Civil Service Mobility

UPDATE:  As you are aware, the ‘go-live’ for transfers under Phase 1A of the Civil Service Mobility scheme has been temporarily deferred.  This decision was primarily based on a requirement to review legal advices on the use of absence thresholds to determine eligibility for Mobility.

We are currently in a process of reviewing this advice and its policy and operational implications, with all stakeholders. We are also scoping out a new application process and associated protocols around absence thresholds that are fit for purpose, fair to staff members and employers.

We believe that we will have these policy matters resolved in the coming weeks, at which stage we will be in a better position to advise you on a timeline for the implementation of Phase 1A.

 The following transfer lists will continue operation until offers of Mobility begin:

  • The Central Transfer Lists,
  • Organisations’ Internal Regional Transfer Lists
  • Head 2 Head Transfers

We would like to thank you for your continued patience and understanding in this matter.

During the current legacy verification process, the mobility waitlist positions may change due to calibration. Applicants can view/request* their placing on any waitlists applied for.  

*remote worker/absent on leave with no access to self service – contact the Central Mobility Team at mobility@peoplepoint.ie.

* non-HR Shared Services customer (AGS, Oireachtas), please contact your Local HR.

*non-HRMS customer (IPS, OCO, NCCA) currently no mechanism to view or check placing on list – see note at ‘Who can apply?’ below.

What is Civil Service Mobility?

Civil Service Mobility is one of a number of arrangements to be put in place to fulfil the requirements of Action 15 of the Civil Service Renewal Plan which calls to ‘Expand career and mobility opportunities for staff across geographic, organisational and sectoral boundaries’.

When will the scheme launch?

The Mobility scheme is being developed for the Civil Service on a phased basis:

  • Phase 1A is for the general Civil Service grades of CO and EO for mobility between zones (all zones) and within zones (excluding Zone 46 – Dublin) – this phase successfully launched on 13 November 2017 to c.17,000 participating staff members to submit a Mobility application. The date for offers of mobility has been postponed in order to reconfigure the mobility system.
  • Phase 1B will include the general Civil Service grades of CO and EO for mobility within the zone of Dublin. It is envisaged that Phase 1B will be launched following a full analysis of the outcomes from Phase 1A of the scheme. This phase will launch at a later date.
  • Phase 2 will include the general Civil Service grades of HEO, AO and AP. This phase will launch at a later date.

Equivalent Professional and Technical grades are not covered under early phases of the scheme and consideration will be given to mobility for these grades at a later date.

Who can apply?

As outlined above, there will be specific phases launched for particular grades. Staff members can apply once their applicable phase has launched.

Permanent Civil Service staff members can make an application once the Mobility Scheme has launched. If they do not qualify for mobility at the time of application based on the below criteria under ‘Eligibility‘, they will be flagged as potentially ineligible.   However, they will remain on the waitlist until they are automatically deemed eligible and will retain their application date, which will determine their priority on the waitlist.

Staff members who are HR Shared Service customers: For staff members on HR Shared Service, the scheme will be accessible through self-service on the HR Shared Service Portal. Remote workers/staff members on various forms of leave will be required to submit an application form to the Central Mobility Team in HR Shared Service.

Staff members who are not HR Shared Services customers but who are on HRMS: Staff members not on HR Shared Service e.g. Garda Civilians, An Garda Síochána and the Houses of the Oireachtas will be required to complete and submit an application form to their Local HR Division for input to the Mobility Portal.

Staff members who are not HR Shared Services customers and are also not on HRMS: Staff members not on HR Shared Service or HRMS system e.g. administrative staff members of the Irish Prison Service, staff of the Ombudsman for Children’s Office, and staff of the National Council for Curriculum and Assessment will be required to complete and submit an application form to their Local HR Division.  Note:  There is currently no IT solution for including these applications on the Portal and they will be stored and date stamp recorded by Local HR until a technical solution is resolved.

