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Public Service Commission

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Part III - Priority Clearance and/or Recruitment Requests

3.1 To Obtain a Priority Clearance (and/or Recruitment)

Fields with a red * are mandatory.

  1. From the Request for Priority Clearance and/or Recruitment Screen of PIMS, select one of the following actions:
    • Priority Clearance Only
      For any type of Proposed Appointment Process.

      NOTE:  when a department is responsible for their own external recruitment, (creating and posting external job announcement), select this action. In this case it is important to put a note in the additional information box explaining this, otherwise your request may be cancelled.
    • Priority Clearance and Recruitment (NON-EX positions)
      For one of the following Proposed Appointment Process:
      • External Appointment Processes
        • E. (6) Advertised Processes (external);
        • J. (9) Simultaneous Internal and External Advertised Processes;
        • L. (3.4) External EE Appointment Processes
      NOTE: when the PSC is responsible for creating and posting the job advertisement, select this action.
    • Priority Clearance and EX Resourcing Services

      When staffing EX positions.

      NOTE: when the PSC is responsible for creating and posting the job advertisement, select this action.
    • Recruitment Only (NON-EX or EX positions)
      When starting an anticipatory process.
  2. Once you have selected the appropriate action, click on: Continue, this will bring you to the beginning of the Request Form.
  3. In the Section, Originator Information, it is imperative that the contact information on the person who will receive the subsequent emails from the system be accurate, particularly the email address.
  4. It is also strongly recommended that the contact information of another HR person be indicated in the Section entitled: Other Contact.
  5. If a priority person is referred to an indeterminate position, an e-mail will be sent informing them of the job opportunity. He/She will then respond directly to the person indicated in this field to inform of his/her interest in the job opportunity. You have to indicate to which address the priority person should send his/her reply to.
  6. You also have to indicate the number of working days you wish the priority person to reply. A minimum of 5 working days to respond must be given.
  7. Select the appropriate position Tenure and Type of Employment from the drop-down list.
  8. Select the appropriate Language Requirements of the position(s) being staffed.
    • If there is more than one position with various linguistic profiles (bilingual and unilingual, imperative and non-imperative), select Various Requirements, then in the additional information box, type in all the various linguistic profiles that will be used (for example: CBC/CBC bil. Imperative, BBB/BBB non imperative, English Essential ect…).
    • If the process is Bilingual Imperative but with different profiles ( for example: BBB/BBB, CBC/CBC, CCC/CCC) select Bilingual Imperative, indicate the lowest level BBB/BBB, then in the additional information box, type in all the linguistic profiles that will be used.
  9. Type in the position title, then from the drop down list, select the exact position geograhical location for the position(s) being staffed. IMPORTANT: if more than one geographical location, a separate request for each of the other geograhical location MUST be submitted.
  10. In the "Additional details on position location (City, town) *" box, you may type in the street address or if the position location is, for example, Ottawa/Gatineau (greater)  indicate if the position is located in Ottawa or in Gatineau.
  11. Position Numbers: type in the position number(s) you wish to staff. If more than 5 positions indicate in the additional information box underneath this section all the other position numbers. If the position number(s) are unknown at this stage, type in the following note: to be determined. However note that as soon as those numbers are available it is imperative that you submit an update of your request to provide those numbers in the event of an audit.
  12. Additional Information box:  In this space, provide any and all information concerning your process: Change in the Originator's coordinates, position numbers, linguistic profiles, reasons for an update etc… 
  13. Proposed Appointment Process *: In this section you would select the appropriate process. You may refer to step 1 above for help in determining what process you need.
  14. Statement of Merit Criteria *:  In this section you only need to paste the Essential Qualifications of the position: Education, Language and Experiences and any particular Conditions of Employment. REMINDER: priority persons are NOT required to meet any other merit criteria, such as current or future asset qualifications, operational requirements or organizational needs
  15. Once your form is completed, you are now ready to submit. If you wish to keep a copy of this form click on the Printable Page button, otherwise click on the Send or Continue button.
  16. In the next screen, you will be asked to confirm if the proposed appointment process, tenure, classification, pos. no. and title, and job category and types are correct. If the information is correct, click on the Yes button. This will bring you to a different screen in which it will be indicated if you have an automatic clearance or if the system has found potential matches with your request. At the same time, the system will generate an email that is delivered directly to your email account. This message will contain further important instructions on the next step of the process. You must read the email closely and follow the instructions in it.
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3.2 To View a Priority Person's Résumé (to screen and/or assess)

  1. From the Registration section of PIMS click on: Register a Priority Person/Refer to Priority person's file/résumé:
  2. From the next screen, select the: Priority Person's Home Department* ; Then select: Update/Change priority type/Activate/Refer to priority file/résumé and click on the Continue button.
  3. In the following screen, enter the person's Priority Reference number (PRN).
  4. Select the following action Search Active Priorities and then click on the Search button.
  5. PIMS will display a list containing the PRN (highlighted in blue), name and other information of the priority person. Click on the PRN to open the priority's electronic file.
  6. You are now in the priority person's e-file. Scroll down in the file until you reach the box containing the person's résumé. It is recommended you copy and paste the entire résumé in Word or WordPerfect as it will be easier to consult and forward to the hiring manager. It is also recommended that you read the notes, if any, in the Additional Information box underneath the box containing the person's résumé. Any special information concerning the priority would be indicated there.
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To Provide Feedback to the PSC

