1.1 This directive takes effect on July 16, 2007.
1.2 It replaces the following:
2.1 This directive applies to positions in the Executive (EX) Group in the core public administration as defined in section 11 of the Financial Administration Act unless excluded through specific acts, regulations or Orders in Council.
3.1 The sound management of executive level organization and classification is an essential component in the effective management of a department and the cost-effective, efficient delivery of government policies, programs and services.
3.2 This directive describes the requirements for the organization and classification of positions in the Executive (EX) Group. This directive also provides instructions for increasing the departmental baseline of EX-04 and EX-05 positions.
3.3 This directive is issued pursuant to a delegation of the Treasury Board to the President of PSHRMAC authorized by s. 6(4.1) of the Financial Administration Act.
3.4 Additional requirements are set out in the Executive Group Position Evaluation Plan (September 2005).
3.5 This directive is to be read in conjunction with the Policy on the Management of Executives.
3.6 Treasury Board has delegated authority to the President of the Public Service Human Resources Agency of Canada to make technical amendments to this directive.
4.1 Definitions to be used in the interpretation of this directive are attached in Appendix A.
5.2.1 All classified positions bearing SADM or other Senior Assistant Deputy Head titles demonstrate the following characteristics:
5.2.2 In addition, all classified positions bearing SADM, ADM or Assistant Deputy Head titles:
5.3.1 Positions with Assistant Deputy Head status have titles that reflect the department's operating mode and the Deputy Head's own title. Such titles include Assistant Deputy Minister, Vice-President, Deputy Commissioner, Deputy Secretary or Assistant Secretary.
5.5.1 Current organization charts are signed and dated if possible by the manager two levels above the top supervisory position in the organization and show the:
5.6.1 Classification decisions are:
5.6.2 Evaluators receive adequate training in the principles of classification and the application of the Executive Group Position Evaluation Plan.
5.6.3 Classification decisions remain valid until significant changes are made to the position e.g., mandate, organizational structure, reporting relationships or primary accountabilities.
5.7.1 Interdepartmental relativity is to be maintained through sharing of departmental work descriptions, organization charts and evaluation rationales.
5.7.2 When departments are uncertain about interdepartmental relativity, consultation with PSHRMAC is undertaken to determine if they are making decisions that are reflective of interdepartmental relativities.
5.8.1 Work descriptions are updated and evaluated within one year of changes that result in reclassification of a position.
5.8.2 Documentation is maintained on the position file (electronic or paper) to clearly reflect what has changed when a position is reclassified.
5.9.1 The effective date for a new position is a date that falls on or after the effective date of the immediate manager's position.
5.9.2 The effective date for reclassified positions will reflect the date of the changes. A reclassification should not be retroactive more than one year.
5.10.1 A position file (electronic or paper), is maintained for all EX Group positions and contains the following documentation:
5.11.1 The evaluation rationale signed and dated by the evaluator includes:
5.12.1 EX Group classification decisions including ratings and effective date are signed by the deputy head or acting deputy head, authorizing the rating and the effective date. This approval authority may not be sub-delegated.
5.12.2 The senior official responsible for human resources management in a department can sign, on behalf of the deputy head, administrative classification actions (i.e. those that have no impact on the evaluation of the position or do not change its reporting relationship.)
5.12.3 Classification decisions are not authorized before:
5.12.4 When a classification decision cannot be supported by an acceptable application of the Executive Group Position Evaluation Plan, deputy heads seek Treasury Board approval for authorization of the decision. There is no departmental authority to authorize classification decisions that cannot be supported by the Executive Group Position Evaluation Plan and its benchmarks.
5.13.1 Departments seek Treasury Board approval to increase their approved total baseline of EX-04 and EX-05 positions or to increase the number of EX-05 positions in their approved EX-04 and EX-05 baselines.
5.13.2 Departments consult with PSHRMAC when developing proposals for increases to their EX-04 and EX-05 baseline. For the purpose of these consultations, departments provide to PSHRMAC all documents required to permit an assessment of the request, such as organization charts, work descriptions, proposed rationales, etc.
5.13.3 Departments consult with PSHRMAC to determine their new EX-04 and EX-05 baseline in the following circumstances:
5.14.1 Maintain accurate records of approved departmental EX-04 and EX-05 baselines.
5.14.2 Review departmental requests and provide advice for increases to their EX-04 and EX-05 baseline.
5.14.3 Review this directive with its associated policy and assess their effectiveness at the five year mark of implementation of the policy. Where substantiated by risk-analysis, PSHRMAC will also ensure an evaluation is conducted.
6.1.1 Reporting to PSHRMAC all classification decisions relating to EX-04 and EX-05 positions, including changes to titles, within sixty (60) days of such decision being taken. Notification documentation includes:
6.1.2 Entering classification decision data in the Position Classification Information System (PCIS) once the classification decision is authorized.
6.1.3 Ensuring the proactive disclosure of information on reclassification of encumbered positions.
Consequences of non-compliance with this directive or inconsistency in its application are described in section 7 of the Policy on the Management of Executives.
Note: This section identifies other significant departments in this area. In and of itself, it does not confer an authority.
8.1 The Treasury Board Secretariat is responsible for providing PSHRMAC with a copy of the record of Treasury Board decisions reflecting changes to departmental EX-04 and EX-05 baselines.
Not applicable
Please direct enquiries about this directive to your departmental headquarters.
For interpretation of this directive, departmental headquarters should contact:
Executive Management Policies Directorate
Public Service Human Resources Management Agency of Canada
Ottawa, Ontario
K1A 0R3
E-mail: TLNCorres/CorresLRL@hrma-agrh.gc.ca
Telephone: 613-947-2845
Fax: 613-943-5205
Baseline of EX-04 and EX-05 positions (allocation ministérielle des postes) – The total number of EX-04 and EX-05 positions approved by the Treasury Board.
Classification grievance (grief de classification) – a formal written complaint filed by an employee against the occupational group allocation or the rating of any or all elements of his or her work description or the level assigned to his or her position as a result of a classification decision.
Classification standard (norme de classification) – a document that describes the factors, elements, and other criteria used to establish the relative value of work for an occupational group.
Executive (EX) Group (groupe de la direction, Groupe EX) – the occupational group as defined in the Canada Gazette, Part 1, March 27, 1999.
Job (emploi) – a unique position, or a number of positions that are similar or identical and whose work is described by one work description.
Position (poste) – the work requirements assigned by the respective manager that can be performed by one person.
Reclassification (reclassification) – a change to either or both the occupational group and level of a position resulting from significant change in the work. A reclassification may be upward or downward.
Work description (description de travail) – a document approved by the respective manager that describes the work requirements of a position or a job. A work description contains all the information that the appropriate classification standard requires for its evaluation.