|
|
Guidance Series - Integrating Employment Equity in the Appointment Process
Table of Contents
Appendices
1. Introduction1.1 Background
The preamble to the new Public Service Employment Act (PSEA) states: "Canada will continue to gain from a public service that strives for excellence, that is representative of Canada's diversity and that is able to serve the public with integrity and in their official language of choice." Canadians expect their needs, concerns and interests to be reflected in the policies, programs and services that governments provide to its citizens. Diverse perspectives and approaches contribute to better programs and stronger policy advice for the benefit of all Canadians. The public service, as an employer, cannot afford to overlook the strategic opportunity provided by a diverse labour pool. The federal public administration has made progress in improving the public service representation of the four groups designated under the Employment Equity Act (EEA): women, persons with disabilities, aboriginal peoples and visible minorities. However, the representation of visible minorities is still below its availability in the Canadian workforce. In the next decade, the working age population in Canada will increasingly come from the visible minorities and Aboriginal groups. Consider these facts. By 2017, visible minorities will be between 19% and 23% of the Canadian population, with percentages well above the 50% mark in big cities like Toronto and Vancouver (estimates from Statistics Canada). Aboriginal peoples currently represent 4.4% of the population, but this number is growing by 22% every 5 years, compared to only 3.4 % growth every 5 years for the non-Aboriginal population. (Statistics Canada 2001). At the same time, the public service work force is ageing: a large number of public servants, particularly persons with disabilities, will be eligible for retirement. The 2003- 2004 Annual Report to Parliament on Employment Equity in the Federal Public Service noted that two thirds of persons with disabilities in the public service are 45 years of age or older and thus eligible for retirement within 10 years, while half of the rest of the public service is in this age range. Given the demographics, the next decade is an opportunity for the public service to renew itself. Good planning to replace retiring public servants will result in a public service workforce that reflects the diversity of the country and is able to serve the public in the official language of their choice. The new PSEA provides more flexibility for meeting the government's commitment to increase the representativeness of the public service. It provides employment equity (EE) measures and new options for customizing staffing to meet the needs of organizations, while respecting the core values of access, fairness and transparency. It also sets a context for managers and human resources advisors to form a strategic partnership to help the government move forward. 1.2 Purpose of this documentThis document is a tool for the human resources (HR) advisor. It is designed to provide guidance for integrating employment equity objectives and considerations into each step of the appointment process. The document introduces and uses an employment equity lens as a tool for helping managers make decisions at key points. It also explains how EE can be achieved by using the flexibilities in the PSEA and by sharing models and lessons learned. The main sections of this document are:
There are also legal and other reference sources and links to additional resources in the Appendices. 2. Employment equity under the new PSEA2.1 The legal framework for employment equityAppointment decisions to build a public service that reflects the diversity of Canada are made, not only within the context of the PSEA, but in the context of a legal framework that includes:
2.2 The delegation, accountability and policy framework
Under the new PSEA, the PSC retains authority to make appointments to and within the public service. The PSC has delegated much of this authority to deputy heads, and developed an appointment policy and accountability framework that deputy heads must respect as a condition of delegation. Responsibilities under the EEA for reviewing employment system(s), policies and practices have not changed, and are also delegated to organizations. Conditions of delegationThe ADAI requires organizations to respect, among other things, the appointment values of access, fairness, and transparency; the legal requirements of the PSEA, the EEA, the Official Languages Act (OLA), and to:
The accountability frameworkThe PSC will hold deputy heads accountable under the new PSEA for the exercise of delegated staffing authorities by:
Information on how well organizations are ensuring that employment equity considerations are incorporated in appointment processes will be captured through the SMAF and the corresponding accountability reports to the Commission. More information on the Accountability Framework is available on the PSC Web site. The policy framework
The PSC has developed an appointment policy framework to ensure the fundamental values of merit and non-partisanship and the appointment values of fairness, access and transparency are respected in appointment systems. It also supports a representative and competent public service that respects the linguistic duality of Canada. Highlights of the PSC Policy on Employment Equity in the Appointment Process are : Policy statement
