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Updates from HRC – October 31, 2023

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In this Issue

Did You Know?

Human Resources Council (HRC)

Resources Available to Employees

Hearing about and seeing images of current events in Canada and abroad can be overwhelming or trigger difficult feelings. If you feel that your well-being is impacted, or if you or anyone you know needs support, remember that you have access to  support services, such as the Employee Assistance Services: Employee Assistance Program which offers short-term and crisis counselling to employees and their immediate family members.

Making your content accessible to everyone

We invite you to explore online resources on how to make your content accessible to everyone, including:

Let’s consciously practice gestures that promote inclusion!

HR Council News

Stay apprised of HR news by subscribing to the Updates from the HRC and the Human Resources Council Newsletter. Subscription details are found at the end of both GCArticles.

Have you joined the HRC GCXchange Page?

To join the HRC GCXchange site for the HR Community, please follow these five steps. If you encounter any issues or have questions about GCXchange, please email support-soutien@gcx-gce.gc.ca.

Once registered, you will be able to access a variety of useful tools and resources to support you in your day-to-day work as well as in your development as an HR professional, including the following:

  • HR Resources Centre: One-stop-shop platform for finding legislation, policies, contacts, best practices, trends and tools related to the human resources function. Makes day-to-day work much easier!
  • HelloHR: Online toolbox of self-directed informational and developmental resources for all members of the HR community.
  • HR Learning Lounge: Suggested learning resources aligned with the HR competencies to enable HR professionals to develop their skillsets.
  • HRC Smartshops: To access recordings of recent Smartshops and find out about upcoming ones!

If you encounter any issues or have questions about GCXchange, please email support-soutien@gcx-gce.gc.ca.

Office of the Chief Human Resources Officer (OCHRO)

Restorative Engagement Program (REP) Initiative

To support the design of a Restorative Engagement Program (REP) for the public service, heads of HR will be engaged on an organization consultative process.

As per the statement made on September 29, 2022, an REP will allow employees who have suffered harassment and discrimination to share their personal accounts and lived experience in a safe, confidential space and contribute to systemic change. The knowledge, ideas and insights shared by employees will support organizational culture change and assist the government in developing further initiatives and programs aimed at addressing issues of workplace harassment and discrimination.

On October 23, 2023, the President of the Treasury Board announced that an expert panel has been hired to lead engagements with heads of HR, bargaining agents and employee networks and organizations, and to provide recommendations to the government on the design and creation of a new REP for public servants. This work will follow established policy and Cabinet processes and timelines.

Departments and agencies are being asked to submit one written response on behalf of their organization by December 1, 2023. An online questionnaire will be shared and responses will be analyzed by an external organization and outlined in a report on the REP website in winter 2024, which will complete the first phase of engagement, aimed at defining the REP’s structure within the government context.

For the second phase of engagement, the intention is to give public servants an opportunity to provide input on the more detailed program design elements in the summer and fall of 2024. The methodology for this second phase of engagement is currently being developed by the panel of experts, and details will be shared as soon as they are available.

Should you have any further questions, please do not hesitate to contact the REP team at: REP-PDR@TBS-SCT.GC.CA.

Official Languages: Did You Know….

Standardized (or Generic) Job Descriptions

Did you know that standardized job descriptions don’t necessarily lead to uniform language requirements?

A job description that doesn’t reflect the duties and responsibilities of a position can undermine the objective identification of the position’s language requirements. Creating standardized job descriptions and identifying a position’s language requirements are two very distinct exercises.

Under section 4.2.4 of the Directive on Classification, managers must establish interdepartmental and departmental standardized job descriptions wherever possible. These generic job descriptions are used in the public sector, particularly when the duties and responsibilities in the description are performed at the national level and by many people. These generic job descriptions can group several positions together under one description when the position holders do the same work in the same organizational context, but in different locations. These descriptions outline the main duties and tasks to be completed and don’t generally indicate a linguistic profile.

Once the job description is established, managers must objectively identify, in compliance with section 91 of the Official Languages Act, a position’s language requirements, based on the Directive on Official Languages for People Management, the tool Determining the Linguistic Profile of Bilingual Positions and, where necessary, the Qualification Standards in Relation to Official Languages.