Applicants will be fully responsible for their own application(s). It is essential that valid monitored personal and work email addresses are complete on the ‘Personal Information’ page in HR Shared Service. All staff members not on HR Shared Service must ensure that valid monitored personal and work email addresses are complete on the eForm which must be submitted to their Local HR. The Central Mobility Team, HR Shared Service and Local HR will not be responsible for non-delivery of messages if the e-mail contact information is not up-to-date/not recorded. If the contact information is not up to date/not recorded, he or she will not receive notifications regarding the scheme as this will be the only form of contact with applicants.

Eligibility

An applicant will be deemed ineligible if he or she has:

  1. not yet successfully completed their probation;
  2. less than 2 years’ service in the current grade,
  3. less than 2 years’ service in the organisation
  4. less than 2 years’ service in the geographical location;
  5. a PMDS rating of ‘Unsatisfactory’ for the previous year;
  6. sick leave of more than  56 days in the previous rolling four-year period (pro-rated)
  7. sick leave of more than 25 instances in the previous rolling four-year period (pro-rated)
  8. a Performance Improvement Plan process in place;
  9. an ongoing formal investigation under the Disciplinary Code which may lead to disciplinary action; and/or
  10. an open disciplinary process in place.

The eligibility criteria in respect of items 1 to 7 above are automatically extracted by the Mobility IT system from HRMS and can be viewed by the applicant or a request can be made to the relevant Mobility Team where an applicant has no access to the Self-Service system.

Eligibility under criteria 1-7 is required before an applicant is deemed to hold the status of “Eligible” on the Mobility System. If any eligibility indicators are not met and the application has the status of “Ineligible”, the applicant cannot be made an offer of mobility.

Eligibility information on criteria 8-10 is not recorded on the HRMS and must be discussed between both Local HRs prior to an offer being made.

A discussion on criteria 6-7 (sick leave) will also take place between Local HRs to ensure that all instances and absences have been accurately recorded on the HRMS system and to ensure that any breaks in service are considered in the four-year look-back.

The “56 days absence or 25 instances of absence” thresholds in the previous four years is used as an indicator to assess an individual’s eligibility to move through mobility. An applicant may wish to refer their case to the HR Manager, when reaching a milestone as set out in Clause 11 of the Terms and Conditions of the scheme, who will objectively assess the case before determining whether or not to discount sick leave for eligibility purposes.

How many locations can I apply for?

Applicants will be able to view 46 Mobility ‘zones’ on an interactive map of Ireland. Each zone will include a number of towns along with optional ‘satellite towns’ and their corresponding organisations (viewable here).

Applicants will be able to select a maximum of three zones but there will be no limit to the number of organisations they can apply for within their chosen zones. Applicants will also be able to view information about each building through the interactive map to help them make their selection such as: flexitime; shorter working year; work sharing; 24/7 shifts; wheelchair friendly building; Irish requirement and the total number of whole-time positions per grade in the building.

Example: Niall currently works in the Revenue Commissioners in Sligo Town (Zone 4) but wishes to work in Letterkenny Town (Zone 1).
Niall selects Zone 1 and applies for mobility in the Revenue Commissioners, Legal Aid Board, Department of Justice, Employment Affairs & Social Protection, and Education & Skills.
All of these organisations are based in Letterkenny Town; however, several of them are also based in other locations in Zone 1, e.g. the Department of Employment Affairs & Social Protection is also based in Ballybofey.
Niall may therefore be offered a mobility move in any of his selected organisations in any of the locations of his selected zone.
Niall can, however, opt in or out of any of the Zone 1 satellite towns. So while he might accept an offer of mobility to Employment Affairs & Social Protection in Ballybofey, he might find Employment Affairs & Social Protection in Buncrana too far to commute to and so can opt out of applying to Buncrana.

