Priority Portal user manual: Persons with a priority entitlement

• 3.1 Priority Portal user manual for persons with a priority entitlement – your roles and responsibilities
• 3.2 Priority entitlements
• 3.3 Main menu
• 3.4 Privacy Consent Form
• 3.5 Personal Information – information on persons with a priority entitlement
• 3.6 Home organization and priority information
• 3.7 Recommended groups and levels
• 3.8 Mobility
• 3.9 Résumé
• 3.10 Additional information
• 3.11 Notifications for Priority Reference Number

3.1 Priority Portal user manual for persons with a priority entitlement – your roles and responsibilities

The Priority Portal is an important tool designed to help you keep your personal information current. It is your responsibility to ensure that the information captured in the Priority Information Management System (PIMS) is accurate. Failure to maintain current contact information may result in you not being considered for indeterminate (permanent) or term positions.

It is also your responsibility to clearly indicate your interest in any opportunities for which you are notified and to demonstrate how you meet the essential qualifications for the position(s) in question. We strongly encourage you to speak with the hiring organization when you are notified to determine how you will be assessed so that you can prepare accordingly.

Persons interested in securing employment should not rely solely on the Priority Entitlement Program. As in any job search, the more proactive you are, the greater your chances of securing employment. Persons with a priority entitlement are expected to conduct their own job searches and can submit their applications directly to hiring organizations through self-referrals. Networking is also an important activity for finding alternate employment. You may want to contact colleagues/individuals in other organizations to identify any potential employment opportunities for which you may want to self-refer.

If you have not already done so, you are strongly encouraged to read the email that you received advising you that your registration has been activated. The email, as well as this manual, contain important information that can greatly assist you in your search for employment.

The Public Service Commission of Canada’s (PSC) Guide on Priority Entitlements and Guide for Members of the Canadian Armed Forces and the Royal Canadian Mounted Police released or discharged for medical reasons are important tools that will provide you with a wealth of information regarding the administration of priority entitlement. The roles and responsibilities of each stakeholder (PSC, home organization, hiring organization and persons with a priority entitlement) in the administration of priority entitlements are explained in the Priority Administration Directive.

3.2 Priority entitlements

There are four statutory priority entitlements (defined under the Public Service Employment Act [PSEA]). Persons holding a statutory entitlement must be appointed ahead of all others in the following order if they meet all of the essential qualifications for the position:

• Canadian Armed Forces members medically released for reasons attributable to service (PSEA 39.1(1))
• Surplus priority (PSEA 40)
• Leave of Absence / Returnee priority (PSEA 41(1)(a)) and Leave of Absence / Replacement priority (PSEA 41(1)(b))
• Layoff priority (PSEA 41(4))

There are seven regulatory priority entitlements (defined under the Public Service Employment Regulations [PSER]). Persons with a regulatory priority are appointed after persons with a statutory priority, but in no relative order. The regulatory entitlements are:

• surplus (PSER 5(1)) – employees from other organizations who have been advised by their deputy head that their services are no longer required, but before any lay-off becomes effective
• employees who become disabled (PSER 7(1))
• Royal Canadian Mounted Police members discharged for medical reasons (PSER 7.1(1))
• Canadian Armed Forces members released for medical reasons not attributable to service (PSER 8(1))
• surviving spouse or common-law partner (PSER 8.1(1)) – this entitlement applies to external advertised processes only
• relocation of spouse or common-law partner (PSER 9(1))
• reinstatement priority (PSER 10(1))

Once you have expressed an interest in being considered for an opportunity, the hiring organization will contact you for further assessment on the essential qualifications or to advise you of the results of the process. Please note that in accordance with the Public Service Employment Act, there is an order of precedence to priority entitlements. Hiring organizations must consider those with a higher ranked priority entitlement first. As such, you may not be immediately contacted for assessment, depending on your priority entitlement type and that of other persons identified for the opportunity.

Some priority entitlements can run concurrently. In those cases, the Priority Information Management System (PIMS) captures the one that is dominant (has the longest entitlement period and/or the most benefit for the person with a priority entitlement). The other entitlement is noted and activated, if it is still relevant, after the dominant priority entitlement expires. For example, if the employee is entitled to a leave of absence priority entitlement as well as the employee who becomes disabled priority entitlement, then the leave of absence priority entitlement is captured and displayed, as this is a higher level of priority entitlement.

