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Staff complement options

In the coming weeks, you will receive a letter from the Treasury Board providing information on your Ministerial budget. Depending on your preferences and regional responsibilities, you will have the flexibility to establish the structure of your office to best suite your needs, within your allocated funding levels.

To assist you in your considerations, please find below some information regarding position titles and salary maximums (of note, there are no set minimums for these positions), as laid out in the Policies for Ministers’ Office. Please also find enclosed a general office structure model, for your use in your considerations regarding your staffing needs.

The Department will be available to provide human resources support and advice to facilitate the timely arrival of incoming Ministerial staff.

Position Salary range equivalent to the current maximum of the Public Service level (no minimum) Salary maximums
($)
Chief of Staff EX-02 – EX04 148 100 à 190 000
Director (e.g., Director of Policy, Director of Communications, Director of Issues Management) EX-02 148 100
Press Secretary AS-08 114 392
Policy Advisor AS-08 114 392
Senior Special Assistant AS-07 107 619
Special Assistant AS-05 86 788
Support Staff up to AS-05 86 788
Minister's Private Secretary AS-06 96 461
Driver CR-07 71 346
Position (Minister with regional budget)
Regional Affairs Director EX-01 132 100
Regional Communications Advisor IS-05 96 461
Regional Press Secretary AS-07 107 619
Special Assistant AS-05 86 788
Position (Minister with a Parliamentary Secretary)
Parliamentary Secretary’s Assistant AS-05 86 788

 

*.* Note: All salaries for exempt staff will be deemed to include compensation for overtime (additional information on compensation for overtime can be found in Transition Book 1: Administrative Procedures, Tab G1, section 3.5.5).

Staffing

Members of a Minister's exempt staff are appointed by you pursuant to section 128 of the Public Service Employment Act and are "exempt" from the appointing procedures of the Public Service of Canada.

Once you have decided on whom you wish to hire, the Department will assist you in bringing the individual on strength through the requirements laid out in the Policies for Ministers’ Offices. The first step in the staffing process is verifying the individuals’ security status. If they have a valid secret security clearance the Department will verify their clearance using their full name, date of birth and requesting their security file (i.e., from another government department, employment agency, etc.). If the individual does not have a valid secret security clearance, forms will be provided for their completion. These forms are sent to CSIS for analysis and either an approved or denied secret clearance will be obtained. The turn-around time for security clearances varies based on the complexity of the individuals file. More information on the security process can be found in Transition Book 1: Administrative Procedures, Tab F1.

Once a security clearance is obtained, the Department will assist in preparing a letter of offer for your signature. The Department will be available to assist you throughout this process as you may need to consider including a variety of options. An example of an option for the letter of offer would be to accept the transfer of pensionable time accumulated with the federal government in a previous position. It is important to note that you are the only person who can issue/sign a letter of offer of employment (or termination of employment) for your exempt staff, this authority cannot be delegated. An example of a letter of offer with various options can be found in Transition Book 1: Administrative Procedures, Tab C2.

Once the letter of offer is signed by both you and the newly appointed exempt staff, the Office Manager will work with that individual to complete the necessary forms to set up their pay and benefits. Finally, DFO network accounts (email) will be created and electronic devices issued. We will work with you and your Chief of Staff to assign office space and configure their office to best suit their needs.

As a reference, you will find below guidelines from the Policy for the Ministers of the Treasury Board Secretariat on Human Resources Management. Departmental officials will be there to answer all of your staffing questions.

Part 3 — Human Resources Management

3.1 Employment equity

Ministers are not bound by employment equity legislation in the appointment of exempt staff. Nevertheless, the government has expressed its commitment to the principles and to following the spirit of employment equity. Even though the number of exempt staff is small, ministers may wish to ensure that there is a reasonable mix of men and women on their exempt staff, including individuals from designated groups (i.e. Aboriginal peoples, persons with disabilities, and persons in a visible minority group).

3.2 Staffing

Members of a minister’s exempt staff are appointed by the minister pursuant to section 128 of the Public Service Employment Act and are "exempt" from the appointing procedures of the Public Service of Canada.

3.2.1 Exempt staff position complements

The Public Service Employment Act (PSEA) identifies only one job title for ministers’ exempt staff members, that of executive assistant. However, other job titles have been approved by the Treasury Board. The Exempt Staff Position Structure is available in Appendix A.

