Personnel File
- A personnel file is created form him/her and all documents relating to his/her job shall be filed, i.e. appointment of service, details of leave application, notices, letters of promotion, etc. All these documents should be systematically filed so that easy reference could be made at any time.
Performance Evaluation
- The mid-year evaluation will be carried out every January and July.
- The evaluation of staff performance should be done objectively, accurately and fairly.
- The head of the office assesses his/her subordinates using the prescribed IPCR to discuss their achievement and shortcomings. It is a must that evaluation is carried out in the presence of the staff concerned, as this will enable the evaluator to point out the deficiency of the employee.
- The head of office should provide an excellent opportunity to the staff concerned to take remedial measures with a view to improving those areas of deficiency.
- The head of office should offer advises and encouragement pertaining to improved performance.
- The factors considered for evaluation are grouped as follows:
Communication
- Incoming and Outgoing communication must be properly logged.
Supply
- Use of supply must be properly logged.
Code of Conduct
- Safeguarding Information. Employees must not divulge records, plans or other data except as necessary in the course of the office, to anyone outsiders without proper authorization.
- Handling records. Employees must ensure all reports, and the like are factual and accurate. They must not destroy records except in accordance with the university’s prescribed procedures.
- Use of property and facilities. No equipment, tools, office supplies and facilities can be used for personal purpose without the permission of the head of office. Employees must care and preserve such property at all times.
- Work time. Employees must not evade their duties or waste time. They are expected to give a fair day’s work for a fair’s day pay. Absenteeism is to be kept at a minimum. Tardiness is to be avoided. Personal phone call must be limited. Employees are to stay on their place work except performance of duties requires.
- Giving or receiving gifts. Giving and receiving gifts, entertainment or any other benefit is not uncommon in the normal course of business relationships; however, any inferences of an inducement to conduct further business as a result of such benefit should be eliminated. Employees should not give, seek or accept any time of compensation that could be considered an inducement to conduct business.
- Summation. Employees must maintain the highest degree of honesty and integrity so that the Planning Office can conduct its operation with high degree of professionalism for the satisfaction of its clients.
- A professional standard of business attire is required of all employee.