PSC policy requirements
Duty to accommodateThe duty to accommodate is based on the legal obligations set out in the Charter, the CHRA and the EEA, and is a requirement that must be respected throughout the appointment process. The duty to accommodate refers to the obligation of an employer or service provider to take measures to eliminate disadvantages to employees, prospective employees or clients that result from a rule, practice or physical barrier that has, or may have, an adverse impact on individuals or groups protected under the CHRA, or identified as a designated group under the EEA. "Adverse impact" may be deemed to have occurred when the application of an apparently neutral rule, standard, policy, practice, etc., results in a disproportionate disadvantage (whether intentionally or not) for an individual or a group protected under the above legislation. Employers must make sure that they build accommodation into their policies and practices as much as possible from the outset, and up to the point of undue hardship. "Adverse impact" may be deemed to have occurred when the application of an apparently neutral rule, standard, policy, practice, etc., results in a disproportionate disadvantage (whether intentional or not) for an individual or a group protected under this legislation. Employers must make sure from the outset of an appointment process, that they build accommodation into their policies and practices as much as possible and up to the point of undue hardship. Even when every effort has been made to ensure, in advance, that corporate activities, including employment practices, are free from discrimination, there will be circumstances when the needs of a person will require an individualized adjustment. In these instances, the person should have access to individual accommodation. When applied in the appointment process, the duty to accommodate involves designing inclusive appointment rules, policies and practices, as well as eliminating or changing those which discriminate against persons based on a group characteristic, such as race, national or ethnic origin, colour, religion, age, sex (including pregnancy), sexual orientation, marital status, family status, and disability, and providing accommodation measures up to the point of undue hardship. "Undue hardship" refers to the limit beyond which employers and service providers are not expected to accommodate, taking into consideration issues of health, safety, cost, and bona fide occupational requirements (BFOR). A BFOR is a standard or rule that is integral to carrying out the functions of a specific position. For example, excellent vision is required to safely pilot a plane. For a standard to be considered a BFOR, an employer has to establish that any accommodation or changes to the standard would create an undue hardship. Organizations are expected to exhaust all reasonable possibilities for accommodation before they claim undue hardship. Please note that the courts have made it clear that employers must expect some hardship in eliminating barriers and providing accommodation. To find out more about how the courts define undue hardship, please consult the Canadian Human Rights Commission Web site. Highlights of other PSC policies which are pertinent to achieving employment equity objectives:Three other policies are particularly pertinent to the goals of upholding the values of fairness, access, transparency and promoting a diverse and inclusive public service which respects both official languages:
Note: 3. Integrating employment equity in the appointment process3.1 The use of an EE lens
The PSC Policy on Employment Equity in the Appointment Process statement outlines that, "Employment equity objectives are integrated into the design of appointment processes". To achieve this, employment equity considerations should be taken into account at key decision points in the appointment process: planning, establishing merit criteria, choosing a process, choosing an area of selection, advertising, assessment, informal discussion, selection, notification, appointment, and corrective action and revocation. HR advisors are in a strategic partnership with managers. Strategic advice at key decision points, helps to ensure that appointment decisions are aligned with business, human resources and EE planning. The use of an EE lens at each key decision point will be particularly helpful in ensuring that employment equity considerations are factored into the appointment process. In making these decisions, it is useful to consider the impact that choices and options have on employment equity. An employment equity lens operates on the principle of "inclusion by design". It provides an approach to building employment equity considerations into the various activities of researching, planning, implementing and evaluating policies and programs. The employment equity lens raises questions and considerations to be taken into account at key decision points. Using an employment equity lens is one way of ensuring respect for the PSC EE policy in the appointment process requirement. A detailed description of the employment equity lens can be found at Section 4.1 of this document. 3.2 Applying an EE lens at key decision points in the appointment processThis section illustrates how the EE lens can assist the decision-making process at various points of the appointment process, thereby integrating EE considerations in the appointment process as a whole. As well, at the end of this section, information on staffing of executive (EX) positions is provided since it is an area where accelerated efforts are needed to improve representativeness. 3.2.1 Human resources planningThe new appointment framework provides for significant changes:
