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These guidelines on reclassification are founded on the
principles of policy adherence, central oversight and increased
transparency. They will provide Deputy Heads with a framework
within which to exercise their delegated classification authority
for the reclassification of existing positions.
Reclassification – The reclassification of a
position occurs when the evaluation of its 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.
Classification conversion – A classification
conversion occurs when a change is made in the method of
establishing the relative value of work for an occupational group
with a resultant new pay structure.
The
Values and Ethics Code for the Public Service sets out the
values and ethics of the Public Service to guide and support
public servants in all their professional activities. Democratic,
professional, ethical and people values are identified.
In addition,
the Classification Monitoring Framework defines a number of
more specific values related to classification that are aligned
with these Public Service-wide values. Deputy Heads, managers and
human resources advisors are accountable for exercising their
classification authority in a way that respects all of these
values.
The Public Service Human Resources Management Agency of Canada
(PSHRMAC) has a continuing overall accountability for the
integrity of the classification system including
reclassification.
The
Classification System and Delegation of Authority
Policy authorizes Deputy Heads to
classify positions in their respective departments in accordance
with the policy, the appropriate classification standard, and
guidelines issued by the PSHRMAC. Departments should choose
management practices and appropriate measures to meet their needs
within the parameters of the framework prescribed in the policy
and the information provided in these guidelines.
Deputy Heads are responsible for ensuring that:
managers and human resources advisors in their departments
understand the classification system, including the
classification standards used by the department, and receive
adequate training in job evaluation;
work descriptions in their organization are accurate;
consultation with the PSHRMAC and other departments takes
place in situations where it is warranted;
all classification decisions have been arrived at in a
transparent, equitable and consistent manner, and these decisions
are appropriate and defensible; and
there is effective control of the department’s
classification system through monitoring and internal audit to
ensure the integrity of classification outcomes, and reports are
submitted to central agencies as required.
Managers are responsible for ensuring that:
they understand the classification system, including the use
of classification standards and the allocation of positions to
occupational groups;
they obtain qualified advice on organizational design and on
the content of work descriptions within their organizational
context;
their organization design and the assignment of work to
positions are efficient, effective and within budget;
as sponsors of the positions, they provide accurate and
complete information to the human resources advisor or
classification committee members, as appropriate;
they identify significant changes in the work assigned to a
position on a regular basis;
work descriptions accurately reflect the work assigned and
performed;
they establish reasonable and defensible effective
dates;
they authorize work descriptions and encourage employees to
read and sign their work description as an indication that they
have read the information contained therein; and
revised work descriptions are submitted for evaluation in a
timely manner.
Human resources advisors with delegated classification
authority are responsible for ensuring that:
managers are advised on organizational design and work
description content within the organizational context;
managers are advised on the application of the classification
system, interpretation of occupational group definitions, and
application of the classification standards;
the group allocation and level of the position is determined
appropriately; and
staffing authorities are consulted and a determination is
made whether a new position is required or whether an evolution
of the work has resulted in the reclassification of an existing
position.
Managers with delegated classification authority are
responsible for:
approving decisions on the group allocation and level of the
position; and
approving decisions, after consultation with human resources
advisors (classification and staffing), on whether a new position
is required or whether an evolution of the work has resulted in
the reclassification of an existing position.
Appropriate decisions on organization design and the
assignment of work are all part of sound human resources
management. These decisions affect the long-term ability of
departments and agencies to deliver programs and services, and to
compete for resources and retain competent staff.
