Priority Information Management System user manual

Part 1 – General

1.1 Introduction

The Priority Information Management System (PIMS) is an electronic Web-based tool of the Public Service Commission (PSC). Organizations register individuals that have a priority entitlement by entering priority person’s personal information in PIMS, in order for them to be referred to job opportunities within the government. Priority persons have access to their registration through the Priority Portal, which is a secure window into PIMS.

Organizations initiate the registration via PIMS (or fully complete the registration in exceptional circumstances) and PIMS generates an e-mail to priority persons with instructions on how to access the Priority Portal. Priority persons are then able to view, make or request changes to their personal information through the Portal for the duration of their entitlement.

When all mandatory fields are completed, the priority person submits the registration through the Portal which generates a notification to the home organization. The organization then reviews and/or approves the information submitted by the priority person and then activates the registration via PIMS in a timely manner. This process, where the priority person is actively engaged in ensuring the accuracy of information in their registration, helps to ensure that entitlements to a priority appointment are valid and respected as mandated by the Public Service Employment Act (PSEA) and the Public Service Employment Regulations (PSER).

The PIMS manual is geared to the needs of new and inexperienced users. Some actions may require special attention, especially the following:

• keeping track of and resetting expired passcodes for priority persons to access the Priority Portal;
• initiating, reviewing, and activating registrations;
• updating active priority registrations;
• submitting Priority Referral Feedback Forms;
• making requests to remove active priority entitlements;
• viewing a list of your own organization’s priority persons; and
• generating statistical reports.

Organizations also conduct priority inventory searches for priority clearance via PIMS. Organizations can go online to:

• view a priority person's registration such as résumé, experience codes, mobility codes, etc.;
• send referral feedback to the PSC and priority persons (for surplus and reinstatement priority persons, the referral feedback is also sent to the home organization);
• obtain a list of their own priority persons; and
• generate statistical reports to help manage their responsibilities in priority administration.

The PIMS electronic forms are easy to use and provide links to the recruitment services of the Staffing and Assessment Services Branch of the PSC.

1.2 Using a Scroll-Wheel or the Back and Forward buttons of your browser in PIMS

Caution:

As with all Internet-based forms, if you use the scroll wheel on your mouse to move up and down within the form, you MUST BE ABSOLUTELY CERTAIN that none of the drop-down lists on the form are active (i.e., they must not be highlighted). The reason for this is that each click of the scroll wheel will change the item that you have selected from that drop-down list.

Using your browser's navigation buttons "Forward" or "Back" in the toolbar may cause unpredictable results. Please use the navigation buttons which appear in PIMS, which are usually located at the bottom of any given screen.

Similarly, changing the language choice on the top menu may cause unpredictable results. Please keep the same language as the one you chose when you first log in.

1.3 Access to PIMS

Access to PIMS is restricted to Publiservice subscribers with a valid Human resource password. The user ID and password are issued to HR professionals by Publiservice to post Public Service Staffing Notices and to access PIMS.

If you have a user ID and password, go to Priority Information Management System and enter your coordinates.

If you do not have a user ID and password or have forgotten your password, go to the Priority Information Management System, on the “login screen” of PIMS, and click on “To Register for a User ID and Password”. Then choose your language of choice on the “Single Sign-on” page, and in the left hand column, click on “Register” and fill out the registration form.

1.4 Need Help?

Contact your PIMS Super User.

For technical support with PIMS, contact the PSC via the Priority Administration Information Line at 1-855-235-3113 (NCR 613-992-0429) or by e-mail at infoPA-infoAP@psc-cfp.gc.ca

For questions on priority administration, contact your organization’s designated PSC Priority Administration Advisor, or consult thePSC's Priority Administration Web page, which contains links to the Guide on Priority Administration and other useful information.

For any questions concerning recruitment including advertising jobs, consult the Web Site for the Staffing and Assessment Services Branch.

Part II - Priority Registrations and/or Updates

2.1 To Initiate a New Registration

1. Click on Register a Priority Person/Refer to Priority Person’s File/Résumé.
2. Select Initiate New Registration (partial completion by the home organization) from the Main Menu.
3. Enter the Personal Record Identifier (PRI), issued to public servants)/ or Service/Regimental Number to Search for any existing or previous file (within the last 5 years) for this priority person in order to assign any existing Priority Reference Numbers (PRN) to the new registration.
   1. For CF members, the Service Number starts with a capital letter (A to Z) and is followed by eight digits (from 0 to 9) e.g. A11 111 111;
   2. For RCMP regular members, the Regimental Number has five digits;
   3. For RCMP civilian members, the Regimental number starts with a letter, then four digits; and
   4. For a surviving spouse or common-law partner, the number is the late spouse’s or common-law partner’s PRI, Service Number or Regimental Number.
4. Click on the Search button.
   
   Results: After the search, results will appear. If an existing or previous file corresponding to the same PRI/Service Number/Regimental Number has been found you will have to choose between a), b) or c). If no file has been found, choose d). Once the result information appears, click one of the following, according to the appropriate situation:
   • a) If the file identified is in Draft status (and the priority person has not yet accessed the portal and passed the Shared Secrets),
     • Click on the Delete & Initiate New button. The following question will appear:
       
       Are you sure you wish to delete the registration currently identified in Draft status in the Portal? Select one of the following:
       • Yes (the draft registration will be deleted and this will allow you to continue with your registration); or
       • No (this will bring you back to the Priority Registration Menu to prevent you from continuing with the registration).
     NOTE: If a priority person accessed the portal and passed the Shared Secrets, the status is also in Draft; however, you will not be able to delete or initiate a new file. On the screen, the following sentence will appear: You can’t create or initiate a new registration for this PRI/Service Number/Regimental Number since one already exists. Click on the Back button to return to the Main Menu.
     
     OR
   • b) If the file identified is in Pending status,
     • click on the Back button and:
       • Select option Approve/Decline Pending Requests/Activate New Registration (to activate the pending new registration); or
       • Update/View Priority File/Change Priority Type to activate a pending update.
     OR
   • c) If the file identified is in removed status,
     • click the appropriate box below:
       • This file belongs to the same individual:
       • Yes, press Continue (this will assign the existing PRN to the new priority person’s registration to prevent assigning two different files for the same person); or
       • No, press Continue (the Priority Information Management System (PIMS) will assign a new PRN and direct you to complete the registration option you had initially selected to register this person).
     OR
   • d) No file found (PIMS has not identified an existing or previous registration for this person).
     
     If there is no file found for this person, click on the Initiate New Registration button.
     
     NOTE: Before filling out this page, please scroll through the form and make sure you have all the required information at hand. The system will not save a partially completed form and allow you to retrieve it at a later date.
     
     Fields with a red * are mandatory.
5. Enter the Originator information. From the drop-down list, select the Home Organization, which is your organization and is responsible for managing the priority person’s entitlement. The name of your organization will appear as a default.
   
   The originator’s fields are populated automatically if the person entering the data previously accessed PIMS with a valid user name and password. The first name, last name, title, telephone number, e-mail address and confirm e-mail address will appear each time the originator initiates a registration.
   
   However, if any changes to the originator’s fields (populated automatically by PIMS) have to be made, the section Profile Update can be used to modify these fields. The section Profile Update appears in the left-hand column of the screen inPIMS.
   
   The originator is usually the human resources (HR) advisor responsible for the priority person and who will be the main contact when communicating with the Public Service Commission (PSC). The originator's e-mail address must be correctly entered in order to receive a system-generated e-mail response from PIMS. If a typo occurs or there is a mistake in the e-mail address the originator will not receive the notification.
   
