TESDA CIRCULAR

SUBJECT: Guidelines in the

Page 1 of 8 page/s
Implementation of New
Employees On-Boarding Number 052-, Series of
Program (NEOP) 2021

Date Issued: Effectivity: Supersedes:

May 18, 2021 Immediately

The Civil Service Commission Memorandum Circular No. 25 s., of 2016 or the
Program to Institutionalize Meritocracy and Excellence in the Human Resource
Management (PRIME-HRM) and TESDA Circular No. 119, series of 2019 on the
Establishment of TESDA Merit Selection Plan have required newly-hired employee/s
to undergo a six (6)-month New Employees On-Boarding Program (NEOP) which
shall be implemented in the Central, Regional, Provincial/District Offices and the
TESDA Training Institutions (COROPOTI).

Definition of Terms
For the purpose of this Circular, the following terminologies have been defined
for common understanding:

1. New Employees On — Boarding Program — refers to a six (6) — month

period of immersion and orientation that newly hired employees go through to
acquire knowledge, skills, and behavior effective members of the agency.
Additionally, it is a process to integrate new employees to the organization and
its culture.
2. Probationary Period — the period of actual service from the issuance of a
permanent appointment wherein the appointee undergoes thorough character
investigation and assessment of capability to perform the duties and position
he/she is appointed to as enumerated in the Position Description Form (PDF).
3. New — Employees— shall refer to an employee of the government whose
nature of appointment is either original or re-appointment from temporary.

Objectives

The NEOP shall have the following objectives:

1. To discuss with the employee concerned the performance expectations, job
requirements, reporting relationships and the information networks to
perform the job;
2. To familiarize the employee with the overall goals, objectives, major
programs and functions of TESDA and the specific Office where he/she is
assigned;
3. To provide basic information on office rules and regulations;
 TESDA CIRCULAR
SUBJECT: Guidelines in the
Page 2 of 8 page/s
Implementation of New
Employees On-Boarding Number 052, Series of
Program (NEOP) 2021

Date Issued: Effectivity: Supersedes:

May 18, 2021 Immediately

4. To introduce the new employee to the team and get him/her acquainted to
the culture of the Office; and
5. To guide and monitor the employee's work accomplishments for the
attainment of targets set by the office and the individual employee.

Scope
The NEOP shall be given to newly hired employees for all levels of positions
with original appointment except Presidential Appointees.
However, appointees (i.e. transferred from other government agencies,
promotion, etc.) who are not covered with the probationary period as required in the
2017 Omnibus Rules on Appointments and Other Human Resource Actions (Revised
July 2018), shall still be required performance monitoring and evaluation as specified
in TESDA Circular No. 28, series of 2015 on the Strategic Performance Management
System (SPMS) Guidelines.

Mechanics of Implementation
The NEOP shall cover the following activities:
1 Conduct of Pre-Orientation;
> Salary and other remunerations;
• Office rules and regulations;
> Documentary requirements for employment and for initial salary; provides the
required membership forms for GSIS, Philhealth, Pag-Ibig membership, if new
employee; (Annex A for checklist of requirements for employment);
> Organizational Structure with emphasis on where the employee concerned
office assignment is situated in the structure;
> Functions/major programs and reporting relationship of Office to be assigned;
> TESDA Facilities; and
> Location of Office to be assigned.
2. Discussion on Performance Commitment;
• Performance Expectations/Job requirements
Reporting Relationships
• Information Networks
3. Monitoring of Performance and Assessment of Accomplishments/Output; and
 TESDA CIRCULAR
SUBJECT: Guidelines in the
Page 3 of 8 page/s
Implementation of New
Employees On-Boarding Number 05Z, Series of
Program (NEOP) 2021

Date Issued: Effectivity: Supersedes:

May 18, 2021 Immediately

4. Conduct of Feedback Sessions, Coaching and Mentoring for the entire

probationary period.
5. Conduct Employees Orientation
> For Rank and File: Orientation of New TESDA Employees on Organizational and
Personal Concerns (ONTOP)
> For Directors : Management Skills Development Program (MSDP)

Key Players of NEOP

The following key players shall be responsible for the implementation of the NEOP:

Individual /Newly Hired Employee

1. Reports to the HRMD/FASD/Administrative Unit for the signing of appointment;
2. Attends the Oath-Taking Ceremony, Pre-orientation and Submission of documents
for employment; and
3. Submits weekly/monthly accomplishment reports with attached documents or any
output as proof of actual performance, to his/her immediate supervisor.

