2013-2018 Employment Equity and Diversity Plan

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About this publication

Publication author : Canada Economic Development for Quebec regions

Collaborator : Human Resources Directorate

ISBN number : 2291-5508

Publish date : June 3, 2013

Summary :

This report presents the Employment Equity and Diversity Plan of the Agency. It sets out employment equity targets, the Agency's commitments and performance measurements for the next five years.

Table of Contents

  1. Section 1
  2. Section 2
  3. Appendices

Section 1

General Information

Economic Development Agency of Canada for the Regions of Quebec

Dominion Square Building
1255 Peel Street, Suite 900
Montréal, Quebec H3B 2T9

Agency Mission

The mission of the Agency is to promote the long-term economic development of the regions of Quebec by giving special attention to those where slow economic growth is prevalent or opportunities for productive employment are inadequate. In carrying out this mission, the Agency is committed to promoting cooperation and complementarity with Quebec and communities in Quebec.

Persons Responsible for Implementation of the Employment Equity Act

Deputy Minister/President
Guy Mc Kenzie

Vice-President, Operations
Thao Pham

Vice-President, Policy and Communications
Rita Tremblay

Executive Director, Corporate Services
Pierre Bordeleau

Delegated Managers
Delegated managers are managers who exercise human resources and financial delegation powers and ensure program delivery.

Agency EE Coordinator
Pascale Haddad, Senior Advisor
Telephone: 514-283-4563
Fax: 514-496-7765
pascale.haddad@dec-ced.gc.ca

Message from the Deputy Minister/President

I am pleased to present to you the 2013-2018 Employment Equity and Diversity Plan. The Agency “should be proud of what it has accomplishedNote 1 since the last equity plan (2009-2012). I can tell you that I am, and I wish to thank each and every one of you for your precious collaboration.

The 2009-2012 Employment Equity and Diversity Plan allowed us, among other noteworthy results, to increase our internal representation of visible minorities. Indeed, thanks to your individual and collective efforts, the level of representation of visible minorities within the Agency today exceeds this population’s rate of availability in the workforce.

The Agency is considered “to be a good EE employerNote 2 in that three of the four designated groups, namely women, Aboriginal persons, and visible minorities, are fully represented within our organization. Further progress still needs to be made, however, in the employment of persons with disabilities, whose level of representation remains below their availability rate in the workforce. The Agency also needs to keep a close eye on the representation of Aboriginal persons. It goes without saying that this new equity plan consolidates the positive practices that promote the improved representation of persons with disabilities and Aboriginal persons as well as the job maintenance of women and visible minoritiesNote 3.

The Agency has succeeded in creating a strong culture of human rights by fostering equality, dignity and respect in the workplace, a situation confirmed by the findings of the 2011 Public Service Employee Survey, among others. The 2013-2018 Employment Equity and Diversity Plan reaffirms our commitment to respecting these rights through a series of concrete measures, including celebration of Diversity Day, that serve to facilitate best-practice sharing and open dialogue among concerned stakeholders.

Employment equity and diversity is one of the Agency’s core values. This new action plan is the roadmap we will be following over the next five years to build on our achievements and to reach the goals that are essential to ensuring equal opportunity for all.

Guy Mc Kenzie
Deputy Minister/President

Introduction

This plan outlines the means to be used between now and 2018 to attain the targeted results for employment equity (EE) and diversity. It answers the nine statutory requirements laid out by the Canadian Human Rights Commission (CHRC) with regard to the four designated groupsNote 4.

Canadian human rights commission statutory requirements

1. Collection of workforce information (self-identification); 2. Workforce analysis; 3. Employment Systems Review; 4. Employment Equity Plan; 5. Monitoring of progress (annual report)(reasonable efforts); 6. Review and revision of the Plan; 7. Communication with employees; 8. Consultation and collaboration with employee representatives; 9. Maintenance of records

For each statutory requirement, the Plan sets out the:

Summary of targeted results

Requirements of the Act
Targeted results
 
1. Collection of workforce information
  • Employee self-identification is voluntary.
  • 80% of self-identification forms are returned by indeterminate and term employees.
  • 70% of self-identification forms are returned by students.
 
2. Workforce analysis
  • Representation of designated group members is comparable to their labour market availability rates.
  • Representation of designated group members by occupational category and by employment group is measured and the gaps filled.
  • Recruitment, promotion and job retention rates for designated group members are comparable to the Agency average for all employees.
 
3. Employment Systems Review
  • Barriers to employment of designated group members are identified and eliminated.
 
4. Employment Equity Plan – Positive practices
  • Positive practices are instituted for EE integration in management priorities, hiring, professional development, accommodation measures and diversity awareness.
 
