I.

DISCIPLINARY PROCEDURE

I.1. Direct Personnel

Reference/
Process Flow Description Responsibility
Forms
Start
1. REPORT OF INCIDENT/CONCERN
1.1. Informs the Human Resource & Department
Submission of Administration Department of the case and Head
Incident Report to
HRAD - ER seek assistance as may be necessary.

2. INVESTIGATION
2.1. Begins administrative investigation as ER Supervisor
soon as possible or not later than ten (10)
days from the time-acquired knowledge of
the offense.
Issuance of show 2.2. Presents charges to erring employee
cause memo
by giving notice in writing, stating the
offense he is being charged and the
particular acts or omission constituting the
offense.
NOTE: The notice shall require the
employee to answer the charges and
Submission of explain in writing within five (5) days from
written explanation
to HRAD - ER receipt of the notice why no disciplinary
action should be taken against him.
Advising also the employee of the
scheduled date, time and place of the
investigation.
For cases that constitute grave
Administrative offenses Preventive Suspension (PS) may be
hearing/
investigation applied as deemed by investigating
committee. In this case the employee will
be Strictly prohibited to enter the office or
any branch premises during the suspension
period except if his presence will be
required during the investigation. No
Preventive Suspension shall last longer
Review/validation
of explanation
than 30 days.

2.3. Notifies erring employee of Concerned

investigation. Employee
2.3.1. Presents witness (es)
Notice of
investigation and pertinent reports and documents,
if any.
2.3.2. Asks if employee
admits committing the offense.
A
2.3.3. If he does, the
 A employee should be required to place
in writing his admission. Thereafter,
the investigation may be considered
closed.
2.3.4. If he denies the
offense, delves into the
circumstances of the case by
questioning him further.
3. DETERMINATION OF DISCIPLINARY ACTION
Documentation of 3.1. Determines the appropriate
results disciplinary action according to: Committee /
HRAD
3.1.1. Evaluates facts of
the case and gathers further
information to establish mitigating
and aggravating circumstances.
Deliberation 3.1.2. Determines
disciplinary action according to the
mitigating and aggravating
circumstances and the Code of
Conduct and disciplinary actions in
Decision for the table are the maximum
penalty prescribed.
3.1.3. Seeks the necessary
approval for the disciplinary action
considering the following levels of
authority (this level of authority is
based on the penalty prescribed by
this code not the one recommended
by the Immediate Superior/Manager).
4. ENFORCEMENT OF DISCIPLINARY ACTION
4.1. Decides not later than thirty (30) day
ER Supervisor
from the time the immediate superior of
Counseling/notice the erring employee acquired knowledge of
of disciplinary the offense.
action 4.2. Identifies the corresponding
disciplinary action.
4.3. Notifies and serves notice in writing
the employee of the decision.
4.4. Discuss notices for suspension or
dismissal with the Department Manager.
4.5. Implements after service of the
notice to the employee; ensuring the
purpose of the disciplinary action is
File related achieved.
document
5. RECORDS – The following records shall be
kept as evidence of the effective ER Supervisor
implementation of this procedure.
End
5.1. 201 File
I.2.Agency/Coop Personnel
Reference/
Process Flow Description Responsibility
Forms

Start

1. Informs HRAD c/o ER Section of the Branch Incident

Inform HRAD of
incident/case and seek assistance. Report
the incident/case

2. Receives/prepares formal notice HRAD – ER Endorsement

Prepare formal
with Cooperative Service Provider Section Letter
notice for
endorsement to for endorsement.
Service Provider

Review &
investigate the 3. Reviews and investigates the case. Cooperative
case Service
Provider

4. Prepares written notice as per Cooperative

reference to Code of Conduct Service
Prepare written
notice indicated on forwarded notice Provider
letter from HRAD c/o ER Section.
4.1. Written Reprimand
4.2. Suspension
4.3. Termination
4.4. EOC
Notify HRAD for
the Notice of Cooperative Notice Letter
Decision 5. Notifies HRAD c/o ER Section for
Service
the Notice of Decision.
Provider

End