(If this is your first time in my blog, you might want to check my previous post on what you need to know about the position.)

Perhaps your city has become a full-fledged Schools Division and you are in the perfect spot for promotion, being the School Librarian I of the biggest public school. Perhaps you found that the position at a SDO where you live is still vacant. Perhaps you know that the librarian there will be retiring in a couple of years. Whatever led you to this blog post, welcome! Let’s build your application folder.

(Disclaimer: Take note that I am not a Human Resource practioner and these are meant for entertainment purposes only.)

OVERVIEW OF THE RANKING PROCESS

Before we do that, here are some things you must know if you are applying for any position at any DepEd SDO.

First, regardless of its size, each SDO has only one Librarian II item. This means the item must first be vacant – either a natural vacancy or a newly created position (for new SDOs) – and the position opened before you can apply.

Second, whether you are the sole applicant or there are others, you will still undergo the ranking process. Here, your credentials will be evaluated, you will interviewed by a panel (the Personnel Selection Board), and you will have to pass a skills test. Based on these, the PSB will submit the Registry of Qualified Applicants (RQA) to the Schools Division Suprintendent (SDS). This is where you do your absolute best.

Lastly, the SDS is the appointing authority and has the final decision as to who gets hired. This means that all applicants in the RQA will have an equal chance to get the position, regardless of their rank. This is where you let go.

Now that you have an idea as to how the process goes, it’s time to prepare your application papers.

COVER LETTER

The cover letter or letter of intent is a must in any job application. Here, you signify your intention to apply for the position. You may write your letter in English or your local language.

I do not know if HR, the PSB, or the SDS reads the cover letter, to be honest, but it is always better to take it seriously. First, because someone might actually read it. Second, because you may be writing more cover letters in the future and this is good practice.

First and foremost in writing a cover letter is getting the addressee right. In this case, the addressee is the Schools Division Superintendent. Make sure to get their complete name, spell it correctly, and write any appendage. Using THE SCHOOLS DIVISION SUPERINTENDENT, Dear Madam/Sir, or To Whom It May Concern signifies that you did not even do the basic courtesy of researching the name of the head of office.

Your cover mostly includes the position you are applying for and other information that cannot be found in your Personal Data Sheet. This could be good qualities you possess that make you a perfect candidate to be the new Division Librarian.

Second, make it short – one page, max.

If you are new to submitting job applications, I have three sample cover letters for you.

EDUCATION

Librarianship is a profession, and to become a Division Librarian you first need to have a degree in Library and Information Science, either a Bachelor or a Master. The minimum qualification of the Civil Service Commission is a Bachelor’s degree in Library and Information Science or Education major in Library Science. Having a Master of Library and Information Science will give you a higher score, but at least in our SDO, a graduate degree or graduate units in another course will not be considered.

For application: photocopy of your diploma(s), photocopy of your TOR(s)

For ranking: original copy of your diploma(s), original copy of your TOR(s)

TITA TIP FOR STUDENTS: One of the worst “words of wisdom” I believed in is that grades don’t matter in the workplace. This is absolutely garbage, since your Grade Point Average (GPA) or General Weighted Average (GWA) will be computed during ranking. So, if you are still studying, try to get good grades.

LICENSE

Being an LIS degree holder, you know that you can only practice librarianship with a valid license. You need your valid (not expired) professional librarian license and copy of your board rating in your application. If I remember correctly, the PSB scores you on this area with the equivalent of your board rating.

For application: photocopy of valid license, photocopy of board rating certificate

For ranking: valid license, original copy of board rating certificate

RELEVANT EXPERIENCE

The minimum requirement for relevant experience is one year.

You will definitely be required to bring your performance ratings for the last three years. Regardless of whether you have three, two, or one performance ratings, the sum of your scores divided by three will be your score for this area. If you are not able to produce any performance rating, you will get a zero.

For application: photocopy of Certificate of Employment, if any; photocopy of service record; photocopy of performance rating for last three rating periods, if any

For ranking: original COE, original service record, original performance ratings

TITA TIP: If you are currently employed in another agency or office, perform well to get high ratings.

RELEVANT TRAININGS

This is the easiest area to score high on, since you only need one national-level training in library and information science organized by a professional organization to get a full score. Every year, there are a number of organizations holding conferences and training-workshops you may attend to get your certificate.

TITA TIP: When you submit an international training, you have to prove that this is really an international training, and not a national training attended by just a handful of foreign participants.

PUBLICATIONS

Have you authored a published material?

As much as possible, stay away from publishing companies with questionable reputations. The PSB definitely knows about dubious newspapers or journals that require payment to publish your articles, especially those that write for you.

AWARDS

OMNIBUS CERTIFICATION

To be honest, I do not remember submitting one, but teacher applicants are required to. Just in case, you may prepare one. Have it notarized before submitting your papers to the Records Office.

Note that your pertinent papers are just one third of the requirements. Even if you do not score high in your credentials, you can still get additional scores if you do well in the interview (psycho-social) and skills test. Still, the goal is to get a passing score even without the interview and skills test, so you will be assured a slot in the RQA.

Note as well that your ranking becomes irrelevant after the PSB submits the names of the top five candidates to the SDS. In the end, the decision of the appointing authority still prevails.