Changes

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!'''Step 5: Conduct classification and staffing activities'''

!'''Step 5: Conduct classification and staffing activities'''

|• Update work descriptions so they reflect future duties and '''remove access‑based criteria''' (for example, “briefed executives”) that may reflect privilege rather than job needs, per PSC’s Step 5 practice: [[/www.canada.ca/en/public-service-commission/services/public-service-hiring-guides/selection-employees-retention-layoff-guide-managers-hr.html|Guide for managers and HR specialists]]. [[/www.canada.ca/en/public-service-commission/services/public-service-hiring-guides/selection-employees-retention-layoff-guide-managers-hr.html|[canada.ca]]]

|• Update work descriptions so they reflect future duties and '''remove access‑based criteria''' (for example, “briefed executives”) that may reflect privilege rather than job needs, per PSC’s Step 5 practice: [[/www.canada.ca/en/public-service-commission/services/public-service-hiring-guides/selection-employees-retention-layoff-guide-managers-hr.html|Guide for managers and HR specialists]].  

• Identify language profiles with an '''objective analysis''' tied to duties (public service, supervision, language of work) using the TBS Directive on Official Languages for People Management and the Commissioner’s [[/www.clo-ocol.gc.ca/en/language-rights/language-rights-federal-public-service/language-requirements-positions|language requirements of positions]], and keep the analysis in file. [tbs-sct.canada.ca], [[/www.clo-ocol.gc.ca/en/language-rights/language-rights-federal-public-service/language-requirements-positions|[clo-ocol.gc.ca]]]

• Identify language profiles with an '''objective analysis''' tied to duties (public service, supervision, language of work) using the TBS Directive on Official Languages for People Management and the Commissioner’s [[/www.clo-ocol.gc.ca/en/language-rights/language-rights-federal-public-service/language-requirements-positions|language requirements of positions]], and keep the analysis in file. [tbs-sct.canada.ca], [[/www.clo-ocol.gc.ca/en/language-rights/language-rights-federal-public-service/language-requirements-positions|[clo-ocol.gc.ca]]]

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!'''Step 7: Determine the qualifications, requirements, and needs'''

!'''Step 7: Determine the qualifications, requirements, and needs'''

|• Build a '''Criteria Justification Table''' showing each essential/asset qualification, the linked duty, and observable evidence, in line with PSER s.22(2) factors and PSC Step 7 expectations: [[/laws-lois.justice.gc.ca/eng/regulations/SOR-2005-334/section-22.html|PSER, s.22]] and [[/www.canada.ca/en/public-service-commission/services/public-service-hiring-guides/selection-employees-retention-layoff-guide-managers-hr.html|Guide for managers and HR specialists]]. [[/psacunion.ca/sites/psac/files/wfa-flowchart-treasuryboard-en.pdf|[psacunion.ca]]], [[/www.canada.ca/en/public-service-commission/services/public-service-hiring-guides/selection-employees-retention-layoff-guide-managers-hr.html|[canada.ca]]]

|• Build a '''Criteria Justification Table''' showing each essential/asset qualification, the linked duty, and observable evidence, in line with PSER s.22(2) factors and PSC Step 7 expectations: [[/laws-lois.justice.gc.ca/eng/regulations/SOR-2005-334/section-22.html|PSER, s.22]] and [https://www.canada.ca/en/public-service-commission/services/public-service-hiring-guides/selection-employees-retention-layoff-guide-managers-hr.html Guide for managers and HR specialists].

