Archived [2012-04-01] - Directive on Executive Compensation

1.1 This appendix applies to employees in excluded positions in the following groups and levels:

1.2 For the purpose of this appendix, the term:

2.1 An indeterminate and term executive, as well as an executive employed as a casual worker, is paid in accordance with this appendix and related Treasury Board decisions affecting executive salaries.

2.2 A part-time executive receives salary pro-rated to the number of hours of work per week as indicated in the letter of appointment.

2.3 All salary calculations pursuant to articles of this appendix are rounded to the nearest multiple of $100. Salary calculations ending in $50 are rounded up to the next multiple of $100.

2.4 An executive is not entitled to payment for overtime.

2.5 An executive cannot receive payment from the Consolidated Revenue Fund for a second public service position, unless authorized by or under an Act of Parliament, or when the deputy head of the organization where the executive's original position resides certifies in writing that the performance of the duties of the second position does not impair the executive's effectiveness in his/her original position.

2.6 When an executive with one or more years of service dies while on strength, the executive's beneficiary or estate will receive the executive's salary for the full month in which he/she dies, minus any salary payments already made in the month of death.

3.1 Executive salary ranges are revised periodically, as authorized by the Treasury Board.

3.2 An executive whose performance on Ongoing Commitments was assessed at Level 1 (Did Not Meet) is not eligible for revisions in the fiscal year immediately following the year in which the rating was obtained. This means that the executive's salary can fall below the minimum of the salary range of the executive position.

3.3 Subject to 3.2, an executive absent on leave with or without pay is eligible for the full percentage increase of the revision.

3.4 The salary of an executive on leave without pay is recalculated for record purposes only to maintain the same position relative to the new salary maximum that existed within the old salary range.

3.5 The salary-based allowance (e.g. maternity, parental, education allowance) of an executive on leave without pay is adjusted to reflect the revision.

4.1 Retroactive remuneration is paid in an amount equal to what would have been paid to the executive had the revision been approved on the effective date.

4.2 A retroactive revision in salary ranges applies to executives, former executives or in the case of death, the beneficiary or estate of former executives employed during the retroactive period.

4.3 In order for former executives, or in the case of death, for the former executive's beneficiary or estate to receive payment in accordance with paragraph 4.2, the employer notifies by registered mail, such individuals at their last known address that they have thirty (30) days from the date of receipt of the registered letter to request in writing such payment, after which time any obligation upon the employer to provide payment ceases.

4.4 No payment or notification is made for one dollar ($1) or less.

4.5 Unless otherwise specified, the non-salary elements in Appendix C of this directive are recalculated as though the revision had been approved on the effective date.

4.6 When a retroactive revision is announced, the revised salary of an executive in one of the situations listed below is calculated according to either 4.6.1 or 4.6.2. The calculation that provides the higher revised salary is applied.

1. Promoted, demoted, or reclassified during the retroactive period,
2. Commenced an acting appointment during the retroactive period, or
3. Commenced an acting appointment prior to the start of the retroactive period but continued the acting appointment during the retroactive period.

5.1 Appointment to an executive position from outside the public service

5.2 Appointment to an executive position from other occupational groups within the public service. For clarification, this also includes persons appointed from the Royal Canadian Mounted Police and the Canadian Forces.

5.3 Appointment to a higher level executive position

5.4 Appointment or deployment to a position at the same level

5.5 Appointment of an EX-04 and EX-05 to a different EX Group position level

5.6 Demotion or voluntary transfer to a lower level position

5.7 Retroactive reclassifications

5.8 Retroactive Promotions

6.1 When an executive’s position is reclassified to a group and/or level with a lower salary maximum, the executive’s salary is protected in accordance with this section and the Directive on Terms and Conditions of Employment.

6.2 The executive's salary is protected:

1. as long as the executive continues to occupy the lower level position, or
2. until the salary maximum for the lower level position matches or exceeds the salary maximum for the higher level.

