Additional Guidelines in the UPD Faculty Manual

Tenure Rules [1169th BOR meeting, 27 March 2003]

Proposed revision:

The revised rules shall apply upon approval by the Board of Regents. In meritorious cases, the President MAY, UPON THE REQUEST OF THE UNIT, GRANT faculty on tenure track, WHO ARE AT PRESENT (MARCH 2003) IN THE FINAL YEAR OF THE “UP-OR-OUT PERIOD” UNTIL 31 MAY 2004 to meet the PUBLICATION requirement FOR tenure. HOWEVER, FACULTY WHO ARE NOT IN THE FINAL YEAR OF THE UP-OR-OUT PERIOD AS OF MARCH 2003 SHALL COMPLY WITH THE TENURE REQUIREMENT WITHIN THE PRESCRIBED PERIOD.

Minimum Class Size for Graduate Courses [OC memo ERR-04-064, May 28, 2004]

We shall stick to the minimum class size requirement for graduate courses. We also agreed that waivers of the class size requirement shall not be granted if the graduate course is a Special Topics course.

Guidelines regarding travel in connection with consultancies, conferences, seminars and the like [OC memo ERR-04-064, May 28, 2004]

We shall recommend the revision of No. 2 of the guidelines to the University Council. With the proposed revision this guideline should read:

  • “2. As much as possible local and international travels should not be scheduled during registration days, the first two weeks of classes, and final examination days.

We have also clarified that faculty members with administrative load should limit the duration of their special detail to not more than fifteen (15) working days (consecutive or cumulative) per semester.

Credit load multiplier for Graduate classes [OP memo FN-04-08, March 9, 2004]

Pursuant to Memorandum No. 40 by President Jose Abueva (21 July 1992), titled “Compilation of All Rules and Guidelines for Overload and Summer Teaching Honoraria,” and by authority of the Board of Regents (1048th meeting, 26 march 1992), the following clarification is issued regarding the treatment of the credit load multiplier for graduate classes in the overall teaching load credit of the faculty:

The graduate class credit load multiplier is that graduate classes, though sometimes smaller than undergraduate classes, entail more specialized preparation on the part of the faculty. While graduate students are expected to undertake their studies more independently that undergraduate students, graduate teaching nonetheless requires more in-depth preparation.

UP Diliman Official Academic Costume [OC memo ERR-04-023, February 23, 2004]

In addition to wearing the official sablay, it is recommended that the sablay be worn by females wearing a midi or a long plain ecru dress or gown, but NOT those wearing a mini skirt. For males, the formal ecru barong and dark pants and shoes are recommended.

Revision of Rules on Full and Partial Load reduction for Faculty on Study Load [1182nd BOR meeting, May 27, 2004]

Approved by the Board of Regents on 27 August 1992 (1053rd meeting), the rules for study load of UP faculty state, among others, that:

  1. the faculty member is qualified for the fellowship, study leave or reduced study load;
  2. the graduate program for which the faculty member will enjoy partial or full study load is in keeping with the unit’s      priorities; and
  3. the college where s/he will study is approved at all levels up to the Chancellor.

The proposed revision applies to item no. 3 above. To ensure that faculty members who do not study in UP apply at reputable Philippine universities, the following revisions are proposed. These guidelines shall apply to faculty on local fellowship, full study leave with and without pay, and partial study load reduction.

  1. In breeding is unhealthy for the university; hence, faculty from regional units who plan to study locally are advised to apply in the first instance at the larger UP campuses where they will be exposed to a different academic environment. (Faculty members who obtained their PhD degrees locally in the last five (5) years are encouraged to apply for a post-doctoral grant in a foreign university through the System Faculty Development program.)
  2. If the program is not available at UP, the program offered by the other local university must nonetheless be good. Reduced load for study shall be allowed.
  3. If distance and/or financial constraints prevent the faculty member from studying in another UP campus and the program in the local university is good, reduced load for study I the other university may be allowed.
  4. A good graduate program is one (a) that meets the standards of the discipline, (b) applies a selective admissions policy, (c) whose faculty have an acceptable PhD and publications profile in the discipline, and (d) whose research facilities enable graduate level research. A CHED Center of Excellence or Development that meets these requirements shall be an     acceptable unit.
  5. The department (institute, division) and the College shall primarily be responsible for scrutinizing the record of other Philippine universities where their faculty plan to study.

