Technical questions about Priority Information Management System

Table of Contents

1. How do I find a clearance number?

  1. From the Home page of PIMS, select the following action: Generate a Report about Priority Administration
  2. This opens the PIMS Reports Section
  3. From the drop-down menu select report no. 1: Clearance Number Retrieval.
  4. Then click on the Show Criteria button.
  5. Enter the Request number.
  6. Then click on the Submit Report button.
  7. Print a copy of this screen for your staffing file.

2. How To Verify A Person's Priority Entitlement

  1. From the Main Menu of PIMS, click on: Register a Priority Person/Refer to Priority person's File/Résumé.
  2. Select Update/View Priority File/Change Priority Type from the Registration Menu.
  3. From the next screen, select the priority person's Home Organization * from the drop-down menu.
  4. From this screen, enter the person's Priority Reference number (PRN).  If the PRN is not available, enter the family name of the person.
  5. Select Search Active Priorities from the drop-down menu beside the Registration Status.
  6. Click on the Search button.
  7. PIMS will display a line containing the PRN (highlighted in red), name and other information on the person if the person has a priority entitlement. Click on the PRN to open the person's electronic file.
  8. If PIMS does not find the person in the inventory, it does not necessarily mean that the person does not have an entitlement; it could be that the person has not been registered in the system yet. To ensure this, you must contact the PSC Priority Administration Section.

3. What is the appropriate Screened Out (qualifications) or Referral Result Codes that I should use?

3.1 Screened Out (Qualifications) codes for TERM positions only.

106 Education

When the priority person does not meet the essential education requirement in the Statement of Merit Criteria.

107 Experience

When the priority person does not meet the essential experience requirements in the Statement of Merit Criteria.

108 Language

When the priority person does not meet the essential language requirement in the Statement of Merit Criteria.

109 Multiple Qualifications

When the priority person does not meet more than one essential requirement in the Statement of Merit Criteria.

110 Failed Recent Assessment for Similar Position

When the priority person has been assessed for a similar position with the same Statement of Merit Criteria and was found not qualified. Please place a copy of the previous assessment report directly in the rationale and justification box and indicate the previous request number as well.

111 Failed Minimum Score for Approved Test

When the priority person has failed the minimum score for an approved test. Please provide the name of the test, the passing mark and the result of the priority person.

3.2 Referral Result Codes for INDETERMINATE and TERM positions

100 Location

When priority person is not interested in the location of the position. NOTE: Describe how the priority informed you of this, if exchange of e-mails took place, paste a copy of that exchange directly into the feedback form. If a conversation took place with the priority, indicate the date it took place and confirm with an e-mail what the priority told you, paste a copy of the e-mail directly in the feedback form.

101 Level/Salary

When priority person is not interested in the level of the position or the salary. NOTE: Describe how the priority informed you of this, if exchange of emails took place, paste a copy of that exchange directly into the feedback form. If a conversation took place with the priority, indicate the date it took place and confirm with an email what the priority told you, paste a copy of the email directly in the feedback form.

102 Conditions of employment

When priority person is not interested in the conditions of employment. NOTE: Describe how the priority informed you of this, if exchange of emails took place, paste a copy of that exchange directly into the feedback form. If a conversation took place with the priority, indicate the date it took place and confirm with an email what the priority told you, paste a copy of the email directly in the feedback form.

103 Nature of Work

When priority declines, for any reasons, to be considered for the position; it could be that priority confirms not meeting the essential qualifications or that the type of work is not what the priority is seeking. NOTE: Describe how the priority informed you of this, if exchange of emails took place, paste a copy of that exchange directly into the feedback form. If a conversation took place with the priority, indicate the date it took place and confirm with an email what the priority told you, paste a copy of the email directly in the feedback form.

104 Term employment not wanted

When the priority person declines to be considered for a term position for any reasons. NOTE: Describe how the priority informed you of this, if exchange of emails took place, paste a copy of that exchange directly into the feedback form. If a conversation took place with the priority, indicate the date it took place and confirm with an email what the priority told you, paste a copy of the email directly in the feedback form.

105 Accepted another offer

When priority person confirms having accepted an offer with another organization. NOTE: Describe how the priority informed you of this, if exchange of emails took place, paste a copy of that exchange directly into the feedback form. If a conversation took place with the priority, indicate the date it took place and confirm with an email what the priority told you, paste a copy of the email directly in the feedback form.