It is strongly recommended that you remain in close contact with your organization during your priority entitlement so that you are informed of any changes that could affect it.

All persons with a priority entitlement are able to view and update their priority registration online using the PSC Priority Portal. The Priority Portal is housed on a secured website and requires that you authenticate your identity each time you access it.

Persons with a new priority entitlement and first time users of the Priority Portal will need to complete a Cyber Authentication process in order to access the Priority Portal. This feature ensures that persons are only provided access to their own personal information.

Priority Portal users need only complete the entire Cyber Authentication process once. Thereafter you will only need to provide password information to access the Priority Portal.

This manual will assist you as you complete the various sections required for the registration of your priority entitlement. Areas that have been identified with an asterisk '*' are mandatory fields and must be completed before you can submit the registration for activation. Please refer to this manual as you complete the registration. Should you require clarification or assistance on content for certain areas, contact the person identified as the Originator on the Home Organization and Priority Information screen.

Once you have successfully completed the login, you will be taken to the Main Menu of your registration.

3.3 Main menu

This screen informs you of your current file status.

• Draft Status – Your home organization has entered partial information to initiate the registration process. Once sent to you, it remains in draft status until you have completed the registration and forwarded it to your home organization for approval and activation. A message will appear on-screen to inform you that you have successfully submitted the draft to your home organization. A Notification (explained below) is also created and retained on your file for you to view.
• Pending Approval Status – Once you complete your draft registration and submit it to your home organization, the file status will change to Pending Approval. It will remain in Pending Approval status until your home organization approves and activates your registration.
  • once your registration has been activated, this status is also used to inform you that there is currently a request for update that is pending approval. Once your file is activated it will remain active, even if your status shows Pending Approval
  • if you update a field that requires approval, your organization must action this request by amending and/or approving the update
  • if an update that you make requires approval, a confirmation email will be sent to you
  • if the update is approved, an email will be sent to you and a Notification will also be created in the Priority Portal and
  • updates that do not require the approval of your home organization, such as a change to your email address, telephone number or résumé, are updated immediately when you submit the change

Your home organization should contact you when an update is not approved. A note at the beginning of each section in this manual will advise you of those fields that require the approval of your home organization.

• Active Status – The status of your registration is considered active once your home organization has approved the data that you have submitted. Once the registration has been activated, you will receive an email and a Notification will be added to your file.

• Removal of entitlement – Only the PSC can end an entitlement (remove a registration from Active status). The removal is normally initiated by your home organization or by the PSC. If your entitlement has been removed, you will receive an email informing you of this action. You will not be able to access the Priority Portal.

Once your file is active, any subsequent changes in Pending Approval status will not be reflected until your home organization approves the update; however, your file remains active for searches based on what is already in Approved status.

You should contact your home organization if you notice that your file remains in Pending Approval status for an extended period of time.

This page will also provide you with a link to Notifications. Any time an update is made to your registration, whether by you, your home organization or the PSC, a Notification is created. When you click the link for Notifications, you will be taken to a page that will allow you to view the details of what has changed in your file, the date on which this change occurred and who initiated the update.

The Main Menu has a link to the various sections of your registration. The first time you complete each section, a green check mark () will replace the red ‘x’ () after the section heading indicating that all required information for that field has been completed. You will only be able to submit your registration for activation to your home organization once you have completed and saved each section.

You do not need to complete each section in the order they appear on the Main Menu. You can complete and save any section in whichever order you choose. You will only be able to save a section if all of the mandatory fields on that page have been completed. Once all sections have been saved, a ‘Submit for Activation’ button will appear on the Main Menu page. This is an indication that all sections and mandatory fields have been completed. When you click on the ‘Submit for Activation’ button, your registration will be sent to your home organization for review and activation. You will also receive an on screen message advising you that your registration has been sent to your home organization. You will see that the status of your registration has changed to ‘Pending Approval’ and will remain this way until your home organization has approved the information submitted by you. You will receive an email confirming that your registration has been sent to your home organization for verification, approval and activation.

