Archived - Policy on Interchange Canada

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1. Effective date

1.1  This policy takes effect on February 15, 2007.

1.2  It replaces the Interchange Canada Policy dated June 23, 1998.

1.3  For assignments or extensions approved under the previous policy, the provisions of the previous policy continue to apply until the conclusion of such assignments.

2. Application

2.1  This policy applies to departments as defined in Schedule I and the other portions of the federal public administration named in Schedule IV of the Financial Administration Act unless excluded by specific acts, regulations or orders in council.

2.2  This policy applies to incoming and outgoing participants.

2.3  This policy applies to assignments of outgoing participants classified in, and incoming participants assigned to, any occupational group and level up to and including the EX-05 level.

3. Context

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

3.2  This policy also supports deputy heads in meeting their business and human resources objectives through temporary assignments of incoming participants where there is a capacity gap.

3.3  Interchange Canada is managed within an organization's human resources planning process, taking into account such considerations as the need to build human resources capacity within the organization.

3.4  The deputy head is accountable to his/her own minister and to the Treasury Board for the management of Interchange Canada in accordance with policy requirements.

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

3.5  This policy is issued by Treasury Board pursuant to paragraph 7 and 11.1 of the Financial Administration Act.

3.6 The Public Service Human Resources Management Agency of Canada (PSHRMAC) is responsible, on behalf of the Employer, for the overall administration of Interchange Canada and for issuing the Policy on Interchange Canada and the Directive on Interchange Canada.

3.7  This policy is to be read in conjunction withthe Values and Ethics Code for the Public Service.

3.8  Treasury Board delegates to the Chief Human Resources Officer (CHRO) the authority to modify the Directive on Interchange Canada in consultation with the Secretary of the Treasury Board of Canada.

3.9  Treasury Board delegates to deputy heads the authority to approve all Interchange Canada assignments up to and including the EX-05 level.

3.10  Treasury Board delegates to deputy heads the authority to extend to incoming participants the entitlements provided to employees of the Federal Public Service in accordance with the National Joint Council's Travel Directive, except for Part V, which pertains to emergencies, illnesses, injuries and death while in travel status, and as regards access to government travel cards, and in accordance with the Special Travel Authorities.

4. Policy statement

4.1 Objective

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 resources objectives and foster the professional development of participants.

4.2 Expected Results

The expected results of this policy are:

4.2.1  Organizations benefit from participants' contributions in achieving business and human resources objectives.

4.2.2  Participants acquire and/or transfer specialized competencies and practices.

4.2.3  Participants benefit by meeting their professional developmental goals.

5. Policy requirements

5.1  For all assignments, deputy heads ensure that:

5.1.1  Assignments are approved.

5.1.2  The compensation formulae described in the Directive on Interchange Canada are adhered to.

5.1.3  Participants meet the eligibility criteria described in the Directive on Interchange Canada.

5.1.4  The parties to the agreement have declared in writing that there is no conflict of interest as it relates to the Values and Ethics Code for the Public Service.

5.1.5  If the parties, and ultimately the deputy head, assess that there is a real, apparent or potential conflict of interest prior to or during the assignment, or upon the participant's return to the sponsoring organization, the conflict will be resolved in accordance with the Values and Ethics Code for the Public Service, or a decision is made not to proceed or continue with the assignment.

5.1.6  An assignment lasts up to three consecutive years, whether the assignment takes place in one or more organizations. In exceptional circumstances, an extension of up to an additional year beyond the three consecutive years can be obtained upon the approval of the deputy head.

5.1.7  Incoming participants have been with their sponsoring organization for at least six months.

5.1.8  If a participant was previously employed in a federal, provincial or territorial political office or by a recognized federal, provincial or territorial political party within the preceding 12 months, the deputy head must provide to the CHRO an additional attestation that the assignment is free of political influence.

5.1.9  Ministerial staff members cannot participate in Interchange Canada assignments. Employees cannot use Interchange Canada to take assignments as ministerial staff.

5.1.10  There is a minimum period of two years before a former participant may participate again in Interchange Canada.

5.1.11  Part-time assignments are permitted within the three-year time limit.

5.1.12  A Letter of Agreement is in place prior to the commencement of an assignment.

5.1.13  There is a disclosure provision in the Letter of Agreement whereby the parties agree that certain information, e.g. names of Interchange Canada participants, may be made publicly available.

5.1.14  An assignment may be concluded earlier than the agreed-to end date by written notice from any of the parties to the Letter of Agreement. The notice period is one calendar month, regardless of the agreed-to duration of the assignment. At the discretion of the deputy head, the participant may receive pay in lieu of the one calendar month's notice.

5.1.15  Changes to the terms and conditions of the Letter of Agreement, such as extensions to the end date, are confirmed in the Addendum to the Agreement.

