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Public Service Commission of Canada
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PIMS Manual: Part II - Priority Registration

New , Update / Change, Cancel / Remove

Table of Contents

Overview
1. To submit a New Registration
2. To Update a Registration or Change Priority Type
2.1 To View a List of Priority Persons from your department (via Update)
3. To Cancel a Registration Request or Remove a Registrant

Overview:

Responsibilities

Departments are responsible for the timely registration of employees who become entitled to a priority in appointment. To register, departments complete the PIMS electronic Registration Form and submit it to the PSC for activation. Departments also submit requests to update or remove existing registrations. Finally, departments can cancel requests that have not yet been activated by the PSC; such submissions result in the immediate removal of the cancelled request.

  • Exceptions: Departments do not register employees entitled to the Reinstatement Priority or persons entitled to the Ministers' Staffs Priority.
  • Entitlements are normally the result of actions in which the department is directly involved (eg.: authorizing certain leaves of absence, backfilling the position of an employee on leave, declaring employees surplus or laid-off, etc.). Departments must register their employees as soon as they meet the conditions for entitlement, as specified in the PSEA and PSER

The PSC reviews all requests for registration, updates and removals upon receipt, to ensure the entitlements or changes are valid, before activating the registration in the priority inventory. Cancelled requests do not require activation by the PSC. The PSC also registers Ministers' Staffs and Reinstatement priorities.

More information on how to access to the Priority Registration Form are available in part I.

Supporting Documents

The PSC requires that departments provide supporting documents as evidence of priority entitlement, in addition to the PIMS Priority Registration Form. The PSC also needs the person's résumé and appraisals. A special area is provided in the Registration Form for the résumé. You can paste other documents into the "additional information" section of the form or send them by fax to the appropriate PSC office. The table below lists the documents to be sent. For more details See go to the priority administration web site.

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Documents to Send to PSC for Each Priority Type

Leave of Absence Returnee

  • Letter or other evidence (paycard) granting/extending, showing type of leave with start and end dates
  • Document showing the date the position was backfilled indeterminately
  • Document informing the incumbent that he/she will have the priority (rather than the indeterminate replacement).

Leave of Absence Replacement

  • Letter or other document granting leave to the original incumbent.
  • Document showing the indeterminate appointment of the leave replacement, with effective date.
  • Document showing the person on leave has returned, with effective date.

Ministers' Staff
(NOTE: Registration is by PSC only. Departments do not submit registration via PIMS)

See Guide to the Ministers' Staffs Priority on the PSC's Priority Admin Web site for special procedures. In summary:

  • Department, Ministers' office or the person sends a Request Form for Determination of Entitlement for a Ministers' Staffs Priority to PSC (HQ) for approval of the entitlement, with person's résumé, paycard.
  • PSC sends a letter to the requester approving or rejecting the entitlement. Approval is subject to proof the person has ceased to be employed in the Minister's office.

Layoffs

  • Letter from department informing person of layoff (date of layoff must respect notice periods specified in the WFA Agreements or the Executive Employment Transition Policy (EETP).

Surplus (with a GRJO)

  • Surplus letter to employee from department, with start date.


Surplus (Time Limited)

  • Surplus letter to employee from department, with start/end date (duration as per WFA agreements or EETP .

Reinstatement
(PSC Registers, only)

  • HIRING department sends to PSC a letter of offer/acceptance of a lower- level job to a person with a surplus, layoff, or disabled employee priority.

Relocation of Spouse or Common Law Partner

  • Letter or approved leave form granting the leave, specifying the type and duration of the leave.

Employee who became disabled

  • Letter or form from disability insurance plan specifying the date upon which the person qualified for disability compensation.
  • Letter from a competent (medical) authority certifying the date on which the person can return to work (with any limitations)

Military / RCMP member disabled on Special Duty Service

  • Letter from the Director, Casualty Support Administration (DCSA) showing the date of the person's release for this reason.
  • Document from a competent authority indicating the date on which the person can return to work (with any limitations).

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Further Information: In addition to the "Notes on Priority Types" (identifying and registering priorities) on the priority administration Web site, you will also see clickable references at the top left of the electronic registration form, as shown. below. They appear on all the online pages of the registration section.

Home Page

  • returns you to the first page of the Registration process.

User Manual

  • takes you to the PIMS Users' Manual for detailed direction on how to how to register priority persons using the registration form in PIMS

Determining and Registering Priority Entitlements

  • provides notes and hints about recognizing priority entitlements and about the documents needed to support registration requests.

Notes on Priority Types

  • gives a detailed description of all types of priority entitlements, start and end dates, responsibilities, documentation required, special notes and much more.

