Policy on Language of Work

Definitions and Notes for the Reader

Background: http://www.tbs-sct.gc.ca/pubs_pol/hrpubs/OffLang/olpf-cplo_e.asp

Regions designated as bilingual for language-of-work purposes:
http://www.tbs-sct.gc.ca/pubs_pol/hrpubs/offlang/chap5_1_e.asp

Personal and central services:

Here are some examples:

• accounting services
• administrative services
• financial and budget services
• computer services
• evaluation and audit services
• legal services
• library, archival and information/communications services
• management advisory services and consultation services
• materiel management services
• purchasing and procurement services
• asset management services
• security services
• staffing and classification services
• technical services
• translation services
• pay and benefits services
• health care services
• vocational guidance services
• grievances

Official Languages Act: http://lois.justice.gc.ca/en/o-3.01/

Deputy Heads:

This term is equivalent to "deputy minister", "chief executive officer" or some other title denoting this level of responsibility.

Effective use:

Actual, routine use of either official language in a work environment where employees can work in the official language of their choice.

Bilingual or either/or:

When functions have to be performed in French and English, the language requirement is identified as bilingual. When functions can be performed in either French or English, the language requirement is identified as reversible.

Regularly and widely used work instruments and computer systems:

For example, the following work tools or instruments are available in both official languages in regions designated as bilingual for language-of-work purposes:

• manuals and handbooks of policies, procedures and directives;
• handbooks and documentation needed to deliver services to the public or to employees; and
• lexicons and official institutional publications that employees consult and other similar tools that they use in performing their duties.

Note that this list is not exhaustive. The institution is responsible for deciding on a case‑by‑case basis whether work instruments meet the definition of "regularly and widely used." This obligation applies no matter what format is used to make the work instruments available to employees (paper, electronic, etc.).

With regard to computer systems, those provided to employees as information sources or work tools must allow navigation and access to information in either official language; the information must also be available in the official language of the user's choice. As with work instruments, the institution is responsible for deciding on a case-by-case basis whether computer systems meet the definition of "regularly and widely used."

• This requirement covers software applications, such as an office automation suite (word processor, electronic document management, spreadsheet, e-mail, etc.) made available to help employees perform their duties.
• In general, this does not include specialized software such as that used by system managers and support technicians to install, configure, maintain and manage the underlying software and hardware infrastructure that makes the institution's software suite available to employees.
• Regularly and widely used information technology systems, including software packages, acquired or produced by or on behalf of institutions after January 1, 1991, are available in both official languages.

Measures to enable employees to use their preferred official language in meetings: http://www.hrma-agrh.gc.ca/ollo/tools-outils/pg/reunionmeeting_e.asp

Central and common services agencies

Agencies that are obliged to respect official languages use by personnel in the institutions over which they have authority or which they serve. These institutions include the Privy Council Office, Treasury Board Secretariat, Department of Finance, Public Service Commission, Department of Justice, Canada School of Public Service, Public Service Human Resources Management Agency of Canada and Public Works and Government Services Canada.

Individual responsibilities:

For communications between employees in different regions, the following principles apply: 

• When an employee in a bilingual region or an employee of a central and common services agency communicates with an employee in a unilingual English region, communication is in English.
• When an employee in a bilingual region or an employee of a central and common services agency communicates with an employee in a unilingual French region, communication is in French.
• When an employee in a bilingual region communicates with another employee in a bilingual region, communication is in French or English, at their choice.
• When an employee of a central and common services agency communicates with an employee in a bilingual region, communication is in the language of choice of the employee in the bilingual region.
• When an employee in a unilingual French region communicates with an employee in a unilingual English region, unilingual French region or bilingual region, communication is in French, according to the principle that the person who receives the message is responsible for understanding it.
• When an employee in a unilingual English region communicates with an employee in a unilingual French region, unilingual English region or bilingual region, communication is in English, according to the principle that the person who receives the message is responsible for understanding it.

Office of the Commissioner of Official Languages: http://www.ocol-clo.gc.ca/

Person responsible: http://www.hrma-agrh.gc.ca/ollo/common/listinstitution_e.asp