Members of the Canadian Armed Forces and the Royal Canadian Mounted Police released or discharged for medical reasons - Guide on Priority Administration

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Table of Contents

1.  Introduction

This guide was prepared by the Public Service Commission (PSC) to help you better understand the nature of the “medically released” priority entitlements, priority appointments and how Priority Administration services work.

This guide contains general information and explains certain basic concepts related to Priority Administration and the particular conditions that apply to the three distinct priority entitlements: A statutory and a regulatory priority entitlement for medically released members of the Canadian Armed ForcesFootnote1 (CAF) and a regulatory priority entitlement for medically discharged members of the Royal Canadian Mounted Police (RCMP).

For more information on priority entitlements, please consult the PSC Guide on Priority Administration, the reference documents listed in Appendix A of this guide and the support services provided by your organization (outlined in the next section of this guide).

This guide does not replace current agreements, directives, policies or legislation governing entitlement to priority appointments.

2.  Transition support

We recognize that the transition from being a serving member of the CAF or RCMP to seeking and obtaining “civilian” employment can be difficult. Some people may experience considerable stress and their initial reaction to the situation may be to feel angry, frightened or helpless. If you need additional help, you have options.

CAF members

The Directorate of Casualty Support Management (DCSM) and the Joint Personnel Support Unit (JPSU) of the Department of National Defence (DND) and Veterans Affairs Canada (VAC) can help you. The purpose of these organizations is to provide injured and retired military members and their families with information and services. Take advantage of their support services.

Contact information

E-mail:
dcsm-dgsb@forces.gc.ca
Telephone:
Canada-wide toll free: 1-800-883-6094
In Ottawa: 613-995-1457
Worldwide via the Military network at: CSN 995-1457
From the United States (Collect call): 613-995-1457

For CAF personnel serving outside Canada on operations, DCSM may also be contacted through the National Defence Command Centre (NDCC) in Ottawa. Ask NDCC to connect you to 995-1457.

Fax:
613-944-7728
TTY/TDD:
1-800-467-9877

RCMP members

The Divisional Health and Safety Services and the Member/Employee Assistance Program of the RCMP can help you. Please refer to their Web page for contact information.

In addition to those support services, your home organization (DND/CAF or RCMP) is required to provide a human resources (HR) advisor to help you understand your priority entitlement rights and obligations. The HR advisor will provide you with the information you need to make informed decisions about your entitlement. Take the time to seriously consider all of the options available to you, but be sure to respond within the set timeframes.

Your organization must also provide you with the tools needed to help you in your job search (counselling services, résumé writing assistance, how to prepare for assessments such as interviews or written tests, career transition assistance, etc). Make sure that you talk to the HR advisor assigned to you, find out what your rights and obligations are and ensure that you provide up-to-date contact information so they can easily contact you.

3.  What is a priority entitlement?

Appointments to public service positions are governed by the Public Service Employment Act (PSEA) and the Public Service Employment Regulations (PSER). Among their provisions are exceptional clauses that provide an entitlement, for limited periods, for certain persons who meet specific conditions, to be appointed before anyone else. These exceptional clauses are referred to as “priority entitlements” and those eligible for these priority entitlements are referred to as “persons with a priority entitlement”. Appointments of persons with a priority entitlement are referred to as “priority appointments”.

Priority entitlements help people cope with career transitions caused by various events that occur in their personal and professional lives, including being released or discharged for medical reasons from the CAF or RCMP. These entitlements also help the employer retain qualified, skilled employees and meet its obligations under the PSEA

A priority entitlement is not a guarantee of a job. It is the right to be appointed before all others who do not have a priority entitlement, if you meet the essential qualifications of a position. It must be in accordance with the priority entitlement order of precedence.

4.  The priority entitlement order of precedence

While persons with a priority entitlement must be appointed before any other person, there is an “order of precedence” that is established by the PSEA that must be respected when appointing persons with a priority entitlement.

The priority entitlement order of precedence is as follows:

Statutory priority entitlements

The priority entitlements within the PSEA are referred to as “statutory” priority entitlements. Persons with a statutory priority entitlement are appointed ahead of all others, in the following order:

  1. CAF members released for medical reasons attributable to service (PSEA, sub-section 39.1(1)). All CAF members, including regular force, reserve force and special force are eligible.

    Note: A CAF member who is medically released for reasons not attributable to service has a regulatory priority entitlement under PSER, section 8.

  2. An organization's own surplus employees who have been informed by their deputy head that their services are no longer required, but before any lay-off becomes effective (PSEA, section 40);

    Note: An employee who is surplus from another organization has a regulatory priority entitlement under the PSER. For more information, refer to the next section on regulatory priority entitlements;

  3. Leave of absence: Employees on leave of absence, where their positions have been staffed indeterminately, or the employees who replaced them on an indeterminate basis if they are displaced when the employee returns from leave (PSEA, subsection 41(1)); and

  4. Lay-offs: Persons who have been laid-off pursuant to subsection 64(1) of the PSEA, due to a lack of work, the discontinuance of a function or the transfer of work or a function outside the public service (PSEA, subsection 41(4)).

Regulatory priority entitlements

The priority entitlements within the PSER are referred to as “regulatory” priority entitlements. Persons with a regulatory priority entitlement are appointed after persons with a statutory priority entitlement, but in no relative order.

  • Surplus employees: 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 (PSER, section 5);

    Note: Within their own organization, a surplus employee has a statutory priority entitlement under the PSEA. For more information, refer to the section above on statutory priority entitlements.

  • Employees who become disabled: Employees who become disabled and who, as a result of the disability, are no longer able to carry out the duties of their position (PSER, section 7);

  • CAF members: Certain members released for medical reasons not attributable to service (PSER, section 8). Only members of the regular force, the special force, the reserve force on Class B service of 180 days or more or on Class C reserve service are eligible;

  • RCMP members: Certain members discharged for medical reasons (PSER, section 7.1);

  • Relocation of spouse or common-law partner: Indeterminate employees who have been granted leave for such relocations, whose positions have not been staffed indeterminately (PSER, section 9);

  • Reinstatement: Certain persons with a priority entitlement who were appointed or deployed to a position in the public service at a lower level (PSER, section 10); and

  • Surviving spouse or common-law partner: Surviving spouses or common-law partners of public service employees, the CAF or the RCMP, whose death is attributable to the performance of duties (PSER, section 8.1).

Additional information

Additional information about each priority type is provided in Part II of the PSC Guide on Priority Administration.

5.  Medically released priority entitlements

There are three distinct priority entitlements for medically released or discharged members. Two of these apply to medically released CAF members and one applies to medically discharged RCMP members.

Canadian Armed Forces members medically released for reasons attributable to service

This statutory priority entitlement applies to members of the CAF who were medically released for reasons attributable to service, as determined by VAC. Information about this VAC determination and how to request it is available from your local JPSU or from DCSM.

Persons with this priority entitlement are entitled to be appointed to a position before all other persons, including those with other priority entitlement types, if they meet the essential qualifications and conditions of employment for that position. This priority entitlement ranks first in the order of precedence.

Canadian Armed Forces members medically released for reasons not attributable to service

This regulatory priority entitlement applies to certain members of the CAF whose medical release is not attributable to service.

Persons with this priority entitlement are entitled to be appointed to a position before all other persons, except those with a statutory priority entitlement, if they meet the essential qualifications and conditions of employment for that position. Any such appointment must be in accordance with the priority entitlement order of precedence that is explained earlier in this guide.

