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PDS Completion Guide and Instructions

The document provides instructions for filling out a Personal Data Sheet (PDS). It details the information required in each section, including personal information, family background, educational background, civil service eligibility, work experience, voluntary work, training attended, and other sections. Any misrepresentation made in the PDS can result in administrative or criminal charges. All information must be provided accurately and completely.

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Ely Caermare
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165 views4 pages

PDS Completion Guide and Instructions

The document provides instructions for filling out a Personal Data Sheet (PDS). It details the information required in each section, including personal information, family background, educational background, civil service eligibility, work experience, voluntary work, training attended, and other sections. Any misrepresentation made in the PDS can result in administrative or criminal charges. All information must be provided accurately and completely.

Uploaded by

Ely Caermare
Copyright
© All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd

GUIDE TO FILLING OUT THE PERSONAL DATA SHEET (PDS)

Warning:
Any misrepresentation made in the Personal Data Sheet and the Work Experience Sheet
shall cause the filing of administrative/criminal case/s against the person concerned.

Please fill out each of the fields in the PDS when applicable.

Note:
 The PDS may be accomplished using the MS Word format or MS Excel format.

 In the MS Excel format, all the tick boxes will automatically be marked once
clicked.

 The PDS must bear the signature of the employee and date of accomplishment
at the bottom of every page.

 Entries in the PDS may be filled out through handwriting or via


typewriter/computer. If handwritten, entries should be in block capital (e.g.
PRINT) format using a pen.

 All information should be provided accurately.

 Do not leave blank entries. Put N/A if not applicable.

 For purposes of application to a vacant position, the additional sheet for work
experience should be accomplished.

I. Personal Information

 Employee’s name is to be filled out in the following format: surname,


first name, name extension (if any), middle name. A space is allotted for
each character or letter in the name.
 Dates are in numeric format: mm/dd/yyyy
 Specifics should be given to “Others” response in the civil status field.
 Agency employee number refers to employee ID number in the current
agency.
 For holders of foreign/dual citizenship, please select from the dropdown
list the foreign country where you were born/naturalized or type/write the
same in the space provided therein.

Page 1 of 4
II. Family Background

 Names of spouse and parents are to be filled out the following format:
surname, first name, name extension (if any), middle name.
 Mother’s name is her maiden name, or name when she was single or
before marriage.
 List full names (first name and surname) of ALL your children.
 Date of birth is in numeric format: mm/dd/yyyy

III. Educational Background

 Indicate FULL name of schools. DO NOT ABBREVIATE.


 For Elementary Level, indicate PRIMARY EDUCATION if graduated
 For Secondary Level, indicate HIGH SCHOOL if graduated under the old
curriculum; or JUNIOR HIGH SCHOOL or SENIOR HIGH SCHOOL if
graduated under the K-12 curriculum.
 Indicate in FULL all courses taken in college (e.g. ASSOCIATE IN ARTS,
AB ECONOMICS, BS PSYCHOLOGY, MA IN HISTORY).
 Indicate all masters or doctorate degrees taken.
 If graduated for every level, indicate year of graduation.
 If not graduated in any level, indicate the highest grade, level or units
earned.
 Period of attendance are stated in school years (e.g. 1992-1996)
 Indicate any scholarship and/or academic honors received in each level.

IV. Civil Service Eligibility

 Indicate all civil service eligibilities earned with corresponding rating,


date and place of examination/conferment.

Example:

Career Service Sub-Professional EO132/790 – Veteran Preference Rating


Career Service Professional PD 907 – Honor Graduate
Career Service Executive RA 7883 – Barangay Health Worker
Stenographer Barangay Official
PD 997 – Scientific and Technological Specialist

 If earned eligibility entails a license (RA 1080), indicate the license


number and its date of validity.

V. Work Experience

 Indicate all positions held both in the public and private employment
starting from current work.

Page 2 of 4
 Inclusive dates are indicated in numeric format: mm/dd/yyyy.
 Indicate FULL position titles and COMPLETE NAME of
department/agency/office/company. DO NOT ABBREVIATE.
 Indicate monthly salary in figures (e.g. P21,877).
 Salary grade and salary step, if applicable, should be stated in the format
”00-0” (e.g. 24-2, 24 for salary grade, 2 for salary step)
 Indicate status of employment (e.g. permanent, temporary, casual,
contractual)
 Indicate “yes” under government service if position held is in the public
or government employment or “no” if held in the private employment.
 Additional sheet for work experience should be accomplished and
submitted together with the PDS in case of application to a vacant
position. This should be accomplished only for work experience relevant
to the position being applied to.

