police personnel and records management

Police Personnel and Records Management (Definition of Terms and Terminologies)

Attrition - refers to the retirement or separation from the police service of PNP uniformed personnel pursuant to any of the means mentioned in RA 8551.

Means of Attrition

1. Attrition by attainment of maximum tenure in position
         a. Chief PNP - 4 years
         b. PNP Deputy Chief for Operation - 4 years
         c. PNP Deputy chief for Administration - 4 years
         d. PNP Chief of the Directorial Staff - 4 years
         e. Regional Directors - 6 years
         f. Provincial directors - 9 years
         g. City Directors - 9 years
         h. Other positions higher than provincial director shall have
            the maximum tenure of 6 years.

2. Attrition by Relief
A PNP member who has been relieved for cause and has not been
         given an assignment within 2 years from the effective date of
         such relief shall be retired or separated.
3. Attrition by Demotion in Position
         A PNP member who has been relieved and assigned to a position
         lower than what is established for his/her rank in the PNP
         staffing pattern and who shall not be assigned to a position
         commensurate to such rank despite the existence of a vacancy
         within 18 months after his/her demotion in position shall be
         retired or separated.
4. Attrition by Non-Promotion
         A PNP member who has not been promoted for a continuous period
         of 10 years shall be retired or separated.
5. Attrition by Other Means - a PNP member with at least 5 years
         of accumulated active service shall be separated based on any
         of the following grounds:
         a. Inefficiency based on poor performance during the last 2
            successive annual rating periods.
         b. Inefficiency based on poor performance for 3 cumulative
            annual ratings.
         c. Physical and/or mental incapacity to perform police
            functions and duties
         d. Failure to pass the required entrance examination twice
            and/or finish the required career courses except for
            justifiable reasons.
         e. Refusal to take a periodic PNP Physical fitness test
            without justifiable reason.
         f. Failure to take PNP physical fitness test for 4 consecutive
            periodic tests due to health reasons.
         g. Failure to pass PNP physical fitness test for 2 consecutive
            periodic tests or 4 cumulative periodic tests.
         h. Non-Compliance with the minimum qualification standards for
            the permanency of original appointment.

Attrition in Action - refers to the action containing the findings and evidence on a specific means of attrition filed by a particular screening committee before the concerned attrition board.

Authority - Managers must be able to give orders. Authority gives them this right. Note that responsibility arises wherever authority is exercised.

Budgeting - with all that goes with budgeting in the form of planning, accounting, and control.

Centralization - Centralization refers to the degree to which subordinates are involved in decision-making. Whether decision-making is centralized (to management) or decentralized (to subordinates) is
a question of proper proportion. The task is to find the optimum degree of centralization for each situation.

Coordinating - that is the all-important duty of interrelating the various parts of the work.

Demotion in Position - refers to the designation of personnel to a position lower than what is established for his/her rank or not commensurate to his/her rank in the PNP table of organization.

Directing - that is the continuous task of making decisions and embodying them in specific and general orders and instructions and serving as the leader of the enterprise.

Discipline - Employees must obey and respect the rules that govern the organization. Good discipline is the result of effective leadership, a clear understanding between management and workers regarding the
organization's rules, and the judicious use of penalties for infractions of the rules.

Discipline - the practice of training people to obey rules or code of behavior, using punishment to correct disobedience.

Division of labor - Authority and responsibility are clearly defined and officially sanctioned. Job descriptions are specified with responsibilities and lines of authority. All employees have thus clearly defined rules in a system of authority and subordination.

Division of Work - This principle is the same as Adam Smith's division of labor. Specialization increases output by making employees more efficient.

Equity - Managers should be kind and fair to their subordinates.

Esprit de corps - Promoting team spirit will build harmony and unity within the organization.

Field Training Program - refers to the training required to make the temporary appointment of a new PNP member permanent.

Formal hierarchical structure - An organization is organized into a hierarchy of authority and follows a clear chain of command. The hierarchical structure effectively delineates the lines of authority and the subordination of the lower levels to the upper levels of the hierarchical structure.

Grievance - a wrong considered as grounds for complaint, or something believed to cause distress.

Immediate Supervisor - refers to a person authorized to make the performance evaluation rating of a PNP member.

Initiative - Employees who are allowed to originate and carry out plans will exert high levels of effort.

Just Cause - refers to the legal grounds that would warrant the relief or removal of a PNP member from his present position and designation in the PNP organization.

Management by rules - A bureaucracy follows a consistent set of rules that control the functions of the organization. Management controls the lower levels of the organization's hierarchy by applying established rules in a consistent and predictable manner.

Managers are salaried officials - A manager is a salaried official and owns the administered unit. All elements of a bureaucracy are defined with clearly defined roles and responsibilities and are managed by trained and experienced specialists.

Mandatory Career Courses - refers to the required training for a PNP member to be eligible for promotion to the next higher rank.

Max Weber - As a German academic, Weber was primarily interested in the reasons behind the employees’ actions and in why people who work in an organization accept the authority of their superiors and comply with the rules of the organization.

Maximum Tenure of Position - is the maximum cumulative period for a PNP member to hold a particular position level.

Mental Incapacity - is a condition where a PNP member is unable to exercise his/her reasoning faculties or incapable of understanding and acting with discernment his/her duties and responsibilities as a result of illness or injury as may be determined by the PNP medical screening committee.

