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Mobility

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Important Documents

List of organisations per zone

CS Mobility Contact Information

FAQs for Phase 1 Mobility

Clerical Officer (CO)

Executive Officer (EO)

CO Terms and Conditions

EO Terms and Conditions

Local HR Office Mobility Guide

Suitability Assessment Report

Reasonable Accommodation Declaration Form

Mobility Map

COVID-19

Due to the current COVID-19 environment, there will be no further offers of Mobility through the Civil Service Mobility until further notice.

Applicants currently in the process of a transfer may be effected by this freeze and all cases will be decided at the discretion of the HR units involved.

A freeze will also be in place for applications that are currently under a time deadline, with the deadline resuming once the system is reactivated.

Applications for Civil Service Mobility can continue to be made – see ‘Apply Now’.

One Learning courses

It is recommended that staff members interested in mobility, or those who have since moved through the scheme and are finding the transition challenging,  consider registering their interest in attending the following One Learning courses;

  • Change Awareness
  • Building Resilience

These courses can assist you with preparing for and understanding the human elements of change and also to identify tools and techniques to help build your resilience.

Update on Mobility scheme – 19 June 2020

As you will be aware offers of mobility under the Civil Service Mobility Scheme are currently on hold due to Covid-19.

A further notification will issue when the offer-stage re-commences.

As per the current Terms and Conditions of the scheme Phase 1 was formally reviewed for its effectiveness following reviewed for its effectiveness following a 12 month period from Go-Live of Offer Stage.

This review was led by the Department of Public Expenditure and Reform in consultation with HR Managers and Unions.

As a result of this review, the following updates to the Terms and Conditions are being applied to all new applications and offers made with effect from 19 June 2020.

Any accepted offers that are currently being processed (delayed by COVID) are unaffected by the updated Terms and Conditions.

Change to Maximum Application Limit

The maximum amount of zones selectable when making new mobility applications will be 2 Zones, with a limit of 5 organisational choices within each Zone.

Applicants who currently have applications to more than 2 Zones or 5 organisations within a Zone will retain these, but cannot make additional applications unless their total number of applications unless is brought down to meet the new regulation.

This rule will also apply if an application is cancelled while under consideration or during the annual confirm of interest process.

It is highly recommended that applicants determine if a location suits their needs before making an application.

Every move through the Mobility Scheme is permanent, with no right to return to former organisation/role.

Reasonable Accommodation

To accept an offer of mobility, every applicant must now complete a Reasonable Accommodation form as part of the acceptance process.

When an officer is under consideration for Mobility, they will be provided with a link to the form.

The completed form is to be submitted to your parent HR unit.

In the event a Reasonable Accommodation form is not received, the acceptance is considered incomplete, even where acceptance has been registered on the Mobility System.

As a result, all applications within the Zone will be withdrawn.

In cases that reasonable accommodation is required but cannot be provided at the time of offer, the application will remain unaffected and will be returned to the waitlist in the event that the Organisation considers that they may be able to fulfil the reasonable accommodation requirement at a later date.

Reminder in regard to Notifications

All notifications in regard to Mobility are issued by email only.

It is the applicant’s responsibility to ensure that a valid ‘Home’ and ‘Business’ email address is recorded on the ‘Personal Information’ page on the HR Shared Services Self-Service or with their local HR where not a customer of the NSSO.

Applicants are advised to monitor their emails on a daily basis to ensure that they do not miss an opportunity of Mobility.

Queries relating to the Mobility Scheme can be sent to mobility@peoplepoint.ie, or the Mobility Team in their parent organisation.

Your ‘need to do and know’ list

  • You do not need to be at the top of a waitlist to be made an offer. In some instances applicants with waitlist positions as high as 35 are being made offers. This occurs where applicants on the list ahead of them are either ineligible or have their applications ‘on-hold’. It can also occur where an organisation are taking multiple applicants off the list at the same time.
  • Please ensure that you have a valid monitored home and business email addresses recorded(on Personal Information page on HR Shared Services self-service / Application Form if non-HRSS customers). This is the only form of contact/communication for transactions under the scheme. You need to be contactable when you are out of the office.
  • If you are unsurethat you want an application, it is recommended that you place it ‘on-hold‘ or cancel it. This ‘on-hold’ facility can be actioned regardless of your waitlist position, however, the facility cannot be used if your application is advanced to offer stage. Your prioritisation on the waitlist will not be affected.
  • It is in your best interest to declare any reasonable accommodation requirements to your Local HR in advance of a move to a new organisation.
  • Please note that there is no automatic right to elective work arrangementse.g. Work-sharing, Shorter Working Year etc.  Where desired you will be required to apply for these in the new organisation following a move.
  • Please note that there is no automatic right to flexi-time. (View Mobility Map across for information on each building.)
  • In general moves will be facilitated within 20 working daysof acceptance of formal offer.
  • Pay rates/allowances for performance of particular duties will not carryunless the new role includes the same conditions.
  • Please check the Job Descriptions for organisations as this will help to inform your selection choice (see Useful Links across).
  • Where you receive a notification informing you that you are being considered for a mobility move, you are advised to contact the Receiving Local HR (see contact mails under ‘Useful Links’ across page) to clarify any specific matters with regard to the position on offer.

