Legal basis and governing mandate
- The Rules are adopted pursuant to Title VI of Republic Act No. 7157 (the Philippine Foreign Service Act of 1991).
- Republic Act No. 7157 was approved on 21 September 1991 and took effect on 11 October 1991.
- The Board’s mandate covers matters “pertaining to the Board,” including the conduct of foreign service examinations.
Purpose and policy in examinations
- The Rules establish a system for examinations for the Career Foreign Service Corps.
- The Board prepares examinations through defined processes for validity and relevance, and facilitates psychological testing for fitness for higher responsibilities.
- The Rules require clear qualification standards and procedural safeguards to govern examination questions, administration, grading, and deliberations.
Board organization and Secretariat
- The Board of Foreign Service Examinations is composed of:
- Chairman: Undersecretary of Foreign Affairs; and
- Members: Assistant Secretary, DFA Office of Personnel and Administrative Services and Commissioner, Civil Service Commission.
- The Board Secretary is Director, Foreign Service Institute.
- A Secretariat assists the Board and is composed of a Foreign Service Officer and staff assigned by the Secretary.
- An Assistant Board Secretary is appointed to oversee Secretariat work and assist the Board Secretary.
- If there is no official Board Secretary (e.g., vacancy in the Director, Foreign Service Institute), the Secretary of Foreign Affairs designates a Foreign Service Officer as Acting Board Secretary.
Examination coverage and examination frequency
- The Board conducts examinations for Career Ministers, Foreign Service Officers (FSOs), Foreign Service Staff Officers (FSSOs), and Foreign Service Staff Employees (FSSEs).
- Examinations for Career Ministers and Foreign Service Officers are conducted at least once a year.
- Examinations for FSSOs and FSSEs are conducted at least once every two (2) years or whenever necessary.
- The Board determines the subjects and is responsible for preparing and grading examination papers on those specified subjects.
- The Board facilitates psychological examinations that test stress points, emotional stability, and overall fitness for higher responsibilities.
- The Board sets qualification standards and establishes rules governing the examination process and the giving of final passing marks.
- The Board continually reviews the examination systems to assess relevance, effectiveness, and validity given changing conditions and service needs, and may conduct special studies and solicit assistance from the Foreign Service Institute or other government institutions and experts.
- The Board meets at least once every six (6) months, or whenever called by the Chairman.
Appointment recommendations and certifications
- After examinations, the Board announces the final ratings of examinees.
- For successful examinees for Career Ministers and FSOs, the Board:
- recommends to the Secretary of Foreign Affairs for appointment by the President of the Philippines as Foreign Service Officers, Class IV.
- For Career Ministers, the Board certifies to the Board of Foreign Service Administration the nominees for the position of Career Ministers.
- For FSSOs and FSSEs, the Board certifies to the Office of Personnel and Administrative Services, which later recommends to the Board of Foreign Service Administration, the names of career foreign service staff who successfully passed the examinations.
- The Board certifies results in a manner that allows subsequent recommendation/processing by the named offices or boards.
Qualification requirements for applicants
- The Board enforces basic requirements for all applicants to the examinations.
Career Ministers
- Career Ministers require Foreign Service Officers, Class 1, who have completed at least two (2) years of “very satisfactory” service in the rank.
Foreign Service Officers, Class IV
- Applicants for Foreign Service Officers, Class IV must meet all requirements:
- Academic training: at least a 4-year Bachelor’s Degree or its equivalent;
- Practical experience: preferably two (2) years of work experience from the time the Bachelor’s Degree was received;
- Age: less than 36 years old at the date of the examinations;
- Citizenship/residency: Filipino citizen and permanent resident of the Philippines; and
- Fitness and character: physically and psychologically fit, and of good moral character.
Foreign Service Staff Officers (FSSO)
- Examinations for FSSO qualify applicants for appointment to FSSO Rank IV (lowest rank) and are competitive and open to:
- personnel of the Department; and
- outsiders.