HRMO/HR Focal/HR Designees

1. Welcomes and requires the employee concerned to sign the appointment
document, Position Description Form and facilitates the oath-taking ceremony to
be undertaken by the Director General;
2. Provides pre-orientation covering topics as mentioned in Item No.1 under
Mechanics of Implementation;
3. Informs the employee concerned on the schedule of the Orientation Program of
New TESDA Employees on Organization and Personnel (ONTOP) Concerns to be
conducted by TDI/HRMD/FASD on a quarterly basis;
4. Informs the Director concerned on the schedule of the Management Skills
Development Program for TESDA Directors to be conducted by TDI/HRMD/FASD
on a quarterly basis;
5. Provides the new employee with TESDA Identification Card;
 TESDA CIRCULAR
SUBJECT: Guidelines in the
Page 4 of 8 page/s
Implementation of New
Employees On-Boarding Number 052-, Series of
Program (NEOP) 2021

Date Issued: Effectivity: Supersedes:

May 18, 2021 Immediately

6. Endorses new employees to the Management Information Technology Division

(MITD) for the creation of his/her corporate email address;
7. Endorses the employee concerned to his/her immediate supervisor where he/she
will be assigned;
8. Prepares a Documentation Report Form (Annex B-1) specifying the Program
Description, Name of Employee/Position/Office/Division, Date of Implementation,
Performance Objective/s, Learning Objective/s, and the conduct of the Pre-
Orientation to be signed by the HRMO/HR Focal/HR Designee and the Chief of
HRMD/Chief FASD;
9. Files, as part of the 201 File of the employee concerned, copies of evaluation
reports (OPCR/IPCR), feedback records including the Coaching and Mentoring
Form used, if any, during the evaluation session conducted by the immediate
supervisor with the employee concerned; and
10. Prepares Notice of Termination of Service for signature of the Appointing
Authority and issues the same in view of the unsatisfactory performance of the
employee concerned after the performance review of the six (6)-month
probationary period, as per recommendation of the Head of Office supported with
documents/proof.

Immediate Supervisor
1. Welcomes and introduces the employee concerned to the rest of the office team;
2. Conducts the Office Orientation by providing information about the functions,
goals and objectives, culture of the office, information networks and reporting
relationships;
3. Discusses the job requirements and performance expectations;
4. Prepares a Documentation Report Form (Annex B-2) specifying the Program
Description, Name of Employee/Position/Office/Division, Date of Implementation,
Performance Objective/s, Learning Objective/s, basic information about the office,
including reporting relationship and information networks, job requirements and
performance expectations to be signed by the Immediate Supervisor and the
Head of Office;
 TESDA CIRCULAR
SUBJECT: Guidelines in the
Page 5 of 8 page/s
Implementation of New
Employees On-Boarding Number 6 52, Series of
Program (NEOP) 2021

Date Issued: Effectivity: Supersedes:

May 18, 2021 Immediately

5. Sets target guided by the requirements and provisions stated in the Strategic
Performance Management System (SPMS) guidelines within five (5) working days
upon the employee's assumption to duty, using the following forms:
a. For Director (except Presidential Appointees) Positions: Office Performance
and Commitment Form (OPCR) (Annex C)
b. For Rank and File Positions: Individual Performance Review Commitment
(IPCR) (Annex D)

