Directive on Interchange Canada

This directive details key stakeholders’ responsibilities regarding fair and consistent management of Interchange Canada assignments.

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This directive replaces:

1. Effective date

• 1.1 This directive takes effect on April 1, 2020.
• 1.2 This directive replaces the Directive on Interchange Canada dated June 1, 2012.

2. Authorities

• 2.1 This directive is issued pursuant to the same authorities indicated in section 2 of thePolicy on People Management.

3. Objective and expected results

• 3.1 The objective and expected results indicated in section 3 of the Policy on People Management apply to this directive.

4. Requirements

• 4.1 The head of human resources is responsible for the following:
  • 4.1.1 Ensuring that processes and procedures are in place for the effective administration of Interchange Canada assignments in their organization;
  • 4.1.2 Identifying relevant considerations, in collaboration with other senior officials, with regard to values and ethics, codes of conduct, security, privacy, information technology, information management, legal assistance and indemnification, financial management, occupational health and safety, travel, learning/training, and compensation;
  • 4.1.3 Ensuring that employees and managers have access to information, procedures and practices about entering into an agreement and managing an Interchange assignment;
  • 4.1.4 Ensuring that employees and managers are made aware that Interchange Canada assignments are subject to review and may be terminated by either party subject to the conditions outlined in the appendix to this directive;
  • 4.1.5 Ensuring that all assignment information, including changes to assignment details, is recorded in the systems prescribed by the Chief Human Resources Officer; and
  • 4.1.6 Ensuring that participants remain employees of the sponsoring organization and continue to be subject to the terms and conditions of employment applicable to their substantive position.
  • 4.2.1 Ensuring that Interchange Canada assignments are authorized by means of a written agreement that complies with the requirements contained in the appendix to this directive prior to the commencement of the assignment;
  • 4.2.2 Respecting organizational processes, procedures and considerations when entering into an Interchange Canada agreement;
  • 4.2.3 Ensuring that the Interchange Canada agreement is completed, signed by, and provided to the participant;
  • 4.2.4 Ensuring that a signed copy of the Interchange Canada agreement is retained by the department, in accordance with the appropriate information management policies and procedures;
  • 4.2.5 Ensuring that all assignment information, including changes to assignment details, are recorded in the systems prescribed by the Chief Human Resources Officer;
  • 4.2.6 Ensuring that the participant is informed of policies, procedures and considerations applicable during the period of the Interchange Canada assignment, including but not limited to values and ethics, codes of conduct, security, privacy, information technology, information management, financial management, legal assistance and indemnification, occupational health and safety, travel, learning/training, and compensation;
  • 4.2.7 Respecting the maximum allowable assignment duration of three consecutive years, whether the assignment takes place in one or more organizations;
  • 4.2.8 Respecting the two‑year waiting period in between Interchange Canada assignments, unless it has been waived;
  • 4.2.9 Ensuring that the incoming participant possesses the necessary reliability check or security clearance before an assignment starts;
  • 4.2.10 Paying for all business expenses, including preliminary candidate interviews, business travel and formal training while the participant is on assignment;
  • 4.2.11 Ensuring that all information acquired by incoming participants during an Interchange Canada assignment remains subject to the Security of Information Act and the Policy on Government Security;
  • 4.2.12 Ensuring that all records produced by incoming participants or by anyone on their behalf in carrying out any duty related to an assignment remain the property of the Government of Canada and are subject to Crown copyright;
  • 4.2.13 Ensuring that an assignment is not undertaken between the core public administration and a minister’s office;
  • 4.2.14 Ensuring that prospective Interchange Canada participants:
    • 4.2.14.1 Have the skills and abilities to perform the duties of the assignment; and
    • 4.2.14.2 Have been employees of the sponsoring organization, including a personal corporation, for a period of at least six months prior to the commencement of the assignment, unless a shorter period of employment is approved;
    • 4.2.24.1 For incoming participants who earn more than the total compensation package of the group and level of work they perform, the salary refund should not exceed 125% of the total compensation package for that group and level, unless authorized by the deputy head of the host organization;
    • 4.2.29.1 Obtained private accident insurance, supplementary medical insurance and long‑term disability insurance for the duration of the assignment, before the assignment starts;
    • 4.2.29.2 Demonstrated that the sponsoring organization has registered with the Canada Revenue Agency to remit the Goods and Services Tax or the Harmonized Sales Tax, Canada Pension Plan or Quebec Pension Plan premiums, Employment Insurance premiums, and income taxes, as applicable; and
    • 4.2.29.3 Provided their most recent statement of earnings;
    • 4.3.1 Ensuring that they meet all requirements for eligibility as outlined in this directive prior to the commencement of this assignment;
    • 4.3.2 Complying with the Values and Ethics Code for the Public Sector, Part 7 of the Public Service Employment Act, and any codes of conduct that are in effect in their sponsoring organization;
    • 4.3.3 Adhering to all of the terms and conditions of their Interchange Canada assignment;
    • 4.3.4 Respecting the relevant terms and conditions of their employment and/or collective agreement, legislation, and Treasury Board and departmental policies while on assignment;
    • 4.3.5 Respecting the working conditions of the host organization, including working hours, designated holidays, overtime, security requirements, and the scheduling of vacation or unpaid leave;
    • 4.3.6 Completing any training required to fulfill the duties of the assignment; and
    • 4.3.7 Submitting leave requests and performance management agreements to their sponsoring organization in accordance with departmental policies.
    • 4.4.1 Respecting the principles and intent of the Values and Ethics Code for the Public Sector, the Policy on People Management and any organizational codes of conduct;
    • 4.4.2 Protecting and managing government records and other sensitive information stored on devices and transmitted across external networks;
    • 4.4.3 Keeping government property and information safe and secure at all times;
    • 4.4.4 Informing their host manager immediately in the event that any information or Crown assets are lost, stolen or damaged; and
    • 4.4.5 Returning all government property and material, whether classified or unclassified, at the end of an assignment.

    5. Roles of other government organizations

    • 5.1 The roles of other government organizations in relation to this directive are described in section 5 of the Policy on People Management.

    6. Application

    • 6.1 This directive applies to the employees and organizations listed in section 6 of the Policy on People Management.
    • 6.2 Subsection 4.4 applies to incoming participants, regardless their employer.
    • 6.3 The appendix to this directive, the Standard on the Administration of Interchange Canada, applies to all incoming and outgoing assignments.

    7. References

    • 7.1 Legislation
      • Security of Information Act
      • Policy on Legal Assistance and Indemnification
      • Policy on the Management of Executives
      • Directive on Performance Management
      • Directive on Terms and Conditions of Employment for Executives
      • Directive on Conflict of Interest
      • Foreign Service Directives
      • Isolated Posts and Government Housing Directive
      • NJC Relocation Directive
      • Travel Directive

      8. Enquiries

      • 8.1 For information about Interchange Canada assignments, contact the departmental Interchange Canada liaison officer.
      • 8.2 For interpretation of any aspect of this directive, contact Treasury Board of Canada Secretariat Public Enquiries.