Managers are accountable for assigning or reassigning work in
a timely and systematic manner and for analyzing the short- and
long-term consequences of their decisions, within the context of
effective human resources planning; otherwise, these decisions
could inadvertently change the level of positions, impact on
career mobility and employee productivity and/or increase the
cost of the Public Service. In addition, being unaware of the
impacts or waiting too long to take action could result in
considerable salary liability for the department, and in some
cases, the entire Public Service.
review the impacts of proposed ongoing or temporary changes
in work on the group and level of positions, and discuss the
impacts of these changes with a human resources advisor as soon
as they are planned;
deal with temporary changes in work by establishing a new
position for a specified period or through an acting situation;
and
deal with new ongoing work either by establishing a new
position or assigning the work to existing positions, if
appropriate, and taking the appropriate staffing action.
the result of a classification audit, central agency or
departmental monitoring exercise or dispute resolution process
(use as appropriate: code F = TB audit or monitoring; code G =
Departmental audit or monitoring; or code D = Dispute resolution
other than grievance);
the result of a classification grievance decision (use code C
= Grievance);
the promotion of employees in incumbent-oriented occupational
groups (code is under review - until further notice, leave blank
and add a note in Remarks); or
as part of a departmental Apprenticeship or Professional
Training Program (APTP) established in accordance with the Public
Service Commission Guide
to Staffing Delegation, Appendix 9 (use code H = Training
development).
Reclassifications may also take place when the work has
evolved significantly over a period of time, usually from six to
12 months. This evolution of work may occur for the following
reasons (use PCIS Reason code A = Change of duties):
legislative changes resulting in new program
requirements;
central agency or departmental policy resulting in changes to
existing programs, or changes to organizational mandates; or
reorganization of work in response to conditions that
increase or decrease available resources, to make more efficient
and effective use of financial and human resources, or in
response to other changes including technological
innovations.
The effective date of the reclassification of an encumbered
position may not take place in advance of the new work being
assigned and performed.
The process for the reclassification of an existing position
where the work has evolved significantly is as follows:
Validate the work description, usually through an on-site
review, to ensure that the work assigned by the manager and
described in the approved work description is the work performed.
An on-site review is required in situations where the
reclassification will have a significant impact, involves
contentious issues, or whenever a better understanding of the
work is required.
A new position must be established in lieu of reclassifying an
existing position in the following circumstances:
A significant change in work results in an increase of more
than one level in the current occupational group.
The position has been reclassified within the last two years.
Most work does not evolve at such a pace as to justify an
additional change in level within this timeline unless the
position is part of a departmental Apprenticeship or Professional
Training Program (APTP) established in accordance with the Public
Service Commission Guide
to Staffing Delegation, Appendix 9.
There are significant changes in the work that break the
continuity of its evolution. This may include such changes as a
new hierarchical reporting relationship, increased span of
control, the addition of new functions, or increased
responsibility for human resources.
There is more than one position in the organization
performing similar work, and not all are being reclassified. It
is important to be transparent and fair. Rather than assigning
the new work to one position in preference to another, a new
position should be created so that consideration may be given to
the career advancement of all the employees.
The appointment process will differ depending on whether the
classification action involves a reclassification or the
establishment of a new position. Human resources advisors and
managers should consult with their staffing advisors in advance
of the classification action in order to understand the
consequences of the proposed appointment process.
Departments must retain the following documentation on the
position file (hard copy or electronic) for all
reclassifications:
the previous work description with the effective date
authorized by the appropriate manager’s signature;
the revised work description with the effective date
authorized by the appropriate manager’s signature;
the organization chart;
information that validates the selection of the effective
date;
a report of the on-site review, if applicable, confirming
that the work description adequately describes the work assigned
and performed by the employee (co-incidence);
information that clearly illustrates the evolution of the
work, provides the organizational context, and states why it is a
reclassified position rather than a new position;
classification committee report signed by all committee
members;
classification decision authorized by the delegated human
resources advisor or delegated manager;
a rationale that supports the classification decision, and
any other relevant documentation.
The classification committee report, the authorized
classification decision, the rationale, or other relevant
information may be contained in the same document.
In addition to the ongoing monitoring programs, for additional
transparency, each department must post information about the reclassification
of encumbered positions on its departmental internet web site. The
information must be updated on a quarterly basis.