   The PSC recommends that a generic e-mail address for the home organization’s HR division be used to ensure that e-mails sent to that address are accessible at all times for continuity and timely follow-up; for example, in case the HR advisor who registered the priority person is unavailable for whatever reason.
6. Attestation – I have read and can confirm all of the above, on behalf of the organization.
   • When you check this box, it means that the Priority Person has read and signed the Consent form AND the manager certifies that this person is suitable for re-appointment in your own organization and in other organizations.
   • NOTE: You cannot register a person who refuses to sign or has not yet signed the Consent form.
   If no match was found at the time the  Search was performed, enter the Priority Person’s Information. Complete the following: first name, last name, home telephone number, work telephone number, e-mail address and confirm e-mail address of the priority person.
7. Enter the Classification, which is the priority person’s current substantive group and level. NOTE: You must enter the group and level AT 00 when selecting priority type “CF/RCMP member medically released” and SS 00 when selecting priority type “surviving spouse or common-law partner”.
8. Enter the Preferred Language of Correspondence. The home organization must inform the priority person that this mandatory field refers only to the language in which they want to receive their correspondence, including the written results of assessment feedback on referrals. The priority person will still have the choice of which official language is to be used for further assessment in any appointment process, e.g., interview or written exam.
9. Enter the Priority Type Information from the drop-down menu. Select the accurate priority person entitlement with the appropriate dates:
   1. Code 1 (Leave of Absence): You must complete the date the position was backfilled indeterminately, the date the current leave period ends and the start and end dates of the entitlement;
   2. For the following codes: Code 2 (Leave of absence Replacement), Code 9 (Relocation of spouse), Code 13(Employee became disabled), Code 15 (CF/RCMP medically released), Code 18 (Surplus (EX time limited)), Code 19(Surviving spouse or common-law partner): You must enter the start and end date of the entitlement;
   3. Code 4 (Layoff): From the drop-down menu, you must enter the layoff reason and the start and end dates of the entitlement;
   4. Code 5 (Surplus): From the drop-down menu, you must enter the reason for the surplus and the start dates of the entitlement (surplus entitlements with a guarantee of a reasonable job offer do not have end dates);
   5. Code 16 (Surplus- Workforce Adjustment Directive (WFAD) Time Limited): You must enter the reason for the surplus and the start and end dates of the entitlement; and
   6. Code 8 (Reinstatement): The hiring organization, which is the new home organization, must enter its name from the drop-down menu and enter the group and level for the lower-level indeterminate appointment. In addition, the start and end dates of the entitlement must be entered. The Reinstatement priority must be captured as an update to an existing entitlement. It is not possible to initiate a New Registration for a reinstatement entitlement.
      
      For additional information on priority types, click on Guide on Priority Administration.
10. From the drop-down menu, enter the Recommended Groups and Levels only for indeterminate positions to which the priority person will be referred. You can enter a maximum of 10 groups and levels. NOTE: The groups and levels should be equivalent to the substantive group and level of the priority person and also relevant to the priority person’s work experience.
    
    At the priority persons’ request, and with the approval of their home organization, the PSC will refer priority persons to positions one level lower than the level of their substantive position. Higher level positions are not to be added as recommended groups and levels, as these would constitute a promotion. Priority persons wishing to be considered for positions that would constitute a promotion can self-refer to these opportunities.
    
    The priority person has Read Only access to this information while the registration is in Draft status in the Priority Portal. Once the registration is activated via PIMS, the priority person will be able to make or request changes, some of which may require approval by the home organization.
11. Within the Other Information section, from the drop-down menu, select the PSC Priority Administration Office closest to the priority person’s residence. For persons with a Relocation of Spouse Priority, choose the PSC Priority Administration office closest to where the person is moving. Additional information, if any, as well as any supporting documentation, must be provided to the PSC Priority Administration advisor responsible for the file.
12. Click on the Initiate New Registration button. If there are any errors or omissions, a message in red will appear above where they took place. If the registration initiated contains no errors or omissions, a Thank You message will appear on your screen. Once the above-mentioned sections are completed and the Initiate New Registration button is pressed, the registration is initiated and will appear in Draft status in the Priority Portal, where it is accessed by the priority person.
    • An e-mail is automatically sent to the priority person:
      • Informing them that the home organization has initiated their registration in PIMS; 
      • Describing the procedure they must follow in order to gain access to the Priority Portal and complete the registration;
      • Providing the link to the cyber-authentication section to securely access the Portal; and
      • Providing a temporary passcode, valid for 10 calendar days, to securely access the Portal, along with contact information, in case of difficulties.

2.2 To Reset/Generate a Temporary Passcode

A temporary passcode is created and sent to the priority person when the home organization has initiated the registration process. This temporary passcode needs to be reset if it has not been used within 10 calendar days or it has become invalid after 10 unsuccessful attempts. If the home organization has completed the full registration process on behalf of a priority person, it may be necessary to generate a temporary passcode for them so they can access the Portal.

1. Click on Register a Priority Person/Refer to Priority Person’s File/Résumé.
2. Select Reset/Generate Temporary Passcode from the Menu. This will bring you to a list of priority registrations from your organization without a temporary passcode and a list of priority registrations with an unused one.
3. Check the box related to the priority person in question.
4. Depending on whether you want to generate or reset a temporary passcode, click on:
   1. The Generate New Temporary Passcode button when you have completed a full registration in PIMS (refer to section 2.5) and a passcode was never issued to the priority person. This will send an e-mail to the priority person in which the passcode is included; OR
   2. The Reset Temporary Passcode button if a priority person has not used it within 10 calendar days or it is no longer valid due to the 10 unsuccessful attempts. This will send an e-mail to the priority person with their new temporary passcode.

2.3 To Retrieve a Pending Registration

Once you have initiated the registration and pressed the Initiate New Registration button, you will not have access to it until the priority person completes and sends it back to you for activation. Therefore, you will not be able to retrieve, review and/or update the registration in PIMS during that period.

You can press the Reset/Generate Temporary Passcode button (refer to section 2.2) and will then be able to view the list of all registrations initiated by your organization, as well as a list of priority persons that have not yet accessed the Portal.

After the registration has been completed by the priority person through the Priority Portal, the status of the registration isPending New in PIMS. An e-mail is sent to you indicating that the information in the registration needs to be reviewed, approved and activated.

1. Click on Approve/Decline Pending Requests/Activate New Registration from the Main Menu.
2. Enter the home organization’s name from the drop-down menu, the priority person’s PRN and last name.
3. Click on the Search button.
4. PIMS will display a line containing the PRN (highlighted in red) and the last name and other information on the priority person. Click on the Hyperlink and the Priority Profile Menu will appear. You can then review, approve and activate a new registration. Please refer to section 2.4.

2.4 To Review, Approve and Activate a New Registration

Once there is more than one person accessing the registration file (for instance, while a priority person updates their profile and another person attempts to access it), the system will automatically lock full access and the registration file will be displayed inRead Only mode for people who subsequently access the registration. This is to prevent changes being made by more than one person at a time. Once the person logs off, or after 90 minutes of inactivity, the access to make or approve changes to the file will be restored.    

It is important that you log out once you have finalized reviewing or approving changes to the registration file. Failure to log out will prevent the priority person or the PSC Priority Administration advisor from accessing the file for 90 minutes.

PIMS will time-out after 90 minutes of inactivity. Should this occur, you will need to access the Login Screen and complete the sign-in process once again.

NOTE: PIMS will not accept a new registration activated more than 30 calendar days before the start date of an entitlement.

NOTE: Not all entitlements can be registered/activated by the home organization in advance of the entitlement start date (e.g., reinstatement and lay-off). In such cases, the registration should be registered/activated in PIMS on the start date of the entitlement.

NOTE: After each section of the registration form, when all the mandatory fields are completed, you will be asked to click one of the following buttons:

• Next section;
• Back to menu; or
• Cancel.

After clicking on one of these buttons, if there are any errors or omissions, a message in red will appear above where they took place.

