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Updates from the HRC – April 30, 2024

In this Issue

Did You Know?

Human Resources Council (HRC)

Empowering HR for Success!

Join the HRC GCXchange page, by following these steps, and access a wealth of HR tools and information, such as:

  • NEW HR Functions Handbook: This job-aid explores the different HR disciplines and how they are connected throughout the employee lifecycle.
  • 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.

Attention Hiring Managers! The Experienced Former HR Professional Inventory is Now Available!

The Experienced Former HR Professional Inventory is now available to support short-term hiring needs of organizations across the public service!  

Seize this valuable opportunity to leverage the expertise of retired HR professionals who are eager to help upskill your HR team and address complex people management files. 

Visit the HR Council’s GCXchange page to explore the inventory in 3 simple steps: 

  1. Review anonymous profiles to find retired HR experts who match your opportunity across six role types: 
  • Advisory support to senior management 
  • Community-building and horizontal projects 
  • HR administrative support 
  • Coaching and mentoring 
  • Workshop and training facilitation 
  • HR subject matter expertise 

2. Submit a referral request by e-mail to the HR Council and include the reference numbers of the profiles you’re interested in. Once we receive your request, we’ll provide you with their contact information. 

3. Work with your HR advisor to engage with HR retirees and follow your organization’s staffing process. 

Please note: the inventory remains open for applicants to submit their profiles. On a weekly basis, the newest profiles will be identified as “NEW” at the top of each page for ease of reference.  

Should you have any questions, please contact the HR Council.  

HRC SmartShop Recordings

The HRC SmartShop recordings are now available!

Data Analysis 101

Exploring People Management Data

You can access previous HRC SmartShop recordings and documents via the HRC’s GCXchange page.

Reminder – Call for Nominations: 2023 Government of Canada HR Leadership Awards

The Human Resources Council (HRC) is thrilled to open the nomination process for the 2023 Government of Canada HR Excellence Awards. This prestigious recognition, formerly known as the Michelle C. Comeau HR Leadership Awards, was renamed by the HR community in November 2023 to reflect the collective spirit of excellence and unity that defines our professional network.

The 2023 Government of Canada HR Excellence Awards are specifically designed to recognize:

  • The HR Community – Individuals and teams working in all HR disciplines and at all levels within human resources divisions, directorates, sectors or branches including people management teams established as a Deputy Head priority such as anti-racism secretariats or offices of conflict resolution. They can be affiliated with a central agency, a department, a separate agency or any other organization within the federal public sector from across Canada and overseas, including crown corporations, agents of parliament and parliamentary entities.
  • And our client-partners, working outside of the HR construct, who are essential to people management excellence. We encourage their nomination in the Business Leader Award Category.

This year, we are introducing a new award category, the “HR Administrative Support Professional Award”, to recognize the indispensable role played by our administrative and clerical support members in ensuring seamless HR service and/or HR program delivery.

With these award categories, no achievement goes unnoticed:

  • HR Administrative Support Professional Award (New)
  • Human Resources Team
  • New Human Resources Talent
  • Human Resources Professional
  • Human Resources Leader
  • Equity, Diversity, Inclusion and Accessibility Team
  • Equity, Diversity, Inclusion and Accessibility Individual
  • Business Leader
  • Career Contribution in Human Resources 
  • Head of Human Resources

The names of the top three finalists of each category will be announced in June 2024 and the award recipients will be revealed during the Government of Canada HR Excellence Awards ceremony in early Fall. To honor their outstanding contributions to people management in the public service, the recipients will receive a trophy.

Visit the GCconnex or the GCXchange pages to submit nominations according to the Guidelines and Forms. Completed nominations must be received by email no later than 23:59 (Pacific Time) on Wednesday, May 8, 2024. Please note that requests to permit nominations for a group larger than ten (10) people for the Team awards must be received by no later than Wednesday, April 24, 2024.

NEW: The HR Excellence Awards Ceremony will take place in the afternoon of October 17, 2024. Save the date!

Should you have any questions or require additional information, please contact the HR Council.

