Archived [2021-04-01] - Directive on Executive (EX) Group Organization and Classification

The directive describes the requirements for the organization and classification of positions in the Executive Group, and provides instructions for increasing and decreasing the departmental baseline of EX-04 and EX-05 positions in the core public administration.
Date modified: 2021-04-23

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1. Effective date

2. Authorities

  • 2.1This directive is issued pursuant to the authorities indicated in section 2 of the Policy on the Management of Executives.

3. Objectives and expected results

  • 3.1The objectives of this directive are as follows:
    • 3.1.1To ensure that organizational design and classification activities in the Executive (EX) Group are well managed; and
    • 3.1.2To safeguard the integrity of EX Group classification.
  • 3.2The expected results of this directive are as follows:
    • 3.2.1Executive organizational structures are designed and managed to support the delivery of organizational mandates; and
    • 3.2.2EX Group positions are classified consistently across the core public administration.

4. Requirements

  • 4.1Heads of human resources are responsible for complying with standards and mandatory procedures associated with the requirements set out in Appendices A, B, C, D and E of this directive, and:
    • 4.1.1Approving classification actions on behalf of the deputy head;
    • 4.1.2Providing recommendations to the deputy head on the creation and classification of positions in the EX Group;
    • 4.1.3Ensuring that classification decisions are documented promptly, accurately and completely in:
      • 4.1.3.1Classification files;
      • 4.1.3.2Organizational human resources information management systems; and
      • 4.1.3.3Information management systems identified by the Chief Human Resources Officer;
    • 4.1.4Ensuring that employees in the EX Group are notified each time a classification decision is rendered for the position they occupy;
    • 4.1.5Ensuring that human resources advisors who provide advice on EX Group classification have experience in classification and have completed the required training on the Executive Group Position Evaluation Plan;
    • 4.1.6Consulting the Office of the Chief Human Resources Officer when a classification decision may impact inter‑organizational relativity;
    • 4.1.7Ensuring that positions that have assistant deputy head status are classified in accordance with Appendix D;
    • 4.1.8Ensuring that the Office of the Chief Human Resources Officer is informed of changes related to EX‑04 and EX‑05 positions; and
    • 4.1.9Ensuring that associate assistant deputy minister positions are classified in accordance with Appendix E.
  • 4.2The Office of the Chief Human Resources Officer is responsible for:
    • 4.2.1Maintaining records of the organizational baselines of EX‑04 and EX‑05 positions; and
    • 4.2.2Reviewing requests and providing advice regarding increases and decreases to the baseline of EX‑04 and EX‑05 positions.

5. Roles of other government organizations

  • 5.1The roles of other government organizations in relation to this directive are described in section 5 of the Policy on People Management.

6. Application

  • 6.1This directive applies to the organizations described in section 6 of the Policy on the Management of Executives.
  • 6.2This directive applies to positions classified in the EX Group in the core public administration.
  • 6.3This directive does not apply to persons appointed by the Governor in Council, to members of the RCMP, or to members of the Canadian Armed Forces.

7. References

8. Enquiries

Appendix A: Standard on Classification for Executive (EX) Group Positions

Appendix A: Standard on Classification for Executive (EX) Group Positions

A.1 Effective date

A.2 Standards

  • A.2.1This standard provides details on the requirements set out in section 4.1 of the Directive on Executive (EX) Group Organization and Classification.
  • A.2.2Standards are as follows:
    • A.2.2.1The classification file must include the following:

      Job descriptions

      • A.2.2.1.1Job descriptions must:
        • A.2.2.1.1.1Describe the duties and responsibilities of the job concisely, using bias‑free language that respects the requirements of the Canadian Human Rights Act;
        • A.2.2.1.1.2Contain the information required to evaluate the job using the Executive Group Position Evaluation Plan, including:
          • General accountability;
          • Organization structure;
          • Nature and scope of duties;
          • Dimensions; and
          • Specific accountabilities;
        • A.2.2.1.1.3Contain the following identifying information:
          • Position title;
          • Position group and level;
          • Organization;
          • Branch/division;
          • Position number;
          • Geographic location; and
          • National Occupational Classification (NOC) code;
        • A.2.2.1.1.4Be updated and evaluated within one year when affected by significant changes, including but not limited to mandate, organizational structure, dimensions or reporting relationships;
        • A.2.2.1.1.5Be authorized, signed and dated by the immediate manager (when the position reports to the deputy head, the deputy head must authorize, sign and date the job description); and
        • A.2.2.1.1.6Indicate the effective date.