Calculating Equivalencies

  • helps you calculate the recommended groups and levels to which the referrals of certain priority persons are limited (given the current regulations). It includes a table of maximum salaries and allowances you can use to determine if a promotion would result from an appointment.

Priority Admin References

  • this is the PSC's priority administration Web site; it provides links to a comprehensive list of topics related to priority administration.

Registration Actions Definition / Explanations of Options

  • On the home page of the Registration Form, you will see three action buttons:

New Registrations for the initial registration of a person who has become entitled to a priority.

Update / Change Priority Type / Activate "Update" and "Change Priority Type" refer to the addition of information, the correction of errors and omissions and other changes to a previous submission (eg, addresses, name spellings, telephone, résumé) and to situations where a priority person becomes entitled to another priority type (eg, a spousal relocation priority whose job is backfilled becomes entitled to the leave of absence priority; a surplus priority is laid off; etc.).

"Activate" is used only by the PSC's priority officers. They enter a special code to approve and activate a new registration, an update to a previous registration, or a change to a priority type for an existing active registrant.

Cancel / Remove

If an earlier request to register a priority person (or to update a registration) is still in the PIMS Pending file (i.e., a recent request not yet activated by the PSC), the department can directly cancel that earlier request. In such cases, PIMS automatically deletes the cancelled request from the Pending file.

However, if the earlier registration request had been activated, PIMS would so inform the requesting department and the submission will be treated as a request for removal from active status. In that case, a PSC priority officer would review the request and, if appropriate, remove the person from the priority inventory and any outstanding referrals.

Departments would use this section for the following reasons: to cancel a registration sent in error, to rescind the person's priority status if the underlying conditions that led to the priority entitlement no longer exist (eg, leave is cancelled, a declaration of surplus status is called back, etc.), or to remove the person due to such events as death or appointment/deployment not due to priority status. The form shows a full list of reasons.

Do not use Cancel / Remove to report a priority appointment. For this step, complete the Priority Referral Feedback Form if one exists for the position.

If you had not already requested priority clearance, do so now by going to the PIMS options page; there, choose "Obtain a Priority Clearance" then "Priority Clearance Only" and select "Appointment of a Priority Person" as the selection process.

If the person has not been registered, then register the person and report his or her appointment using the priority clearance form. (If the person is from another department, contact the home department and the PSC for immediate registration).

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General Instructions for Filling Out the Form

You will find the Registration form easy to fill out. It is largely self-explanatory and there are many drop down lists from which you can select the information required. Some lists will require that you enter the codes manually. For the "equivalent groups and levels" list, you can refer to the reference/help link at the top of the form. If you have questions on the priority types, you can refer to the link for "Notes on Priority Types."

1. Some Hints and Shortcuts

Résumés and Other Documents: You must enter a résumé for the new registrant in a special Résumé field on the Registration Form. You can copy and paste the résumé from your original electronic source into the Résumé field. The same is true of other documents which, however, would be pasted into the Remarks field.

Area of Residence: Choose the area of residence of the priority person from the drop down menu. The locations are listed alphabetically within the PSC regions responsible for the oversight of priority administration, so look initially at those district headings. If the specific area of residence is not on the list, choose the broad area in which the person resides.

CAUTION: If Using a Scroll Wheel to Navigate Within a PIMS Form

As with all Internet-based forms, if you use the scroll wheel on your mouse to move up and down within the form, you MUST BE ABSOLUTELY CERTAIN that none of the drop down lists on the form are "active" (ie., they must not be highlighted). This is because each click of the scroll wheel would change the item that you had selected from that drop down list.

2. Treatment of Registrations by PSC Priority Admin Staff

Registration requests submitted by departments are verified and "activated" by the PSC. First, PIMS places new requests into a Pending file and alerts the PSC Priority Officer via email. The PSC PO opens the pending request, examines the circumstances (including the substantiating documents the department has submitted) and, if he or she agrees that the entitlement is warranted, activates the registration. The PSC priority officer also interviews the priority person and supplements the registration information and coding to match interdepartmental staffing needs. The PSC priority officer also informs priority persons about their entitlement.

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1. To Submit a New Registration

Completing the Registration Form:

Once you have opened the PIMS Registration Form, choose the department associated with the person to be registered. Then click on New Registration.

A blank registration form will appear (if you had recently worked with a registration for another person, that person's information may appear if so, type over it to enter the new information and ensure that none of the other person's information is retained.)

Essential fields are identified with a red star.

It is imperative that the originator enter his/her email address correctly on the Registration Form in order to receive a response from the PIMS. To find the correct email address format for your department, consult the Federal Government Electronic Mail Naming Standards.

Please pay special attention to the fields "Recommended Groups and Levels" and "Skills". Ensure that the choices thoroughly represent the interests and background of the priority persons so that they are identified by PIMS for all positions for which they might reasonably qualify.

