If a full-time secondment is with pay, honorarium, or allowance equivalent to or higher than the salary and allowance in the University, such secondment shall be without pay from the University.
FREQUENTLY ASKED QUESTIONS (FAQs)
Hiring of Full-time Faculty Members
What Faculty position is given to BS/BA graduates with honors?
The following academic ranks are given to recruits with the indicated academic qualifications.
- Instructor 1 (I1 ) for new graduates of a 4-year BS/AB degree program
- Instructor 2 (I2)- for new graduates if a 5-year degree program (like the engineering courses)
- One additional rank for those who graduated with “honors”, that is, I2 instead of I1 for group “a” and I3 instead of I2 for group “b” above.
- As approved by the UP Board of Regents, the starting rank for DVM graduates is Assistant Professor 1.
Visiting/Adjunct Faculty
Who can be hired as a Visiting Faculty? Adjunct Faculty?
“Visiting Professor” is a designation given to a faculty member of another academic institution who is teaching in the University. The terms of employment depend on the memorandum of agreement executed by the University with the mother institution of the individual concerned or upon the terms of invitation. Compensation will be on a case-to-case basis. Requests for funding, however, should be made in advance by the requesting unit for purposes of allocation of funds.
The “adjunct professor” designation shall be given to a recognized expert in their field who is not employed in the University and who is willing to devote part of their time to teaching and/or research in the University. They have no teaching rank in their mother unit (if any).
What faculty rank should be given a staff who will be hired as Visiting/Adjunct faculty?
For Visiting Faculty, their academic rank in their home institution shall be used. For Adjunct faculty, their credentials will be evaluated in the same way as hiring a new faculty member.
Does a Visiting/Adjunct Faculty receive compensation?
They shall not receive compensation from the University.
What assignments can be given to a Visiting/Adjunct Faculty?
A Visiting Faculty can be given teaching/research assignments.
Is there a specific UPLB form to be used in processing recommendation for appointment of a Visiting/Adjunct Faculty position?
The same form used in processing recommendation for faculty appointment is required: HRDO B-1 (colored green).
Lecturers
Who can be hired as a lecturer of a course?
Personnel who have special expertise (whether due to academic training and/or professional expertise) which is not available or is in short supply among the regular full time and regular part-time faculty, can be hired as lecturers. The University should recruit and retain only those lecturers with expertise, training, or experience comparable to at least that of a regular U.P. Assistant Professor.
This designation is given also to a non-teaching staff of the University who is requested to teach outside regular office hours.
What is the maximum teaching load that can be assigned to a lecturer?
The maximum teaching load that can be assigned to a lecturer is 6 units per semester/trimester/term at any one time in all units of the University unless otherwise authorized by the Chancellor in meritorious cases; or an aggregate maximum teaching load in a year of 18 units, unless otherwise authorized by the Chancellor in meritorious cases.
Most lecturers have full time jobs elsewhere and it is not wise to overload them to the extent that they would be ineffective in class.
What appropriate rank should be given to a prospective lecturer?
The lecturer’s ranks are matched to comparable regular faculty ranks and the appropriate SSL salary grades as shown in the table below.
CAVEAT: It should be understood that the “comparable” faculty ranks for lectures have been set only as a guide as computing the compensation rates of lecturers. It should NOT be taken to mean that a lecturer who is appointed later as a regular faculty may count on being appointed to the comparable faculty rank. The determination of the rank for regular full time or regular part-time (including those of former lecturers) shall be subject to the usual criteria used to evaluate the recommendations for appointment/ promotion of regular faculty.
The University recognizes that for certain fields or specialties, even the new compensation rates may fall short of market rates. In this regard, the University encourages the use of non-government funds(e.g. from foundations, alumni associations, private grants or donations, secondment arrangements by private firms, etc.) whenever necessary and available, for additional compensation or incentives for PROFESSORIAL LECTURERS.
Can a lecturer be allowed to advise thesis students?
No.
Should a lecturer be paid midyear honoraria if they taught a course during the midyear term?
