Updated DepEd Promotion and Reclassification Guidelines

By Mark Anthony Llego / Teaching & Education / 23 Comments

Reclassification is a form of staffing modification and/or position classification action which may be
applied only when there has been a substantial change in the regular duties and responsibilities of the
incumbent of the position and which may result in a change in any or all of the position attributes:
position title, level and salary grade.

COMPARISON BETWEEN PROMOTION & RECLASSIFICATION OF POSITIONS

PROMOTION

refers to advancement from one position to another with an increase in duties and responsibilities and
usually accompanied by an increase in salary.

promotion may only be resorted if there is a vacant item due to retirement, promotion, transfer, etc.

there is a resulting vacancy of an item once a promotion occurred.

Needs three (3) rating period from the last appointment

RECLASSIFICATION

refers to the change in the position title requiring the issuance of an appointment with a corresponding
increase in rank and salary.

shall apply only to filled regular position in the national government (NBC 2005-5)

there is no vacant item once the item is reclassified.

Reclassification may only be allowed after three (3) consecutive years of at least VS or two (2)
consecutive years of Outstanding Performance from the effectivity of the latest appointment

PROMOTION

Education

Teacher II / Teacher III/ HT/ Principal I

BSEE/BSE or Bachelors Degree w/ 18 Professional Educ. Units

Bachelor’s degree in Elem. Education or Bachelor’s degree w/ 18 professional education units with 6 MA
units.

RECLASSIFICATION

Education

Teacher II

BSEE/BSE or Bachelors Degree w/ 18 Professional Educ. Units + 20 MA units

Teacher III/HT

BSEE/BSE + MA Equivalent

Principal I

BSEE/BSE + Master’s degree in the field of administration, supervision, leadership or management.

Principal II

BEE/BSE + Master’s degree plus 6 doctoral units

Principal III

BEE/BSE + Master’s degree plus 12 doctoral units

Principal IV

BEE/BSE + Master’s degree plus 24 doctoral units

NOTE: An approved Equivalents Record Form (ERF) is needed for both Promotion and Reclassification.

However, in some meritorious cases, a teacher without an approved ERF may be promoted to a vacant
Teacher II or Teacher III position using the school/District Ranking.

WHO MAY APPLY FOR RECLASSIFICATION?

Teacher I or Teacher II with at least 3 years experience as permanent in the current position may apply
for Teacher III/SPED provided they are holder of approved ERF

Teacher III with atleast 3 years experience in current position and with an approved ERF as Head
Teacher I-III may apply for reclassification to Head Teacher I (Ladderized)

Teacher III with atleast 3 years experience in current position and with an approved ranking for Master
Teacher may apply for reclassification for Master Teacher I
Head Teacher I, II, III, Master Teacher I and Principal I, II, or III with at least 3 years experience in current
position may apply for reclassification to next higher position. (Note: Head Teacher to qualify for
reclassification must be performing as school head)

REQUIREMENTS FOR RECLASSIFICATION

TEACHER 2 & TEACHER 3

Recommendation Letter from school head

Latest Service Record

Latest approved school ranking

4 Copies Approved ERF

SPED TEACHER, HEAD TEACHER & MASTER TEACHER

Recommendation Letter from school head

Recommendation from the SDS

Form 212

Latest Service Record

Latest approved school ranking

Performance Rating for the last 3 years signed by SDS

Approved ERF for SPED & HT/ Ranking for MT

Authenticated TOR and Curriculum

Plantilla with the name and item no. of the position to be reclassified

Position Description Form (PDF)

SREAT/List of teacher per subject area (Secondary: HT/MT)

Approved Class Program (For Master Teachers)

PRINCIPAL

Recommendation Letter from the PSDS

Recommendation from the SDS

Justification for the reclassification of position

Latest approved division ranking

Certification of non-availability of item

Position Description Form

NEAP Certification as to the result of NQEP taken and Basic Training Course for School Heads attended.

Certificates/Proofs of Outstanding Accomplishment

Form 212

Latest Service Record

Performance Rating for the last 3 consecutive years signed by SD

Ranklist for the current year

SREAT/DREAT for the current year

Plantilla with the name and item no. of the position to be reclassified

List of teachers under supervision w/ their respective plantilla item number

EXCEPTION TO (NEAP CERTIFICATION)

“APPLICANT MAY ALSO BE ALLOWED PROVIDED THE APPLICANT HAS SUPERIOR QUALIFICATIONS SUCH
AS”:

THE LAST 2 SCHOOL YRS BASED ON ANY THREE(3) OF THE FF:

a) National Achievement Test

b) Completion rate

c) Cohort survival rate

d) Drop Out Rate

e) those who achieved the maturity level of SBM practice and Level III accreditation introduced, adopted
and/or implemented innovations on curriculum instructions (i.e. Outstanding Accomplishment) certified
by the Schools Division Superintendent.

