Job Opening and Job Offers

The Recruitment and Selection Officer (RSO) shall cause announcements for vacant positions to be posted and identify possible recruits for the same. The RSO shall coordinate with the Head of PESO and the web developer at the Communication and Media Relations Center in posting of job vacancies in the university website.

If there are persons identified as possible recruits for the vacant positions, the RSO shall determine their fitness to fill the vacancies based on the Job Qualifications Manual. The RSO shall forward the names of the qualified possible recruits to the IPODD Director for recommendation to the University President, through the VPA. Upon approval of the University President, Job Offers shall be issued to the possible recruits.

No Job Offer shall be issued, except at the express approval of the University President and the qualification of the person sought to be recruited for the position to be filled.

3. Application Procedure

3.1. The Recruitment and Selection Assistant (RSA) shall accept the application letter of the applicant and require the latter to submit the following documents:

a. Resume/Biodata
b. 2×2 ID Picture ( 2 copies)
c. Official Transcript of Records ( original & photocopy)
d. Diploma ( original and photocopy)
e. PRC Certificate ( original and photocopy)
f. PRC Board rating ( original and photocopy)
g. Civil Service eligibility ( Prof/Sub Prof), if any
h. Certificate of employment, if any ( previous employment)
i. Police clearance
j. Other pertinent documents needed for hiring

3.2. The RSA shall also issue the NWU application form for the applicant to accomplish. The duly accomplished application form shall be attached in front of the latter’s application letter and resume. The RSA shall verify the authenticity of documents submitted.

4. Evaluation of Applicants

A series of examinations shall be administered to applicants to test their accuracy, capability, consistency and proficiency. This covers the following areas: initial interview, teaching demonstration, computer proficiency test, and psychological test. The RSA shall schedule applicants for initial interview, teaching/actual demonstration for academic positions, computer proficiency test, psychological test, and final interview upon the endorsement of the Recruitment and Selection Officer.

4.1. Initial interview
The IPODD Director and RSO shall conduct the interview to determine whether the applicant possesses the required competencies for the vacant position. The head of the unit with the vacant position shall also interview and evaluate the applicant.

4.2. Computer Proficiency Test
After the initial interview, the applicant shall proceed at the IPODD to test the computer skills of the applicant

4.3. Psychological Test
For academic positions, the exam shall consist of intelligence test, personality test, teaching aptitude test, and SRA verbal test. For non-academic positions, the exam shall consist of intelligence test, office skills test, personality test, and SRA verbal test.

4.4. Evaluation of Results and Selection of Applicants
The RSO shall evaluate the results of examinations by accomplishing the screening result for teaching or non-teaching positions. The RSO shall then rank all the applicants from highest to lowest based on the total scores of each and submit the same to the IPODD Director for examination. The passing screening result should be at least 33.66 points.

The result shall be given to the concerned director or head of office to choose the preferred applicant by affixing his signature and date at the right side of the general average of the applicant. Thereafter, the screening result shall be forwarded to the VPA, for review and recommendation to the University President. Once the University President approves the applicant for hiring, the result shall be returned to the IPODD for processing.

4.5. Notice of Approval, Medical Examination and Execution of the Employment Contract

The RSA shall informed the successful applicant of the approval of the application and schedule the day for medical examination, which shall be conducted by the Medical Office.

Once the medical examination is conducted, the University Physician shall certify the fitness of the successful applicant to be employed. If the successful applicant is found to be unfit for employment, the University Physician shall cite the reasons for the same and shall forward such findings immediately to the IPODD Director. The IPODD Director shall confer with the VPA, regarding the situation. The VPA shall recommend to the University President whether the successful applicant is to be hired or not. In case the University President disapproves of the hiring, the applicants may again be considered for hiring.

If the University Physician certifies the fitness of the successful applicant for employment, the RSA shall issue four (4) copies of employment contract to the successful applicant. The RSA shall allow the latter to carefully read the terms and conditions of the contract prior to signing the same. Upon the due execution of the contract, the successful applicant shall be considered an employee of the University in accordance with its terms and conditions. The employment contract shall be acknowledged before a Notary Public at the expense of the employee.