Office of the Chief Human Resources Officer (OCHRO)

Pay Equity

The pay equity committee for the Government of Canada’s Core Public Administration, which is responsible for advancing the development of a pay equity plan, released a joint statement on the committee’s composition, complexity of work, progress, next steps and commitment to delivering and advancing the work in a collaborative manner. This statement was posted on Canada.ca, as well as on the Public Service Alliance of Canada’s and the Canadian Association of Professional Employee’s websites. Pay equity is an important issue that anyone can help support by amplifying updates on the work being done and the commitment to creating an inclusive public service where women receive equal pay for work of equal value.

Official languages: Everything you’ve always wanted to know!

Language designation of federal offices providing communications and services to the public

Do you know how the language designation of federal offices is determined?

The Canadian Charter of Rights and Freedoms and the Official Languages Act (OLA) give members of the public the right to communicate with and receive services from the Government of Canada in the official language of their choice, in the following situations:

  • in offices located in the National Capital Region;
  • in institutions reporting directly to Parliament;
  • at head or central offices;
  • where there is significant demand; and
  • where the nature of the office justifies its bilingual designation.

The Official Languages (Communications with and Services to the Public) Regulations (Regulations) set out the circumstances in which there is significant demand for the use of the minority language, as well as cases where the nature of the office justifies its bilingual designation.

Some 11,300 offices are subject to the OLA and the Regulations. Federal institutions must review the application of these rules every 10 years, following publication of the language data from the most recent decennial census. This review, coordinated by the Treasury Board of Canada Secretariat, takes place during the Official Languages Regulations Reapplication Exercise (OLRRE) and determines the language designation of offices.

The OLRRE was launched in the fall of 2023 and will take place in a series of steps. For newly designated bilingual offices, institutions will have a maximum of one year to comply with their new obligations after each step. As for offices which will be designated unilingual, institutions will have one year to inform the minority-language population of the date on which bilingual services will no longer be available, and of the locations where they can now receive services in their preferred official language. Full implementation of the new language obligations is expected in 2027.

For more information, please consult the Official Languages Regulations Reapplication Exercise

Report on the Public Service Pension Plan

The Report on the Public Service Pension Plan for the Fiscal Year Ended March 31, 2023 was tabled in Parliament on March 21, 2024. This report is tabled annually and provides parliamentarians, the public, and pension plan members with an overview of the plan, including the financial status, membership demographics and information on the overall administration of the plan.

Launch of updated and improved Federal Public Service Workplace Mental Health Dashboard

The Centre of Expertise on Mental Health in the Workplace is pleased to announce that the Federal Public Service Workplace Mental Health Dashboard (the Dashboard) has been updated with scores based on the 2022-23 Public Service Employee Survey (PSES), thereby enabling comparison with 2019 and 2020 results, and that it now provides scores at the sub-organizational level. 

The Dashboard is a statistically validated tool available to federal public servants that enables efficient reporting on the psychosocial factors outlined in the National Standard of Canada for Psychological Health and Safety in the Workplace (the Standard), at the aggregate level and for numerous demographic categories. It provides a practical way to assess performance, track progress and identify strengths and areas for improvement in support of the implementation of the Federal Public Service Workplace Mental Health Strategy. 

The Dashboard now provides scores for organizational units (e.g., branches, directorates) up to three levels below the department or agency, depending on the organization’s structure in the PSES and the number of respondents. To ensure continued privacy and data quality, only sub-organizational results with 30 or more respondents are displayed. 

The addition of scores for sub-organizational units will enable deputy heads and other people leaders to learn about the psychosocial risk profiles of different parts of their organization, which may vary considerably. 

The Dashboard now also measures “Psychological support”, for a total of 11 out of 13 psychosocial factors in the Standard, and the measurement of the other factors has been made more robust.

These updates are tied to ongoing work to improve and enhance the Dashboard under the direction of the Interdepartmental Committee on Workplace Mental Health Performance Measurement. 

For any questions or comments, departmental corporate services are encouraged to contact the Centre of Expertise on Mental Health in the Workplace. 

Introducing the Back Pocket Guide to Executive Supports

We encourage you to familiarize yourself with, bookmark and share the Back Pocket Guide to Executive Supports developed by the Office of the Chief Human Resources Officer. It is an evergreen, evolving guide developed to consolidate resources available across the federal public service to support executives throughout their careers. It aims to facilitate access to the supports, tools, and training executives need to succeed, including resources to help take care of yourself and your team, transition to your role, seek advice and guidance and keep learning in your role. 