Please note:

  • HR Shared Service customers: Applicants can edit their preferences at any time before being offered a mobility move;
  • Non-HR Shared Service customers: Applicants must contact their Local HR if they wish to edit their preferences before being offered a mobility move;
  • Applicants will receive a reminder email to confirm their continued interest in mobility when they are in the top 3 of their waitlist for COs or the top 2 of their waitlist for EOs;
  • If an applicant declines an offer of mobility from one of their selected zones, they will be removed from all waitlists within that zone.

How will I know my placing on a Mobility waitlist?

  • HR Shared Service customers: Applicants can view their waitlist position by logging in to the mobility system (remote worker/absent on leave with no access to self service – contact the Central Mobility Team at mobility@peoplepoint.ie.);
  • Non-HR Shared Service customers: Applicants must contact their Local HR for information on waitlist position.

LEGACY DATES – What happens to previous transfer applications?

The Mobility scheme will subsume the Central Transfer Lists, Central Application Facility (CAF), and organisations’ Internal Regional Transfer Lists.

An applicant had a window of opportunity to apply a legacy date to their application in the first three-month period of operation of Phase 1A. However, this opportunity is now closed since 8th February 2018. Verification of any legacy dates applied will be required once the applicant reaches a milestone on an organisation’s inbound mobility list. This legacy date can only be verified following receipt of an email request from HR Shared Services and must be verified by the owner of the actual legacy list. Non-verification of this legacy date will result in the Mobility scheme application date applying.

If an applicant wishes to apply to move to their current organisation within the same zone but in a different office, they can continue to do so through their organisation’s Internal Transfer Lists. Internal Transfer Lists will continue to have precedence for movement within a single zone where an organisation has more than one office.

Staff members wishing to move to their current organisation outside their current zone must apply through the CS Mobility scheme.

Example: Áine currently works in the OPW in Castlebar (Zone 6) and wishes to move to the OPW in Claremorris (also Zone 6). As such, Áine can apply for this move through her Local HR on the Internal Transfer List.

Central Application Facility (CAF) 

Where an applicant has entered a CAF legacy date (pre-8 February 2018) they will receive an email from Civil Service Mobility when they reach a waitlist milestone seeking verification of this CAF date.

HR Shared Service customers: Raise a case with HR Shared Service and email CAF@per.gov.ie, referencing the case number. This organisation will respond to the Central Mobility Team  (cc’ing the applicant), with confirmation of the legacy date. Verification can only be provided for 1st choice locations in the current grade and where this location is not the applicant’s current location (town).

Non-HR Shared Service customers: Email CAF@per.gov.ie requesting them to respond to the applicant’s Local HR. This organisation will respond to the applicant’s Local HR (cc’ing the applicant), with confirmation of the legacy date.

Example: Thomas applies for Zone 20 and enters a CAF date of 14 January 2016.  He reaches a milestone on the Department of Culture, Heritage and the Gaeltacht waitlist in Killarney, which triggers an automated email asking him to raise a case with HR Shared Service. This will generate a case number and Thomas will be required to email CAF@per.gov.ie referencing the case number.  The organisation will email the Central Mobility Team, HR Shared Services confirming his CAF date and attach it to his case. Thomas will then receive an automated email from HR Shared Service, confirming his date has been verified on the Mobility Portal. The legacy date will now be verified for all of Thomas’s applications made in Zone 20.

Central Transfer List (CTL)

Where an applicant has entered a CTL legacy date (pre-8 February 2018) they will receive an email from Civil Service Mobility when they reach a waitlist milestone seeking verification of this CTL date.

They can verify the date by emailing the mobility team of the organisation who hold the transfer list  – contact email addresses for each organisation can be found here. It is important to note that the owner of this list will be the organisation applied to and not their parent organisation whom they may have applied through.

Verification is only valid where this location is not the applicant’s current location (town).

HR Shared Service customers: Raise a case with HR Shared Service and email the mobility team of the organisation who hold the actual transfer list, referencing their case number. This organisation will respond to the Central Mobility Team in HR Shared Service (cc’ing the applicant), with confirmation of the legacy date.