VI. Voluntary Work or Involvement in Civic/Non-Government/People/


Voluntary Organizations

 Indicate the FULL name and address of the organization where involved
as voluntary worker.
 Inclusive dates, start (from) and end (to) should be in numeric format:
mm/dd/yyyy.
 Indicate the number of hours of voluntary work rendered.
 Indicate the position/nature of voluntary work rendered.

VII. Learning and Development Interventions

 Indicate FULL titles of learning and development (L&D) interventions


attended during employment. Indicate list from the most recent L&D.
 Inclusive dates of attendance, start (from) and end (to) should be in
numeric format: mm/dd/yyyy.
 Indicate the number of hours attended for program.
 Indicate the type of L&D intervention (e.g. managerial, supervisory,
technical).
 Indicate the FULL name of institution/agency that conducted or
sponsored the program. DO NOT ABBREVIATE. (e.g. CSC should be
Civil Service Commission).

VIII. Other Information

 Indicate special skills /hobbies.


 Indicate in FULL non-academic distinctions/recognition (awards
received)
 Indicate membership in any professional association/organization by
writing in FULL said association/organization.

Page 3 of 4
# 34-40

 Indicate response to questions 34 to 40 on the right side of the sheet.


 Provide details or specifications for any yes response.

# 41

 Indicate the FULL name of references with the format FIRST NAME, MI,
SURNAME, their addresses and respective telephone numbers.

# 42

 As agreement to and for completion of the PDS, the employee’s signature and
right thumb mark should be affixed in the boxes provided. Indicate also the
government ID number and date of issuance in the boxes provided. Lastly,
attach a RECENT PASSPORT SIZE (4.5 cm. x 3.5 cm.) picture with
COMPLETE AND HANDWRITTEN NAME TAG and SIGNATURE OVER
PRINTED NAME. Picture must be taken within the last six (6) months.
Computer generated or photocopied picture is not acceptable.

Page 4 of 4

Common questions

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The guideline requiring a recent passport-sized picture with a handwritten name tag and signature over the printed name in the PDS serves multiple purposes: it verifies identity, ensures originality over digital manipulation, and provides a visual identification aspect that complements other formal identity documents. This requirement prevents potential issues related to identity fraud or document integrity .

Dates in the Personal Data Sheet should be formatted in numeric format as mm/dd/yyyy . This standardized format ensures clarity and uniformity, minimizing confusion and errors in processing the document across different systems and jurisdictions.

Including a specific format for names on the PDS ensures consistency and precision across submissions, facilitating easier reference and database use. Names should be entered in the format: surname, first name, name extension (if any), and middle name, with dedicated space for each character .

The document emphasizes detailing learning and development interventions in the PDS to provide a comprehensive record of professional growth opportunities undertaken by the applicant. It includes listing full titles, inclusive dates, hours attended, types of interventions, and names of sponsor institutions, which together demonstrate the applicant's commitment to continuous professional development and competencies relevant to the role being applied for .

Work experience in the PDS is reported by listing positions held in both public and private sectors, starting from the current employment, and including inclusive dates, full position titles, department names, monthly salary, salary grade, status of employment, and whether it was a government role. This organized approach highlights career progression and applicable skills relevant to the position applied for .

For entries that are not applicable on the PDS, the document advises inserting 'N/A' to denote non-applicability rather than leaving the fields blank. This practice ensures clarity and completeness, preventing misinterpretation or assumption of missing information .

The PDS warns that any misrepresentation made in the Personal Data Sheet and the Work Experience Sheet shall lead to the filing of administrative or criminal cases against the person concerned .

Civil service eligibility in the PDS is crucial for establishing a candidate's qualifications for government positions. It should be reported by listing all eligibilities earned, along with corresponding ratings, and the dates and places of examination or conferment. This information aids in verifying the applicant's qualifications against the requirements of specific government roles .

The importance of stating the full names of educational institutions without abbreviations in the PDS lies in preventing ambiguity and ensuring accurate verification processes. It enables those reviewing the document to unmistakably verify credentials and educational history without misinterpretation due to abbreviated institution names .

Including accurate details of voluntary work in the PDS is crucial as it provides comprehensive insights into the applicant's civic engagement and personal interests, which may reflect their values and contributions beyond paid employment. Such details can be pertinent for assessing a candidate's suitability for positions that value community service and involvement .

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