It is possible to log out and return to complete your registration at a later time. You should complete all mandatory fields in the section you are completing or all changes will be lost.

The Priority Portal will timeout after 90 minutes of inactivity. Should this occur, you will need to access the Priority Portal Welcome Page and complete the sign-in process once again. Note that if a section was not completed and saved, all changes will need to be re-entered.

Documentation: Certain documentation must be sent to the PSC to support your entitlement. Your home organization should forward the documentation to the PSC close to the start date of your entitlement and no later than 10 calendar days following the activation of your entitlement. Please refer to your particular entitlement under the Priority Types tab in the Guide on Priority Entitlements for information on documents required to support your registration. Although your registration may be activated, it will not be possible for you to be appointed to any position if this documentation has not been forwarded.

You may want to confirm that your home organization has forwarded the necessary documents to the PSC.

3.4 Privacy Consent Form

This section does NOT require home organization approval.

This page displays the Privacy Notice Statement and informs you on how the information that you provide is used and shared with federal organizations.

Persons who do not consent to this Statement will not be able to submit their registration for activation. It will not be possible to identify you for opportunities through the Priority Information Management System (PIMS) until your registration has been activated.

If you select “I do not consent”, your registration will remain in Draft Portal status. If you do not consent, an email will be sent to the PSC, your home organization and yourself. A priority entitlements consultant will follow-up with you to explain the benefits of being registered in PIMS, and options available. If you decide to provide your consent at a later date, you will need to once again sign in to your Portal account and finalize the registration process. If you decide not to give consent, the PSC will contact your home organization and your partial registration will be removed from PIMS.

Your home organization and the PSC will not be held responsible for any missed employment opportunities if you choose not to consent. You are strongly encouraged to consider the possible impact of not using the Priority Portal to assist you in your job search.

Note:
After your registration has been activated in the Priority Information Management System (PIMS), you may still decide to remove your consent. If “I do not consent” is selected, if you do remove your consent, an email will be sent to the PSC, your home organization and yourself. A priority entitlements consultant will follow-up with you to explain the benefits of being registered in PIMS, and options available. If you still remove your consent, the PSC will contact your home organization and your priority file will be removed from PIMS. Modifying your consent after activation will also create a notification in your Priority Portal account.

3.5 Personal information – Information on persons with a priority entitlement

Updates to this section do NOT require home organization approval.

Some of the fields in the Profile were populated at the time your home organization initiated the registration process. As you complete this section, please review and, if necessary, update or modify any fields accordingly.  Please ensure to save any changes you make.

Profile:

Personal Record Identifier (PRI)/Canadian Armed Forces (CAF) Service Number/ Royal Canadian Mounted Police (RCMP) Regimental Number: This field has been completed by your home organization.

Persons who are registering for the following entitlements may not have a PRI. In this case, another number is recorded in this space:

• for CAF members released for medical reasons, this is their Service Number
• for RCMP members discharged for medical reasons, this is their Regimental Number and
• for a surviving spouse or common-law partner, this is their late spouse’s or common-law partner’s PRI, Service Number or Regimental Number

First name: This field has been completed by your home organization.

Last name: This field has been completed by your home organization.

Gender: Provision of information is voluntary and is used for statistical purposes.

Email address: You should verify the information that has been submitted by your home organization.

Your email address is a critical piece of information, as you will be notified of opportunities via email. Please ensure that you check your filters and settings for junk mail so that emails from government servers are not being rejected or trashed. Should your email address change, it is your responsibility to update your registration as soon as possible so that you continue to receive emails for possible employment opportunities and feedback from hiring organizations.

City: Enter the city where you currently reside.

Province: If you are currently not residing in Canada, please choose ‘Outside Canada’ from the drop-down menu.

Area of residence: Not all areas of residence are listed in this drop-down menu. Choose the one that is closest to the city or town where you reside. For example, if you reside in Pickering (Ontario), you would choose ‘Toronto’ from the drop-down menu.

Primary telephone no.: You should verify the information that has been submitted by your home organization.

Secondary telephone no.: Enter a secondary number if you have one.

