CFIA Alternation Process Guiding Principles

Alternation occurs when an opting employee who wishes to remain with the Canadian Food Inspection Agency (CFIA) exchanges positions with an indeterminate, non-affected employee (alternate) who is willing to leave the CFIA with the Transition Support Measure (Option B) or the Education Allowance (Option C).

An opting employee is an indeterminate employee who has been notified that their services are no longer required and has been given access to the Options under the Employment Transition Appendix provisions and has not yet chosen an option.

A non-affected employee is an employee who has not been declared affected or surplus, or whose affected status has been rescinded.

Principles

  1. The CFIA will support opting employees to find continued employment within the Agency, where and when possible.
  2. Alternation provides the opportunity to manage attrition while providing access to continued employment for opting employees.
  3. Alternation is a component of management's decision making-process to manage the workforce.
  4. Alternation will be based on whether it allows CFIA to retain the skills required to meet the current and future needs needs of the alternate's position and the Agency. The Branch Head has the flexibility to accept or reject a request for alternation, based on their assessment of experience, skill sets and the current and future needs of the organization.

The Alternation Process

  1. Opting and non-affected employees who are interested in alternation are asked to complete the Request for Alternation Form available on the CFIA's intranet site. Opting employees are also asked to provide a copy of their curriculum vitae with the request. If you don't have access to the intranet site, you may request a copy of the Request for Alternation Form from the CFIA Workforce Management Team at cfiatransitionacia@inspection.gc.ca.
  2. HR will make available the absorption capacity by posting information on the positions of non-affected and opting employees wishing to alternate (group and level, position title, Area). HR will provide potential alternation matches to the Branch Head(s) of the opting and non-affected employees.
  3. At any time, opting employees can seek out and identify a possible match and bring it to the attention of their Executive Director who will discuss with the HR Strategic Manager.
  4. Local/regional/area Employment Transition Committees are also encouraged to find potential matches that will be referred to Branch Heads for consideration through the HR Strategic Manager.
  5. The Branch Head of the non-affected employee must conduct an assessment based on the current and future needs of the Agency. Where more than one match is provided, the employee who best meets organizational needs will be alternated. Organizational needs includes (but is not limited to): required qualifications and conditions of employment, official language requirements, Employment Equity, training required by the employee who is staying with the Agency and location (reasonable proximity).
  6. All alternation matches must be presented to HR Committee with a rationale for acceptance or refusal.
  7. HR Committee will undertake a strategic discussion to determine whether the proposed alternation meets the current and future needs of the CFIA. The Committee will have an oversight role to ensure that:
    1. due process has been followed (challenge function);
    2. assessment of all employees was conducted in a fair and objective manner.
  8. The Branch Head must save a record of rationales, decision and key documentation on file, to ensure a solid, auditable record of decision making related to the implementation of this strategy.

Alternation outside the Agency

CFIA employees are not able to alternate outside the Agency. However, CFIA will explore opportunities for an interdepartmental exchange of positions should they arise and be approved by the core department. If an opting or non-affected employee finds a match outside the Agency and the qualifications are confirmed by the Branch Head, then a "without solicitation" appointment can be processed.

The Alternation Outcome

  1. Opting employees who wish to remain at the CFIA will be performing the duties of their new position, so they must meet the requirements associated with their new position (including conditions of employment). This supports the retention of the skills and talent needed in the Agency going forward.
  2. Employees alternating who are leaving the CFIA will do so usually within 5 days, therefore it is not necessary for them to meet the requirements of the position. However, due to program or operational requirements there may be a need for the employee to stay longer. In these circumstances, the alternating employee leaving the CFIA will need to meet the requirements of the position (including conditions of employment) and the date of departure will be mutually agreed to by the manager.
  3. Ultimately the Branch Head acting in the best interest of CFIA, will approve or reject a request to alternate.