Note that when a department registers a person in the priority inventory, that action constitutes certification by the department that this person is suitable for reappointment in his or her own department and in other departments or for surplus employees or layoffs to a position for which the person would be able to qualify with retraining as per the Workforce Adjustment Agreements. Employees who are not suitable for retention in the department or public service should be dealt with in other ways (retraining, release, etc.)

Sending the Registration Form:

After you click on the "send" button, the computer will identify any errors or omissions you may have committed by showing you in red type where they occurred on the form. If that happens, correct the errors and resubmit. If there are no errors you will see a "Thank You" message on the screen.

E-mail Confirmation:

You will receive a confirmation letter in your email system directly from the PSC computer, usually within a few minutes of having sent the form. It will include details of the registration information you submitted.

You can use the email to contact the PSC officer by using the forward button and inserting his or her email address.

Please do not use the "Reply" button as you will send a message to the computer system rather than to the officer who can assist you.

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2. To Update a Registration / Change of Priority Type

When a department submits an update, or a change to a priority type, the request goes into the Pending file and must be activated by a PSC Priority Officer.

NOTE: to cancel a registration request or to remove a priority person from the inventory, use the Cancel / Remove function.

NOTE: for PSC: You can skip the Pending stage by inserting your code and name into the space provided at the bottom of the update/change form.

First: Retrieve the record of the person you wish to update/change. Here's how:

  • Go to the PIMS Front (Index) Page
  • Click on Register a Priority Person and then select Update/Change Priority Type/Activate. Click on Continue to open the Search Criteria page.
  • On the search page, enter the PRN (Priority Reference Number), Name or PRI and then choose Search Active Priorities
  • At the bottom of the form, click "search;" PIMS will then display a line containing the PRN, name etc of the person. (if the file is not found then redo the search by choosing Search Pending Priorities).
  • Click on the PRN to open the person's record.

Second: Make the change you want on the record. Here's how:

  • Just enter the new data; type over the old data if necessary.
  • In the "Additional Comments" box, Describe the change. Be clear. If it's a change to a priority type, indicate the previous priority type as well as the new one and provide the PSC with the substantiating documents. If you do not clearly explain the change (and the reason, where appropriate) the PSC will have to contact you for an explanation, thus delaying the process.

Third: Complete the field titled, "Confirm Originator's email Address."

  • If the previous originator was someone else, enter your email address in both fields unless you want the other person to receive messages from PIMS.

Finally: Click "Submit." The request then goes to the Pending file for activation by the PSC.

PIMS will show you any errors or omissions. Otherwise, you will see a "Thank You" message on the screen and receive a confirmation email with all the details of your submission.

HINTS: If you leave the search criteria blank, the machine will identify all the pending or active cases for your department (depending on the file you had searched). You could then click on the one you want to update. Or you could use this to verify a list of your department's own priorities.

2.1 To List Your Department's Priority Persons

At the PIMS home (index) page, click on "Register a Priority Person." Enter your department's name, choose Update, and Continue.

On the Search Criteria page, Choose "Search Active Priorities." Do not complete the other fields. Click on "Search" to see a list of all your department's priority persons.

If you do not see a name you were expecting, this has likely occurred for one of three reasons: either the person has been removed (due to priority appointment, or expiry, etc.); a recent registration request has not yet been activated (and so you should search pending priorities instead); or, there has been no previous registration request.

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3. To Cancel a Registration or Request Removal of a Registrant

If you submit a cancel/remove request concerning an earlier request which is still in the Pending file, not yet activated by the PSC, PIMS will treat the request as a cancellation and will automatically delete the request from the pending file. There will be no trace of it in the historical record.

If the earlier request has been activated by the PSC the record will be in the Active file and PIMS will treat is a removal from active priority status. In that case, PIMS will place your request into the Pending file, where it will be reviewed by the PSC. If appropriate, the PSC will remove the record from active status and will also remove the person's name from any outstanding referrals that may exist. Records removed from active status become part of the historical record.

Procedure:

  • On the home page of the Registration Form, choose "Cancel/Remove," select the appropriate reason and hit "Continue" to open a search page;
  • On the Search page, enter the PRN or PRI and search the Pending or Active file to retrieve the person's registration record.
    (You can find the PRN (Priority Reference Number) on the confirmation email sent by PIMS to the home department when it submitted the original registration request, or by doing a nonspecific search of the Pending or Active files. If necessary, PIMS will also search on the PRI).
    the person's record opens under the title of "Cancel a Priority Record."
  • Scroll down to the bottom where you will see that the reason for cancellation is shown in the section reserved for PSC Use Only.
  • Press "Submit." A Thank You message will appear on-screen to indicate that the request has been sent.