No. Only regular faculty members are paid honoraria for midyear teaching. Lecturers are paid on an hourly basis based on approved BOR-approved rates of pay.
Affiliate Faculty
Who can be appointed Affiliate Faculty of a unit?
“Affiliate Faculty” is a designation given to a staff of a UP unit who is tapped to teach a course and given teaching load credits in accordance with pertinent existing policies.
In UPLB, REPS are hired as affiliate faculty and given teaching assignments including thesis advising.
What faculty rank should be given to a staff who will be hired as Affiliate Faculty?
A staff who has a faculty designation in their home unit shall be given the same faculty rank. A REPS will be evaluated in the same way as hiring a new faculty member.
Is there a specific UPLB Form to be used in processing recommendation for appointment to an affiliate faculty
Yes. The UPLB Affiliate Faculty Form no. 1 (March 2001) is used when recommending a UPLB Staff for appointment as Affiliate Faculty. If a staff to be appointed as an affiliate will come from another autonomous UP unit, the UPS form is used.
Teaching Associate/ Fellow
Who can be given TA/TF appointments?
The terms “Teaching Associate” and “Teaching Fellow” shall be used for graduate students who are assigned to teach 6 to 9 units of the undergraduate courses in the Departments where they are enrolled as graduate students. “Teaching Associate” is for MA/MS students, while “Teaching Fellow” is for PhD students.
Faculty members whose departments do not have MA/MS/PhD Programs may be appointed as Teaching Associates/Fellows provided they enroll in graduate programs in accordance with their home department’s priority fields of study.
Appointment of TA/TF is subject to the recommendation of the concerned Department Chair and approval by the Dean.
What is the allowable number of units that a TA/TF can enroll in?
Teaching Associates shall be required to enroll in six (6) to nine (9) units of graduate coursework or six (6) units of thesis work in addition to their teaching assignment.
Teaching Fellows shall be required to enroll in six (6) to nine (9) units of graduate coursework or twelve (12) units of dissertation work.
What are the obligations, duties, and responsibilities of TA/TF?
A Teaching Associate / Teaching Fellow shall be required to handle a teaching load of at least six (6) units and at most nine (9) units a semester and to carry a semestral study load of six (6) to nine (9) units of graduate coursework or twelve (12) units of dissertation work. The teaching duties of a Teaching Associate/ Teaching fellow may cover any of the following:
Teaching an undergraduate lecture course that may be assigned by the institute director or department chair;
Handling laboratory, recitation, and discussion classes that may be assigned by the institute director or department chair;
Assisting a regular faculty member of the institute/department in supervising undergraduate field work courses or special projects;
Carrying out all other duties and responsibilities related to aforementioned functions.
In case a Teaching Associate / Teaching Fellow is officially sent abroad for training or dissertation research, (as part of a “sandwich” MA/MS/PhD program) their teaching obligations may be waived.
What are the privileges of a TA/TF?
Teaching Associates/Fellows shall be entitled to the following compensations, benefits and privileges:
A salary equivalent to the salary of Instructor 5 if the Teaching Associate/Fellow possesses only a bachelor’s degree in the discipline of the institute/department; or a salary equivalent to that of an Assistant Professor 1 if the Teaching Associate/Fellow possesses a master’s degree in the discipline of the institute/department.
A book allowance of P 3,000 a semester;
A waiver of tuition and miscellaneous fees except student fees;
A thesis/dissertation grant of at least PhP 10,000 but not more than PhP 50,000 to be paid in accordance with University regulations;
The standard midyear honoraria, based on their equivalent rank, in case they are given teaching assignments during the midyear term.
Content goes here ..
Can a TA/TF give up this award and leave the University without finishing his graduate studies?
If for any justified reason, a TA/TF is unable to continue studies, they may be allowed to give up this award prior to completion of graduate studies but should be done at the end of a semester after submitting all the grades of students, leaving all the class records with the department head and accomplishing a university clearance. If they discontinue their work before the end of the semester, they will be required to pay back the university for the stipend they received and the school fees waived by UPLB for the semester.