CAF members – Veterans Hiring Act Transitional Provision

The Transitional Provision provides that medically released members of the CAF who held an active CAF medically released priority entitlement upon coming-into-force (CIF) of the Veterans Hiring Act (VHA) or whose medically released priority entitlement expired between April 1, 2012 and CIF of the VHA, and who have not been indeterminately appointed to the public service nor refused such an offer without good and sufficient reason, have a new five year priority entitlement period. Medically released CAF members who meet the above criteria and who have not already been contacted by the PSC regarding this Transitional Provision, should contact the PSC at the following email address CFP.AP-Demandes-PA-Inquiries.PSC@cfp-psc.gc.ca.

Persons with an active CAF medically released priority entitlement.

Medically released CAF members whose priority entitlement was active upon CIF of the VHA will have a new five-year regulatory priority entitlement period, beginning at CIF of the VHA and until such time as VAC determines that their medical release was attributable to service. If VAC determines that the member's medical release was attributable to service, they will receive a new five-year statutory priority entitlement, beginning on the date of the VAC determination.

Persons who had a CAF medically released priority entitlement that expired between April 1, 2012 and CIF.

Medically released CAF members whose priority entitlement expired between April 1, 2012 and CIF of the VHA and who have not been indeterminately appointed to the public service nor refused such an offer without good and sufficient reason, will have a new five-year regulatory priority entitlement period, beginning at CIF of the VHA and until such time as VAC determines that their medical release was attributable to service. If VAC determines that the member's medical release was attributable to service, they will receive a new five-year statutory priority entitlement, beginning on the date of the VAC determination.

Persons with an active or expired CAF medically released priority entitlement resulting from Class A or Class B service.

Medically released members of the Primary Reserve of the Canadian Armed Forces on Class A or Class B Reserve Service of 180 days or less, whose priority entitlement is either active upon CIF of the VHA or expired between April 1, 2012 and CIF of the VHA and who have not been indeterminately appointed to the public service nor refused such an appointment without good and sufficient reason, will have a new five-year statutory priority entitlement period, beginning at CIF of the VHA, since the determination that their medical release was attributable to service was previously established for their existing or expired priority entitlement.

Royal Canadian Mounted Police members who were medically discharged

This regulatory priority entitlement applies to medically discharged RCMP members. Reserve members of the RCMP are eligible only if their medical discharge was for reasons attributable to service.

Persons with this priority entitlement are entitled to be appointed to a position before all other persons, except those with a statutory priority entitlement, if they meet the essential qualifications and conditions of employment for that position. Any such appointment must be in accordance with the priority entitlement order of precedence that is explained earlier in this guide.

The “other members” of the RCMP, also referred to as “civilian members”, are also eligible for the RCMP medically discharged priority entitlement. This means that this priority entitlement is not restricted solely to uniformed officers of the RCMP.

Public service employees of the RCMP appointed under the Public Service Employment Act (PSEA), including those casual employees of the RCMP appointed under PSEA 50.2, are not eligible for this priority entitlement.

6.  What are essential qualifications and conditions of employment?

The essential qualifications referred to earlier are the basic requirements for the position and can include such requirements as the education, experience, knowledge, occupational certification, official language proficiency, abilities and skills, aptitudes and personal suitability that are “essential” for someone to be able to perform the duties of the position. When a manager identifies a qualification as essential, the manager is stating that if a person does not meet that qualification, that person could not function in the position. Please refer to the Treasury Board Secretariat Web page for more information on types of qualifications and Qualification Standards specific to each occupational group. Your HR advisor can assist you with understanding or interpreting these Qualification Standards.

The Office of the Auditor General and the five separate agencies that conduct their staffing in accordance with the PSEA are not subject to the aforementioned Treasury Board Qualification Standards. If you require information about the qualifications used by these organizations, please contact them directly. The Government Electronic Directory Service (GEDS) can provide you with contact information for these organizations.

For each position to be staffed, a Statement of Merit Criteria is established, composed of essential qualifications (basic requirements), asset qualifications (qualifications that are not essential, but would be an asset for the work to be performed), organizational needs, operational requirements and conditions of employment (such as a security clearance).

As a person with a priority entitlement, you will be assessed only against the essential qualifications to determine if you are qualified for appointment. You must also meet any conditions of employment in order to be appointed. You are not required to meet the asset qualifications, organizational needs or operational requirements of a position in order to be found qualified for appointment to that position.

7.  Conditions, period of eligibility and duration of priority entitlement

Each of the different priority entitlements is subject to specific conditions. The conditions for each are explained in detail in Part II of the PSC Guide on Priority Administration.

This section explains, in general terms, the conditions applicable to the medically released or discharged priority entitlements. You should also refer to the relevant chapter for your priority entitlement type in Part II of the PSC Guide on Priority Administration. Your HR advisor can answer your questions.

To determine which of the CAF medically released priority entitlements applies to you, contact your local Joint Personnel Support Unit (JPSU) or the Directorate of Casualty Support Management (DCSM).

CAF members have five years from either the date of their medical release or from the date of the Veterans Affairs Canada determination that their medical release was attributable to service, whichever is later, to request their priority entitlement. Their request must be provided to their local JPSU or to DCSM.

RCMP members have five years from the date of their medical discharge to request their priority entitlement and must contact their RCMP Divisional Health and Safety Services office.

Both CAF and RCMP members must obtain certification in writing from a competent authority that they are ready to return to work and provide it when they request their priority entitlement. The meaning of “competent authority” is explained later in this section.

The date of that certification letter from the competent authority is the date on which you are “certified” ready to return to work, unless the body of the letter specifically states a different date. For all RCMP members and for only those CAF members with a regulatory priority entitlement (CAF medical release not attributable to service), this is also the effective date of your priority entitlement for the purpose of registering and activating the entitlement with the PSC.

For CAF members with a statutory priority entitlement (medical release attributable to service), the effective date of your priority entitlement is the later of either the date of the positive Attributable to Service determination from VAC or the date specified by the competent authority in the certification letter.

As a result, for CAF and RCMP members eligible for a regulatory priority entitlement, it is very important to obtain this certification letter only when you are ready to activate your priority entitlement. Once you have obtained this certification letter, you must immediately contact your home organization for activation of your priority entitlement, as outlined below. Delays in activating your priority entitlement once you have received your certification letter will shorten the duration of your priority entitlement.

For both CAF and RCMP members, once it has been activated, your priority entitlement (statutory or regulatory) ends when one of the following occurs:

  1. CAF members – when five years have elapsed since the start date of your priority entitlement;

    RCMP members – when two years have elapsed since the start date of your priority entitlement;

    OR
  2. You are appointed to an indeterminate position in the public service;

    OR
  3. You decline an indeterminate appointment without good and sufficient reason.

Note: A CAF member's regulatory priority entitlement will also end upon receipt of a positive determination by VAC that their medical release was attributable to service and commencement of their statutory priority entitlement.

Competent authority

The competent authority who must certify that a person is ready to return to work is typically a health care professional, usually the attending physician. Depending on the situation, the competent authority could also be an ergonomic specialist, a psychologist, physiotherapist or any other specialist who, for the case at hand, could reasonably be considered to be a “competent authority”. To determine what constitutes a competent authority, contact the PSC Priority Administration Unit.

The certification of readiness to return to work must be provided by the competent authority who has examined or treated the person and is qualified to provide a diagnosis of their readiness to return to work and of any limitations or accommodation requirements. A clear description of any employment limitations will aid in identifying appropriate employment opportunities and any required accommodation needs.

