Policy Statement
Selection Boards are chaired by certified officials acting as agents of the Public Service Commission (PSC) and/or Deputy Ministers/Chief Executive Officers with staffing authority delegated by the PSC. Selection Boards must be comprised of a Selection Board Chair and a Departmental Representative from the hiring department. At the discretion of the Selection Board Chair, Selection Boards may also include Technical Advisors and/or observers to assist in the evaluation of candidates. Selection Boards must apply and adhere to PSC policies and procedures in generating recommendations for appointments to and promotions within the public service. The PSC is responsible for the certification of Selection Board Chairs, and the determination of eligibility for continued certification.
The PSC values merit, fairness, respect and professionalism in all interactions with clients, colleagues and coworkers. All employees and representatives of the PSC, including Selection Board members are expected to act accordingly.
Application
This policy applies to all organizations specified in Schedule A of the Public Service Commission Act, and to positions in those organizations not otherwise excluded by Section 4 thereof.
Definitions
For the purpose of this policy:
Appointment – the official selection by a Deputy Minister/Chief Executive Officer of an individual to occupy a position within the public service. The appointment to a permanent full-time position can only result from a PSC Approved Assessment Process.
Delegated Staffing Authority – delegated authority from the PSC to another government entity to exercise and perform powers and functions of the PSC related to appointment and promotion.
Departmental Representative – an individual representing the department who has knowledge specific to the position being filled and can fairly assess the requirements of the position and the qualifications of the candidate(s).
Promotion – a staffing action which results in an employee being appointed, either on a temporary or permanent basis, to a higher rank, classification or pay range.
Provisional Selection Board Chair – an individual who has completed Selection Board Chair training and is in the process of fulfilling the certification requirements.
PSC Approved Assessment Processes – defined processes, procedures and standards based on merit, and designated by the PSC to assess candidates for appointments to and promotions within the public service. All processes will be conducted by a Selection Board.
Selection Board – a designated panel/committee led by the Selection Board Chair to generate PSC recommendations for appointments to and promotions within the public service.
Selection Board Chair – an official acting on behalf of the PSC on Selection Boards, convened to conduct competitions for the recruitment of public service positions.
Technical Advisor – an individual with technical expertise who may be required, at the discretion of the Selection Board Chair, to participate in the selection process to advise the Board on matters related to specific components of the work and the demonstration of technical competencies.
Roles and Responsibilities
Department/Agency
It is the responsibility of the entity that holds Delegated Staffing Authority to:
- identify appropriate employees to undergo Selection Board Chair training;
- support and respect the responsibilities of the Selection Board as an agent acting on behalf of the PSC;
- have formal approval from the Deputy Minister/Chief Executive Officer to initiate a staffing action; and
- identify appropriate Departmental Representatives and Technical Advisors.
Selection Board Chair
It is the responsibility of the Selection Board Chair (both provisional and certified) to:
- adhere to the duties and responsibilities as prescribed by the Selection Board Chair Policy;
- complete training/information sessions offered by the PSC as required;
- ensure there is an approved Request for Staffing Action (RSA), or other accepted form of staffing approval, in order to proceed;
- convene the Selection Board, ensure the Board is duly constituted and determine the requirements for Technical Advisors, Departmental Representatives, and/or attendance of observers if present;
- determine the scope of the Technical Advisor;
- inform members of the Selection Board of their responsibilities as it relates to the assessment of candidates;
- ensure that all members of the Selection Board, including the Technical Advisors, Departmental Representatives, and observers sign a confidentiality statement prior to commencement of the process;
- identify and apply the most appropriate PSC approved processes to be used in developing recommendations for appointment;
- determine the most appropriate processes for candidate assessment (please refer to the PSC’s Competitive Process Policy);
- ensure and attest to the application of merit principles in the generation of recommendations; and
- ensure that the proper documentation is maintained on each staffing action and that it is handled in a confidential manner (please refer to the PSC’s Competitive Process Policy).
Selection Board
It is the responsibility of the Selection Board members to:
- ensure equitable treatment of all candidates. Prior to all candidate evaluation processes, assess whether there would be a reasonable apprehension of bias as a result of each Board member’s participation;
- attest to the application of merit in candidate evaluation and assessment;
- apply the required policies and procedures as per the PSC’s Competitive Process Policy; and
- ensure all staffing action related documents are maintained in a secure, controlled-access, confidential location.
Public Service Commission
The Commission shall:
- specify the jurisdiction and operational requirements of Selection Board Chairs;
- determine the requirements for Selection Board Chair certification and reserve the right to limit access to Selection Board Chair training;
- review and audit recommendations generated by Selection Board Chairs (both provisional and certified);
- determine the eligibility for continued certification;
- reserve the right to attend, observe or review any phase of a selection process at any time;
- monitor and audit to ensure compliance with this policy and other related PSC policies;
- provide guidance and interpretation of this policy; and
- adjudicate complaints related to the application of this policy pursuant to the Public Service Commission Act.