Key definitions and terms used
- A “Course” refers to a specialized field of academic study leading to a degree.
- A “Degree” is a title conferred upon completion of the required minimum credits of study of a particular academic discipline.
- “Education” refers to formal academic attainment required for optimum performance of a position.
- “Eligibility” is required for entrance in the career service and is conferred after passing Civil Service Commission examination (assembled/unassembled or specialized) conducted by the CSC or by departments/agencies with assistance of or coordination with the CSC.
- “Eligibility” includes passing of Board or Bar examinations given by the Professional Regulation Commission and the Supreme Court.
- “Experience” refers to skills or knowledge gained from previous employment in a public or private organization that enables better job performance, and must be relevant and material to the position’s duties and functions.
- “Relevant experience” is appropriate knowledge/skill with significant closeness and functional relationship to the qualification requirements.
- “Specialized experience” is a distinct line of knowledge/skill specifically required by the position.
- A “Subject” is a particular field of study knowledge included in the curriculum.
- “Training” is development of particular skills, knowledge, and ability acquired through formal or informal learning, usually measured in hours, days, or months.
General policies on substitutions
- Education, experience, or training shall be used interchangeably to offset deficiencies where necessary, except that civil service eligibility shall not be substituted.
- No substitution is allowed for deficiency in the education requirement for appointments to positions covered by Bar or Board examinations and other positions where law prescribes a specific minimum education or experience requirement, unless otherwise provided for by law.
- For appointments to first and second level positions, substitution for deficiency in the education requirement is allowed only for promotional appointments and only up to a maximum of two years.
- For appointments to positions covered by CSC Resolution No. 435 (series of 1980), MC # 10 (series of 1977), and other positions not requiring Civil Service eligibilities, substitution for deficiency in the education requirements is allowed.
- Only education, relevant experience, or training in excess of the minimum required may be used to offset deficiencies, following the rate of substitution prescribed.
- For appointment to entrance positions in any government agency, experience may not be required of those who meet the education requirement.
Rate of substitution for education
- For education, for every academic year of deficiency (unless otherwise provided), the deficiency may be offset by any combination of:
- One year of specialized/relevant experience; or
- Six months of relevant training grant; or
- Two hundred hours consisting of one or more specialized/relevant training or seminars.
- Where units in specialized courses are required, every three units of deficiency may be offset by any combination of:
- One year of specialized/relevant experience; or
- Two months of specialized training grant; or
- One Hundred hours consisting of one or more relevant training or seminars.
- Where a training course is required, deficiency may be offset by any combination of:
- One year of specialized/relevant experience; or
- Six units of relevant academic subject.
Rate of substitution for experience
- For experience, every six months of deficiency in specialized/relevant experience may be offset by any combination of:
- Six units of relevant academic subjects; or
- Two months of relevant training grant; or
- One Hundred hours consisting of one or more relevant in-service training or seminars.
Using and maintaining qualification standards
- The specific qualification standards used for filing a position are determined by the duties and responsibilities attached to the position; the position title indicates the occupational service and the particular group it belongs to.
- When the position title is not found in the agency’s Qualification Standards Manual, duties attached to the position must be compared with comparable and functionality-related positions in the approved Qualification Standards Manual of other agencies, and the approved standards of the comparable position may be used.
- If certain positions in the agency are not found in its Qualification Standards Manual, the agency must prepare and submit proposed qualification standards to the Civil Service Commission for approval.
Additional requirements for appointment consideration
- Meeting education, experience, civil service eligibility, and other special requirements is not sufficient by itself; the appointee must not possess any disqualifications embodied in the Civil Service Law and Rules, Presidential Decrees, and existing policies relative to civil service employment.
- When two or more applicants meet the minimum requirements, the agency must set objective criteria to determine who is most fit and meritorious.
Crediting education and training
- Education requirements in qualification standards refer to education acquired in schools duly accredited and/or recognized by the Philippine Government.
- An associate level of education means completion of 2 or 3 years of college work and is considered subprofessional.
- When all relevant in-service training hours and training grants obtained from abroad are not used for substitution for deficiencies in experience, they should be credited as education requirements when allowable at the rate of substitution specified.
Crediting experience and eligibility
- All relevant experience specified in the qualification standards is considered regardless of whether it was gained in private or government employment unless excluded by the Civil Service Commission.
- Experience submitted to fulfill experience requirements must be duly authenticated and certified by the approving agency.
- Experience gained on detail or under designation may be credited if satisfactory evidence is submitted to substantiate the claim.
- Civil service eligibilities resulting from:
- Bar or Board examinations, or
- Assembled specialized written examination conducted by the CSC or department/agencies with assistance or coordination with the CSC, and
- Eligibilities granted under PD 907 as amended, PD 997, and PD 1408
are allowed for permanent appointment to corresponding level positions in the career education, training, and experience and other requirements prescribed in approved qualification standards.
Physical and special requirements
- When additional specific requirements such as licenses, certificates, or character vouchers are needed for a position, applicants must submit such requirements before appointment consideration.
- Any physical condition that would prevent the applicant from performing the duties of the position is treated as a disqualifying factor even if other requirements are met.
Amending qualification standards schedules
- When changes occur in duties and responsibilities, or the position is reclassified and/or upgraded, the head of the particular government unit may request amendment of existing qualification standards.
- The amendment request must state the reasons/justifications and must include necessary documents in the letter-request.
- No amendment may be allowed within six months from the establishment of qualification standards without approval of the Civil Service Commission.
Updating qualification standards manuals
- Every department head/agency must update qualification standards for unique positions.
- The manual must include qualification standards for all positions/classes found in each respective agency.
- Every department head/agency must amend/revise its Qualification Standards Manual every five (5) years to keep it current.
Transitory and implementation direction
- The circular is adopted on June 04, 1991 and is issued for guidance in using and applying the substitution guidelines and qualification standards rules.