Non-HR Shared Service customers: Email the mobility team of the organisation who hold the actual transfer list, as above requesting them to respond to the applicant’s Local HR. This organisation will respond to the applicant’s Local HR (cc’ing the applicant), with confirmation of the legacy date.

Example: Elaine applies for Zone 21 and enters an estimated date of 3 April 2001. She reaches a milestone on the Department of Employment Affairs and Social Protection waitlist in Tullamore, which triggers an automated email asking her to raise a case with HR Shared Service. This will generate a case number and Elaine will be required to send a request to the organisation she made her CTL application to, quoting her HR Shared Service case number. This organisation will be required to send Elaine’s CTL date to mobility@peoplepoint.ie, cc’ing Elaine in the email. Elaine will then receive an automated email from HR Shared Service, confirming her date has been verified on the Mobility Portal. The legacy date will now be verified for all of Elaine’s applications made in Zone 21.

Organisational Regional Transfer List (ORTL)

Where an applicant has entered a ORTL legacy date (pre-8 February 2018) they will receive an email from Civil Service Mobility when they reach a waitlist milestone seeking verification of this ORTL date.

They can do so by emailing the mobility team of their organisation – contact email addresses for each organisation can be found here.

HR Shared Service customers: Raise a case with HR Shared Service and email the mobility team of their organisation, referencing their case number. Their organisation will respond to the Central Mobility Team in HR Shared Service (cc’ing the applicant), with confirmation of the internal regional transfer date.

Non-HR Shared Service customers: Email the mobility team of their organisation, who will verify their date on the system.

Example: Mark applies for Zone 41 and enters an estimate date of 8 November 2010.  He reaches a milestone on the Department of Business, Enterprise and Innovation waitlist in Cork City, which triggers an automated email asking him to raise a case with HR Shared Service. This will generate a case number and Mark will be required to send a request for verification to his Local HR, quoting his HR Shared Service case number. His Local HR will be required to send the verification to mobility@peoplepoint.ie, cc’ing Mark. Mark will then receive an automated email from HR Shared Service, confirming his date has been verified on the Mobility Portal. The legacy date will now be verified for all of Mark’s applications made in Zone 41.

What happens if I want to temporarily suspend my application?

Where applicants wish to temporarily suspend their Mobility application, they can access this facility through the Mobility Portal. Organisations not on HR Shared Service will be required to submit an application form (which they will be able to download from this website) to their Local HR division, who will forward it to the Central Mobility Team in HR Shared Service. Remote workers/staff members on various forms of leave will be required to submit an application form to the Central Mobility Team in HR Shared Service. This will not affect their position on any waitlists.

Irish speakers

Applicants who indicate their competency in the Irish language, and who are offered a mobility move to a position requiring Irish, may be required to undergo an assessment of their Irish language skills before confirmation of the mobility move is made. Where Irish language skills, following the assessment, are not considered adequate for the role, the applicant’s placing on a mobility list(s) will not be affected.

Applicants with disabilities

The Civil Service is committed to providing reasonable accommodation for people with disabilities in accordance with the Equality Acts.  Upon offer of a mobility move, an applicant should discuss any requirements for reasonable accommodation with either their local HR or the Disability Liaison Officer.  All requests for reasonable accommodation will be dealt with on a case by case basis.  More information can be found here.

Every effort will be made to provide reasonable accommodation; however, a placing on a list will not be affected in the event that reasonable accommodation cannot be provided by the receiving organisation.

Acknowledgements
The Mobility Policy team would like to thank the following for all their help in developing the scheme: the CSMB Sponsors; the CSMB; Civil Service HR and ICT Lead, DPER; HR Personnel Officer Working Group; HR Practitioner Working Group; Local Office Managers; the Central Mobility team and ICT Lead in HR Shared Service, NSSO; Civil Service Renewal Programme Management Office, DPER; the Public Appointments Service; Ordnance Survey Ireland; the system developers; and representatives from the Staff Side.

Last updated: 17th May 2018