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​Policies related to the staffing process in the public service

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Section 501: Introduction to Classifications

Date issued: 01/09/1986

Revision Date: 06/07/2002

Responsibilities

Compensation Branch

  • authority to develop classification plans and standards of application
  • maintain the currency of job evaluation factors and benchmarks
  • has authority to allocate jobs to new classification plans

Classification Branch

Has responsibility and authority to determine duties and responsibilities of all positions and apply the classification standards.

Permanent Heads

 Have responsibility for work organization and the documentation of work assignments.

Treasury Board

Has authority to approve requests for new positions

Purpose

To determine the value of a position relative to other positions through application of the job evaluation plans.

Application

All positions in the Classified Division of the Public Service as well as specified Order in Council appointments.

Authority

PSA Part 3 Sections 15-19;

PSA Regs Part 2; Section 4-9.2;

SGEU Articles 1.1 & 5

CUPE Local 600-3, Article 21

Out of Scope - Labour Service - Order in Council 341/83

Definitions

Please see Section 501-1 for detailed classification definitions

Inquiries

For inquiries, please contact the Human Resource Service Centre.

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Section 501-1: Definitions About Classifications

Date issued: 01/09/1986

Revision Date: 15/04/2005

Definitions

Position Description

 A written statement of the responsibilities

Classification Plan

 A job evaluation system comprised of standard criteria (job evaluation factors) and benchmarks or comparative descriptions.

Benchmark Description/Comparative Description

 A description of responsibility that illustrates the intended application of job evaluation factors or the relative value of skills or responsibilities.

Occupation

A group of jobs where the nature and type of work is essentially the same.

Position Evaluation

The process of establishing and using standard criteria (factors) to establish relative worth of jobs.

Reallocation

The application of a new or revised classification standards or a correction in application.

Reclassification

The assignment of a different classification level where substantial changes in responsibility has occurred.

Equal Pay for Work of Equal Value

The adjustment of compensation practices so that all employees are assigned to a schedule of pay with the same maximum hourly rate of pay as other employees performing work of equal or comparable value.

Reclassification Challenge Unit

A group of employees reporting to the same supervisor or manager, who has the authority to, and has, assigned a change in duties.

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Section 502-1: Revised Standards and New Systems

Date issued: 01/11/1990

Revision Date: 01/11/2005

Policy

The Public Service Commission ensures classification plans are appropriate for the public service through revisions and new plan development. 

The Public Service Commission reallocates permanent and specified non permanent positions on conversion to new or amended classification plans.

Classification Plans

Management Classification and Compensation Plan (MCP)

Maintenance provisions for the Equal Pay for Work of Equal Value Management Classification and Compensation Plan are the responsibility of the Compensation Branch, Public Service Commission.

Class plan maintenance provision include responsibility for factor interpretations, changes to notes, to raters, factors, benchmark descriptors, job description form and guide, and training and educational programs.

PS/GE SGEU Equal Pay for Work of Equal Value Classification Plan

Maintenance of the class plan is a joint union management responsibility as outlined in Letter of Understanding 98-12.

LOU 98-12 provides for a joint maintenance committee which has the authority to make changes to job description forms, job evaluation factors, comparative descriptors, notes to raters, conduct training and educational programs, conduct audits of classification decisions, determine processes for such audits and change the roles and authorities of appeal panels.

CUPE 600-3 Equal Pay for Work of Equal Value Classification Plan

Job evaluation sub-factors and benchmarks are available through the Public Service Commission, Human Resource Branch (DCRE and SPM), Community Living Division (CLD) Central Office, Valley View Centre Library, CLD Regional Offices and SPM offices at Valley View Centre and Saskatchewan Hospital, North Battleford.

Maintenance of the class plan is a joint union management responsibility as outlined in the "Job Evaluation Maintenance Procedures", March 28, 2001.  The Procedures provide for a joint maintenance committee which has the authority to make changes to the notes to raters and benchmarks, resolve issues regarding sub factor level definitions, determine training requirements, approve forms to be used, determine and implement an audit strategy, evaluate jobs and conduct appeals.

Authority

PSA Part 2, Section 11 (2)(b) and Part 3 in total, 31, 38(2);

PSA Regs Part 2, Sections 4, 5, 6 & 9;

SGEU, Article 5;

CUPE Local 600-3, Article 21

Inquiries

For inquiries, please contact the Human Resource Service Centre.

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Section 503-1: Revised Standards and New System

Date issued: 01/09/1986

Revision Date: 15/02/2005

Purpose

To document and classify work assigned to each new position.   This includes all vacant and new permanent part-time and permanent full-time positions and non-permanent out-of-scope and supplemented term in-scope positions.