6.3 The non-salary elements of the lower-level position apply from the effective date of the reclassification. When this lower level position is a non-executive position, non-salary elements cease to apply on this date.

6.4 The salary elements continue to apply to salary-protected executives. Subject to article 3.1, all salary-protected executives are eligible for the full amount of executive salary range revisions.

6.5 The Directive on the Performance Management Program (PMP) for Executives applies to salary-protected executives. All salary-protected executives are eligible for in-range movements, in accordance with the PMP.

7.1 Salary maintenance is provided when:

1. An executive is declared surplus under the Directive on Career Transition for Executives and is subsequently appointed to a lower level position while his/her salary is above the salary maximum of this lower level position, or
2. The salary of a non-executive appointed to an executive position is greater than the salary maximum of the executive position the non-executive is appointed to.

7.2 When an executive is declared surplus and is subsequently appointed to a lower level executive position while his/her salary is above the salary maximum of this lower level position:

7.3 When an executive is declared surplus and is subsequently appointed to a lower level non-executive position while his/her salary is above the salary maximum of this lower level position:

7.4 When a non-executive's salary is maintained upon appointment to an executive position:

8.1 An executive at the EX-04 or EX-05 level is not eligible for acting pay.

8.2 An executive in the Accelerated Executive Development Program(AEXDP) is not eligible for acting pay.

8.3 An executive is eligible to receive acting pay once the three conditions below are met. Acting pay is then retroactive to the date the executive began the acting appointment.

1. The executive's substantive level is: EX-01, EX-02, EX-03, DS-7A, DS-7B
2. The executive substantially performs the duties of a position with a higher maximum salary.
3. The executive has acted for at least three consecutive months.

8.4 In organizations where rotational pools, developmental programs and/or appointment-to-level prevail, deputy heads can elect not to provide acting pay to participating executives.

8.5 Acting appointments are not to exceed 12 months. In exceptional circumstances, deputy heads can approve acting pay situations that exceed this duration and this authority cannot be sub-delegated.

8.6 The acting salary of an executive is determined as if the executive had been appointed to the higher level.

8.7 In accordance with 3.0, an executive who receives acting pay is eligible for revisions applicable to the position in which he/she is acting.

8.8 In accordance with 4.0, a retroactive revision in remuneration applies to executives, former executives or in the case of death, the beneficiary or estate of former executives who were acting in the executive positions during the retroactive period.

8.9 When an executive who is already receiving acting pay accepts another acting appointment at the same level as the previous acting appointment, without a significant break between the two acting appointments:

8.10 When an executive who is already receiving acting pay accepts a second, lower or higher, acting appointment, without a significant break between the two acting appointments:

8.11 Upon reverting to the previous acting appointment, without a significant break between the acting appointments:

9.1 An executive is eligible to receive acting pay when temporarily appointed to and substantially performing the duties of a non-executive position that has a higher salary maximum than the executive's substantive executive salary. An executive who is temporarily performing the duties of a non-executive position can be:

1. Assigned these duties without receiving acting pay, in which case, the executive remains subject to the Policy on the Management of Executives and its associated directives, or
2. Appointed with acting pay, in which case, the executive is subject to the applicable collective agreement or terms and conditions of employment of the non-executive position.

9.2 An executive appointed to a non-executive position on an acting basis (receiving acting pay) becomes subject to the collective agreement or terms and conditions of employment governing the non-executive position. The salary elements, non-salary elements and PMP cease to apply for the duration of the acting appointment. For greater clarity:

• The instructions for acting pay that appear in the Directive on Terms and Conditions of Employment apply.
• Where applicable, the executive will start paying the relevant union dues.
• The executive is eligible for the non-executive position revisions to the acting salary.
• The executive is eligible for executive salary range revisions. Any revision to the executive's substantive salary causes the acting salary to be recalculated.
• The executive is not eligible for PMP, but may become eligible for overtime.
• Although PSMIP coverage continues to apply, the employer ceases to pay the insurance coverage under this plan, and the executive will be responsible for paying the requisite insurance premiums.