Does a TA/TF become a regular faculty member after they finish their graduate studies?
There is no assurance that they can be taken in as a regular faculty member of the unit which hired them as TA/TF. Hiring of faculty members is subject to the needs of the teaching unit and availability of faculty items.
What are the conditions of appointment/renewal of appointment of a TA/TF?
The original appointment and renewal of appointment of Teaching Associates / Teaching Fellows shall be subject to the following conditions:
To qualify for original appointment as a Teaching Associate / Teaching Fellow in an institute/department, an applicant must have been admitted to the MA/ MS/PhD program of that institute/department and evaluated to possess a good teaching potential.
In the case of faculty members whose institute/department does not have a graduate program, they must be admitted to a graduate program in the University in accordance with their home department’s priority field.
To qualify for the renewal of their appointment, a Teaching Associate / Teaching Fellow must (a) be in good standing as MA/MS/PhD student and (b) have shown satisfactory teaching performance.
The contractual appointment of a Teaching Associate / Teaching Fellow may be renewed from year to year subject to the conditions in item.
Up to the maximum residence period allowed by the University for MA/MS/PhD students, i.e., 5 years for MA/MS students; 6 years for PhD students who already have an MA/MS degree upon admission to the PhD Program; and 8 years for those who are doing the straight PhD program.
Authority to Teach
Who can be given authority to teach?
A non-teaching staff of a University who is requested to teach a course of their primary discipline in the same unit where they are employed is given an authority to teach.
An authority to teach is also given to a faculty member who is tasked to teach their secondary discipline.
An authority to teach is given also to faculty members of another college who are tasked to teach a language course which is not their primary discipline.
Does a staff who is given authority to teach receive compensation?
They receive no additional compensation.
Professor Emeritus
Who can be considered for appointment as Professor Emeritus?
A retired faculty member with the rank of professor may be appointed professor emeritus if they have rendered at least 20 years of active and faithful service to the University and have achieved marked distinction as a productive scholar, artist, or scientist, or are widely acknowledged as an effective and dedicated teacher.
Is there a need to recommend a faculty member to the position of Professor Emeritus?
A list of all professors in the University is provided to the Office of the Vice Chancellor for Academic Affairs accompanied by the bio data of the personnel concerned using a specified format. With the above list, faculty members with the rank of professor or higher shall be automatically considered by the committee without need for any specific recommendation from the faculty of the college, dean, or any other official of the University.
A special committee, appointed by the President, will be responsible for nominating retired professors for an emeritus appointment, the nomination to be submitted to the President of the University who, in his discretion, may endorse the matter to the Board of Regents for approval; provided, that this procedure shall be without prejudice to any nominations which may be submitted by the faculty of the unit.
Does a Professor Emeritus receive any compensation?
Professors Emeriti with teaching assignments shall be paid P8,000.00 per month for a 3-unit subject or more. This rate is set deliberately higher than the income received by the highest-rank lecturer (i.e. Professorial Lecturer 5) teaching a 3-unit subject. Adjustments of the monthly rate shall be made accordingly for Professor Emeriti teaching less than the equivalent of 3 units or 48 hours/ semester.
Professor Emeriti given research assignments incur practically the same expenses as those given teaching assignments (e.g. transportation expenses). Thus they are likewise paid the same transportation allowance given to those with teaching assignments.
Can a Professor Emeritus who is 70 years old and above be allowed to teach or do research?
If there is need for the teaching/research services of a faculty member which cannot be met by any regular faculty member under age 70, a Professor Emeritus over 70 years old may be given teaching/ research assignment, subject to the approval of the Chancellor.
What is the maximum teaching load that can be given to a Professor Emeritus?
A maximum load of one subject or a 3-unit course shall be imposed, unless otherwise authorized by the Chancellor in very exceptional cases. .
Retired/Retiring Faculty Member
Can the appointment of a faculty member who is turning 65 years old be extended?
As a matter of policy, the services of officials or employees who attain the compulsory retirement age of 65 years are not extended unless the extension of the services of these officials or employees is absolutely necessary in the interest of the public service.