4.1 EE integration in management priorities
  • Delegated managers facilitate implementation of the Equity Plan.
 
4.2 Hiring
  • Designated group members are recruited and retained.
 
4.3 Professional development
  • Designated group members are supported in their professional development.
 
4.4 Accommodation measures
  • Designated group members have access to reasonable accommodations.
 
4.5 Employee awareness measures
  • The workplace is inclusive and respectful.
 
5. Monitoring of progress
  • Reasonable progress is made in implementing the Equity Plan.
 
6. Review and revision of the Plan
  • Reasonable progress is made in implementing the Equity Plan.
 
7. Communication with employees
  • Staff is regularly informed of employment equity initiatives.
 
8. Consultation and collaboration with employee representatives
  • Employee representatives contribute to implementation of the Equity Plan.
 
9. Maintenance of records
  • Records are kept in accordance with the Act.
 

Section 2

Requirement 1 – Collection of workforce information

Targeted results

Commitment
Performance measure
Due date
 
Encourage new employees to self-identify
Delivery of self-identification form and message encouraging selfidentification to new employees
Ongoing
 
 
Communication of Agency EE practices (Diversity Committee, Equity Plan, etc.) to new employees who have completed the form
Ongoing
 
 
Analysis of form return rate
March 31 (annually)
 
 
Telephone follow-up with employees who have not completed the form
March 31 (annually)
 

Requirement 2 – Workforce analysis

Targeted results

Commitment
Performance measure
Due date
 
Analyze the representation of designated group members and distribution by occupational category and employment group
Gap analysis of the internal representation and distribution of designated group members versus labour market availability (LMA)
March 31 (annually)
 
Analyze the mobility rate of designated group members
Analysis of the recruitment, promotion and departure rates of designated group members
March 31 (annually)
 
Analyze the hiring rate of designated group members with student and graduate status
Analysis of the hiring rate of designated group members with student and graduate status
March 31 (annually)
 
Analyze the proportion of designated group members by employment level
Analysis of the proportion of designated group members in EX minus-1, minus-2, and minus-3 level positions
As required
 

Requirement 3 – Employment Systems Review

Commitment
Performance measure
Due date
 
Assess the need for an Employment Systems Review (ESR)
Employment Systems Review
2015-2016
 

Requirement 4 – Employment Equity Plan – Positive practices

Positive practices are instituted for EE integration in management priorities, hiring, professional development, accommodation measures and diversity awareness.

Sub-requirement 4.1 – EE integration in management priorities

Targeted result
Commitment
Performance measure
Due date
 
Integrate EE results in delegated managers’ performance agreements and, where applicable, formulate results by sector
Integration of EE results in delegated managers’ performance agreements and, where applicable, formulation of results by sector
June 30 (annually)
 
Include targeted results in the Integrated Human Resources Management Plan (IHRMP)
Inclusion of equity and diversity results in the IHRMP
When drafting the IHRMP and during the annual Equity Plan update
 
Take EE into consideration when determining staffing requirements
Consideration of EE in the determination of staffing requirements
During the annual integrated planning process
 
Take into consideration the results of the Management Accountability Framework (MAF)
Consideration of the possibilities for EE improvement identified in the MAF
At the time of the annual Equity Plan follow-up
 
Take into consideration the findings of the Canadian Human Rights Commission EE Status Report
Integration in the Equity Plan of Canadian Human Rights Commission recommendations
On receipt of the Canadian Human Rights Commission report
 
Meet with new sector directors and present the EE challenges
Communication to new sector directors of expected results for equity and diversity
As required
 
Recognizing managers’ contribution to implementing the Equity Plan
Recognition of managers’ contribution to implementation of the Equity Plan
2015-2016 and 2017-2018
 

Sub-requirement 4.2 – Hiring

Targeted result
Commitment
Performance measure
Due date
 
Make greater use of flexibility measures in the Public Service Employment Act (PSEA) for the hiring of designated group members (under- or over-represented occupational categories and employment groups)
Number and type of flexibility measure leading to the appointment of designated group members:
  • Posting and application of equity criteria as an organizational requirement in all external and internal/inter-departmental appointment processes
  • Expansion of area of selection in all internal/inter-departmental appointment processes
  • Restriction of area of selection
  • Unannounced appointment processes
  • Other measures
Ongoing
 
Communicate external appointment processes to Aboriginal and disabled job seekers via CAMO, FNHRDCQ, job search sites and external recruitment agencies