6. During the probationary period of six (6) months,

a. Closely monitors the status of the performance of the new employee;
b. Provides support and assistance coaching using the Coaching and Mentoring
Form (Annex E) to ensure attainment of targets set by the office and the
individual employee;
The critical factors to be reviewed shall be based on the performance dimensions
indicated in the agency SPMS, and may include competency (knowledge, skills
and attitude), and other job-related critical incidents such as habitual tardiness
and continuous absence from work; and
7. Assesses the individual employee's performance based on the commitments made
at the beginning of the rating which shall be done at least twice during the six (6)-
month probationary period. Moreover, the performance review shall be conducted
within ten (10) days before the end of every rating period.
Illustrative Example:
Date of Appointment February 1, 2021
Assumption to duty February 5, 2021
Probationary Period 6 months
Duration of Probationary Period February 5, 2021 to August 4, 2021
Setting of Performance February 8-12, 2021
targets/commitment
1" to 3rd month February 5 to May 4, 2021
Evaluation Period April 20 to May 3, 2021
4th to 6 months May 5 to August 4, 2021
Evaluation Period July 21 to August 3, 2021
 TESDA CIRCULAR
SUBJECT: Guidelines in the
Page 6 of 8 page/s
Implementation of New
Employees On-Boarding Number 052, Series of
Program (NEOP) 2021

Date Issued: Effectivity: Supersedes:

May 18, 2021 Immediately

Attendance to the Orientation After the six (6)-month probationary

Program for New TESDA period based on the Training
Employees on Organizational and Calendar of TDI/HRMD
Personnel Concerns
Attendance to the Management After the six (6)-month probationary
Skills Development Program for period based on the Training
TESDA Directors Calendar of TDI/HRMD

8. Furnishes the employee concerned with copies of the records of feedback, job-
related critical incidents, and performance evaluation reports (OPCR/IPCR) with
comments on their capability to meet performance targets and work output
standards, and/or recommendation for the continuity of the permanent
appointment as a probationer;
9. Furnishes the HRMD/FASD with the corresponding copies of these reports/feedback
records including the Coaching and Mentoring Form used, if any;
.0. Discusses with the Head of Office, the results of the performance
appraisal/evaluation of the employee concerned and recommends appropriate HR
intervention to improve employee's performance, and/or provides commendation
for good performance in coordination with the HRMD/FASD; and
.1. Recommends the issuance of Notice of Termination of Service for probationary
employees receiving unsatisfactory performance after the performance review of
the six (6)-month probationary period — supported by evidences — to the Head of
Office.

Head of Office
1. Recommends appropriate HR intervention to improve employee's performance in
coordination with HRMD/FASD and/or provides commendation for good
performance; and
2. For unsatisfactory performance of the employee concerned after the performance
review of the six (6)-month probationary period, to be supported with documents
or proof, recommends the issuance of Notice of Termination of Service to the
Director General as the Appointing Authority through HRMD/AS.
 TESDA CIRCULAR
SUBJECT: Guidelines in the
Page 7 of 8 page/s
Implementation of New
Employees On-Boarding Number 052, Series of
Program (NEOP) 2021

Date Issued: Effectivity: Supersedes:

May 18, 2021 Immediately

Schedule of Implementation of New — Employee's On-Boarding Program

For a clear understanding of the On-boarding Program the schedule of implementation
is presented in Annex F.

Rules on Probationary Period

Pursuant to the provisions of 2017 Omnibus Rules on Appointments and Other Human
Resource Actions (Revised July 2018), the following rules on the six (6)-month
probationary period shall apply:
1. The services of the appointee can be terminated for unsatisfactory conduct or
want of capacity before the end of the second performance review on the sixth
(6th) month. Unsatisfactory conduct or behavior refers to the failure of the
appointee to observe propriety in his/her acts, behavior and human/public
relations, and to irregular punctuality and attendance while performing their
duties and responsibilities during the probationary period. This may include
cases of neglect of duty, misconduct, insubordination, habitual tardiness and
absenteeism. Want of capacity shall refer to the failure of the appointee during
the probationary period to perform the duties and responsibilities based on
standards of work outputs agreed upon and reflected in the duly signed
performance targets despite the developmental intervention provided by the
Immediate Supervisor.
2. The appointee shall be issued a notice of termination of service by the
Appointing Authority within fifteen (15) days immediately after it was proven that
he/she demonstrated unsatisfactory conduct or want of capacity before the end
of the second performance review on the sixth (6th) month. Such notice shall
state, among other things, the reasons for termination of service and shall be
supported by at least two (2) of the following:
.--- Performance Evaluation Report/IPCR;
Report of the Immediate Supervisor (rater) on job-related critical and unusual
incidents and on unsatisfactory conduct or behavior of the appointee; or
Other valid documents that may support the notice of termination of service.
 TESDA CIRCULAR
SUBJECT: Guidelines in the
Page 8 of 8 page/s
Implementation of New
Employees On-Boarding Number 052 , Series of
Program (NEOP) 2021