For questions and feedback on the guide, please contact the Centre of Expertise on Mental Health in the Workplace.

Public Service Commission (PSC)

New Addition to the Public Service Commission’s Virtual Door to Talent with Disabilities

In support of the federal government’s goal to hire 5,000 persons with disabilities by the year 2025, the Virtual Door to Talent with Disabilities has a new inventory: The Federal Internship Program for Canadians with Disabilities (FIPCD) Continued Employment Talent Source. This inventory consists of former FIPCD interns who have gained valuable experience working in the federal government. Candidates are available across Canada and have experience in a variety of work types, such as:

  • International Business
  • Analysis and Production of Statistics, Application/File Analysis, or Use of Evidence
  • Coordination of Files, Events or Project Management
  • Intercultural Experience
  • Finance or Accounting
  • Personnel Management, Leadership or Personnel Supervision
  • Programming, Information Technology or Technological Innovation
  • Research
  • Strategic Thinking
  • Human Resources
  • Administrative Tasks

Visit the FIPCD Continued Employment Talent Source page for more information and to request candidate referrals.

Values and Ethics

Equipping on Values and Ethics

In support of prioritizing the implementation of Values and Ethics, OCHRO and the Canada School of Public Service (CSPS) make the following resources accessible to all HR professionals:

Canada School of Public Service (CSPS)

HR Curriculum Update

Learning Paths

  • 2SLGBTQIA+ Inclusion Learning Path : This learning path aims to encourage pride in public service and engages everyone to foster a 2SLGBTQIA+ inclusive workplace. It provides a selection of job aids, courses, videos, and events on 2SLGBTQIA+ awareness, inclusion, allyship, and support services from the Government of Canada.
  • Briefing skills learning path: This learning path is designed to empower public servants with the tools they need to deliver concise, intuitive, and well-constructed briefings tailored to their intended audience.

Courses and Job Aids

Strengthening Management and Oversight of Government Procurement

The Treasury Board of Canada Secretariat (TBS) is taking a series of actions to enhance its oversight of departmental practices and processes and support effective management across government.

As HR Professionals, we must stay apprised of the new measures to strengthen management and oversight of government procurement, such as the additional guidance for managers to examine existing human resources and staffing strategies prior to deciding to procure professional services.

APEX Newsletter

Please stay apprised of APEX news via their monthly Newsletter.  

National Managers’ Community (NMC)

The National Managers’ Community (NMC) April Newsletter is now available!

Empowering Accessible Communication

Let’s explore how we can make our emails more inclusive with the help of the Digital Accessibility Toolkit.

Accessible emails ensure that everyone, including individuals with disabilities, can access and understand the information we share. It reflects our commitment to inclusivity and equal access to information for all team members. Keep in mind that your emails can be forwarded to people with disabilities, and that you may have colleagues with undisclosed conditions.

Practical tips for accessible emails

  • Use Clear and Descriptive Subject Lines: Provide context and relevance to the email content to help recipients understand its purpose.
  • Avoid Using Images with Critical Information: Ensure important information is conveyed through text rather than images to accommodate screen reader users.
  • Provide Alt Text for Images: Describe images concisely using alt text to make content accessible to those who rely on screen readers.
  • Structure content: Organize your messages with clear headings, easy-to-read paragraphs, and lists to enhance readability and navigation.
  • Keep Email Layouts Simple and Responsive: Use simple layouts that adapt well to various devices and screen sizes, ensuring readability across different platforms.
  • Test Emails for Accessibility: Utilize accessibility checkers or tools to review your emails and ensure they meet accessibility standards before sending.
  • Create accessible email signatures by keeping it clear, concise, and easy to read. Consider using plain text and avoiding excessive formatting or images.

For additional details, check out this guide on making accessible emails and take the occasion to explore other digital content the Toolkit has to offer.

For more information, contact: digitala11ytoolkit-boitedoutila11enumerique@ssc-spc.gc.ca

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What’s Coming Up

HRC

HRC SmartShop

Budget Tool for the Performance Management Program (PMP) for Executives

This HR Council SmartShop, organized in collaboration with the Office of the Chief Human Resources Officer (OCHRO), is intended for HR professionals involved in the executive performance pay process, specifically those completing the performance pay reports.

