Civil Service Commission Rules Governing Part-Time Faculty in Philippine State Universities and Colleges

Philippine legal context; practitioner-oriented overview

I. Why this topic matters

State Universities and Colleges (SUCs) frequently rely on part-time faculty to address enrollment spikes, specialized courses, and gaps in full-time staffing. Because SUCs are government instrumentalities, all engagements that look like “teaching work in government” trigger the Civil Service Law—whether the person is full-time or part-time. Mislabeling a hire (e.g., calling a government job a mere “honorarium”) can expose the SUC and its officials to audit disallowances and administrative liability. This article consolidates, in one place, the core rules that govern part-time faculty in SUCs and how those rules interact with CHED, DBM, and internal Board of Regents (BOR) policies.

II. Legal foundation and institutional actors

1987 Constitution, Art. IX-B (Civil Service): Establishes the Civil Service Commission (CSC) and the merit-based system for all branches, subdivisions, instrumentalities, and GOCCs with original charters (which include SUCs).
Administrative Code of 1987: Frames the civil service, appointments, and personnel actions.
RA 8292 (Higher Education Modernization Act): Vests governance of each SUC in its Board of Regents (BOR)—including authority to create positions, set policies, and approve personnel actions—subject to CSC, DBM, and COA rules.
CSC issuances:
- Omnibus Rules on Appointments and Other Human Resource Actions (ORA-OHRA/ORA-OPA), as revised, and related Memorandum Circulars (MCs) govern appointment types, qualification standards (QS), employment status, and leaves/discipline for government personnel, including faculty.
- Revised Rules on Administrative Cases in the Civil Service (RRACCS) govern investigation and discipline.
DBM issuances: General Appropriations Act (GAA), National Budget Circulars, and SUC-specific standards (e.g., faculty rank allocation, compensation items) govern whether a position exists, how it is funded, and at what rate.
CHED issuances: Set academic standards (curriculum, minimum faculty qualifications) and quality assurance. CHED does not authorize personnel actions; it sets the academic bar your HR actions must respect.
COA: Audits the legality and regularity of compensation.
Other laws commonly implicated:
- RA 8291 (GSIS), RA 7875/11223 (PhilHealth), HDMF (Pag-IBIG) for social insurance coverage;
- RA 6713 (Code of Conduct), RA 3019 (Anti-Graft), EO 292 Book V on civil service ethics and discipline;
- Labor Code generally does not apply to government employees with civil service appointments (but can apply to non-employee engagements like Job Orders).

III. What “part-time faculty” means in SUCs

“Part-time” is a workload/time-basis descriptor, not a rank, and not automatically a tenure status. It typically covers teaching engagements less than the normal full-time hours prescribed for SUC faculty and/or limited to certain subjects or terms. Key distinctions:

Plantilla Part-Time Appointment (Civil Service employee):
- Issued when the SUC has created a plantilla position that is part-time or allows part-time service in a faculty rank (e.g., Instructor I—part-time).
- Requires a CSC-approved appointment (Permanent/Temporary, as applicable).
- Subject to CSC rules on merit selection, QS, performance, leave (if applicable), and discipline.
- Paid from Personal Services (PS) and reflected on payroll; subject to GSIS/PhilHealth/HDMF as applicable.
Non-Plantilla Engagements (not Civil Service employees):
- Contract of Service (COS) or Job Order (JO) to deliver specific outputs; no employer-employee relationship with the government, no career service status, no leave benefits, no GSIS (but PhilHealth/HDMF may apply under separate rules).
- Often used to bring in practitioners to teach limited hours.
- Not an appointment; CSC does not process these; COA/DBM and SUC’s procurement/budget controls still apply.
- Must not be used to fill regular, continuing government functions when there should be a plantilla item.
Honorarium or Professional Services (e.g., resource person):
- For incidental lectures or short-term tasks; not a substitute for teaching loads that constitute a continuing function.

Practical rule of thumb: If the role walks and talks like a government teaching position (recurring classes, semester-after-semester, assigned in the timetable), it should be under a CSC appointment (plantilla—full or part-time). Use COS/JO only for truly non-regular, output-based engagements.

