Police Personnel and Records Management
Definition of Terms
Attrition - refers to the retirement or separation from the
police service of PNP uniformed personnel pursuant to any of
the means mentioned in RA 8551.
Means of Attrition
1. Attrition by attainment of maximum tenure in
position
a. Chief PNP - 4 years
b. PNP Deputy Chief for Operation - 4 years
c. PNP Deputy chief for Administration - 4 years
d. PNP Chief of the Directorial Staff - 4 years
e. Regional Directors - 6 years
f. Provincial directors - 9 years
g. City Directors - 9 years
h. Other positions higher than provincial director shall
have the maximum tenure of 6 years.
2. Attrition by Relief
A PNP member who has been relieved for cause and
has not been given an assignment within 2 years from the
effective date of such relief shall be retired or separated.
3. Attrition by Demotion in Position
A PNP member who has been relieved and assigned to
a position lower than what is established for his/her rank in
the PNP staffing pattern and who shall not be assigned to a
position commensurate to such rank despite the existence of
a vacancy within 18 months after his/her demotion in position
shall be retired or separated.
4. Attrition by Non-Promotion
A PNP member who has not been promoted for a
continuous period of 10 years shall be retired or separated.
5. Attrition by Other Means - a PNP member with at
least 5 years of accumulated active service shall be separated
based on any of the following grounds:
a. Inefficiency based on poor performance during the
last 2 successive annual rating periods.
b. Inefficiency based on poor performance for 3
cumulative annual ratings.
c. Physical and/or mental incapacity to perform police
functions and duties
d. Failure to pass the required entrance examination
twice and/or finish the required career courses except for
justifiable reasons.
e. Refusal to take a periodic PNP Physical fitness test
without justifiable reason.
f. Failure to take PNP physical fitness test for 4
consecutive periodic tests due to health reasons.
g. Failure to pass PNP physical fitness test for 2
consecutive periodic tests or 4 cumulative periodic tests.
h. Non-Compliance with the minimum qualification
standards for the permanency of original appointment.
Attrition in Action - refers to the action containing the
findings and evidence on a specific means of attrition filed by
a particular screening committee before the concerned
attrition board.
Authority - Managers must be able to give orders. Authority
gives them this right. Note that responsibility arises wherever
authority is exercised.
Budgeting - with all that goes with budgeting in the form of
planning, accounting and control.
Centralization - Centralization refers to the degree to which
subordinates are involved in decision making. Whether
decision making is centralized (to management) or
decentralized (to subordinates) is a question of proper
proportion. The task is to find the optimum degree of
centralization for each situation.
Coordinating - that is the all-important duty of interrelating
the various parts of the work.
Demotion in Position - refers to the designation of a
personnel to a position lower than what is established for
his/her rank or not commensurate to his/her rank in the PNP
table of organization.
Directing - that is the continuous task of making decisions
and embodying them in specific and general orders and
instructions and serving as the leader of the enterprise.
Discipline - Employees must obey and respect the rules that
govern the organisation. Good discipline is the result of
effective leadership, a clear understanding between
management and workers regarding the organisation's rules,
and the judicious use of penalties for infractions of the rules.
Discipline - the practice of training people to obey rules or a
code of behavior, using punishment to correct disobedience.
Division of labor - Authority and responsibility are clearly
defined and officially sanctioned. Job descriptions are
specified with responsibilities and line of authority. All
employees have thus clearly defined rules in a system of
authority and subordination.
Division of Work - This principle is the same as Adam
Smith's division of labor. Specialization increases output by
making employees more efficient.
Equity - Managers should be kind and fair to their
subordinates.
Esprit de corps - Promoting team spirit will build harmony
and unity within the organization.
Field Training Program - refers to the training required to
make the temporary appointment of a new PNP member
permanent.
Formal hierarchical structure - An organization is
organized into a hierarchy of authority and follows a clear
chain of command. The hierarchical structure effectively
delineates the lines of authority and the subordination of the
lower levels to the upper levels of the hierarchical structure.
Grievance - a wrong considered as grounds for complaint, or
something believed to cause distress.
Immediate Supervisor - refers to a person authorized to
make the performance evaluation rating of a PNP member.
Initiative - Employees who are allowed to originate and
carry out plans will exert high levels of effort.
Just Cause - refers to the legal grounds that would warrant
the relief or removal of a PNP member from his present
position and designation in the PNP organization.
Management by rules - A bureaucracy follows a consistent
set of rules that control the functions of the organization.
Management controls the lower levels of the organization's
hierarchy by applying established rules in a consistent and
predictable manner.
Managers are salaried officials - A manager is a salaried
official and does own the administered unit. All elements of a
bureaucracy are defined with clearly defined roles and
responsibilities and are managed by trained and experienced
specialists.
Mandatory Career Courses - refers to the required training
for a PNP member to be eligible for promotion to the next
higher rank.
Max Weber - As a German academic, Weber was primarily
interested in the reasons behind the employees’ actions and
in why people who work in an organization accept the
authority of their superiors and comply with the rules of the
organization.
Maximum Tenure of Position - is the maximum cumulative
period for a PNP member to hold a particular position level.
Mental Incapacity - is a condition where a PNP member is
unable to exercise his/her reasoning faculties or incapable of
understanding and acting with discernment his/her duties and
responsibilities as a result of illness or injury as may be
determined by the PNP medical screening committee.
Non-Promotion - refers to the non-advancement to the next
higher rank or position beyond the maximum prescribed
period.
Order - People and materials should be in the right place at
the right time.
Organic Personnel To A Unit - is a PNP member assigned
to a particular unit covered with appropriate PNP assignment
orders.
Original Appointment - refers to the appointment for the
initial entry of PNP member to the uniformed service who
meets all the requirements of the position.
Organizing - that is the establishment of the formal
structure of authority through which work subdivisions are
arranged, defined, and coordinated for the defined objective.
Pendency of an Attrition Action - refers to the stage when
the endorsement of the PRO regional director or the NSU
director of a PCO Attrition action has been officially received
by the concerned NHQ PCO attrition board through the NHQ
screening committee report of a PNCO attrition action has
been officially received by the NHQ/PRO/NSU attrition board.
Personnel Action on Attrition - is an action filed before the
screening committee based on a verified statement of an
alleged means of attrition by an initiating person.
Personnel Administration - Recruitment, induction,
placement, transfer, promotion, salary administration of
Police personnel.
Personnel hired on grounds of technical competence -
Appointment to a position within the organization is made on
the grounds of technical competence. Work is assigned based
on the experience and competence of the individual.
Personnel Programs - refers to the activities programmed
to implement the organization philosophy or creed and the
personnel philosophy of central managers in relation to
people so as to accomplish organizational objectives.
Planning - that is working out in broad outline the things
that need to be done and the methods for doing them to
accomplish the purpose set for the enterprise.
Police Appraisal or Performance Rating - is the
evaluation of the traits, behavior and effectiveness of a police
officer on the job as determined by work standards.
Police Compensation - Financial compensation in the form
of wages of salaries constitutes the largest single expenditure
for most organizations. In Metropolitan Manila and other
urban centers, wages of salaries represent the sole source to
meet the basic needs of food, clothing and shelter.
Police Personnel Management - (Human Resources
Management) may be defined as that area of management
concerned with human relations in the police organization.
Police Personnel Planning – is a study of the labor supply
of jobs, which are composed with the demands for employees
in an organization to determine future personnel
requirements, which either increase or decrease.
Police Placement - is the process of making police officers
adjusted and knowledgeable in a new job and or working
environment.
Police Recruitment - is the process of encouraging police
applicant from outside an organization to seek employment in
an organization.
Recruitment - refers to the overall process of attracting,
selecting and appointing suitable candidates for jobs within an
organization, either permanent or temporary.
Police Selections (screening) - is the process of
determining the most qualified police applicant for a given
position in the police organization.
Police Training and Development – refers to any method
used to improve the attitude, knowledge, and skill or behavior
pattern of an employee for adequate performance of a given
job.
Promotion - is the advancement of an employee's rank or
position in an organizational hierarchy system.
Promotion - means shifting of an employee to a higher
position carrying higher responsibilities, facilities, status and
salaries.
Physical Fitness Test - the method of evaluating the
physical condition of PNP members in terms of stamina,
strength, speed and agility.
Physical Incapacity - the inability of a PNP member to
perform his/her duties and responsibilities due to physical
defect as a result if disease or injury as may be determined
by the PNP medical screening committee.
Poor Performance - is the poor rating in the promulgated
PNP performance evaluation rating system.
Remuneration - Workers must be paid a fair wage for their
services.
Reporting - that is keeping those to whom the executive is
responsible informed as to what is going on, which thus
includes keeping himself and his subordinates informed
through records, research, and inspection.
Respondent - refers to the PNP member subjected to
attrition proceedings.
Retirement - the termination of employment and official
relations of a PNP member who rendered at least 20 years of
active service in the government with payment of
corresponding benefits.
Scalar Chain - The line of authority from top management to
the lowest ranks represents the scalar chain. Communications
should follow this chain. However, if following the chain
creates delays, cross-communications can be allowed if
agreed to by all parties and superiors are kept informed.
Second Level PCO Ranks - refers to police commissioned
officers below the third level ranks in the PNP.
Second Level PCNO Ranks - refers to all rank for police
noncommissioned officers.

