I think I have an opportunity for an Interchange Canada (interchange) assignment. What should I know about these assignments? What is the first thing I should do?
Contact your departmental Interchange Canada representative.
How long can interchange assignments last?
Interchange assignments can last up to three consecutive years, whether the assignment takes place with one or more organizations during that time period. In exceptional circumstances, assignments can be extended by up to a maximum of two additional years by the Deputy Head as per Appendix B of the Policy on People Management.
Normally, there is a minimum period of two years before a former participant may participate again on Interchange Canada, but Deputy heads have the authority to waive this requirement as per the Directive On Interchange Canada and Appendix B of the Policy on People Management.
What terms and conditions of employment apply to interchange participants?
Participants remain employees of the sponsoring (home) organization and continue to be subject to the terms and conditions of employment applicable to their substantive position, including its performance pay program, if applicable. However, the filing and submission of leave requests and approval are agreed upon collaboratively between the host organization and the sponsoring (home) organization.
With what types of organizations can I arrange an interchange assignment?
Interchange Canada is a mobility mechanism between the core public administration and other organizations in private, public and not-for-profit sectors in Canada and internationally. By taking temporary assignments, employees develop professionally while participating organizations benefit from new knowledge, skills and approaches. Organizations may use the program for job enrichment, talent management or skills-exchange. A sole proprietorship is not considered a corporation and therefore may not enter into an agreement under Interchange Canada.
Participants must ensure that they are not in a conflict of interest as a result of the assignment in accordance with the Values and Ethics Code of the Public Sector, the Directive on Conflict of Interest, Part 7 of the Public Service Employment Act and any other organizational Codes of Conduct.
Participants must meet the required reliability checks and security clearances of the host organization. Employees of the core public administration cannot use Interchange Canada for assignments as ministerial staff.
How do I get paid while on interchange?
Article 4.2.22 of the Directive on Interchange Canada specifies that the sponsoring (home) organization continues to pay the participant’s full salary during the assignment. And article 4.2.24 states that the host organization refunds the sponsoring (home) organization the cost of the participant’s full salary, employer-paid benefit costs, and if applicable, performance pay. This includes pension contributions and medical and dental plans. Host organizations do not pay compensation directly to participants. Essentially, the participant should not notice any difference from being in their home department.
Who is responsible for the costs associated with interchange assignments?
Participants continue to receive their salary and non-salary benefits from their home organization. Typically, the host organization reimburses the home organization for these costs; however, a different reimbursement agreement may be negotiated between the home and host organizations.
In accordance with Article 4.2.10 of the Directive on Interchange Canada, managers in the host organization are responsible for paying for all business expenses, including preliminary candidate interviews, business travel and formal training while the participant is on assignment.
What should the Interchange agreement cover?
The appendix to the Directive on Interchange Canada lists the minimum elements that must be covered in the letter of agreement.
The agreement is signed between the employee, the Deputy Head of their home organization and the head of the host organization.
While not part of the minimum elements, executives may want to suggest that they be provided with a means to keep connected to their home organization during the assignment. This would notably allow them to have access to their pay information. APEX suggests the following wording:
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- It is agreed that the home organization will provide continued access to its IT network (e-mail, intranet, web applications including Phoenix Pay system, ETMS’s performance and talent management system), through a laptop and phone, for the duration of the Interchange Agreement.
Can I negotiate a different (better) salary with my host organization for the duration of my interchange assignment?
While on assignment, interchange participants remain employees of their home organization at their substantive group and level. Article 4.2.20 of the Directive on Interchange Canada states that “while on assignment, participants are not provided additional compensation from the host organization”. This excludes any acting pay as well.
Can I take advantage of interchange and then immediately after ask for leave without pay (LWOP) to continue the external opportunity?
The intent of interchange is for the executive to enhance their knowledge, skills and abilities and bring these back to the department for the department’s benefit. It is a temporary assignment. The agreement letter must state that the executive will return to a position with the sponsoring (home) organization. While there is nothing in the directives / policies for either interchange or LWOP that specifically exclude the possibility, it might not be in keeping with that spirit to permit the executive to leave again for an extended period of time. That said, Deputy Heads have the delegated authority to manage interchange assignments within their organizations in accordance with policy requirements as set out in Appendix B of the Policy on People Management.
How does performance pay work while I am on interchange?
Participants on interchange assignment remain subject to the performance management regime applicable in their home organization. There is provision for an executive on an interchange assignment to receive performance pay. See Appendix A of the Directive on Performance and Talent Management for Executives.
You may wish to discuss with both your home and host organizations to clarify how your performance will be measured while you are on interchange. Participants should also review their Interchange Assignment Agreement for any specific information pertaining to their performance management agreement.
Is there a responsibility for my home organization to keep my position open for me?
The interchange agreement states the following:
Managers are responsible for “facilitating employees’ reintegration into the organization following an Interchange Canada assignment”.
Under Appendix A.II.17 of the Directive on the Terms and Conditions of Employment for Executives, “Employees agree to being deployed as a condition of employment upon appointment (with the exception of acting appointments) or deployment to any position in the EX or LC occupational groups or at the DS-07A, DS-07B or DS-08 levels”. As interchange participants are away from their organizations for a significant period of time and given the above noted directive, interchange participants should not expect to return to the same position after the Interchange agreement is finished and should ensure that they are engaging early with their organization in advance of their planned return.