If the applicant or the University President refuses to sign the employment contract, the applicant, though approved for hiring, shall be considered not hired and the position shall still considered vacant. As such, the vacant position may be filled using the same procedure herein.

4.6. Orientation and Briefing
On the first day of work, the new employee shall report to the IPODD first. The RSO shall issue a copy of the job description to the new employee and discuss the same. The Compensation and Benefits Administration Officer (CBAO) shall also orient the new employee of the legal and institutional benefits applicable to the latter.

The RSA shall give the new employee his school identification number and assist the latter at the Communication and Media Relations Office (CMRO) for the ID processing.

4.7. Exceptional cases
Apart from the possible recruits identified by the RSO, other possible recruits may be identified and recommended by school officials from director level up in which case, the recommendation shall be communicated to the VP concerned and the President for consideration. Furthermore, applicants and recruits for a position as office head or higher shall not be required for teaching demonstration, psychological examination and computer proficiency testing unless otherwise required by the VP concerned.

5. Employee Orientation Program and Job Induction

Orientation program and job induction acquaint every new employee with the University profile, its vision-mission, institutional philosophy, core values, and to apprise employees of the salaries, benefits, and rights, and their corresponding obligations as members of the University.

6. Special Considerations

6.1. Employment Age
Age shall not be considered as a qualification or condition for hiring unless specifically provided for under the Job Qualifications Manual. An applicant who has reached the age of sixty five may be hired on a contractual basis only. However, the hiring shall depend on his qualification and experience relative to the vacant job.

6.2. Employment of Relatives
In order to prevent conflicts of interest and other complications in the work place, the hiring of relatives of current employees is discouraged. For this purpose, one is considered a relative when the proximity of relationship is within the fourth civil degree of consanguinity or affinity.

Nevertheless, such an applicant may be hired provided the following conditions are met:

• The applicant is the best person qualified for the position applied for and, in case of a tie, the non-relative applicant shall be hired;
• The hiring process shall be strictly followed;
• The applicant shall not be accompanied by any other employee during the application process and the current employee who is related to the applicant shall in no way influence, inquire, follow-up or communicate, directly or indirectly, with personnel involved in the hiring and evaluation process

Employment of relatives within the same office or department is disallowed unless specifically allowed by the President.

6.3. Retirees
Upon reaching the age of sixty-five (65), an employee shall be compulsorily retired whether he/she has rendered five (5) years of service in the University. However, such employee may be re-hired on a contractual basis only.

6.4. Student Assistants

Requirements:
• Must be a bona fide student of Northwestern University – A Certification from the Registrar’s Office that the student is officially enrolled.
• Proof of need of financial assistance – Income Tax Return (ITR) or Certification from the Barangay Captain that the annual income of parents is not more than P 60,000.00
• Must be in good health condition – Certification from the university clinic that the applicant is physically fit for the job.
• Must have good academic standing – A Rating Report of the proceeding semester duly signed by the registrar must be submitted. A Student Assistance must not incur failure or dropped grades. In case the Student had “INC”, such mark should be removed first prior to acceptance of application. FOR freshman applicants, a photocopy of the F 138 is needed and an applicant must have a minimum GWA of 85.
• Willingness to take academic schedule that permits him/her to work for three (3) continuous working hours per day.
• Must enroll a maximum of 18 units per semester.
• Shiftees – Students are allowed to shift only once and can still re-apply for the program.
• Must be pursuing an undergraduate course for the first time. Students who are on the second course or are already degree holders are disqualified in this program.
• The assistance program is limited to one (1) member of a family.

6.4.1. Benefits of the Student Assistance Program
6.4.1.1. 100% tuition fee discount for 18 units; and
6.4.1.2. P1,500.00 travel allowance to be released per semester.
6.4.1.3. The student can avail the student assistance program until he or she finishes the course, provided all requirements for are continuously met.

