Soghluaiseacht na Státseirbhíse

UPDATE:  We would like to remind all staff that the window for applying a Legacy Date from a former transfer mechanism (Central Transfer Lists, Central Application Facility (CAF), organisations’ Internal Regional Transfer Lists) to a Mobility application is open until close of business on 07/02/2018.

The Mobility application system will no longer include the ability to add a Legacy Date from 08/02/2018.

After the closure of the Legacy Date window, the Mobility waitlists will be calibrated, which may result in some applicants’ waitlist positions changing.

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 PeoplePoint, NSSO; Civil Service Renewal Programme Management Office, DPER; the Public Appointments Service; Ordnance Survey Ireland; the system developers; and representatives from the Staff Side.

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) – it launched on 13 November 2017.
  • Phase 1B will be for the general Civil Service grades of CO and EO for mobility within the zone of Dublin. Anticipated launch mid-2018.
  • Phase 2 will be for the general Civil Service grades of HEO, AO and AP. Anticipated launch end-2018.

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 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 marked as 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.

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

Non-PeoplePoint customers (on HRMS system): Staff members not on PeoplePoint 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.

Non-PeoplePoint customers (not on HRMS system): Staff members not on PeoplePoint 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 PeoplePoint. All staff members not on PeoplePoint 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, PeoplePoint 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 automatically deemed ineligible if he or she has:

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

How many locations can I apply for?

Applicants will be able to view an interactive map of Ireland, where they can view 46 Mobility ‘zones’. Each zone will include a number of towns along with optional ‘satellite towns’ (viewable here) 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 organisation through the interactive map to help them make their selection. The interactive map will be available in advance of the Mobility scheme launch date.

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:

  • PeoplePoint customers: Applicants can edit their preferences at any time before being offered a mobility move;
  • Non-PeoplePoint 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?

Where an applicant has been deemed eligible for mobility, they will have access to view their position on the waitlist of each organisation they have applied to.

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 may apply a legacy date to their application if they apply in this first three-month period. However, verification of these dates will be required once the applicant is in the top 10 of an organisation’s inbound mobility 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.

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 formerly made an application to move to a location through the CAF process, they will have received an email from the Public Appointment Service on 31st October 2017 to confirm their most recent application date.

Changes to an applicant’s original CAF date occur if:

  • There has been a change to an applicant’s first location choice since their original application date;
  • There has been a change to an applicant’s grade (promotional) and the applicant has reactivated the application in the new grade;
  • An applicant has accepted an offer and reactivated the application following a two year period in the new location;
  • An applicant has refused an offer – if so, their new date is the date of the refusal.

Applicants must be in the same grade as that detailed in the PublicJobs message (below) and be applying for a zone that includes their first choice location.

Verification of CAF dates will only be required when an applicant reaches the top 10 on a waitlist in a zone they have applied for. In this instance, applicants should take a screenshot of their PublicJobs Message Board email confirming their CAF date as shown below:

PeoplePoint customers: Attach the screenshot to their PeoplePoint case when prompted to do so.

Non-PeoplePoint customers: Email this screenshot to their Local HR for confirmation.

Please do not make contact with the Public Appointment Service as these records have been passed over to the Civil Service HR Unit in the Department of Public Expenditure and Reform at CAF@per.gov.ie.

Example: Thomas applies for Zone 20 and enters a CAF date of 14 January 2016.  He reaches number 10 on the Department of Culture, Heritage and the Gaeltacht waitlist in Killarney, which triggers an automated email asking him to raise a case with PeoplePoint. This will generate a case number and Thomas will be required to take a screenshot of his PublicJobs Message Board email confirming his CAF date and attach it to his case. Thomas will then receive an automated email from PeoplePoint, 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 formerly made an application to move to a location through the CTL process and is unsure of the exact date they applied, they should enter an estimate of this date. Once they reach the top 10 of their waitlist for each zone, they will be asked to verify this.

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

PeoplePoint customers: Raise a case with PeoplePoint and email the mobility team of the organisation they originally applied to, referencing their case number. This organisation will respond to the Central Mobility Team in PeoplePoint (cc’ing the applicant), with confirmation of the legacy date.

Non-PeoplePoint customers: Email the mobility team of the organisation they originally applied to as above. 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 number 10 on the Department of Employment Affairs and Social Protection waitlist in Tullamore, which triggers an automated email asking her to raise a case with PeoplePoint. 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 PeoplePoint 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 PeoplePoint, 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

Where an applicant has formerly made an application to move to a location through their organisation’s internal transfer process and is unsure of the exact date they applied, they should enter an estimate of this date. Once they reach the top 10 of their waitlist for each zone, they will be asked to verify this.

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

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

Non-PeoplePoint customers: Email the mobility team of their organisation, who will respond with confirmation of the internal regional transfer date.

Example: Mark applies for Zone 41 and enters an estimate date of 8 November 2010.  He reaches number 10 on the Department of Business, Enterprise and Innovation waitlist in Cork City, which triggers an automated email asking him to raise a case with PeoplePoint. This will generate a case number and Mark will be required to send a request for verification to his Local HR, quoting his PeoplePoint 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 PeoplePoint, 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 PeoplePoint 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 PeoplePoint. Remote workers/staff members on various forms of leave will be required to submit an application form to the Central Mobility Team in PeoplePoint. 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, will 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 strongly committed to providing reasonable accommodation to staff with disabilities in order to remove, as far as possible, the impact of the disability on the staff members’ performance and enable all staff to make the fullest possible contribution to the work of their organisation. Each department is required to have a Disability Liaison Officer (DLO) to assist and support staff with disabilities and their line managers by supplying necessary information, or by providing any appropriate contacts, guidance, suggestions and advice. More information can be found here.

In order to support the mobility of applicants with disabilities, an applicant upon being offered a mobility move will be asked to make contact, if necessary, with his or her DLO to assist in providing the DLO in the receiving department with details of any reasonable accommodation requirements. Any information provided to the DLO will be treated in confidence and used only for the purpose of support in the working environment. It is important that this contact is made as non-disclosure may inhibit a mobility move.

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.

Last updated: 10th January 2018