9.3 The substantive salary of an executive acting in a non-executive position cannot exceed the salary maximum of the non-executive position. Acting pay ceases when the executive's substantive salary exceeds the salary maximum of the non-executive position.

10.1 A non-executive acting in an executive position remains subject to the collective agreement governing his/her substantive position.

10.2 The instructions for acting pay that appear in the Directive on Terms and Conditions of Employment continue to apply to a non-executive acting in an executive position. Notwithstanding these instructions, the following exceptions and clarifications apply:

1. To determine the acting pay, the non-executive's substantive salary is increased by 5% of the salary maximum of the executive position. The acting salary is at least the salary minimum of the executive position.
2. In exceptional circumstances, the deputy head can authorize an increase of up to 10% of the salary maximum of the executive position. This authority cannot be sub-delegated. If the rate of increase causes the acting salary to exceed the salary maximum, the acting salary is limited to the salary maximum. No lump sum is paid for any amount that surpasses the salary maximum. The amount of the increase is determined by considering such factors as listed in article 5.2.2.
3. Acting pay ceases when the non-executive's substantive salary exceeds the maximum salary of the executive position in which the non-executive is acting.
4. A non-executive acting in an executive position is not entitled to overtime pay.
5. A non-executive who receives acting pay and whose substantive salary is below the salary maximum of his/her substantive non-executive position, is eligible to receive increments (lock step structures) or in-range increases (performance pay ranges), as well as any salary range revisions for the substantive level, in accordance with the applicable collective agreement or terms and conditions of employment.
6. When an increment or in-range increase to the non-executive's substantive salary occurs, the acting salary is recalculated and any resulting increase is paid to the non-executive.
7. A non-executive who is already receiving acting pay in an executive position and who assumes the duties of a yet higher acting executive appointment without first resuming the duties of the substantive position is eligible for acting pay at the higher acting level immediately.

10.3 A retroactive revision in remuneration applies to a non-executive who was acting in an executive position during the retroactive period, in accordance with article 4 of this Appendix.

10.4 A non-executive acting in an executive position can become eligible to apply for coverage under the Public Service Management Insurance Plan (PSMIP) during the acting appointment. In that event:

1.1 This appendix applies to excluded employees in positions in the following groups and levels:

1.2 For the purpose of this appendix, the term:

1.3 Executives appointed for a specified term are entitled to the elements of this appendix, unless otherwise indicated.

1.4 Part-time executives are entitled to the elements of this appendix. Elements are prorated against 37.5 hours.

1.5 Executives employed as casual workers are entitled to certain elements under this appendix as indicated in Appendix D.

1.6 Executives acting in non-executive positions are not entitled to the elements of this appendix.

2.1 The hours of work for full-time executives are not less than an average of 37.5 hours per week and are established taking into account the need for work-life balance.

2.2 An executive is not entitled to payment for overtime.

2.3 There is no provision for a compressed workweek for executives or for non-executives acting in executive positions.

2.4 Executives who work beyond their normal working hours and through a normal meal period, can be reimbursed for meal expenses in accordance with the Treasury Board Secretariat (TBS) Travel Directive and Special Travel Authorities.

3.1 The following days are paid holidays:

New Year's Day
Good Friday
Easter Monday
Victoria Day
Canada Day
Labour Day
Thanksgiving Day
Remembrance Day
Christmas Day
Boxing Day
One provincial or civic holiday

3.2 When a statutory holiday coincides with a day of rest, the holiday is moved to the first scheduled working day following the day of rest.

3.3 An executive is not paid for a statutory holiday when that executive is:

4.1 Upon request, on approval of the delegated manager, and subject to operational requirements, executives are entitled to one day of leave with pay for reasons of a personal nature in each fiscal year. This leave cannot be split and cannot be carried over to the next fiscal year.

