GLOSSARY ON MOBILITY ISSUES
IN THE ENGLISH LANGUAGE
DISCLAIMER:
"This glossary is created by the intergovernmental European Public Administration Network (EUPAN) and does not represent
the official view of the European Commission or the European Union institutions, and the European Commission accepts no
responsibility or liability whatsoever with regard to its content".
GLOSSARY ON MOBILITY ISSUES IN THE ENGLISH LANGUAGE
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1
Acceptance of post
Agreement to take up the post on offer.
2
Access to post
3
Administrative
Access to a post that is a right as a
consequence of passing an open competition
or an internal selection process, being eligible
to compete for the post and having met the
selection criteria for the post.
Relating to the running of an organisation.
4
Active employment Employees currently in post with active
contracts of employment.
(workforce)
5
Administrative
remedy
6
Allowance
7
Annulment of
administrative act
8
Appeal
9
Appointment/
Recruitment
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In Spain the term active population refers to people 16 years or more
who provide the labour force for the production of goods or services or
are available for the production of goods or services or are available,
and in a position, to join this production. It includes both the employed
and the unemployed who are actively seeking employment.
Method that allows a public administration to
remove the invalidity of an act through
specific administrative procedures (“secondgrade procedures”).
Amount of money paid in addition to basic
salary for expenses such as travel, rent,
subsistence or for the performance of higher
duties, special functions or qualifications.
An official or legal cancellation of an
administrative act or a remedy that invalidates
the act, removing it and its effects.
Seeking the reversal of a decision.
Assigning a successful candidate to a post.
In the Czech Republic, the expression “appointment” is used.
In Cyprus only the term “appointment” is officially used for
recruitment to any statutory public post.
10
Appointment
impediment
A circumstance or condition which makes
appointment not possible
In the Czech Republic, the expression “restriction” is also used.
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Appointment
qualifications
12
Assignment of
duties
Assumption of
duties
13
14
15
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19
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21
22
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Specific professional/educational/contractual
requirements or experience which must be met
by an official and are necessary for
appointment.
Allocation of responsibilities and tasks.
To take on responsibility for duties.
A standard or point of reference for
comparison purposes.
The best procedure or way of acting; an
Best practice
example which others may follow for best
results.
Board of personnel Committee of officials with specific
responsibilities in relation to personnel
selection
selection.
Consulting structure that deals with issues of
In Cyprus the term used for initial screening is “Advisory Committee”
Boarding
concern in relation to the selection of
Committee
personnel.
A division or office of an organisation,
Branch
sometimes in a different geographical location.
Post that is budgeted for within the approved
In Austria, established post has the same meaning.
Budget covered
plan of expected expenditure.
post
An office or department for transacting
Not used in Austria.
Bureau
particular business.
Career development usually implying
Career
promotion.
Progression
Distribution of personnel in an organisation
In Cyprus the term is also used in reference to posts (offices) for
Categories
into classes or categories of employees based purposes of appointment or promotion
classification
on certain duties, skills and responsibilities.
(and education in Austria).
Instruction for distribution to a large number
Circular
of people.
Benchmark
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Civil sector
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Permanent professional branches of a state’s
Not used in Austria.
administration, excluding military and judicial
branches. The term is not therefore as broad as In Italy, the civil sector includes all (central and local) public
“public sector”.
administrations.
The public sector in Greece includes:
• Ministries
• Local Government Agencies
• Legal Entities of public law
25
Civil Servant
Member of the civil service/person employed
in a national, regional or local department.
In Cyprus the term civil or public service is used interchangeably.
This comprises of the Ministries/Independent Services, but not the
military, the judiciary, the police, the army, local authorities or legal
entities of public law. The term “wider public sector” comprises all
of the above.
In Austria, a distinction between “civil servants” and “contract staff”
must be made. Civil servants are employed by virtue of a sovereign act
called “appointment”. As a rule, appointment is for life.
The legal status of “contract staff” is comparable to that of wage
earners and salaried employees in the private sector. When talking
about both groups without differentiation they are called “public
employees”.