July 30, 2018

DBM Budget Circular No. 2018-3

GUIDELINES ON THE RECLASSIFICATION OF POSITIONS

1.0 Purpose

This Circular is issued to amend the guidelines on the reclassification oppositions as part of the mandate
of the Department of Budget and Management (DBM) to administer and maintain the Compensation
and Position Classification System (CPCS) in the government.

2.0 Coverage, Exclusion and Prohibition

2.1 Reclassification of positions shall apply only to filled regular positions in the national government
covered by or following the CPCS established under Republic Act (RA) No. 6758′, as amended.

2.2 Reclassification of positions shall not apply in the case of casual and contractual positions in view of
their limited tenure.

2.3 The reclassification of filled positions in local government units is prohibited in view of Section 325
(f) of RA. No. 71601 2, s. 1991.
3.0 Class Categories

Pursuant to Section (3)(a) of Congress Joint Resolution No. 4, s. 20093. the classes of positions under the
CPCS shall be categorized as follows:

3.1 Sub-Professional category – This category includes positions involved in structured work in support
of office operations or those engaged in crafts, trades, manual or clerical work.

3.2 Professional category – This category includes positions performing work requiring the exercise of
profession or application of knowledge acquired through formal training in a particular field or the
exercise of a natural, creative and artistic ability or talent in arts and letters. Also included in this
category are positions involved in research and application of professional knowledge and methods to a
variety of technological, economic, social, industrial, and governmental functions.

3.3 Executive category – This category includes managerial positions involved in the execution of laws,
rules and regulations, in the legislation of laws and ordinances, and in the administration of justice.

4.0 Guidelines

4.1 Reclassification is a form of staffing modification or position classification action which is applied
only when there is warranted substantial change in the regular duties of the incumbent of the position.

It generally involves a change in any or all of the position attributes, i.e., position title, salary grade or
position level. However, if the salary grade of the position is maintained, the staffmg/classification
action is deemed a retitling, provided that the new position title belongs to the same occupational
group.

Reclassification of positions shall be subject to approval of the DBM.

4.2 Reclassification may be applied in the following cases:

4.2.1 There are changes in the level/category of the government entity which will bear on the level of
key positions;

4.2.2 There are changes in the quantitative and other factors used in determining the appropriate
position and level in accordance with existing position classification standards;

4.2.3 The reclassification of a position is provided by law or Presidential authority; or

4.2.4 Other meritorious cases as may be determined by the DBM.

4.3.1 Implementation of the Equivalents Record Forms (ERFs) of teachers pursuant to Section 14 of
Presidential Decree No. 985. as implemented by DBM Circular Letter No. 84-4 dated May 30, 1984 and
Budget Circular No. 2004-1 dated January 23, 2004;

4.3.2 Implementation of the Master Teachers career path provided under Executive Order No. 500
dated March 21, 1978, as implemented by National Budget Circular (NBC) No. 303 dated April 10, 1979
and National Compensation Circular No. 24 dated May 20. 1983: and

4.3.3 Implementation of NBC No. 461 dated June 1, 1998 for faculty members of SUCs, higher education
institutions, and TESDA technical education institutions, and of NBC No. 308 dated May 28, 1979 in the
case of faculty members of the University of the Philippines System and the Mindanao State University
System.

4.4 A position may be reclassified only within the same class category, as described under Item 3.0 of
this Circular.

Accordingly, the previous policy which allows reclassification to a different class category is hereby
rescinded.

4.5 The reclassification may involve an upward or downward change in the classification of a position,
but not to exceed one (1) position level\ except those enumerated under Items 4.2.1 to 4.2.3 and 4.3 of
this Circular.

4.6 To preserve meritocracy and fitness in the civil service, a position may be reclassified only if the
present incumbent fully meets the qualification standards prescribed by the Civil Service Commission
(CSC) for the position, as reclassified.

4.7 The reclassification shall not result in a distortion in the hierarchy and mix of positions in the staffing
pattern nor in the organizational structure, not only within the unit where said position is deployed, but
also among equivalent or parallel units in the agency.

