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HUMAN RESOURCES DEVELOPMENT & BENEFITS DIVISION

Scholarship Section

SPECIAL DETAIL

POLICY:

Special detail shall include participation in an official capacity in conferences, workshops, seminars, short-term courses, and similar activities subject to prior authorization and to such conditions as may be attached thereto and to applicable laws and regulations.

SPECIAL DETAILCOVERAGE:

Faculty, REPS and administrative personnel whether permanent or temporary, provided they fall under any of the following categories:

a) Those directly involved in foreign assisted projects which includes/ training scholarship grants;b) Faculty members who are not yet permanent on account of lack of MA or PhD degrees whose availment of

training/ scholarship shall satisfy the deficiency;c) Those engaged in highly scientific fields as certified by

DOST;d) Those who have been personally invited by a foreign entity to avail of its training/ scholarship grants.

FELLOWSHIP/ SCHOLARSHIP/ STUDY LEAVE

Faculty members are encouraged to pursue graduate studies in fields that are within the academic priorities of their department/institute, college and the University. The faculty students are granted full or partial load reduction to help them complete their studies in the soonest time possible. However, this is subject to conditions that will ensure the University’s continued ability to meet the demands of teaching, research, extension, and academic administration.

FELLOWSHIP/ SCHOLARSHIP/ STUDY LEAVE

Fellowships are given to the most capable, promising and deserving faculty members in areas of study according to University priorities and selected on the basis of qualifications. The appointment of fellows is made by the Chancellor.

Fellowships in the University are supported either by the University or by institutional grants or both. Institutional grants are scholarships and financial grants given by outside institutions through or upon endorsement of the University.

Deserving faculty members may also be allowed to go on study leave with pay to pursue graduate studies in an area within the thrust of the unit.

FELLOWSHIP/ SCHOLARSHIP/ STUDY LEAVE

FORMS USED: 1) Basic Paper for Fellowship (HRDO Form-C12) 2) Progress Report of Faculty/ Staff on Fellowship/ Study

Leave Abroad 3) Progress Report of Faculty/Staff on Local Fellowship/

Study Leave 4) Request for Fellowship/ Study Leave (for financial assistance) 5) Application for Local Faculty Fellowship/ Study Leave 6) Application for Administrative Fellowship 7) Progress Report of Administrative Fellows 8) Input Worksheet for Official Travel Report 9) Foreign/ Local Study Fellowship Agreement10) Fellowship/ Scholarship Renewal Reminder

TUITION FEE PRIVILIGES FOR EMPLOYEES

POLICY:

The University provides full support for development opportunities to enable its staff to realize their potentials and career fulfilment. Towards this end, it grants tuition fee privileges for those employees who desire to pursue further studies in the University

COVERAGE:

All University employees appointed on a full time basis and at a full rate of compensation whether permanent, temporary, casual, contractual or substitute as long as their salaries are drawn from budget of the University or are institutional grants.

FORMS USED: Application for Privilege to Study at Reduced Fees

PRIVILEGE TO STUDY AT REDUCED FEESINPUT : Request for Study at Reduced Fees

Study load allowed: Graduate : 6 units/sem/trim; 3 units/summer Undergraduate : 9 units/sem/trim; 3 units/summer Faculty on study leave with pay – no cap provided that the study load is duly approved by the graduate advisor and department chair Requirements:• For faculty

a. Endorsement of Dean / Chair;b. Total academic load;c. Letter of request for waiver of rules if more than

the regular 18 units academic load;d. Copy of appointment ;e. Certification from unit in case of appointments in

process at the unit level;

PRIVILEGE TO STUDY AT REDUCED FEES

• For REPS and Adm staff:

a. Endorsement of Dean / Head of Unit b. Approved revised work schedule if subjects are within regular working hours (except REPS with full research function) c. Valid appointment (regular, temporary and UP contractual only)

PROFESSORIAL CHAIR/ FACULTY GRANT

Recognition of faculty expertise and outstanding performance is made through award of professorial chair, faculty grant.

COVERAGE:• Professorial Chair – Regular members of the

faculty with rank of Assistant Professor orhigher who have distinguished themselvesin the fields they represent.