1. From the Priority Profile Menu, click on the Personal Information link. Review the Personal Information section that has partially been filled out by the home organization, when initiating the registration in PIMS and completed by the priority person, through the Priority Portal.
2. From the Priority Profile Menu, review the Home Organization and Priority Information section by clicking on the link. Enter any information that was not filled out when you initiated the registration.
3. Enter the Manager information such as first and last name, title, telephone number, fax number and e-mail address of the priority person’s manager. If the priority person does not have a manager (e.g., medically released, surviving spouse or common-law partner priority entitlements), information for a second contact within the organization must be provided.
4. From the Priority Profile Menu, review the Official Languages Profile by clicking on the link. Ensure that the Second Language Evaluation results (SLE) entered by the priority person are still valid at the time of the registration. Indicate the “valid until” date in the Additional Information section. NOTE: When SLE results are no longer valid, you must make the necessary arrangements for SLE testing. NOTE: For surplus and lay-off employees, SLE test results that are over five years old will be deemed valid on the condition that the priority person obtain new, valid SLE test results that meet the linguistic profile of their new position within 12 months of the appointment (this is a temporary measure until March 31, 2015). Information entered in this field needs to be approved by the home organization.
5. From the Priority Profile Menu, select the Recommended Groups and Levels section. Enter the Recommended Groups and Levels for term positions, if the priority person has indicated an interest in term positions, in the Additional Information section of the registration. A maximum of 10 occupational groups and levels can be input for term positions. While recommended groups and levels for indeterminate positions have already been added when initiating the registration, they can be added to or removed. When the registration is activated, the priority person can update their recommended groups and levels but the information needs to be approved by the home organization.
6. From the Priority Profile Menu, select the Occupational Groups and Experience section. Ensure that Experience Codesare updated whenever groups and levels - for both indeterminate and terms positions - have been modified. NOTE: Codes are divided by occupational categories; for example, for AS / CM / CR / DA / IS / OE / OM / PM / ST positions. All experience codes are listed under the Program and Administrative Services heading. Click on the drop-down menu. A list of experience corresponding to the recommended groups and levels entered above will be displayed. A maximum of 30 experience codes can be added. As experience is used to identify priority persons for possible referrals, only experience that is clearly reflected in the work experience or formal training portion of the résumé are to be recorded.  Information entered in this field from the priority person needs to be approved by the home organization.
7. From the Priority Profile Menu, select the Professional Qualifications and Education section. Ensure that any relevantProfessional Qualifications are specified, even though it is not a mandatory field. Ensure that the highest level ofEducation has been added by the priority person.
8. From the Priority Profile Menu, click on the Mobility section. Review areas of Mobility entered by the priority person taking into account indeterminate and term positions. If the mobility areas differ between the indeterminate and term positions, add a note in the Additional Information section from the Priority Profile Menu. Information entered by the priority person needs to be approved by the home organization.
9. From the Priority Profile Menu, click on the Résumé section. Priority persons are encouraged to use the Résumé Template. Review the Résumé added by the priority person to ensure that experience codes inputted in the registration match the résumé. Experience codes that do not reflect the work experience and formal training in the résumé are to be removed from the priority person’s profile. 
10. From the Priority Profile Menu, click on the Additional Information section. Review the Availability field entered by the priority person. If the entitlement start date has not yet started, the availability must be set to No and the start date of the entitlement needs to be entered in the date field. If the priority person is currently unavailable for referrals for whatever reason (out of country, on sick leave, etc.) the availability is set to No and the tentative date when the priority person would be available is entered in the date field. Information entered by the priority person in these fields needs to be approved by the home organization.
11. In the Other Information text box under the Additional Information section, clarify mobility, availability, validity of SLEand any other information that may assist the referral process, or any changes to the registration. The name of the person doing the updates, the date of the updates and the note and/or explanation of them need to be written in the box. Information entered by the priority person in these fields needs to be approved by the home organization. NOTE: All data entry in the Other Information text box must be written in the priority person’s preferred language of correspondence.
12. All sections of the Priority Profile Menu should now be checked (√). No X should appear; this means that all the mandatory information has been entered. From the Priority Profile Menu, press the Approve button to activate the registration. An e-mail with general information on priority entitlements and the Priority Administration program is sent to the priority person and a copy is sent to the PSC Priority Administration advisor for monitoring purposes.
    
    NOTE: The home organization must send the supporting documentation to the PSC Priority Administration advisor no later than 10 working days following the activation of the registration in PIMS. Failure to submit the paperwork will not affect a priority person’s referrals; however, no appointment will be permitted until the PSC has received the necessary documentation.
13. Full view and print option of the registration. This feature allows the organization to view and print the entire registration of an active priority person.
    

    From the Menu in PIMS:

    • Choose Update/View Priority File/Change Priority Type;
    • From the drop-down menu, select the home organization name;
    • Enter the priority person’s Priority Reference Number (PRN) and/or last name;
    • Press Search and click the hyperlink, the active registration will be displayed;
    • Click on the View/Print button at the bottom of the Priority Profile Menu; and
      From that full view of the page, scroll down to the end of the form and click on the Print button.

2.5 To Complete a Full New Registration

Organizations have the option of fully registering a priority person in PIMS. This should only be done in exceptional cases where the priority person requires accommodation or does not have access to the Internet.

NOTE: PIMS will not accept a new registration activated more than 30 calendar days before the start date of the entitlement.

NOTE: Not all entitlements can be registered/activated by the home organization in advance of the entitlement start date (e.g., reinstatement and lay-off). For such entitlements, the registration should be registered/activated in PIMS on the start date of the entitlement.

NOTE: After each section of the registration form, when all the mandatory fields are completed, you will be asked to click one of the following buttons:

• Next section;
• Back to menu; or
• Cancel.

After clicking on one of these buttons, if there are any errors or omissions, a message in red will appear above where they took place.

1. Click on Register a Priority Person/Refer to Priority Person’s File/Résumé.
2. Select Complete a Full New Registration from the Menu. Fields with a red * are mandatory. NOTE: Before filling out this page, please make sure you have all the required information at hand to complete the registration. The system will not save a partially completed form and allow you to retrieve it at a later date. It will close after 90 minutes of inactivity.
3. Enter the PRI/Service/Regimental Number to search for any previous file numbers for this priority person, in order to assign an existing PRN to the new registration. Click on the Search button. Results: After the search, Results will appear. If an existing or previous file corresponding to the same PRI/Service Number/Regimental Number is found, you will have to choose between a), b) or c). If no file has been found, choose d). Once the Result information appears, click one of the following, according to the appropriate situation:
   • a) If the file identified is in Draft status (and the priority person has not yet accessed the portal and passed the Shared Secrets):
     • Click on the Delete & Create New Registration button. The following question will appear:
       
       Are you sure you wish to delete the registration currently identified in Draft status in the Portal? Select one of the following:
       • Yes (the draft registration will be deleted and this will allow you to continue with your registration); or
       • No (this will bring you back to the Priority Registration menu to prevent you from continuing the registration).
       NOTE: If a priority person accessed the portal and passed the Shared Secrets, the status is also in Draft; however, you will not be able to delete or initiate a new file. On the screen, the following sentence will appear: You can’t create or initiate a new registration for this PRI/Service Number/Regimental Number since one already exists. Click on the Back button to come back to the Menu.
       
       OR
   • b) If the file identified is in Pending status,
     • click on the Back button and:
       • Select the option Approve/Decline Pending Requests/Activate New Registration to activate the pending request; or
       • Update/View Priority File/Change Priority Type to activate a pending new registration.
       OR
   • c) If the file identified is in Removed status,
     • Click the appropriate box below:
       • This file belongs to the same individual:
         • Yes, press Continue (this will assign the existing PRN to the new priority person’s registration to prevent assigning two different files for the same person); or
         • No, press Continue (PIMS will assign a new PRN and direct you to complete the registration option you had initially selected to register this person).
       OR
   • d) No file found (PIMS has not identified an existing or previous registration for this person).
     
     If there is no file found for this person, click on Create New Registration.
     
     The Priority Profile Menu will appear to fully complete the priority registration:
     • X Personal information
     • X Home organization and priority information
     • X Official language profile
     • X Recommended groups and levels
     • X Occupational groups and experience
     • X Professional qualifications and education
     • X Mobility
     • X Résumé
     • X Additional information
   • NOTES :
     • As a home organization doing a full registration, you are required to complete all sections. It will not be possible to SAVE a partially completed registration;
     • Flags (√ checkmarks), will help you determine what sections have been completed (they are all mandatory fields);
     • Once all sections are properly completed from the Priority Profile Menu, the Activate button can be pressed; and
     • The first name, last name and PRI will have been pre-filled under Personal Information if a match was found at the time the Search was performed.
4. On the Priority Profile Menu, click on Personal Information to complete this section.
   
   If no match was found when the  Search was performed, click on Complete a full new registration.
   