Number of external appointment processes posted (CAMO, FNHRDCQ, Workopolis, Jobboom and other external recruitment agencies and job search sites)

Number of Aboriginal and disabled applicants, and number of appointments

Ongoing
 
Recruit students from the designated groups and communicate opportunities for Agency internships, particularly to Aboriginal and disabled students
Establishment of links and modes of operation with university and college student services
2013-2014
 
 
Number of applicants and interns from the designated groups
  • Federal Student Work Experience Program (FSWEP)
  • Co-operative Education and Internship Program (Co-op)
  • Research Affiliate Program (RAP)
Ongoing
 
Hire graduates from the designated groups, particularly Aboriginal and disabled graduates, for term or indeterminate employment

Proportion of graduates from designated groups hired as the result of:

1) student bridging mechanisms (student gateway)

2) graduate recruitment programs:

  • Post-Secondary Recruitment (PSR) Program
  • Recruitment of Policy Leaders (RPL) Program

3) development programs:

  • Accelerated Economist Training Program
  • Other programs
Ongoing
 

Sub-requirement 4.3 – Professional development

Targeted result
Commitment
Performance measure
Due date
 
Follow up on results of the triennial public service employee surveys (PSES) from the perspective of designated group respondents
Analysis of results and, where applicable, development and implementation of courses of action
Triennially
 
Identify needs of Aboriginal and disabled employees with respect to professional development and, where applicable, develop and implement measures to meet those needs
Identification of needs and, where applicable, development and implementation of appropriate measures
2015-2016
 
Monitor the proportion of acting assignments of designated group employees
Proportion of acting assignments of designated group employees
March 31 (annually)
 
Monitor the level of participation of employees from the designated groups in departmental professional development programs
Level of participation of employees from the designated groups in departmental professional development programs
March 31 (annually)
 

Sub-requirement 4.4 – Accommodation measures

Targeted result
Commitment
Performance measure
Due date
 
See to the application of Agency guidelines regarding workplace arrangements and accommodation
Update of Agency guidelines and communication of these to employees and managers

Application: ongoing

Update: as required

 

Sub-requirement 4.5 – Employee awareness measures

Targeted result
Commitment
Performance measure
Due date
 
Promote dialogue among managers on the retention of designated group members, particularly Aboriginal and disabled employees
Holding of workshops offered to managers
On an ad hoc basis
 
Hold staff awareness and information activities on employment equity and diversity
Organization of activities during official Government of Canada commemorations
Ongoing
 
 
Holding of a Diversity Day (on a half-day basis)
Biennially
 
 
Respect of maximum yearly budget of $2,500
Annually
 

Requirement 5 – Monitoring of progress

Requirement 6 – Review and revision of the Plan

Targeted result

Commitment
Performance measure
Due date
 
Report on the progress of the Equity Plan and revise the Plan, as needed
Presentation of the annual follow-up on the Equity Plan to delegated managers
Fall (annually)
 
 
Integration of EE results in the report on multiculturalism
Spring (annually)
 
 
Integration of EE results in the annual report on the Management Accountability Framework (MAF)
Fall (annually)
 
 
Integration of EE results in the Departmental Staffing Accountability Report (DSAR)
Winter (annually)
 

Requirement 7 – Communication with employees

Targeted result

Commitment
Performance measure
Due date
 
Inform employees of EE initiatives and progress
Regular updating of information on the “Employment Equity and Diversity” intranet page
Ongoing
 
 
Communication of results of the annual follow-up on the Equity Plan
Annually
 
 
Communication of initiatives and activities
Ongoing
 

Requirement 8 – Consultation and collaboration with employee representatives

Targeted result

Commitment
Performance measure
Due date
 
Consult with the Diversity Committee and involve its members in the development, implementation and revision of the Equity Plan
Level of involvement of Diversity Committee members
Ongoing
 
Consult with the Labour-Management Consultation Committee (LMCC)
Level of involvement of Labour- Management Consultation Committee (LMCC) members
Ongoing
 

Requirement 9 – Maintenance of records

Targeted result

Commitment
Performance measure
Due date
 
Keep all records as required under the Employment Equity Act
Confidential maintenance of records
Ongoing
 
 
Categorization and archiving of records in a master file
Annually
 

Appendices

Appendix 1

Representation of designated group membersNote 5 in the Agency as at March 31, 2010, 2011, and 2012, in relation to their labour market availability (in number of persons)

Women a) 222;  b) 227;  c) 196; d) 190; Aboriginal peoples a) 6;  b) 7;  c) 5;  d) 4; Persons with disabilities a) 13; b) 12;  c) 11;  d)13; Visible minorities a) 34;  b) 40;  c) 38; and d) 31.