Using EE criteria as a merit criterion of a current and/or future need of the organization, can only be implemented effectively through integrated business and human resources planning. Effective planning will help identify skills shortages and gaps in representation that can be addressed through the appointment process. This planning will help managers make decisions in:
Integrated business and HR planning should include an EE gaps analysis, and strategies and plans to reduce gaps. In view of changing demographics that affect the public service and the Canadian labour force, taking a planned approach to meeting employment equity objectives will help managers and employees know what the organization's objectives are in terms of employment equity, and the measures that will be used to achieve those objectives. An Integrated HR and Business Planning Tool Kit, with a checklist for corporate employment equity goals, can be found on the PSHRMAC Web site. 3.2.2 Employment equity programs
An EE program refers to positive policies, practices, or elements of an EE plan designed to address identified disadvantages and under-representation of a designated group. An EE program linked to an EE and/or HR plan, and developed using an EE lens, can provide the flexibility to accelerate progress towards closing representation gaps. Organizations now have the flexibility to develop their own employment equity programs, without requiring the approval of the PSC. The PSEA provides the PSC with the authority to make regulations for the purpose of facilitating the implementation of EE programs developed by the employer or a deputy head. Organizations which have an EE program will be able to benefit from this regulation. The Public Service Employment Regulations made by the Commission include a section to this effect. This section provides that there is no requirement to take into consideration priorities, if the appointment of a member of a designated group is made within an EE program, unless the person entitled to a priority is a member of the EE group to which the program applies. Organizations may wish to use the model for EE programs developed by the PSC, which can be found in section 4.2. 3.2.3 Establishing merit criteria
Merit is now defined in the new PSEA as follows : "An appointment is made on the basis of merit when:
Deputy heads have the option of establishing EE objectives as one of the merit criteria. If there are current or anticipated representation gaps in the organization, increasing representation of EE groups could be a current or future need of the organization. Deputy heads may also consider the current and future needs of the public service as a whole, as determined by the employer. Employment equity as a priority for the public service is outlined in the employer's Employment Equity Policy, and the Clerk of the Privy Council has identified EE as a priority for the public service in the PCO Corporate Priorities. When assisting managers to decide to use EE objectives as a merit criterion (current or future organizational need) for a particular position, consult your organization's HR or EE plan and policies, and consider:
Note: 3.2.4 Choice of appointment processPSC policy requirementsThe PSC's Policy on Choice of Appointment Process policy requires that deputy heads, "establish and communicate criteria for the use of non-advertised processes." The "other requirements" state that deputy heads must "respect the Employment Equity Act in terms of achieving and maintaining a representative organization". Non-advertised processesAll non-advertised processes must be in accordance with the criteria set out by the deputy head. However, EE objectives can be fostered by the use of non-advertised processes if EE is identified as one of the organizational criteria for non-advertised processes. The rationale for using a non-advertised process may be based on the available pool of designated group members and the requirements of the organization, as established in the EE plan or HR plan. Before the decision is made to use an non-advertised process to improve EE representation, ensure that:
Some things to consider:
For more information on choosing an appointment process, refer to the Guide on Implementing the Choice of Appointment Process Policy. 3.2.5 Area of selection
PSC policy requirementsWhen establishing an area of selection and incorporating employment equity, it is important to remember that: The PSC Policy on Employment Equity in the Appointment Process requires that deputy heads be able to demonstrate that the decision to limit the area of selection to one or more designated group members is consistent with the organization's EE or HR plan. The PSC's Policy on Area of Selection also states that a national area of selection is established, at a minimum, for all advertised external appointment processes for executives, executives-equivalent positions and positions at one and two levels below the executive level. A national area of selection is expected to apply to all officer-level positions in the National Capital Region in April 2006 and across the country in April 2007. These measures will have a significant impact on access to public service jobs for members of designated groups, particularly visible minorities and aboriginal peoples who are concentrated in certain geographic areas. Area of selection and employment equity goals:Applying a specific area of selection can be an effective tool for increasing representation and diversity in the public service. Decisions regarding areas of selection must respect the value of access and when limited to members of a designated group, be supported by the integrated human resources, EE and business planning framework. 