8.  Activating your priority entitlement

As a person with a priority entitlement, you must actively participate in the PSC's priority registration and referral processes. Registration in the PSC's Priority Information Management System (PIMS) is required for all persons with a priority entitlement who wish to be referred by the PSC. A late registration of your priority entitlement in PIMS will reduce the period that you will be receiving job referrals from the PSC and could result in lost job opportunities for you.

All persons with a priority entitlement must sign a privacy consent form (sample attached at Appendix B) before their personal information can be entered into PIMS. Consent to have your personal information entered into PIMS is voluntary and you may, without prejudice, request that your information not be entered. You will continue to have a priority entitlement, even if you do not consent to having your personal information entered into the system. However, this will make administering your priority entitlement very difficult, as the PSC has no other automated means to match persons with a priority entitlement with positions for which they may be qualified. It would be up to you to monitor vacant positions and personally contact organizations to self-refer if you think you are qualified.

Canadian Armed Forces members

Medically released CAF members must contact DCSM to start the process for activating their priority entitlement, including any request to VAC for a determination of whether their medical release was attributable to service.

DCSM will provide to the member a letter stating that the member was released on a specific date and that the release was for medical reasons. DCSM will provide that attestation after reviewing the release document provided by the Director of Military Careers Administration, as well as other career-oriented information within the CAF.

The CAF member must then provide the following documentation to their local DND Civilian HR Service Centre in order to have their priority entitlement registered/activated in the PSC's PIMS:

  • The PIMS electronic on-line Registration Form;
  • The signed Privacy Consent Form;
  • A letter from the DCSM concerning the person's release;
  • A letter from a competent authority indicating the date on which the person can return to work, with a description of any accommodation that is required to assist with referral and appointment and any required accommodation needs; and
  • If the member requested a determination from VAC on whether their medical release was attributable to service, a copy of the VAC determination in order to request registration/activation of the statutory priority entitlement.

Note: CAF members who have an active regulatory priority entitlement registered in PIMS and subsequently receive a VAC determination that their medical release was attributable to service, must provide a copy of the VAC determination letter to DCSM, who will advise the member on the next steps in the process to have their priority entitlement type updated to the statutory priority entitlement for CAF members whose medical release is attributable to service.

Important: The start date and duration of all priority entitlements are established by the PSEA or the PSER and cannot be changed by the person with a priority entitlement, the PSC or organizations. The PSC will not begin to refer you to organizations until you have registered in PIMS. A late registration of your priority entitlement in PIMS will reduce the period that you will be receiving job referrals from the PSC and could result in lost job opportunities for you.

Royal Canadian Mounted Police members

Medically discharged RCMP members must contact RCMP Divisional Health and Safety Services to start the process for activating their priority entitlement.

Medically discharged RCMP members must provide the following documentation to the RCMP's Public Service HR area in order to have their priority entitlement registered in PIMS:

  • The PIMS electronic on-line Registration Form;
  • The signed Privacy Consent Form;
  • Letter of Discharge for Medical Reasons pursuant to section 32.1 of the RCMP Superannuation Act; and
  • A letter or form from a competent authority indicating the date on which the person can return to work, with a description of any accommodation that is required to assist with referral and appointment and any required accommodation needs.

Important: The start date and duration of all priority entitlements are established by the PSEA or the PSER and cannot be changed by the person with a priority entitlement, the PSC or organizations. The PSC will not begin to refer you to organizations until you have registered in PIMS. A late registration of your priority entitlement in PIMS will reduce the period that you will be receiving job referrals from the PSC and could result in lost job opportunities for you.

9.  How is the priority entitlement applied?

Your priority entitlement gives you the right to be appointed before all others who do not have a priority entitlement, if you meet the essential qualifications of a position, but in accordance with the priority entitlement order of precedence.

The PSC maintains PIMS, which contains an inventory of persons with a priority entitlement and the Priority Portal, which is used by persons with a priority entitlement to view, add or update personal information in their PIMS priority profile. For more information on PIMS and the Priority Portal, please refer to the PSC Priority Administration Web Page.

The PSC uses PIMS to match persons with a priority entitlement with positions. Organizations must consult this inventory when staffing a position and must assess persons with a priority entitlement referred through PIMS as well as any who self-refer. If qualified for the position, a person with a priority entitlement must be appointed, respecting the priority entitlement order of precedence. If there are no qualified persons with a priority entitlement, the PSC grants a priority clearance number, allowing the organization to proceed with an appointment process to staff the position.

Your priority entitlement as a medically released or discharged CAF or RCMP member applies to appointment processes for both term (a specific period) and indeterminate (permanent) positions, with certain exceptions to the requirement for priority clearance. This means that:

  • It applies in all regions and to all organizations subject to the PSEA;
  • There are no limits to the occupational groups and levels to which you can be appointed, as long as you are qualified;
  • Areas of selectionFootnote2 in an appointment process do not apply to you as a person with a priority entitlement;
  • You can self-refer for any job being staffed or about to be staffed, in which case your priority entitlement must be respected;
  • As a person with a priority entitlement you only have to meet the essential qualifications and conditions of employment of a position in order to be appointed. You are not required to meet any other merit criteria, such as asset qualifications, operational requirements or current and future organizational needs;
  • Priority appointments are not subject to recourse through the Public Service Labour Relations and Employment Board (TDFP).

If you accept a term position, your priority entitlement remains in force and the PSC will continue to refer you to vacant positions for which you may be qualified until your priority entitlement ends or you obtain an indeterminate position, whichever happens first.

In accordance with section 43 of the PSEA, if appointing a person with a priority entitlement would result in creating a priority right for another person, the PSC may decide not to refer any persons with a priority entitlement to that position and provide priority clearance to the organization for the proposed appointment of the other person.

For example, if appointing you in priority would result in the need to declare an employee surplus, such as an employee who is affected by a Workforce Adjustment situation and who is being proposed for an appointment, the PSC may decide not to refer any persons with a priority entitlement and allow the organization to proceed with the appointment of that affected employee.

10. Matching of positions and persons with a priority entitlement

Your geographic mobility is very important. Being available to “go where the jobs are” greatly increases your opportunities for appointment.

PIMS automatically matches the priority inventory with job specifications of positions to be staffed, based on the following:

  • Position location;
  • Availability of the person with a priority entitlement for positions in that location, i.e., their geographic mobility;
  • Position tenure (i.e., term or indeterminate);
  • Occupational group and level;
  • Job type/experience codes;
  • Official language proficiency requirements;
  • Certain conditions of employment; and
  • Person with a priority entitlement's availability for referrals.

Education and experience are also taken into consideration for referrals. PSC Priority Administration advisors (PAAs) and organization's HR advisors review the file of each priority person selected by the system to ensure those criteria are met.

It is very important that the information you provide through the Priority Portal, or that you give to your HR advisor for your registration in PIMS, is accurate because that information will affect the identification of positions you can be referred to by the PSC.

Given that CAF and RCMP ranks differ from the classification structure for the rest of the public service, the PSC will refer you to any positions for which you may be qualified.

Persons with a priority entitlement who self-refer must be treated as if they had been referred by the PSC, including their appointment ahead of all others, if found qualified for the position.

In addition to referrals from PIMS, you are also expected to conduct your own independent job searches and self-refer to positions where you believe you would meet the essential qualifications and conditions of employment. When you self-refer, you must inform the hiring organization of your priority entitlement.