   NOTE: Persons who are registering for the following entitlements may not have a PRI. In this case, another number is recorded in this space:
   • For CF members, the Service Number starts with a capital letter (A to Z) and is followed by eight digits (from 0 to 9) such as A11 111 111;
   • For RCMP regular members the Regimental Number is composed of five digits;
   • For RCMP civilian members the Regimental number starts with a letter followed by four digits; and
   • For a surviving spouse or common-law partner, the number is either the late spouse’s or common-law partner’s PRI, Service Number or Regimental Number.
5. Using the drop-down menu, enter the Gender. Provision of gender information is voluntary and is used for statistical purposes only; Street Address: Enter the street address and city where the priority person currently resides; City,Province: If the priority person does not reside in Canada, please choose “Outside Canada” from the drop-down menu.
6. Using the drop-down menu, enter the Area of Residence. If a change is made to the area of residence, you will have to review the information provided in the Mobility field to ensure that it has been adjusted accordingly), Postal Code, Home Telephone No.:(999-999-9999), Work Telephone No.: (999-999-9999).
7. Enter the E-mail Address: The e-mail address is a critical piece of information, as referrals to indeterminate positions will be made via e-mail. Please ask the priority person to check their filters and settings for junk mail so that e-mails from government servers are not being rejected or trashed. Should the priority person’s e-mail address change, it is their responsibility to update their registration (or to inform the home organization) as soon as possible so that they continue to receive e-mails for possible employment opportunities and feedback on employment referrals.
8. Select Visible Minorities, Aboriginal Persons, Persons with a Disability and Women from the drop-down menu if the priority person wants to self-declare.
   
   The PSC is committed to achieving a public service that reflects the diversity of Canada. Many organizations have positive policies, practices or elements of an employment equity (EE) plan designed to address identified disadvantages and under-representation of designated groups. Sections 3 and 4 of the Public Service Employment Regulations state that there is no requirement to take into consideration priorities if the appointment of a member of a designated group is made within an EEprogram, unless the person entitled to a priority is a member of the EE group to which the program applies. The PSC monitors this non-application of the priority provisions to ensure that priority persons who meet the EE criteria are considered ahead of all others.
9. From the drop-down menu, indicate the Preferred Language of Correspondence of the priority person.
   
   You must inform the priority person that these fields refer only to the language in which they want to receive their correspondence, including the written results of assessment feedback on referrals. This does not automatically indicate the language in which the priority person would be assessed to determine whether they meet the essential qualifications for a position. The potential hiring organization must assess the priority person in the official language of their choice.
   
   NOTE: If the priority person changes their address at any time, you must also update the Province and the Area of Residence fields, if applicable. You should also go to the Mobility section and:
   • Remove any mobility that is no longer applicable;
   • Add any new mobility to indicate where the priority person would be willing to accept referrals and possible employment; and
   • Be sure to save any changes that you make to the Mobility screen.
   Click on the Next section button.
10. From the Home Organization and Priority Information section, validate the Originator information already entered.NOTE: Only the originator will receive the e-mail with priority referrals.
    
    From the drop-down menu, select the Home Organization of the priority person. These fields are populated automatically if the person entering the data has previously accessed PIMS with a valid user name and password. The first name, last name, title, telephone number and address will appear each time the originator initiates a registration. However, the section Profile Update can be modified to reflect any changes that should appear on future registrations. (The section Profile Updateappears in the left-hand column of the screen in PIMS.) The PSC recommends that the priority person’s HR advisor information be populated in the Originator section.
    
    In addition, the PSC recommends that a generic e-mail address for the home organization’s HR division be provided to ensure that e-mails sent to that address are accessible at all times for continuity and follow-up, e.g., in case the HR advisor is absent for whatever reason.
11. Enter the information about the Manager of the priority person, such as first and last name, title, telephone number, fax number and e-mail address. If the priority person does not have a manager (e.g., CF/RCMP members released or discharged for medical reasons, surviving spouse or common-law partner priority entitlements), information for a second contact within the organization must be provided.
12. Attestation – I have read and can confirm all of the above, on behalf of the organization.
    • When you check this box, it means that the Priority Person has read and signed the Consent form AND the managercertifies that this person is suitable for re-appointment in your own organization and in other organizations.
    • NOTE: You cannot register a person who refuses to sign or has not yet signed the Consent form.
13. From the Priority Information section, enter the Classification from the drop-down menu, which is the priority person’s current substantive group and level.
    
    If the priority person being registered was reclassified to a lower level, the home organization must record the current one (the lower level versus the priority person’s previous substantive level). (See the Additional Information section for comments regarding recommended groups and levels.)
    
    NOTE: For CF and RCMP members released or discharged for medical reasons and most persons registered as a surviving spouse or common-law partner, priority entitlement will not include an identified group and level. As such, CF and RCMPmembers have the classification of AT-00 and surviving spouse or common-law partners have the classification of SS-00.
14. From the drop-down menu, enter the Priority Type Information. Select the accurate priority person entitlement with the appropriate dates:
    1. Code 1 (Leave of Absence): You must complete the date the position was backfilled indeterminately, the date the current leave period ends and the start and end dates of the entitlement;
    2. For the following codes: Code 2 (Leave of Absence Replacement). Code 9 (Relocation of spouse). Code 13(Employee became disabled), Code 15 (CF/RCMP medically released), Code 18 (Surplus (EX time limited)), Code 19(Surviving spouse or common-law partner). You must enter the start and end dates of the entitlement;
    3. Code 4 (Layoff): You must enter the layoff reason from the drop-down menu and the start and end dates of the entitlement (surplus entitlements with a guarantee of a reasonable job offer do not have end dates);
    4. Code 5 (Surplus): From the drop-down menu, you must enter the reason for the surplus and the start and end dates of the entitlement;
    5. Code 16 (Surplus- WFAD Time Limited): You must enter the reason for the surplus and the start and end dates of the entitlement; and
    6. Code 8 (Reinstatement): The hiring organization, which is the new home organization, must enter its name from the drop-down menu and enter the group and level for the lower-level indeterminate appointment. In addition, the start date and the end date of the entitlement must be entered. The Reinstatement priority must be captured as an update to an existing entitlement. It is not possible to initiate a new registration for a reinstatement entitlement.
    For additional information on the priority types, click on Guide on Priority Administration.
15. Click on Next section button.
16. From the Official Languages Profile section, from the drop-down menu, enter the first official language of the priority person and their language abilities, including the linguistic profile (reading, writing and oral).
    
    Ensure that the SLE results are still valid at the time of the registration. Indicate the “valid until” date in the Additional Information section. NOTE: When SLE results are no longer valid, the home organization must make the necessary arrangements for SLE testing. (NOTE: For surplus and lay-off employees, SLE test results that are over five years old will be deemed valid on the condition that priority person obtain new, valid SLE test results that meet the linguistic profile of their new position within 12 months of the appointment (this is a temporary measure until March 31, 2015). 
    
    NOTE: As a result of interaction between the Portal and PIMS, e-mails and notifications are generated and sent to priority persons, home organizations and the PSC Priority Administration advisor in both official languages.
    
    More information on this subject can be found in the Guide to Implementing the Policy on Official Languages in the Appointment Process.
17. Click on Next section button.
18. From the drop-down menu, enter the Recommended Groups and Levels only for indeterminate positions to which the priority person will be referred. Enter a maximum of 10 groups and levels. NOTE: The groups and levels should be equivalent to the substantive group and level of the priority person and also relevant to the priority person’s work experience.
    
    At the priority persons’ request, and with the approval of their home organization, the PSC will refer priority persons to positions one level lower than the level of their substantive position. Higher level positions should not be added as recommended groups and levels, as these would constitute a promotion. Priority persons wishing to be considered for positions that would constitute a promotion can self-refer to these opportunities.
    
    The priority person has Read Only access to this information while the registration is in Draft status in the Priority Portal. Once the registration is activated via PIMS, the priority person will be able to make or request changes, some of which may require approval by the home organization.
19. Enter the Recommended Groups and Levels for referral purposes to Term Positions if the priority person has indicated an interest in them. Enter a maximum of 10 groups and levels.
    
    (You can populate these boxes by pressing the Copy button if the same groups and levels are entered in the indeterminate boxes.)
    
    NOTE: The groups and levels should be equivalent to the substantive group and level of the priority person and also relevant to their work experience.
    