5.1.16  The terms and conditions of the Letter of Agreement are respected.

5.1.17  Deputy heads make the following decisions or approvals themselves and do not delegate the authority to do so to managers in their organizations:

  • Approve assignments of more than one year where the individual does not meet the linguistic requirements for the duties that they are performing on assignment;
  • In exceptional cases, approve extensions of up to an additional year beyond the three-year period;
  • Approve the refund or recovery of salary, employer-paid benefits and/or relocation costs for less than the full amount from participants if this is deemed to be the most appropriate means to further the objectives of this policy; and
  • Waive entitlements to any or all provisions of the National Joint Council'sForeign Service Directives if the employee wishes to proceed on an assignment without these entitlements and makes a request to do so in consultation with the bargaining agent as per the authorities in the National Joint Council's Foreign Service Directives, Chapter 3.

5.1.18   Where a decision or approval is made by a deputy head with respect to one of the situations in section 5.1.17, or in situations referred to in sections 5.3.1 and 5.3.2, it is supported by a business case substantiating the value of such an arrangement to the core public administration. The business case is retained on file for monitoring purposes with the OCHRO.

5.1.19   Treasury Board has delegated to the CHRO the authority to approve exceptions to the policy as defined in section 5.1.2 and to approve the participation of employees of personal corporations on Interchange Canada. Bringing participants who are employees of personal corporations on assignments is considered an exceptional circumstance to meet critical corporate business objectives where unique competencies are unavailable within the core public administration. This is a temporary skills-building strategy while internal competencies are developed within the context of human resources plans. Departments are expected to retain documents on assignment of participants from personal corporations in accordance with the Directive on Interchange Canada.

5.1.20   A departmental liaison officer is named to manage and oversee the application of this policy and directive, including the establishment and maintenance of the required information database and the preparation of reports to the OCHRO.

5.2  For all assignments, deputy heads may:

5.2.1  Delegate to the appropriate manager in their organization all the responsibilities outlined in this policy and supporting directive, except for those outlined in section 5.1.15 or the submitting of the business case to the President of the CHRO.

5.3  For incoming assignments, deputy heads ensure that:

5.3.1  The approval of the CHRO is sought for all incoming assignments of participants who are employees of, and sponsored by, a personal corporation, regardless of the occupational group and level of the assignment.

5.3.2  The approval of the President of PSHRMAC is sought for the compensation costs of incoming participants where the amount exceeds the provisions set out in the Directiveon Interchange Canada.

5.3.3Participants meet the official language requirements of the functions or the position as set out in the Official Languages Act and related policies. Deputy heads determine whether or not it is appropriate to have a participant fulfil functions that should be carried out in both official languages where the participant does not meet the language requirements. Where participants do not meet the language requirements, measures must be taken to ensure that linguistic obligations relating to service to the public and language of work are met.

5.3.4  Participants successfully complete required training prior to receiving delegated signing authorities in accordance with the Policy on Learning, Training and Development and the companion Directive on the Administration of Required Training.

5.3.5  Participants meet the required reliability checks and security clearances as outlined in the Directiveon Interchange Canada.

5.3.6  Arrangements have been made with the Public Service Commission (PSC) to sub-delegate appointment and appointment-related authorities.

5.3.7  Incoming participants are required to respect the principles and intent of the Values and Ethics Code for the Public Service and to refrain from engaging in any political activity that may impair, or be perceived as impairing, the participant's ability to perform his or her duties in a politically impartial manner, or otherwise diminish the principle of political impartiality in the public service.

5.4  For incoming assignments, deputy heads may:

5.4.1 Sub-delegate in writing to an incoming participant the authority to make appointments to positions in his or her organization if a specific arrangement has been made with the PSC. The process for making such arrangements is provided by the PSC in "Instructions for Requesting a Specific Arrangement with the PSC to Sub-Delegate to Persons Outside a Deputy Head's Jurisdiction".

5.4.2 Extend to incoming participants who are required to travel in the performance of their duties during their assignment refunds in accordance with the employee provisions of the National Joint Council's Travel Directive, except for those provisions found under Part V - Emergencies, illnesses, injuries and death while on travel status - and for access to government travel cards, and in accordance with the Special Travel Authorities.

5.5  For outgoing assignments, deputy heads ensure that:

5.5.1  Participants are aware that they continue to be subject to the Values and Ethics Code for the Public Service as a condition of their continued employment in the core public administration and continue to be subject to Part 7 ("Political Activities") of the Public Service Employment Act.

5.5.2  Participants are advised that they are not entitled to receive top-ups to salary or acting pay.

5.6  Monitoring and Reporting Requirements

5.6.1  Within departments:

5.6.1.1  Consistent with the policy requirements above, deputy heads are responsible for monitoring adherence to this policy within their organizations.

5.6.1.2  Monitoring and reporting requirements are carried out in keeping with access to information and privacy legislation.