If a person with a priority entitlement self-refers to a hiring organization, either before or after a priority clearance has been given, the organization must respect that person's priority entitlement, regardless of the level of the position. A self-referral carries the same weight as a referral by the PSC, but in the case of self-referral to a higher level position, the organization is permitted to assess the person with a priority entitlement along with the candidates in an appointment process.

You can identify opportunities for self-referral from the following sources:

  • Internally and externally advertised job postings are both available on the Public Service Resourcing System (PSRS) at jobs.gc.ca. Not all federal government organizations post their internal job notices on PSRS, but a list of organizations who do so is available on the Web site;
  • Jobs posted internally within an organization;
  • Newspaper job postings; or
  • Personal contacts.

Persons with a priority entitlement are encouraged to create an account with jobs.gc.ca and to use the jobs.gc.ca e-mail alert function. This service provides you with a list of the latest job opportunities according to criteria you specify when you register your jobs.gc.ca account. If you have questions about creating your account with jobs.gc.ca or with applying to jobs on-line, you can submit your questions on-line via the “contact us” link or by telephone to the Call Centre.

Persons without Internet access may also review jobs open to the public through InfoTel at 1-800-645-5605. The InfoTel number for persons using a TTY/TDD is 1-800-532-9397.

11. Employment equity

In the public service, when there is a position to be staffed under an employment equity plan, that position can be staffed with a person with a priority entitlement only if the person with a priority entitlement is also a member of the targeted or designated employment equity group: Women, Aboriginal persons, persons with disabilities or members of a visible minority.

You will only be coded in PIMS as a member of a designated employment equity group if you self-identify as such.

12. Assessment of persons with a priority entitlement

It is important for organizations to ensure that all persons with a priority entitlement are treated fairly and that the process and its outcome are transparent. Persons with a priority entitlement must be given a reasonable opportunity to prepare for any interviews, exams or other assessment methods that will be used, just like candidates in a regular appointment process. Your HR advisor can provide you with information on different assessment methods and how to prepare.

When PIMS identifies a person with a priority entitlement for a job opportunity, the PSC reviews the file and determines if you could be a match for that job, based on your education and experience. If the PSC determines that you appear to meet the essential education and experience qualifications, you are referred to the organization for further assessment against the essential qualifications and PIMS sends an e-mail advising you of the possible job opportunity. The e-mail will contain basic information about the job (organization, title, group and level, tenure and location), as well as the Statement of Merit Criteria.

It is very important that you respond to the hiring organization within the timeframe indicated in the e-mail referral from PIMS.

The e-mail will instruct you to respond to the hiring organization by e-mail within the specified timeframe (this is determined by the organization), indicating whether you believe that you meet the essential qualifications for the position. Provide a covering letter demonstrating how you meet the education and experiencefactors listed as essential qualifications. Using each of the experience factors as headers, provide clear and concrete examples of where, when and how you obtained the experience. For example, for each essential experience factor, you should list where you obtained the experience, your job title at the time, a description of the tasks you performed relevant to the experience factor and your accomplishments.

As a secondary source to validate the experience described in the cover letter, provide an up-to-date résumé that clearly outlines your education and experience, as well as any additional information that demonstrates how you meet the requirements of the position. You may use the Résumé Template that you used to prepare your résumé for registration in PIMS, and customize it as necessary.

If you feel that you are qualified for the job but cannot provide the requested information within the timeframe determined by the hiring organization, you must advise the hiring organization as soon as possible and propose a reasonable date for providing the information. If you believe that you do not meet the essential qualifications for the position, you must provide an explanation in writing to the hiring organization.

If the position is for a specified period (term) and PIMS identifies you as a possible match for the job, PIMS sends your name and information directly to the hiring organization, without additional screening by PSC staff. The hiring organization then does the screening, based on your PIMS information, but may need to contact you to verify how your experience relates to the position. The PSC monitors the screening performed by the organization to ensure its validity. If you match the essential education and experience qualifications and are interested in being considered further for the position, the organization will make arrangements with you for your assessment against the essential qualifications.

Organizations must communicate with all persons with a priority entitlement who indicate their interest in being considered for the position. Organizations may assess interested persons with a priority entitlement, based on the priority entitlement order of precedence.

Hiring organizations may request that you be assessed through interviews, written exams or other assessment methods. We encourage you to contact the hiring organization to inquire about the methods they will use to better prepare for the assessment. When the assessment is completed, you will receive the results for that referral via e-mail. If you have any concerns regarding the feedback, you have three days to request further feedback from the hiring organization. If you have not requested feedback during that three- day period, the PSC will issue a priority clearance number to the hiring organization, allowing them to proceed with another means of staffing the position.

After you have been assessed, if you did not get the job because you were not successful with the assessment, or even if you passed the assessment but another person with a priority entitlement was appointed, we strongly encourage you to ask for feedback on your assessment from the hiring manager in order to understand what areas you did well on and where you could improve. This feedback can be very helpful for you in preparing for future referrals and assessments.

Accommodation in government staffing

Accommodation is a process that seeks to remove obstacles in the staffing process without changing the nature or level of the qualifications being evaluated. Examples of accommodation can include receiving more time to complete a test due to medical reasons, the provision of a sign language interpreter during an interview, or rescheduling an interview if it falls on a religious holiday.

Candidate's responsibilities

As an applicant, you have a key role to play in determining your accommodation. You need to:

  • Communicate your need for accommodation to the contact person on the related job advertisement;
  • Provide information about the nature and extent of your specific functional limitations (please see Standards for Professional Documentation); and
  • Provide information about past accommodation and their suitability.

Information about the nature and extent of your functional limitations is key to establishing proper accommodation. Without this essential information, it may not be possible to provide the most appropriate accommodation.

Note: Requesting accommodation for a Second Language Evaluation works the same way.

Accommodation for persons with disabilities

During the assessment stage of a selection process, accommodation is designed to remove obstacles that are presented by the method of testing, without modifying the nature or level of the qualification that is being evaluated. Accommodation during testing can include such things as provision of sign language interpreters, information in alternative formats, reader services, technical support or attendant services.

Candidate's responsibilities

As an applicant, you have an essential role to play in the process of determining assessment accommodation. You have responsibilities in the following areas:

  • Communicating your need for assessment accommodation to the person in charge of the appointment process; and
  • Discussing your accommodation needs with those responsible for determining the accommodation for the assessment. More specifically:
    • Providing information on the nature and extent of your specific functional limitations (please see Standards for Professional Documentation); and
    • Providing input on your experience with the appropriateness of any past accommodation.

Information on the nature and extent of functional limitations is essential to establishing proper assessment accommodation. In a situation where a person is unwilling to share this essential information, it may not be possible to provide the most appropriate accommodation.

Making a request for accommodation

Make a request for accommodation directly to the organization to which you are applying for a job. The person to contact may vary depending on the organization, but it is usually the HR advisor responsible for the hiring process, the hiring manager or, sometimes, an HR representative who specializes in diversity.

Please note that the procedure for requesting accommodation on a Second Language Evaluation test is the same as for any other test.

If you would like more information, visit Understanding the duty to accommodate during an assessment process in the federal public service.

13. Roles and responsibilities

The responsibility for effective management of priority entitlements is shared between the PSC, you, your home organization and hiring organizations. Your role as a person with a priority entitlement is important and requires your active participation.

This section provides an overview of some of the key responsibilities of the different parties involved in priority administration. For more information, including a complete list of the roles and responsibilities of those involved in administering priority entitlements, please refer to the Priority Administration Directive.