Policy

Permanent Heads shall ensure position descriptions are kept for each position and reflect current work assignments.

New positions must be classified before appointment action occurs.

Process

Department

All Permanent Positions 

  1. Submits organizational chart, completed position description and Request for Action Form PSC 52 to Classification for all new positions and vacancies that have changed and require review.

Classification

       2.  Verifies accuracy of information on PSC 52.

       3.  Reviews position description.

       4.  Reviews department organizational chart.

       5.  Reviews position description in appropriate classification plan.

       6.  Compares description with benchmark/comparative descriptions.

       7.  Advises department of decision.

       8.  Renders classification decision on completed Request for PSC Action (Classification) Form PSC 53 and enters rating and title information into the system.

Staffing

       9.  Splits 53 and distributes.

Process

Labour Service Positions 

Department

Completes and retains on file the following:

1. A job description

  • On the PSC's currently designated form.
  • Signed off by position's out-of-scope manager.
  • Noting the effective date of the assignment.

2. An organizational chart

  • Including position numbers, working titles, employee names and appropriate reporting hierarchy.

3. Rationale

  • Including ratings, factor level comparisons, CD comparisons. Rationale may be narrative or point form.
  • Suggest using PSC short form to document classification decisions.

Note:

If position is a direct backfill, or "same as" position that has already been classified by PSC, detailed rationale is not required.  However, there must be a job description, organizational chart and reference to how the decision was rendered (e.g. "No rationale on file as position is "same as" position classified by PSC).

Process

Term In-Scope Positions

Department 

Completes and retains on file the following:

1. A job description

  • On the PSC's currently designated form.
  • Signed off by position's out-of-scope manager.
  • Noting the effective date of the assignment.

2. An organizational chart

  • Including position numbers, working titles, employee names and appropriate reporting hierarchy.

3. Rationale

  • Including ratings, factor level comparisons, CD comparisons. Rationale may be narrative or point form.
  • Suggest using PSC short form to document classification decisions.

Note:

Supplemented In-Scope term positions classified by classification unit is the same process as permanent positions.

Authority

PSA Section 12(1)

PSA Regs, Part 2

SGEU, Article 5

CUPE Local 600-3, Article 21

Inquiries

For inquiries, please contact the Human Resource Service Centre.

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Section 503-3: Classification Reviews for Encumbered Permanent Part-Time & Permanent Full-Time Positions

Date issued: 01/03/1999

Revision Date: 17/03/2011

Purpose

To ensure that employees are compensated equitably and in a timely manner for assigned responsibilities, and ensure classification measures are maintained.

Policy

1. Upward classification actions take effect on the first day of the pay period immediately following the day on which the request was received by the Commission.

Notwithstanding the above, the commission may make the reclassification effective to the first day of the pay period following the date of the assignment as follows:

a. Retroactive up to six months from the date the request is received by the Commission where the ministry provides written verification of the date of the assignment (in exceptional circumstances, extensions greater than the six month period eligible for retroactivity may be reviewed by the parties).

b. Where the Commission, the ministry and, if necessary, the employee’s bargaining agent agree in advance that the reclassification request may be submitted up to six months after the date of reassignment of duties resulting from a reorganization.

2. Article 7.2 of the Public Service Regulations requires the ministry to submit to the Commission, a request for classification review whenever there has been a material change in duties and responsibilities of a position. In the event a review is not submitted, the Commission will initiate a review and classify the position appropriately. In such circumstances:

  • The effective date should be the first day of the pay period following release of the classification decision.

Temporary Assignment of Higher Duties Over 90 Days

All conditions of a permanent reclassification apply except that there is an expiry date at which time the position reverts to its former classification. Extensions beyond one year for SGEU employees must be agreed to by the union. Extensions beyond two years for CUPE employees must be agreed to by the union. See the respective bargaining agreements.

Pay Provisions

Pay provisions are subject to the applicable regulations and/or articles of the collective agreement.

Request for Review

May be initiated by Public Service Commission, ministry or permanent employee.

Status of Review Upon Termination of Employment

When an employee leaves the government service, any outstanding requests for review of their classification shall be deemed to have been withdrawn. Furthermore, appeals of classification decisions in respect of such requests shall also be deemed to have been withdrawn. For MCP and SGEU employees, the above applies only to requests submitted within the 120 calendar day period prior to the effective date of such resignation.

Authority

PSA, Part 3, Section 17;

PSA Regs Part 2, Section 7;

SGEU, Article 5 and 12;

CUPE Local 600-3, Article 22 and 23

Inquiries

For inquiries, please contact the Human Resource Service Centre.