1) Limiting an area of selection The new PSEA provides the flexibility to establish an area of selection that is limited to one or more of the designated groups, using "belonging to a designated group" as an area of selection criterion. If an organization has a need to fill representation gaps, managers may wish to choose this option to attract as many members of the designated group as possible and improve the chances of finding a qualified designated group member for the position. This could increase the number of applicants from an EE group, who may have been discouraged by barriers they have encountered. Example:
2) Expanding an area of selection The new PSEA provides for an expanded area of selection to supplement a pool of candidates with additional designated group members. Organizations may establish different geographic/organizational criteria for designated group members. Expanding the area of selection to include designated group members can result in increased numbers of designated group members participating in the appointment process. Delegated managers may combine the "expanding an area of selection" option with the use of employment equity as a merit criterion. Please refer to Section 3.2.7 for information on applying employment equity as a merit criterion. Example 1:
Example 2:
Data from central agencies and surveys is useful when making decisions regarding area of selection options. In addition, the following steps and questions will help managers reach a decision:
For more information on how to define areas of selection, please refer to the Guide on Implementing the Area of Selection. 3.2.6 AdvertisingPSC policy requirementsThe PSC Policy on Advertising in the Appointment Process requires that sufficient information be provided regarding the criteria to be used in the screening of persons in the area of selection, and any other information necessary for persons in this area to apply. The Other Requirements outline that accessible formats be provided upon request, for communicating with persons with disabilities. Reaching and attracting persons from designated groupsThe organization has as its objective increased representation, and employment equity has been determined to be an organizational need, i.e. an element of the merit criteria. As well as communicating this information in the advertisement to advise persons in the area of selection that this will be used as a criterion and to attract members of the designated group(s) identified in the merit criterion, there are others things to consider:
In addition to the minimum advertising mechanisms set out in the PSC Policy on Advertising (Publiservice, jobs.gc.ca), HR advisors may wish to advise managers that there are other mechanisms which can reach a diverse audience in a timely and inclusive manner:
Declaration form for members of designated groupFor processes where the area of selection has been limited to a designated group or groups, the advertisement should clearly state that applicants must indicate on the application that they are members of the requisite employment equity group(s). When employment equity has been established as a merit criterion, applicants should be made aware that if this criterion is used, only those who have indicated that they are members of the targeted EE group(s) will be considered. The legal basis for this collection of information flows from the PSEA, the CHRA, and the EEA. The purpose of collecting the information under the PSEA is to ensure that applicants meet the requirements regarding the areas of selection and the merit criteria. It is separate from the self-identification process carried out under the EEA for statistical purposes such as workforce analysis. Applicants should also be informed that information regarding the use of the merit criterion, including the use of EE as an organizational need, may be shared during the informal discussion process; however, personal information remains confidential under the Privacy Act. For more information on considerations to take into account when advertising, please refer to the Guide to Implementing the Advertising in the Appointment Process Policy. 3.2.7 AssessmentPSC policy requirementsThe PSC Policy on Employment Equity in the Appointment Process requires the use of assessment tools and processes that do not create systemic barriers to employment. It also states that "deputy heads must accommodate the needs of persons...to address, up to the point of undue hardship, disadvantages arising from prohibited grounds of discrimination". The PSC Policy on Assessment states that deputy heads must ensure that:
Deputy heads must ensure that the use of "assessment tools do not create systemic barriers" and they must "inform the persons to be assessed, at an appropriate time, of the assessment methods to be used, their right to accommodation and how to exercise that right."