For example, a federal institution could use a standardized job description for the members of its staff who have the same duties and responsibilities, but this doesn’t mean that they all do their job in the same official language. To fulfill it’s obligations, the organization must define the linguistic profile of the different positions under the standardized job description to ensure that, overall, it has the adequate capacity to provide services in English or French for each file, in accordance with the demand for  services made in each language. The organization doesn’t need every position under the same standardized job description to be bilingual. In fact, if the organization designates every job as “bilingual,” it risks imposing language requirements that were not established objectively.

You can find tools and references to help you identify the language requirements of a position on the Community of Official Languages GCwiki page.

Update: Mass Retroactive Payments

Details regarding the mass retroactive payments for many recently signed collective agreements are available.

Once you’ve received the payment, you can view details by logging into the Phoenix Pay System and accessing the Retro Details:

Phoenix > Main Menu > Self Service > Payroll and Compensation > Retroactive Payroll > Retro Details

Refer to the salary rates update and mass revision payment tentative schedule for more information.

OCHRO – Employee Relations and Total Compensation

Updates on the Public Service Health Care Plan

Additional information on the Public Service Health Care Plan changes and the new plan administrator, Canada Life, which came into effect on July 1, 2023, was shared with Deputy Heads on October 16, 2023 and can be found at the following link:  Public Service Health Care Plan.

Subscribe to the Compensation Email Notification System!

The Compensation Email Notification System provides important and timely general information about the public service pension and benefits plans, based on your preferences. The emails are sent directly to your inbox so you can easily access information that is relevant to you.

If you have not already, subscribe today at Public Service Compensation Email Notification System.

Annual Report on the Public Servants Disclosure Protection Act 2022 to 2023

As required under the Public Servants Disclosure Protection Act (PSDPA), the Annual Report on the PSDPA 2022 to 2023 provides an overview of disclosure-related activities in federal public sector organizations for the 2022–23 fiscal year.

Throughout the 16 years since the Act came into force, it has served as an important support for a public sector culture based on values and ethics. It led to the creation of the Values and Ethics Code for the Public Sector that describes the values and expected behaviours that guide public servants in all activities related to their professional duties, and requires that all organizations must have their own specific codes of conduct consistent with it.

You are invited to read this report to familiarize yourself with the work under the federal disclosure system, and how the Government of Canada is addressing wrongdoing and supporting values and ethics within the federal public sector.

Public Service Commission (PSC)

Staffing and Non-Partisanship Survey (SNPS) 2023

A reminder that the 2023 Staffing and Non-Partisanship Survey is currently underway. Collection ends November 17th. 

Departments and agencies are invited to promote the survey internally to increase participation. Proposed messaging can be found on the SNPS GCconnex page. 

Individual survey links were sent to employees from Advanis who is administering the survey on behalf of the PSC. Employees received the link from: SNPS/SDIP (PSC/CFP) (snps-sdip@advanis.ca).

If employees did not receive the survey link, they can request one via the Request Link: 2023 Staffing and Non-Partisanship Survey page. 

New Workshop on Staffing Irregularities

A new workshop on staffing irregularities tailored for hiring managers, sub-delegated managers, and any person who is a member of an assessment or selection board will be offered starting in November.

This workshop aims at offering an overview of the most frequent staffing irregularities such as errors, cheating, fraud, and favouritism. Ways to prevent these irregularities and to detect them when they occur will be explored, as well as roles and responsibilities on the subject. 

To register, please use the following link: PSC English Investigations Awareness Sessions.

For any questions, please contact: cfp.enquetes-investigations.psc@cfp-psc.gc.ca.

Administration of the Second Language Evaluation – Oral Language Assessment

Changes to the administration procedures for the Second Language Evaluation – Oral Language Assessment (SLE-OLA) have been implemented.

Since October 3, 2023, tests are administered with the camera on, which means that the assessor and the person being tested are both to use the video function in MS Teams throughout the test, from confirming the identity until the end of the test.  

Please consult the PSC website for information for test takers, managers, and human resources specialists on the SLE-OLA.