Representation in the Agency as at March 31, 2010;
Representation in the Agency as at March 31, 2010
 
Representation in the Agency as at March 31, 2011;
Representation in the Agency as at March 31, 2011
 
Representation in the Agency as at March 31, 2012;
Representation in the Agency as at March 31, 2012
 
Labour market availability (LMA) estimates taken from the 2006 Census and 2006 Participation and Activity Limitation Survey (PALS)
Labour market availability (LMA) estimates taken from the 2006 Census and 2006 Participation and Activity Limitation Survey (PALS)
 
 

Appendix 2

Representation gaps by occupational category of designated group members in the Agency as at March 31, 2012Note 6

Occupational category Women Aboriginal peoples Persons with disabilities Visible minorities
Management (EX)   -1 -1  
Scientific and professional (EC, PG)   -1 -2 -3
Administration and foreign service (AS, CO, PG, CS, FI, IS, PE, PM) -3      
Administrative support (CR)       -2

Appendix 3

Employee self-identification form

(Confidential when completed)

This form is designed to collect information on the composition of the Public Service workforce to comply with legislation on employment equity and to facilitate the planning and implementation of employment equity activities. your response is voluntary and you may identify in more than one designated group.

The information you provide will be used in compiling statistics on employment equity in the federal Public Service. With your consent (see Box E), it may also be used by the employment equity co-ordinator of your department for human resource management purposes.This includes referral for training and developmental assignments and, in the case of persons with disabilities, facilitating appropriate accommodation in the workplace.

Employment equity information will be retained in the Employment Equity data Bank (EEdB) of the Treasury Board Secretariat and its confidentiality is protected under the Privacy Act.you have the right to review and correct infor- mation about yourself and can be assured that it will not be used for unautho-rised purposes.

STEP 1

Complete boxes A to E. In boxes B, C and d, refer to the definitions provided.

STEP 2

Sign and date the form and return it to your department’s EE coordinator.

Thank you for your cooperation

TBS/PPB 300-02432
TBS/SCT 330-78 (Rev. 1999-02)

A.

Family name

Given name and Initial

Department or Agency/Branch

Telephone # (office)

Personal Record Identifier (PRI)

Female

Male

B. A person with a disability...
  1. has a long-term or recurring physical, mental, sensory, psychiatric or learning impairment and
    1. considers himself/herself to be disadvantaged in employment by reason of that impairement;
    2. believes that an employer or potential employer is likely to consider him/her to be disadvantaged in employment by reason of that impairment,
  2. and includes persons whose functional limitations owing to their impairment have been accommodated in their current job or workplace.
Are you a person with a disability?

No

Yes, check all that apply

11 Co-ordination or dexterity (difficulty using hands or arms, for example, grasping or handling a stapler or using a keyboard)

12 Mobility (difficulty moving around, for example, from one office to another or up and down stairs)

16 Blind or visual impairment (unable to see or difficulty seeing)

19 deaf or hard of hearing (unable to hear or difficulty hearing)

13 Speech impairment (unable to speak or difficulty speaking and being understood)

23 Other disability (including learning disabilities, developmental disabilities and all other types of disabilities)

(Please specify) ______________

C. An Aboriginal person...

...is a North American Indian or a member of a First Nation or who is Métis, or Inuit. North American Indians or members of a First Nation include status, treaty or registered Indians, as well as non-status and non-registered Indians.

Are you an Aboriginal person?

No

Yes, check the appropriate circle

03 North American Indian/First nation

02 Métis

01 Inuit

D. A person in a visible minority...

...in Canada is someone (other than an Aboriginal person as defined in C above) who is non-white in colour/race, regardless of place of birth.

Are you in a visible group?

No

Yes, check the circle which best describes your visible minority group or origin

41 Black

45 Chinese

51 Filipino

47 Japanese

48 Korean

56 South Asian/East Indian (including Indian from India; Bangladeshi; Pakistani; East Indian from Guyana,Trinidad, East Africa; etc.)

58 Southeast Asian (including Burmese; Cambodian; Laotian; Thai; Vietnamese; etc.)

57 Non-White West Asian, north African or Arab (including Egyptian; Libyan; Lebanese; Iranian; etc.)

42 Non-White Latin American (including indigenous persons from Central and South America, etc.)

44 Person of Mixed Origin (with one parent in one of the visible minority groups listed above)

59 Other Visible Minority Group

(Please specify) ________________

E.

99 The information in this form may be used for human resources management

________________
Signature

________________
(DD/MM/YY)

 

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