Can a retired faculty member be allowed to teach? Can a faculty member who has reached the age of 70 years old be allowed to teach?
If there is need for the teaching services of a faculty member which cannot be met by any regular faculty member or lecturer under age of 70, a teaching unit may engage the services of a retired faculty member who is below 70 years old. They may be hired as an Adjunct Faculty (without additional compensation) or as a lecturer. For the latter, they shall be appointed to the appropriate lecturer rank as recommended by the college or department and the usual Academic Personnel Boards and approved by the Chancellor. They shall be paid the rate corresponding to the lecturer rank they have been appointed to.
Appointment of faculty members beyond the age of 70, whether by way of extension of service or appointment/reappointment as Professorial Lecturer, is not permissible. A situation in which a faculty member is hired to teach a course but cannot be issued any appointment as faculty member because he has attained 70 years of age must be avoided by all means.
A Professor Emeritus over 70 years old may be given a teaching assignment, subject to the approval of the Chancellor.
How much teaching load can be given a retired faculty member who is hired as a lecturer?
A maximum load of one subject or a 3-unit course shall be imposed, unless otherwise authorized by the Chancellor in very exceptional cases.
Faculty Tenure
When can a faculty member be given tenure?
Tenure starts at the Assistant Professor Level; however, there are other rules wherein an Instructor may be given tenure subject to the following conditions:
- They have satisfied the minimum qualifications for tenure enumerated below. Units may impose stricter standards.
- At least a master’s or equivalent degree or professional degree;
- Satisfactory or better teaching performance; and
- Sole or lead authorship of a refereed journal article (local or international) or academic publication by a recognized academic publisher or literary publisher in the case of literary work; or in the field of visual arts, creative work that was exhibited and juried, or a similar requirement in music and other performing arts.
- Appropriate Academic bodies have acted favorably on their tenure as well as promotion to Assistant Professor except that, there is no funding for the promotion to Assistant Professor; and
- They have already served meritoriously for at least five (5) years.
There is a maximum limit wherein a faculty may be given tenure as specified below. Anytime within each maximum period of temporary appointment, one may be given tenure as long as they are qualified.
- Instructor 5 years
- Assistant Professor 3 years
- Associate Professor 2 years
- Professor 1 year
What is the “UP or OUT Rule?”
Within the maximum probationary period of five years, an Instructor is either promoted to the rank of Assistant Professor on the basis of their earning a graduate degree or a professional degree requiring at least five years of academic work or their appointment is terminated.
How can a faculty member with no graduate degree be considered for tenure?
If they have accomplished outstanding academic, creative, or professional work, they may be considered for tenure.
Can a faculty member recommended for promotion to an Assistant Professor position be given tenure at the same time?
Yes as long as the qualifications for tenure are satisfied. It should be noted however that tenure and promotion are separate: no promotion in rank necessarily carries tenure with it
If a faculty member is already qualified to be given tenure but they have not been recommended by their unit, what are their options?
They can approach the chair/director of their unit or the APC and ask for enlightenment.
Also, the Office of the Vice Chancellor for Academic Affairs (OVCAA) keeps track of appointments of faculty members on temporary status and reminds units on the application of the rules on faculty tenure to concerned staff.
If an administrative staff or REPS on permanent position transfers to a faculty position, can they retain their tenure? How about a tenured faculty member of another SUC?
- Non-academic personnel on permanent status who transfer to the faculty shall be subject to the probation period prescribed by the University Code.
- Academic non-teaching personnel on permanent status who transfer to the faculty shall be subject to the probation of the University Code.
- An officer or employee from another government agency on permanent status who seeks transfer to the faculty of the University shall be issued a temporary appointment; provided, however that a faculty member of another state university or college on permanent status may transfer to a similar position in the University and retain their permanent status, subject to any test of fitness that the University may impose.
Is service in other UP units counted when a faculty member is being considered for tenure?
Yes. Years of service as faculty member are counted from the date of original appointment in any UP unit regardless of status as casual, substitute or with item.