Assessment is key in the appointment process since merit is determined by the assessment of a person. Therefore, it is important that assessments are fair and that EE considerations are integrated into the assessment process. To ensure that the value of fairness is respected, HR advisors can help managers identify and remove barriers in the process, especially in the development and choice of assessment methods. Ensure that they are fair and inclusive, by reviewing the considerations in this section with the manager. Managers may not be aware that certain types of assessment tools could pose a barrier to designated group members. Written tests which, as is, cannot be read by a visually impaired person are one example. To remove barriers in assessment tools, there is no single solution. Removing barriers involves a heightened awareness of potential barriers, and using judgement in applying the principles of fair assessment and inclusiveness. Particular attention to the design of assessment tools taking into account the following considerations will help ensure that they are fair and inclusive:
Other ways to help ensure that the process is fair and that it does not create systemic barriers would be to:
Tips for assessorsAssessors need to be aware of their own values, cultures and assumptions ("pre-judgement"), and guard against the influence of these sources of potential bias when assessing. For example, persons may have a tendency to evaluate people similar to themselves more positively, or base their decision on a group characteristic rather than on an individual characteristic (stereotyping). An example of bias is the assumption that a person with a disability may not be able to do a job as well as others who do not have a disability. Cultural backgrounds may influence the way persons communicate and demonstrate their abilities. For example, in many cultures, talking about one's achievements is frowned upon, so the assessor may need to prompt the candidate to get more information. Training on cultural differences could be helpful in this area. Be aware of possible bias regarding experience acquired in a foreign country. Assessors should be conscious of messages through their non-verbal behaviour, such as the inflections of their voice. Non-verbal behaviour can be interpreted very differently by members of different groups (for example, a nod of the head indicates "yes" in certain cultures, whereas in other cultures, this same gesture indicates "no"). However, non-verbal messages that reinforce the assessors' receptivity and openness, for example nodding and eye contact, can reassure hesitant or tentative persons and can encourage them to be more forthcoming with useful information. Accommodation during the assessment process
Persons needing accommodation must inform those responsible for assessment of their needs for accommodation, however it is not necessary for persons to self-identify in order to request an accommodation during the appointment process. Please note that in an appointment process where EE is a merit criterion or where the area of selection refers to EE as a criterion, the person applying must declare that she or he belongs to the designated groups specified in the statement of merit criteria in order to be considered for appointment. Managers can consult with the PSC Personnel Psychology Centre on issues related to accommodation, as well as on ways to meet the challenge of assessing applicants from a wide range of backgrounds and experience. As an HR Advisor, you may wish to remind managers that applicants usually know their needs best, so it is important that they be consulted throughout the process. What does an organization need to do to be inclusive?
Language requirementsThe person who, in the regular test conditions, cannot fully demonstrate his or her proficiency in the second language because of a disability, can be offered a variety of accommodation measures for the assessment of his or her second language proficiency. For bilingual non-imperative positions, medical reasons may be grounds for exclusion from meeting the language requirements of a position. For example, long term or recurring physical, mental or learning impairment that makes the person unable to attain, through language training, the official languages proficiency required. Please see the Guidance Series: Official Languages in the Appointment Process. Applying employment equity as a merit criterion (an organizational need)The PSEA allows some flexibility in this application of the merit criterion (organizational need). Managers can:
Example:
3.2.8 Selection and appointmentPSC policy requirementsThe PSC Policy on Selection and Appointment states that deputy heads must ensure that selection for appointment is fair and transparent. The policy requires that managers document the reasons for the appointment decision. In the case of the application of EE as a merit criterion, this information will be provided as a rationale linking the decision to HR plan or the EE plan. Other requirements include the provision of accessible formats when communicating with persons with disabilities when making an offer of appointment or administering the oath or solemn affirmation, if applicable. Considerations: The selection may be based on various merit criteria, including EE as a current or future need of the organization. This need would have been identified in HR plan or the organization's EE plan, but at this decision point, the following factors can be reviewed with the manager:
Other considerations which may be taken into account at this decision point are whether the selection has been conducted in a fair and transparent way, using the advertised or predetermined criteria. For more information on the selection and appointment process, please refer to the Guide for Implementing the Selection and Appointment Policy. 3.2.9 Informal discussionPSC policy requirementsThe PSC Policy on Informal Discussion requires organizations to respect the principle of transparency and the duty to accommodate. Persons must be accommodated up to the point of undue hardship, and employees with disabilities must be provided with information in a timely fashion and in a usable format.