5.1 Executives are encouraged to use the vacation leave credits during the fiscal year in which they are earned, subject to the delegated manager's approval and operational requirements.

5.2 Entitlement

For each calendar month in which an executive has earned at least ten (10) days' pay, the executive earns:

• the executive demonstrates that his/her vacation entitlement was greater than one and two-thirds (1 2/3) days per month (4 weeks per year) while employed outside the core public administration, and
• the vacation entitlement rate does not exceed two and one-half (2 1/2) days per month (6 weeks per year).

5.3 Maximum carry-over of vacation leave credits

5.4 Liquidation of vacation leave credits

Vacation leave credits over the maximum accumulations are reduced by:

5.5 Portability of vacation leave

Prior accumulated vacation leave credits from employment in organizations under the definition of service in Appendix A of the Directive on Executive Compensation is accepted for use in the core public administration.

5.6 Recovery of salary for advanced leave

When employment is terminated for any reason other than death or layoff, salary paid during any unearned vacation leave taken by the executive is subject to recovery.

5.7 Cancellation of vacation leave or recall from vacation leave

An executive recalled to duty from vacation leave, or whose vacation leave is cancelled without notice will be reimbursed reasonable expenses incurred by the recall or cancellation subject to the presentation of such documentation as the responsible manager may require.

6.1 Credits

An executive earns sick leave credits at the rate of one and one-quarter

(1 1/4) days (9.375 hours) for each month the executive receives at least 10 days' pay.

6.2 Granting of Sick Leave

An executive is granted sick leave with pay when unable to perform his/her duties because of illness or injury provided that the necessary sick leave credits are available. A medical certificate is required when requested by the delegated manager.

6.3 Special Sick Leave (discretionary)

Only at the discretion of the deputy head can executives be granted up to 130 days sick leave once during the course of their career. This leave:

1. can be granted to an executive who has insufficient sick leave credits to cover the entire period of an illness,
2. is granted after an executive has used all accumulated sick leave credits,
3. can be granted in several periods as required depending on the executive's progress towards recovery,
4. will not be recovered from future leave credits, and
5. requires a medical certificate.

The deputy head can authorize the use of any balance of the 130 days used previously for a subsequent serious illness.

6.4 Portability of sick leave credits

Unused sick leave credits earned in organizations included in the definition of service in Appendix A to the Directive on Executive Compensation can be transferred in on appointment to an executive position in the core public administration.

6.5 Sick leave credits on appointment

With deputy head approval, executives recruited from organizations other than those included in the definition of service in Appendix A to the Directive on Executive Compensation can be credited 25 days of sick leave on appointment to an executive position.

6.6 Advancing sick leave credits

When an executive has insufficient or no credits to cover the granting of sick leave, the delegated manager can advance sick leave credits for a period of up to 25 days, such advanced leave is deducted from any sick leave credits subsequently earned.

7.1 Leave with pay (discretionary)

7.2 Maternity and Parental Leave without Pay (mandatory)

7.3 Maternity Leave Without Pay and Allowance (mandatory)

Maternity allowance payments made according to the SUB Plan will consist of the following:

• where an executive is subject to a waiting period of two (2) weeks before receiving Employment Insurance maternity benefits, ninety-three per cent (93%) of her weekly rate of pay for each week of the waiting period, less any other monies earned during this period; at the executive's request, a payment will be estimated and advanced to the executive and adjustments will be made once the executive provides proof of receipt of Employment Insurance or Quebec Parental Insurance benefits,
• for each week that the executive receives a maternity benefit under the Employment Insurance or Quebec Parental Insurance Plan, she is eligible to receive the difference between ninety-three per cent (93%) of her weekly rate and the maternity benefit, less any other monies earned during this period which can result in a decrease in her maternity benefit to which she would have been eligible if no extra monies had been earned during this period.