3.3.1  To provide Feedback to the PSC on referrals for INDETERMINATE positions

  1. From the Request for Priority Clearance and/or Recruitment Screen of PIMS, select Feedback to PSC on Priority Referrals; Then enter the Clearance Request ID.
  2. Click on the Continue button. This will bring you to the Priority Referral Feedback Form.
  3. This screen displays the names of all the priority persons on whom a report is required. Click on the name to view or edit the information and to complete the referral result for that person. NOTE: you may complete the form for each person at different times as you complete the assessments of those persons or you may complete the form for all persons at the same time.
  4. Enter the Date Priority given Feedback in writing * (yyyy-mm-dd)

    NOTE: this is the date you certify you have informed in WRITING the priority of the result of the referral. This may be done by email. Keep a copy of this email in your staffing file in case of an audit. Paste a copy of this email in the Rationale & Comments box.
  5. Select from the drop-down list of Referral Results* Codes the appropriate one. See Section 4.3.2 to obtain information on what results codes to use.
  6. Enter in the Rationale & Comments box, a detailed explanation of the referral results. Paste a copy of the exchange of emails that took place between the different parties directly in here and then click on the Save button at the bottom of the web page.

    NOTE: For indeterminate processes, there must be evidence that the priority person was contacted and responded, and was assessed if interested in being considered for the position.
  7. Click on the next priority person's name and follow step 4 to 7 above.
  8. When you have saved the referral results for the last priority person in the form, click in the box entitled: To Submit to the PSC and then click on the Submit button at the bottom of the page.
  9. A "Thank You" message appears in the next screen: Your priority referral feedback has been sent successfully to the Public Service Commission of Canada and a PSC Priority Administrator Advisor will examine your report and will either issue a clearance number or a denial of clearance. If necessary, the Advisor may contact you for further information.
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3.3.2 To Provide Feedback to the PSC on referrals for TERM positions

NOTE: For specified term processes the organization may screen the priority person based on information available in the PIMS.

  1. From the Request for Priority Clearance and/or Recruitment Screen of PIMS, select Feedback to PSC on Priority Referrals; Then enter the Clearance Request ID.
  2. Click on the Continue button. This will bring you to the Priority Referral Feedback Form.
  3. This screen displays the names of all the priority persons on whom a report is required. Click on the name to view or edit the information and to complete the referral result for that person. NOTE: you may complete the form for each person at different times as you complete the assessments of those persons or you may complete the form for all persons at the same time.
  4. Enter the Date Priority given Feedback in writing * (yyyy-mm-dd)

    NOTE: this is the date you certify you have informed in WRITING the priority of the result of the referral. This may be done by email. Keep a copy of this email in your staffing file in case of an audit. Paste a copy of this email in the Rationale & Comments box.
  5. If the Priority Person does not meet some or all of the pre-screening criteria of the Statement of Merit, select from the drop-down list of A. SCREENED OUT (Qualifications) Codes the appropriate one. See Section 4.3.1 to obtain information on what results codes to use.

    If the Priority Person is found qualified choose from the drop-down list the referral result code 12 - Qualified - for term appointment to this position.
  6. Enter in the Rationale & Comments box, a detailed explanation on how the priority person meets or does not meet the essential qualifications of the Statement of Merit Criteria as well as the email sent confirming the result of the referrals directly in here and then click on the Save  button at the bottom of the web page.
  7. Click on the next priority person's name and follow step 4 to 7 above.
  8. When you have saved the referral results for the last priority person in the form, click in the box entitled: To Submit to the PSC and then click on the Submit button at the bottom of the page.
  9. A "Thank You" message appears in the next screen: Your priority referral feedback has been sent successfully to the Public Service Commission of Canada and a PSC Priority Administrator Advisor will examine your report and will either issue a clearance number or a denial of clearance. If necessary, the Advisor may contact you for further information.
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3.4 To Update a Priority Clearance Request

Note: Any changes to a request that may affect the search of the inventory are not allowed; the following changes are the ONLY ONES you may make to a request once it has been submitted:

  • Change to the position numbers
  • Change to the originator's information
  • Addition of comments requested by the PSC to clarify some information
  1. From the Request for Priority Clearance and/or Recruitment Screen of PIMS, select Update a Request.
  2. Click on Continue. This will bring you to the Update a Clearance Request Screen.
  3. Enter the Clearance Request Number in the Search Criteria box, then click on the Search button.
  4. A line with the Clearance Request Number highlighted in blue will appear at the bottom of the screen. Click on the number. This will bring you directly in your Clearance Request.
  5. Confirm your email, modify the information that needs to be updated; enter in the Additional Information Box a clear description of what you have changed and then click on the Send or Complete button at the bottom of the screen. The system will generate a confirmation email that will be sent directly to your email account.
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3.5 To Cancel a Clearance Request

  1. From the Request for Priority Clearance and/or Recruitment Screen of PIMS, select Cancel a Request.
  2. Click on Continue. This will bring you to the Cancel a Clearance Request Screen.
  3. Enter the Clearance Request Number in the Search Criteria box, then click on the Search button.
  4. A line with the Clearance Request Number highlighted in blue will appear at the bottom of the screen. Click on the request number. This will bring you directly to the Cancel a Request Screen.
  5. Confirm your email address, select a Cancellation Reason from the drop-down list and then click on the YES button at the bottom of the screen.
  6. A "Thank You message" with the Clearance Request Number will appear in the next screen informing you that the request is cancelled. Since NO confirmation email will be sent, print this screen for your staffing file. NOTE: if you had received a clearance number, it is now invalid and cannot be used.

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Date Modified:
2008-09-19