    It is also possible to enter groups and levels that are one level lower than the level of the person’s substantive position. Priority persons can self-refer to higher groups and levels. The PSC does not normally refer priority persons to higher-level positions.
20. Click on the Next section button.
21. From the Occupational Groups and Experience section, enter the Occupation group and Experience Codes, as appropriate. NOTE: Codes are divided by occupational categories; for example, for AS / CM / CR / DA / IS / OE / OM / PM /ST positions, all experience codes are listed under the Program and Administrative Services heading. When selecting codes, please keep in mind that experience must be supported by the work experience or formal training listed in the priority person’s résumé. Ensure that there is a logical link between the experience selected and the recommended groups and levels chosen.
    
    From the drop-down menu under Experience, select the experience codes and click on the Add button. Repeat this step to add any other experience codes from this drop down menu. When all the experience codes have been chosen based on a specific Occupational Group, select another Occupational Group from the drop-down menu. The screen will show each experience code chosen for the occupational group(s) based on the recommended groups and levels that were chosen. If an experience code has been added that does not correspond to the priority person’s experience, you would press the corresponding Delete button in the Action column to remove the code. Enter a maximum of 30 codes. Any experience code that is added will be used to identify the priority person for possible referral opportunities.
22. Click on the Next section button.
23. From the Professional Qualifications and Education section, enter any relevant professional qualifications found in the drop-down menu. It is not a mandatory field.
24. Using the level of education drop-down list, enter the highest level of Education that the priority person possesses.
25. Click on the Next section button.
26. Mobility: Indeterminate Positions:
    
    From the Mobility section, enter areas of Mobility for referrals to Indeterminate Positions. NOTE: Locations where there are limited employment opportunities are identified as such in the drop-down list under “Choose a specific location within the District” (20 staffing requests or less historically).
    
    From the Choose Region(s) drop-down menu, select a region (in consultation with the priority person) corresponding to the person’s mobility. Only press the Add region(s) (to my selection OR) button if the person is mobile to ALL locations/districts within the region. If not, go to the Choose District(s) menu. You can add more than one region or you can select « national » if the person is mobile anywhere in Canada by clicking the Add Region(s) button.
    
    From the Choose District(s) drop-down menu, select a District.  Only press the Add District(s) (to my selection OR)button if the person is mobile to ALL locations in the district. If not, go to the Choose specific location(s) within the District selected above menu. You can add more than one district by clicking the Add District(s) (to my selection OR) button.
    
    From the Choose specific location(s) within the District drop-down menu, select a city within the district. Then press theAdd button. You can add more than one city by clicking the Add button.
27. Mobility: Terms Positions:
    
    Enter areas of Mobility for referral purposes to Term Positions. This section is filled in the same way as the mobility section for indeterminate positions. It should be filled in only if a priority person is willing to accept a term position in a specific location. From the drop-down menu, select the areas corresponding to the priority person’s mobility. When entering mobility areas, please ensure that the priority person is willing to accept a term position in all of the areas chosen.
    
    PIMS refers the priority persons to Term Positions the moment they are identified against a request. To avoid unnecessary referrals and possible delays for hiring organizations, priority persons should be properly counseled regarding their mobility. Mobility for term positions can differ, depending on the tenure and groups and levels to which the priority person is being referred. This should be clarified in the Additional Information section under the Other Information text box.
28. Click on the Next section button.
29. From the Résumé section, copy and paste the priority person's résumé from the Résumé Template that was provided to the priority person. An electronic version of their résumé is mandatory.
30. Click on the Next section button.
31. From the Additional Information section, select Yes or No from the drop-down menu to confirm a willingness to accept a term position, a lower-level position, a part-time position or one requiring shift work, travel or overtime.
    
    All of the above fields will impact the priority person’s referral activity. You should ensure that the priority person is aware of the difference between operational requirements and Conditions of Employment.
    
    Shift work, travel and overtime play a key role in the referral process. These three questions refer to Conditions of Employment. If the priority person answers No to any of them, they will not be considered for processes where this has been listed as a Condition of Employment. Once activated, any updates to these fields will remain in pending status until the home organization has approved or denied the update.
32. Enter any Other Information linked to clarifying mobility, unavailability, clarification validity of SLE, or any other information that may help the referral process. If the home organization records any changes to the registration, the changes should also be summarized in the text box.
33. From the drop-down menu, select Yes or No to confirm Availability. If the entitlement has not yet started, the availability must be set to No and the date of the entitlement entered in the date field. If the priority person is currently unavailable for referrals for whatever reason (out of country, on sick leave, etc.) the availability is set to No and the tentative date when the priority person would be available is entered in the date field. Any updates to this field will remain in pending status until the home organization has approved or denied the update.
    
    NOTE: Unavailability does not extend the life of a priority entitlement. The entitlement continues and the end date remains the same. The unavailability is used for referral purposes only.
34. From the drop-down menu, select the PSC Priority Administration Office closest to the priority person’s residence. For persons with a relocation of spouse priority, choose the regional/district office closest to where the person is moving. Additional information, if any is required, as well as any supporting documents must be provided to the PSC Priority Administration advisor responsible for the file.
35. Click on the Next section button.
36. Review the information you have entered in the registration form, particularly your e-mail address, then, click on theActivate button to activate the registration. A Thank You message will appear on your screen.
    
    NOTE:
    1. You must e-mail the supporting documents to the appropriate PSC Priority Administration advisor. Organizations MUST provide the PSC with the supporting documents no later than 10 working days following the start date. Failure to submit the paperwork will not affect a priority person’s referrals; however, no appointment will be permitted until the PSC has received the necessary documentation.
    2. For information on the supporting documents required by the PSC, please refer to the Guide on Priority Administration that provides information on each priority type.
    NOTE: The priority person can gain access to the Priority Portal even if the home organization has fully completed the registration. A temporary passcode can be issued after the registration is activated (from the main menu, select Reset/Generate Temporary Passcode). Then the priority person will be able to review the registration and make any changes.
    
    Whenever the priority person updates their priority registration in fields that require approval and activation by the home organization, an e-mail generated by PIMS is sent to the home organization to notify them that a request for update has been received and is in pending status. The home organization must quickly review the information to approve or cancel the request.
    
    A section entitled Notifications in the Portal allows the priority person to be made aware of every change to their registration. Each Notification is recorded in the Portal and can be viewed at any time. The same Notifications appear in PIMSon the registration page.
    
    A Notification provides the status of the request, date of the change, and who approved and activated the change. By clicking View in Notification, all changes made to the registration, either by the priority person in the Portal, the home organization or the PSC in PIMS are highlighted.
37. Full view and print option of the registration. This feature allows the organization to view and print the entire registration of an active priority person.
    
    From the Menu in PIMS:
    • Choose Update/View Priority File/Change Priority Type;
    • From the drop-down menu, select the home organization name;
    • Enter the priority person’s Priority Reference Number (PRN) and/or last name;
    • Press Search and click the hyperlink, the active registration will be displayed;
    • Click on the View/Print button at the bottom of the Priority Profile Menu; and
    • From that full view of the page, scroll down to the end of the form and click on the Print button.

2.6 To Update a Registration or Change a Priority Type

To change a priority type to reinstatement entitlement, refer to section 2.7.

1. Click on Register a Priority Person/Refer to Priority Person's File/Résumé.
2. Select Update/View Priority File/Change Priority Type from the Menu.
3. From the drop-down list, select the Home Organization.
4. Enter the PRN on the first line. If you don't know the PRN, enter the person's surname.
5. For the Registration Status, select Search Active Priorities from the drop-down menu.
6. Click on Search.
7. PIMS will display a line containing the PRN (highlighted in red), last name and other information on the priority person. Click on the Hyperlink and the registration will appear.
8. From the Priority Profile Menu, select the appropriate sections you want to update. Enter the new data on the registration by typing over old data, if necessary. Ensure that the originator's information and e-mail address are updated. If the previous originator was someone else, enter your information and address in order to receive the confirmation of the update from thePSC Priority Administration advisor. To change a priority type (Home Organization and Priority Information section), ensure that the new entitlement start and end dates are updated and accurate.
9. At the bottom of every section, click on Save. If there are any errors or omissions, a message in red will appear above where they took place.
10. When finished entering the new data, go to the Additional Information section at the bottom of the registration menu and type in a description of what has been just added or changed, in the preferred language of correspondence indicated by priority person. Include your name and the date. Again, click on Save. If there are any errors or omissions, a message in red will appear above where they took place. Within a few minutes, the system will send an e-mail to the priority person, containing the details of the information you have updated in their registration.
    