APEX

APEX Advisory Services for Executives (ASE) Annual Report for 2022-2023

The ASE Annual Report 2022-2023 is now available.

This year, 550 public service executives accessed ASE services. Over the past year ASE held over 1,700 sessions with new and recurring clients compared to 1640 sessions last year with 596 clients.

ASE’s focus in 2022-2023 was put on empowering recently appointed and acting executives with practical tips and strategies to help them navigate difficult and complex issues and feel more equipped to embrace their new role as people-centric leaders. New executives account for more than 35% of the annual client base in ASE. To address their needs, a comprehensive and holistic practical guide was developed with key stakeholders and partners. 

In 2023-2024, ASE will continue to build knowledge and expertise in the areas of psychological health and safety, inclusive leadership, and trauma-informed approaches, and will look at developing new guides for more relevance to the needs of the community.

Canada School of Public Service (CSPS)

Stay tuned for the following upcoming HR-related courses!

  • Self-Study: The Work Force Adjustment Directive (COR123) – planning and analysis phase. CSPS is working with lead partner TBS-OCHRO, and the PSC to develop initial content for this course update.
  • The Strategic Human Resources Practitioner (COR128) – expected delivery in Q4 2023-24. CSPS is working in partnership with TBS-OCHRO and PSC on the design of the course. The course is currently being piloted for virtual and in-person sessions in the National Capital Region.
  • Staffing for HR Specialists, Part 2: Planning (COR130) – blended course. The course will be available online on October 27, 2023, with the first virtual session taking place on November 17, 2023.
  • Staffing for HR Specialists, Part 3: Making it happen (COR131) – launch date to be determined. This project is currently in the initial analysis and planning phase. CSPS is working with the PSC to consolidate the initial content for the course.
  • Staffing: A resourcing tool for managers (COR132) – scheduled to be  launched in early Q1 2024-25. CSPS is working closely with the PSC to design the new version of the course.
  • HR-to-pay for Employees (FON308) – expected delivery in  Q3 2023-2024. In partnership with TBS-OCHRO and PSPC, this new course for employees is currently in development and is expected to launch in December 2023.
  • Preparation for the English as a Second Language Evaluation: Oral Proficiency – Levels B and C (FON403) and Preparation for the French as a Second Language Evaluation: Oral Proficiency – Levels B and C (FON404) – planning and analysis phase. CSPS is working with the PSC to develop initial content for the redesign of both online courses.

Raising Awareness

National Student Paper Competition

  • Do you know a talented Canadian graduate student looking to connect with senior public servants, expand their networks, nurture their leadership skills, and explore employment opportunities with the federal public service? Applications for 2023-24 are now being accepted until December 15, 2023. Application details are available online. For more information about the competition or the submission process, contact the NSPC team at nspc‑cneu@csps‑efpc.gc.ca.

Courses 

Learning series: 

Learning tools

In case you missed it

GC Diversity Networks

Throughout the federal government, groups of professionals, collaborative teams, and working bodies spanning the nation are diligently striving to advance diversity, inclusivity, and anti-racism within the GC. To discover further details about ongoing efforts, explore the GC Diversity Networks platform, which provides information on various GC Diversity Networks , Upcoming Events, GC Diversity Initiatives, and the GC Informal Networking and Mentorship Program.

Public Service Pride Network

New Guide!

The Public Service Pride has now published their Guide for Two-Spirit, Transgender, Non-Binary, and Gender-Diverse Employees – Public Service Pride. The guide is a comprehensive resource designed to support Two-Spirit, transgender, non-binary, and gender-diverse employees within the Federal Public Service. It offers valuable information, guidance and resources to navigate the workplace with confidence and authenticity. 

Creating a more welcoming workplace: Let’s share our pronouns

Each year, on the third Wednesday of October, we celebrate International Pronouns Day. It is a global initiative aimed at raising awareness about the importance of respecting and using correct pronouns. Sharing pronouns is simple yet powerful way to help create a more equitable and inclusive work environment. It helps Two-Spirit, transgender, nonbinary and gender diverse people feel more comfortable.

