Interchange Canada

Introduction

The following list of Questions and Answers has been prepared to assist in the administration and provision of advice with respect to the Interchange Canada program.

Commonly asked questions

1. What is Interchange Canada?
2. What is the objective of the Interchange Canada policy?
3. How is Interchange Canada different from a contracting arrangement?
4. Is this program new?
5. Who is eligible to participate on Interchange Canada?
6. How long can a participant be on an assignment?
7. Can assignments be extended beyond four years?
8. What qualifications do I need to get into Interchange Canada?
9. When can I go on Interchange Canada?
10. Can Ministerial staff members participate in Interchange Canada?
11. Can Interchange Canada be used to assign public servants to ministerial offices?
12. Can a person previously employed in a federal, provincial or territorial political office or political party be a participant in Interchange Canada?
13. Can a former participant take on a new assignment immediately after completing an assignment?
14. Can a new employee go on an assignment immediately?
15. Can an employee of a personal corporation participate on Interchange Canada?
16. Is the Interchange Canada assignment a formal agreement?
17. Can I select my own assignment, or does my sponsoring organization find it for me?
18. Can I apply for a position in the host organization?
19. Is my job guaranteed when I return from an assignment?
20. Can you give me an idea of how many participants are currently on assignment with Interchange Canada?
21. Are participants bound to the same rules for bilingualism as any other public servants?
22. Does the Policy on Legal Assistance and Indemnification apply to crown servants?
23. Are Ministers or their offices involved in selecting participants?
24. Who is responsible for Interchange Canada?
25. What new authorities have deputy heads been given?
26. It appears as though some Interchange assignments pose a conflict of interest. Why was this allowed to happen and why aren't there any mechanisms in place to prevent this?

1. What is Interchange Canada?

Interchange Canada is a skills-exchange program with a developmental focus between the core public administration and other organizations in the private, public and not for profit sectors in Canada and internationally. By taking temporary assignments, employees develop professionally while participating organizations benefit from the knowledge, skills and approaches.

2. What is the objective of the Interchange Canada policy?

The objective of this policy is to support the acquisition and/or transfer of expertise through temporary assignments so as to assist participating organizations in achieving their business and human resource objectives and foster the professional development of participants.

3. How is Interchange Canada different from a contracting arrangement?

Interchange Canada is a skills-exchange program with a developmental focus and participants on this program are employees of an organization or personal corporation and return to their organization at the end of their assignment. A person on a contract provides specific services to a government organization with no developmental focus.

4. Is this program new?

No, the Interchange Canada Program has been in existence since 1971.

As part of the Treasury Board Portfolio’s Policy Renewal Initiative, a revised Policy and Directive on Interchange Canada came into effect on February 15, 2007. The renewed Policy and Directive clarify authorities to deputies; while at the same time ensure greater transparency and accountability.

5. Who is eligible to participate on Interchange Canada?

Participants must be an employee of a sponsoring organization or a personal corporation for a period of six months prior to the commencement of the assignment and remain an employee during the assignment, have the competencies to meet the operational and organizational requirements of the assignment, is not in a conflict of interest as a result of the assignment and agrees to the time limit of the assignment and any other program requirements.

6. How long can a participant be on an assignment ?

An assignment can last three consecutive years. In exceptional circumstances, a deputy head can approve a one-year extension.

7. Can assignments be extended beyond four years?

No

8. What qualifications do I need to get into Interchange Canada?

The qualifications are dependant on the work that is required to be accomplished.

9. When can I go on Interchange Canada?

You may participate on Interchange at any time during your career including just prior to retirement.

10. Can ministerial staff members participate in Interchange Canada?

No. The policy precludes such assignments.

11. Can Interchange Canada be used to assign public servants to ministerial offices?

No. The policy precludes such assignments.

12. Can a person previously employed in a federal, provincial or territorial political office or political party be a participant in Interchange Canada?

Yes. However if the proposed participant was previously employed within the last twelve months, the deputy head must provide to the President of the Public Service Commission an attestation that the assignment is free of political influence.

