1.1 This policy replaces the Organizational Authority and Classification of Executive Positions policy of July 1, 2003.
2. Effective date
2.1 This policy is effective January 1, 2006.
2.2 This policy will be evaluated no later than five years after implementation.
3. Policy objective
3.1 To provide Deputy Heads with necessary organizational authority to carry out their responsibilities, to ensure that the Executive Group
classification plan is applied equitably and consistently across the Public Service, and to ensure the appropriate use of Senior Assistant Deputy Minister (SADM),
Assistant Deputy Minister (ADM) and other Assistant Deputy Head titles.
4.1 It is government policy that:
- authority to classify positions at the EX-4 and EX-5 levels that will increase the departmental total number of EX-4 and EX-5 positions approved by Treasury
Board as of January 1, 2006, resides with the Treasury Board;
- authority to classify positions at the EX-5 level that will increase the departmental number of EX-5 positions approved by Treasury Board as of January 1, 2006,
resides with the Treasury Board;
- authority to classify, modify the classification, or abolish positions at the EX-1 to EX-5 levels in that portion of the public service for which he/she is the
Deputy Head, except those mentioned above, is delegated to Deputy Heads.
- all Senior Assistant Deputy Minister, (SADM), Assistant Deputy Minister (ADM) and other Assistant Deputy Head positions have the necessary authority,
accountability, responsibility, stature and influence.
5.1 This policy applies to the core public administration as defined in the Financial Administration Act, i.e. the departments named in
Schedule I and the other portions of the federal public administration named in Schedule IV of the Act.
Organizational Authority
6.1 Departmental organizations may not have more than three layers of hierarchical executive management below the Deputy Head/Associate Deputy
Head.
6.2 Departments must seek Treasury Board approval to create:
- positions that will increase the total number of EX-4 and EX-5 positions approved by Treasury Board as of January 1, 2006; and
- positions that will increase the total number of EX-5 positions approved by Treasury Board as of January 1, 2006.
6.3 Treasury Board approval is required for the matters referred to in section 2 above before:
- Deputy Heads exercise their delegated authority to classify subordinate organizationl positions in the Executive Group; and
- publicizing and implementing a reorganization or redistribution of responsibilities resulting from the establishment of the position(s).
6.4 Departments are required to maintain up-to-date departmental organization charts.
Classification of Executive Group Positions
6.5 Subject to Section 2 above, Deputy Heads must personally approve and sign all classification actions for Executive Group positions at the
EX-1 to EX-5 levels and are accountable for their decisions.
6.6 Although Deputy Heads may not subdelegate this authority, a person acting in that capacity in the Deputy's absence may exercise the Deputy's
classification authority. The most senior departmental official responsible for human resources may sign, on behalf of the Deputy, administrative classification actions
(i.e. those that have no impact on the evaluation of the position or do not change its reporting relationship).
6.7 Positions at the EX-1 to EX-5 levels whose incumbents are deemed to have Deputy Head rank and status must be referred to the Public Service
Human Resources Management Agency of Canada (PSHRMAC).
6.8 Deputy Heads shall not approve classification actions or organizational change that depend upon new EX-4 or EX-5 positions that require
Treasury Board approval until such approval has been obtained. In these circumstances, Deputy Heads shall not backdate positions classified under their own authority
beyond the effective date of the related Treasury Board approval.
6.9 Deputy Heads shall not approve classification actions that represent precedents or significant shifts in inter-departmental classification
relativities without prior consultation with the Public Service Human Resources Management Agency of Canada .
6.10 Only positions where the incumbent is excluded from collective bargaining may be reclassified into the Executive Group.
6.11 Deputy Heads' classification decisions must be consistent with the Executive Group Position Evaluation Plan and the Executive Group
benchmarks issued by the Public Service Human Resources Management Agency of Canada .
6.12 Executive Group position descriptions shall be short, concise, reflect current major responsibilities and accountabilities accurately, and
conform to the Executive Group Position Description Writing Manual.
6.13 All Executive Group positions affected by significant changes (e.g. mandate, organizational structure, reporting relationships or prime
accountabilities) or other classification decisions shall be updated and evaluated within 60 days of the changes.
6.14 Departments are required to document all classification actions and maintain complete and current files for all Executive Group
positions.
6.15 For all EX-4 and EX-5 classification proposals submitted for Treasury Board approval pursuant to Section 2, departments must forward the
following documentation to the Public Service Human Resources Management Agency of Canada for review.
- a position description signed and dated by the position's superior officer, certifying that the information represents the major responsibilities,
accountabilities and job dimensions accurately (descriptions should also be signed, when appropriate, by incumbents);
- an evaluation rationale, including references to benchmarks, for the assigned level and rating;
- organization charts, signed and dated by the superior officer, that show the position in the departmental structure and superior, peer and subordinate positions
and reporting relationships;
- any other information used to arrive at the proposed classification; and
- proposed Treasury Board submission.
6.16 All Executive Group classification decisions require similar documentation for each position as well as a departmental authorization
document signed by the Deputy Head and dated.
6.17 The classification decision remains valid until substantive changes are made to the position (e.g., mandate, organizational structure,
reporting relationships or primary accountabilities).
Use of Assistant Deputy Minister and other Assistant Deputy Head Titles
6.18 Departments must seek the approval of the Privy Council Office to use the title of Associate Deputy Minister or other Associate Deputy Head
titles.
6.19 Positions bearing SADM or other Senior Assistant Deputy Head titles must sustain classification at the EX-5 level and normally direct an
operation that is the major program or function of the department.