Is there an exemption to the five-year limit of temporary appointment for Instructors?
Yes. In the case of those pursuing master’s studies who are already in the thesis stage, the appointment may be extended for another year but not to exceed two (2) years, provided that the Instructor is properly informed of said condition. In no case however, under normal circumstances, shall a renewal appointment exceed five (5) years from the date of initial appointment.
If a temporary appointment will not be renewed, when should the concerned faculty member be informed?
In case of non-renewal of a temporary appointment, the person concerned shall be informed in writing by the dean at least sixty days before the expiration date of the existing appointment.
Dean/ Chair
How is the Dean / Chair of a unit selected?
Selection of a Dean
Selection of a Dean is through a nomination process conducted by a Search Committee created for the purpose. The process of selecting the nominees for the deanship of an academic unit starts with a review of the unit’s plans, programs, problems, and priorities for the next 3-6 years by the constituents of the unit. The constituents shall forge a consensus on their expectations of the new dean or director and what can be done realistically during the next three years.
The Search Committee shall conduct a nomination process that will take into consideration the plans and expectations of the unit, the maximum participation of the constituents, and the dignity of the nominees.
Selection of a Department Chair
A Chair is selected through a democratic consultation of the following constituents of the department to be initiated by the Dean:
- Senior Faculty which shall be composed of full-time faculty members in the department.
- Junior Faculty which shall be composed of full-time faculty members in the department
- Student Majors which shall be composed of all duly enrolled junior, senior, and graduate students who are majoring in the department.
How long can a faculty member serve as Dean/Chair of a unit?
The term of office of a Dean is three (3) years. A Dean may serve for two terms. Only in highly exceptional cases will they be allowed a third term.
The term of office of the chair of an academic department in all units of the University shall not exceed three years, without prejudice to reappointment for a second term of not more than three years, or a maximum of six (6) years. Under exceptionally meritorious cases, the chancellor may approve the renewal of appointment of a chairperson beyond the sixth year for a final term also not exceeding three years. In no case shall a department chairperson serve more than nine (9) consecutive years.
Study Leave
When can a faculty member be allowed to go on study leave with pay? Without pay?
To avail of a study leave with or without pay, a UP faculty member must meet all the following conditions:
- A faculty member must have proven teaching ability and commitment to serve as a UP faculty member, a good undergraduate record or (if any) good graduate academic record, positive evidence of interest in further academic and professional development, good physical health, and the potential to complete advanced graduate studies and research.
- The faculty member must have served at least one (1) year as a regular faculty member at the start of the award; provided that a faculty member substitutes another who is temporarily sick, maternity or study leave, shall not be entitled to study leave with pay or faculty fellowship.
- The graduate program they will enroll in must be one of the academic priorities of their department, college, and constituent university.
- The choice of degree program and the college of enrollment must be approved by the department Academic Personnel Committee or APC (if any), the department chair (if any), the college APC or Executive Committee, the Dean, the constituent University (CU) Academic Personnel and Fellowship Committee (APFC), and the Chancellor.
- The Faculty member must study full-time, carry the normal graduate load for the program, and not engage in any other employment or practice of profession during the fellowship or full study leave (with or without pay).
- The faculty member must sign a return service contract with the University and a corresponding suretyship agreement. The number of years of service that must be returned shall depend on the type of study leave and expenses incurred by the University.
How long can he/she be allowed to go on study leave with pay? Without pay?
Faculty members pursuing a master’s degree may enjoy a fellowship or full study leave with pay for at most two years (24 months). Faculty members pursuing a doctoral degree may enjoy a fellowship or full study leave with pay for at most three years (36 months) after a master’s degree or its equivalent has been earned. In the case of faculty on a straight PhD Program, the period of study leave with pay is at most four years (48 months).
In very exceptional cases and on the recommendation of the CU APFC, the chancellor may authorize an extra semester for those pursuing a master’s degree or an extra year for those pursuing a doctoral degree.