Here are 3 concrete ways you can create a more welcoming workplace:

  1. If this option is available, enter your pronouns in MSTeams and Outlook.
  2. Next time you chair a meeting, share your pronouns. Encourage others to do the same.
  3. Read the Learn About Pronouns resources on the Public Service Pride Network website.

What’s Coming Up

HRC Smartshops

Stay tuned for upcoming SmartShops!

HRC Meetings

  • November 2023 – HRC Executive Committee  
  • November 21, 2023 – HR Council Meeting
  • December 11, 2023 – HR Community Development Steering Committee

Events at APEX

Canada School of Public Service (CSPS)

Upcoming Events

National Managers’ Community (NMC) and Association of Public Sector Information Professionals (DPI)

Hybrid Seminar – Building a Culture of Experimentation

Public Services and Procurement Canada (PSPC) and National Managers’ Community (NMC)

Compassionate Leadership: Skills for Creating Psychologically Safe Teams

Join Public Services and Procurement Canada (PSPC) and the National Managers’ Community (NMC) for this exciting 2-part online event that will equip you with the essential skills, tools and techniques to create psychologically safe workplaces.

Part 1 | November 9, 2023 |1:30 to 3:00 (EDT)|Register here
Part 2 | December 7, 2023 |1:30 to 3:00 (EDT)|Register here

HRC Meeting – October 17, 2023

Item 1: Registration and Networking

Heads of HR and their guest took the opportunity to exchange in person.

Item 2: Opening Remarks and HRC Update

Darlène de Gravina, Assistant Deputy Minister of Human Resource Services at Employment and Social Development Canada and Chair of the HR Council commenced the meeting with a warm welcome to the recently appointed Heads of HR in our community, including Dennis Caravoulias, Industry Canada, starting on October 30th; Melanie Forsberg, Statistics Canada; Supriya Edwards, Fisheries and Oceans Canada; Lisa Furtado, Federal Economic Development Agency for Northen Ontario (FEDNor); and Tracey O’Donnell, Law Commission of Canada.

She encouraged everyone to explore the remarkable HR accomplishments of all nominees and recipients of the HR Leadership Awards 2022 Ceremony, accessible in the online Nomination Booklet.

Darlène de Gravina also announced that the HRC Executive Committee will welcome two new members, appointed by acclamation: Vicki Cunliffe, Head of HR at Transport Canada; and Anne-Marie Ranger, Head of HR at Office of the Commissioner for Federal Judicial Affairs Canada.

Furthermore, she mentioned that Cluster Heads of HR meetings, which focused on HR Community Development, are now completed.

Darlène de Gravina concluded her remarks by highlighting the following events:

  • October is Women’s History Month, Islamic Heritage month, Healthy Workplace Month and Cyber Security Awareness Month.
  • On October 18th, we celebrated International Pronouns Day. Adding personal pronouns to our MS Teams and email signature blocks sets a positive example for creating inclusive environments.
  • October 19th marked International Conflict Resolution Day, with this year’s theme being “Conflict prevention pays off!” This theme resonates strongly, emphasizing the costs associated with unresolved conflicts.
  • On November 2, 2023, the PSC and the School are hosting a one hour event for hiring managers on Amendments to the Public Service Employment Act: Overview for Hiring Managers (from 1:30 to 2:30 pm ET).
  • The Office of Public Service Accessibility, along with the Public Service Commission and participating organizations, have been acknowledged for their involvement in the Ottawa Job Fair for Students and Recent Graduates with Disabilities on November 9th. This event, scheduled from 11:30 am to 4:30 p.m. at the Shaw Centre in Ottawa, aims to facilitate connections between federal government employers and post-secondary students with disabilities.
  • A ceremony celebrating the accession of new people to senior management positions is organized by APEX. It will take place on November 15, 2023.