How do I file my leave while on interchange?
The executive on interchange is entitled to take annual leave and sick leave during the period of assignment in accordance with terms and conditions of employment applicable to them in their host organization. Leave arrangements will be worked out in cooperation between the executive and the host supervisor in light of operational requirements and personal needs.
Interchange participants should ensure that the host organization provides a report of any leave taken by the executive on a regular basis to the home organization.
If the host organization has different hours of work than the public service (for example, a 30 hour work week, of four-7.5 hour days), how would it work for me?
Interchange participants are subject to the terms and conditions of employment applicable to their substantive position but are responsible for respecting the working conditions of the host organization, including working hours, designated holidays, overtime, security requirements, and the scheduling of vacation or unpaid leave.
If the host organization has a different holiday schedule than the core public service (i.e. a provincial stat holiday, such as Family Day, or closes its doors over the time between Christmas and New Year’s) would the executive be required to take annual leave to cover such absences from the workplace? Likewise, if the host organization did not follow some of the holidays of the core public service (such as Remembrance Day or Easter Monday) would the executive be expected to show up for work on those days?
Interchange participants are responsible for respecting the working conditions of the host organization, including working hours, designated holidays, security requirements, and the scheduling of vacation or unpaid leave.
How does a Career Transition Assignment work under interchange?
In accordance with Article E.2.2.3.2.1 of the Directive on the Terms and Conditions of Employment for Executives, prior to the commencement of the Interchange Canada assignment, surplus executives must agree, in writing, to resign as of the lay off date of their core public administration employment and will be eligible only for their severance entitlement and payout of unused accumulated vacation leave credits. They will not be eligible for any of the cash or non cash elements that could be provided as part of a career transition agreement.
Surplus executives laid off while on interchange assignments are not eligible for priority consideration for reintegration into the core public administration.
Surplus executives laid off while on interchange assignments may be eligible for performance pay during their last year of employment, as prescribed in Articles B.8.3 and B.8.4 of Appendix B of the Directive on the Terms and Conditions of Employment for Executives.
How do I get an interchange assignment with APEX?
The Association of Professional Executives of the Public Service of Canada (APEX) comprises a secretariat with a number of APEX Executive (AE) positions, as well as permanent staff to support the administration of the office. AEs are members of the executive cadre. Each AE usually leads one or more files within APEX that include: organizing the annual APEX Summit; planning and delivering activities in support of the health of executives; supporting and delivering services and activities to APEX Members; supporting the CEO in membership/stakeholders engagement/strategic policy; organizing the annual induction ceremony for new executives; supporting executives with the development of products related to the Terms and Conditions of Employment; offering confidential advisory services to executives, and supporting APEX in the delivery of communications and Information Technology.
APEX is a not-for-profit organization governed by a volunteer Board of Directors of federal executives, including regional representatives, and supported by a CEO to whom APEX Executives report. APEX is dedicated to providing executives with opportunities to network and develop a strong community of practice. As part of the mission, APEX also promotes executive health and wellbeing, and supports leadership excellence. As the voice of the federal executive community, the Association is a dynamic national organization whose advice on critical Public Service issues is valued and acted upon by key decision-makers.
AEs come to APEX through the Interchange Canada program, usually for 24 to 36 months. They must have the agreement of their Deputy Head to cover their full salary for the entire duration of their assignment at APEX.
These assignments can take place at any time during the career of an executive as the goal is that, by taking temporary assignments, employees develop professionally while organizations participating in the program benefit from new knowledge, skills and approaches. Organizations may use the program for job enrichment, talent management or skills exchange.
Opportunities for AE assignments are shared with members for their expression of interest as opportunities arise.
Do the Values and Ethics Code for the Public Sector and the Directive on Conflict of Interest apply to public servants working in the core public administration, who accept temporary assignments with any other sector under the Directive on Interchange Canada?
Yes, the Values and Ethics Code for the Public Sector and the Directive on Conflict of Interest form part of the conditions of employment for all public servants working in departments, agencies and other public institutions, for whom Treasury Board is the employer, and continues to be applicable to employees who are on an approved interchange assignment.
Directive on Interchange Canada confirms that an employee on an interchange assignment remains attached to their home organization in the federal public service and must return to their home organization at the end of the assignment.
Are there any other considerations that I should keep in mind?
Interchange participants should ensure that they maintain their linguistic profiles and participate in any mandatory training from their home department. This will support them in the performance and talent management processes and will help to facilitate their return to their home department once the Interchange assignment has been completed.
Links
- Directive on Conflict of Interest
- Directive on Interchange Canada
- Directive on Performance and Talent Management for Executives
- Directive on the Terms and Conditions of Employment for Executives
- Policy on People Management
- The Values and Ethics Code for the Public Sector
- General Information regarding Interchange Canada Agreements
ANNEX
In the Directive on Interchange Canada, the appendix Standard on the administration of Interchange Canada assignment provides information regarding what must be included in the letter of agreement.
