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FREEZE ON RECLASSIFICATIONS LIFTED
The following is the latest information received from Treasury Board regarding the end of the reclassification freeze:
Preamble
The Government has announced that the freeze on reclassifications has been lifted. The freeze was one of a number of actions taken last December to minimize disruption during the transition of government. More stability and a clearer sense of direction within departments and agencies have facilitated the resumption of reclassification actions.
In lifting the freeze on reclassifications, the Government announced a new framework based on accountability, increased transparency, and policy adherence. As part of the framework, the Public Service Human Resources Management Agency of Canada (PSHRMAC) will continue to exercise central oversight through regular government-wide reviews. To ensure transparency, each department will post reclassification information on its website every three months. Deputy heads will also be reminded of their accountability in exercising their delegated classification authority.
As an interim measure, we are providing the following information to departments and agencies for which the Treasury Board is the employer in an effort to clarify the circumstances in which reclassification is appropriate. We are sharing this information with the Public Service bargaining agents and with separate employers, who may wish to use it in reviewing their own classification policy frameworks.
We are currently drafting Classification Policy Guidelines in line with the new Classification System and Delegation of Authority Policy, which will become effective in April. These guidelines will include information on the requirement for departments and agencies to post information on their websites. We will consult with you on these Guidelines as part of our overall consultation process and we will publish them at the same time as the new policy comes into effect. In the meantime, if you have any questions about the reclassification of positions, you may contact me (Richard Burton, Vice-President, Organization and Classification, Public Service Human Resources Management Agency of Canada at (613) 952-3165 or Burton.Richard@tbs-sct.gc.ca).
The employee appointment process will differ depending on whether the classification action involves the reclassification of an existing position or the creation of a new position. Classification advisors and managers should consult with their staffing advisors in advance of the classification action in order to understand the implications for the appointment process. Questions regarding the appointment of employees to reclassified positions should be addressed to the Strategic Staffing Division, Public Service Commission at staffing-dotation@psc-cfp.gc.ca.
Principles and values
The reclassification of a position occurs when the evaluation of the work description results in a change to either or both its occupational group and level due to a significant change in the work assigned to it. A reclassification may be upward, if the work becomes more demanding, or downward, if the work becomes less demanding. Employees are not reclassified. Employees are appointed, subject to appeal or not depending on the circumstances, provided they are qualified for the reclassified position.
Deputy Heads have delegated authority from the Treasury Board to organize and assign work and to determine the appropriate classification level of the positions within their jurisdictions in accordance with existing Treasury Board policies and classification standards.
These principles do not infringe on the authority of the Deputy Head, but rather, they have been developed to ensure that there is rigour in the reclassification process, thus ensuring that work in the Public Service is appropriately described and classified.
Reclassification of existing positions typically occurs for one of the following reasons:
- the promotion of employees in incumbent-oriented occupational groups,
- as part of a recognized developmental program,
- as the result of a classification grievance,
- as a result of a formal classification review, or
- as a result of a departmental monitoring exercise.
Reclassifications may also take place when the work has evolved over a significant period of time, usually from six to 12 months. These reclassifications may occur for the following reasons:
- legislative changes resulting in new program requirements;
- departmental policy changes to existing programs;
- managers reorganize in response to external conditions that increase or decrease available resources;
- managers reorganize to make more effective use of their financial and human resources, such as technology innovations, changes in employee competencies; or
- managers reassign work among their existing human resources to increase productivity, such as in response to vacancies that require temporary or permanent reassignment of work.
The reclassification of an encumbered position may not take place in advance of new work being assigned and performed.
While it is not possible to address every situation in policy or guidelines, the Treasury Board has identified values in the Values and Ethics Code for the Public Service to guide and support Public Service employees. In particular, managers and human resources advisors should consider the following when contemplating job design/redesign that may result in reclassification:
- Public servants shall endeavour to ensure the proper, effective and efficient use of public money. The cost implications associated with upward reclassification must be known, transparent, and support accountability for classification decisions.
Consultation required with Organization and Classification Sector
If reclassification decisions will have a significant impact on interdepartmental relativity, if they will have collective bargaining implications, or if they will result in a significant increase in salary expenditures, departments and agencies must consult with the Organization and Classification Sector in the PSHRMAC.
Reclassification must be included as part of the ongoing departmental classification active monitoring program. Departmental active monitoring reports on reclassification must be available on request.
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