Item 3: Knowledge Circle for Indigenous Inclusion (KCII) Update

Michèle Elliott, Director, Indigenous Talent Resource Center, KCII, PCH shared the latest progress on the following KCII initiatives to support the career progression of indigenous employees:

  • Indigenous Career Navigators Program (ICNP) currently has 51 trained navigators in over 30 departments, offering services such as career guidance, learning plan development, and facilitating connections with hiring managers.
  • EX Talent Referral Service has successfully connected 7 indigenous employees to EX-01, 02, and 03 positions in recent months.
  • Indigenous Coaching and Counselling Circle (ICCC) has supported 17 coachees, with 5 retired indigenous employees providing assistance to indigenous EX personnel. The program plans to collaborate with the Public Service Commission (PSC) for coaching support.
  • Indigenous Speakers and Ambassadors Circle (ISAC) has facilitated over 47 connections between Indigenous volunteers and event organizers. The circle involves over 50 Indigenous employees up to EX-04 who share their professional and personal experiences.
  • Upcoming initiatives include an Indigenous student outreach program, EX Professional Profile Binders for aspiring executives, an Indigenous Onboarding Toolkit, and culturally respectful exit interviews for Indigenous employees.

For additional details, please consult the PowerPoint presentation and associated documents located in the October 17, 2023 HRC Meetings folder. Further information on Knowledge Circle for Indigenous Inclusion may be found on KCII.

Item 4:  2023-24 ADM and Executive Talent Management Cycle

Mélanie Laflèche, Executive Director, Enabling Talent Programs, People and Culture (PC), Office of the Chief Human Resources Officer (OCHRO), Treasury Board Secretariat of Canada (TBS) provided an overview of the cycle activities and requirements for Heads of HR.

Last year, OCHRO gained insights into deputies’ talent needs and their engagement in the 2022-2023 Assistant Deputy Minister (ADM) talent management cycle, leading to clearer expectations for high-potential individuals, improved awareness of trends and biases, and better calibration.

Looking ahead to the 2023-2024 ADM talent management cycle, the focus will be on diversity, developing high-potential individuals, and addressing emerging digital and operations/service priorities. This includes better integration of talent and Executive Leadership Development Program processes, alongside an increase in virtual meetings and improved tools for HR teams to foster inclusive discussions.

For the Heads of HR, the key focus is on launching the internal 2023-2024 EX talent management cycle and ensuring timely completion, with an emphasis on updating Executive Talent Management System (ETMS) personal information and self-identification. The ADM Talent Management Questionnaires (TMQs) will conclude on December 1, 2023 to allow for sufficient preparation time.

For further details, please refer to the PowerPoint presentation.

Item 5: Study of Causes and Impacts of Harassment and Discrimination of Persons with Disabilities in the Federal Public Service

Clara Morgan, Director, Adiki Puplampu, Research Analyst, Centralized Enabling Workplace Fund, Office of the Public Service Accessibility (OPSA), TBS, provided an overview of the Study’s key findings and recommendations, including areas for improvement that emerged from it.

During 2022-2023, OPSA conducted a Public Opinion Research (POR) study aimed at elucidating the root causes and core issues behind the harassment and discrimination experienced by federal public servants with disabilities. The final report was made available on the Library and Archives Canada website in July. OPSA also formed an Advisory Group composed of federal public servants with disabilities to provide expertise in shaping the study’s communication tools and research instruments. This research effort included 53 in-depth interviews conducted from November 6, 2022, to January 11, 2023.

Key findings revealed that incidents often occurred in the context of accommodation requests and impacted promotion and evaluations. Participants reported various forms of harassment and discrimination and utilized both informal and formal responses. Lack of knowledge about disability and workplace accommodations was identified as an underlying cause of harassment and discrimination.

The report includes nine recommendation, such as improved guidance and support for affected public servants, to continue work on the GC Workplace Accessibility Passport, mandatory training for managers and employees, and the establishment of a centralized agency for accommodation requests.

Further information may be found in the PowerPoint presentation.

Item 6: Letters of Agreement on Telework

Heidi Kutz, Associate ADM, People and Culture Sector and Patricia Phee, Senior Director, Employee Relations and Total Compensation Sector within OCHRO, TBS, highlighted key considerations related to the implementation of the Letters of Agreement on Telework for the EC, FS, PSAC and TR groups only.

Heidi Kutz pointed out that the agreements confirm the parties’ shared understanding on telework and provide for the creation of a Joint Consultation Committee for the review of the Employers’ Directive on Telework. To this end, the Employer is meeting with CAPE in October and PSAC later this fall.