The PSC sets and interprets the Priority Appointment Policy, Priority Administration Directive, priority administration guidance materials and their application. It maintains PIMS (the national inventory) which is used to match persons with a priority entitlement with positions to be staffed. It provides HR specialists with information and guidance, monitors the validity of individuals' priority entitlements and ensures that organizations respect those entitlements when making appointments. It refers persons with a priority entitlement to positions for which they may be qualified.

You are responsible for contacting your home organization to request registration/activation of your priority entitlement. You must provide them with written certification from a competent authority that you are ready to return to work and must provide them with a signed Privacy Consent Form for the inclusion of your information in PIMS.

You must participate actively in the management of your priority entitlement by ensuring that the information in your PSC priority registration is kept up-to-date and accurate at all times, through the PSC's Priority Portal. This is particularly important for your contact information, including your e-mail address, since this is the primary means by which organizations and the PSC will communicate with you.

You must respond to job referrals and requests for information by the date requested and be readily available and prepared for assessment by organizations to which you have been referred or have self-referred. You should review the referral results provided by the hiring organization after assessment and seek any feedback from the hiring organization in a timely manner. You must seriously consider all reasonable offers of indeterminate employment and provide a reasonable explanation for any refusal of an offer of appointment.

In addition to fully participating in any job referrals you receive from the PSC, you are expected to conduct independent job searches and self-refer to organizations if you believe you meet the essential qualifications of a position.

The PSC Directive on Priority Administration requires home organizations to provide persons with a priority entitlement with support in accessing the Priority Portal and ensure that they have access to all relevant information contained therein.

Your home organizationis responsible for providing you with all the information you need to fully understand your priority entitlement. Your HR advisor must inform you of and counsel you on the benefits and obligations of your priority entitlement, answer any questions you may have that are related to your priority entitlement and ensure timely registration and activation of your priority entitlement in PIMS. Your organization must provide you with assistance in résumé writing and preparing for interviews with prospective hiring managers.

Hiring organizationsare responsible for providing you with timely information about the position to be staffed, including the means of assessment, allowing you a reasonable opportunity to prepare for the assessment and appointing you if you meet the essential qualifications and conditions of employment of the position being staffed.

14. Resolving issues

If you feel that you have not been assessed fairly, we encourage you to ask the manager of the hiring organization for information about your assessment. If discussions with the manager of the hiring organization do not resolve the situation, you should speak to your HR advisor in your home organization or to the responsible PSC Priority Administration Advisor.

If you feel that your priority entitlement has not been respected, you should speak to your HR advisor in your home organization or to the responsible PSC Priority Administration advisor. The unit responsible for Priority Administration at the PSC intervenes in situations where the process of considering persons with a priority entitlement is still under way or when no appointment has yet been made. Any concerns/issues regarding a specific appointment may be reviewed by the PSC, as appropriate.

15. Conclusion

Priority Administration is a responsibility shared by all players (persons with a priority entitlement, the home and hiring organizations and the PSC) so that the entitlements of persons with a priority entitlement are respected.

This guide is a tool that provides an overview of your priority entitlement. Please consult your organization's HR advisors, the PSC Priority Appointment Policy and Priority Administration Directive, the PSC Guide on Priority Administration and other information sources related to Priority Administration located on the PSC's Priority Administration Web page and in the References section of this guide, in order to have full information on your priority entitlement and your roles and responsibilities in terms of Priority Administration.

16. Questions and answers

1.  Where can I find the information that I need regarding my priority entitlement?

You can obtain information about priority administration as well as your priority entitlement type from the PSC's Priority Administration Web page.

The Priority Administration Directive describes the roles and responsibilities of the PSC, organizations and persons with a priority entitlement in the administration of priority entitlements; measures organizations must take in order to ensure priority entitlements are respected; PSC oversight activities and measures that may be taken by the PSC as a result of non-compliance with the Directive.

Part One of the PSC Guide on Priority Administration provides detailed information and guidance on Priority Administration. Part Two of this Guide contains chapters on each of the different priority entitlement types. There is also a Web page containing Frequently Asked Questions on Priority Administration.

If these resources do not answer your questions, your first point of contact to obtain information is your home organization. It must ensure that an HR advisor is assigned to you. The HR advisor will explain the various steps of the priority entitlement process, including résumé preparation and coding of your experience and mobility in the PIMS. They can also assist you in answering any questions you may have on your priority entitlement and any other questions related to salary protection, workforce adjustment, leave, etc.

Further to the roles and responsibilities described above, your home organization will also assist you with the following:

  • Ensuring a timely registration and activation of your file;
  • Ensuring that your second language evaluation results are valid;
  • Assistance for résumé writing and preparing for assessment; and
  • Providing you with the means and/or help to access and use the Priority Portal and Publiservice.

If your organization cannot assist you with all of your questions about your priority entitlement, you can contact the PSC by telephone, via the Priority Administration General Information line:

  • Toll-free: 1-855-235-3113
  • Local (NCR): 819-953-0004

You can also e-mail your inquiry to: CFP.AP-Info-PA.PSC@cfp-psc.gc.ca

2.  Who can assist me if I have questions or concerns about support from my home organization?

Depending on the situation, persons with a priority entitlement can contact their home organization's HR advisors or the PSC unit responsible for Priority Administration.

3.  How does the PSC ensure that persons with a priority entitlement are considered by hiring organizations?

The PSC has a monitoring and accountability framework through which it tracks organizational staffing practices and takes corrective action, as needed. These actions range from discussion with organizations concerning their obligations to persons with a priority entitlement to revocation of appointments made in contravention of the priority clearance process. The unit responsible for Priority Administration at the PSC uses PIMS to register, refer, track and monitor all persons with a priority entitlement and the results of organizations' consideration of their qualifications and compliance with their entitlements.

4.  What is the Priority Information Management System (PIMS)?

PIMS is the PSC's automated Web-based tool that is used to ensure that priority entitlements are valid and that they are applied. It stores a person's name, address, e-mail, telephone number, résumé, priority entitlement type and information about their work experience/skills and geographic mobility that is used to match them to positions for which they are potentially qualified. PIMS is the primary tool used to assist persons with a priority entitlement in finding new positions.

When an organization wants to make an appointment to a position, they submit a request through PIMS, which automatically searches the priority data bank, comparing persons with a priority entitlement with the job specifications in the organization's priority clearance request, based on:

  • Position location;
  • Position tenure - indeterminate, specified period (term);
  • Occupational group and level;
  • Job type/experience;
  • Official language proficiency;
  • Conditions of employment;
  • Travel; and
  • Overtime and shift work.

Persons with a priority entitlement who match the required job specifications are then referred to the organization for assessment.

5.  Why does the PSC need my information in PIMS?

PIMS must contain this information because it is the tool that is used to match persons with a priority entitlement with positions for which they are potentially qualified. At any given time, a large number of persons have active priority entitlements. Every year there are tens of thousands of staffing actions conducted within the public service, for which persons with a priority entitlement could be qualified, resulting in their being appointed. PIMS conducts automated searches to determine whether there are potentially qualified persons with a priority entitlement to refer to an available position.

6.  Who will have access to my information in PIMS?

Access to this information is provided in accordance with the requirements of the Privacy Act. Your information will be available to Priority Administration staff at the PSC and HR advisors and assistants in other organizations. Access to the system is password-protected, and only authorized HR specialists are granted passwords. Persons with access to PIMS are informed about privacy requirements and the proper use and disclosure of information contained in PIMS. Information may be accessible or protected as required under the provisions of the Access to Information Act and the Privacy Act.