Visible minorities, Indigenous Peoples, persons with disabilities and women (self-declaration): 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 a designated group. Sections 3 and 4 of the Public Service Employment Regulations provide that there is no requirement to take into consideration priorities if the appointment of a member of a designated group is made within an EE program, 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 persons with a priority entitlement who meet the EE criteria are considered ahead of all others.  

It is not obligatory to indicate that you belong to one of the designated EE groups.  Note, however, that if you do not self-declare in the Priority Information Management System (PIMS), you cannot be identified to job opportunities that have been restricted to persons belonging to a particular EE group.

For more information on this subject, please visit Building a representative public service.

Preferred language of correspondence: This indicator is used to communicate with you orally and in writing. By choosing either English or French, all communication will be sent to you in the language you have chosen. This includes any feedback on interviews/assessments and subsequent follow-up. (Please note, email messages generated through the Priority Portal are sent in bilingual format. The English text follows the French.)

This does not automatically indicate the language in which you would be assessed to determine whether you meet the essential qualifications for a position. The hiring organization must still provide you with the opportunity to be assessed in the official language of your choice. You should ensure that you clarify the language in which you would like to be assessed with the potential hiring organization prior to your scheduled assessment date.

3.6 Home organization and priority information

Home organization completes this section; the person has ‘read only’ access.

This page provides you with the names of persons in your organization who can answer any questions you may have regarding your entitlement. In most cases, the Originator is a human resources (HR) advisor in your home organization who is assigned to assist you during your priority entitlement. This person should always be your first point of contact to discuss any matters related to your priority entitlement.

The manager of the person with a priority entitlement is normally the person who supervised or managed the work you performed in your substantive position. For a Canadian Armed Forces (CAF) or Royal Canadian Mounted Police (RCMP) member released or discharged for medical reasons, or a surviving spouse or common-law partner priority, the manager information should contain a second HR contact with whom you can discuss your entitlement if the HR advisor (Originator) is not available (once your registration has been activated).

Classification: For those persons who are/were employees hired under the Public Service Employment Act, this is the indeterminate (permanent) substantive group and level that you occupied at the start date of your priority entitlement.

CAF and RCMP members released or discharged for medical reasons, and most persons registered as a surviving spouse or common-law partner priority entitlement, would not have an identified group and level. For this reason, these entitlements are registered using the following codes:

• F1-00 for CAF members medically released for reasons attributable to service (statutory priority entitlement)
• F2-00 for CAF members medically released for reasons not attributable to service (regulatory priority entitlement)
• R3-00 for RCMP members discharged for medical reasons and
• SS-00 for surviving spouse or common-law partner

Priority type information

Priority type: This is the actual entitlement that you have been given. Detailed information regarding your entitlement can be found under the Priority Types tab in the Guide on Priority Entitlements. It is strongly recommended that you review the document carefully and that you speak with your home organization should you require any clarification.

Date the position was backfilled: Unless you have a leave of absence (returnee or replacement) priority entitlement, this field will remain blank.

Depending on your priority entitlement, one of the following three fields may also appear on your registration:

• Priority type 4 (Layoff): This will indicate the reason for the layoff
• Priority type 5 or 16 (Surplus): This will indicate the reason for the surplus and
• Priority type 8 (Reinstatement): This will give you the name of the hiring organization and the lower group and level to which you have been appointed

The start and end dates of your entitlement will also show. If your current priority type is layoff, surplus or reinstatement, one of the fields mentioned earlier will also be completed.

If you were a surplus or layoff priority who now has a reinstatement priority entitlement with a new organization because you accepted a lower-level position, you should inform your previous home organization of this change.

3.7 Recommended groups and levels

This page will appear as ‘read only’ when your file is in Draft status. Once the registration has been activated, you can update the information, but any changes will require approval from your home organization.

Your home organization completes this section when initiating your registration and you will be able to request changes once your registration has been activated. The groups and levels entered for indeterminate (permanent) positions do not need to be the same as those listed for term positions. If you want to be considered for term positions at the same groups and levels as those listed for indeterminate and this is not indicated, clicking the ‘Copy’ button will duplicate the list in the term field. The copy button and the section for term positions will only appear once your registration has been activated.

