Update – 12 December 2019
Phase 1 (CO and EO) of the Civil Service Mobility scheme is now live with c.400 staff moving in the first 16 months of operation.
Staff who moved in the first 12 months were surveyed and 97% of respondents would recommend the Mobility scheme to a colleague. See Feedback from some of these staff.
Common trends are as follows:
- The move is permanent with no right to return to former organisation/role.
- You do not have to be at the top of a waitlist to be made an offer – sometimes applicants ahead of you are ineligible/deemed unsuitable or may have placed their applications on hold.
- Like any career change there is a re-training/re-learning requirement.
- Change can be stressful and the length of time it takes to settle into a new organisation/position varies.
- Contact the Receiving Local HR in advance of accepting your offer as the work may not suit you – front-line services; extensive training commitment; small office etc. Also check if flexi-time/elective work arrangements are available.
Phase 2 (HEO, AO and AP) is under development with plans to launch in 2020.
YOUR ‘NEED TO DO & KNOW’ LIST
- 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 unsure that 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 arrangements e.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 days of acceptance of formal offer.
- Pay rates/allowances for performance of particular duties will not carry unless 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.
- Preferences may be expressed for up to 3 out of 46 Zones with an option to apply for any, or all organisations in Zone 1 to Zone 45, and up to 5 organisations in Zone 46 (Dublin).
- 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&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.
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.
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.
What is Civil Service Mobility?
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.
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.
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 Sending Local HR identifies that reasonable accommodation has been made or may potentially be required for the applicant, it will be a matter for the Receiving Local HR to assess the requirement, if any, 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 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.
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 Fórsa.