7.  Where will my personal information be stored?

This personal information will be protected under the provisions of the Privacy Act and will be stored in Personal Information Bank PSC SPB 003. Information may be accessible or protected as required under the provisions of the Access to Information Act and the Privacy Act.

8.  Can I see my personal information?

As a person with a priority entitlement, you have the right to review your personal information and to correct or annotate it. You can do so through the Priority Portal or your HR advisor.

9.  How do I register in PIMS?

Your home organization will ask you to sign the Privacy Consent Form, begin registration of your priority entitlement in PIMS, and will provide you with a pass code to enter into the Priority Portal to complete your registration in a timely manner. Once registered in the Priority Portal, you can consult or update your personal information (e.g., résumé, geographic mobility, availability, address, etc.) whenever and as often as necessary.

10. What happens if I don't want to be registered in PIMS or don't want to sign the Privacy Consent Form?

In order to be registered in PIMS and be referred to job opportunities, you MUST have signed the Privacy Consent Form. Consent to have your personal information entered into PIMS is voluntary and you may, without prejudice, request that your information not be entered into PIMS. You should, however, be aware that this would make administering your priority entitlement difficult as the PSC has no other automated means to match you to positions for which you may be qualified.

You would still maintain your priority entitlement; however, the PSC will not be able to refer you to positions. The onus would, therefore, be on you to monitor vacancies and personally contact and refer yourself to organizations if you feel that you meet the essential qualifications of a position.

11. What is the Priority Portal?

The Priority Portal is a secure, Web-based window linked to PIMS. Persons with a priority entitlement can access the Priority Portal securely from any computer, to view, add to or update personal information in their priority profile. You do not require access to the Government of Canada extranet in order to use the Priority Portal.

Access to the Priority Portal is restricted to persons with a current or pending priority entitlement. Here are the links to the Priority Portal Web page and Priority Portal User Manual to assist you with any questions related to the Portal:

Your home organization will partially register you and will give you the information you need to access the Portal.

12. I received an e-mail notification indicating that I was referred to a position. What should I do next?

The e-mail notification will include the position title, the tenure, the position location, the hiring organization and the contact person. You will also find the Statement of Merit Criteria and instructions on how and when to reply.

Regardless of whether or not you feel that you meet the essential qualifications, you should respond to the hiring organization within the timeframe stipulated in the e-mail sent to you. It is very important to respect this timeframe so that the position can be filled in a timely manner.

Failure to respond could eventually result in the PSC deciding to limit your referrals to certain positions or to cease providing you with referrals.

13. I was referred for a job opportunity by the PSC, but I do not feel I have all the qualifications of the position. Do I have to respond to the organization?

Yes. It is important to respond to the hiring organization within the timeframe stated in the e-mail sent to you and to explain why you no longer wish to be considered for the job opportunity. Persons with a priority entitlement are expected to actively participate in the job search process, which includes responding to referrals or asking for clarification from the hiring organization, as necessary, in a timely manner.

14. What are the organization's obligations when establishing a Statement of Merit Criteria for a position?

Organizations must respect the employer's Qualification Standards and not set qualifications artificially high when staffing a position or when requesting priority clearance. The Statement of Merit Criteria used for requesting priority clearance must be the same as that used to assess other candidates in an appointment process for that position.

The Office of the Auditor General and the five separate agencies that conduct their staffing in accordance with the PSEA are not subject to the aforementioned Treasury Board Qualification Standards. If you require information about the qualifications used by these organizations, please contact them directly. The Government Electronic Directory Service (GEDS) can provide you with contact information for these organizations.

15. How do I demonstrate to an organization that I meet the essential qualifications?

The PIMS referral notification e-mail will prompt you to respond to the hiring organization and provide them with a covering letter and résumé (within a specified timeframe) that shows how you meet the essential qualifications.

In your covering letter, clearly demonstrate how and where you have acquired the required experience. You can use each experience factor as a header and provide clear and concrete examples and details of where, when and how you obtained the experience for each of the essential qualifications, in what organization you gained the experience, your job title at the time, a description of the tasks you performed relevant to the experience factor and your accomplishments.

Ensure that the résumé that you provide is up to date, that it clearly outlines your education and experience, as well as any additional information that demonstrates how you meet the requirements of the position. You may use the résumé template that you used to prepare your résumé for PIMS and customize it as necessary.

16. If I cannot provide my résumé or other information to the hiring organization within the timeframe stipulated, can I ask for more time?

The hiring organization will always state the number of working days by which you must respond to their request. Five days is the minimum timeframe that they can request you respond by. However, if you cannot provide them with the required information during this timeframe, you should let them know via e-mail that you are interested, explain why you are unable to respond within the required timeframe and ask if the organization will agree to your providing this at a later date, specifying the date by which you can provide the required information. Your request must be reasonable in terms of why you are asking for additional time and the date by which you will provide the required information.

17. Once I have responded to a hiring organization for a job opportunity, how long before I can expect an answer?

Each organization is responsible for its own staffing process. However, once the hiring organization has requested a clearance number to proceed with the appointment process, the PSC expects that assessments and feedback to persons with a priority entitlement be conducted within 60 days of the referral. The PSC monitors how long assessment takes and follows up with organizations, as appropriate.

18. What can I expect from an assessment?

While your home organization is responsible for providing you with assistance in preparing for interviews, assessments can vary from one organization to another and from one job opportunity to the next.

To prepare for the assessment, you should seek information from the hiring organization on the qualifications required and the means of assessment. Ask if there will be written tests, oral interviews or other assessment methods used and which qualifications each assessment method will be evaluating. Ensure that you have access to all the information you will need to prepare for the assessment. If you require assessment accommodation due to a disability or other needs, you should advise the hiring organization as soon as possible, so that you can have an equal opportunity to succeed.

19. If I have assessment accommodation needs, do I tell the hiring organization?

Yes. If you have accommodation needs due to a disability or other reason and require accommodation for your assessment, you should inform the hiring organization of your functional limitations and other needs prior to being assessed so that the organization can determine, with your cooperation, the appropriate accommodation measures.

Accommodation in government staffing

Accommodation is a process that seeks to remove obstacles in the staffing process without changing the nature or level of the qualifications being evaluated. Examples of accommodation can include receiving more time to complete a test due to medical reasons, the provision of a sign language interpreter during an interview, or rescheduling an interview if it falls on a religious holiday.

Your responsibilities

As an applicant, you have a key role to play in determining your accommodation. You need to:

  • Communicate your need for accommodation to the contact person on the related job advertisement;
  • Provide information about the nature and extent of your specific functional limitations (please see Standards for Professional Documentation); and
  • Provide information about past accommodation and their suitability.

Information about the nature and extent of your functional limitations is key to establishing proper accommodation. Without this essential information, it may not be possible to provide the most appropriate accommodation.

Note: Requesting accommodation for a Second Language Evaluation works the same way.

Accommodation for persons with disabilities

During the assessment stage of a selection process, accommodation is designed to remove obstacles that are presented by the method of testing, without modifying the nature or level of the qualification that is being evaluated. Accommodation during testing can include such things as provision of sign language interpreters, information in alternative formats, reader services, technical support or attendant services.

Candidate's responsibilities

As an applicant, you have an essential role to play in the process of determining assessment accommodation. You have responsibilities in the following areas:

  • Communicating your need for assessment accommodation to the person in charge of the appointment process; and
  • Discussing your accommodation needs with those responsible for determining the accommodation for the assessment. More specifically:
    • Providing information on the nature and extent of your specific functional limitations (please see Standards for Professional Documentation); and
    • Providing input on your experience with the appropriateness of any past accommodation.