See Also

PS 503-3A - Process Grid for Reclassification Process

PS 503-4 - In Scope Reclassification Challenges

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Section 503-4: In-scope Reclassification Challenges
Date issued: 01/09/1986

Revision Date: 15/04/2005

Purpose

To ensure the most senior qualified employee in the work unit is considered for promotional opportunities resulting from a reclassification. 

Policy

The upward reclassification of a permanent encumbered in scope position, permanent part-time and permanent full-time, may be challenged by a more senior employee in the same occupation from the same reclassification challenge unit if the more senior employee feels that a promotional opportunity has been unjustly curtailed and that the new duties might as readily have been assigned to him/her.

Process

Permanently Encumbered Positions

Public Service  Commission

1. Posts all upward reclassifications in a separate category on the on-line Career Centre. Departments are responsible to post within the work unit.

Employee - Challenger

2. Initiates a challenge by submitting a resume or completed application form for the designated competition to Classification.

Classification and SGEU

3. Determines validity of a challenge.

4. If disagreement as to validity, case is referred to a Challenge Appeal Board.

5. Challenge Appeal Board hears evidence and renders a decision

6. If challenge is valid, a staffing qualifications panel is convened to determine if challenger is qualified.

7. If qualified, the challenger is appointed to the position on a probationary basis and the incumbent reverts to a position at the former classification.

Labour Service

Department

1. Posts upward reclassification information in the reclassification challenge unit.

Employee - Challenger

2. Initiates a challenge by applying to the departmental posting

3. Same as process for permanent positions (Steps 3 to 7).

Application

Applicable to all permanent in scope employees.

Authority

SGEU Article 5.4

CUPE Local 600-3, Article 21.04

Inquiries

For inquiries, please contact the Human Resource Service Centre. 

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Section 503-5: Appeals

Date issued: 01/09/1986

Revision Date: 08/02/2011

Purpose

To resolve classification disputes between employees and the employer.

Policy

A classification appeal can be initiated by a permanent employee if:

  • Employee initiated the classification review.
  • Ministry initiated the classification review and the classification level was changed.
  • PSC initiated the classification review and changed the classification level.
In all cases, appeal rights are not provided if there is a final and binding appeal decision on that factor (s) for that job assignment.

Timing of Appeals

Appeals must be registered on the prescribed form within 15 calendar days of receipt of the classification decision, or within 21 days of receipt of the classification decision for all CUPE employees.  CUPE employees affected as a result of an organization or occupational survey must register their appeal within 15 days of receipt of the classification decision.

Group Appeals

Where the outcome of an appeal will apply to a group of positions, the Commission shall notify affected incumbents of their right to representation at the hearing.

Appeal Panels

Classification Joint Council for in-scope SGEU public service and labour service employees is a joint union-management appeal panel consisting of four (4) members equally split between union and management.

Classification Joint Council for in-scope CUPE 600 public service employees is a joint union-management appeal panel consisting of four (4) members of the Joint Job Evaluation Committee (JECC), equally split between union and management.

The Commission hearing for out-of-scope employees consists of PSC Commissioners and the Chairperson of the Public Service Commission. 

Mandate Application

Appeal panels have the mandate to consider only the job evaluation criteria and position duties at the time of the request for review.

The Commission Appeal Panels render a final and binding decision on one of the following two alternatives:
  • Uphold the classification decision, or
  • Change the classification decision and document the rationale for the change
SGEU and CUPE Appeal Panels render a decision on one of the following two alternatives:
  • Uphold the classification decision, or
  • Change the classification decision and document their rationale for the change  
All SGEU appeal decisions are reviewed by the Joint Audit Committee (JAC). Appeal decisions of the JAC are final and binding.

All CUPE appeal decisions are reviewed by the JJEC. Appeal decisions of the JJEC are final and binding.

Appeal Procedure

For procedures relating to appeals refer to Classification.

Authority
PSA, Section 11;

PSA Regs Part 2, Section 9;

SGEU, Article 5.5, 5.6;

CUPE Local 600-3, Article 21.02 (e), (f), and 21.03

Order in Council 341/83

Inquiries

For inquiries, please contact the Human Resource Service Centre.

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If you have any questions or require more information please contact:

HR Service Centre

hrsc@gov.sk.ca

Phone: 1-877-852-5808 or 306-798-0000

Fax: 1-877-852-9219 or 306-798-9966

HR Service Centre Fax Cover Sheet

2100 Broad Street, Regina, SK, S4P 1Y5

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