Temporary appointment FAQs

The purpose of the supervisor-to-supervisor conversation is to ensure awareness of the upcoming temporary appointment and to provide an opportunity for both parties to negotiate the employee’s start date. These early conversations provide time for the base organization to mitigate the upcoming vacant position.

The conversation can take place in any form agreed upon by both supervisors, including face-to-face or email conversations. No documentation is required, although keeping notes is a best practice to follow.

The conversation can occur any time after an offer is made before start dates are finalized.

Employees do not have specific obligations at this stage. However, the employee may provide feedback to their supervisors on the start date while it is being negotiated.

If a start date cannot be mutually agreed to, the supervisors should escalate the decision to the next level of management.

No, the supervisor-to-supervisor conversation is only expected to occur before finalizing the start date of the temporary appointment. However, if the deputy minister has approved an extension, out of courtesy it is a recommended best practice to connect with the other deputy minister (or ministry HR).

The conversation should occur directly between supervisors wherever possible. In exceptional circumstances, such as when the supervisor is not available, the hiring manager may be involved.

If there has been a merit-based process for the TA then yes, the current practice for extension continues while the position in being competed. If there has not been a merit-based process, then the TA may not be extended while the position is competed, unless a deputy minister has given approval for the extension.

For extensions, the updated direction applies to appointments that have not been competed through a merit-based process. If the appointment for the leave was not competed, then the updated guidelines apply and the temporary appointment cannot be extended regardless the reason for the leave. If the appointment was competed, then you can proceed with extending the appointment as per your ministry process.

Please reach out to your ministry HR for direction on how your ministry will manage this process.

Reasons to extend TAs include extraordinary circumstances, such as the ministry’s mandate will not be met, the ministry has critical needs to fill or changes to legislation.

The new guidelines do not affect current salaries but apply for all newly initiated positions.

Reasons a deputy minister may approve an additional increase including situations where the five percent causes salary inversion (supervisor making less than direct reports) or the role is critical and the ministry cannot find someone to fill the position without a higher salary increase.

Please reach out to your ministry HR for direction on how your ministry will manage this process.

No, this guideline applies to employees in excluded management band positions. Bargaining unit and Schedule A positions continue to follow the current guidelines for temporary appointment pay.

Any extensions, not based on a merit-based process, which have already been approved before the effective date of May 15, are valid and continue to proceed as planned. Any new changes to a TA after May 15 must follow the new guidelines. All other extensions will need DM approval.

It is each ministry’s responsibility to ensure temporary appointments follow the new guidelines. Where applicable, forms for TA extensions should include confirmation deputy minister approval has been obtained. Ministries and governance committees will also receive reports on TAs to ensure accountability and transparency.

Any merit-based process, including an expression of interest (EOI), is considered a competitive process. The factors of merit include an assessment of the applicant's:

• Education
• Skills
• Knowledge
• Experience
• Past work performance
• Years of continuous service in the public service (where applicable)

No. The guidelines apply to all employees regardless of union status, other than the five percent cap for excluded positions

Deputy ministers can only delegate their authority to an associate deputy minister where their approval is required.

Once new direction and guidelines become effective May 15, TAs seven months or less with no competitive process cannot be extended without deputy minister approval. If the TA is ending before May 15, it can still be extended.

No.  As per the Terms and Conditions of Employment for Excluded Employees/Appointees, OIC appointees are not eligible for temporary assignments for employee positions. OIC appointees may apply for competitions for permanent employee positions.

Yes, provided they meet the guidelines, they should be treated as any other uncompeted TA.