Information on the nature and extent of functional limitations is essential to establishing proper assessment accommodation. In a situation where a person is unwilling to share this essential information, it may not be possible to provide the most appropriate accommodation.

Making a request for accommodation

Make a request for accommodation directly to the organization to which you are applying for a job. The person to contact may vary depending on the organization, but it is usually the HR advisor responsible for the hiring process, the hiring manager or, sometimes, an HR representative who specializes in diversity.

Please note that the procedure for requesting accommodation on a Second Language Evaluation test is the same as for any other test.

If you would like more information, visit Understanding the duty to accommodate during an assessment process in the federal public service.

20. Can I apply to any job, even if it is not at my level or equivalent, if I feel I am qualified?

Yes. You can self-refer to any job for which you feel you meet the essential qualifications.

The PSC will refer you to positions based on your education, experience and skills. The PSC does not base its referrals on your former salary. If you wish to be considered for positions other than those that the PSC will refer you to, you will have to self-refer and indicate to the hiring organization that you have a priority entitlement. You have the same priority rights as if you had been referred by the PSC; however, you may be assessed at the same time as other candidates.

21. What happens if I self-refer?

“Self-referral” is when persons with a priority entitlement identify themselves as priority candidates for a position to which they were not referred by the PSC. When persons with a priority entitlement identify themselves as requesting priority consideration for a position, they are entitled to the same priority rights as if they had been referred by the PSC.

22. I received feedback on my assessment or referral through a Feedback Report via an e-mail. If I have questions regarding the assessment or referral results, what do I do?

The PSC requires that hiring organizations send a Feedback Report on the assessment and referral results for all persons with a priority entitlement. Once that is done, PIMS will send those results to you via e-mail. If you have questions regarding the assessment or referral results, or you do not agree with the assessment or referral results, contact the hiring organization, within three working days of the day the feedback was sent to you, to request clarification. It is recommended that you copy your PSC Priority Administration advisor on this e-mail.

23. Who do I speak to if I feel I was not assessed or considered fairly?

You should first seek information concerning your assessment from the relevant hiring manager. The PSC encourages managers to discuss their decisions fully with persons with a priority entitlement. If the discussions with the hiring organization do not resolve the issue, you may turn to the PSC for assistance. Your PSC Priority Administration advisor can look at the relevant information to ensure that your entitlement was respected.

24. What happens if I refuse a job offer?

The PSC determines whether you have refused an offer of appointment without good and sufficient reason and may remove the priority entitlement, as appropriate, pursuant to the PSEA and PSER. For information on how the refusal of a job offer applies to all priority entitlement types, please refer to section 1.9.1 of the PSC Guide on Priority Administration.

25. If I accept a specified term appointment, will I continue to be referred to other job opportunities?

Yes. If you accept a specified term appointment during your priority entitlement period, you will continue to be referred for jobs (unless you advise the PSC otherwise) until you are appointed indeterminately, or until your priority entitlement period ends, whichever occurs first.

26. Do I have to meet the language requirements and the linguistic profile of the position?

The language requirements of a position form part of the position's essential qualifications. Positions with bilingual language requirements have a linguistic profile (e.g. CBC/CBC).

Persons with a priority entitlement must meet every essential qualification and any conditions of employment in order to qualify for a position. If your second language tests are expired or if you do not have second language evaluation results when the PSC refers you to a position, the hiring organization will make arrangements for your second language skills to be evaluated.

27. I applied for a job opportunity and I have been found qualified. The organization has informed me that they have offered the position to a person with a priority entitlement who has a higher entitlement. What does this mean?

The PSEA determines the order of precedence for priority entitlements. Persons with a priority entitlement with a statutory priority under the PSEA are appointed ahead of all other persons, in the following ranked order:

  1. CAF members whose medical release is attributable to service.
  2. An organization's own surplus employees.
  3. Employees returning from a leave of absence (whose position was staffed indeterminately during their absence).
  4. Persons who have been laid-off.

Persons with a priority entitlement with a regulatory priority entitlement stemming from the PSER have the right to be appointed ahead of all others, but after persons with a statutory priority entitlement. Regulatory priority entitlements are in no relative or ranked order. Therefore, amongst those persons with a priority entitlement who qualified for the position, the organization must appoint the person with a priority entitlement who has the highest ranking in the priority entitlement order of precedence.

28. Do I tell organizations that I have a priority entitlement when I apply as a candidate for an advertised process?

Yes. It is important to identify yourself as having a priority entitlement as the organization must proceed with your assessment prior to the other candidates in the process, unless you applied for a higher-level position. In such cases of self-referrals to higher level positions, the hiring organization can opt to assess you along with the other candidates.

When you self-refer, if you meet the essential qualifications and conditions of employment, and there isn't another person with a priority entitlement who has a higher ranked priority entitlement who has also qualified, the organization must request PSC priority clearance for your appointment. In cases where the organization cannot make the appointment now, for example with an anticipatory staffing process, or cannot provide a letter of offer for a future-dated appointment before the end of your priority entitlement, you would be treated as any other person who has applied as a candidate in the appointment process.

29. I will be out of the country for several months. Is it important to inform someone, and if so, who do I contact?

It is expected that persons with a priority entitlement participate actively in the management of their own priority entitlement by ensuring that their information in PIMS is accurate at all times. That includes making timely changes to your personal information via the Priority Portal if these changes could impact your entitlement. If you are going to be unavailable for referrals you should update your file accordingly. You should also consult with your home organization and/or your PSC Priority Administration advisor to advise them of the reason(s) for your unavailability and your anticipated future availability for referrals. Your priority entitlement cannot be paused while you are unavailable nor can the end date be extended.

30. My priority entitlement ends in two months. Can I extend it?

No. The start dates and duration of the various priority entitlements are set by the PSEA and PSER and cannot be altered by persons with a priority entitlement, organizations or the PSC.

31. I have been in the priority system for six months. Why have I not been referred to any jobs?

If you have been in the priority system for several months and have not received any referrals, it may be because of one or more factors:

  • There may be few job opportunities available overall, particularly during times of budget restraint or Work Force Adjustment;
  • The types of positions for which you would qualify are not currently being staffed by organizations;
  • Your geographic mobility could be too restrictive;
  • There may be experience codes that haven't been included in your PIMS registration; or
  • Your résumé may need to be clearer or more detailed and elaborate more on your experience and accomplishments.

If you are concerned, contact your HR advisor to review your PIMS profile with you. You may need to reassess your geographic mobility and/or how you have articulated your education, training, experience and skills.

32. I just found out that my organization deployed someone into a position at my level. I have a statutory priority entitlement. Why wasn't I considered?

Some staffing actions, such as deployments, do not require priority clearance. Managers have the authority to proceed with deployments without consideration of persons with a priority entitlement. Your HR advisor is the first point of contact for further information on the staffing decisions that were made. For more information on the types of staffing actions that require priority clearance or do not, please refer to section 1.5.1 of the PSC Guide on Priority Administration.

33. I've seen an advertisement for an appointment process that is open to “visible minority groups across Canada” as the area of selection. Can I be considered for this position?

