LHHR 11-28: New procedure for referring priority persons

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2011-12-22

2011-12-29 - Please note that the second paragraph of LHHR 11-28 has been updated to read:

"In order to be more transparent in the referral process for priority persons and increase their involvement in determining the appropriateness of a job opportunity, effective January 23, 2012, an e-mail will be sent to priority persons each time they are referred to an organization for a possible indeterminate job opportunity. The e-mail will contain basic information about the job (organization, title, group and level, tenure and location), as well as the statement of merit criteria."

This is to inform you of changes to the Public Service Commission (PSC)’s procedure for referring priority persons to organizations, as well as related updates to the Priority Information Management System (PIMS). The procedure will be implemented on a pilot basis for six months to enable the PSC to consult with stakeholders, assess the effectiveness of the new procedure, make any necessary policy changes and ensure that there are no unintended technology concerns.

In order to be more transparent in the referral process for priority persons and increase their involvement in determining the appropriateness of a job opportunity, effective January 23, 2012, an e-mail will be sent to priority persons each time they are referred to an organization for a possible indeterminate job opportunity. The e-mail will contain basic information about the job (organization, title, group and level, tenure and location), as well as the statement of merit criteria.

Priority persons will be asked to respond to the hiring organization by e-mail within the time frame determined by the organization (a minimum of five working days from receipt of the notification), indicating whether they believe that they meet the essential qualifications for the position. If so, they are asked to submit to the hiring organization an up-to-date résumé, as well as any additional information that demonstrates how they meet the essential education and experience qualifications for the position. If priority persons feel that they are qualified for the job opportunity but cannot provide the requested information within the time frame determined by the hiring organization, they must advise the organization as soon as possible and propose a date for providing the additional information. If priority persons believe that they do not meet the essential qualifications for the position, they must provide an explanation in writing to the hiring organization.

Although there is a stipulated time frame for responding, from a policy standpoint, priority persons who indicate their interest in being considered for the position subsequent to this time frame will still need to be considered during the pilot period.

When a process is cancelled after priorities have been referred, e-mails will be sent to these priority persons and to their home organizations (for surplus priority persons only), advising them of the cancellation.

An e-mail will be sent to all priority persons on December 29, 2011, informing them of these changes and asking them to ensure that their e-mail address is kept up-to-date in PIMS. To ensure that priority persons do not miss any job opportunities during the transition to the new procedure, for the first 30 days after implementation of the new procedure, hiring organizations are asked to follow up with priority referrals who do not respond to e‑mails regarding job opportunities.

Hiring organizations will continue to be informed, through PIMS, of the names of priority persons who have been referred for, and notified of, job opportunities. As indicated in Letter to Heads of Human Resources 11-15, home organizations are notified when their surplus employees are referred to positions in other organizations. For organizations that have not yet provided the PSC with a generic e-mail address to which these messages can be sent, please send this information by December 30, 2011, to Thérèse Simard, Senior Analyst, Priority Administration.

Organizations will be informed of any changes to the above procedure at the end of the pilot. Should you require additional information, please do not hesitate to contact Douglas Coughlin, Manager of Priority Administration and Official Languages, at 613-943-5263.

Hélène Laurendeau
Senior Vice-President
Policy Branch

c.c. Chiefs of Staffing

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