112 Essential qualifications – priority decision

When a priority person responds that they no longer want to be considered for the position because they feel that they do not meet the essential qualifications. NOTE: Describe how the priority person informed you of this. If a written exchange between the priority person and the organization took place, paste a copy of that exchange directly into the feedback form.  If a conversation took place between you and the priority person, indicate the date it took place. Confirm the details of your conversation with the priority person in writing via email and copy and paste the e-mail message into the feedback form.

It is important to copy and paste any information regarding the priority's decision to withdraw from being considered under this code, especially surplus and lay off priority persons who may be eligible for retraining under the Treasury Board’s Work Force Adjustment Directive.

70 Priority Person Not Interested "after Assessment"(Explain)

This result code is to be used when the hiring department has done an assessment whether it is formal or informal, of all the essential qualifications and then the priority declines to go further in the selection process. NOTE: Describe how the priority informed you of this, if exchange of emails took place, paste a copy of that exchange directly into the feedback form. If a conversation took place with the priority, indicate the date it took place and confirm with an email what the priority told you, paste a copy of the email directly in the feedback form. DO NOT USE this code when priority declines because of not meeting some of the essential qualifications, in that case the code would be 103 – nature of work.

17 Surplus Employee seconded/assigned to position for training

When it is determined through an assessment that a surplus employee needs training before being appointed on an indeterminate basis to the position. Copy of the secondment/assignment agreement must be faxed to the PSC Administration Unit.

55 Failed Essential Qualifications

When the priority person does not meet some or all of the essential qualifications after being assessed. The following details are required:

  • which qualifications the priority person did not meet;
  • What methods were used to assess the priority person;
  • whether the manager, or someone in his or her place, discussed the results of the assessment with the priority person; and
  • whether the priority person was informed of the results in writing (this is done through the feedback form for indeterminate positions, but for term positions, the organization must ensure feedback is provided in writing outside of PIMS).

All of the above information must be part of the feedback form along with copies of exchanges, which should be pasted directly into the rationale and justifications text box of the feedback form.

3 Qualified – for indeterminate appointment to this position

When it is determined that a priority meets all of the essential qualifications of a position and that an offer will be made. NOTE: as soon as the letter of offer is signed by all parties, fax a copy to the appropriate PSC Priority Administration Advisor.

5 Qualified – refused offer

When a formal offer for an indeterminate position is made to the priority person and that the priority person refuses in writing that offer. NOTE: provide to the appropriate PSC Priority Administration Advisor the copy of the document in which the priority refused the offer.

6 Qualified – different priority person appointed

When the priority person was assessed, found qualified but a different priority person is appointed. NOTE: provide directly in the feedback form the name of the priority person being appointed.

12 Qualified – for term appointment to this position

When a priority person is assessed, found qualified and is appointed to the term position. NOTE: as soon as the letter of offer is signed by all parties, fax a copy to the appropriate PSC Priority Administration Advisor.

7 No response from priority person within the allotted time frame (Explain)

Priority persons are asked to respond to the hiring organization by e-mail within the time frame determined by the organization (a minimum of five working days from receipt of the notification), indicating whether they believe that they meet the essential qualifications for the indeterminate position. If priority persons feel that they are qualified for the job opportunity but cannot provide the requested information within the time frame determined by the hiring organization, they must advise the organization as soon as possible and propose a date for providing the additional information.

NOTE: Although there is a stipulated time frame for responding, from a policy standpoint, priority persons who indicate their interest in being considered for the position subsequent to this time frame will still need to be considered until such time as an appointment has taken place. It would therefore be a good practice from the departments to follow up with referred priorities who did not reply.

13 Not assessed – different priority appointed to this position

When more than one priority person had been referred to the department and of those persons, one was a statutory priority (for example a Leave of Absence Priority (LOA)), the department would have assessed the LOA priority first and found that person qualified and appointed her/him to the position. In such a case there is no need to assess the other priority persons.

14 Priority person appointed to a different indeterminate position

When the hiring department is appointing the priority person to another indeterminate position (in this case a separate request with the name of the priority person is required before the clearance is granted).

71 Person removed from consideration as per PSC instructions – PSC USE ONLY

DO NOT USE THIS CODE unless instructed otherwise by PSC.

DO NOT CHANGE THIS CODE when it appears in a feedback form.

This code appears when a priority person is taken out of the PIMS inventory. This means that the hiring department does not need to contact the priority person anymore.

210 Failed Recent Assessment Similar Position

When the priority person has been assessed for a similar position with the same Statement of Merit Criteria and was found not qualified. Please place a copy of the previous assessment results directly in the rationale and justification text box and indicate the previous clearance request number.

211 Failed Minimum Score for Approved Test (for DEPARTMENTAL USE – indeterminate positions only)

When the priority person has failed the minimum score for an approved test. Please provide the name of the test, the passing mark and the result of the priority person.