      Organizational charts

      • A.2.2.1.2Organizational charts must:
        • A.2.2.1.2.1Depict the organizational location of the position and its relationship to the other positions in the same work unit;
        • A.2.2.1.2.2Represent the organizational structure described in the job description; and
        • A.2.2.1.2.3Be authorized, signed and dated by the immediate manager (when the position reports to the deputy head, the deputy head must authorize, sign and date the organizational chart).

      Job evaluation rationale

      • A.2.2.1.3The job evaluation rationale must:
        • A.2.2.1.3.1Provide the justification for occupational group allocation;
        • A.2.2.1.3.2Describe the degrees and points chosen for each factor and sub‑factor;
        • A.2.2.1.3.3Identify classification relativities, including references to benchmark position descriptions in the Executive Group Position Evaluation Plan; and
        • A.2.2.1.3.4Be signed and dated by the evaluator(s).

      Classification action form

      • A.2.2.1.4The classification action form (Expanded Position Activity Report) must:
        • A.2.2.1.4.1Describe the nature of the action or decision;
        • A.2.2.1.4.2Identify the ratings and effective date; and
        • A.2.2.1.4.3Be signed and dated by the deputy head or, in the case of classification actions, be signed and dated by the head of human resources.

      Classification relativity report 

      • A.2.2.1.5The classification relativity report must contain an analysis of the relevant organizational and inter‑organizational relativity.

      Other items

      • A.2.2.1.6Other items included in the classification file may include the following:
        • A.2.2.1.6.1Information that substantiates the selection of the effective date; and
        • A.2.2.1.6.2Any other data, reports or information that substantiate the classification decision.

Appendix B: Mandatory Procedures for Executive (EX) Group Classification Actions and Decisions

B.1 Effective date

B.2 Procedures

  • B.2.1These procedures provide details on the requirements set out in section 4.1 of the Directive on Executive (EX) Group Organization and Classification.
  • B.2.2Mandatory procedures are as follows:
    • B.2.2.1For each classification action and decision, the following actions must be completed:
      • B.2.2.1.1Each classification action and decision must be documented in the classification file in accordance with Appendix A;
      • B.2.2.1.2Data on the classification action and decision must be entered into the organizational human resources information management system; and
      • B.2.2.1.3Data on the classification action and decision must be submitted to the information management systems identified by the Chief Human Resources Officer.
    • B.2.2.2In addition to the procedures described in subsection B.2.2.1, for each reclassification, the following actions must be completed:
      • B.2.2.2.1Job descriptions must be updated and evaluated within one year of changes that result in the reclassification of a position;
      • B.2.2.2.2The evaluation rationale must include a justification for the reclassification of the existing position versus the creation of a new position, and the effective date;
      • B.2.2.2.3A statement must be included in the classification file that summarizes the evolution of the work when a reclassification is being proposed; and
      • B.2.2.2.4Classification decisions on the reclassification of occupied positions must be proactively disclosed.
    • B.2.2.3For each classification decision or change of title relating to EX‑04 and EX‑05 positions, the following action must be taken:
      • B.2.2.3.1The updated classification file must be provided to the Office of the Chief Human Resources Officer within 60 days of the decision being taken.

Appendix C: Mandatory Procedures for Changes to the Organizational Baseline of EX-04 and EX-05 Positions