• Faculty Grant – Regular faculty members withat least Master’s Degree and with teaching/research potential.

A privilege given to a faculty member that exempts him/her from performing regular duties to encourage study, investigation, and research and to improve their competency to better serve the University.

May be granted for a period not exceeding one (1) year with full salary under the following conditions:

a) Has served the University not less than six (6) consecutive years immediately prior to the sabbatical, at least as associate professor in the last two years; Provided that :

1. s/he shall have been in active service in the University at least two (2) years before the

sabbatical;

SABBATICAL

(Con’t.)2. any vacation or sick leave without pay of more than five (5)

months shall not be considered a break in the six-year period;3. active service in this particular case shall be

understood to mean actual direct service to the University, which shall also include special detail.

b) In no case shall the sabbatical be granted within two (2) years before the faculty member’s 65th birthday.

c) Application for sabbatical should be filed with the immediate heads of units at least one (1) semester beforethe intended effectivity of the sabbatical.

SABBATICAL

SABBATICAL(Con’t.)

d) The faculty member shall report back to theUniversity immediately after the sabbatical. Report

back for service is understood to mean resumption of teachingduties or assumption of administrative assignment for

atleast two (2) years.

f) Start of the sabbatical should be synchronized with that of a regular semester/trimester/quarter or summer, whichever is applicable, so that the date of report for service will coincide with or be close to, the beginning of another semester/trimester/quarter or summer.

g) Faculty member shall be free to choose the purposefor the sabbatical: study, research, scholarly or creative work, consultancy, fellowship, rest, renewal, provided existing University rules are not violated.

REQUEST FOR FINANCIAL ASSISTANCE (charged vs. FACULTY DEVELOPMENT FUND (FDF)

Financial support is given to faculty members to give them opportunity for exposure and eventual collaboration with colleagues in the national and international academic communities through paper presentation and attendance. Interaction of UP faculty with other national and international experts in the different fields brings in new knowledge and reduces the effects of in-breeding.

CONTRACTUAL OBLIGATION

INPUT : Request for Computation of Contractual ObligationPROCESS:1) Review and check if fellow has been AWOL for more 30 days; send reminder to unit regarding provision of Art. 240 of the UP Revised Code on dropping from the rolls of the University;2) Upon receipt of unit's recommendation for the dropping /

resignation / termination of fellowship / study leave contract, secure fellowship file;

3) Endorse dropping / resignation / termination / separation request to Benefits Section for processing;

4) Review and evaluate fellowship folder; check if necessary documents have been submitted (e.g. Report for Duty, request for extension or renewal, etc)

CONTRACTUAL OBLIGATION

INPUT : Request for Contractual Obligation

PROCESS: (Con’t.)5) Prepare statement of period of fellowship / study leave / special detail enjoyed for computation of monetary value of contractual obligation by the DAO;6) Review, study contract stipulations; check statement and initial

for signature of the Director;7) Forward statement to Accounting Office for preparation and

certification of statement of total contractual obligation;8) Secure copy of statement from Accounting Office; copy to OLS;

and release fellowship folder upon request by OLS for legal review and evaluation;

9) Coordinate with DLO and DAO re status of contractual obligation of fellow;

10)Maintain copies of basic papers regarding contractual obligation for monitoring

OUTPUT: Approved/ Released of Obligation for Contractual

1. Application for Privilege to Study at Reduced Fees (Form)

2. Contract for Thesis/Dissertation Research (Download: Document Requirements) (Process) (Form)

3. Fellowship/Study Leave Contract/ Suretyship Agreement (Process) (Form)

Types of Scholarship PrivilegesRequired Forms and Documents

Processing Flow

5. Official Travel Authority (Download: Document Requirements) (Process) (Admin and Reps Form) (Faculty Form)

6. REPS/ADMIN Research Dissemination Grant (Download: Document Requirements) (Process) (Form)

7. Special Detail (Download: Document Requirements) (Process) (Admin and Reps - Form) (Faculty - Form)

Types of Scholarship Privileges Required Forms and Documents

Processing Flow