6.4.2. Duties and Responsibilities
6.4.2.1. The student assistant is required to complete two hundred (200) hours as working time per semester. The 200 hrs. must be rendered within the semester and cannot be extended on the next semester. Further, the student assistant must render a minimum of 40 hrs/month. Reporting hours must be limited to 8:00 – 5:00 during weekdays. Note: Student Assistants should not be scheduled to report on Saturdays except on exceptional circumstances in such a case, the head of the office shall submit to the DSA a letter request detailing what is to be for approval.
6.4.2.2. He or she shall keep a personal daily time record (NWU OSA – 020) which is available at the OSA. The head of office shall affix his / her signature in every entry in the personal daily time record.
6.4.2.3. Student Assistants are not considered as employees of the University and are therefore not entitled to benefits extended to University personnel.

7. Appointments

7.1. An employee who is accepted into the service should be guided by the philosophy, goals, and objectives of the institution. He should accept and adhere to school policies. He should be imbued with zeal to serve the interest of the students and Northwestern University.

7.2. A newly hired employee shall receive an appointment from the President, subject to confirmation by the Board of Directors. An employee who has served for five (5) months may be appointed to and given a regular/permanent status.

7.3. All promotions, appointments, change from one unit/level to another are issued by the President, subject to confirmation by the Board of Directors.

B. Employment Status

1. According to Status

1.1. Permanent/regular employee. An employee becomes permanent/regular either by appointment or by operation of law once its requirements are fulfilled. A permanent/regular employee enjoys security of tenure and his/her employment may only be terminated by just and authorized causes allowed by law.

An employee may only become permanent upon fulfillment of the following:
a. Satisfactory performance during the probationary period;
b. Attainment of a relevant graduate degree for the College or passing a required licensure examination;
c. Completion of the probationary period; and
d. Exhibition of the integrity, professionalism and commitment necessary to become a Northwestern University employee.

1.2. Probationary Employee. A probationary employee is one who is given a definite period of time to show that he/she is qualified to become a permanent/regular employee of the university. The employment of a probationary employee may be terminated upon the lapse of the period provided in the contract.

The probationary period shall not exceed six (6) months from the date the services of the employee is engaged unless extended in order to provide the employee the opportunity to fulfill the standards not met during the first probationary period.

1.3. Contractual Employee. A contractual employee is one who is engaged for a specific period of time or project. Employment as a contractual employee does not ripen into permanent/regular status unless such employee is given such status.

2. According to Service

2.1. Full-time employee. A full-time employee is one whose total working days is devoted to the University and who has no other remunerative employment requiring regular hours of work which will conflict with his/her working hours of the school.

An employee is considered fulltime if he/she is required to report for work for at least forty (40) hours a week.

2.2. Part-time Employee. A part-time employee is one whose work hours are less than those of full-time employees.

Part-time employees are given contractual status unless specifically appointed as a permanent/regular employee by the President.

3. Other Classifications

3.1. Casual employee. A casual employee is one who is engaged to perform activities not usually necessary or desirable in the usual business operation of the university.

3.2. Contractual Employee. A contractual employee is one whose employment terminates upon the expiration of the contract or completion of the project/work for which he/she is employed.

3.3. Learner. A learner is a one who is hired as a trainee in a semi-skilled and other industrial occupation which are non-apprenticeable and which may be learned through practical training on the job in a relatively short period of time which shall not exceed three (3) months.

3.4. Substitute Employee is temporarily hired by the institution for the purpose of substituting for a regular employee who may be absent from his post for such valid reasons as extended sick leaves, maternity leaves, and the like. The employee’s services may be terminated at any time of his employment. He must vacate the position upon the return to work of the regular employee concerned.

C. Personnel Files and Records

The Institutional Planning and Organizational Development Department complies with policies with regard to the management, retention and disposal of its 201 files or human resource records in order to have a compilation on management decision provide historical references of an employee. It is a property of the University and treated with utmost confidentiality. The 201 files are in the custody of the Recruitment and Selection Officer and the latter is in charge of its integrity and safety.

