OCA CIRCULAR NO. 71-2003, June 04, 2003

In the interest of the service, the following guidelines shall b.e observed in the submission of performance rating:.

1. The performance evaluation of every court personnel shall be
   done every six (6) months ending on June 30 and December 31 of every
   year pursuant to Section 3(d), Rule IX of the Omnibus Rules Implementing
   Book V of EO No. 292 and other Pertinent Civil Service Laws.

2. FORMS. Two (2) performance rating forms are prescribed, to wit:

2.1 Performance Rating Form – for Supervisor
– to be used to evaluate the performance of officials and
employees with supervisory authority and duty, namely, the Clerks of
Court (including Branch Clerks of Court), Officers-in-Charge designated
in place of Clerks of Court and the Section Chiefs in the Office of the
Clerk of Court.

2.2 Performance Rating Form – for Non-Supervisor
– to be used to evaluate the performance of the other court employees not covered by the paragraph 2.1 hereof

3. RATER. The performance evaluation shall be made by the following:

3.1 Executive Judge – for the Clerk of Court/OIC of the Office of the Clerk of Court;
3.2 Presiding Judge – for the Clerk of Court/OIC of the sala;
3.3 OCC, Clerk of Court – for the Section Chiefs and other OCC
personnel not under the direct supervision of a Section Chief;
3.4 (Branch) Clerk of Court – for the court personnel of the sala;
3.5 OCC, Section Chiefs – for the OCC personnel under.their direct
supervision.

4. The prescribed rating forms must be accomplished, in triplicate
   following strictly the instruction stated therein. Only the original
   copy shall be sent to the Office of the Administrative Services, Office
   of the Court Administrator. The duplicate copy shall be given to the
   ratee and the triplicate shall be.kept in the office files. This
   modifies Memorandum dated 6 November 2002, re: Regular Submission of
   Performance Ratings.

5. Any erasures or alterations made on the performance rating forms
   must be initialed by the rater/immediate supervisor who effected the
   said changes.

6. DEADLINE. The performance rating reports shall be submitted in
   one batch by the’Clerks of Court/OIC Clerk of Court to the Office of
   Administrative Services, Office of the Court Administrator, within the
   following periods:

6.1 1st Semester Performance Rating (January 1 to June 30) – on or before August 10 of the same year; and
6.2 2nd Semester Performance Rating (July 1 to December 31) – on or before February 10 of the following year.

7. Payment of productivity incentive benefit and other benefits
   that are performance-based shall be held in abeyance pending submission
   of the required performance rating reports.

8. Pursuant to Administrative Circular No. 7-2000 dated 13 October
   2000, the performance rating of officials and employees of the Judiciary
   shall be taken into account in the grant of productivity incentive
   benefits and Cost of Living Allowance under the Judiciary Development
   Fund. It is also considered in the promotion of personnel in accordance
   with existing Civil Service Rules on promotions.

9. Failure or late submission and submission of improperly
   accomplished performance rating form shall be a ground for disciplinary
   action against the official and/or employee concerned.

For strict compliance.

4 June 2003.