    NOTE: If you are changing the priority type, remember that you must e-mail the supporting documentation to the appropriate PSC Priority Administration advisor no later than 10 working days after the start date of the reinstatement entitlement.

2.7 To Change a Priority Type to Reinstatement Entitlement

When a reinstatement priority entitlement begins, the hiring organization becomes the new home organization of the priority person. The new home organization is responsible for informing the former home organization of the change in priority type.

The new home organization must provide supporting documentation to the PSC Priority Administration advisor, such as a copy of the signed letter of offer but no later than 10 working days after the start date of the reinstatement entitlement. All updates should be completed by the new home organization through PIMS as close as possible to the start date of the new entitlement. The priority person and the PSC Priority Administration advisor will receive an e-mail advising that the new registration has been activated.

1. Click on Register a Priority Person/Refer to Priority Person's File/Résumé.
2. Select Update/View Priority File/Change Priority Type from the Main Menu.
3. From the drop-down list, select the Priority Person's Home Organization. NOTE: To change a priority type to reinstatement, select the home organization of the priority person’s substantive position before their appointment to a lower level.
4. Enter the PRN on the first line or, if you don't know it, enter the person's surname.
5. For the Registration Status, select Search Active Priorities from the drop-down menu.
6. At the bottom of the screen, click on Search.
7. PIMS will display a line containing the PRN (highlighted in red), name and other information on the priority person. Click on theHyperlink and the registration will appear.
8. From the Priority Profile Menu, select Home Organization and Priority Information. Leave the existing home organization at the top of the screen. If the reinstatement is with a different home organization than the one indicated at the top of the form, this field will change once the reinstatement entitlement is activated.
9. Update the Originator and Manager Information as per the new position accepted by the priority person. Confirm the e-mail address of the originator and manager.
10. Scroll down to the Priority Type Information at the bottom of the screen and change the Priority Type to Reinstatement (code 8). Select the reinstatement organization and indicate the lower-level classification (reinstatement classification) the priority person has accepted, as per the signed letter of offer. Do not change the substantive classification. Update the entitlement dates as per the reinstatement priority entitlement. To save the changes, click on Save at the bottom of the screen. If there are any errors or omissions, a message in red will appear above where they took place.
11. Update the Recommended Groups and Levels by removing all equivalent to and lower- level classifications than the new appointment and any related experience codes. Classifications in between the old and the new ones should be left. It is also recommended to remove referrals to term positions. Click on Save at the bottom of the screen. If there are any errors or omissions, a message in red will appear above where they took place.
12. When finished entering the new data, go to the Additional Information section at the bottom of the Registration Menu and type a description of what you just changed. Include your name and the date (Date xxxx-xx-xx: Activated Reinstatement priority type. Priority person accepted lower level position at dept: xxx, GR-LVL: xxx. (initials). Click on Save.
    
    NOTE: If you are changing the priority type, remember that you must e-mail the supporting documents to the appropriate PSC Priority Administration advisor within 10 working days after the start date of the entitlement.
13. Within a few minutes, the system will send an e-mail to the priority person, containing the information you have updated in their registration.

2.8 To Decline an Update of a Priority Person's Registration

This section demonstrates how to cancel or delete an entire update request submitted by the priority person. NOTE: If the update is partially cancelled (not entirely approved) by the home organization, refer to section 2.9.

Whenever the priority person updates fields in their priority registration that require approval and activation by the home organization, a message generated by PIMS is sent to the home organization to notify the originator that a request for an update has been received and is in pending status.

The home organization must review the information and approve or cancel the request. A section entitled Notifications appears inPIMS on the Priority Profile Menu screen. It provides the status of the request, the date of the change and who approved and activated it. By clicking View in the Notification section, all changes made to the registration by the priority person via the Portal, the home organization or the PSC Priority Administration advisor are highlighted.

1. Click on Register a Priority Person/Refer to Priority Person's File/Résumé.
2. Select Approve/Decline Pending Requests/Activate New Registration from the Main Menu.
3. From the drop-down list, select the Priority Person's Home Organization for which you need to cancel an update.
4. At the bottom of the screen, click on Search.
5. PIMS will display a line containing the PRN (highlighted in red), name and other information on the priority person. Click on theHyperlink and the registration will appear.
6. Click the link in the Notifications section at the top of the registration to see the changes submitted by the priority person.
7. To delete the entire update (not approved) by the home organization, in the priority person’s registration, add a comment in the Additional Information section. Include your name and the date and. Click on the Back to Menu button at the end of the screen. If there are any errors or omissions a message in red will appear above where they took place. Also, the home organization needs to contact the priority person to explain why the update was not approved.
8. Click on Decline. A question will appear: Are you sure you want to reject all changes/modifications made to this file? Press the Yes button. A Thank You message will appear on-screen to indicate that the transaction was successful. Within a few minutes, an e-mail will be sent to the priority person, who should be contacted by the home organization to explain why the update was not approved.

2.9 To Partially Delete an Update or to Approve an Update of a Priority Person’s registration

Any change requiring home organization approval is in Pending Update mode until the home organization approves it in PIMS. An e-mail is sent to the home organization to inform the originator that an update submitted by the priority person is pending approval. It is important that changes are approved as quickly as possible by the home organization, as they could affect referrals, e.g., changes to mobility codes. If some changes are not approved, it is important to contact the priority persons to explain the reason behind the organization’s decision.

1. Click on Register a Priority Person/Refer to Priority Person's File/Résumé.
2. Select Approve/Decline Pending Request/Activate New Request from the Menu.
3. From the drop-down list, select the Home Organization which is the home organization of the person for whom an update is required.
4. At the bottom of the screen, click on Search.
5. PIMS will display a line containing the PRN (highlighted in red), name and other information on the priority person. Click onHyperlink and the registration will appear.
6. Click the link in the Notifications section at the top of the registration to see the changes submitted by the priority person.
7. Leave the new information entered by the priority person that is approved by the home organization and, if required, replace the new information that is not approved by typing over old data directly on the registration. Confirm that the originator's information and e-mail address are updated. If the previous originator was someone else, enter your information and e-mail address in order to receive the confirmation. Also, the home organization needs to contact the priority person to explain why the update was not approved. If there are any errors or omissions a message in red will appear above where they took place. After every section has been reviewed, click on the Back to Menu button at the end of the screen.
8. When finished reviewing the new information, go to the Additional Information section at the bottom of the Priority Profile Menu and type in a description, in the preferred language of correspondence of the priority person, of what you just added or changed, along with your name and the date and click on the Back to Menu button at the bottom of the screen.
9. To activate the new information in the priority person's registration, click on Approve. If the registration form contains no errors or omissions a Thank You message will appear on your screen. Within a few minutes, the system will send an e-mail to the priority person, containing the details of the information you have updated in their registration.
   
   NOTE: Updates made by the PSC Priority Administration advisor to the registration will also generate an e-mail to the home organization and the priority person. A Notification will also appear on the registration.

2.10 To Request the Public Service Commission Remove a Priority Person From the Priority Information Management System

1. Click on Register a Priority Person/Refer to Priority Person's File/Résumé.
2. Select Submit Request for Removal by PSC/Cancel Pending Request for Removal/Cancel Pending New Registrationfrom the Priority Profile Menu.
3. From the drop-down list, select the Home Organization which is the home organization of the priority person you need to remove from the PIMS inventory:
4. Enter the PRN.
5. Select Search Active Priorities from the drop-down list.
6. PIMS will display a line containing the PRN (highlighted in red), name and other information on the priority person. Click on theHyperlink and the registration will appear.
7. From the drop-down menu, the Priority Profile Main Menu will be displayed. Select the Reason for Removal.
8. In the Additional Information section, at the bottom of the Priority Profile Menu add a comment, in the preferred language of correspondence indicated by the priority person, explaining why the request for removal is being made,  and include your name and the date.
9. Click on the Back to Menu button at the end of the screen.
10. Click on Submit for Removal. The following question will appear: Are you sure you want to submit this file for removal?Press the Yes button. A Thank You message will appear on-screen to indicate that the request has been sent. Within a few minutes, the system will send an e-mail to the PSC Priority Administration advisor for action. The priority person and the PSC Priority Administration advisor should be contacted by the home organization to provide information regarding the removal.
    