It is recommended that you speak with your human resources (HR) advisor within your home organization to ensure that the recommended groups and levels for both indeterminate and term positions are accurate. The aim of the Priority Entitlement system is to assist you in securing indeterminate employment at your previous substantive group and level, or an equivalent group and level. Priority Entitlements are meant to provide continuity of employment for the person, and should not be interpreted as a right to be appointed to the same type of position previously held, nor should such entitlements be interpreted as an opportunity for promotion.

Employees with an entitlement stemming from a workforce adjustment situation and who are currently salary protected should be aware that not all lower-level appointments are salary protected. Before indicating lower-level groups on your registration or accepting a lower-level offer, you are strongly encouraged to discuss this matter with your home organization.

The home organization will also need to enter a comment in the Additional Comments section of the registration to explain why the recommended groups and levels are higher than your substantive classification. If you are an employee in this situation, please ensure that you discuss this procedure with your HR advisor.

PIMS will identify persons with a priority entitlement to positions that are equivalent to the level of their substantive position. Equivalent levels are determined based on the maximum rates of pay for the public service contained in the current collective agreements for each of the groups and levels. At the person’s request, and with the approval of their home organization, PIMS will also identify persons to positions one level lower than the level of their substantive position. The groups and levels listed must be relevant to your background. All of the groups have Qualification Standards, with minimum standards that must be met for education, occupational certification, etc. Please refer to 1.5.4 PIMS job opportunity identification practices in the Guide on Priority Entitlements for more information.

If you are a surviving spouse or common-law partner and you once held an indeterminate (permanent) or term position with a federal organization, or you currently hold a term position, you would use that group and level as a recommended group and level. Equivalent groups and levels could be determined from that reference point. If you have not been previously employed with the federal public service, your HR advisor can assist you in determining appropriate groups and levels, based on your education and experience.

The Occupational Group section is read only access for all users and is used for reference purposes only.

• The Occupational Group(s)s that appear are populated based on the recommended groups and levels that are entered on this screen. If recommended groups and levels are added or deleted, this screen will update accordingly.

• For information on which classifications belong to which occupational group, please refer to the Occupational Group Structure.

3.8 Mobility

Person initiates and updates; updates require home organization approval

This page will allow you to select the areas where you are considering employment opportunities. Please ensure that you carefully consider your mobility and only indicate the area or areas in which you would be willing to work or to relocate.

Section 1.8 of the Guide on Priority Entitlements provides general information on travel and relocation costs when considering or appointing persons with a priority entitlement. You should consult this section before indicating your choice(s).

It is possible to have a specific mobility for indeterminate (permanent) positions and a different one for term positions. For instance, you may be willing to accept employment in another city for a position at your current or equivalent level, and only consider opportunities in your current area of residence for terms at level or equivalent or one level lower.

Your geographic mobility is very important.  Being available to ‘go where the jobs are’ increases your opportunities for appointment. Your choice of mobility will affect where you will be identified for possible employment opportunities. It is important that you carefully consider your area of mobility so that you can target your search activity and receive emails for opportunities to locations where you would not hesitate to accept employment and relocate. The PSC monitors feedback and will remove or modify your mobility if you turn down opportunities or employment offers based on a position location that you had indicated as acceptable.

Very few positions are available outside of Canada. If you currently reside outside of Canada and wish to be considered for opportunities in Canada, you must indicate the area of mobility and make yourself available for consideration. It is the hiring organization that determines the method of assessment to be used.

The following information will help you clearly outline the area or areas where you are willing to accept an employment opportunity.

The Mobility page is divided into three lists:

• The region list encompasses large geographic areas. For example, if you choose Ontario Region and click the ‘Add Region’ button, you are indicating that you are willing to accept employment anywhere in Ontario, excluding within the National Capital Region.
• The district list is a further breakdown of the larger Region list. For instance, if you choose Ontario Region, rather than clicking 'Add Region,' you can then choose any one, or all of the districts identified in the list.
• The location list refines the search even further. For instance, if you are interested only in working in Toronto, you would 'Choose Region(s)' Ontario, 'Choose District(s)' Greater Toronto and surroundings, then 'Choose specific location(s)' Toronto. Only once all three fields have been completed would you click 'Add.'

Please note that some locations identified in the list could have limited job opportunities based on the historical staffing record. Those limited opportunity locations have been identified in the drop-down list with the ‘limited position availability’ mention to tell the users that they have less opportunity for this mobility.