1. CREATION OF 201 FILES

Once the hiring of an employee is approved by the President and is endorsed to the IPODD, the Recruitment and Selection Assistant shall create a 201 file for the employee hired and shall insert all preliminary documents relative to the hiring of the new employee. The file shall be labeled with the name of the new employee. A new entry shall likewise be made to the NWU Employee Database by the Recruitment and Selection Assistant.

2. CONTENTS OF 201 FILES

The following are the basic contents of all 201 files of each employee:

2.1. Application Documents
a. Accomplished NWU Application Form
b. Application Letter
c. Curriculum Vitae
d. Diploma
e. Certificate of Employment, if any
f. Certificate of Trainings and Seminars previously attended
g. Birth Certificate
h. Marriage Certificate (if applicable)
i. Others

2.2. Results of Examination
a. Psychological Exam
b. English Proficiency Exam
c. Computer Test
d. Medical Results

2.3. Employment Documents
a. Employment Contracts
b. Appointments
c. Payroll Authority
d. Seminar/training certificates

Apart from the foregoing documents, personnel may receive or be a party to particular documents that must likewise be filed in his/her 201 file. The following are samples of such documents that should be included in the 201 file:

• Certificates of Participation
• Commendatory or Congratulatory Letters
• Memoranda specifically addressed to the personnel
• Administrative investigations and actions
• Memoranda of administrative sanctions
• Memorandum of Agreement in which the personnel is a party

As much as possible, documents included in the 201 file must be the original documents with the exception of certificates, diplomas, memoranda to the personnel and commendatory letters.

3. Request of Documents

3.1. Request of Documents by an Employee

The 201 file of each personnel is considered property of the University. Considering the importance of the documents in the 201 file, employees are not allowed to handle the 201 files except for those specified herein.

However, in special cases such as preparations for accreditation visits and ISO external audits and ranking evaluations, access to the 201 files may be allowed upon the recommendation of the IPODD Director and approval of the VP for Administration. The names of the persons handling the files shall be specified in the request. A logbook shall be kept to keep track of those borrowing and returning the 201 files.

All documents shall be returned within three (3) days from the day the document was officially borrowed. The Recruitment and Selection Officer shall ensure compliance of this time limit and shall verify that the documents in the 201 file are complete upon its return.

4. Request of Documents by University Officials

The President and Vice-Presidents may request 201 files to be brought to their respective offices in relation to the discharge of their functions. They may request the 201 file of any personnel in the University, regardless of the office to which the personnel belongs. However, they shall ensure the security of the 201 files while in their possession.

Deans, directors and heads of offices may inspect the 201 files of personnel belonging to their office only. They may inspect such files only within the premises of the IPODD Office.

In all cases, University officials borrowing or inspecting the 201 files shall sign a logbook upon borrowing/inspection and return.

5. Request of 201 files within the IPODD Office

The IPODD Director, Recruitment and Selection Officer, Compensation and Benefits Administration Officer, the Training and Development Officer and their respective assistants shall have day to day access to the 201 files of University employees in relation to the discharge of their duties and responsibilities. However, whenever a 201 file is taken from storage, the IPODD personnel taking such file shall sign the logbook indicating the retrieval and return of the 201 file. All other IPODD personnel shall not have the same access to the 201 files except upon express permission by the IPODD Director.

UPDATING OF 201 Files

1. All University employees are required to update their 201 files whenever necessary. University employees shall inform the IPODD of the following changes/developments:
a. Resignation letter/End of Contract/Termination of Employment
b. New seminar/training attended
c. Memorandum/letter of commendation
d. Update in Civil Status, Number of Dependents and the like
e. Update in educational qualifications
f. Professional licenses and qualifications
g. Other pertinent information/circumstances

2. The Recruitment and Selection Assistant accepts documents and files the same for the update of 201 files and NWU Employee Database.

201 ARCHIVES MANAGEMENT

1. Active Employees
201 files are kept in the Storage Area located at the Institutional Planning and Organizational Development Department. Folders of each employee are labeled with their name and grouped per department in alphabetical order.

2. 201 File Archives
Once an employee is effectively separated from the University, the Recruitment and Selection Assistant files the 201 file of the employee in the Archives Area and removes the same from the Active Employee File of the Employee’s Database.