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Principles & Policies for Managing Human Resources

2.4.5.  Regular Employees In Temporary Positions

Policy Statement

A regular employee may retain regular status when appointed to a temporary position in two circumstances:

  1. When a regular employee accepts a term appointment as a result of re-employment.

  2. When a manager approves a regular employee’s request to retain regular status while appointed to a temporary position and agrees to an employment plan for when the temporary position ends.

Practices

The following practices are specific to the second circumstance only.

The hiring department provides the regular employee with a letter documenting the specific nature and duration of the temporary position.

The employee makes a request in writing to his or her current manager to retain regular status.

When determining whether or not to approve an employee request to retain regular status while appointed to a temporary position, a manager considers:

  • Will the temporary position assist the employee in meeting his or her learning plan objectives
  • Will the temporary position serve to retain a skilled and valued employee
  • Will the temporary position contribute to achieving the department’s diversity objectives
  • What options are available to backfill the employee’s vacated position (such as reviewing the re-employment list; considering an employee from the Civil Service Commission’s Supportive Employment Services inventory who requires accommodation; accessing the Civil Service Commission’s internship, recruitment and development programs; or advertising an acting status opportunity for internal staff)
  • How will operational requirements be met in the employee’s absence

To approve the employee request, the manager develops a written employment plan for signature by a department employing authority and the employee prior to the employee accepting the temporary position.

The employment plan documents what happens when the employee’s appointment to the temporary position ends. It indicates that the employee either returns to his or her previous regular position and classification or to a comparable position and classification.

The employment plan template is available: here. (available only to Internal Employees)


Roles and Responsibilities

Civil Service Commission

  • Provide advice and guidance to management and employees regarding the policy.

Managers

  • Consider and document approval or denial of employee requests.

Authority

  • Civil Service Act 5(4)(5), 13(7)
  • Civil Service Act Regulations 9(6)
  • GEMA 11:08
  • Civil Service Commission Board, Minute #14-97/98-8; as amended by Minute #2-14/15-6

Policy effective: December 17, 1997

Amended: April 10, 2014


 

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