7.4 Parental Leave Without Pay and Allowance (mandatory)

Where a period of maternity leave without pay has been extended due to the hospitalization of the new-born child and is followed by a period of parental leave without pay, the period of parental leave without pay will end no later than one hundred and four (104) weeks after the day the child is born.

8.1 Leave without pay

An executive is entitled to leave without pay for the care of a family member, provided that:

1. the executive notifies the immediate manager at least four (4) weeks in advance of the commencement date of such leave, unless such notice cannot be given because of an urgent or unforeseeable circumstance,
2. the leave is for a period of at least three (3) weeks,
3. the total leave granted under this clause does not exceed five (5) years during an executive's total period of employment in the core public administration.

8.2 Counting leave for care of family towards service

For the purpose of calculating vacation leave entitlement and severance pay, only the first three months of leave for care of family is counted as service.

Executives are entitled to leave with pay for:

1. jury duty, and
2. appearing before any body authorized by law to compel the attendance of witnesses, when summoned or subpoenaed to do so.

10.1 Executives are eligible for exceptional leave with pay, as the delegated manager considers appropriate, for a period of up to five (5) days in one fiscal year. Examples of such leave are situations where executives are required to work excessive hours over a prolonged period of time (when it is not a normal requirement of the position), for marriage, for volunteering, or for any purpose not otherwise specified in this directive.

10.2 Under exceptional circumstances, the deputy head can approve exceptional leave with pay for a period exceeding the five (5) days referred to in 10.1. This authority cannot be sub-delegated. The request for such leave needs to be substantiated.

10.3 Leave granted as exceptional leave with pay can be carried over into the next fiscal year, and is to be used within six months of being granted.

When a member of an executive's family dies, the executive is entitled to leave with pay of a duration considered appropriate by the delegated manager.

With deputy head approval, an executive is eligible for leave without pay for any purpose not otherwise specified in this directive. This authority cannot be sub-delegated. Examples where such leave might be granted include assignments with an international organization, or to accept an appointment in a Minister's office.

12.1 Counting special leave without pay towards service

For the purpose of calculating vacation leave entitlement and severance pay:

• If the leave is primarily in the interest of the employee, only the first three months of special leave without pay is counted as service.
• If the leave is primarily in the interest of the department, the whole duration of the special leave without pay is counted as service.

13.1 The deputy head can approve education leave without pay for a period of up to one (1) year to pursue learning activities. This authority cannot be sub-delegated. This period can be renewed by mutual agreement.

13.2 An executive on education leave without pay is eligible for an allowance in lieu of salary. This allowance is normally up to fifty per cent (50%) of the executive's base salary. In exceptional circumstances, and depending on the degree to which the education leave is deemed to be directly relevant to organizational requirements, the allowance can be greater than fifty per cent (50%) and up to one hundred per cent (100%) of the executive's base salary. Only at the discretion of the deputy head can tuition fees and course material also be partially or fully reimbursed.

13.3 Education leave without pay with an allowance in lieu of salary cannot exceed 24 months in an executive's career.

13.4 An executive who requests education leave meets all of the following conditions:

1. is a full time indeterminate executive,
2. has at least 5 years experience in executive positions,
3. has met both Ongoing and Key Commitments in the two years prior to requesting education leave,
4. demonstrates the value of the learning project, and
5. in the case of education leave with an allowance in lieu of salary, gives a written undertaking prior to the commencement of the leave to return to the service of the department granting the leave or an organization in the core public administration for a period of not less than 1.5 times the amount of leave granted.

13.5 If the executive fails to complete the course successfully, or does not resume employment as stipulated in 13.4 above, except by reason of death or lay-off, the executive will repay all allowances paid to him or her during the education leave or such lesser sum determined by the deputy head.

13.6 Given that education leave without pay affects the executive's entitlement to certain benefits, he/she must consult his/her compensation advisor to determine the impact prior to the beginning of the leave.