Extension of the leave privileges of personnel who are extended in the service beyond compulsory retirement age [1182nd BOR meeting, May 27, 2004]

Under existing Civil Service Rules, those extended beyond compulsory retirement age are no longer entitled to leave privileges. However, the power of the Board of Regents under Section 6, paragraph (e) of the University Charter provides the following:

  • (e) To appoint, on the recommendation of the President of the University, professors, instructors, lecturers and other employees of the University; to fix their compensation, hours of service, and such other duties and conditions as it may deem proper; to grant to them in its discretion leave of absence under such regulations as it may promulgate, any other provisions of law to the contrary notwithstanding, and to remove them for cause after an investigation and hearing shall have been had.”

It is therefore proposed that the leave privileges (i.e., teacher’s leave in the case of faculty members not covered by cumulative leave and cumulative leave in the case of administrative personnel and other staff members not belonging to the faculty, as well as in the case of faculty members covered by cumulative leave, e.g. those holding administrative positions) of personnel (faculty and non-faculty) who are extended in the service beyond compulsory retirement age (i.e. upon reaching 65th birthday under existing law) be likewise extended.


  1. The extension of leave privileges authorized herein shall take effect retroactively in the case of personnel who are still in the service as of date this policy is adopted and serving the University under an extension of service (i.e., beyond the compulsory retirement age); that is, effectivity of this privilege shall retroact to the date they attained their respective 65th birthdays.
  2. The existing rules governing the grant of cumulative leave to faculty members under certain conditions shall continue to be in force also in the case of those serving under an extension of service beyond compulsory retirement age.

Sabbatical Research Grants [1180th BOR meeting, March 25, 2004]

To provide financial assistance (equivalent to a Professorial Chair Award) to faculty members on sabbatical who intend to pursue research or creative work during their period of leave, the establishment of Sabbatical Research Grants is being proposed as part of the Creative and Research Scholarship Program in accordance with the guidelines below:

  1. Purpose
    • The grant provides financial support for research or creative undertaken by faculty members on sabbatical

  2. Eligibility
    • 2.1 Faculty members applying for sabbatical for the purpose of research or creative work (including the writing of textbooks/chapters of textbooks) in their discipline may apply for the grant. 2.2.Applicants who are applying for sabbatical for the first time whose projects are not funded from other sources shall be given priority.

  3. Scope of Grant and Contract Rate
    • 3.1 The grant shall be in the form of a research/creative work contract in the amount of P30,000 net of tax. The grant shall be released upon signing of contract, provided that application for sabbatical has been approved. 3.2 A total of three (3) awards shall be available annually.

  4. Requirements and Procedure
    • 4.1 Applicants shall submit through channels a description of the proposed work and intended output. The scope of the project is expected to be commensurate to the grant amount.
    • 4.2 The CUs shall prioritize all applications.
    • 4.3 The System Committee on Research Grants and Creative Work shall evaluate the recommendations of CUs and rank the best three (3) based on merit The President shall have final approval.
    • 4.4 The OVPAAA deadline for all endorsed applications shall be April 30 of the sabbatical year (regardless of the period of sabbatical).

  5. Obligations of Grantees
    • 5.1 A grantee shall submit the final output to the OVPAA upon report for duty after the sabbatical.
    • 5.2 Grantees who fail to comply with the terms of the shall return the full amount received. Furthermore, they shall be disqualified from all University grants.

  6. Intellectual Property Rights
    • Should the result of the project be published or publicly presented or exhibited, the University shall be acknowledged as the source of the grant. University provisions on intellectual property rights shall likewise be implemented.

Academic Distinction Awards [OVPAA memo no. 04-26, March 22, 2004]

The list of awards of distinction now include the International Publication Award, Gawad sa Natatanging Publikasyon, International Award for the Arts and the newly established Advanced Technology Award.