IV. Appointment types and security of tenure

Permanent appointment (even if part-time) requires the appointee to fully meet the QS (education, experience, training, and eligibility, if required).
Temporary appointment may be used if QS are not fully met (often because of eligibility or experience gaps) but the position is needed; tenure lasts until filled by a qualified permanent appointee or until the end of the school term/need, whichever is earlier, per the appointment terms and CSC rules.
Co-terminous appointments (with the project, program, or appointing authority) may be used if the funding or mandate is time-bound.
Contractual (under PS) and Casual categories are generally not appropriate for teaching positions that are continuing, unless DBM and CSC frameworks specifically allow them for a legally defined temporary need.

Security of tenure arises only from a valid permanent appointment to a regular position. A part-time permanent appointee has tenure within the scope of the part-time item. Temporary, co-terminous, COS, JO, and honorarium arrangements do not confer tenure.

V. Qualification Standards (QS) for part-time faculty

QS come from the approved government QS for faculty ranks (DBM-approved and CSC-recognized), often mirrored by CHED minimums (e.g., appropriate degree, units in specialization).
Part-time status does not waive QS. If the SUC wants to hire a practitioner who does not meet QS, the proper instrument is typically COS/JO (non-employee) or a Temporary appointment if permissible.
Licensure/eligibility: Some faculty ranks require no PRC eligibility (faculty ranks are professional/academic), but if the subject requires a license (e.g., Nursing, Engineering practicum), licensure may be part of QS or academic policy.

VI. Recruitment, selection, and appointment workflow

Establish need and funding:
- Ensure a plantilla item exists (for CSC appointments) and PS budget is available.
- For non-plantilla: ensure COS/JO funding under MOOE and output-based terms.
Publish/announce vacancy (for plantilla positions), observe merit selection and Equal Opportunity policies.
Screening and ranking: HRMPSB/selection board proceedings and documented QS verification.
BOR or delegated authority approval (depends on SUC policies) subject to CSC rules.
Issue appointment (if plantilla) and submit to CSC for attestation within the prescribed period.
Onboarding: oath, assumption, 201 file, designation of teaching load in the official timetable.

VII. Work hours, loads, and multiple engagements

Full-time faculty meet the SUC’s normal workweek; part-time faculty carry less than full-time loads defined in the SUC’s faculty manual/BOR policy, in harmony with DBM workload and teaching hour references.
Computation: Teaching loads for part-time are expressed in hours/units per week/term, with corresponding pro-rata compensation.
Multiple government engagements: A part-time faculty member may teach in another SUC/agency if no conflict of interest and hours do not overlap; double compensation prohibitions apply (no being paid twice for the same time by two government entities). Authority/clearance from the SUC may be required.
Outside private practice: Generally allowed for part-time appointees if no conflict, no use of government time/resources without authority, and subject to ethics and conflict-of-interest rules; some SUCs require disclosure/permission.

VIII. Pay, benefits, and leave—who gets what?

A. Plantilla part-time (with CSC appointment):

Salary: Pro-rated based on authorized weekly hours/load vis-à-vis the full-time equivalent for the rank. Paid from PS with standard deductions.
Step increments and PERA/ACA/SSL-related benefits: Applied pro-rata where the benefit is time-based or rate-based.
GSIS/PhilHealth/HDMF: Coverage generally attaches to employees with appointments; contributions are computed pro-rata. (Exact coverage thresholds and contribution rules depend on the governing social insurance laws and implementing rules.)
Leave credits: Faculty leave systems differ from typical 15-15 leave; SUCs often apply a faculty leave system aligned with the academic calendar. Part-time appointees’ leave, if any, is pro-rata and must be expressly provided by policy. Some SUCs treat part-time hours as no leave credits but with pay only for hours actually rendered, consistent with CSC/DBM guidance for time-based compensation—check the SUC’s BOR-approved faculty manual aligned with CSC rules.
13th month/Year-End benefits and Cash Gift: Provided pro-rata to government employees subject to national rules.