Some districts have more mobility options. Consequently, you should use the scroll down list to see all locations available.

The following is an example of how you would enter your mobility for a combination of Regions, Districts and specific locations:

A person resides in Thunder Bay, Ontario. After careful consideration, this person has decided to consider employment opportunities in the following areas: Thunder Bay and Kingston, Ontario, any location within Victoria District, British Columbia.

The codes for the areas listed will need to be selected as follows:

For Thunder Bay:

1. In the Region List drop-down menu, choose 'Ontario Region.'
2. In the District List, choose 'Thunder Bay.'
3. In the City List, choose 'Thunder Bay' from the drop-down menu and then click 'Add.'

You will see that Thunder Bay has now been added as a mobility choice.

For Kingston:

1. In the Region List drop-down menu, choose 'Ontario Region.'
2. In the District List choose 'Kingston and Area.'
3. In the City List choose 'Kingston' from the drop-down menu and click 'Add.'

Kingston has been added as a mobility choice.

For Victoria District:

1. From the Region List drop-down menu, choose 'British Columbia Region.'
2. From the District List, choose 'Victoria District' and click 'Add.'

All cities in the Victoria District (Brentwood Bay, Esquimault, Ganges, Saanich, Sidney, Sooke and Victoria) have now been added.

If you choose 'National' in the Region List, you will be considered for all locations across Canada. In so doing, you are indicating that you would be willing to move to any location if offered an appointment. If you choose 'National,' do not list any other district or location.

You may choose to have certain mobility for indeterminate (permanent) positions and a different mobility for term positions. For instance, you may be willing to accept notifications for indeterminate positions outside your current area of residence at a level or equivalent level to your substantive position. For all terms and all lower-level positions (term or indeterminate), you may want to be considered only within your immediate area. This is strongly recommended if you are not prepared to relocate or commute for short-term opportunities.

The Travel Directive and the Relocation Directive may provide you with additional information. Any questions that you may have regarding these should be directed to the human resources advisor within your home organization.

Surplus or reinstatement (formerly surplus or lay-off) priority: You will need to discuss your mobility for employment with your home organization. Your home organization may set a minimum geographic area in which you must be willing to accept employment.

3.9 Résumé

Your résumé is an important part of the registration.

This section provides a résumé template to use if needed. You are not required to use it.

Your résumé in PIMS is used to substantiate the recommended groups and levels in your profile. Unlike a résumé that is tailored to a specific position, your résumé in PIMS needs to be as detailed as possible.

It is important that the best description and most current information about your education and work experience be in PIMS. For these reasons, we encourage you to input your résumé using the above-referenced template.

Once you have filled out the résumé template, save it on your computer. Then, copy and paste the right-hand column of information into the résumé section of the Priority Portal. Detailed information about your education and experience is required. Your most recent education qualifications should be presented first, then the next most recent, and so on. The same applies for your work experience and other qualifications. Please ensure that all of your recent and relevant education and work experience, as well as any other pertinent information, is included in your résumé.

3.10 Additional information

Once the registration has been activated, the person can update; updates require home organization approval.

I want to be considered for a:

Position with the following linguistic ability:

Choose one of three options

• Bilingual (includes English and/or French Essential)
• English Essential
• French Essential

Term position?

If you are interested in being notified of term opportunities, indicate ‘yes’ in this field.

Lower level position?

If lower groups and levels have been added to your registration by the home organization and you agree, indicate ‘yes’ here. If you are not interested in lower-level groups, but they have been included, please contact your HR advisor to have your registration updated accordingly.

Part-time position?

Accepting an indeterminate (permanent) part-time position will end your priority entitlement. Accepting a term part-time position will not affect your priority status. You would continue to be considered for indeterminate and term full-time positions unless you advise your home organization or the PSC otherwise.

Availability and approximate date of availability:

If you do not want to receive notification of opportunities for an extended period of time, indicate ‘No’ for Availability and enter the date when you would like to receive notifications again. Being unavailable does not have an impact on the end date of your entitlement. Your entitlement period continues, and it is not extended by the amount of time that you are unavailable.