C.1 Effective date

C.2 Procedures

  • C.2.1These procedures provide details on the requirements set out in section 4 of the Policy on the Management of Executives.
  • C.2.2In support of deputy head responsibilities for EX Group organization and classification, heads of human resources are responsible for complying with mandatory procedures related to proposals for changes to the baseline of EX‑04 and EX‑05 positions. The mandatory procedures are as follows:
    • C.2.2.1Seeking advice from the Chief Human Resources Officer:
      • C.2.2.1.1When developing proposals to increase the baseline of EX‑04 and EX‑05 positions; or
      • C.2.2.1.2When developing proposals to increase the number of EX‑05 positions within the baseline of EX‑04 and EX‑05 positions; or
      • C.2.2.1.3When establishing a new baseline for EX‑04 and EX‑05 positions;
    • C.2.2.2Providing the Office of the Chief Human Resources Officer (OCHRO) with the following documents to assess the proposal:
      • C.2.2.2.1Job descriptions signed and dated by the deputy head;
      • C.2.2.2.2Evaluation rationales for the proposed positions;
      • C.2.2.2.3Organizational charts signed and dated by the deputy head;
      • C.2.2.2.4A business case that describes the changes in organizational mandate, program transfer or any other change that impacts responsibilities or accountabilities that result in the need for the proposed position(s);
    • C.2.2.3Consulting OCHRO on matters related to the baseline of EX‑04 and EX‑05 positions in the following circumstances:
      • C.2.2.3.1When changes to the organizational mandate necessitate a review of the existing baseline EX‑04 and EX‑05 positions;
      • C.2.2.3.2When program transfers between organizations involve or affect existing baseline EX‑04 and EX‑05 positions in either organization; and
      • C.2.2.3.3When a Governor in Council position is created that impacts the responsibilities, accountabilities or authority of an existing EX‑04 or EX‑05 position.

Appendix D: Standard on Positions That Have Assistant Deputy Head Status

D.1 Effective date

D.2 Standards

  • D.2.1This standard provides details on the requirements set out in subsection 4.1.7 of the Directive on Executive (EX) Group Organization and Classification.
  • D.2.2Standards are as follows:
    • D.2.2.1Classified positions that have assistant deputy head status:
      • D.2.2.1.1Report directly to the deputy head or the associate deputy head;
      • D.2.2.1.2Sustain classification at the EX‑04 or EX‑05 level;
      • D.2.2.1.3Are delegated a significant part of the deputy head’s authority;
      • D.2.2.1.4Hold accountability for the results and outcomes of their programs, including the means and resources employed;
      • D.2.2.1.5Reflect full responsibility for advising the deputy head and the Minister on policies for areas they direct;
      • D.2.2.1.6Reflect participation on the organization’s senior management committee;
      • D.2.2.1.7Are delegated a level of signing authority that is second only to the deputy head’s for particular areas of organizational operations and priorities;
      • D.2.2.1.8Have the authority to communicate publicly on their programs and, as required, on all the organization’s activities; and
      • D.2.2.1.9Have titles that reflect the organization’s operating mode and the deputy head’s own title. Such titles include Assistant Deputy Minister, Vice-President, Deputy Commissioner, Deputy Secretary or Assistant Secretary.
    • D.2.2.2Classified positions that have senior assistant deputy minister or other senior assistant deputy head titles:
      • D.2.2.2.1Sustain classification at the EX‑05 level and direct an operation that is a major program or function of the organization;
      • D.2.2.2.2Do not impact the deputy head’s delegation of authority to other assistant deputy heads or their accountability to the deputy head; and
      • D.2.2.2.3May, in exceptional circumstances or to resolve cross‑jurisdictional issues, coordinate the work of other assistant deputy heads to reduce the burden on the deputy head.

Appendix E: Standard on Evaluating Associate Assistant Deputy Minister Positions

E.1 Effective date

E.2 Standards

  • E.2.1This standard provides details on the requirements set out in subsection 4.1.9 of the Directive on Executive (EX) Group Organization and Classification.
  • E.2.2Standards are as follows:
    • E.2.2.1An associate assistant deputy minister position:
      • E.2.2.1.1Must sustain classification at the EX‑04 level;
      • E.2.2.1.2Shares the mandate, delegated authority and accountability of an existing EX‑05 position of exceptional size and complexity where both positions report to the same deputy head or associate deputy head and comprise a single shared point of accountability in a program or policy sector that cannot feasibly be subdivided;
      • E.2.2.1.3Does not constitute an additional hierarchical level below the deputy head or associate deputy head;
      • E.2.2.1.4Is normally limited to a specified period; and
    • E.2.2.2The EX‑05 position is ultimately accountable for all program and policy decisions within the mandate.

Appendix F: Definitions

Definitions to be used in the interpretation of this directive can be found in this appendix, Appendix D of the Policy on People Management, and Appendix C of the Policy on the Management of Executives.

classification program (programme de classification)
Refers to the infrastructure for the effective management and control of the classification of jobs or positions in the core public administration, which includes policies and related instruments, job evaluation standards, occupational groups, job descriptions, job evaluations, learning, accreditation (if applicable), oversight and recourse mechanisms.
rationale (justification)
A document that substantiates a classification decision as a result of a detailed analysis and evaluation of duties using the appropriate job evaluation standard.
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