• Remove subjective terms (for example “fit,” “leadership potential”) and specify '''observable''' evidence, as PSC advises under Step 7: [[/www.canada.ca/en/public-service-commission/services/public-service-hiring-guides/selection-employees-retention-layoff-guide-managers-hr.html|Guide for managers and HR specialists]]. [[/www.canada.ca/en/public-service-commission/services/public-service-hiring-guides/selection-employees-retention-layoff-guide-managers-hr.html|[canada.ca]]]

• Remove subjective terms (for example “fit,” “leadership potential”) and specify '''observable''' evidence, as PSC advises under Step 7: [https://www.canada.ca/en/public-service-commission/services/public-service-hiring-guides/selection-employees-retention-layoff-guide-managers-hr.html <nowiki>Guide for managers and HR specialists. [canada.ca]

• If setting '''organizational needs''' (for representativeness), ground them in evidence and apply '''only among employees who met all essentials''', consistent with the merit framework under [[/laws-lois.justice.gc.ca/eng/acts/P-33.01/section-30.html|PSEA, s.30(2)(b)–(3)]]. [[/laws-lois.justice.gc.ca/eng/regulations/SOR-2005-334/section-22.html|[laws-lois....tice.gc.ca]]]

•</nowiki>] If setting '''organizational needs''' (for representativeness), ground them in evidence and apply '''only among employees who met all essentials''', consistent with the merit framework under [[/laws-lois.justice.gc.ca/eng/acts/P-33.01/section-30.html|PSEA, s.30(2)(b)–(3)]].

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!'''Step 8: Determine the assessment methods'''

!'''Step 8: Determine the assessment methods'''

|• Approve '''one Master Assessment Plan''' (same methods/weights/cut scores/rubrics for the whole pool) and plan calibration/training as PSC advises under Step 8: [[/www.canada.ca/en/public-service-commission/services/public-service-hiring-guides/selection-employees-retention-layoff-guide-managers-hr.html|Guide for managers and HR specialists]]. [[/www.canada.ca/en/public-service-commission/services/public-service-hiring-guides/selection-employees-retention-layoff-guide-managers-hr.html|[canada.ca]]]

|• Approve '''one Master Assessment Plan''' (same methods/weights/cut scores/rubrics for the whole pool) and plan calibration/training as PSC advises under Step 8: [https://www.canada.ca/en/public-service-commission/services/public-service-hiring-guides/selection-employees-retention-layoff-guide-managers-hr.html <nowiki>Guide for managers and HR specialists. [canada.ca]</nowiki>]

• Build accommodation pathways (formats, time adjustments, equivalent alternatives) directly into the plan and communicate them in plain language, per PSC’s Step 8 approach: [[/www.canada.ca/en/public-service-commission/services/public-service-hiring-guides/selection-employees-retention-layoff-guide-managers-hr.html|Guide for managers and HR specialists]]. [[/www.canada.ca/en/public-service-commission/services/public-service-hiring-guides/selection-employees-retention-layoff-guide-managers-hr.html|[canada.ca]]]

• Build accommodation pathways (formats, time adjustments, equivalent alternatives) directly into the plan and communicate them in plain language, per PSC’s Step 8 approach: [https://www.canada.ca/en/public-service-commission/services/public-service-hiring-guides/selection-employees-retention-layoff-guide-managers-hr.html <nowiki>Guide for managers and HR specialists. [canada.ca]</nowiki>]

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!'''Step 9: Identification of biases and barriers'''

!'''Step 9: Identification of biases and barriers'''

|• Complete the '''bias‑and‑barrier evaluation before using any assessment method''' and keep the record in the file as legally required under [[/laws-lois.justice.gc.ca/eng/regulations/SOR-2005-334/section-22.html|PSER, s.22(5)]].  

|• Complete the '''bias‑and‑barrier evaluation before using any assessment method''' and keep the record in the file as legally required under [[/laws-lois.justice.gc.ca/eng/regulations/SOR-2005-334/section-22.html|PSER, s.22(5)]].  

• Use the PSC’s [[/www.canada.ca/en/public-service-commission/services/public-service-hiring-guides/guide-mitigating-biases-barriers-assessment.html|Guide to Mitigating Biases and Barriers in Assessment]] and the companion [[/www.canada.ca/en/public-service-commission/services/public-service-hiring-guides/tool-mitigating-biases-barriers-assessment.html|Tool for Mitigating Biases and Barriers in Assessment]] to assess language complexity, technology demands, timing, instructions, rating processes, and mitigation measures; retain the completed tool. [[/laws-lois.justice.gc.ca/eng/acts/P-33.01/section-30.html|[laws-lois....tice.gc.ca]]], [[/www.canada.ca/en/public-service-commission/services/public-service-hiring-guides/guide-mitigating-biases-barriers-assessment.html|[canada.ca]]]

