LHHR 12-11: Priority Administration Initiatives

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2012-08-30

Please note that the second paragraph under section 1 (Changes to the Priority Information Management System) has been updated.

2012-06-25

In an ongoing effort to support organizations as they work through the impact of Budget 2012, the Public Service Commission (PSC) has put in place three new initiatives to help with moving forward over the coming months.

1. Changes to the Priority Information Management System

To increase the transparency, accountability and efficiency of the Priority Administration program, the PSC is implementing further changes to the Priority Information Management System (PIMS).

Effective June 30, 2012, once a hiring organization submits in PIMS the Priority Referral Feedback Form (the Form) for indeterminate positions, the System will simultaneously generate an e-mail to the PSC, the priority person and their home organization, communicating the referral results on the Form.

The automatically-generated e-mail will contain basic information about the position and the exact text that the hiring organization has submitted on the Form.

This will provide priority persons with more timely access to referral results and make the process more efficient and transparent. It will fulfill the organization’s obligation to provide written assessment feedback to priority persons.

The new procedure will also inform home organizations of the referral results of their own priority persons, for whom they remain responsible, allowing them to monitor and act on issues, as appropriate, such as identifying possible retraining needs and determining when a reasonable job offer has been made.

Please note that notifying the home organization will only apply to surplus priority persons and reinstatement priority persons.

The Form must provide:

  • feedback in the priority person’s official language of choice for correspondence;
  • clear details of the organization’s assessment of the priority person; and
  • reasonable grounds for finding that priority persons either do or do not meet the essential qualifications.

The PSC will allow priority persons three working days after the receipt of the referral feedback to approach the hiring organization with any questions or concerns regarding their feedback before the PSC issues a clearance number. This three day period will be piloted for six months to determine whether the waiting period is appropriate. In some cases, additional information can be sought and remedial measures may be required to correct errors or omissions in a process before a clearance number is issued.

The PSC will send an e-mail to all priority persons on June 27, 2012, informing them of these changes. At the end of the pilot, should any procedures change, priority persons and organizations will be informed.

The Guide on Priority Administration and the PIMS User Manual, available on the PSC Web site, will be updated to reflect these changes.

2. Survey of priority persons

Effective January 23, 2012, a process was introduced on a pilot basis whereby an e-mail is sent to priority persons to notify them each time that they are referred to a possible indeterminate job opportunity. Upon receipt of the e-mail referral, the priority person is to determine the appropriateness of the job opportunity and respond directly to the hiring organization within the time frame stipulated (a minimum of five days), indicating whether they believe they meet the essential qualifications for the position (LHHR 11-28).

As part of the overall consultation strategy, priority persons involved in the six-month pilot will be asked to complete a survey regarding the e-mail notification process to determine whether:

  • the information provided in the notification e-mail allows for them to make an informed decision as to whether they meet/do not meet the essential qualifications;
  • the proposed timelines are appropriate; and
  • the priority person feels more actively engaged in their search for employment.
The survey will be sent to priority persons via PIMS within the next few weeks. Organizations will be informed if any changes are made to the notification procedure, following an analysis of the survey results.

3. Priority Administration General Information Line

A Priority Administration General Information Line and a centralized e-mail address have been established so that public servants can access information regarding Priority Administration.

By using the general information line or e-mail address, human resources (HR) professionals, hiring managers and priority persons can contact a Priority Administration advisor who will be available to answer questions related to priority entitlements and how they are administered.

Toll-free: 1-855-235-3113
Local (National Capital Region): 613-992-0429
E-mail: CFP.AP-Info-PA.PSC@cfp-psc.gc.ca

Should anyone contacting the PSC have questions on workforce adjustment, they will be encouraged to contact their manager or their organizational HR advisor.

For questions related to the general information line, please call Barbara Williams, Manager, Priority Administration at 613-292-1865 or Barbara.williams@cfp-psc.gc.ca.
For questions on the other initiatives, please do not hesitate to contact Maria Tsourounakis, Manager, Priority Administration Program Transformation, at 613-944-6440 or maria.tsourounakis@cfp-psc.gc.ca.

Thank you for your co-operation.

Yours sincerely,

Hélène Laurendeau
Senior Vice-President
Policy Branch

Gerry Thom
Vice-President
Staffing and Assessment Services

c.c. Chiefs of Staffing

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