Policy Statement
The Public Service Commission (PSC) has designated the following priority considerations and alternate staffing methods as approved assessment processes for consideration by Departments/Agencies:
- Accommodation
- Bumping
- Conversion (Position Attachment)
- Recall
- Reclassification
- Restructuring
- Succession Planning
- Transfer
Application
This policy applies to all organizations specified in Schedule A of the Public Service Commission Act (PSC Act) and to positions in those organizations not otherwise excluded by Section 4 thereof.
Definitions
For the purpose of this policy:
Accommodation – a temporary or permanent adjustment to working conditions, work assignments, policies, rules, practices, programs or the physical work environment to address an employee’s current or potential employment needs arising from a disability which is supported by medical documentation. An accommodation may include providing services, adaptations, adjustments, modifying duties or job transfers that enable individuals who meet job qualifications to participate in employment and employment related activities.
Bumping – is a collective agreement provision which allows for the more senior workers who have been laid off to displace less senior employees. Refer to the relevant collective agreement for further information.
Conversion – a change in position attachment (i.e., an employee’s attachment to a position may be changed from temporary to permanent appointment). Refer to the Conversion of Position Attachment or Employment Status Policy for more information.
Delegated Staffing Authority – delegated authority from the PSC to another government entity to exercise and perform powers and functions of the PSC related to appointment and promotion.
Impacted Employee – an employee who occupies a position in the portion(s) of the organization being restructured, who will experience:
- involuntary job loss;
- a change in the core duties of their position; or,
- a change in their position status (e.g., from permanent to seasonal).
Recall – employees who have been laid off may be recalled without competition into the same or a lower level position provided the position does not exceed 13 weeks duration in total. If the position exceeds 13 weeks, the position must be advertised. The requirement to advertise shall only be waived if the employee being recalled has previously been awarded employment, at the same pay level or higher, through a merit-based selection process. Please refer to the relevant collective agreement for further information.
Reclassification – a classification review resulting in a change in a position’s classification and/or pay level due to gradual changes in job duties naturally occurring over time and does not result in the promotion from one occupational category to another. Promotions as a result of a reclassification that do not satisfy these restrictions require PSC approval.
Restricted Pool – impacted employees, appointed through a PSC approved assessment process, may be provided first consideration for surplus positions.
Restructuring – the approved reorganization of a defined work unit. If there are fewer positions in the newly created organization than there are employees in the restructured organization, newly created positions may be filled by:
- a restricted pool competition whereby impacted employees may be appointed into alternate, suitable positions at the same classification level or lower with similar duties/responsibilities, bargaining units, within a similar geographical area;
- a standard internal or public competition; and/or,
- other alternate staffing methods.
Selection Board – a designated panel/committee led by a Selection Board Chair, convened to conduct competitions for the recruitment of public service positions.
Selection Board Chair – an official who is certified and acting on behalf of the PSC on a Selection Board, convened to conduct competitions for the recruitment of public service positions.
Succession Planning – human resource planning designed to promote the development of employees to meet workforce requirements.
Transfer – subject to PSC approval, the competitive process may be waived where there is a request from an employee to transfer laterally into a vacant position which does not result in a promotion or demotion. Bargaining unit employees should consult their respective collective agreement and where there is a conflict, the collective agreement shall prevail.
Roles and Responsibilities
Employee
It is the responsibility of an Employee to:
- consult with their manager in relation to priority considerations and alternate staffing methods as defined in this policy; and,
- provide supporting documentation as required.
Department/Agency
It is the responsibility of the Department/Agency to:
- consider the appropriate priority considerations and alternate staffing methods to apply, and obtain supporting documentation;
- develop a strategy or plan as required; and,
- consult with Treasury Board Secretariat (TBS) and/or PSC and obtain approval where applicable.
Delegated Staffing Authority
It is the responsibility of the entity that holds Delegated Staffing Authority to:
- advise the PSC of situations where this policy is being utilized;
- designate a Selection Board to conduct or oversee, and document all staffing actions;
- ensure all staffing actions, plans or strategies are merit-based, fair, equitable and transparent; and,
- follow applicable termination of employment policies (TBS) in relation to those incumbents who are deemed surplus to future organizational needs after the restructuring.
Public Service Commission
The Commission shall:
- consider requests for priority considerations and alternate staffing methods and issue approvals where appropriate;
- monitor and audit to ensure compliance with this policy;
- provide guidance and interpretation of this policy; and,
- adjudicate complaints related to the application of this policy pursuant to the PSC Act.