• Use the PSC’s [https://www.canada.ca/en/public-service-commission/services/public-service-hiring-guides/selection-employees-retention-layoff-guide-managers-hr.html Guide to Mitigating Biases and Barriers in Assessment] and the companion [[/www.canada.ca/en/public-service-commission/services/public-service-hiring-guides/tool-mitigating-biases-barriers-assessment.html|Tool for Mitigating Biases and Barriers in Assessment]] to assess language complexity, technology demands, timing, instructions, rating processes, and mitigation measures; retain the completed tool. [[/laws-lois.justice.gc.ca/eng/acts/P-33.01/section-30.html|[laws-lois....tice.gc.ca]]], [[/www.canada.ca/en/public-service-commission/services/public-service-hiring-guides/guide-mitigating-biases-barriers-assessment.html|[canada.ca]]]

• Confirm approved accommodations in writing and standardize administration across the pool, as PSC’s fair‑assessment materials require: [[/www.canada.ca/en/public-service-commission/services/public-service-hiring-guides/guide-mitigating-biases-barriers-assessment.html|Guide to Mitigating Biases and Barriers in Assessment]]. [[/laws-lois.justice.gc.ca/eng/acts/P-33.01/section-30.html|[laws-lois....tice.gc.ca]]]

• Confirm approved accommodations in writing and standardize administration across the pool, as PSC’s fair‑assessment materials require: [[/www.canada.ca/en/public-service-commission/services/public-service-hiring-guides/guide-mitigating-biases-barriers-assessment.html|Guide to Mitigating Biases and Barriers in Assessment]]. [[/laws-lois.justice.gc.ca/eng/acts/P-33.01/section-30.html|[laws-lois....tice.gc.ca]]]

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!'''Step 10: Inform employees'''

!'''Step 10: Inform employees'''

|• Send bilingual, accessible letters that list the '''factors''' set under [[/laws-lois.justice.gc.ca/eng/regulations/SOR-2005-334/section-22.html|PSER, s.22(2)]] and the '''assessment methods''' under [[/laws-lois.justice.gc.ca/eng/regulations/SOR-2005-334/section-22.html|PSER, s.22(4)]] exactly as approved—no surprises—and include how to request accommodation per PSC Step 10: [[/www.canada.ca/en/public-service-commission/services/public-service-hiring-guides/selection-employees-retention-layoff-guide-managers-hr.html|Guide for managers and HR specialists]]. [[/psacunion.ca/sites/psac/files/wfa-flowchart-treasuryboard-en.pdf|[psacunion.ca]]], [[/www.canada.ca/en/public-service-commission/services/public-service-hiring-guides/selection-employees-retention-layoff-guide-managers-hr.html|[canada.ca]]]

|• Send bilingual, accessible letters that list the '''factors''' set under [[/laws-lois.justice.gc.ca/eng/regulations/SOR-2005-334/section-22.html|PSER, s.22(2)]] and the '''assessment methods''' under [[/laws-lois.justice.gc.ca/eng/regulations/SOR-2005-334/section-22.html|PSER, s.22(4)]] exactly as approved—no surprises—and include how to request accommodation per PSC Step 10: [https://www.canada.ca/en/public-service-commission/services/public-service-hiring-guides/selection-employees-retention-layoff-guide-managers-hr.html <nowiki>Guide for managers and HR specialists. [psacunion.ca], [canada.ca]</nowiki>]

• Use plain language and accessible formats for the notice; if posted online, ensure pages meet WCAG 2.1 AA using TBS’s Guidelines on Making Communications Products and Activities Accessible. [[/www.clo-ocol.gc.ca/en/language-rights/language-rights-federal-public-service/language-requirements-positions|[clo-ocol.gc.ca]]]

