Soghluaiseacht na Státseirbhíse

UPDATE:

As the staff will be aware, the ‘Go-Live’ for Mobility moves under Phase 1A of the Civil Service Mobility scheme was deferred earlier this year. This deferral was necessary to review the use of absence thresholds to determine eligibility for Mobility. The review was carried out in consultation with key stakeholders.

When a ‘Go-Live’ date for Mobility has been confirmed, this will be communicated to all staff members in advance.

Revised Automatic Assessment Process

As a result of the review, the following automatic eligibility checks will be removed from the Mobility system:

  • Sick leave of more than 56 days in the previous 4-year period;
  • Sick leave of more than 25 instances in the previous 4-year period;
  • Successful completion of Probation Period.

Please note that the following automatic eligibility checks will continue to operate:

  • In current grade for 2 years;
  • In current location for 2 years;
  • In current organisation for 2 years;
  • Satisfactory Performance for previous working year.

Revised Manual Assessment Process

Local HR will now be required to complete an assessment of an applicant’s suitability for a move under the following criteria:

1. Attendance Record – using the following guiding threshold levels in the previous four years (prorated):

  • more than 56 days absence;
  • more than 25 instances of absence.

2. Participation in a Performance Improvement Plan (PIP) under Circular 24/2016;

3. Disciplinary warnings and/or sanctions under Circular 19/2016;

4. Formal investigations under the Civil Service Disciplinary Code which may lead to disciplinary action.

The revised process, in conjunction with the remaining automatic eligibility criteria checks, will determine whether an applicant is deemed suitable for Mobility prior to an offer being made. This revised process aims to ensure transparency and fairness to Mobility applicants, while also accommodating the business needs.

Note: An application cannot be progressed where a formal investigation is underway.

Pre-Go-Live of Offer Stage

To prepare for ‘Go-Live’ and to avoid unnecessary delays on Day 1 of offers, Local HR Units have been requested to commence the assessment of applicants with a highest waitlist position of 1-5.

To facilitate this process the Central Mobility Team in HR Shared Services have been requested to manually change the absence eligibilities of applicants. This process will be staggered and applicants with waitlist positions in the top 10 will receive a notification to advise them of a change in their eligibility under the absence criteria. As this is a manual amendment, it will not be reflected in the ‘Review Eligibility’; however, it is reflected in all current Mobility applications.

Note: This does not automatically deem an application eligible if other eligibility criterions are not satisfied.

Current Transfer Mechanisms

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 wish to thank you for your continued patience and understanding in this matter.

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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 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.

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.

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.

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 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. The Project Team are in discussions with the key stakeholders to resolve this issue. In the meantime all applications will be stored and date stamp recorded by Local HR.

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 Application Form 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.

 Automated Eligibility

An applicant will be automatically deemed ineligible if they have:

  1. less than 2 years’ service in the current grade;
  2. less than 2 years’ service in the organisation;
  3. less than 2 years’ service in the geographical location;
  4. 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 an assessment of an applicant’s suitability for a move under the following criteria:

  1. Performance Improvement Plan (PIP) under Circular 24/2016;
  2. Disciplinary warnings and/or sanctions under Circular 19/2016;
  3. Formal investigations under the Civil Service Disciplinary Code which may lead to disciplinary action.
  4. Attendance Record – using the following guiding threshold levels in the previous four years (prorated):
    • more than 56 days absence;
    • more than 25 instances of absence.

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;
  • 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 about previous transfer applications?

The Mobility scheme replaces former transfer mechanisms (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.

Internal Mobility

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.

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 an 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: 2nd August 2018