13.7 Counting Education Leave without pay towards service

For the purpose of calculating vacation leave entitlement and severance pay:

• If the leave is primarily in the interest of the employee, only the first three months of special leave without pay is counted as service.
• If the leave is primarily in the interest of the department, the whole duration of the special leave without pay is counted as service.

14.1 At the executive's request, the delegated manager approves leave without pay of up to one year if the executive's spouse or common-law partner is permanently relocated, and up to five years if the spouse or common-law partner is temporarily relocated.

14.2 For the purpose of calculating vacation leave entitlement and severance pay, only the first three months of such leave count.

15.1 Entitlement

15.2 Portability of accumulated severance credits

If an executive is leaving the core public administration for another organization outside the core public administration, severance will only be paid out if the new employer does not have an identical severance plan or will not accept the accumulated severance liability.

16.1 The employer pays 50% of the monthly parking expense incurred by executives who drive their car to work every day, as listed below. The employer-paid portion of this benefit is taxable.

• 50% of the rate the executive pays in a commercial parking lot,
• 50% of the rate for parking spaces leased by the employer,
• 50% of the rate for parking spaces owned by the employer based on the commercial rates in the immediate vicinity.

Executives can be entitled to other benefits for which the employer is responsible. Benefits of most common interest are referenced in section 3.7 of the Directive on Executive Compensation.

1.1 This appendix applies to executives employed as casual workers in the following groups and levels:

1.2 For the purpose of this appendix, the term:

1.3 Part-time executives are entitled to the elements of this appendix. Elements are prorated against 37.5 hours.

1.4 Executives acting in non-executive positions are not entitled to the elements of this appendix.

2.1 The hours of work for full-time executives are not less than an average of 37.5 hours per week and are established taking into account the need for work-life balance.

2.2 There is no provision for overtime compensation for executives or for non-executives acting in executive positions.

2.3 There is no provision for a compressed workweek for executives or for non-executives acting in executive positions.

2.4 Executives who work beyond their normal working hours and through a normal meal period, can be reimbursed for meal expenses in accordance with the Treasury Board Secretariat (TBS) Travel Directive and Special Travel Authorities.

3.1 A full time executive is entitled to be paid for a statutory holiday provided he or she is not on leave without pay the working day preceding and the working day following that holiday.

3.2 A part time executive is paid a premium of 4.25% of all hours worked in lieu of statutory holidays.

An executive is not entitled to vacation leave with pay. An amount of four percent (4%) of salary is payable when the executive ceases to be employed as a casual worker.

An executive earns sick leave credits at the rate of one and one-quarter (1 1/4) days for each month the executive receives at least 10 days' pay. However, the executive is not entitled to use these earned sick leave credits while employed as a casual worker. Should the executive become an employee of the core public administration, the executive can carry forward the sick leave credits earned while employed as a casual worker.

An executive employed as a casual worker is granted leave with pay, for:

• Jury duty; and
• Appearing before any body authorized by law to compel the attendance of witnesses, when summoned or subpoenaed to do so.

When a member of the family of an executive dies, the executive is entitled to bereavement leave for a period considered appropriate by the delegated manager. Such leave is without pay in the first three months of continuous employment and with pay after the executive has completed three months of continuous employment.

The following elements of executive compensation that apply to executives covered under Appendix C do not apply to executives employed as casual workers:

8.1 Personal leave

8.2 Family related responsibilities

8.3 Care of family leave

8.4 Exceptional executive leave with pay

8.5 Special leave without pay

8.6 Education leave

8.7 Spousal relocation

8.8 Severance benefits

8.9 Parking

1.1 This directive applies to employees appointed to the Executive (EX) Group.

1.2 For the purpose of this appendix, the term "executive" refers to employees appointed to the Executive (EX) Group.

1.3 Employees coming from or going to Ministerial Staff positions are not to be deployed under this Appendix.

2.1 The intent of Special Deployment is to provide deputy heads with the flexibility to accommodate temporary operational requirements by quickly deploying executives to duties that have not been classified or that have been classified at a level lower than their substantive level for a temporary period of time while paying them at their substantive salary.