    Note: If the priority person has been appointed, send the letter of offer to the PSC Priority Administration advisor no later than 10 working days after the appointment. Please note that the priority person’s registration will be removed fromPIMS only when the PSC Priority Administration advisor approves your request.

2.11 To Cancel a Request to Remove a Priority Person from PIMS (when the request has not yet been activated by the PSC)

1. Click on Register a Priority Person/Refer to Priority Person's File/Résumé.
2. If the status of the request to remove a priority person is pending and the home organization decides that the removal is no longer required (e.g., an error occurred or something has changed), select Submit Request for Removal/Cancel Pending Requests for Removal/Cancel Pending New Registration.
3. Select the Home Organization from the drop-down list. It is the home organization of the priority person for whom you need to cancel a request to remove them from the PIMS inventory.
4. Enter the PRN.
5. Select Search Pending Request from the drop-down menu.
6. Click on Search.
7. PIMS will display a list containing the PRNs (highlighted in red), last names and other information of every pending request in your organization. Click on the Hyperlink and the registration will appear.
8. In the Additional Information section add a comment, in the priority person’s preferred language of correspondence, with your name and the date. Click on the Back to Priority Profile Menu Button at the end of the screen.
9. Click on Cancel. The following question will appear: Are you sure you want to cancel this request? Press on the Yes button. A Thank You message will appear on-screen. The system will then send an e-mail to the PSC Priority Administration advisor and the priority person. The priority person and the PSC should be contacted by the home organization to explain why the removal was cancelled.
10. Call the priority person and the PSC Priority Administration advisor to provide information regarding the cancellation.

2.12 To View a List of Priority Persons from Your Organization (via Update)

1. Click on Register a Priority Person/Refer to Priority Person's File/Résumé.
2. Select Update/View Priority File/Change Priority File.
3. Select the Home Organization from the drop-down list on that screen.
4. Click on Search. A list of priority persons will be displayed.
5. PIMS will display a list containing the PRNs (highlighted in red), names and other information of every active priority person in your organization. If you want to look at a specific registration, click on the Hyperlink and the registration will appear.

Part III – Priority clearance and recruitment requests

3.1 To obtain a priority clearance and/or recruitment services

Fields with a red * are mandatory.

1. From the Request for Priority Clearance and/or Recruitment screen of PIMS, select one of the following actions:
   • Priority Clearance Only
     For any type of Proposed Appointment Process.
     
     NOTE: Select this action when an organization is responsible for their own external recruitment (creating and posting external job opportunities). In this case, it is important to put an explanatory note in the additional information section; otherwise, your request may be cancelled.
   • Priority Clearance and Recruitment (NON-EX positions)
     For one of the following proposed appointment process:
     • External Appointment Processes
       • (6) Advertised Process
       • (10) External Employment Equity Appointment Process
     • Other Appointment Process
       • (12) Simultaneous Internal and External Advertised Appointment Process
     NOTE: Select this action if the PSC is responsible for creating and posting the job advertisement.
   • Priority Clearance and EX Resourcing Services
     When staffing EX positions.
     
     NOTE: Select this action if the PSC is responsible for creating and posting the job advertisement.
2. Once you have selected the appropriate action, click on Continue. This will bring you to the beginning of the Clearance Request Form.
3. In the section Home Organization Information, it is imperative that the information about the Originator who will receive the subsequent e-mails from the system be accurate, particularly their e-mail address.
4. It is also strongly recommended that the contact information of another human resources person be indicated in the section entitled Human Resources Officer.
5. If priority persons are referred to an indeterminate position, an e-mail will be sent informing them of the job opportunity. From the drop down menu, select to whom the priority person should be sending his/her reply.
6. You must also indicate the number of working days in which the priority person should reply to the job opportunity. Aminimum of 5 working days to respond must be given however, the default of 5 working days can be increased to a maximum of 10 working days.
7. In the section Position Identification, type in the group and level of the position(s) to be staffed. Then click on the buttonShow Corresponding Experience Codes
   
   The name of the relevant occupational group to which the position belongs will appear. For example, if the group and level indicated is AS-4, the following line will appear below the button: Occupational group: Program and Administrative Services
8. This means that all of the Experience Codes associated with that occupational group will now appear in the drop-down list. Select the most appropriate Experience Code(s) for the position to be filled.
   
   Important note: the system allows you to select up to two experience codes. This permits you to be more specific in order to better reflect the requirements of the position outlined in the Statement of Merit Criteria and reduce the number of priority persons that match the employment opportunity. If you chose two codes, the system will only screen candidates havingthese two experience criteria, not one or the other.
   
   If an appropriate Experience Code is not listed in the drop-down list, select a general Experience Code. NOTE: The Experience Code chosen must be mentioned in at least one of the essential experience criteria in the Statement of Merit Criteria.
9. From the drop down menu, select the appropriate position Tenure and Type of Employment from the drop-down list.
10. Select the appropriate Language Requirements of the position(s) being staffed.
    • If there is more than one position with various linguistic profiles (bilingual and unilingual, imperative and non-imperative), select Various Requirements. Then, in the Additional Information section, type in all of the various linguistic profiles that will be used (CBC/CBC bilingual Imperative, BBB/BBB non-imperative, English Essential, etc.).
    • If the process is Bilingual Imperative, but with different profiles (e.g., BBB/BBB, CBC/CBC, CCC/CCC), select Bilingual Imperative – various profiles. In the Additional Information section, type in all of the linguistic profiles that will be used.
11. Type in the position title. Then, from the drop-down list, select the exact geographical location, or location closest to the position(s) being staffed. IMPORTANT: If more than one geographical location applies, a separate request for each of the other geographical locations MUST be submitted.
12. In the Additional details on Position Location (city/town) text box, you may type a greater specificity if the position location chosen does not correspond to the exact location of work.
13. Position Numbers: Type in the position number(s) you wish to staff. If there are more than 10, indicate in the Additional Information text box underneath this section all of the other position numbers. These position number(s) must be accurate. However, in the event that those numbers change, the clearance request must be updated with valid position numbers as they are known.
14. Additional Information: In this box, provide any and all information concerning your process: Change in the Originator's co-ordinates, position numbers, linguistic profiles, reasons for an update, etc.
15. In the section Consideration of Priority Persons, it is important to choose between options A, B or C, depending on whether you wish to consider a priority person or a specific priority person, or you do not wish to consider priority persons as per section 43 of the PSEA.
    • To choose option A, click the radio button beside the letter A. If targeting a designated group, complete theEmployment Equity section. Click one or more radio buttons to select the employment equity groups. Then choose a Proposed Appointment Process.
    • To choose option B, click on the radio button beside the letter B. Then type the last name, Personal record identifier (PRI) issued to public servants or Service/Regimental Number and Priority referral number (PRN) in the appropriate fields.
    • To choose option C, click on the radio button beside the letter C. It is important to include a rationale in the Additional Information text box section. Then click the radio button to choose whether you will proceed with an internal advertised appointment process or an internal non-advertised appointment process. Then click on the hyperlink to go to the Selection Process Number section.
16. Proposed Appointment Process *: (required only if you selected Option A above) In this section, there are three collapsible drop-down lists: Internal Appointment Processes, External Appointment Processes and Other Process. Click on the appropriate drop-down list, depending on your choice of process. You may refer to step 1 above for help in determining what process you need.
17. Selection Process Number: If you already know the selection process number, enter it in the field. If you know the selection process number at a later time, you must go back and enter the accurate number to enable your organization to track how priority persons have been considered.
18. Statement of Merit Criteria *: In this section, you must paste all of the essential qualifications of the position and the conditions of employment that apply to the positions being staffed. Note that PIMS will screen priority persons based on conditions of employment (e.g., shift work, overtime, travel). These should only be indicated where these conditions will be part of the letter of offer. REMINDER: Priority persons are NOT required to meet current or future asset qualifications, operational requirements or organizational needs. Please ensure that the essential qualifications appear in both languages, as the statement will be sent to priority persons in their preferred language of correspondence.
19. Once your form is completed, you are now ready to submit it for activation. If you wish to keep a copy of this form, click on the View request button before printing. Otherwise, click on the Send / Continue button.
    