Patricia Phee provided details on the creation of a departmental or organizational joint panel to address the employee’s dissatisfaction with a decision resulting from the application of the Employer’s Directive on Telework and Direction on prescribed presence in the workplace. She reviewed the supporting documents, focusing on the following points:

  • The panel must include equal representation from the employer and the bargaining agent, and the meeting may be held at the end of scheduled meetings of the existing Labour-Management Consultation Committee. The Key Considerations document was provided to support the development of the terms of reference.
  • The employee may refer their grievance to the panel before the final level of the grievance procedure. The grievance will then be held in abeyance pending completion of the panel’s review.
  • The panel will review the submissions presented by the parties and submit a recommendation to the deputy head or its delegate for decision as part of the final level in the grievance procedure. An example of a recommendation could be that the number of teleworking days be increased, or the schedule of days worked in the office be modified.
  • Duty to accommodate requests must be handled in accordance with normal internal procedures. It is only when a grievance is filed that this file could be examined by the panel before the final level of the grievance procedure.
  • Departments and organizations are responsible for collecting and sharing data with Treasury Board and Bargaining Agents, upon request, such as the number of grievances reviewed by the joint review panels and the number of grievances that the Deputy Head or their delegate allowed, partially allowed, or denied.   

Item 7: Break– Networking

Heads of HR and their guest exchanged in person on various subjects.

Item 8: Professional Development Framework for the Procurement and Material Management Communities

Jennifer El Chaar, Director, and Alberto Garcia-Vargas, Senior Advisor, Acquired Services and Assets Sector (ASAS), Community Development Office, Office of the Comptroller General, TBS discussed the updated Professional Development Framework (PDF) for the Procurement and Material Management Communities, highlighting its evolution from transactional to strategic functions.

The new PDF incorporates stakeholder feedback from recent consultations aiming to enhance professional standards. Notably, it includes a new learning architecture addressing competency gaps, experiments for specialized learning, recognition of third-party training, a minimum learning requirement, and the integration of technical and functional competencies into Employee Performance Management Agreements.

For more information, please refer to the PowerPoint presentation.

Item 9: DM Task Team on Values and Ethics

Pamela Aung Thin, DM Task Team Representative, Assistant Deputy Minister, Health Products and Food Branch, Health Canada discussed the ongoing interim work on Values and Ethics in response to the Message from the Clerk: Bringing our values and ethics to life in our changing environment, and collected preliminary feedback from participants.

In September 2023, the Clerk of the Privy Council established a task team of Deputy Ministers to initiate a comprehensive dialogue on implementing shared values and ethics within a dynamic and increasingly complex environment. This initiative complements existing efforts to prioritize workplace wellness, accessibility, anti-racism, equity, inclusion, and reconciliation in the public service, prompted by persistent challenges and changes influenced by factors such as emerging technologies, geopolitics, evolving service expectations, and their impact on public trust. The discussions involve key leaders, networks, and communities, aiming to foster a transparent conversation and contribute viewpoints for an essential report to the Clerk, ultimately supporting effective public service management and revitalization.

For additional information, please refer to the PowerPoint presentation.

Item 10: Self-ID Modernization Project

Natasha Parriag, Executive Director, Centre on Diversity and Inclusion, People and Culture, OCHRO, TBS, gave an update on the current state of the self-identification modernization project.

The specific release date for the questionnaire is still under consideration. The self-identification questionnaire is set to be incorporated into the TAP platform. The implementation process includes tasks such as StatCan ensuring data compatibility and developing a monitoring dashboard to track questionnaire completion and representation data for each organization.

The community will be kept apprised of new information as soon as possible.

Item 11: Update from the Central Agencies

Updates from central agencies were shared administratively and are included in the “Did You Know” section.

Item 12: Closing Remarks

Darlène de Gravina, HRC Chair and ADM, HR Services Branch, ESDC thanked presenters, heads of HR and guests for their active participation.

HRC Planning Calendar

Please see the HRC Planning Calendar for upcoming meeting dates.

Contact Us

HRCouncil/ConseilRH@tbs-sct.gc.ca

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