Guidance Series - Managing the Notification Process



Document Status:
Draft: Working version
Effective Date:
December 2005
Contact:
Staffing Support Advisors
Related Documents:

 

Table of Contents

  1. What is Notification?
  2. Why is Notification Required?
  3. What is the Purpose of the Notification of Consideration?
  4. What is the Purpose of the Notification of Appointment or Proposed Appointment?
  5. Methods of Notification
  6. Whom to Notify?
  7. Managing the Waiting Period
  8. Notification Options
  9. Notification Examples

1. What is Notification?

Notification is a two-step process that is applied for each internal appointment. A first notification, or notification of consideration, is given when a manager considers someone for appointment. A second notification, or notification of appointment or proposed appointment, is given when a manager appoints a person or proposes a person for appointment.

Notification does not apply to appointment processes leading to an acting appointment. However, section 13 of the Public Service Employment Regulations (PSER) requires that persons in the area of recourse be informed of the person appointed or proposed in acting appointment situations.

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2. Why is Notification Required?

The requirement for two separate notifications is in the Public Service Employment Act (PSEA). The requirement that notification be communicated in writing is an element of the Public Service Commission (PSC) Policy on Notification, which supports the guiding values of fairness and transparency.

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3. What is the Purpose of the Notification of Consideration?

Notification of consideration informs persons to be notified of whom the manager is considering for appointment. This is not a final decision, and the notification provides persons with a final opportunity to discuss the decision.

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4. What is the Purpose of the Notification of Appointment or Proposed Appointment?

Notification of person(s) being proposed or appointed informs persons to be notified of a final decision by the manager, and as per the PSC Policy on Notification, it advises those persons of their right to make a complaint to the Public Service Staffing Tribunal (PSST).

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5. Methods of Notification

While there are many different ways to provide notification, there are some points that must be respected:

5.1 Notification by Publiservice

Points to consider:

Note:

The Publiservice site provides both a Notification of Consideration and Notification of Appointment or Proposal template.

5.2 Notification by E-Mail

Points to consider:

5.3 Notification by Web site

Organizations could establish a Web site where the notifications issued could be found.

Points to consider:

5.4 Notification by Mail or Courier

Points to consider:

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6. Whom to Notify?

6.1 Notification is provided to all persons who are in the area of selection.

Keep in mind that some employees may be on a secondment, an assignment, an acting appointment elsewhere, or on extended leave. These employees may be entitled to notification. Some good practices to consider are:

6.2 Internal Advertised Appointment Process

In an internal advertised appointment process, notification is provided to all persons in the area of selection who participated in that process. This includes:

A) Persons not in the area of selection who apply on an internal advertised appointment process:

Good practice:

B) Persons with a priority for appointment:

C) Persons in the area of selection who participated, but then withdrew from the process:

Good practice:

D) Persons in the area of selection who participated in the process and who have been appointed from the process:

Good practice:

Note:

Where a person has indicated that he or she needs communication in an alternate format, confirm the method to be used with the person.

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7. Managing the Waiting Period

The waiting period between the notification of consideration and the notification of appointment or proposed appointment allows for time before the appointment decision is finalized. It provides a period during which the manager may consider any information before making a final decision. The waiting period may provide the first opportunity for informal discussion for some persons to understand why they have been eliminated from consideration for a specific appointment. No appointments may be proposed or made during the waiting period.

7.1 Duration of the Waiting Period

The PSC, in its Policy on Notification in the Appointment Process has established a minimum duration of at least five calendar days. The waiting period begins on the date the persons to be notified are informed of the names of the persons being considered for appointment.

Organizations may establish their own practices. Examples include the following:

Considerations to keep in mind when determining a duration for a waiting period include:

7.2 Informing in Writing of the Duration of the Waiting Period

The PSC Policy on Notification in the Appointment Process requires that persons be advised of the duration of the waiting period. This could be done as follows:

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8. Notification Options

To make the appointment process more efficient, when the same merit criteria are being applied to each position, some managers may wish to include the names of all persons who meet the criteria on one notification of consideration, once the assessment is completed. This would allow for only one waiting period to be applied. Following the waiting period, the manager would have some options:

Considerations for notification as outlined above are:

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9. Notification Examples

Example 1: Non-Advertised Process

The manager has identified five persons who meet the asset qualification for three vacancies in her branch. She assesses the five persons and three are found to meet all of the essential qualifications. One position is currently vacant, and two other positions will need to be staffed in approximately six months.

Method

Because this is a non-advertised appointment process, all persons in the area of selection must be notified. The manager does not wish to notify persons by e-mail, regular mail or courier. She considers using the organization's intranet Web site, but since the area of selection includes those persons who are employed in other departments and separate agencies, it is not ideal. For this reason, the manager decides to use Publiservice as the method of providing notification.

Managing the Notification Process

In order to facilitate the subsequent appointments, the manager puts all three names on the notification of consideration. She then meets with these three persons and explains her staffing plan. She advises two of them that they will not be appointed immediately, but that she plans to appoint them to the projected vacancies in approximately six months. This allows them to know the decision and it also provides them with the opportunity for informal discussion since they are eliminated from consideration of the first appointment.

After the waiting period, the manager issues the notification of appointment for the first appointment, with one name on it.

Later, when the other two positions can be staffed, the manager issues a notification of proposed appointment with the other two names on it.

Example 2: Advertised Process

The position is advertised and 43 persons apply. The Statement of Merit Criteria identifed essential qualifications, asset qualifications and operational requirements. The assessment of the essential qualifications resulted in 10 persons being found to have met all the essential qualifications.

The manager has one position to staff immediately. There may be other appointments to be made in the future, but the actual number and specifics of these positions are unknown.

Each person has provided an e-mail address and has indicated the same official language preference. One of the applicants is outside the area of selection, and was informed that for this reason, he was screened out and not being considered further. During the assessment process, seven persons withdrew. The manager ensured that their withdrawals were acknowledged and that they were informed that they would not be provided with notification for this process. Thus, 35 persons are left in the process. Given the small number of persons to notify, the manager decides to provide notification by e-mail.

Since the manager is only certain of the one immediate appointment, he issues the notification with only one name on it. This is sent via e-mail to the 35 persons.

Following the waiting period, the manager sends another e-mail with the notification of appointment to the same persons.

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