B. COS/JO (non-employees):

Professional fee/hourly rate from MOOE, no step increments, no GSIS, no leave, no YEB/Cash Gift as government employees. They may be required to secure their own PhilHealth/HDMF as self-employed/individual payors.
No employer-employee relationship; deliverables must be output-based.

IX. Academic rank, promotion, and evaluation

Part-time appointees may hold faculty ranks (e.g., Instructor, Assistant Professor) if plantilla and QS support it.
Promotion requires meeting QS for the higher rank and availability of item/funds; service credit as part-time is typically counted pro-rata for experience and longevity, as expressly allowed by CSC/DBM/CHED and SUC policy.
Performance: Covered by the SUC’s performance management system (e.g., OPCR/IPCR/SF). For COS/JO, use output acceptance rather than IPCR.

X. Academic freedom, IP, and classroom governance

SUCs enjoy institutional academic freedom; individual academic freedom is respected within institutional policies.
Syllabi, course materials, and IP created by part-time faculty may be works for hire or jointly owned depending on SUC policy and IP law; clear clauses in the appointment/engagement or faculty manual avoid later disputes.
Assessment and grading: Part-time faculty must comply with SUC assessment policies, data privacy rules, and CHED standards.

XI. Ethics, conflicts, and incompatibilities

RA 6713 and RA 3019 apply to employees (plantilla, part-time included).
Gifts, tutoring for pay using SUC premises/resources, steering students to paid services, or textbook self-dealing must pass conflict-of-interest scrutiny and SUC approval rules.
Nepotism: For appointment to plantilla positions, civil service anti-nepotism rules apply (with typical academic-rank exceptions only as allowed by law).

XII. Discipline, due process, and non-renewal

Employees (with appointments): Covered by RRACCS. Grounds, investigation, preventive suspension, and penalties follow CSC law.
Temporary appointees may be separated for bonafide reasons per rules (e.g., position filled by one who meets QS) with proper notice; still entitled to due process for administrative charges.
COS/JO: Governed by contract terms; administrative jurisdiction under CSC does not apply because there is no civil service status—however, criminal/administrative liability of public officers (e.g., approving officials) and COA remedies still apply.
Non-renewal at the end of a semester/term for part-time appointments may lawfully occur due to lack of load, funding, or program changes, provided the reason is legitimate and not retaliatory or discriminatory, and any notice requirements in SUC policy are observed.

XIII. Common compliance pitfalls (and how to avoid them)

Using COS/JO for semester-long teaching that is plainly a regular function. Fix: Create/activate plantilla items or use lawful temporary appointments; reserve COS/JO for truly output-based services.
Appointment without QS or missing documentary proof (transcripts, licenses). Fix: Verify QS before issuance; use Temporary only where rules allow, and time-bound the appointment.
Double-pay or overlapping schedules across agencies. Fix: Keep a master schedule; secure clearances; require time sheets that prove no overlaps.
Paying benefits to non-employees or withholding employee benefits from appointees. Fix: Align benefits to status (employee vs non-employee), and compute pro-rata correctly.
Failure to submit appointments for CSC attestation on time. Fix: Calendar the submission window; pre-clear unusual cases with CSC Field Office.
Mismatched funding source (PS vs MOOE). Fix: Pay plantilla appointees from PS; COS/JO from MOOE; keep documentation for COA.

XIV. Governance inside the SUC: who decides what?

BOR: Creates positions, approves staffing patterns and compensation policies within national rules; may delegate routine personnel approvals to the SUC President.
SUC President/HR: Runs merit selection, issues appointments, ensures CSC/DBM/COA compliance.
Deans/Chairs: Recommend loads, verify QS alignment to subject assignments.
Budget/Accounting: Enforces correct charge to PS vs MOOE and benefit deductions.
Internal Audit/Legal: Pre-screens atypical engagements, avoids audit disallowances.