The PSC Policy on Informal Discussion requires deputy heads to provide informal discussion (ID) upon request, when a person has been eliminated from consideration. Informal discussion is a means of sharing information so that the person who was eliminated can understand the reasons for the decision, and, if there are any errors, the manager can correct them. Informal discussion contributes to an environment of open communication and trust. Managers will be able to explain their decisions during the appointment process. During informal discussion, and consistent with the value of transparency, how EE objectives are achieved in the appointment process may need to be explained. Both designated and non designated group members need to understand why they have not been considered for appointment. Issues may be raised by both designated and non-designated group members:
Note: For more information please refer to the Guidance Series: Participating in Informal Discussion. 3.2.10 NotificationPSC Policy Objective and Other RequirementsThe objective of the PSC Policy on Notification is to ensure transparency and the Other Requirements outline the duty to accommodate when providing notification. Considerations:It is a good practice in the first notification to communicate the merit criteria used, for example, the use of EE as a merit criterion. If there are concerns regarding the use of employment equity as a merit criterion, it could be raised in a timely manner before a final decision is made. As with all other communication, it is important to understand the issues with respect to the duty to accommodate:
For more information please refer to the Guide to Implementing the Notification Policy. 3.2.11 Corrective action and revocationPSC policy requirementsThe PSC Policy on Corrective Action and Revocation requires organizations to ensure fairness and transparency in making a decision to take corrective action or revoke an appointment. They must also establish and communicate an organizational policy which includes a monitoring and review mechanism. Also, the duty to accommodate has to be respected. The reasons for revocation and corrective action are an error, omission or improper conduct that affected the selection of the person appointed or proposed for appointment. Considerations:The PSC Policy on Corrective Action and Revocation requires organizations to establish a monitoring and review mechanism. Consistent with the application of an EE lens, issues related to the appointment of designated group members should be tracked. A good practice is to monitor the complaints received and the reasons for revocation and corrective measures. As all monitoring information will feed back into the planning cycle as lessons learned, it is important to learn whether there are issues regarding the employment equity measures applied in the appointment process, and to understand the issues brought forward by members of designated groups.