15 Staffing Process Cancelled by Organization

This code is automatically added by PIMS when request is cancelled.

4. Searching for a priority in PIMS that was referred to you and you get 'no file found'?

This could either be because:

  1. You did not select the right 'Priority Person’s Home Organization' or forgot to change it after searching for a different priority; or
  2. This priority person was removed from PIMS inventory after referral to your organization. An easy way to confirm this is by going to the Feedback form and if the priority in question has been removed and is no longer available, you will see a code '71' next to this priority person's name in the 'referral result' column. You therefore don't need to assess this person or complete feedback.

5. You are certain that you completed a priority feedback and sent it to PSC, but did not receive any confirmation or the feedback status is still in 'Dept. to enter feedback'. Why?

It's possible that you completed the feedback but forgot to first click/press on the priority person's name. It is imperative that you 'click' on the priority person's name you wish to provide feedback for. This will permit you to complete feedback for the person and then 'SAVE' it. Only once the feedback is completed and saved for all priorities indicated on the feedback form, will the check box 'To Submit to PSC' become available for you to add a 'check mark' and then the 'Submit to PSC' button will appear.

6. Can I access a request submitted with another user ID?

Yes you may access a request previously submitted by someone else. Using your own user ID information, please follow the instruction in section 3.4 To Update a Priority Clearance Request.

7. Can I enter feedback for a request submitted with another user ID?

Yes, you may enter feedback for a request previously submitted by another user ID. Using your own User ID information, please follow the instruction in section 3.3 To Provide Feedback.

8. I submitted a Request for Priority Clearance showing two position numbers and only received one clearance number. Will I be issued a second clearance number at a later date?

No. The clearance number that was issued against your Request for Priority Clearance is valid for the position numbers listed on a request at time of clearance. In this case, your one clearance number is valid for both position numbers listed and can only be used for those two positions. Note: Both appointments should take place on or about the same date.

9. Can I submit a Request for Priority Clearance listing 10 position numbers and only make two initial appointments when my process is finalized and then later make the rest of the appointments from among qualified persons identified in a previous internal/external pool?

No. Clearance should only be requested for the number of positions for which you will be making initial appointments. For instance, if you know that you will only be initially appointing two of the ten positions, then you should be requesting clearance for two positions only. As you proceed with future appointments you would request a new clearance at that time. As stated in the response to Question 8, clearance numbers should be used on or about the same time to affect the appointments for the number of positions listed on a request.

10. I received a clearance number a few weeks ago on a Request for Priority Clearance that listed one position only. I now have a second identical position in all respect including official language proficiency and would like to add the number to my original request. Can I do this?

Since clearance has already been issued you will not be able to add this new position number to your request. You should submit a new Request for Priority Clearance and in the Additional Information block, state that you have already received clearance against a previous process (quote the Priority Clearance Request number) and this is an identical position in all respect including official language proficiency for which you are seeking clearance. The PSC will be able to match this new request with the previous one and only consider any new priorities identified on the most recent request. The screening results for priorities initially referred and if identified on this newer process can be used for screening once again.

11. I submitted a Request for Priority Clearance listing one position but have not received clearance as yet as there are potential priorities identified. I now have a second position number that I would like to add to the request. Can I do this?

Yes. Since clearance has not been issued as yet and this is a recent request, you can simply update your current request with the new position number and add a comment in the Additional information block. If, however, your request was submitted several weeks ago, the PSC may advise that a new search for priorities be conducted if the PSC is of the opinion that other priorities may have been added to the system. You may want to contact the Priority Administration Advisor at the PSC before submitting your update.

12. I received a priority clearance number for a position and a person with a priority entitlement has self-referred after the fact. Do I need to consider this person?

Yes. A priority can be referred to an Organization by the PSC or may self refer to a position that has already been cleared and for which an appointment has not yet taken place. Organizations must consider the priority person and preference for appointment accorded if he or she meets the essential qualifications and conditions of employment. Note: Some priorities may contact federal departments and agencies directly seeking possible employment. Organizations have a responsibility to ensure these individuals are considered in any current processes.

13. If I have been issued a priority clearance number, is it valid until I appoint someone or are there any circumstances when the PSC might delay or cancel my clearance number?