A minister or minister of state must respect the following conditions:

Salary maximums for exempt staff are equivalent to the Public Service. A minister or minister of state may only use the salary ranges identified in the table in 3.3.1. Salaries for exempt staff do not necessarily match those of the Public Service. Occupational classification identifiers serve as indicators only.

3.2.1.1 Exempt staff in ministers’ offices

Subject to 3.2.1, ministers have the flexibility to configure the complement of exempt staff in their own offices. A minister may use the following positions in the minister’s office:

3.2.1.2 Exempt staff in ministers’ regional offices (MRO)

The following exempt staff members are specific to ministers with regional representation budgets:

Ministers with regional representation budgets have the flexibility to configure their own regional exempt staff complement using existing approved salary ranges for exempt staff; however, they must observe rules regarding position titles and respective salary increments and ranges.

The work location of the regional exempt staff is the MRO, except for a region of ministerial responsibility served from the National Capital Region.

3.2.1.3 Exempt staff in the offices of ministers with a parliamentary secretary

Ministers who have parliamentary secretaries within their portfolio are authorized to hire one exempt staff member dedicated to support each parliamentary secretary. The parliamentary secretary’s assistant shall be hired following consultation with the parliamentary secretary. The salary range for the position is up to the maximum rate of pay for the AS-05 level.

3.2.1.4 Exempt staff in the office of a minister of state

A minister of state may employ exempt staff members in any of the following positions using the corresponding salary ranges:

3.2.1.5 Exceptions to the exempt staff position structure

These policies are intended to give each minister and minister of state the flexibility to configure the exempt staff complement, positions and titles to meet the demands of that minister or minister of state’s portfolio. Subject to approved budgetary limits, and only in exceptional circumstances, ministers and ministers of state may require different exempt staff positions than those identified in this section. Each and every exception for an exempt staff position and salary range must first be discussed with and have the prior written concurrence of the Prime Minister’s Office and written approval of the President of the Treasury Board.

The salary maximum for such positions cannot exceed the exempt staff salary range of an EX-04 in a minister’s office, or of an exempt staff EX-01 or EX-02 in a minister of state’s office, or in a minister’s regional office.

A minister whose portfolio includes extremely complex or technical policy issues may increase the salary range for the director of policy to the exempt staff EX-03 or EX-04 level.

3.2.2 Status of the exempt staff after a change in Cabinet

A minister’s exempt staff employment ceases 30 calendar days after the minister ceases to be a minister of a given portfolio unless, within that 30-day period:

If not reappointed as exempt staff within the 30-day period, all benefits cease (including maternity and parental leave). The former ministers’ exempt staff may be eligible to apply for internal advertised appointment processes open to all employees of the Public Service of Canada, pursuant to section 35.2 of the Public Service Employment Act (see section 3.7.6 for more detailed information).

When a minister is appointed to a new portfolio, an exempt staff member accepting an exempt staff position with the minister in a new portfolio is accepting an appointment with a new employer, and as such, new letters of offer should be prepared and signed by the minister in their new capacity. This is also true of exempt staff who accept another exempt staff position with another minister. When an exempt staff accepts a new exempt staff position with a minister, the minister may, at his or her discretion, accept liabilities for severance pay, as applicable vacation leave entitlements and sick leave credits for the previous service as an exempt staff. The exempt staff must receive this approval in writing at the time of hiring.

3.2.2.1 Exempt staff members who remain employed by the same minister
3.2.2.2 Exempt staff members appointed by another minister

If another minister employs an exempt staff member within the 30 calendar days:

The appointment, reappointment or continued appointment of a chief of staff or regional affairs director is subject to prior written agreement of the Prime Minister’s Office.

3.2.2.3 If an exempt staff member does not find employment with any minister within the 30 calendar days

In such cases:

3.2.2.4 Exempt staff members hired after the 30 calendar-day period

Ministers are encouraged to make decisions as soon as possible within the 30 calendar days after their new appointment or their termination of office to retain or to release exempt staff members. If an exempt staff member is not hired until after the 30 calendar days:

3.2.2.5 The parliamentary secretary’s assistant

When there is an election and Parliament is dissolved, or when Parliament is prorogued the appointments of parliamentary secretaries cease. Likewise, the purpose of the parliamentary secretary’s assistant position ceases. At the discretion of the minister any person in the parliamentary secretary’s assistant position can be terminated with termination benefits (such as severance and separation pay) or reassigned in the minister’s office in another position funded from the minister’s exempt staff budget(s). Policies governing transfer among minister’s office budgets apply.