Those on full study leave without pay (local or abroad) are subject to the same requirements as LOCAL faculty fellows, except in the matter of the return service obligation.
What are the obligations of a faculty member who is allowed a study leave with pay? Without pay?
- Before the start of full study leave with pay, the fellow must execute a return service contract with the University and the corresponding suretyship agreement. For those on full study leave in the country, the contract shall stipulate (among other things) a return service of one year (12 months) for every year spent or fraction thereof on fellowship or full study leave. For fellows abroad, the return service shall be at the rate of two years (24 months) return service for every year or fraction thereof spent on fellowship or full study leave.
- Faculty on full study leave without pay shall render one year of service for every two years of leave or a fraction thereof. The same limits on the total number of years imposed on faculty fellows shall be imposed on those on full study leave without pay.
- In the case the fellow does not fulfill the service requirements, then they must reimburse to the University all expenses incurred plus an equity charge of 50% (fifty percent) of the total amount expended and interest at the prevailing legal rate at the time of the breach or revocation of the contract.
- The fellow must commit to complete, in the soonest time possible, the graduate program for which the fellowship or full leave was granted. The fellow must commit to study full time (i.e., carry at least the normal load) and not engage in any other employment or practice of profession during the period of the award.
- The fellow must submit at the end of each semester a true copy of grades and progress report to the department chair, the dean, and the CU APFC.
- Faculty fellowships and full study leaves with pay (local or abroad) shall be reserved for faculty members with at least one year of service, who are tenured or being considered for tenure, are occupying a faculty time and are not mere substitutes for regular faculty incumbents, do not hold ranks higher than Assistant Professor, and are not more than (forty) 40 years old. In exceptional cases, the conditions on maximum rank or age may be waived subject to the recommendation of the Chancellor and approval by the President.
Is there a specific UPLB Form to be used in processing requests for a study leave with/ without pay?
For those availing of a local study leave with or without pay, the pink sheet should be used in processing requests. Those applying for study leave with pay or without pay abroad should use the yellow sheet.
Requests for extension of study leave with or without pay should be processed using the pink sheet.
When should a faculty member who is on study leave request for an extension of the same privilege? What documents should be provided in the request?
Requests for extension should be forwarded at least two months before the expiration of the leave. The following supporting documents should accompany the request:
- Copy of grades
- A progress report duly certified by the faculty adviser
Can a faculty member on local study leave be allowed to travel or attend a workshop/conference/seminar abroad?
Yes, as long as the trip abroad is part of the study program, especially those who are accepted in a “sandwich” program.
What are the privileges of a faculty on study leave with pay? Without pay?
Full Study Leave with Pay:
Full deloading from regular faculty duties; full faculty salary and other benefits for regular faculty in the active service (including eligibility for promotions); rights to some suitable faculty office or desk space (for local fellows, to the extent available) but no further entitlements; tuition assistance (if studying outside UP); thesis or dissertation allowance which may be granted subject to the recommendation of CU AFPC, the availability of funds, and approval by the Chancellor
During the leave with pay, the faculty member retains their faculty item.
Full Study Leave without Pay:
Complete deloading from faculty duties subject to normal academic but no other entitlements
Can a substitute be hired for a faculty member on study leave with pay? Without pay?
When a faculty member is awarded a faculty fellowship or goes on study leave without pay, his/her department gets the right to hire substitutes. Thus, the total teaching capacity of the department or college is not impaired. This is not the case when a department or college allows a faculty member to go on full study leave with pay because there are no funds to hire as a substitute.
- In recommending a full study leave with pay, the rest of the department and/or college faculty commits itself to take over the teaching load and other duties to be left behind by the faculty going on full study leave.
- The decision to allow a faculty member to go on full study leave with pay should be a collective faculty decision. Before a chair or dean recommends full study leave with pay, the rest of the department should be informed in writing (by the chair or dean) and there should be at least a consensus among the faculty on their commitment to shoulder the additional load.
Can a faculty member be allowed to pursue graduate study on a part-time basis? If so, what are the mechanics/limitations of availment?