Non-Promotion - refers to the non-advancement to the next higher rank or position beyond the maximum prescribed period.

Order - People and materials should be in the right place at the right time.

Organic Personnel To A Unit - is a PNP member assigned to a particular unit covered with appropriate PNP assignment orders.

Original Appointment - refers to the appointment for the initial entry of PNP member to the uniformed service who meets all the requirements of the position.

Organizing - that is the establishment of the formal structure of authority through which work subdivisions are arranged, defined, and coordinated for the defined objective.

Pendency of an Attrition Action - refers to the stage when the endorsement of the PRO regional director or the NSU director of a PCO Attrition action has been officially received by the concerned
NHQ PCO attrition board through the NHQ screening committee report of a PNCO  attrition action has been officially received by the NHQ/PRO/NSU attrition board.

Personnel Action on Attrition - is an action filed before the screening committee based on a verified statement of an alleged means of attrition by an initiating person.

Personnel Administration - Recruitment, induction, placement, transfer, promotion, and salary administration of Police personnel.

Personnel hired on grounds of technical competence - Appointment to a position within the organization is made on the grounds of technical competence. Work is assigned based on the experience and competence of the individual.

Personnel Programs - refers to the activities programmed to implement the organization's philosophy or creed and the personnel philosophy of central managers in relation to people so as to accomplish organizational objectives.

Planning - that is working out in broad outline the things that need to be done and the methods for doing them to accomplish the purpose set for the enterprise.

Police Appraisal or Performance Rating - is the evaluation of the traits, behavior, and effectiveness of a police officer on the job as determined by work standards.

Police Compensation - Financial compensation in the form of wages of Salaries constitutes the largest single expenditure for most organizations. In Metropolitan Manila and other urban centers, wages of
Salaries represent the sole source to meet the basic needs of food, clothing, and shelter.

Police Personnel Management - (Human Resources Management) may be defined as that area of management concerned with human relations in the police organization.

Police Personnel Planning – is a study of the labor supply of jobs, which are composed of the demands for employees in an organization to determine future personnel requirements, which either increase or decrease.

Police Placement - is the process of making police officers adjusted and knowledgeable in a new job and or working environment.

Police Recruitment - is the process of encouraging police applicants from outside an organization to seek employment in an organization.

Recruitment - refers to the overall process of attracting, selecting, and appointing suitable candidates for jobs within an organization, either permanent or temporary.

Police Selections (screening) - is the process of determining the most qualified police applicant for a given position in the police organization.

Police Training and Development – refers to any method used to improve the attitude, knowledge, and skill or behavior pattern of an employee for adequate performance of a given job.

Promotion - the advancement of an employee's rank or position in an organizational hierarchy system.

Promotion - means shifting an employee to a higher position carrying higher responsibilities, facilities, status, and salaries.

Physical Fitness Test - the method of evaluating the physical condition of PNP members in terms of stamina, strength, speed, and agility.

Physical Incapacity - the inability of a PNP member to perform his/her duties and responsibilities due to physical defect as a result of disease or injury as may be determined by the PNP medical screening

Poor Performance - is the poor rating in the promulgated PNP performance evaluation rating system.

Remuneration - Workers must be paid a fair wage for their services.

Reporting - that is keeping those to whom the executive is responsible informed as to what is going on, which thus includes keeping himself and his subordinates informed through records, research, and inspection.

Respondent - refers to the PNP member subjected to attrition proceedings.

Retirement - the termination of employment and official relations of a PNP member who rendered at least 20 years of active service in the government with payment of corresponding benefits.

Scalar Chain - The line of authority from top management to the lowest ranks represents the scalar chain. Communications should follow this chain. However, if following the chain creates delays,
cross-communications can be allowed if agreed to by all parties and superiors are kept informed.

Second Level PCO Ranks - refers to police commissioned officers below the third level ranks in the PNP.

Second Level PCNO Ranks - refers to all ranks for police non-commissioned officers.

Separation - is the termination of employment and official relations of a PNP member who rendered less than 20 years of active service in the government with payment of corresponding benefits.

Stability of tenure of personnel - High employee turnover is inefficient. Management should provide orderly personnel planning and ensure that replacements are available to fill vacancies.

Staffing - that is the whole personnel function of bringing in and training the staff and maintaining favorable conditions of work.

Subordination of individual interests to the general interest - The interests of any one employee or group of employees should not take precedence over the interests of the organization as a whole.

Third Level PCO Ranks - refers to police commissioned officers with the rank of Police Senior Superintendent and higher.

Total Permanent Physical Disability - is any impairment of the body which renders PNP member indefinitely incapable of substantially performing the mandated duties and functions of his position.

Transfer - refers to a change in job assignment.

Unity of Command - Every employee should receive orders from only one superior.

Unity of Direction - Each group of organizational activities that have the same objective should be directed by one manager using one plan.

Waiver Program - refers to the waiver of the minimum age, height, weight, and educational requirements for the initial appointment to the PNP pursuant to existing laws and policies.

Waiver - the act of choosing not to use or require something that you are allowed to have or that is usually required.

Welfare - the health, happiness, and fortunes of a person or group.

Written documents - All decisions, rules, and actions taken by the organization are formulated and recorded in writing. Written documents ensure that there is continuity of the organization’s policies and