General Conditions of Phase 1 of the Scheme

  • Scheme is open to permanent Civil Servants.
  • All moves are permanent with no provision to return to previous role/organisation.
  • The maximum amount of zones selectable when making new mobility applications will be 2 Zones, with a limit of 5 organisational choices within each Zone.
  • Priority will be based on the date of application.
  • Eligibility criteria are length of service; PMDS/performance rating.
  • Additional criteria that Local HR are required to review are Performance Improvement Plan; Disciplinary/Sanctions; Formal Investigations; Attendance Records.
  • Applicants will receive a pre-offer before a formal offer, with an agreed timeframe of 3 working days to cancel their application where they do not wish to proceed – cancellation affects the pre-offered application only.
  • Applicants will be required to accept or decline a formal offer of mobility within an agreed timeframe of 5 working days. Where declined/not accepted all applications within the given Zone are cancelled.
  • Staff members will be responsible for carrying out the duties of the new role, including participation in the L and D process, with a view to becoming proficient in the new role, on the same basis as existing staff members.

How to Apply

Staff members in participating grades can make an application at any stage of their career.

Where an applicant does not qualify for mobility at the time of application based on the ‘Eligibility‘ criteria for the scheme, they will be flagged 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.

Automated Eligibility

An applicant will be automatically deemed ineligible if they have:

  • less than 2 years’ service in the current grade;
  • less than 2 years’ service in the organisation;
  • less than 2 years’ service in the geographical location;
  • a PMDS rating of ‘Unsatisfactory’ for the previous year.

Manual Eligibility

Where an applicant is automatically deemed eligible and an offer is imminent, Local HR will be required to complete a Suitability Report (see across under Useful Links) to assess the applicant’s current suitability for Mobility under performance (PIP), conduct and attendance.

Following the completion of the Report both sending and receiving Local HR (where relevant) will determine the outcome of the move.

Staff members who are HR Shared Service customers:

For staff members on HR Shared Services, the scheme will be accessible through their self-service on the HR Shared Service portal. Applicants can edit their preferences at any time before being offered a mobility move.

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 Services.

Staff members who are not HR Shared Services customers but who are on HRMS:

Staff members not on HR Shared Services 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 system.

Applicants must also contact their Local HR if they wish to edit their applicant preferences or place their applications on hold etc.

This should be done at an early stage as it is not possible to effect a change after an offer of mobility is made.

Staff members who are not HR Shared Services customers and are also not on HRMS:

Staff members not on HR Shared Services or HRMS system e.g. administrative staff members of the Irish Prison Service, staff of the Ombudsman for Children’s Office, and the National Council for Curriculum and Assessment will be required to complete and submit an application form to their Local HR Division.

A manual solution is currently been designed to include staff members from the Irish Prison Service, Ombudsman for Children’s Office and the National Council of Curriculum Assessment.

Due to different HR systems these staff cannot be included automatically.

Internal Transfer Lists

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 policy.

Internal Transfer Lists will continue to have precedence for movement within a single Zone where an organisation has more than one office.

Where a staff member is successful in availing of an internal move, the terms of the internal policy will determine the length of service the staff member may be required to serve in the new geographical location, i.e. a staff member who receives an internal move within a Zone may be required to remain in the new geographical location for a designated period of time up to a maximum of 2 years.

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

General Information

Civil Service Mobility offers an opportunity for permanent Civil Service staff members to apply for mobility through an open and transparent system.

The establishment of the scheme fulfils one of the requirements of Action 15 of the Civil Service Renewal Plan; and Action 14 of the People Strategy for the Civil Service which calls for the further expansion of a coherent mobility policy to facilitate staff development.

When will the scheme launch?

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

Phase 1A: Launched in 2018, and facilitates the general service grades of Clerical Officer (CO) and Executive Officer (EO) to apply for Mobility in 46 Zones (excluding within Zone 46 – Dublin).

Phase 1B: Launched in 2019, and facilitates the general Civil Service grades of CO and EO for mobility within the Zone of Dublin.