2.2 Special Deployments are made in accordance with the Public Service Employment Act.

3.1 Special deployments and extensions of special deployments for executives are only authorized by the deputy head and this authority cannot be sub-delegated.

4.1 EX-01 to EX-03: executives in positions at these substantive levels, consent to being deployed in accordance with section 51 (6) of the Public Service Employment Act.

4.2 EX-04 and EX-05: for executives in positions at these substantive levels, consent to being deployed is not required if the executive has agreed to being deployed as a condition of employment in his/her current position in accordance with the Directive on Executive Compensation.

Special deployments may be used to deploy executives out of their position to meet the following specific temporary operational requirements:

• special projects (other than pre-retirement): to conduct or participate in a specific temporary project not forming part of the usual and continuing functions of the department.
• training or development: to increase the knowledge and skill of executives for the future advantage of both the executive and the core public administration.
• knowledge transfer (other than pre-retirement): to facilitate the sharing of program context, history and guidance.
• pre-retirement: to permit executives approaching retirement to apply their knowledge of the department's objectives, programs and procedures in a managerial or advisory role and to share their knowledge and experience to assist new executives or their replacement.

A special deployment is initially for a period up to two (2) years. In exceptional cases, deputy heads can extend the special deployment up to one additional year for a maximum of three years in total. This authority cannot be sub-delegated.

7.1 Due to the temporary nature of special deployments, the intent (except in the cases of pre-retirement) is that the executive's employment will continue.

7.2 The executive's indeterminate status is protected during the period of time they are on special deployment. Departments plan ahead and do not declare the employee surplus at the conclusion of the special deployment.

8.1 The department provides the employee with a letter of offer detailing:

• The work requirements, location, duration and conditions of the special deployment,
• That the executive's indeterminate status will be protected for the duration of the special deployment.
• The department's commitment to deploy or appoint the executive to another position at the executive's group and level at the end of the special deployment, except where the executive is to retire.
• The executive's consent to be deployed or appointed to a classified position at his or her substantive group and level at the end of the special deployment if that option is presented.
• The executive's treatment under the PMP during the period of the deployment.

8.2 An executive who accepts a pre-retirement special deployment must submit, with the signed letter of offer, a signed letter of resignation effective immediately after the special deployment.

9.1 Special deployments may be modified or extended.

9.2 If a special deployment is interrupted for an extended period of time, for example for sick leave, and the duties are still required upon the return of the employee, the period of the deployment may be extended.

10.1 The basic departmental quota is established as follows:

10.2 Supplementary Quota

A supplementary quota can be established for a specified period to assist departments to meet unusual or temporary needs. Deputy heads must submit a rationale substantiating their request for this supplementary quota to the Chief Human Resources Officer (CHRO) for approval.

Instructions related to PMP for executives on Special Deployments are found in the Directive on the Performance Management Program for Executives.

Normally, ADM or other Assistant Deputy Head titles are only used for classified positions in accordance with the Directive on Executive (EX) Group Organization and Classification. However, if an executive who is already an ADM by virtue of having been appointed to an EX-04 or EX-05 ADM or other Assistant Deputy Head position, is placed on a special deployment, the ADM title can continue to be used.

All special deployments must be made in accordance with the Treasury Board Directive on the Staffing of Bilingual Positions and the Official Languages Act.

14.1 Departments establish individual records for each special deployment and provide these records to the Office of the Chief Human Resources Officer upon request. The records must include the following information:

• Identification of the executive, including his or her substantive level;
• The reason for the special deployment;
• The start and end date of the special deployment and any extensions;
• Evidence that the executive was appointed or deployed to a classified position at the end of the deployment, or retired.

14.2 Departments provide a snapshot of quota utilization to OCHRO as of March 31 of each year by May 15 using the following table:

14.3 Reasons:

1. Special Project
2. Training
3. Knowledge Transfer
4. Pre-retirement