- Policy #:
- Responsible Authority:
- Manager, Employee Services
- Approval Authority:
- President's Executive Committee
- Executive Sponsor:
- Vice President, Human Resources
- Approval Date:
- Last Reviewed:
- Mandatory Revision Date:
- Downloadable Version:
- Temporary Assignments
To ensure that an equitable process is used when appointing employees to temporary assignments
All employees named to a temporary position
Limited term replacement
An assignment for a limited period of time to a permanent position while the incumbent is on an approved leave or a vacancy
An assignment of an uncertain period of time to a permanent position while the incumbent is on a medical leave
Secondment /special project
An assignment for a specified period of time related to new projects where a permanent position does not exist
The College uses temporary assignments as a tool for developing and motivating staff, while ensuring that the short-term staffing needs of the College are met.
All temporary positions require a job description in order to comply with Pay Equity requirements. It is the responsibility of the Chair/Manager to describe the need for this assignment and it must be approved by the appropriate Vice President. No offer is to be made to an employee without prior contact with Human Resources.
3.1 Competitions will be posted for all temporary positions exceeding four months. Competitions are open to internal and external persons who hold the required qualifications.
3.2 Competitions will be posted for a minimum of five days. In preparation for the position to be posted, a person can be assigned into a temporary position for a period of up to four (4) weeks.
3.3 Should an open replacement assignment extend for more than four months, a competition will be held.
3.4 Temporary assignments will not exceed one year.
Rate of Compensation
4.1 When a College employee participates in a temporary assignment, salary administration and leave accumulation rules will apply. The length of the assignment will be credited as service when the employee returns to his/her position. At the completion of the assignment, all salary increases due for the employee’s position will be effective at the date of return.
4.2 Administrative Staff
4.2.1 An administrative employee who participates in a temporary replacement of a position in a higher payband will be placed on the corresponding payband of the position being filled.
4.2.2 A minimum of a five (5) percent increase is to be provided. This does not apply to lateral temporary assignments.
4.2.3 An employee who is acting in a special project/secondment assignment at a higher payband will be placed in the appropriate band for the evaluated duties, with a minimum of a five (5) percent increase to be provided.
4.3 Academic and Support Staff
An employee who is acting in an administrative temporary assignment will be placed in the appropriate administrative pay band for the evaluated duties. If applicable, up to a five (5) percent increase may be provided, however, any increase cannot exceed the pay band maximum for the evaluated duties.
4.4 Support Staff
Where a support staff is placed in a higher payband position under the Support Staff Collective Agreement, the terms as stipulated in the Support Staff Collective Agreement apply:
“when the duties and responsibilities of a position within a higher rate payband are assigned temporarily by the College to an employee, for a period in excess of one (1) working day, the following conditions shall apply:The affected employee shall be paid the next higher rate in that payband which provides an increase of not less than the incremental amount available to the employee in the payband occupied immediately prior to the assignment providing the resultant rate does not exceed the maximum rate of the new payband. Where such employee was receiving the maximum rate, the increase shall not be less than the incremental differential between the maximum rate and the preceding rate in that payband providing that such new rate does not exceed the maximum rate for the payband to which he/she is temporarily assigned.”
The College intends to post all temporary positions; however, circumstances may dictate that the College must fill a position immediately without a competition. Any exceptions to this policy require the approval of the President’s Executive Committee, on the recommendation of the Vice President, Human Resources.
This procedure is to be followed for the hiring of all temporary assignments.
Create a Job Fact Sheet (JFS) for all temporary administrative assignments. For positions within Support Staff, the temporary assignment should be detailed on a Position Description Form (PDF).
Submit completed JFS/PDF and provide a summary of need for temporary assignment to the appropriate Vice President for approval.
Submit approved JFS/PDF to Human Resources for evaluation and rate of compensation.
Once the evaluation and rate of pay is received, request that Human Resources post the assignment for at least five days. (For assignments that are longer than 4 months in length)
Once the position is closed, forward qualified candidates to hiring manager.
Review applications and select candidates for interview, alone or with the help of a Selection Committee.
Offer temporary assignment to chosen qualified candidate.
Obtain rate of pay from Human Resources, once candidate accepts assignment, based on qualification and experience.
Offer rate of pay to candidate and confirm acceptance.
HR 08 Hiring of Temporary Support and Administrative Staff
HR 10 New Employee Orientation