    On the next screen, you will be asked to confirm whether the proposed appointment process, tenure, classification, position number, title, job category and types are correct. If the information is correct, click on the Yes button. This will bring you to a different screen, which will indicate whether you have an automatic clearance, or whether the system has found potential matches with your request. At the same time, the system will generate an e-mail that is delivered directly to your account. This message will contain further important instructions about the next step of the process. You must read the e‑mail closely and follow its instructions.

3.2 Priority Referrals Management Tool

1. From the Main Menu, click on Obtain a Priority Clearance and/or Recruitment Services.
2. Select Feedback on Priority Referrals. Enter the Clearance Request ID. Click on the Continue button.
3. Click on the Generate Excel Tool Button. Save the tool on your computer. You can now manage the list of priority persons referred, sorted by priority type/order of precedence. You can also generate an updated list within PIMS at anytime, (and you should do so prior to submitting the Priority Referrals Feedback Form) to verify whether any priority person has changed priority type/order of precedence since the day the initial list of referrals was provided.
   
   Note: Please note that the use of the tool does not replace the requirement to complete the Priority Referrals Feedback Form.

3.3 To view a priority person's résumé (to screen and/or assess)

1. From the Main Menu, click on Obtain a Priority Clearance and/or Recruitment Services.
2. Select Feedback on Priority Referrals. Enter the Clearance Request ID. Click on the Continue button.
3. Click on the hyperlink where the name of the priority person referred appears.
4. Click on the Refer to Priority File button. The Priority Profile Menu will appear. Click on Résumé.
5. You are now in the priority person's registration. Click on the Résumé section; you will see a box containing the person's résumé. It is recommended that you copy and paste the entire résumé in Word or WordPerfect, as it will be easier to consult and forward to the hiring manager. It is also recommended that you read the notes, if any, in the Additional Informationsection; any special information concerning the priority person will be indicated in this section.

3.4 To provide feedback

3.4.1 Referrals for indeterminate positions

1. From the PIMS main menu, select Priority Clearance and/or Recruitment services and Feedback on Priority Referrals; then enter the Clearance Request ID.
2. Click on the Continue button. This will bring you to the Priority Referral Feedback Form. This screen displays the names of all of the priority persons referred by the PSC PAAs, for whom feedback is required. Click on the name of the priority person to view or edit results for that person. NOTE: You may complete the form for each person at different times as you complete the assessments of those persons, or you may complete the form for all priority persons at the same time.
3. Select the appropriate code from the drop-down list of Referral Results*. See Section 4.3.2 to obtain information on which results codes to use.
4. In the Rationale & Comments box, enter a detailed explanation of the referral feedback. IMPORTANT: Because the feedback is sent directly to the priority persons, you must provide it in the official language of choice for correspondence of each priority person. You must provide sufficient detail in this section to allow the priority person, the home organization and the PSC PAA to understand the decision behind the referral results for each priority person. You may paste a copy of any exchange that took place between the different parties directly in this box. Then, click on the Save button at the bottom of the page. NOTE: For indeterminate processes, there must be evidence that the priority person was assessed, if they felt that they met the essential qualifications of the position.
5. Click on the next priority person's name and follow steps 3 to 4 above.
6. When you have saved the referral feedback for the last priority person in the form, check the box below the following statement: I confirm that feedback has been provided for all priority persons referred. Once the box has been checked, click the Submit button at the bottom of the page.
7. A "Thank You" message appears in the next screen. This message means that your priority referral feedback has been sent successfully to the PSC PAAs, to the priority person(s) and to the home organization. Following the three-day waiting period, a PSC PAA will decide whether to issue clearance. If necessary, the priority person(s), the home organization or the PSC PAAmay contact you for further information.

3.4.2 Request for additional feedback received – Resubmitting feedback

When you receive a request for additional feedback from the priority person, the home organization or the PSC, you must resubmit the amended Priority Referral Feedback Form. To do so, follow steps 3 to 7 in section 3.3.1 above.

3.4.3 Referrals for term positions

NOTE: For specified term processes, all priorities identified on search are automatically referred to the organization, who then screens the priority person(s) based on information available in PIMS.

1. From the Request for Priority Clearance and/or Recruitment screen of PIMS, select Feedback to PSC on Priority Referrals; then enter the Clearance Request ID.
2. Click on the Continue button. This will bring you to the Priority Referral Feedback Form.
3. This screen displays the names of all of the priority persons on whom a report is required. Click on the name to view or edit the information and to complete the referral result for that person. NOTE: You may complete the form for each person at different times as you complete the assessments of those persons, or you may complete the form for all persons at the same time.
4. Enter the Date Priority given Feedback in writing * (yyyy-mm-dd).
   
   NOTE: This is the date you certify that you have informed the priority person IN WRITING about the assessment results. This may be done by e-mail. Keep a copy of this e-mail in your staffing file in case of an audit, and paste a copy in theRationale & Comments box.
5. If the priority person does not meet some or all of the pre-screening criteria of the Statement of Merit Criteria, select the appropriate code from the drop-down list of
   A. SCREENED OUT (Qualifications). See Section 4.3.1 to obtain information about what results codes to use.
   
   If the priority person is found to be qualified, choose from the drop-down list the referral result code 12 - Qualified - for term appointment to this position.
6. In the Rationale & Comments box, enter a detailed explanation of how the priority person meets or does not meet the essential qualifications in the Statement of Merit Criteria, as well as a copy of the e-mail you sent to the priority person with their assessment results, and click on the Save button at the bottom of the page.
7. Click on the next priority person's name and follow step 4 to 7 above.
8. When you have saved the referral results for the last priority person in the form, click the box entitled To Submit to thePSC, and then click on the Submit button at the bottom of the page.
9. A "Thank You" message appears in the next screen: Your priority referral feedback has been sent successfully to the Public Service Commission of Canada and a PSC Priority Administrator Advisor will examine your report and will either issue a clearance number or a denial of clearance. If necessary, the advisor may contact you for further information.

3.5 To update a priority clearance request

NOTE: Any changes to a clearance request that affect search criteria are not permitted (i.e., position location, position tenure (indeterminate, specified term) occupational group and level, experience codes and official language proficiency). The following are the only fields you can change once a request has been submitted:

• Position number;
• Number of positions to be filled (before clearance is granted only)
• Home Organization Contacts information
• Initial length of a term position
• Title of the position

1. From the Request for Priority Clearance and/or Recruitment screen in PIMS, select Update a Request.
2. Click on Continue. This will bring you to the Update a Clearance Request screen.
3. Enter the Clearance Request Number in the Search Criteria box, then click on the Search button.
4. Then click on the Search button.
5. A line with the Clearance Request Number highlighted in red will appear at the bottom of the screen. Click on this number. This will bring you directly to your Clearance Request.
6. Confirm your e-mail address and modify the information that needs to be updated. In the Additional Information text box, enter a clear description of what you have changed, and then click on the Send or Complete button at the bottom of the screen. The system will generate a confirmation e-mail that will be sent directly to your e-mail account.

3.6 To cancel a priority clearance request

1. From the Request for Priority Clearance and/or Recruitment screen of PIMS, select Cancel a Request.
2. Click on Continue. This will bring you to the Cancel a Clearance Request screen.
3. Enter the Clearance Request Number in the Search Criteria box, then, click on the Search button.
4. From the drop down menu, select the name of your organization.
5. Then click on the Search button.
6. A line with the Clearance Request Number highlighted in red will appear at the bottom of the screen. Click on this number. This will bring you directly to the Cancel a Request screen.
7. Confirm your e-mail address, select a Cancellation Reason from the drop-down list and then click on the YES button at the bottom of the screen.
8. A "Thank You” message with the Clearance Request Number will appear in the next screen, informing you that the request has been cancelled. Since NO confirmation e-mail will be sent, print this screen for your staffing file. NOTE: If you received a clearance number, it is now invalid and cannot be used. clearance number, it is now invalid and cannot be used.