Date Issued: Effectivity: Supersedes:

May 18, 2021 Immediately

3. The notice of termination of service shall be executory after fifteen (15) days
from receipt of the employee concerned. The same may be appealed to the Civil
Service Commission (CSC) Field Office concerned, within fifteen (15) days from
receipt of notice but shall be executory pending appeal. A copy of Notice of
Termination of Service shall be included in the 201 file of the appointee and
furnished the CSC Field Office concerned for recording in the Service Card. If no
notice of termination of office is given by the Appointing Authority to the
employee before the expiration of the six (6)-month probationary period or
depending on the duration of the probationary period, the probationer becomes
a regular employee of the agency concerned.

Effectivity

This Circular shall take effect as indicated.

SEC. ISIDRO S. LAPENA, PhD., CSEE

Director General
 Annex A

CHECKLIST OF REQUIREMENTS

FOR NEWLY HIRED FOR TRANSFERRED EMPLOYEES FROM

EMPLOYEES OTHER GOVERNMENT EMPLOYEES
(With Original Appointment)
HR/ EM DOCUMENT HR/ EM DOCUMENT
FASD P FASD P
/ Copy of Attested / Copy of Attested Appointment
Appointment
/ Copy of Oath of / Copy of Oath of Office
Office
/ Copy of Position / Copy of Position Description
Description Form Form
/ Certification of / Clearance from Head of
Assumption to Agency of former office
Duty
/ Employee / Employee Handbook
Handbook
/ BIR TIN / Authority to transfer from
Head of Agency of former
office
/ / ID Information / Certification of Last Salary
Sheet Received duly signed by
authorized official of the
employee's former office
/ Corporate Email Statement of Leave Credit
Address Request Balance to be issued by the
HR Chief of the employee's
former office
/ / GSIS Membership / Corporate Email Address
Form Request
/ / Philhealth / BIR TIN
Membership Form
/ / Pag-Ibig / / ID Information Sheet
Membership Form
 FOR NEWLY HIRED FOR TRANSFERRED EMPLOYEES FROM
EMPLOYEES OTHER GOVERNMENT EMPLOYEES
(With Original Appointment)
HR/ EM DOCUMENT HR/ EM DOCUMENT
FASD P FAS P
D
/ / Statement of / Details on GSIS, Philhealth &
Assets, Networth Pag-Ibig Memberhips
& Liabilities
/ / BIR Form 17-A / / Statement of Assets, Networth &
Liabilities
/ ARA Forms to be / / BIR Form 17-A
reported to GSIS
/ ARA Forms to be reported to
GSIS
 Annex 6-1

DOCUMENTATION REPORT FOR NEW EMPLOYEES ON-BOARDING PROGRAM

(NEOP)

Name of Employee
Position
Office/Division/Operating Unit
Date of Implementation
Program Description In compliance with TESDA Circular No. , series of
2021 on the Guidelines in the Implementation of New
Employees On-Boarding Program (NEOP)
Performance Objective/s To earn the commitment of the new employee in the
performance of his/her duties and responsibilities.
Learning Objective/s 1. To provide the new employee with basic orientation
about TESDA and other employment concerns; and
2. To help the employee feel comfortable in the
workplace.
Briefing Outline • Welcome Statement
• TESDA New Employees On-Boarding Program
(NEOP)
(This should be fully • Salary and other Remunerations/Schedule of
documented) Probationary Period
• Checklist of Requirements for Employment/Initial
Salary
• Office Rules and Regulations
• TESDA Organizational Structure
• TESDA Facilities
• Location of Office to be Assigned
 AnnexB-1

Name of New Employee: Prepared by:

Signature over Printed Name Signature over Printed Name

HRMD/FASD /HR Focal Staff

Position Position

Noted:

Signature over Printed Name

HRMD/FASD Chief/Admin Unit Head

Position
 Annex B-2

DOCUMENTATION REPORT FOR NEW EMPLOYEES ON-BOARDING PROGRAM

(NEOP)

Name of Employee
Position
Office/Division/Operating Unit
Date of Implementation
Program Description In compliance with TESDA Circular No. , series of 2021
on the Guidelines in the Implementation of New Employees
On-Boarding Program (NEOP)
Performance Objective/s 1. To discuss job requirements and performance
expectations;
2. To facilitate the new employee's ability to contribute in
the new role; and
3. To earn the commitment of the new employee in the
performance of his/her duties and responsibilities.
Learning Objective/s 1. To provide the new employee with information about the
office functions, major programs, goals and objectives,
culture of the office, information networks and reporting
relationship;
2. To help the employee feel comfortable in the workplace;
and
3. To discuss the schedule of target setting and
performance appraisal/evaluation as provided for in
TESDA Circular No. , series of 2021 on the Guidelines
in the Implementation of New Employees On-Boarding
Program (NEOP)
Briefing Outline • Welcome Statement/Introduction of the Office Team
(This should be fully • Office functions/Goals and Objectives/Major
documented) Programs/Office Culture/Information Networks/Reporting
Relationship
• Job requirements/Performance Expectations
 Annex B-2

• Schedule of target setting and performance

appraisal/evaluation as provided for in TESDA Circular No.
, series of 2021 on the Guidelines in the
Implementation of New Employees On-Boarding Program
(NEOP)

Name of New Employee: Prepared by:

Signature over Printed Name Signature over Printed Name

HRMD/FASD /HR Focal Staff

Position Position

Noted:

Signature over Printed Name

HRMD/FASD Chief/Admin Unit Head

Position
 ANNEX C

Technical Education and Skills Development Authority

Strategic Performance Management System (SPMS)

OFFICE PERFORMANCE COMMITMENT AND REVIEW (OPCR)

I (NAME), Head of the (Division and/or Operating Unit), commit to deliver and agree to be rated on the attainment of the following targets in
accordance with the indicated measures for the period (Month) to (Month). 20

Signature
Date

Approved by: Date

SEC. ISIDRO S LAPENA, PhD., CSEE

Division Rating
SUCCESS INDICATORS Allotted Actual
MFO/PAP /Individuals E2 T3 A4 Remarks
(TARGETS + MEASURES) Budget Accomplishments Q1
Accountable

Total Overall Rating

Final Average Rating
Adjectival Rating

Assessed by: Final Rating by: Date

Date Date

SEC. ISIDRO S. LAPENA, PhD., CSEE

Planning Office PMT Head of Agency
+,
Legend: 1 — Qualify 2— Efficiency 3—Timeliness 4 - Average
 Technical Education and Skills Development Authority
Strategic Performance Management System (SPMS)
ANNEX D

INDIVIDUAL PERFORMANCE COMMITMENT AND REVIEW (IPCR)

I. (NAME). (Position and the Division and/or Operating Unit). commit to deliver and agree to be rated on the attainment of the following targets in
accordance with the indicated measures for the period (Month) to (Month) 20_.

Signature
Date

Reviewed by: Date Approved by: Date

Immediate Supervisor Head of Office

Output Success Indicators Actual Accomplishments Rating Remarks

(Targets + Measures) Q1 E2 T3 A4
Strategic Priority No:
Output 1
Output 2
Core Function:
Output 1
Output 2
Final Average Rating
Comments and Recommendations for Development Purposes:

certi y at iscusse• my assessment o e

performance with the employee.

Employee Supervisor Head of Office

Legend: 1— Quality 2— Efficiency 3— Timeliness 4 - Average

 ANNEX E

CoachinWMentoring Worksheet

Use this worksheet to prepare for and make notes of your coaching discussion.

Employee's name: Office:

Position:
Coach's name: Meeting Date:
Position:

Performance Areas Meeting and Exceeding Expectations

Performance Areas Identified for Improvement

Additional Discussion Items (e.g. project updates, progress on priorities, training and
professional development, employee's concerns)

Next Steps in Employee Development (for both the supervisor and employee) ..