In the Czech Republic, civil service includes only part of the public
administration (around 70,000). Mostly positions in the ministries and
their agencies. Staff in regional and local government are territorial
self-government officials.
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In France, there is a distinction made between civil servants and not
established officers, both categories are included under the general term
of public official. Established civil servants have a statutory and
regulatory position vis-à-vis the administration which sets them apart
from not established officers, recruited on contract (fixed term or not).
In relation to Germany, the more general term “public employee”
should be used instead. A distinction is made between civil servants
and salary and wage earners in the public service. Civil servants stand
in a special relationship of service and loyalty governed by public law
and they are usually employed on life tenure. In contrast, salary and
wage earners in the public service are employed on the basis of an
employment contract.
In Spain, this term refers to pubic employees subject to administrative
law. They may be “career civil servants” and “interim or provisional
civil servants”. As a rule, the majority of public administration
positions have to be held by civil servants.
In UK, staff in regional and local government are not civil servants.
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Civil Servant Act
In Cyprus the term civic/public servant refers only to statutory
members of the civil/public service, i.e., permanent employees in
Ministries/Independent Services.
Legislative provision governing civil servants. In the Czech Republic, apart from Civil Servant Act there is also the
Act on Territorial Self Government Officials.
In Cyprus this term is not used. Legislative provisions governing
civil/public servants are included in the “Public Service Law” and other
Regulations.
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Civil Service Code
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A Code of rules for Civil servants covering
conduct, ethics, etc.
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In Austria, the Civil Service Code is the Act concerning rules and ethics
for “civil servants”. The Act concerning rules and ethics for “contract
staff” is called “Contract Staff Act”.
In Greece, the Code of Civil Servants is the law applied to civil
servants concerning their terms and conditions of employment whereas
the Code of Ethics (not yet ratified by the Greek Parliament) has to do
with the rules for civil servants concerning ethical behaviour.
In Spain, this code concerns all issues not only ethics.
In Cyprus this term is not used. Legislative provisions governing
civil/public servants are included in the “Public Service Law” and
Public Service Regulations. Provisions on ethical matters are also
included in the Public Service Law.
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Classified post
29
Code of conduct
30
Collective
agreement
Post included in a particular class of
employees.
Set of principles governing behaviour.
An agreement between employer’s
organisation and employees’ organisation
concerning employment conditions.
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Comparable
employment
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Competencies
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Competition
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Condition of entry
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Contract
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Contracting
authority
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Employment which may be considered similar
in terms of the types of duties, responsibilities
and skills required.
The expression is considered in the
Communication from the Commission COM
(2002) 694: the migrant workers' previous
periods of comparable employment acquired
in another Member State must be taken into
account by Member States' administrations for
the purposes of access to their own public
sector and for determining professional
advantages in the same way as applies to
experience acquired in their own system. The
expression "previous periods of comparable
employment" must be seen in the context of
each Member State's system.
The skills, knowledge and behaviour required
by an individual to perform a task, job or role.
A selection process to determine the suitability
of applicants for a position.
Factors or conditions that are stipulated as
requirements to gain access to a post.
Written or spoken agreement concerning
conditions employment (Directive 91/533)
states that.
Authority that stipulates contracts and
In the French public service system, social dialogue relates to
negotiates collective agreements for public
consultation and not negotiation, which is contrary to the private sector.
employees.
The administration which leads this consultation retains discretionary
power when it has concluded. There is no “contracting authority” which
would have the power to negotiate or conclude agreements in the name
of the administration.
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Contractual staff
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People employed on for instance, or a limited- In Austria, a limited time public employee is called “temporary staff”.
time contract to do a particular job; non core
staff.
In Germany, this term covers all staff, irrespective of the term of the
contract. The limitation to “non core staff” is not correct if the term is
applied to the situation in Germany.
38
Corp
Organization regarding personnel under
specific order (e.g.: military and police
administration, magistrates, diplomats, etc.).
39
Decentralisation
Movement of departments away from a single
administrative centre to other locations.
In Spain, “labour” or “contract” employees refer to public employees
subject to labour law.
