July 13, 2013

MEMORANDUM ORDER
NO. _______________
SUBJECT:

Prescribing evaluation guidelines for the renewal of

services of contractuals under Job Contract

I. RATIONALE
While the DENR Rationalization Plan (RatPlan) has not been approved yet,
filling up of vacant itemized positions has been prohibited. To augment the
existing manpower whose number has been decreasing since the first year of
RatPlan efforts up to the present, due to retirement/resignation/transfer of our
personnel,
this
Office resorted to hiring services of contractual under Job
Contracts.
The main purpose of hiring these contractuals is to have a ready pool of
manpower who can assist our itemized personnel who are now on multi-tasking so
that the latter can focus on major thrusts of this Office and for these itemized
personnel to accomplish the mandated targets in due time.
In order to achieve the maximum utilization of the services of these
contractuals who are expected to be committed to the terms and conditions
stipulated in the contract, there is a need to evaluate their individual performance
which covers their job performance and job behaviour. This evaluation shall
determine whether they have actually complied with what is expected of them
during the period they were hired.
II. MECHANICS
In order to have an objective evaluation of the recommendation for rehiring
of contractuals under Job Contract , the following guidelines shall be adopted
effective July December 2013 and thereafter:
1.

The evaluation shall consider compliance to the terms and conditions

stipulated
In the job contract such as:
-

Performance for the period covered immediately prior to renewal

which shall include Job Performance and Job Behaviour
Punctuality and attendance

2. Percentage weight for each criterion shall be assigned as follows:

-

Performance
Punctuality
Attendance

60%
-

20%
20%

3. Performance shall be rated in accordance with the following rating scale:

Adjectival
Rating
Outstanding

Very
Satisfactory

4.56 and above

Assigned
Weights
60

4.48-4.55
4.37-4.47
4.26-4.36
4.15-4.25
4.04-4.14
3.93-4.03
3.82-3.92
3.71-3.81
3.60-3.70

55
50
45
40
35
30
25
20
15

Numerical Rating

However, services of contractuals with point score below Very

Satisfactory shall no longer be renewed pursuant to the terms and
conditions stated in Memorandum dated July 10, 2012 from this Office.
4. For Punctuality and Attendance, the principle on habitual absenteeism and
tardiness/undertime shall be applied as part of the evaluation process.
Habitually absent shall mean absences of more than 2.5 days in a month
for 3 consecutive months in a semester. Habitual tardiness/undertime is
incurred, regardless of minutes, at least 10 times in a month for 2
consecutive months in a semester.
5. Punctuality and attendance shall be rated in accordance with the following
rating scale:
Total no. Of Tardiness and Undertime
Adjectival Rating

Points Score

No tardiness/undertime
1 - 3
4 - 6
7 - 9
10 and above

Outstanding
Very Satisfactory
Satisfactory
Unsatisfactory
Poor

20
16
12
6
-

Total Absences
No absence
1 day
2 - 4 days
5 - 7 days
8 days and above

20
16
12
8
4

Outstanding
Very Satisfactory
Satisfactory
Unsatisfactory
Poor

7. Taking into consideration the ratings in all the above-mentioned criteria,

only those who
garnered a total of 85% and above shall be rehired.
However,
for July December 2013 and first month of succeeding
semesters, existing contractual may be allowed to report , provided that in
case after evaluation they will be found to have not met the required
criteria , only actual services shall be paid by the office and consequently
corresponding contract shall be issued for the specific period only.
For those who passed the evaluation criteria but has a rating of _____ and
below in Punctuality and Attendance shall be given the chance to improve
in this field within one (1) month from effectivity of their contract,
otherwise their services shall be terminated the following month.
8. Other requirements as basis of evaluation :
a. Recommendation of supervisor concerned
b. In case of PENROs/CENROs, certification that the recommendees have
been evaluated and were found to be fitted and qualified
c. Certification from the Budget Officer/Accountant re: availability of
funds and
funding source
d. Employees Commitment Sheet
e. Updated Personal Data Sheet with latest Community Tax Certificate
f. PER shall be validated by the PERC; in case of PENROs/CENROs, a
certification from
the Provincial PERC has reviewed/validated the PER
III. RESPONSIBILITIES
1. Supervisors shall:

a. see to it that actual duties of the contractual shall be aligned with the
Work and Financial Plan of their office and the
funding source;
b. strictly monitor compliance of their contractual with the conditions
in the Job contract particularly in terms of performance, punctuality
and attendance
and observance of office decorum

2. Personnel Section shall be responsible for the following actions:

a. Collate all the final rating of the PERs submitted
b. Prepare the summary of punctuality and attendance, in case of
Regional Office
c. Prepare checklist of compliance to requirements
d. Prepares evaluation report for submission to the RED for clearance
purposes
3. The respective AOs/HRMOs of PENROs and CENROs shall initially
evaluate the contractuals in their respective offices and may adopt the
above-mentioned criteria for consideration of the PENRO and CENRO
concerned who shall recommend to the RED for clearance
IV. EFFECTIVITY
This Order shall take effect immediately.
GILBERT C. GONZALES