collective staffing work on the hiring manager’s side of things?
the Community and Collaboration Division (CCD), the Community Resourcing and Professional
Development (CRPD) team leads and coordinates selected collective
staffing process on behalf of the IM/IT community. In this role, the team
brings together participating departments, and coordinates the process to
ensure that collective staffing projects are managed in an effective and timely
it is not possible for CCD to provide services to the community for every
single staffing requirement, and for every department, community needs are
assessed on a regular basis, and priorities are established. The Chief
Information Officer Council (CIOC) provides direction, and approves each
process that is launched, in order to ensure that community needs are targeted
in order of priority and urgency.
the staffing processes are currently focused on the IM/IT community, it is the
intention to expand more broadly to all of the communities that are led by CIO
Branch (CIOB) within the Treasury Board Secretariat.
collective staffing process will follow these steps:
- Needs Assessment & establishment of priorities –
Departments are surveyed to determine the overall community requirements for
staffing (this survey is distributed to the CIOs), and whether or not the
department wishes to be included in a collective effort. The results are
analyzed to determine priorities and the volume of positions to be filled, and
recommendations are then presented to CIO
Council at least once per year. CIOC provides direction and approval to proceed with planned collective
- Memorandum of Understanding (MOU) –
All departments that wish to participate in the
collective staffing effort are required to sign an MOU with the Community and
Collaboration Division (CCD). The purpose of the MOU is to outline the
roles and responsibilities of all stakeholders, and to identify cost sharing
requirements for the project.
- Establish Steering Committee – A steering committee is
established for each process. The steering committee is
responsible for all decisions relating to the staffing process (e.g. Statement
of Merit Criteria; Choice of Assessment Tools; Process Decisions; Job Fair;
Approval of the Project Plan; Risk Mitigation; etc.); and as such, provides
direction and guidance to CCD for the project. Steering committee meetings are
scheduled on a regular basis, and key project decisions are tabled at each
meeting to ensure that the project remains on track. Typically, the
steering committee is chaired by one of the participating departments, and is
co-chaired by CCD.
- Working Groups - Throughout the project, the steering
committee will designate employees from their departments to participate in
various working groups that are tasked with fleshing out key parts of the
project (e.g. Development of the job advertisement, or poster, and
Statement of Merit; Development of Assessment Tools; Questions, Rating Guides;
etc.). Final drafts and recommendations will then be tabled at the
steering committee for approval.
- Screening & Assessments – Throughout the project,
departments are required to assist with all of the assessment phases of the
project – e.g. the screening of candidate applications; evaluating written
assessment material; conducting interviews and reference checks; etc.
The ORO coordinates these events, and works to ensure that efforts are balanced
across the participating departments, and seeks to minimize the overall level of effort required by any one department.
- Job Fair – Each process typically concludes with a job
fair. At this event, all qualified candidates are invited to meet with the
participating departments (who have signed an MOU with CCD, and have
participated in the project). This allows each department to assess the
candidates for the "right fit" for their positions, and also provides
candidates with an opportunity to market themselves. Since the effort of
candidate assessments had been shared amongst participating departments, all
departments have not had an opportunity to meet with all candidates, therefore
the job fair also provides one final opportunity to meet face-to-face.
- Job Offers – Following the job fair, the participating
departments (hiring departments) identify to
CRPD which candidates they
would like to make a job offer (as an "intent to offer"). CRPD
extends all "intents to offer" to the candidates. In some cases,
candidates may receive more than one "intent to offer", and will
select his/her preference. The CRPD team coordinates the matching of
candidates with the hiring departments, and ensures that this process is
conducted according to a set of established principles and values that promote
fair and transparent decision making.
As a candidate,
how can I expect the collective staffing process to unfold?
collective staffing process works very much the same as a single-staffing
collective staffing process will follow these steps:
- Staffing poster on the
in the federal public service site or the
Service Staffing Advertisements & Notifications site (available to
public service employees only) – Candidates apply to the
staffing poster which is available either at the
Watch (available to public service employees only).