5.6.2  By departments:

5.6.2.1  Organizations provide to the OCHRO the following information considered necessary for assessing compliance and evaluating the program's performance against the expected results:

  • Extent to which organizations benefit from participants' contributions to the achievement of business and human resources objectives, as reported at the end of each assignment;
  • Number and nature of planned assignments in the context of the departmental human resources planning process, versus the number of unplanned assignments as reported bi-annually;
  • Number and kinds of exceptions granted compared with total assignments as reported bi-annually;
  • Number of assignments terminated earlier than the agreed- to end date and the reasons for it, as reported annually; and
  • Extent to which participants are satisfied that they have met their professional developmental goals as reported at the end of each assignment.

5.6.2.2  On the basis of analysis of monitoring and information provided, the OCHRO may request additional reports and information from an organization.

5.6.2.3  The OCHRO will provide periodic reports to the President of the Treasury Board on the status of the Interchange Canada program.

5.6.3  Government-wide:

5.6.3.1  The OCHRO meets with departments periodically to discuss program management issues.

5.6.3.2  The OCHRO reviews this policy and its associated directive, the Directive on Interchange Canada,and their effectiveness within five years of implementation of this policy. Where substantiated by risk analysis, the OCHRO also ensures an evaluation is conducted.

6. Consequences

6.1  Deputy heads and their officials are responsible for investigating and acting when significant issues arise regarding compliance and ensuring that actions are taken to address these issues as appropriate.

6.2  The consequences of application errors or non-compliance with this policy and the directive include:

6.2.1  Deputy heads may suspend all or part of delegated authorities from specific managers for Interchange Canada assignments following an application error or non-compliance.

6.2.2  Deputy heads may take into consideration application errors or non-compliance in managerial accountability agreements and performance appraisals.

6.2.3  The CHRO, on the basis of analysis of monitoring and related information, may recommend to the Treasury Board that the delegation of authority for Interchange Canada to that deputy head be reduced or suspended.

7. References

7.1 Legislation

  • Access to Information Act
  • Financial Administration Act
  • Income Tax Act
  • Official Languages Act
  • Privacy Act
  • Public Service Employment Act
  • Security of Information Act

7.2 Treasury Board Policy Instruments

  • Directive on the Administration of Required Training
  • Directive on Interchange Canada
  • National Joint Council's Foreign Service Directives
  • Government Security Policy – Policies and Publications
  • National Joint Council's Isolated Posts and Government Housing Directive
  • National Joint Council Integrated Relocation Directive
  • Policy on the Indemnification and Legal Assistance for Crown Servants
  • Policy on Learning, Training and Development
  • National Joint Council's Travel Directive
  • Special Travel Authorities
  • Values and Ethics Code for the Public Service

7.3 Treasury Board Related Documents

Integrated Human Resources and Business Planning Tool Kit

7.4 Public Service Commission Instrument

Instructions for Requesting a Specific Arrangement with the PSC to Sub-delegate to Persons Outside a Deputy Head's Jurisdiction (http://www.psc-cfp.gc.ca/lhhr-lcrh/2005/05-36a-eng.htm)

8. Enquiries

Enquiries concerning this policy should be forwarded to your Interchange Canada departmental Liaison Officer. For interpretation of this policy, the Interchange Canada departmental Liaison Officer may contact:

Interchange Canada
Office of the Chief Human Resources Officer
Treasury Board of Canada Secretariat
10th floor, 269 Laurier Avenue West
Ottawa, Canada K1A OR5
Tel: (613) 943-6689
Fax: (613) 957-9090
E-mail: interchange-echanges@tbs-sct.gc.ca
Web site: http://www.tbs-sct.gc.ca/prg/iec-eng.asp


Appendix - Definitions

Addendum Agreement (addenda)
written signed addendum that sets out the changes to the terms or conditions of the Letter of Agreement.
Core public administration (administration publique centrale)
departments as defined in Schedule I, and the other portions of the federal public administration named in Schedule IV of the Financial Administration Act.
Deputy heads (administrateurs généraux)
for purposes of Schedule I of the Financial Administration Act, the deputy minister, and for purposes of Schedule IV, the chief executive officer or the person who occupies such a position.
Incoming participant (participant provenant de l'extérieur)
an employee from a private, public or not-for-profit sector organization who is on an Interchange Canada assignment to an organization in the core public administration. An incoming participant does not include ministerial staff members.
Letter of Agreement (lettre d'entente)
a written, signed document that sets out the responsibilities of the sponsoring organization, the participant and the host organization, and the terms and conditions of the assignment.
Liaison officer (agent de liaison)
anindividual in each organization who assists the deputy head in managing Interchange Canada.
Outgoing participant (participant en affectation à l'extérieur)
an employee from the core public administration on an Interchange Canada assignment to an outside private, public or not-for-profit sector organization. An outgoing participant does not include a deputy head or a Governor-in-Council appointee. He/she does not participate in ministerial staff assignments.
Personal corporation (corporation personnelle)
an organization that is solely or in part owned by the incoming participant, and that is incorporated or continued under the legislation in Canada or in another country.