Separation - is the termination of employment and official

relations of a PNP member who rendered less than 20 years
of active service in the government with payment of
corresponding benefits.

Stability of tenure of personnel - High employee turnover

is inefficient. Management should provide orderly personnel
planning and ensure that replacements are available to fill
vacancies.

Staffing - that is the whole personnel function of bringing in

and training the staff and maintaining favorable conditions of
work.

Subordination of individual interests to the general

interest – The interests of any one employee or group of
employees should not take precedence over the interests of
the organization as a whole.

Third Level PCO Ranks - refers to police commissioned

officers with the rank of Police Senior Superintendent and
higher.

Total Permanent Physical Disability - is any impairment of

the body which renders PNP member indefinitely incapable of
substantially performing the mandated duties and functions of
his position.

Transfer - refers to a change in job assignment.

Unity of Command - Every employee should receive orders

from only one superior.

Unity of Direction - Each group of organizational activities

that have the same objective should be directed by one
manager using one plan.

Waiver Program - refers to the waiver of the minimum age,

height, weight and educational requirements for the initial
appointment to the PNP pursuant to existing laws and
policies.

Waiver - the act of choosing not to use or require something

that you are allowed to have or that is usually required.

Welfare - the health, happiness, and fortunes of a person or

group.

Written documents - All decisions, rules and actions taken

by the organization are formulated and recorded in writing.
Written documents ensure that there is continuity of the
organization’s policies and procedures.