- Assessments – A series of assessments will
occur. First, all applications received are screened to ensure that candidates
meet the Education and Experience requirements on the poster. After screening, the formal assessments
begin, consisting of one or more of the following: written tests, interviews,
and reference checks. During this time, arrangements are also made for Second
Language Evaluation (SLE) tests, for those candidates who wish to be considered
for bilingual positions.
- Job Fair – Most of our
collective staffing processes conclude with a job fair. At this event, all
qualified candidates are invited to meet with hiring departments. This allows each department to assess
the candidates for the "right fit" for their positions, and also
provides candidates with an opportunity to market themselves and to meet
face-to-face with the hiring departments.
- Job Offers – Following the
job fair, the hiring departments identify to the CRPD Team which candidates
they would like to make a job offer (known as an "intent to offer")
to. The Team extends all "intents to offer" to the candidates in a series
of job-offer rounds. In some cases, candidates may receive more than one
"intent to offer", and this allows the candidate to select his/her
- Candidate Pool– Candidates who do not
accept job offers for indeterminate positions from Step #4 above are then
placed in a pool. This pool of fully assessed candidates is then made available
to all Government of Canada departments and agencies who wish to hire
candidates from the pool.
I want to be a
successful candidate. What can I do to be proactive?
the staffing process, the CRPD team will need several pieces of information
from you; failure to provide these pieces of information in a timely manner
could result in your elimination from the process.
are some general tips:
Service Resourcing System (PSRS) Profile – First and foremost, keep
your PSRS profile up-to-date at all times. We rely heavily on the contact
information (ie. civic address & email) that you provide in your PSRS
- Education credentials – You
will be required to provide proof of education during the assessment phase of
the staffing process. Now is the time to start looking for your diplomas and/or
transcripts. If your diploma does
not clearly state the field of study, now is the time to get an official
transcript. If you are still in school and expect to graduate by the deadline
on the poster, you should make the effort to get a letter from the Registrar’s
Office which shows that you are currently enrolled in school. If you studied
outside of Canada,
you will need to provide proof of your education credentials; the
of the Canadian Information Centre for International Credentials provides
information on how to proceed in getting this documentation.
- Previous test results – if you already
have valid Second Language Evaluation (SLE) test results, find them. If you
have misplaced them, don’t worry, you can request previous test results
Service Commission. (PSC)
- Accommodations – If you have special needs
that require accommodation, now would be the time to get official statements
regarding the type of accommodations you require during assessments. Further information can be found on the
- Canadian citizenship - If you have obtained
Canadian citizenship, ensure that your PSRS profile is up-to-date and keep a
copy of your proof of citizenship to provide to us as required.
- CS Grandfathering Clause - If you meet the
CS Education Grandfathering
clause, have your proof ready to submit to us when requested.
- Résumé - Get your
you have all of your documentation handy, keep it in a safe place. That way when
the email arrives from us asking you for further information you’ll be
able to send it to us quickly (instead of asking us for a few weeks grace while
you look for your documents).
Do you have
tips on how to apply to staffing processes and prepare for written tests and
have invested time and effort into getting your diploma, you will also need to
invest some time and effort into preparing your job application and
résumé. The PSC’s website has a wealth of information on how to apply to a
staffing process; this will get you started.
website also has some information for you on how to prepare for your
written tests and interviews.
The keyword is “prepare”. In addition to the information on the PSC’s
website, here are some tips:
- Read and understand the Merit
- More often than not, technical competencies (i.e.
knowledge) will be assessed through written tests and behavioural competencies
will be assessed through oral interviews.
- Technical competencies – review notes from
courses, think about the work you do, etc…
- Behavioural competencies - PRACTICE PRACTICE PRACTICE
– think about times when you demonstrated the behaviours listed on the
Statement of Merit Criteria and practice explaining the Who, What, When, Where,
Why, and How’s of the situations.
Be sure that you are able to CLEARLY explain the situation, your role,
what YOU did, what you learnt, etc…
A couple of hours on the web researching Behaviour Based Interviews will
go a long way towards helping you out.
- And finally, when it comes time for your written test
and interview, take a deep breath and relax.