Yes, a faculty member can be allowed partial deloading from their regular faculty duties for their study load. Rules covering grant of this privilege are as follows:
- The grant of partial deloading or study load credits (SLC) means reduced teaching capacity for the faculty student, the department, and the college. The grant of study load credits implies more load credits (just as the grant of full study leaves), so it should be a collective faculty decision subject to consultation with the entire department or college faculty.
- To qualify for partial deloading or study load credits (SLC), a faculty member must be a full time faculty member (regular incumbent or substitute) enrolled in a graduate program that is one of the academic priorities of the department and college.
- Study load credits of 3 (three) units or less are subject to the recommendations of the department Chair, approval by the Dean, and reporting to the Chancellor immediately after the last day of registration. No faculty member in their first semester of teaching shall be granted more than 3 units of SLC or be allowed to enroll in more than 6 units of graduate courses.
- Study load credits of 4-6 units shall be subject to consultation (by the department chair or dean) with the department or college faculty, the recommendation of the department chair and the dean, and the approval of the Chancellor.
- Study load credits of seven (7) units or more shall be subject to the same procedure and requirements as full study leaves with pay.
- The total load per semester (teaching load plus study load) of a faculty member receiving study load credits shall be subject to limits to be determined by the President.
- A faculty member receiving study load credits cannot be given administrative or research duties, regardless if they are given reduced load credits for these. A faculty member given SLC is supposed to be concentrating on teaching and studying, not research or administration.
- Study load credits shall be awarded on a semester-by-semester basis, and shall be renewed subject to the academic performance of the faculty student and the need of the department or college for their regular faculty services.
Secondment
Can a faculty member be detailed to another government or private agency?
Yes. Upon request of another agency, government or private, and when the needs of the University so permit, University personnel may be detailed by secondment to the requesting agency.
Does the term secondment apply also to faculty members whose services as Faculty Administrators are requested by another UP Unit?
The appointment of a faculty member to an administrative position in another CU or to the System shall be called a Temporary Second Appointment (TSA) instead of an Additional Assignment. The new term shall reflect the fact that while serving as administrators, the second unit of these faculty members actually becomes their primary unit, albeit temporarily. The TSA shall cover all faculty members whose total load in the second CU or the System is nine (9) units or more.
In very exceptional cases and on the recommendation of the CU APFC, the chancellor may authorize an extra semester for those pursuing a master’s degree or an extra year for those pursuing a doctoral degree.
Those on full study leave without pay (local or abroad) are subject to the same requirements as LOCAL faculty fellows, except in the matter of the return service obligation.
How long can a faculty member be on secondment to another agency?
- Secondment to a private agency or to a career position in the government shall not exceed one calendar year, renewable for like period; provided that should the person seconded fail to return to the University after the expiration of two calendar years, the position in the University shall be ipso facto vacated; Provided, further, that secondment to accept academic positions with which the University has a Memorandum of Agreement shall be for the duration of the term of the position to which the secondment is made.
- Secondment to a policy determining, primarily confidential or highly technical position in the civil service may initially be for two calendar years, renewable for a like period; provided, that should the person seconded fails to return to the University after the expiration of four calendar years, the position in the University shall likewise be vacated ipso facto; provided, further, that in the case of those seconded to the position of secretary or undersecretary in the executive, judiciary, or legislative branch, two 2-year renewals may be allowed; provided, moreover, that the second renewal may be allowed only if the faculty member resumes teaching in the University during such second renewal; provided, finally, that should a person seconded to the position of secretary or undersecretary fails to return to the University after the expiration of the six calendar years, the position in the University shall likewise be vacated ipso facto.
- In very meritorious cases, the Board may, upon recommendation of the unit head concerned, the dean, and President, waive the rule on the number of years a faculty member may be allowed to be on secondment. In no case, however, shall a faculty/staff member be allowed to be on secondment for more than six (6) years.
- Secondment to international agencies or organizations shall be initially for one year, renewable for a like period. In meritorious cases, the Chancellor may allow a final extension of not more than six months.