With pertinent monitoring criteria, the deputy head would be able to detect a pattern in the reasons for revocation or corrective action related to members of designated groups. For more information please refer to the Guide to Implementing the Corrective Action and Revocation Policy. 3.2.12 Executive resourcingExecutive (EX) resourcing was fully delegated in December 2005 except for the appointment to EX positions of a priority of Minister's Staff or persons employed in excluded positions at the Office of the Governor General's Secretary. This also includes fulfilling employment equity obligations in appointments in the EX group. The same employment equity flexibilities and considerations available for other groups and levels will apply to EX appointments. Most employment equity considerations for EX positions are the same as for non-EX positions. As pointed out in the PSHRMAC 2004 Preliminary Evaluation of the "Embracing Change Initiative," EX resourcing is an area in which EE efforts need to be accelerated. Organizations may wish to establish an EE program for EX positions, taking into consideration:
4. Additional tool(s) and model(s)This section includes:
Additional tools and models will be added as we learn of good practices from organizations. 4.1 Employment equity lensThe PSC Policy on Employment Equity in the Appointment Process states in its objective that "Employment equity objectives are integrated into the design of appointment processes." This refers to the spirit of inclusion by design. The use of an employment equity (EE) lens when developing and implementing policies, programs, systems and practices will help integrate EE objectives. We encourage you to share this tool with colleagues in your organization. This tool is particularly pertinent to the development of policies for the appointment process as the PSC Policy on Area of Selection and the PSC Policy on Corrective Action and Revocation require that organizations develop organizational policies in these two areas. Organizations may also decide to develop additional policies for the appointment process, as appropriate to the needs of their organizations. In the development of organizational policies, an employment equity-based analysis should be an integral part of all phases of the development, implementation and review processes. An employment equity lens is a useful tool for assessing the impact of a policy on designated groups and for assisting in the removal of barriers to their full participation. An employment equity lens consists of a series of questions and considerations. A generic lens, such as this one, can be used for any corporate initiative. Then questions specific to the subject could be asked. Please refer to Section 3 of this document on how to integrate EE in the appointment process for specific considerations when developing policies, programs or systems affecting each specific phase of the appointment process. At a broader, more generic level, possible questions include:
For each corporate initiative, be it a program, system design or policy development, to ensure the integration of EE considerations into the program, system or policy, specific factors have to be taken into account in each key phase. 4.1.1 What is an employment equity lens?An employment equity lens is:
4.1.2 Employment equity lens - key areasEmployment equity is completely integrated into a policy, system or program when:
Research (data collection and consultation)Knowledge of designated group members will help in providing appropriate, inclusive and barrier-free policies, programs and services. If data does not already exist, it may need to be collected from various sources, including formal surveys or consultation with designated group members or other stakeholders. Questions to ask
Planning, development and design (clarification of goals, anticipated outcomes and preparation of action plan)Policies, programs and services must be designed from the outset to be inclusive and barrier-free, to accommodate the needs of an increasingly diverse clientele, including designated group members. To ensure that the duty to accommodate will be respected, costs of accommodations must be factored into budget expenditures, so they do not create an additional barrier to their use. Questions to ask
Implementation (delivery of services including communication)Appropriate, flexible and diverse delivery and communications mechanisms will facilitate implementation of programs and services, and access by an increasingly diverse clientele. Questions to ask
Monitoring and evaluationMonitoring will reveal patterns and trends, help identify barriers and suggest appropriate measures that can facilitate the full inclusion of designated group members. Monitoring and evaluation mechanisms should be built in at the planning stage, so that the overall efficacy of policies and programs in fulfilling their objectives can be evaluated. Questions to ask
4.2 A model for employment equity programs4.2.1 The PSC model: guiding principles and elementsIn May 2004, the PSC implemented the framework for employment equity programs. Under the PSEA, organizations are no longer required to have their EE programs approved by the PSC. However, organizations may use the PSC framework, found below, as model in setting up their own programs. Organizations may also develop their own framework to fit their objectives. The framework was developed to be an enabling tool to help organizations correct their under-representation and contribute to government commitments in achieving a non-partisan, competent and representative public service. Designed to increase flexibility for employment equity and accelerate closing the under- representation gaps while encouraging good HR planning, the framework is built on a set of guiding principles and elements. Guiding principlesThe design and implementation of employment equity programs under the Framework for Employment Equity Programs take into account the following principles:
The program must be designed and implemented to achieve "substantive equality" - representation of the designated groups that is equivalent to their representation in the Canadian workforce. Therefore, it is necessary to restrict the use of these programs to the elimination of "under-representation," as defined in the Framework.
An employment equity program may address representation gaps at the organizational level or address representation gaps at the public service-wide level. Organizational gaps are identified through a workforce analysis and completion of an employment equity plan. PSHRMAC identifies public service-wide gaps.
There must be a link with the organizational employment equity plan showing that planned quantitative objectives and strategies are commensurate with the gaps in representation for the targeted designated groups.