Clearance simply means that you can proceed with your appointments immediately, or upon termination of your proposed appointment process. Even if the PSC does not seek to cancel a clearance number after it has been granted, it can be suspended or cancelled at any time depending on many circumstances:

  • The PSC receives an influx of priority persons for registrations
  • A clearance number has not been used and a new priority who meets the screening criteria for the position has been identified and referred by the PSC
  • A priority person self refers to a position that has not yet been staffed
  • Through audit or monitoring, the PSC determines that a clearance has not been used and the selection process was finalized some time ago. PSC will cancel the request and advise the department to submit a new request for clearance when they are ready to appoint
  • Clearance was issued for several positions but only one appointment has been made. PSC may suspend the use of the clearance for future appointments
  • Clearance was issued based on feedback from department and PSC uncovers feedback was erroneous resulting in the screening out of priorities. PSC will cancel the request
  • In cases where priority persons are concerned that their priority entitlement has not been respected

14. Does the Priority Information Management System (PIMS) give automatic clearance when requesting the appointment of a specific priority person?

Organizations need to request priority clearance for these appointments using option B “Consideration of a specific priority person” in PIMS. The PSC will refer this priority person along with other priority persons with a higher entitlement, if applicable. This will ensure that the precedence of priority entitlement is respected and that any other priority persons with a higher level entitlement who might be qualified for the position are considered.

15. Once an Organization has provided feedback regarding the person with a priority entitlement that have been referred to a specific request, does the PSC have to accept that feedback?

No. The PSC retains the right to ask Organizations for clarification on feedback. When additional information is required the PSC resends the feedback form to the Organization in the system. The PSC Priority Administration Officer will then follow-up with an email to the requesting organization explaining why feedback is being returned and what additional information is required.

16. Does the PSC track who makes modifications to files in PIMS?

The PSC has the ability to track who modifies the files, the date of the modification, and whether the modification was done by the PSC or by the organization.

17. How to Generate Various Reports on Priority Administration

  1. From the Home page of PIMS, select the following action: Generate a Report about Priority Administration.
  2. This opens the PIMS Reports Section.
  3. From the drop-down menu select the report you need.
  4. Then click on the Show Criteria button.
  5. Depending on the type of report chosen, enter the required information.
  6. Then click on the Submit Report button.

17.1 Description of Available Reports On Priority Administration

Report 1 – Clearance Number Retrieval

This report provides an alternative source of information to departments/organizations about whether a priority clearance number has been issued by the PSC for a given clearance request. Where necessary, for example, if the initial email sent by the system has been lost, departments can print this report for inclusion in their staffing file to demonstrate that they have searched the priority inventory and have obtained a priority clearance to either appoint a priority person or to proceed to other staffing action.

Report 2 – Priority Clearance Requests Volumes (Staffing Activity) by Location and Group/Level

This report displays the number of clearance requests received by the PSC over a specified period of time. It can be viewed by occupational classification and/or region-location.

The report provides context within which priority appointment activity can be viewed. It serves as a proxy for the general level of staffing activity. It can be used by deputy heads to help gauge the employment prospects of priority persons in any geographic area so as to assist them in deciding whether to provide a guarantee of a reasonable job offer to employees whose positions may be declared surplus, in accordance with the workforce adjustment agreements/directive.

Report 3 – Priority Population Inflows and Outflows for User-Specified Period

This report displays the movement of priority persons in and out of the system for a specified period of time. The number of new registrants is captured as well as the number of removals from the system (appointments, resignations, expiration of entitlements, revocation of entitlements, etc). The data can be used to calculate placement rate by department or agency, by region, by occupational group and level, and priority type.

Report 4 – Priority Population (Snapshot) with Inflows and Outflows

This report is very similar to Report 5 but is generated to reflect a snapshot of the current priority population. The report displays information from the start of the current fiscal year, inflows (number of new registrants), outflows (removals because of appointments, resignations, expiry of entitlement period, entitlements rescinded), and shows remaining active population as of the research date.

Report 5 – Elapsed Time from Referral Date to Feedback Form Received Date

This report provides information on the amount of time spent by a department or agency in the assessment of priority persons. It indicates the number of days elapsed between the date on which PSC refers a priority person(s) to a hiring department or agency and the date on which the department or agency provides the result of the assessment of the priority person(s) to the PSC by submitting the Feedback Form through PIMS.

Report 6.1 – Department's/Organization's Outstanding Referrals – Elapsed Time

This report provides a department or agency the total number of clearance requests for which priority persons have been referred to it and for whom assessment and feedback to the PSC have not yet been completed.

Report 6.2 – Request Numbers of Outstanding Referrals

This report provides the information outlined in report 1.2, but also includes a list of the associated outstanding Clearance Request numbers. The department or agency can make use of these Clearance Request numbers in any follow up action it chooses to take on outstanding referrals.