In Spain, access to public administration takes place in a civil servant
corp or scale according to the level of qualification required which
condition the area of work and the functions.
In Austria, this term is mostly used in connection with the transfer of
tasks from the central authorities (ministries) to regional organised
authorities.
In Spain, this term may mean:
• Transfer of competencies from one administration with wider
territorial jurisdiction to another one with a more limited ambit;
or
• Transfer of management activities within one administration to
bodies or organisations with their own legal status and financial
and management autonomy.
40
41
Definition of duties An exact statement or description of the
nature/scope of duties.
Entrusting authority to an official, allowing
Delegation
him/her to act and make certain decisions for
the Minister or other higher authorities.
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Department
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First level compound structure of a Ministry or In the Czech Republic a department is the second compound structure
a public institution with a specific area of
of a Ministry.
activity.
In Ireland and UK a department means Ministry.
In Italy, there are generally two organisational types for Ministries
• For departments and Agencies (e.g. Ministry of Economy &
Finances) there are many departments for organisational items
and one or more Agencies. The Agencies may have more or less
autonomy, even if they have or have not the judicial personality.
For Directors General they have many offices at DG level and a
Secretary General for the general coordination.
43
44
Departmental
committee
Detachment
Internal committee in a public administration
department.
Temporary placement of an employee to
different employment (e.g. on secondment,
exchange or transfer, etc).
45
Devolution
The transfer of power to a lower level
46
Direction,
directorate,
directory
A section of a government ministry or
department in charge of a particular activity.
47
Statement of organisational strategy, goals,
Direction’s/
organization’s plan objectives, concrete measures, deadlines and
persons responsible.
In French law mobility of civil servants can occur in different statutory
ways. It should be noted that there is a difference between détachement
which is when the transferred official is paid by the other department or
organisation and mise a disposition (being made available) which is
when the official is remunerated by his own administration. The officer
returns to the parent department at the end of such periods.
In Cyprus this term is not used since internal mobility is not possible
for most categories of posts. Employees generally cannot be placed in
different employment other than by means of secondment. Within the
same employment (e.g. to the same Department but located in another
town) the term “transfer” is used.
In Austria, it is the transfer of power to a higher level.
“Direction” is not used in the UK.
In the Czech Republic, this term is only used in the case of the name of
an institution (e.g. General Directorate of Civil Service).
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Discharge
Termination of employment.
49
Dismissal
Termination of employment with or without
notice e.g. as a disciplinary penalty.
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Displacement
The substitution of one officer for another.
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Entitlement
That to which a person has a right.
52
Entry requirement Conditions/qualifications/experience/requirem In Austria, appointment requirement has the same meaning.
ents needed to gain access a post.
53
Established post
54
Evaluation system
55
Exchange of civil
servants
56
Exchange Scheme
57
Exclusion
(temporary) from
service
Exemption from
service
Expenses
58
59
In French law, dismissal is not possible due to the statutory and
regulatory position of civil servants (except in the case of dismissal for
professional incompetence). However, the legal connection between an
not established officer and the administration is ended when a contract
expires and is not renewed.
Permanent Post included in the organisation
chart.
System for the assessment and appraisal of
employees’ activities and performances.
Temporary and mutual interchange under a
reciprocal arrangement of civil servants from
one organization to another.
A Scheme concerning two officers who
perform each other’s job for a period of time.
Not used in the Czech Republic.
Temporary suspension from holding office.
In Cyprus the term interdiction is used to refer to a period during which
the employee may be suspended pending an investigation of a
disciplinary or penal offence.
Free from obligation to fulfil service.
Costs incurred in the performance of one’s job
or a specific task.
In a German and Austrian context, this term means the determination of
modalities for exchange projects. This must not necessarily be a 1:1
exchange.
Not used in the Czech Republic
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Feedback
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Filling of posts
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Flexitime/ Flexible
Working Time
63
Free movement
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Full engagement
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General Service
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Giving information to an officer regarding
his/her performance of a task.
Act of selecting and appointing individuals to
the posts.
A system allowing employees to vary their
In the Czech Republic, only a few institutions use this, mostly higher
starting and finishing time within limits
positions.
specified by the employer.