6.20 All incumbents of SADM, ADM or other Assistant Deputy Head positions must be delegated some significant part of the Deputy Minister's or
Deputy Head's authority, whether to act on behalf of the Minister to administer legislation or to manage and direct the department.
6.21 The creation of an SADM or other Senior Assistant Deputy Head position must not undermine the Deputy's delegation of authority to other ADMs
or their accountability to the Deputy. However, an SADM or Senior Assistant Deputy Head may, for a special purpose, coordinate the work of other ADMs or Assistant Deputy
Heads, and resolve cross-jurisdictional issues, to reduce the burden on the Deputy.
6.22 Positions with Assistant Deputy Head status should have titles that reflect the department's operating mode and the Deputy's own title. Such
titles include Assistant Deputy Minister, Vice-President, Deputy Commissioner, Deputy Secretary or Assistant Secretary.
6.23 All positions bearing ADM or other Assistant Deputy Head titles must:
- report directly to the Deputy/Associate Deputy;
- sustain classification at the EX-4 or EX-5 level;
- be occupied by incumbents whom the Deputy holds directly accountable for the results and impact of the programs under their direction, including the means and
resources employed, and who exercise the Deputy's decision making authority for a major program or function;
- be occupied by incumbents who assume full responsibility for advising the Deputy and the Minister on policies for areas they direct;
- be occupied by incumbents who participate as full members of the department's senior management committee;
- hold a level of signing authority second only to the Deputy's for particular areas of departmental operations and priorities; and
- be occupied by incumbents who are authorized to act on behalf of the Deputy or Minister and to communicate publicly on their own programs and, as required, on all
the department's activities.
6.24 Departments should be consistent in applying titles assigned under delegated organizational authority and ensure that they reflect and
convey a position's role, authority, and place in the department's organizational hierarchy.
6.25 Departments must ensure that Executive Group positions are up-to-date, classified and authorized by the delegated authority before
initiating staffing action.
6.26 Executive Group employees have the right to submit classification grievances. Responsibility for grievances for positions in, or involving
entry to, the Executive Group is retained by the Public Service Human Resources Management Agency of Canada.
7.1 Deputy Heads are responsible for reporting any delegated classification decisions, including changes to titles, relating to EX-4 and EX-5
positions to the Leadership Network within 60 days of such actions being taken. The following documentation should be included with this notification:
- a position description signed and dated by the position's superior officer, certifying that the information represents the major responsibilities,
accountabilities and job dimensions accurately (descriptions should also be signed, when appropriate, by incumbents);
- an evaluation rationale, including references to benchmarks, for the assigned level and rating;
- organization charts, signed and dated by the superior officer, that show the position in the departmental structure and superior, peer and subordinate positions
and reporting relationships; and
- any other information used to arrive at the classification decision.
7.2 The Public Service Human Resources Management Agency of Canada monitors the Deputy Head's exercise of delegated organization authority and
classification decisions of Deputy Heads to ensure consistent and equitable application of organization principles and the Executive Group classification plan across the
Public Service.
7.3 The Agency may also undertake on-site reviews of departmental classification processes and report on the results of these reviews to
individual Deputy Heads and the President of the Public Service Human Resources Management Agency of Canada.
8.1 Executive Group classification decisions are subject to external audit. When an audit confirms over-classifications, the Agency may reduce
departmental Executive Group performance pay budgets by an amount corresponding to the associated impact on compensation. Such reductions will continue until the Deputy
Head takes corrective action.
9.1 Relevant publications are available via the Treasury Board Web site.
9.2 For related material concerning the Executive Group, including the Executive Group Position Evaluation Plan and the Executive
Group Position Description Writing Manual, select: Policies/Executive Group
9.3 For a Guide to Preparing Treasury Board Submissions, select: Policies/Submission
10.1 Enquiries about this policy should be referred to the responsible officers in departmental headquarters who, in turn, may direct questions on policy
interpretation to:
Executive Management Policies Directorate
The Leadership Network
Public Service Human Resources Management Agency of Canada
Enquiries about employee classification grievances should be directed to:
Vice President, Human Resources Management Modernization
Public Service Human Resources Management Agency of Canada
Departments are encouraged to consult the Public Service Human Resources Management Agency of Canada when they are planning organizational changes affecting positions
in the Executive Group. In this way, organizational and classification implications may be discussed early in the process, and structural options, if applicable, can be
considered.
Departments are required to consult the Public Service Human Resources Management Agency of Canada when considering classification decisions that may have a significant
impact on interdepartmental relativity or result in significant pressures for increased salary expenditures.
Classification Evaluation Committees
Departments are encouraged to establish committees comprised of qualified classification experts and senior managers who are not in a position of real or apparent
conflict of interest to advise Deputy Heads on such matters as organization design involving executive level positions and classification of Executive Group positions.
Training
Departments are encouraged to ensure that training in the application of the Executive Group Position Evaluation Plan is provided to line managers and classification
specialists.
Advice
Advice on organization and classification options and their impact is available to Deputy Heads at any time from the Public Service Human Resources Management Agency of
Canada.
The Deputy Head has the authority to assign titles other than Associate Deputy Head, SADM, ADM or their equivalents. However, the title of Director General should be
restricted to those positions that have significant responsibility for the ongoing direction of staff and are no lower than two hierarchical management levels below the
Deputy. The title of Director should be restricted to those positions that have significant responsibility for the ongoing direction of staff and are no lower than three
hierarchical management levels below the Deputy.
To avoid the perception of too many management layers, titles with a qualifier, such as "Deputy" Director or "Assistant" Director General, should not be used.
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