The Availability indicator could be used for, but is not limited to, the following situations:

• If you will be out of country for an extended period and not able to reasonably be considered for assessed for opportunities
• If you are on assignment or secondment
• If you are on an extended sick leave
• If you are unavailable due to family responsibilities
• If you are planning to resign or retire

Other information:

It is not necessary to enter any comment in this section if you are updating information in the Personal Information or Résumé screens. These areas do not require approval from your home organization in order for the update to take place. Any updates or entries made to any other screen (including this screen) will place your registration in pending status until your home organization has approved or denied the change.

You should use this space to record any information that will assist the PSC and hiring organizations in properly assessing and considering you for possible employment opportunities. Please use this section to clarify information such as:

• Approved tests, including their results and the date they were taken. (If you have already taken an approved test, you can request a copy of your results by completing the Confirmation of Previous Public Service Commission test results page)
• Any notice that you will be away for short periods and unable to access your email and
• Any information that will maximize your chances of being considered for the type of work you are seeking and lead to a successful indeterminate appointment before the end of your entitlement period

Once all sections of the Priority Portal have been saved a green check mark will appear next to each section heading. A ‘Submit for Activation’ button will also appear as shown on the next screen. When this button is clicked, the registration is sent to your home organization for review and activation. An onscreen message as shown in the second screen shot that follows will inform you of this step. Once you have submitted your registration, please ensure that you log out to end your session.

3.11 Notifications for Priority Reference Number

Once your registration has been activated and each time a change or update is made to your registration (by you, your home organization or the PSC), a Notification is recorded. This is a history of what has taken place on your file. Each Notification will show the status at the time the change or update was made, the date and time it was submitted as well as the reason and the name of the person who initiated the change.

Any emails created will also be displayed in the accompanying Notification in PIMS.

The following screen shows various types of Notifications that can be generated.

This screen informs you of your current requested changes status.

• Pending status – Once your registration has been activated, this status is used to inform you that there is currently a request for update that is pending approval. Once your file is activated it will remain so even if your status is shown as Pending. If you made changes in your file that require your home organization’s approval, an e-mail will be sent to them, informing them of your request and that pending changes require their approval. Although your file is still active, the status will change to Pending. It will remain in Pending Approval status until your home organization approves and activates your requested changes.
  
  Once a request for a change has been activated by the home organization, the previous Notification with a Pending status remains in the Notification List and is part of the file history. In order to verify whether a change has been activated or denied, you must look at the most recent Notification posted by the system. If the status is Active, it means the organization has activated the change.

Your home organization should contact you when an update is not approved. A note at the beginning of each section in this manual will advise you of those fields that require the approval of your home organization.

Detailed notifications:

To obtain additional information concerning a Notification or to quickly view what changes were requested, click on ‘View Details’ and a detailed Notification will appear. This will show you which fields were changed. Please note that there are different detailed Notifications that will appear, depending on the type of changes made.

When home organization approval is required:

Each time a change or update requires home organization approval, your home organization will receive an email saying that you have requested a change in your priority profile. To be able to quickly view the list of all changes made to your profile, consult the detailed Notifications by clicking on ‘View.’

The following screen will appear:

This is the legend of symbols that may appear in the screen:

• the green represents information that has been added. These changes need to be revised and activated or denied by the home organization
• the red represents information that has been removed. These changes need to be revised and activated or denied by the home organization and
• the blue circle represents the status quo. Information was already in the profile and activated in the registration; therefore, the information has not been modified and remains the same

Please be advised that the old values (that is, what was already active in the profile) are still active for the matching to opportunities until the home organization or the PSC approves or denies the proposed changes.

Once the home organization or the PSC has approved or denied the changes you have requested, a new detailed Notification will be created and the same symbols will appear in the new detailed Notification. These symbols only appear in certain fields such as recommended groups and levels, experience and mobility.

When home organization approval is not required:

Each time you make a change or update that does not require home organization approval, a new Notification will appear in the Notification section. Please be advised that no Notification email is generated in such cases. To be able to quickly view the list of all changes made to your profile, consult the detailed Notifications listed in chronological order.

The following screen will appear:

The following text will appear on the screen:

• the 'old value' refers to the previous data in the registration file
• the 'new value' refers to the new data entered. This data is already activated in PIMS