Steps must be taken to ensure that such impacts interfere as little as possible with the opportunity of third parties, while remaining consistent with the overall need for and objectives of the program. Further, it is important to recognize that the employment equity program is not the only approach for bridging under-representation gaps; it is one of many special measures that may be used until long-lasting results are achieved through strategies to remove barriers.
Employment equity programs will be in effect for a period of no greater than five years, after which an evaluation will be done and a decision made regarding the extension or modification of the program.
Employment equity programs under this Framework can be applied to any one or all four employment equity groups: visible minorities, Aboriginal peoples, women and persons with disabilities in all occupational groups where it can be established that there is "under-representation" for that particular employment equity group. "Under-representation" is established where the work force representation is less than the work force availability (WFA) at any one of the levels listed hereunder. Public service representation statistics and WFA data are published or made available by PSHRMAC.
For the purposes of determining whether there is a representation gap, workforce representation is determined by the composition of the workforce and shall consider the anticipated growth or reduction of the employer's workforce, as well as the anticipated turnover of employees within the employer's workforce during the period in which the numerical goals set out in its employment equity plan apply. However, anticipated or forecasted situations of under-representation must be statistically supported through workforce analysis within organizations.
An evaluation study on the implementation and effectiveness of the Framework and related programs is underway. We will update this section in order to share and incorporate lessons learned to provide guidance to organizations and agencies in developing their own employment equity programs. 4.2.2 Other suggestions for EE programsIn addition to using the PSC Framework as a model, you may wish to work with colleagues in the corporate area on strategies that could be included in an EE program to increase the efficiency of appointment processes aimed at increasing representativeness, such as:
Considerations that could be taken into account in developing an EE program are:
Appendix 1 - Relevant excerpts from key legislation relating to employment equityThere is a hierarchy of statutes with respect to employment equity. Employment equity responsibilities for the public service are explicitly set out in the Employment Equity Act (EEA). The laws and statutes stated below are in order of precedence. Please note that this is not an exhaustive list of all legal references. Canadian Charter of Rights and FreedomsIt proclaims the fact that Canada is a free and democratic society; provides for equality rights without discrimination, also allows for special programs to improve conditions of disadvantaged groups. Pertinent clauses are:
Canadian Human Rights ActIt states that all individuals should have an opportunity equal with other individuals and have their needs accommodated without being hindered by discriminatory practices; provides for special programs/ plans designed to prevent or eliminate/reduce disadvantages suffered by any individual or group on specific grounds stated in Section 3. Pertinent clauses are:
Employment Equity ActIt sets out the employer's obligations to identify and remove barriers and make accommodations for differences for persons in the four designated groups, and institutes positive policies and practices that will hasten progress in closing the representation gaps where under-representation is present. It also sets out obligations to have an employment equity plan to specify the positive measures and practices to be instituted, including numerical goals to address under representation where present. It is important to note that Section 6 of the EEA states that the employer is not required to "hire or promote persons without basing the hiring or promotion in selection according to merit." Pertinent clauses are:
Financial Administration ActIt provides for the financial administration of the Government of Canada. Paragraph 11.1 (1) (e) allows the Treasury Board (subject to the EEA) to establish policies and programs with respect to employment equity in the public service. Public Service Employment ActIt establishes the principles and conditions governing appointments to and within the public service. Pertinent clauses of the PSEA are:
APPENDIX 2 - EE lens - reference documents by phaseThere are a number of tools, programs and services available to assist organizations in achieving and sustaining a representative workforce, and in planning for achieving inclusiveness and meeting the accommodation needs of applicants in the appointment process. 1 - Research phaseDocuments and sites
Designated groups: information and sites
Statistical information
2- EE lens- Planning phase
Other legislation not cited in Appendix 13- EE lens: Implementation and communication phaseResources on accessible formats (For advertising, assessment documents, notification documents etc.)
For adaptive technology solutions, also consult:
Other resources about inclusiveness
|
Top of Page |
Updated: 2006-10-25 | Important Notices |