3.2.3 Contracting for professional or temporary help services

When contracting for professional or temporary help services, the additional requirements and obligations found under Part 7 of these Policies must also be met. Neither professional services contracts nor contracts for temporary help are employment contracts. No employer-employee relationship can be created when entering into such a contract (see section 7.2 for more information).

3.2.4 Other staffing issues

A minister has discretionary authority to use the services of any member of the exempt staff on public business outside the National Capital Region. The salary or fee for that person is chargeable to the minister’s exempt staff budget.

As a general rule, at any one time no more than two exempt staff members shall travel with the minister on public business outside the National Capital Region. This limit shall not be exceeded without prior approval of the Prime Minister’s Office.

Exempt staff members’ names and the positions they hold are not considered as confidential and could be released under any access to information request.

For information on security issues for employees, please see section 2.2 of this document.

3.3 Pay

3.3.1 Salary maximums

3.3.1.1 Position and salary maximums

Salary maximums for exempt staff for the positions set out below are structured as follows (note: occupational classification codes identifiers are nominal only): there are no minimums and the maximums are equivalent to the current maximums of the Public Service groups and levels (EX, AS, IS and CR). Salary maximums for exempt staff automatically change according to approved changes in the equivalent Public Service groups and levels. That notwithstanding, the increases to exempt staff salary maximums are not economic increases and will not automatically result in salary increases for exempt staff. Salary increases are subject to section 3.3.1.2 and 3.3.2. Current salary information for the Public Service can be found at Rates of Pay (for excluded and unrepresented employees) and Rates of Pay for the Public Service of Canada..

Title Salary range equivalent to the current maximum of the Public Service level (no minimum)
Position (Minister’s Office)
Chief of Staff EX-04 or
EX-03 or
EX-02
Director (e.g. Director of Policy, Director of Communications, Director of Issues Management, Director of Parliamentary Affairs) EX-02
Press Secretary AS-08
Policy Advisor AS-08
Senior Special Assistant AS-07
Special Assistant AS-05
Support Staff up to AS-05
Minister’s Private Secretary AS-06
Driver CR-07
Position (Minister with regional representation budget)
Regional Affairs Director EX-01
Regional Communications Advisor IS-05
Regional Press Secretary AS-07
Special Assistant AS-05
Position (Minister with a Parliamentary Secretary)
Parliamentary Secretary’s Assistant AS-05
Position (Office of Minister of State)
Chief of Staff to the Minister of State EX-01 or
EX-02
Director (e.g. Director of Policy, Director of Communications, Director of Issues Management, Director of Parliamentary Affairs AS-08
Policy Advisor AS-08
Press Secretary AS-07
Senior Special Assistant AS-07
Special Assistant AS-05
Minister of State’s Private Secretary AS-05
Support Staff up to AS-05
Driver CR-07
*All salaries for exempt staff will be deemed to include compensation for overtime.
3.3.1.2 Principles for setting salary rates

Subject to section 3.3.2, ministers may authorize exempt staff salary increases up to the permitted maximum. An exempt staff member should not be paid the maximum salary unless it can be fully justified by his or her experience and qualifications. There shall be no resulting salary increase when an exempt staff member is appointed to an exempt staff position at the same level in another minister’s office.

As a general rule, the maximum salary range is reserved for employees with a relevant professional qualification, 10 or more years’ relevant prior employment experience, or extraordinary skills and qualifications.

Where an employee has been actively recruited from a position outside the federal government, the salary of the position from which the employee has been recruited should be taken into account in fixing the place where the employee starts on the salary range.

The number of other employees directly reporting to the employee should be taken into account in fixing his or her position on the salary range.

In exceptional circumstances, a minister may, with the prior agreement of the Prime Minister’s Office and approval by the Treasury Board, pay an exempt staff member a salary above the permitted maximum. The minister, the Prime Minister’s Chief of Staff and the President of the Treasury Board should first discuss all requests for salaries above the permitted maximum.

Following consultation with the Prime Minister’s Office, the Treasury Board may authorize other exceptions to these Policies in special circumstances. The minister should first discuss all such requests with the Prime Minister’s Chief of Staff and the President of the Treasury Board.

3.3.2 Salary increases

Only a minister has the discretionary authority to award or withhold salary increases. Salary increases are awarded based on fully satisfactory performance.

Subject to the principles in section 3.3.1.2 and provided funds are available in the exempt staff budget, a minister may authorize salary increases as follows:

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