4.8 The following shall not be used as bases for the reclassification of position:

4.8.1 New duties/assignments which are temporary in nature;

4.8.2 Non-performance of the regular duties and responsibilities of a position by reason of the
incumbent’s inability or incompetence; and
4.8.3 Qualifications of the incumbent except those enumerated under 4.3 of this Circular.

4.9 Reclassification shall not apply to vacant regular positions which necessitate changes in their position
titles for being under any of the instances cited in Item 4.2 of this Circular. Instead, the conversion of
positions shall be effected, i.e., the items shall be abolished and in their stead, the appropriate positions
shall be created.

4.10 Agency proposals for reclassification of positions, as endorsed by the respective agency head, shall
be submitted to the DBM Bureau or Regional Office concerned, together with the following documents:

4.10.1 Duly accomplished Position Description Form (PDF), including the Unique Item No. of the position
to be reclassified per latest Personnel Services Itemization and Plantilia of Personnel (PSIPoP);

4.10.2 Statement of functions of the unit where the position belongs;

4.10.3 Justification for the reclassification of positions;

4.10.4 A certification that the incumbent fully meets the qualification standards set by the CSC for the
position as reclassified;

4.10.5 If no amount is appropriated specifically for the reclassification of positions, identification of

4.10.6 Other documents that DBM may require in the evaluation of proposals.

4.11 Agencies which have been granted budget flexibilities by the DBM may reclassify filled positions
provided, that, the incumbents fully meet the CSC’s qualification standards requirement for the
positions, as reclassified; such are in accordance with position classification standards; and such are
within their budget management authorities. Any additional funding requirement shall be sourced out
of the abolition of vacant positions. If found in order, the DBM shall issue the corresponding Notice of
Organization, Staffing and Compensation Action to formalize the change in the agency staffing pattern.
However, if upon review the reclassification actions made by the agencies are not in order, the DBM
reserves the right to make modifications therein.

5.0 Resolution of Cases

Cases not covered by the provisions of this Circular shall be referred to the DBM for resolution.

6.0 Repealing Clause

This Circular repeals and supersedes Budget Circular No. 2005-5? dated August 16, 2005.
7.0 Effectivity

This Circular shall take effect immediately.

BENJAMIN E. DIOKNO

Secretary

DBM Budget Circular No. 2005-5

RECLASSIFICATION OF POSITIONS GUIDELINES

1.0 Purpose

After consultations were made with the Civil Service Commission (CSC), this Circular is issued to
prescribe the guidelines relative to the reclassification of positions in the government.

2.0 Coverage, Exemptions and Prohibitions

2.1 Reclassification of positions shall apply only to filled regular positions in the national government
covered by or following the Position Classification and Compensation System established under RA No.
6758.

2.2 In view of their tenure, casual and contractual positions shall not be reclassified. Once vacated, new
positions may be created instead.

2.3 The reclassification of filled positions in local government units is prohibited in view of Section 325
(f), RA No. 7160 (Local Government Code of 1991).

3.0 Policy Guidelines

3.1 Reclassification is a form of staffing modification and/or position classification action which may be
applied only when there has been a substantial change in the regular duties and responsibilities of the
incumbent of the position and which may result in a change in any or all of the position attributes:
position title, level and salary grade.

3.1.1 Such reclassification, however, should not result in a distortion in the staffing pattern nor in an
unauthorized change in organizational structure or leveling, not only within the unit where said position
is deployed, but also among equivalent or parallel structures in the agency.

3.1.2 Reclassification generally involves a change in the position title and may be accompanied by an
upward or downward change in salary grade. However, if the salary grade of the position is maintained,
the staffing modification and/or position classification action is deemed as retitling, provided that such is
within the same occupational group.
3.2 Reclassification may also be applied when:

3.2.1 There are changes in the level/category of the government entity which will bear on the level of
key positions, e.g., President and Vice-President positions in state universities and colleges (SUCs) and
General Manager, Assistant General Manager, and other Managerial positions in Local Water Districts;

3.2.2 There are changes in quantitative factors used in determining the appropriate position and level in
accordance with existing position classification standards, e.g., coverage of agricultural facility for
certain positions under the Department of Agriculture;

3.2.3 There are changes in the position titles and salary grades in the Index of Occupational Services,
Position Titles and Salary Grades approved by the DBM; and

3.2.4 The reclassification of a position is provided by law or Presidential authority.

3.3 The following shall not be used as bases for the reclassification of positions:

3.3.1 Non-performance of the regular duties and responsibilities of a position by reason of the
incumbent’s inability or incompetence;