Free movement of workers (art. 39 EC: every
EU citizen has the right to take up employment
in another MS. The 4th sub paragraph of Art 39
states that free movement of workers does not
apply to “posts in public administration”. The
European Court of Justice has stated that this
exception only applies to “posts which concern
direct or indirect participation in the exercise
of public power and to functions which have
the objective of safeguarding the general
interests of the States or other public
organisations”.
Fully occupied engagement on the task at
hand.
Administrative (other than professional),
Not used in Austria.
executive or clerical grades in the civil service. Not used in the Czech Republic.
Not used in Italy.
Not used in Latvia.
Not used in the UK.
In Spain, this term is used to refer to horizontal positions or units in
charge of managing common services such as budget, staff or economic
management.
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General status of
civil servants
The set of rules governing civil servants' rights Not used in Austria.
and duties.
67
Grade
68
Grading posts
69
Grievance
A particular level of rank or responsibility or
salary.
Classifying posts according to their duties and In Cyprus the classification of posts in grades is also made according to
responsibilities relative to their posts.
qualifications required.
Real or imagined cause of complaint.
70
Guidelines
General rules, principles or advice.
71
Hierarchical
72
Implementation
73
Increment
Appeal to an authority higher than the one
which enacted the particular administrative
decision.
To put a decision, plan, piece of legislation or
agreement into effect.
A regular increase in salary, on a scale of pay.
74
Induction
Formal introduction to a new job or position.
75
Interest of the
service
What is of concern to or may benefit the civil
or public service.
76
Job analysis
77
Job enrichment
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Job share
The process of identifying the duties, tasks,
sub-tasks and steps that together, compose a
job.
The improvement or enhancement of the
quality of a person’s job.
An agreement under which a post and the
responsibilities associated with it are shared
among several (usually two) persons.
appeal
There is no job sharing in Austria.
Rarely used in the Czech Republic.
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Knowledge
transfer
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Language
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The sharing by an officer transferred of facts,
information, skills acquired through
experience or education.
Competence or skill in a language.
proficiency
81
Law of civil
servants
Law, rules, which apply to civil servants (e.g.
their terms and conditions).
82
Leave of absence
Permission to be absent from work.
83
Leave without pay
Unpaid absence from work.
84
Legal entity of
private/ public law
85
86
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A private/public law body with its own
In Spain, in the public sector they refer to public organisms whether
patrimony and the capacity of active or passive subject to private or public law.
juridical actions. Its main character is a
separate patrimony.
In Cyprus another term used is “Semi-government Authority”
Civil,
disciplinary
or
penal
obligations
or
Liability (civil,
disciplinary, penal) responsibilities.
List of appointees List of employees who are assigned a post or
office.
List of transferees
88
Local authority/
administration/
government
89
Misconduct
List of employees who have been transferred
or are available for transfer.
In Greece, the list of transferees concerns only those employees who
are available to be transferred and not those who have already been
transferred.
In Cyprus, the term “interchangeable staff” is used.
Institutional units whose fiscal, legislative and In Austria, a distinction is made between federal (Bund), province
executive authority extends over geographical (Lander) and local (Gemeinde) level. Local administrations have fiscal
areas which have been separated for
and executive authorities, no legislative authority.
administrative and political purposes.
Unacceptable or improper behaviour.
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Mobility within
one’s member
State’s
administration
The ability to move or be moved to another
part of the administration internal mobility).
91
Mobility between
the public sector in
the European
Union
Free movement of public sector workers
within the EU. (See also Commission’s
communication “Free Movement of Workers –
achieving the full benefits and potential”
December 2002.
92
Non permanently
Temporarily assigned post.
93
appointed official
post
Non tenured
official/ employee
Employee not holding an official post in the
organisation.
A person who holds public office or has
official duties within a government department
or public institution but not a politician or
political appointee.
94
Official
95
Outsourcing
Obtaining goods or services by contract from
an outside supplier.
96
Overtime
Allowance
97
Parental Leave
98
Part-time
employment
Pay Scale
An allowance for time worked in addition to
normal working hours.