Phase 2: This will include the general Civil Service grades of HEO, AO and AP. Discussions on this phase and updates will be communicated to staff members in due course.

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.

When will a vacancy be filled through Civil Service Mobility?

Organisations will fill vacant posts in accordance with the following organisational sequence:

CO – 50% Mobility : 50% Open;

EO* – 40% Open : 30%

Interdepartmental** : 30% Internal.

*The EO sequencing will revert to 50% Open : 25% Interdepartmental : 25% Internal on conclusion of the Public Service Stability Agreement, 2018-2020.

**One in every two Interdepartmental vacancies to be filled by Mobility.

The above sequencing will be applied on a nationwide basis.

Priority of applications

In the first instance, priority will be based on the date of application (see also note on legacy application dates below).

In the second instance, priority will be based on the length of reckonable service in the grade.

Legacy Application Dates

Phase 1A – Mobility within and between 46 zones (excluding within zone 46): From 13/11/17-07/02/18 applicants had a window of opportunity to apply a legacy application date from a former transfer mechanism (Central Application Facility (CAF) – 1st choice; Central Transfer List; or Internal Regional Transfer List).

Where this date was applied and verified by the owner of the transfer list, this is considered the application date.

Satellite Locations

The Mobility system is designed in such a way that an applicant, who only wishes to apply for a satellite town, must also select the main Zone options for the specified organisation (where applicable).

However, applicants who only want a move to a satellite location, will not be removed from an organisation’s waitlist in that Zone if they decline an offer for another branch of that organisation in the main Zone.

For example, the applicant can refuse an offer of Mobility to Waterford City where they only wish to move to one of the satellite towns of Zone 37, i.e. Dungarvan or Lismore.

Applicants should inform their local HR that they wish to avail of this option within 3 working days of receipt of the pre-offer notification.

It should be noted that an applicant who chooses this option will only be able to avail of a move to the specified satellite town.

This provision applies to all applications for the specified Zone and applicants availing of it should cancel applications for any other organisations that do not have a branch located in the satellite town in question.

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.

Reasonable Accommodation

It is the policy of the Civil Service to seek to ensure that staff members are not disadvantaged because of their disabilities.

Making a permanent move to another position under the Scheme, before such matters are considered, could have the unintended effect of disadvantaging applicants with a disability.

If the applicant declares that that reasonable accommodation has been made or may potentially be required, it will be a matter for the Receiving Local HR to assess the requirement for reasonable accommodation in the new role.

In doing so, HR Managers will consider their obligations under the Employment Equality Acts 1998 to 2015 to provide reasonable accommodation, so that applicants with a disability can participate in and advance in their employment.

All reasonable accommodation requests will be dealt with on a case by case basis.  More information can be found on the disability page..

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 and where there is an expectation that the applicant may be accommodated at a later date.

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

Representatives from Fórsa.

PO Mobility Scheme

A Principal Officer inter-departmental mobility programme has been introduced to provide a flexible system of managed mobility at PO level.

Protocol on Principal Officer Mobility

Staff mobility provides opportunities at systemic, organisational and individual levels. Mobility facilitates more effective deployment of staff across the Civil Service in pursuit of organisational goals and priorities.

It encourages the introduction of fresh thinking and new ideas into an organisation and reduces the risk of over-reliance on individuals’ knowledge if they remain within the one position for a significant number of years.

Mobility is a means of supporting staff development and of inculcating a more collaborative way of working.

 

 

 

Attachments

  • Clerical Officer (CO)

    Job Description

    Download
  • Executive Officer (EO)

    Job Description

    Download
  • Mobility Feedback

    Feedback from staff who have moved through Mobility

    Download
  • Clerical Officer

    Terms and Conditions

    Download
  • Executive Officer

    Terms and Conditions

    Download
  • Local HR Office Mobility Guide

    Download
  • Suitability Report

    Suitability Report and Reasonable Accommodation Assessment

    Download
  • Reasonable Accommodation Declaration Form

    Download
  • Protocol on Principal Officer Mobility

    Details of how the programme will operate

    Download
  • CO Terms and Conditions

    Download
  • EO Terms and Conditions

    Download
  • Reasonable Accommodation Declaration Form

    Download
  • Suitability Assessment Report

    Download
  • CO Terms and Conditions

    Download
  • EO Terms and Conditions

    Download
  • Suitability Assessment Report

    Download
  • Reasonable Accommodation Declaration Form

    Download
  • CO Terms and Conditions

    Download
  • EO Terms and Conditions

    Download
  • List of organisations per zone

    Download
  • CS Mobility Contact Information

    Download
  • FAQs for Phase 1 Mobility

    Download