3.3.2 New duties/assignments which are temporary in nature;

3.3.3 Qualifications of the incumbent except those enumerated in Sub-items 3.4.1 to 3.4.3 of this
Circular.

3.4 The following are the instances when reclassification is based on the qualifications of the incumbent:

3.4.1 Implementation of the Equivalents Record Forms (ERFs) of teachers pursuant to Section 14 of
Presidential Decree No. 985, as implemented by DBM Circular Letter No. 84-4 dated May 30, 1984 and
Budget Circular No. 2004-1 dated January 23, 2004;

3.4.2 Implementation of the Master Teachers career path provided under Executive Order No. 500
dated March 21, 1978, as implemented by National Budget Circular (NBC) No. 303 dated April 10, 1979
and National Compensation Circular No. 24 dated May 20, 1983; and

3.4.3 Implementation of NBC No. 461 dated June 1, 1998 for faculty members of SUCs, higher education
institutions, and TESDA technical education institutions, and of NBC No. 308*dated May 28, 1979 in the
case of faculty members of the University of the Philippines System and the Mindanao State University
System.
3.5 A position may be reclassified if the incumbent fully meets the CSC’s qualification standards
requirement for the position as reclassified, pursuant to CSC law, rules and regulations.

3.6 Reclassification shall not apply to vacant regular positions which necessitate changes in their position
titles for being under any of the instances cited in Sub-items 3.2.1 to 3.2.4. Instead, they shall be
converted, i.e., they shall be abolished and the appropriate positions shall be created.

4.0 Procedural Guidelines

4.1 Government agencies shall submit to the DBM Budget and Management Bureau or Regional Office
concerned their requests for reclassification of positions as endorsed by agency heads, together with the
following:

4.1.1 Duly accomplished Position Description Forms (PDFs);

4.1.2 Organization, functional and position charts;

4.1.3 Justification for the reclassification of the positions;

4.1.4 A certification that the incumbent’ fully meets the qualification standards requirement for the
position as reclassified, pursuant to CSC rules and regulations.

4.1.5 If no amount is appropriated specifically for the reclassification of positions, a proposal to

4.1.6 Justification for the abolition of the funded vacant positions by considering the effects on the
operation of the affected units.

4.2 The analysts in the DBM Office concerned shall evaluate the request. Should there be a need to.
validate, clarify or supplement information gathered from the PDFs, the agencies shall assist the DBM
analyst in his/her conduct of position/work audit.

4.3 An agency shall be informed of the approval of the reclassification of positions through a Notice of
Organization, Staffing and Compensation Action (NOSCA) or through a DBM letter, as the case may be;
otherwise, the agency shall be informed of the denial action through a DBM letter.

4.4 A request for reconsideration may be made within thirty (30) calendar days after receipt of the
NOSCA/DBM action.
4.5 Agencies which have been granted budget flexibilities by the DBM may reclassify filled positions
provided that the conditions in item 3.5 are satisfied; that such are in accordance with the position
classification standards and that such are within their budget management authorities. Any additional
funding requirement shall be sourced out of the abolition of funded vacant positions. Upon receipt of
the budgetary actions made by the agency, the DBM analyst concerned shall evaluate the same. If found
in order, the corresponding NOSCA shall be prepared to formalize the change in the GMIS database,
subject to approval of the DBM, authorities concerned. The NOSCA shall be issued to the agency.
However, if upon receipt of the budgetary actions, the reclassification actions made by agencies are not
in order, the DBM reserves the right, to make alterations therein.

4.6 In the implementation of reclassification action, the following salary rules shall apply.

4.6.1 An employee whose position is reclassified without change in salary grade shall continue to be paid
his present salary.

4.6.2 If reclassified to a position with a higher salary grade, the following salary rules on promotion shall
apply:

4.6.2.1 If the basic salary of the employee in his former position is below the hiring rate of the
reclassified position, the employee shall be allowed the 1st step or the hiring rate;

4.6.2.2 If the present salary falls in-between steps, the employee shall be allowed the higher step;

4.6.2.3 If the present salary is in excess of the maximum or 8lh Step, the employee shall be allowed to
continue to receive his/her present salary with the excess over the 8lh Step treated as ’.‘transition
allowance” which shall be deducted from any future salary adjustment of the employee.

4.6.3 If to a lower salary grade, the employee shall be allowed to continue to receive his/her present
salary.

5.0 Saving Clause

Cases not covered by the Circular shall be referred to the Department of Budget and Management for
resolution.

6.0 Effectivity

This Circular shall take effect immediately.