• Use plain language and accessible formats for the notice; if posted online, ensure pages meet WCAG 2.1 AA using TBS’s Guidelines on Making Communications Products and Activities Accessible. [[/www.clo-ocol.gc.ca/en/language-rights/language-rights-federal-public-service/language-requirements-positions|[clo-ocol.gc.ca]]]

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|• Confirm each retained employee met all '''essential qualifications''' before applying any organizational needs, using the factors you set under [[/laws-lois.justice.gc.ca/eng/regulations/SOR-2005-334/section-22.html|PSER, s.22(2)]].[[/psacunion.ca/sites/psac/files/wfa-flowchart-treasuryboard-en.pdf|.]]

|• Confirm each retained employee met all '''essential qualifications''' before applying any organizational needs, using the factors you set under [[/laws-lois.justice.gc.ca/eng/regulations/SOR-2005-334/section-22.html|PSER, s.22(2)]].[[/psacunion.ca/sites/psac/files/wfa-flowchart-treasuryboard-en.pdf|.]]

• Apply '''organizational needs''' (for representativeness) consistently and only among employees who met essentials per the merit rules under [[/laws-lois.justice.gc.ca/eng/acts/P-33.01/section-30.html|PSEA, s.30(2)(b)–(3)]]. [[/laws-lois.justice.gc.ca/eng/regulations/SOR-2005-334/section-22.html|[laws-lois....tice.gc.ca]]]

• Apply '''organizational needs''' (for representativeness) consistently and only among employees who met essentials per the merit rules under [[/laws-lois.justice.gc.ca/eng/acts/P-33.01/section-30.html|PSEA, s.30(2)(b)–(3)]]. [[/laws-lois.justice.gc.ca/eng/regulations/SOR-2005-334/section-22.html|[laws-lois....tice.gc.ca]]]

• '''Re‑run your Projected Representation''' using actual results to check for unintended under‑representation; if risks remain and lawful mitigations (for example, organizational needs among those who met essentials) are insufficient, document the constraint and rationale in your Step 12 selection record as PSC expects under this step: [[/www.canada.ca/en/public-service-commission/services/public-service-hiring-guides/selection-employees-retention-layoff-guide-managers-hr.html|Guide for managers and HR specialists]]. [[/www.canada.ca/en/public-service-commission/services/public-service-hiring-guides/selection-employees-retention-layoff-guide-managers-hr.html|[canada.ca]]]

• '''Re‑run your Projected Representation''' using actual results to check for unintended under‑representation; if risks remain and lawful mitigations (for example, organizational needs among those who met essentials) are insufficient, document the constraint and rationale in your Step 12 selection record as PSC expects under this step: [https://www.canada.ca/en/public-service-commission/services/public-service-hiring-guides/selection-employees-retention-layoff-guide-managers-hr.html <nowiki>Guide for managers and HR specialists. [canada.ca]</nowiki>]

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!'''Step 13: Provide written notice'''

!'''Step 13: Provide written notice'''

|• For lay‑off letters, include at least: the decision under [[/laws-lois.justice.gc.ca/eng/acts/P-33.01/section-64.html|PSEA, s.64]], the specific factors applied under [[/laws-lois.justice.gc.ca/eng/regulations/SOR-2005-334/section-22.html|PSER, s.22(2)]] and how they led to selection, the effective date, available WFA supports, and the right to complain to the '''Federal Public Sector Labour Relations and Employment Board''' using the Board’s site [[/www.fpslreb-crtespf.gc.ca/en/index.html|FPSLREB]] under [[/laws-lois.justice.gc.ca/eng/acts/P-33.01/section-65.html|PSEA, s.65]]. [[/www.canada.ca/en/public-service-commission/services/public-service-hiring-guides/selection-employees-retention-layoff.html|[canada.ca]]],  [[/www.canada.ca/en/public-service-commission/services/public-service-hiring-guides/selection-employees-retention-layoff.html|[canada.ca]]], [[/laws-lois.justice.gc.ca/eng/acts/P-33.01/section-64.html|[laws-lois....tice.gc.ca]]]