Papers vying for the International Publication Award may be sent any time but the deadline for the rest is toward the end of each year. Kindly note, too, that the Teaching Innovation Award provides one award each for the Arts and Humanities and the Social Sciences and Philosophy, and two for Mathematics and the Natural (and applied) Sciences.

Advanced Technology Award [OVPAA memo no. 04-26, March 22, 2004; 1178th BOR meeting, January 29, 2004]

The Academic Distinction Program, a system of merit-based incentives intended to award outstanding academics and works of scholarship, was established in November 1999. Over the years, the components of the Program have increased to cover as wide a reach as possible of scholarly and creative work. To further expand the coverage of the Program, a new award, the Advanced technology Award, is hereby proposed for establishment. The award aims to recognize concrete technological achievements of faculty, REPS and staff.


  1. Purpose
    • The award recognizes pioneering technological achievements and innovations. The underlying goal is to encourage interest in creation and invention among faculty, REPS and staff.

  2. Eligibility
    • Full-time faculty, REPS, and staff whether individually or as a group, may be nominated for the award.

  3. Scope of Award
    • A maximum of two (2) awards shall be given for a specific technological innovation in any discipline completed in the year preceding the award. Broadly defined, technological innovation includes any new or improved product, material, process, equipment or system of scientific or technical origin.

  4. Value of Award
    • The award shall be given annually in the amount of P55,000, to be divided equally in the case of a group. In the case of co-developed output, only UP faculty, REPS and staff eligible for the award shall receive it. The award will be given during the annual Academic Distinction ceremony.

  5. Requirements
    • 5.1.The candidates must submit a description of the entry, explaining its primary function and features:
      • • What it is, what it does, how it works
      • • Principles and theories involved
      • • How it compares with or improves on other current products/processes
      • • Current or possible future applications; potential impact on end-user

    • The write-up intended for a technically literate audience, should maintain a readable style as that of Scientific American, technology Review or similar publications.

    • 5.2.Documentary evidence to support the entry must be included, e.g., citations,

  6. Criteria
    • The basic criteria for evaluating entries include: scientific features and technical merit; pioneering nature; and applications and potential impact on end-user.

  7. Selection process
    • 7.1 Departments shall send their nominations to the Chancellor. The screening process shall be two-tiered. At the campus level, the Chancellor shall form a committee to:
      • • Screen out nominees whose innovations are weak or lacking in technical merit; and
      • • Prioritize all the rest.

    • 7.2 The President shall create a System committee to recommend the recipients of the award. The committee (and the President) may interview the candidates and ask them to demonstrate their entries.

    • 7.3 Faculty may be awarded only once for the same innovation but may qualify for another innovation.

  8. Deadline for Nominations
    • The Chancellor shall forward to the VPAA the list of candidates and the necessary documentation by 30 November.

Professorial Chair Awards and Faculty Grants [1179th BOR meeting, Feb. 26, 2004]

The guidelines are proposed to cover all existing professorial chairs and faculty grants. As emphasized in the guidelines, a professorial chair or a faculty grant is an award to recognize achievement in the various fields or disciplines and general education. Therefore,

  1. the award is not automatic for faculty members of certain rank, but is given only after a thorough screening process emanating from the department and College; and
  2. the sole basis of the award is merit, as prescribed by the guidelines.

The authority to establish chairs shall continue to rest with the Board of Regents, upon recommendation of the President. The President shall confirm professorial chair awardees, while the Chancellor shall approve faculty grant awardees. The nature of the chair and faculty grant as competitive awards and the practice of administering them shall be as follows:

  1. Awardees shall receive a certificate of award from the Chancellor in the case of CU chairs and faculty grants, and from the President in the case of System chairs.
  2. In keeping with the nature of the chair and faculty grant as awards – as recognition of outstanding achievement – emphasis shall be placed on the criteria and eligibility of the award.

The proposed guidelines, upon approval, shall supersede existing guidelines/policies on professorial chairs and faculty grants.