XV. Decision tree (quick reference)

Is the teaching engagement a regular, timetable-based SUC function?
- Yes → Use a CSC appointment (plantilla), part-time if less than full load.
- No → Consider COS/JO with output-based TOR.
Does the person meet QS for the rank?
- Yes → Permanent (if item exists).
- No → Temporary (if rules allow) or COS/JO.
Are funding and item available?
- Yes → Charge to PS; compute pay pro-rata.
- No → Refrain or restructure as lawful non-plantilla engagement (if truly output-based).

XVI. Model policy clauses you can adapt (plain-English templates)

Definition (Part-Time Faculty): A faculty member appointed to a plantilla faculty rank with an authorized workload of less than the full-time equivalent, assigned to teach specific courses within an academic term and compensated pro-rata from Personal Services.

Engagement Hierarchy: Teaching services that constitute regular SUC functions shall be rendered through civil service appointments. COS/JO shall be used only for non-regular, output-based assignments and shall not be used to fill plantilla functions.

Multiple Engagements: Part-time faculty shall disclose all other government engagements. No schedules may overlap, and compensation shall not be duplicated for the same time period.

Benefits and Deductions: Part-time faculty with appointments are government employees; applicable benefits and deductions shall be computed pro-rata in accordance with national rules.

Qualification Standards: Part-time faculty shall meet the QS of the rank. Where QS are not fully met and the appointment is nonetheless necessary, a Temporary appointment may be issued subject to law.

Term and Non-Renewal: Part-time appointments may be limited to an academic term and are renewable subject to need, funding, and performance, without prejudice to tenure rules applicable to permanent appointments.

XVII. Frequently asked questions

Q1: Can a part-time faculty member ever have “tenure”? A: Yes, if the person holds a permanent appointment to a regular part-time plantilla item and meets QS. The tenure attaches to that part-time item, not to any additional hours elsewhere.

Q2: Can we pay a practicing lawyer/engineer to teach just one subject this semester via COS? A: Yes, if treated as output-based professional services and not as a continuing teaching load. If the need is recurring and timetable-based, use a CSC appointment.

Q3: Are part-time appointees entitled to leave? A: Only if SUC policy (aligned with CSC/DBM) provides it and the benefit is applicable pro-rata. Many SUCs treat part-time faculty as paid for contact hours rendered with no leave accrual unless expressly granted.

Q4: Can a full-time government employee elsewhere moonlight as part-time SUC faculty? A: Often yes, with clearances and non-overlap of hours, and subject to conflict-of-interest and double compensation prohibitions.

Q5: Who decides teaching loads for part-time faculty? A: The Dean/Chair recommends; the President/BOR (or delegated authority) approves within SUC policy and budget.

XVIII. Action checklist for SUC HR/Deans

Confirm nature of work: regular timetable teaching vs. output-based.
Check QS and collect proofs.
Verify item and PS funding (for appointments) or MOOE (for COS/JO).
Ensure merit selection/HRMPSB proceedings (appointments).
Prepare clear TOR (for COS/JO) with outputs, not hours.
Align benefits/deductions to employee vs. non-employee status.
Submit appointments for CSC attestation timely.
Keep non-overlap schedules and conflict-of-interest disclosures on file.
Use renewal memos that state bona fide bases (need, funding, performance).
Periodically audit engagements to prevent COA disallowances.

XIX. Final notes and prudent cautions

Specific numbers (e.g., maximum teaching hours, exact benefit formulas) are often set in DBM circulars and your SUC’s BOR-approved faculty manual that must conform to CSC/DBM/COA rules. Always reconcile the national rule with the local policy in force.
When in doubt, treat repeated, timetable-based teaching as a civil service appointment matter, not as an honorarium or COS/JO.
Keep the documentation tight: QS, selection records, funding proofs, time records, and non-overlap certifications are your best defense in audit and CSC review.

This article is intended as a practical, Philippine law–aligned guide for SUCs and educators. For high-stakes decisions (e.g., separations, disallowances, unusual multi-agency workloads), seek a written opinion from your CSC Field Office and coordinate with DBM/COA as needed.