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Manitoba Civil Service Commission

2.0.1.  Staffing Delegation

 

POLICY STATEMENT

Every human resource (HR) practitioner who is employed by the Manitoba civil service must be authorized as a delegated staffing authority before they can be fully functional and independent in the staffing process. The Civil Service Commission Board grants this statutory authority to those who meet the eligibility requirements.  

INTENT                       

To ensure the provincial civil service employs a sufficient number of qualified HR practitioners who have the ability and experience to perform the staffing function with integrity and independence.

WHAT IS DELEGATED STAFFING AUTHORITY?

An individual with delegated staffing authority has responsibility and accountabilityfor insuring that all principles, policies and related legislation areupheld in all staffing decisions in accordance with the departmental staffing delegation agreement and the applicable collective agreement.  The delegated staffing officer has the power or authority as delegated by the Civil Service Commission Board to sign and thereby authorize any document, paper, minutes or instrument relating to the selection of personnel (ex: letters of offer, board reports, etc).  The guiding authorities are as follows.

  • The Civil Service Act and regulations and other relevant legislation (i.e. The Human Rights Code, The Personal Investigations Act, FIPPA/PHIA).
  • Collective agreement(s)
  • Staffing Policies; and
  • The Staffing Delegation Agreements  

WHY OBTAIN DELEGATED STAFFING AUTHORITY?

No selection decisions can be authorized without delegated staffing authority.  HR practitioners not having delegation for staffing authority require ongoing, direct supervision in all recruitment and selection processes.  Possessing delegated staffing authority enables the HR practitioner to function independently and gives the individual freedom to efficiently deliver the staffing function.   A human resource practitioner can be defined as anyone responsible for performing the staffing function in accordance with the intent/authorities listed above and/or is involved in the staffing function from a leadership and/or managerial or supervisory capacity.  

ELIGIBILITY REQUIREMENTS

  1. Must currently be employed as a Human Resource practitioner within the Manitoba government.

  2. Will have provincial civil service experience chairing selection boards with varying complexity and covering a broad range of vertical and horizontal classification levels; all under the direct supervision of another HR practitioner with delegated staffing authority. 

  3. Will have demonstrated a thorough understanding of the provincial civil service’s staffing process/policies and the application of the diversity strategy within this framework.

  4. Will have attended three mandatory workshops:
    • Strategic Staffing: Managing the Recruitment Process
    • Valuing Diversity
    • Duty to Accommodate:  Hiring and Managing Workers with Disabilities

  5.  Will have attended other Diversity and Staffing workshops to support the submission.

APPLICATION PROCESS

(detail in “Applicant Submission Template”)

The HR practitioner will:

  • Provide a written biography of their relevant human resource work history which supports the ability to successfully carry out the responsibilities of the staffing process.  Reference should be made to quantitative and qualitative experience in both the provincial civil service and/or other public/private sector organizations. 
  • Provide two brief written examples that will demonstrate the applicant understands the concept of integrity as it relates to civil service staffing and that the applicant has the ability to mitigate problematic situations.
  • Provide a short written commentary relative to each diversity workshop attended.  The applicant should briefly describe a key feature/memory in the diversity workshop that stirred interest and/or provide a practical example of how the applicant may have used this new information in the workplace.  

The HR director will:

Prepare a formal submission for review by the Civil Service Commission and the CSC Board.  Documentation will include the following:

  • Biography of staffing experience prepared by the HR practitioner and HR director. (use “applicant submission template” for guidance)

  • Confirmation of attendance at the CSC’s “Strategic Staffing: Managing the Recruitment Process” course (mandatory).

  • Confirmation of attendance at the CSC’s “Valuing Diversity” and “Duty to Accommodate: Hiring and Managing Workers with Disabilities” courses (mandatory).

  • Confirmation of any other diversity and staffing courses taken by the applicant to support the submission.

  • Signed memo from the Minister(s) which designates the applicant as an employing authority for the departments under the applicant’s human resource jurisdiction.

  • At CSC request, the department will provide a sample of competition files chaired by the applicant for audit purposes and this information will form part of the CSC Board’s assessment of the applicant. 

  • Attending the CSC Board presentation to assist in presenting the applicant’s credentials.

The Civil Service Commission will:

  • Review each request for consideration and completeness prior to placement on the CSC Board agenda.
  • Audit the related competition files submitted by the department.
  • Arrange for the applicant, respective HR director, and a representative from the CSC to appear before the CSC Board.

The Civil Service Commission Board will:

  • Assess the strength of the application and determine if they are prepared to approve staffing delegation.

The Secretary of the CSC Board will:

  • Communicate the CSC Board’s decision and advise the department in writing.

TRANSFERRING DELEGATED STAFFING AUTHORITY 

When a HR practitioner with existing delegated staffing authority is transferred to a different sector, the HR director will ensure the practitioner receives employing authority status from the Minister(s) responsible for the departments in their sector and will subsequently advise the Civil Service Commission in writing when approval is confirmed.  The Civil Service Commission will amend their delegated staffing authority records accordingly.

MAINTAINING DELEGATED STAFFING AUTHORITY

Delegation is conditional upon the HR practitioner attending a professional development staffing course delivered by the Civil Service Commission once every five years for as long as they continue to perform the staffing function.  The HR director is responsible to manage and schedule this requirement for HR practitioners within their jurisdiction. Adherence will be monitored via the standard staffing audit process that is conducted on a regularly scheduled basis.

AUTHORITY

  • The Civil Service Act, subsections 5(3) and 13(1)
  • Civil Service Commission Board.  CSC Minute # 04-09/10-6

 

Effective date: June 11, 2009

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