Discussed with:

Employee's Signature Coach's Signature

Date: Da te:
 Annex F

NEW EMPLOYEES ON-BOARDING PROGRAM (NEOP)

SCHEDULE OF IMPLEMENTATION

ACTIVITY TIME FRAME/DURATION RESPONSIBLE

OFFICE/PERSON
1. Conduct of Pre-Orientation One (1) day HR FOCAL/Designees
P Welcome Statement Upon assumption to duty or HRMD/FASD
Employee's First day of duty Employee concerned
P TESDA New Employees On-
Start of the six (6)-month
Boarding Program (NEOP)
New Employees On-boarding
Salary and other remunerations;
Program (NEOP) and the six
Office rules and regulations;
(6)-month Probationary
Documentary requirements for
Period
employment and for initial salary;
provides the required membership
forms for GSIS, Philhealth, Pag-
Ibig membership, if new employee
p Organizational Structure with
emphasis on where the employee
concerned office assignment is
situated in the structure;
Functions/major programs and
reporting relationship of Office to
be assigned;
P TESDA Facilities; and
`P. Location of Office to be assigned.
2. Conduct of New Employees On- One (1) day Employee's Immediate
Boarding Program Proper in the Start of the six (6)-month Supervisor
Workplace (Part 1) New Employees On-boarding Employee concerned
p Welcome Statement/Introduction Program (NEOP) and the six
of the Office Team (6)-month Probationary
P Office functions/Goals and Period
Objectives/Major Programs/Office
Culture/Information
Networks/Reporting Relationship
p Job requirements/Performance
Expectations
P Schedule of target setting and
performance appraisal/evaluation
as provided for in TESDA Circular
No. , series of 2021 on the
Guidelines in the Implementation
of NEOP.
 ACTIVITY TIME FRAME/DURATION RESPONSIBLE
OFFICE/PERSON
3. Conduct of NEOP Proper in the Within five (5) days upon the
Workplace (Part 2) employee's assumption to
Setting of Performance duty
Targets/Commitment/Monitorin
g of Performance/Coaching Employee's Immediate
> Target setting using OPCR/IPCR Supervisor
(guided by the requirements and Employee concerned
provisions stated in the Strategic
Performance Management System
(SPMS) guidelines (TESDA Circular
No. 28, series of 2015)
Monitoring of the status of the Employee's Immediate
performance and provides support Supervisor
and assistance through the conduct
of coaching using the Coaching and
Mentoring Form for the attainment
of targets set by the office and the
individual employee;
> Submission of weekly/monthly Employee concerned
accomplishment reports with
attached documents or any output
as proof of actual performance, to
his/her immediate supervisor.
4. Conduct of NEOP Proper in the > To be conducted twice
Workplace (Part 3) during the duration of the
Performance six (6)-month
Review/Appraisal/Evaluation probationary period
Assessment of the individual `i- To be conducted within Employee's Immediate
employee's performance every ten (10) days before the Supervisor
three (3) months during the six end of every rating period Employee concerned
(6) - month probationary period (Please refer to the
based on the commitments made Illustrative Example
at the beginning of the rating provided in this Circular)
period.
 ACTIVITY TIME FRAME/DURATION RESPONSIBLE
OFFICE/PERSON
5. Discussion on the Result of )=. Immediately after the Employee's Immediate
Performance second performance Supervisor
Review/Appraisal/Evaluation review schedule Head of Office
with the Head of Office
Can be either of the following
instances:
> Commendation for good
performance
Recommendation for appropriate
HR intervention to improve
employee's performance in
coordination with HRMD/FASD
> Recommendation on the issuance
of Notice of Termination of Service
6. Conduct of Orientation Program > To be conducted by TDI/HRMD
for New TESDA Employees on TDI/HRMD on a quarterly Employee concerned
Organizational and Personnel basis
Concerns (this shall be attended by
the concerned employee after the six
(6)- month probationary period)
7. Conduct of Management Skills > To be conducted by TDI/HRMD
Development Program for TESDA TDI/HRMD on a quarterly Director concerned
Directors (this shall be attended by basis
the concerned Director after the six
(6)- month probationary period)