SES cohort

The Australian Government has invested in public sector capacity to resource the Australian Public Service to deliver the Government’s agenda and meet the needs of the Australian people.

Each agency has an approved SES cohort. The size of an agency’s SES cohort is based on positions (not people) and forms part of its average staffing level (ASL).

The APS Commissioner supports the Government to monitor and manage the size of the SES cohort.

Agencies are expected to continually monitor SES cohort approved and actual numbers, including temporary positions.

The default approach to resourcing new SES positions is through reprioritisation of existing resources within agencies. Agencies should not create or fill an unapproved SES position if the agency is at or above its approved cohort.

Approval to increase an agency’s SES cohort must be provided by a decision of Government before the SES position is created or filled.

Changes to an agency’s SES cohort

The approved size of an agency’s SES cohort will change over time if:

• agency heads agree to transfer a position between agencies in the same portfolio
• a position is transferred between agencies via a Machinery of Government (MoG) change
• a secondment changes reporting arrangements, by agreement between the relevant agencies
• a temporary approval ceases
• an agency evaluates its business needs and determines it is appropriate to reduce the approved size of its SES cohort, or
• an additional position is approved by Government.

An agency must report to the APS Commisison any changes to the approved size of its SES cohort at the next reporting period.

Requesting an increase

An agency can increase its approved SES cohort through two mechanisms:

Transfer SES positions within the same Portfolio

• Reprioritisation of approved current SES positions should be the primary approach to establishing new positions.
• Portfolio Secretaries should have visibility of the approved SES cohorts for agencies in their portfolio and facilitate the transfer of SES positions within the portfolio, when possible.
• This may occur if the portfolio department or agency has excess SES positions or wishes to support secondment opportunities for SES officers, balancing the needs of the requesting agency and portfolio.
• A portfolio Secretary and an agency head may agree to the transfer of an SES position between the portfolio department and a portfolio agency, or agency heads may agree to a transfer of an SES position between portfolio agencies. A transfer can be agreed on a permanent or temporary basis.

Decision of Government

• The Expenditure Review Committee or the Prime Minister can approve a request to increase an agency’s approved SES cohort, subject to applicable budget processes and rules.
• The Government will not retrospectively agree to SES increases. This means approval must not be sought after a position has been created or filled.

Reporting

Agencies are required to report to the APS Commission on their SES cohort twice a year, as at 1 July and 1 January.

Reporting asks the agency about any changes to the approved size of its SES cohort since the last reporting period and how that aligns to the actual number of SES positions active in the agency. Reporting is based on SES positions (not people) and covers SES officers employed under the Public Service Act 1999.

• Numbers are recorded as Full Time Equivalent. For example, two SES officers job-sharing in one position at an FTE of 0.5 each would count as one position.

In reporting changes to the approved size of its SES cohort, the agency should include details of any increases or decreases to approved positions, including:

• whether they are permanent or temporary (including start and end dates)
• the reason for the change (e.g. awarded through Budget process, MoG change, ceased temporary positions, secondments or transfers where the agency has agreed to report the position), and
• the approximate date and any relevant reference numbers for approvals.

In reporting the actual size of its SES cohort, the agency should include:

• Positions active in the agency structure - whether filled by a substantive or acting employee, ongoing or non-ongoing. The duration of an acting arrangement does not need to be included for reporting purposes.
• SES secondees/transfers - if an agency has agreed to report the position as part of its SES Cohort (secondees/transfers are generally reported by the gaining agency. An approach will need to be agreed by both agencies prior to reporting the loss/gain).

It is important for each agency to maintain accurate records throughout the year including previous survey responses, tracking approvals, transfers and any other changes to SES cohort size.

SES movements via MoG changes

If a new APS entity is created, the agency head should write to the APS Commissioner to advise of the approved size of the new agency’s SES cohort. Correspondence should provide information on the number of SES positions, including whether they were approved by a decision of Government or transferred from another agency.

If a MoG change results in the movement of SES employees and/or positions between APS agencies, the respective agency heads must agree, in writing, on the number of positions that will be transferred and whether they are permanent or temporary. Each agency head should note how the transfer of SES employees and/or positions would affect the approved size of their respective SES cohorts.

If a MoG change results in the transfer of non-APS employees into an APS SES role, the receiving entity will not automatically receive an equivalent increase to its SES cohort. The receiving entity will be required to seek approval for any change to its SES cohort.

For all MoG changes, agencies should advise the APS Commission of the agreed arrangements once the transfer has concluded. SES MoG movements will also need to be reported to the APS Commission as part of the bi-annual reporting process.

Further information

Agencies seeking more information on SES cohort arrangements can contact the APS Commission at sescohort@apsc.gov.au