What documents are needed in processing requests for secondment?
The following documents are needed in processing requests for secondment:
- Pink Sheet (properly endorsed)
- Letter of Request from the concerned faculty member
- Letter from the requesting agency/institution
How is compensation affected when a faculty is on secondment?
Sabbatical
Who can be allowed to go on sabbatical?
A faculty member can be allowed to go on sabbatical subject to exigency of service if they have served the University not less than six consecutive years immediately prior to the sabbatical, at least as associate professor in the last two years; provided, that they shall have been in active service in the University at least two years before the sabbatical; provided, further, that any vacation or sick leave without pay of not more than five months shall be considered a break in the six year period; provided, finally, that active service as used in this particular case shall be understood to mean actual direct service to the University, which shall also include special detail
When should a faculty be allowed to go on sabbatical?
The start of the sabbatical should be synchronized with that of a regular semester/ trimester/ quarter or summer, whichever is applicable, i.e., August or January so that the date of report of service will coincide with, or be close to, the beginning of another semester or summer.
How can a sabbatical be spent by a faculty member?
The faculty member shall be free to choose the purpose for which the sabbatical will be spent including study, research, some scholarly or creative work, consultancy, fellowship, rest and renewal provided existing University rules are not violated.
How long can a sabbatical be enjoyed by a faculty?
A sabbatical may be granted for a period not exceeding one year. The faculty should be able to serve the University for two years after their sabbatical.
Does a faculty member receive compensation while on sabbatical?
A sabbatical may be granted with full salary.
Can a faculty on sabbatical continue to serve as member of advisory/ guidance committee or adviser of thesis students?
One of the conditions before a faculty member is allowed a sabbatical is to transfer their student advising responsibilities to other faculty members upon consultation with the department chairs and/ or the Dean of the Graduate School for graduate students.
What are the responsibilities of a faculty member who is allowed a sabbatical?
- They shall clear with the UPLB Library; turn over all student records who may be needing removal examinations or completion of academic requirements to the department chair/director; and transfer student advising responsibilities to other faculty members in consultation with concerned units.
- They shall report back for service to the University immediately after their sabbatical. Report back of service is understood to mean resumption of teaching duties or assumption of administrative assignment for at least two years.
- If the sabbatical is for study or research and the faculty member applies, in addition to the salary, for transportation costs, per diems and other forms of assistance, the grantee shall give a seminar/public lecture on their research or study at the end of the sabbatical. This requirement shall be optional in the case of those who have not received transportation costs, per diem, and other forms of assistance.
If the faculty is retiring in two years, can he still apply for the privilege?
A sabbatical cannot be granted within two years before the faculty member’s sixty-fifth birthday. This is consistent with a provision in the approved rules on sabbatical. The faculty should be able to serve the University for two years after their sabbatical.
Thesis Advising
Does a faculty member receive honoraria for serving as thesis adviser/panel member/reader?
Yes. Rates of honoraria are based on the schedule approved by the BOR.
When can a faculty member claim honoraria for serving as thesis adviser/panel member/reader?
The corresponding honoraria for the adviser and reader may be paid only upon completion of the dissertation/thesis/special problem; provided, that the dissertation/thesis/special problem shall be deemed completed for purposes of payment of honoraria by the time the entire manuscript has been accepted by the Dean of the unit where the student is enrolled upon favorable endorsement of the adviser, the reader, and the department chair, and by the time the student has submitted to the Dean unbound copies of their doctoral dissertation, or masteral thesis/special problem, or baccalaureate thesis/special problem, as the case may be, both conditions satisfied; provided, further that where a baccalaureate thesis/special problem is to be defended in an oral examination, three unbound copies thereof shall be submitted; provided, finally that the chair of the panel and the panel members (as distinguished from the adviser and the reader) in an oral examination may be paid their honoraria only after the oral examination, subject to a certification of attendance issued by the adviser.
Are advisers/panel members of students who prepared special problems instead of a normal thesis paid honoraria?
Yes, rates of honoraria are based on the schedule approved by the BOR.