A person with a priority entitlement may be referred for a position being staffed under employment equity programs approved by the deputy head of an organization only if that person is also a member of the targeted or designated group and has self-identified as such. The four employment equity groups are: Aboriginal peoples, women, members of visible minorities and persons with disabilities. If you have self-identified in PIMS as belonging to the employment equity group or groups targeted for that position and you meet the essential qualifications, you will be referred as a priority candidate. You may also self-refer to the hiring organization.

34. What are my chances of being hired if I move to another city?

As one of its search criteria for matching persons with a priority entitlement with positions being staffed, PIMS searches for persons with a priority entitlement who are mobile to the position's geographic location, regardless of where they currently reside. PIMS allows you to select the geographic areas where you would be willing to accept a job. This is referred to as your “mobility”. When entering your information in PIMS, you must carefully consider your mobility and indicate the area or areas in which you would be willing to work or to relocate.

Your geographic “mobility” is very important. Being available to “go where the jobs are” increases your opportunities for appointment. In locations where the federal government has a larger presence, the possibility of securing employment continuity is greater.

35. Who is responsible for relocation costs?

The responsibility for travel and relocation costs incurred while considering or appointing persons with a priority entitlement varies according to the situation. You should contact your HR advisor for advice on eligibility for travel or relocation expenses.

Policy and guidance related to travel and relocation costs are the responsibility of the Employer. For more information, please refer to the WFAD, the WFA appendices of related collective agreements and the National Joint Council (NJC) Travel Directive and Relocation Directive.

Appendix A

List of acronyms

PSC
Public Service Commission
PSEA
Public Service Employment Act
PSER
Public Service Employment Regulations
PIMS
Priority Information Management System
TBS
Treasury Board Secretariat
DND
Department of National Defence
CF/CAF
Canadian Forces/Canadian Armed Forces
DCSM
Directorate of Casualty Support Management (DND)
JPSU
Joint Personnel Support Unit (DND)
RCMP
Royal Canadian Mounted Police
VAC
Veterans Affairs Canada

References

Appendix B

Personal Information Protection

Privacy Notice Statement
Description of the system

The Public Service Commission (PSC) uses a Web-based system for the administration of priority entitlements. The system is called the Priority Information Management System (PIMS).

Authority for collection

The PSC has the authority to collect personal information in PIMS to ensure that entitlements to a priority for appointment, as mandated by the Public Service Employment Act (PSEA) and the Public Service Employment Regulations (PSER), are valid and that they are applied. The personal information collected for the administration of priority entitlements falls under the authority of sections 11 and 40 to 43 of the PSEA, and of sections 3 to 12 of the PSER, and is in accordance with the Privacy Act.

Purpose of collections

With the personal information collected in PIMS, the PSC is able to fulfill its role in the area of priority entitlements more efficiently and effectively by using the tool to register, search for and refer priorities. The information you provide as a priority employee is collected by the PSC for the purpose of administering your priority entitlements. By including your information in PIMS, you will maximize your potential to find a position resulting from your priority entitlement. In order to register you in PIMS, we require certain personal information from you. This includes your résumé and contact information.

Use of personal information

The information you provide will be used by the PSC and federal government organizations to determine your suitability for priority appointments. The type of priority entitlement will be identified in order to administer the priority entitlements by order of appointment. This is necessary because, where more than one person with a priority entitlement is available and qualified for appointment, those with a statutory priority are appointed ahead of all others. Persons with a regulatory priority are appointed after those with a statutory priority, but in no relative order. For more information on priority administration, please consult the PSC Guide on Priority Administration.

Using PIMS, HR staff in federal government organizations are able to view the résumés of persons with a priority entitlement, send referral results to the PSC, obtain a list of their own persons with a priority entitlement and generate statistical reports to help manage their Priority Administration responsibilities, as well as register persons with a priority entitlement in the inventory. HR advisors in federal government organizations have direct access to PIMS from their own organizations to facilitate the Priority Administration process. This access is limited to PSC Priority Administration Group staff and HR advisors in other federal organizations. Access is password-protected and administered by Publiservice.

Consistent and routine uses

In addition to the uses mentioned above, federal government organizations will use the information, including personal information contained in PIMS, to generate depersonalized reports to the Treasury Board of Canada Secretariat (TBS), departments/agencies, unions and PSC management for monitoring and statistical purposes. Personal information may also be routinely used or disclosed within the PSC for non-administrative purposes as part of PSC program activities, in accordance with paragraph 8(2)(a) of the Privacy Act for the following activities, which are authorized by the PSEA: Studies, evaluations, analytical activities, audits, research, reporting and statistical analysis.

Personal Information Bank “Statutory and Regulatory Priorities”

In accordance with the provisions of the Privacy Act, the personal information collected in PIMS is described in the PSC Personal Information Bank (PIB) entitled “Statutory and Regulatory Priorities”, Bank Number: PSC PCE 801. The full text of this PIB is published in the PSC's chapter of the TBS Info Source publication. This publication is available on the TBS Web site at Info Source or by contacting the PSC's Access to Information and Privacy (ATIP) coordinator.

Access to Information Act and Privacy Act

Information may be accessible and protected as required under the provisions of the Access to Information Act. In accordance with the Privacy Act, you have the right to access your own personal information and request corrections to it. This includes information contained in PIMS. To make requests about, or to correct, your personal information, contact the PSC's ATIP coordinator.

If you require clarification about this statement, contact the PSC Access to Information and Privacy coordinator at:

Public Service Commission
Access to Information and Privacy Coordinator
22 Eddy Street
Gatineau,Quebec  K1A 0M7

For more information on privacy issues and the Privacy Act in general, consult the Privacy Commissioner at 1-800-282-1376.

Consent

Consent is the informed, voluntary agreement of an individual to the collection of their personal information and to the subsequent uses, disclosure and retention of that information. Consent to have your information entered into PIMS is voluntary and you may, without prejudice, request that your information not be entered into PIMS. It should be noted, however, that such action will make administering your priority difficult, as the PSC has no other automated means to match persons with a priority entitlement to positions for which they may be qualified.

You will continue to have a priority entitlement even if you do not consent to having your personal information entered into PIMS. Given the volume of positions that are staffed annually and the large number of persons with priority entitlements, however, the PSC does not have an effective means to manually match persons with a priority entitlement with positions for which they may be qualified. The onus is, therefore, on you to monitor vacancies and personally contact organizations if you believe yourself qualified.

Privacy Consent Statement

Having read and understood the above-mentioned Privacy Notice Statement, I hereby authorize the PSC to collect and share the information I submit to it that is to be entered into PIMS with HR advisors and assistants in other federal organizations who have HR administration rights on Publiservice for the purpose of administering my priority entitlement.

The information, including personal information that is required for the administration of priorities by the PSC that will be included in PIMS and that will be forwarded to organizations, is the following:

  • Name;
  • Address;
  • E-mail;
  • Telephone number;
  • Résumé; and
  • Priority type (this means that the type of priority will be identified, for example, “Employees who become disabled”; “Canadian Forces/Royal Canadian Mounted Police members released or discharged on medical grounds” and “Relocation of spouse or common-law partner.”
Person with a priority entitlement

Print Name


Signature


Date

Footnotes

Footnote 1

The term “Canadian Armed Forces” was reintroduced in 2013 by the Government of Canada and is now being used consistently. The terms “Canadian Forces” and “Canadian Armed Forces” are interchangeable, according to the National Defence Act. The Public Service Employment Regulations (PSER) have not been amended and thus retain the use of the term “Canadian Forces”.

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Footnote 2

An area of selection refers to the geographic, occupational, organizational and/or employment equity criteria that prospective applicants must meet in order to be eligible for an appointment process.

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