A statutory entitlement for parents of young
children to paid and/or unpaid leave from
work.
Part time work allows staff to avail of an
attendance pattern other than full-time.
Remuneration for a position which consists of
periodic increases in amounts until a
maximum amount is reached.
99
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In Cyprus this term currently applies only to a certain category of staff,
namely the “interchangeable staff”, which comprises administrative and
clerical staff .
In Cyprus this can also be a non-statutory employee or contract staff.
In Cyprus the term holds the opposite meaning. An official is a person
holding public or other office, but usually upon political appointment.
The term used for persons holding statutory public office, is “Officer”.
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Pension
101
Pension Scheme
102
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Performance
Indicator
Performance
Management
System
Personal file/
dossier/ record
Personnel Officer
106
Placement
107
Post
108
Posts per category
109
Probationary
period
110
Professional
111
Promotion
103
104
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Regular payment made to officers on reaching
the official retirement age.
Scheme determining the conditions of pension
rights.
A method of providing specific information on
the level of performance.
Results based approach/system to monitor and
evaluate an officer’s work.
File/ dossier/ record containing information
and records relating to the employee.
Officer concerned with the appointment,
In Italy, this could be the Personnel Director.
training welfare and personnel development of
employees.
In Cyprus , “Personnel Officer” is the official job title of officers
holding specific posts in the Public Administration and Personnel
Department of the Ministry of Finance, the central unit responsible for
personnel policy across the public service .
Assignment of an employee to a particular
In Cyprus, the term “placement” refers to assignment of an employee,
position.
upon appointment, to a particular Ministry/Department /Service (not to
a position) .
A position of paid employment.
In Cyprus the official term is “office”.
Number of posts which are included in a
particular group or sub-group.
Prescribed time period to test or observe
employees suitability before they become
established/permanent.
Relating to an occupation for which formal
education/experience are required. Term also
refers to person engaged in a such occupation.
Career advancement resulting in the raising of
grade, rank or position.
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Public
administration
113
Public Holiday
114
Public sector
employee/ worker/
servant/ official/
officer/ agent
115
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1. The act of carrying out Government
policy;
2. the collective term for all those groups
and bodies carrying out Government
policy.
A day which may be allowed as a holiday on a
national level as distinct from annual leave
allowed.
Employee/ worker/ servant/ official/ officer/
agent of public sector. The public sector may
consist of not only the civil service but also the
local authority service, the Defence Forces, the
Police Force, Teachers, Hospital staff and staff
of public organisations/corporations.
A public servant who is employed for a limited
time period and whose work is regulated by a
contract.
Services created, organised, regulated by a
public administration authority.
Professional requirements in respect of
education and training.
116
Public servant
under fixed term
contract
Public Services
117
Qualifications
118
Rank
Position within the hierarchy of an
organisation.
119
Reassignment,
reassignment act
The placement of an officer, on resumption of
duty on other duties and/or in another location.
120
Recoupment
Reimbursement for money spent.
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In the Czech Republic the term covers both governmental
administrative authorities (central, territorial) and non-governmental
(chambers, universities) institutions.
In Spain, the terms “public employees” or public workers” refer to
people working in the public sector. They comprise civil servants and
labour or contract employees.
In Cyprus the term “wider public sector” is used in this case.
In Cyprus these are described as “academic qualifications”.
Not generally used in the UK.
Not used in Austria, “reimbursement” is used.
“Reimbursement” is the term generally used in the Czech Republic.
In Cyprus the term “reimbursement” is used.
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121
Recruitment Policy The overall practice and/or policy of finding
new staff to join an organisation.
01112 Reinstatement
To restore an officer to his/her original
2
employment.
123 Removal from post Being taken out of one’s post; for managers:
being removed from an assignment.
124 Remuneration
Payment in return for work carried out.
125
Resignation
126
127
Responsibility
(civil, disciplinary,
penal)
Right to petition
128
Salary
129
Seasonal officer/
employee/ worker/
servant
Secondment
130
131
132
133
Provision by an officer of formal notice of
intent to terminate contract before the term of
employment expires.(Applicable to labour or
contract employees.)