|• For lay‑off letters, include at least: the decision under [[/laws-lois.justice.gc.ca/eng/acts/P-33.01/section-64.html|PSEA, s.64]], the specific factors applied under [[/laws-lois.justice.gc.ca/eng/regulations/SOR-2005-334/section-22.html|PSER, s.22(2)]] and how they led to selection, the effective date, available WFA supports, and the right to complain to the '''Federal Public Sector Labour Relations and Employment Board''' using the Board’s site [[/www.fpslreb-crtespf.gc.ca/en/index.html|FPSLREB]] under [[/laws-lois.justice.gc.ca/eng/acts/P-33.01/section-65.html|PSEA, s.65]]. [[/www.canada.ca/en/public-service-commission/services/public-service-hiring-guides/selection-employees-retention-layoff.html|[canada.ca]]],  [[/www.canada.ca/en/public-service-commission/services/public-service-hiring-guides/selection-employees-retention-layoff.html|[canada.ca]]], [[/laws-lois.justice.gc.ca/eng/acts/P-33.01/section-64.html|[laws-lois....tice.gc.ca]]]

• Provide accessible formats on request and retain delivery proof (including to employees on leave) as part of your Step 13 record following PSC’s guidance under this step: [[/www.canada.ca/en/public-service-commission/services/public-service-hiring-guides/selection-employees-retention-layoff-guide-managers-hr.html|Guide for managers and HR specialists]]. [[/www.canada.ca/en/public-service-commission/services/public-service-hiring-guides/selection-employees-retention-layoff-guide-managers-hr.html|[canada.ca]]]

• Provide accessible formats on request and retain delivery proof (including to employees on leave) as part of your Step 13 record following PSC’s guidance under this step: [https://www.canada.ca/en/public-service-commission/services/public-service-hiring-guides/selection-employees-retention-layoff-guide-managers-hr.html <nowiki>Guide for managers and HR specialists. [canada.ca]</nowiki>]

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!'''Step 14: Record the reasons for the selection'''

!'''Step 14: Record the reasons for the selection'''

|• For each person, '''record the reasons for selecting or not selecting for lay‑off''' and link them to the evidence and the approved factors/methods as required by [[/laws-lois.justice.gc.ca/eng/regulations/SOR-2005-334/section-22.html|PSER, s.22(10)]].

|• For each person, '''record the reasons for selecting or not selecting for lay‑off''' and link them to the evidence and the approved factors/methods as required by [https://laws-lois.justice.gc.ca/eng/regulations/SOR-2005-334/FullText.html PSER, s.22(10).]

• Include the '''initial and final Projected Representation worksheets''' to show you checked equity impacts before and after assessment, and cross‑reference your Step 1 and Step 12 files following PSC’s close‑out expectations here: [[/www.canada.ca/en/public-service-commission/services/public-service-hiring-guides/selection-employees-retention-layoff-guide-managers-hr.html|Guide for managers and HR specialists]]. [[/www.canada.ca/en/public-service-commission/services/public-service-hiring-guides/selection-employees-retention-layoff-guide-managers-hr.html|[canada.ca]]]

• Include the '''initial and final Projected Representation worksheets''' to show you checked equity impacts before and after assessment, and cross‑reference your Step 1 and Step 12 files following PSC’s close‑out expectations here: [https://www.canada.ca/en/public-service-commission/services/public-service-hiring-guides/selection-employees-retention-layoff-guide-managers-hr.html Guide for managers and HR specialists].  

• Ensure your record is readable to external reviewers (PSC or FPSLREB) and aligns with the lay‑off complaint framework under [[/laws-lois.justice.gc.ca/eng/acts/P-33.01/section-65.html|PSEA, s.65]], so the file demonstrates consistent, non‑discriminatory application of merit factors. [[/laws-lois.justice.gc.ca/eng/acts/P-33.01/section-64.html|[laws-lois....tice.gc.ca]]]

 

• Ensure your record is readable to external reviewers (PSC or FPSLREB) and aligns with the lay‑off complaint framework under [[/laws-lois.justice.gc.ca/eng/acts/P-33.01/section-65.html|PSEA, s.65]], so the file demonstrates consistent, non‑discriminatory application of merit factors.  

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