Report 7 – Registration Timeliness: Elapsed Time from Priority Start Date to Registration Date

This report provides information on the amount of time a department or agency takes to register its own priority persons in PIMS. That is, it shows the number of days elapsed between the effective start date of the priority entitlement and the date on which the home department or agency registers the new priority person in PIMS.

Report 8 – Clearance Activity/Result Flows - Volume

This report provides numbers and proportions data at the various stages of the priority clearance request process. That is, it shows:

  • the number of clearance requests submitted by a particular department or agency over a given period of time,
  • the number of these requests which were automatically cleared by the system,
  • the number of requests where priority persons were identified by PIMS,
  • the number of requests resulting in PSC referral of priority persons to the department or agency; and
  • the number of requests that resulted in the priority person being found qualified.

The data can be used for comparison with the public service as a whole or with similar sized departments or agencies.

Report 9 – Priority Clearance Request Cancellation Rate (requests having referrals)

This report provides information on the frequency of cancellations of clearance requests by the originating department or agency after a priority person(s) has been referred by the PSC. The report captures the total number of clearance requests resulting in referrals of priority persons over a given period of time, the number of times such requests were cancelled, as well as the ratio of such cancellations as a percentage of the total number of such clearance requests. The report provides similar data for the public service as a whole for comparison purposes.

Report 10 – Priority Appointment Patterns (Home vs Other/ Imports, Exports)

This report provides data on the instances where a particular department or agency appoints its own priority persons (home appointment) as compared to the number of times its priority persons were appointed by other departments or agencies (exports). It also shows the number of instances where a department or agency has appointed priority persons from other departments or agencies (imports). Data is available for comparison purposes with the public service as a whole.

Report 11 – Request with Home Priorities Found Qualified as a Percentage (%) of Home Referrals

This report displays the rate at which a given department or agency qualifies its own priorities following referral by the PSC. The report displays the number of home department or agency priorities referred, interested and found qualified by the home department or agency over a given period of time. It also displays the rate of home priorities found qualified compared to priorities referred and priorities interested. Similar data is provided for the public service as a whole for comparison purposes.

Report 17.1 – Total clearance requests received by appointment process

This report provides a count of clearance requests received by the PSC (excluding cancelled requests) broken down by appointment process (external/internal, advertised/non-advertised) over a specified period of time. It can be viewed for one organization or the PS as a whole, region-location, tenure or classification depending on your search criteria.

Note that the expanded list for non-advertised process reasons was added to PIMS on November 10, 2009.

Report 17.2 – Listing of clearance requests received for non-advertised appointment processes

This report provides a listing of clearance requests for non-advertised appointment processes received by the PSC (excluding cancelled requests) broken down by appointment process (external/internal) over a specified period of time. It can be viewed for one organization or the PS as a whole, region-location, tenure or classification depending on your search criteria.

Note that the expanded list for non-advertised process reasons was added to PIMS on November 10, 2009.

Report 17.3 – Listing of clearance requests received for non-advertised appointment processes where 'other reason= was used

This report provides a listing of clearance requests received by the PSC over a specified period of time where the organization selected an external or internal non-advertised process using ‘other reason’ and is required to provide details.  This report lists these details and can be viewed by organization or the PS as a whole, region-location, tenure or occupational classification depending on your search criteria.

Note that data for this report is only available from November 10, 2009, date the choice 'other reason' for a non-advertised process was added to PIMS.

*Report 18.1 – Active Priority Population by area of residence and substantive classification

This report displays the active priority population currently available for referral to positions. The report is broken down by priority person's substantive classification and area of residence. You can filter the search for this report by priority type, substantive classification, language ability, region and/or organization. Note that this report represents a 'snapshot' of the database at the moment the report is generated.

*Report 18.2 – Active Priority Population referred to indeterminate positions by classification and by area of residence

This report displays the active priority population currently available for referral to positions. The report is broken down by position classifications to which priority persons are coded for referral and area of residence. You can filter the search for this report by priority type, position classification, language ability, region and/or organization. Note that a priority person can be coded for referral to many groups and levels which explain the much higher total than the actual number of active priority persons in the system. This report represents a 'snapshot' of the database at the moment the report is generated.

18. I received a priority clearance number Friday, October 3rd through PIMS and would like to confirm what is meant by "will only become valid two working days after the date of this reply".

For clearance purposes, we define working days as Monday to Friday (versus calendar days). Article 27.(4) of the Interpretations Act guides us when we use the word "after": 27. (4) where a time is expressed to begin after or to be from a specified day, the time does not include that day.

Therefore if you receive auto-clearance on Friday, October 3rd you should wait 2 full working days after that time which means that the clearance number will be valid for appointment on Wednesday, October 8th.