Civil, disciplinary or penal liability to
undertake certain duties or to behave
according to law or code of conduct.
Right to put forward a written request for a
course of action, usually accompanied by a list
of signatures of people supporting the request.
In some cases it may also include the original
decision.
Fixed regular payment in return for work
carried out, usually on a rate per annum.
Officer/ employee/ worker/ servant required
only during certain time periods of the year.
The temporary transfer of an official to
another position or employment.
Area or workgroup within an office with
In the Czech Republic, a section is also the first level compound
Section
specific responsibilities.
structure of a ministry.
Choosing suitable candidates for assignment to
Selection
posts.
Senior civil servant Civil servant with higher rank/ with higher
authority, accountability and responsibilities.
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Seniority
135
Service council
136
Service regulation
137
Service unit
138
139
Sick leave
Skilled personnel
140
Special posts
category
Staff committee,
Staff regulations
committee
Staff rotation
141
142
143
Status of civil
servants
144
Study leave
145
Substantive
146
Superannuation
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•
•
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Level within the grade held
Ranking with respect to length of
service
• Length of service
Council which has the task to settle a dispute
concerning civil servants.
Not used in the UK.
Rules or procedures that dictate how to
provide a service.
Operational structure that is in charge of
providing a service.
Leave of absence granted because of illness.
Qualified/trained employees with practised
ability/experience/competence in the
considered area.
Group of posts which requires special access
credentials or special entry requirements.
Official group of employees, dealing with
specific projects/areas related to staff
regulations/matters.
Transfer or movement of personnel from one
position to another, often to gain experience.
Position of civil servants within hierarchy of
civil service.
Not used in the UK.
Leave of absence granted to devote time and
attention to attendance at a course or the
acquisition of knowledge.
Denotes appointment which has been
confirmed as being permanent. As opposed to
an “acting” appointment which has not been
made substantive.
Arrangement whereby regular payment is
made into a fund towards an officer’s future
pension.
In Cyprus the term “educational leave” is also used.
Not used in the UK or Spain.
T
Teerrm
m
M
Meeaanniinngg
147
Superior category
branch
Management level.
148
Suspension
Temporary removal of an employee from the
job.
149
Telework
150
Temporary staff
To work from home, communicating with the
work place by phone, email or fax.
Staff appointed for a limited time.
151
Termination of
service
End of employment.
152
153
Terms and
Conditions of
employment
Trainee
154
Training
Statement of arrangements surrounding
employment, such as leave, hours, notice
requirements, etc.
Person undergoing training for a particular job
or profession.
Learning/Teaching a particular skill.
155
Transfer
(requested/ not
requested)
Travel and
Subsistence
156
157
Unclassified post
158
Unit
159 Unjustified
abstention from
duty
160 Vacancy
L
Looccaall ddiiffffeerreennccee iinn tthhee m
m
meeaanniinngg ooff tthhee tteerrm
Not used in the UK.
Not used in Latvia.
Not used in Austria.
In Cyprus the term interdiction is used to refer to a period which the
employee may be suspended pending an investigation of a disciplinary
offence.
Rarely used in the Czech Republic.
Employee transfer from one office to another.
Payments to reimburse officials who are
obliged to travel away from headquarters on
official business.
Post that is not included in the categories
classification.
A specialised division of the public
administration which has got specific
functions.
Absence from work without appropriate
authorization.
Unoccupied post.
Not used in the UK.
Not used in Latvia..
In the Czech Republic “unit” is the lowest level of management.
T
Teerrm
m
M
Meeaanniinngg
161 Variable/ flexible
work
Alternative working patterns, as agreed
between the employer and the employee,
which may include fixed-term, part-time and
teleworking/ homeworking.
162
Fixed regular payment earned for work or
services, usually a weekly rate.
Wages and
salaries
163 Work share
When two or more part time employees share
a post.
L
Looccaall ddiiffffeerreennccee iinn tthhee m
m
meeaanniinngg ooff tthhee tteerrm
Not used in Austria.