- FSSO requirements:
- Academic training: Bachelor’s degree;
- Age: not more than 35 years old at the date of the examination;
- Citizenship/residency: Filipino citizen and permanent resident of the Philippines; and
- Fitness and character: physically and mentally fit, and of good moral character.
Foreign Service Staff Employees (FSSE)
- Examinations for FSSE qualify applicants to FSSE III (lowest rank) and are open to:
- personnel of the Department; and
- outsiders.
- FSSE requirements:
- Academic training: completed at least three (3) years of college work;
- Age: at least 20 but not more than 30 years of age;
- Citizenship/residency: Filipino citizen and permanent resident of the Philippines; and
- Fitness and character: mentally and physically fit, and of good moral character.
Common qualification rules
- A Filipino of either sex who is married to an alien may not take the examinations unless there is written consent of the Secretary of Foreign Affairs.
- Any person holding a responsible position in the service—meaning the Department of Foreign Affairs or the Foreign Service Institute—for at least two (2) years prior to the date of the examinations may take the examinations regardless of the maximum age limit prescribed.
- Eligibility for appointment to a permanent item in the career service requires citizenship and permanent residence in the Philippines:
- No person shall be eligible for appointment to a permanent item in the career service to whatever rank or class who is not a citizen and permanent resident of the Philippines at the time of appointment and, thereafter, for the entire duration of tenure in the Department.
- Those who secured permanent residence status in a foreign country cannot be appointed to a permanent item in the career service unless they have given up said status for at least one (1) year and established permanent residence in the Philippines for at least the same period.
- Civil service eligibility and priority:
- Those who successfully pass the FSSO and FSSE examinations acquire the corresponding Civil Service eligibilities.
- Priority employment is given to those who passed the FSSO and FSSE examinations conducted by the Board.
Filing, schedules, and examination conduct
- The Board decides examination dates and announces them at least four (4) months before the date.
- The Board defines the scope of examinations according to knowledge, skills, and attitudes expected from the rank positions to be filled.
- The Secretariat processes applications and ensures all requirements are followed.
- Examiners are selected from among senior officials of the Foreign Service Corps and other competent government officers/institutions; consultants may be invited from non-governmental institutions.
- Examiners receive specific instructions on formulating examination questions and correcting test papers.
- Exam questions:
- Examiners submit test questions in handwritten form, duly signed, placed in sealed envelopes.
- The Board opens the sealed envelopes, after which members select questions they find most appropriate; quorum is required in these meetings.
- Reproduction of test questions must be confidential; only the Board Secretary and/or Assistant and one staff member are present.
- Reproduced test questions are sealed and opened only on the day of the appointed examinations.
- Proctors monitor examinees and the examination process under a set of rules guiding proper monitoring; proctors are briefed by the Board Secretary or Assistant before examination dates.
- Rules governing examinations are made clear to examinees, and violations can disqualify them from further taking the examinations.
- Examinee results notification:
- Examinees are notified as soon as possible of results, including their individual subject ratings.
- Board decisions on final ratings are final.
- Confidentiality and conflict handling:
- Deliberations on results are held in confidentiality.
- Board members do not intervene in deliberations affecting any member of his family or his interests.
- Applicants who decline appointment:
- Prospective Foreign Service Officers who decline to accept appointment within one (1) year from the date they were offered the appointment must take and pass the examinations again to be eligible for an initial appointment.
- Repeated attempts:
- There is no limit to the number of times one may take the examinations as long as the candidate is within the age limit.
Public announcements and application timelines
- Foreign Service Officers’ examinations are conducted at least once a year at an appointed schedule.
- Announcements of scheduled Foreign Service Officers’ examinations are made public at least four (4) months before the due date.
- Applications for Foreign Service Officers’ examinations are received at least two (2) months before the examination date.
- Career Ministers’ examinations are conducted at least once a year at an appointed time.
Amendment authority and separability
- The Board of Foreign Service Examinations may amend or modify these Rules as necessary.