13. Can a former participant take on a new assignment immediately after completing an assignment?

Yes, provided the total of the two assignments do not add up to more than three consecutive years. If the participants have used up the maximum period allowed for an assignment, they must wait a minimum of two years before participating again on Interchange Canada.

14. Can a new employee go on an assignment immediately?

No. The policy requires that the participant have been with the sponsoring organization for at least six months.

15. Can an employee of a personal corporation participate on Interchange Canada?

Yes, provided that the participant is an employee of a personal corporation. Bringing participants who are employees of personal corporations on assignment is considered an exceptional circumstance to meet critical corporate business objectives where unique competencies are unavailable within the core public administration. The prior approval of the Chief Human Resources Officer is required for all participants from personal corporations.

16. Is the Interchange Canada assignment a formal agreement?

Yes, the terms and conditions of the assignment are outlined in an agreement signed off by delegated managers within your organization.

17. Can I select my own assignment, or does my sponsoring organization find it for me?

The requirement to find an assignment rests with the person willing to participate on Interchange Canada.

18. Can I apply for a position in the host organization?

There is no application process but you can talk to potential managers about the program and how such a program could benefit the host organization and how you could benefit the host organization.

19. Is my job guaranteed when I return from an assignment?

The Interchange Canada Program is a skills-exchange program with a developmental focus and as such participants are to be guaranteed a job at the end of an assignment in their sponsoring organization, unless the participant plans to retire at the end of the assignment and this is stated in the letter of agreement.

20. Can you give me an idea of how many participants are currently on assignment with Interchange Canada?

In February 2007, there were 150 public servants on assignment, of which 51 were at the EX level. In addition, there were 328 participants on assignment in the Core Public Administration; of which 79 were are the EX level.

21. Are participants bound to the same rules for bilingualism as any other public servants?

Interchange Canada participants from outside organizations are not employees of the federal Public Service but they should normally meet the language requirements of their assigned duties. When a participant does not meet the language requirements, it is the manager's responsibility to ensure that all obligations are met with respect to the Official Languages Act, Part IV - Communications With and Services to the Public and Part V - Language of Work.

22. Does the Policy on Legal Assistance and Indemnification apply to crown servants?

Although incoming participants do not meet the criteria of “Crown Servants”, the provisions of that Policy have been extended to incoming participants while they are carrying out duties for the Crown.

For Crown Servants going out on assignment the Policy does not apply. The host organization is expected to provide the participant with legal services and should indemnify them while on assignment in the host organization. Should the host not agree to indemnify them, the participant proceeds on the assignment at his/her own risk.

23. Are ministers or their offices involved in selecting participants?

Ministers are not involved in decisions related to individual assignments, and recommendations form ministers or ministers’ offices regarding participants will not be considered.

24. Who is responsible for Interchange Canada?

The deputy head is accountable to his/her minister and to the Treasury Board Secretariat for the management of the Interchange Canada. The Office of the Chief Human Resources Officer is responsible for the overall administration of Interchange Canada and provides advice in the application of the Policy and has the authority to modify the Directive on Interchange Canada.

25. What new authorities have deputy heads been given?

Deputy heads have the authority to approve all Interchange Canada assignments up to and including the EX05 levels.

27. I t appears as though some Interchange assignments pose a conflict of interest. Why was this allowed to happen and why aren't there any mechanisms in place to prevent this?

The potential for a conflict of interest is normally reviewed and resolved before all parties sign a Letter of Agreement. Under the Interchange Canada Policy, Deputy Heads must be satisfied that the Conflict of Interest, Post-Employment and Security guidelines are adhered to.

There is no record of any Interchange Canada assignments having been terminated due to a conflict of interest. Any perceived or alleged conflict of interest must be addressed and resolved immediately. Public service conflict of interest guidelines continue to be applicable to core federal public service employees who are on an approved Interchange Canada assignment. Also under the Interchange Canada Policy, Deputy Heads must be satisfied that Conflict of Interest, Post-Employment and Security guidelines are adhered to.