At the end of this SmartShop, participants will understand:

  • How to prepare executive performance pay reports using the budget tool;
  • How to set organizational rates of in-range salary movements and performance pay;
  • How to apply proration to in-range salary increases and performance pay; and
  • How to submit the final report approved by the Deputy Head.  

Audience

This SmartShop is intended for HR professionals involved in the executive performance pay process, such as Budget Delegates and EX Services, however the entire HR Community is welcome to attend.

Registration 

Presenters

  • Päivi Soucy, Senior Analyst, Talent and Performance Operations, People and Culture (PC), OCHRO, Treasury Board Secretariat (TBS)
  • Aimee Wood, Acting Senior Policy and Programs Analyst, Talent and Performance Operations, PC, OCHRO, TBS

Documents

Related documents will be published on GCXchange.

HRC Meetings

  • May 13, 2024 – HRC Executive Committee Meeting
  • May 21, 2024 – HR Council Meeting
  • May 29, 2024 – HR Community Engagement Hub Meeting

APEX

Reminder – APEX 2024 Leadership Summit and Awards of Excellence Ceremony

APEX will host the 2024 Leadership Summit and Awards of Excellence Ceremony, on May 14-15, a premier annual learning event, offering professional learning, networking and inspiration – exclusively for Canada’s public service executive community.

All Executives are encouraged to register.

APEX Events

Stay apprised of upcoming APEX events and resources from previous events.

CSPS

Upcoming Events

National Managers’ Community (NMC)

Stay apprised of NMC events and activities!

Joint Learning Program Workshops

The Joint Learning Program (JLP), created in 2001 as a partnership between the Public Service Alliance of Canada and the TBS, continues to deliver free joint learning activities. All union members and management in the core public administration are eligible to participate in the JLP as organizers, facilitators and participants.

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HRC Meeting – April 16 , 2024

Item 1: Registration and Networking

Heads of HR had the opportunity to exchange in person on various topics.

Item 2: Opening Remarks

Darlène de Gravina, HRC Chair and Assistant Deputy Minister (ADM), HR Services Branch, Employment and Social Development Canada (ESDC), welcomed members and reminded Heads of HR and Values and Ethics Champions to attend the April 19th Special HRC Meeting on Values and Ethics with the Deputy Clerk, who is interested to hear top-of-mind issues and insights to advance Values and Ethics.

Darlène encouraged the HR community to recognize the beautiful work accomplished in the last fiscal year by submitting nominations for the GoC Excellence Awards by May 8. A reminder that a request for approval for a nomination of teams exceeding 10 members must be sent to the HRC by April 24.

Darlène proudly announced that the HRC has launched its inventory of former experienced HR professionals available to provide short-term HR services such as coaching, managing special projects or providing subject matter expertise. Hiring managers are invited to consult the inventory on the HRC’s GCXchange page to find HR retirees whose interests and expertise match their short-term hiring needs. Those who are nearing retirement or are retired are invited to complete the form, should they wish to include their profile in the inventory.

The following events were highlighted:

  • April is the Genocide Remembrance, Condemnation and Prevention Month, Sikh Heritage and Arab Heritage Months
  • April 14 to 20 is National Volunteer Week
  • April 22 to 28 is Lesbian Visibility Week, which aims to show solidarity with all 2SLGBTQIA+ woman and non-binary people in the community, as well as celebrate lesbians.
  • April 28 is the day of National Workers’ Day of Mourning, which pays tribute to those who have lost their lives or been injured on the job.
  • May is the Asian Heritage Month, Canadian Jewish Heritage Month and International Internal Audit Awareness Month.
  • May 6 to 10 is Mental Health Week, North American Occupational Safety and Health Week, Emergency Preparedness Week and Gender-Based Analysis Plus Awareness Week
  • May 14 and 15 is the APEX Leadership Summit, a great opportunity for networking.

Item 3: Moving Forward to 2024 Executive Work and Health Study (EWHS) and Keeping Focus on 2021 EWHS Calls to Actions

Elizabeth Rhodenizer, APEX Executive, Research, Health and Wellbeing, briefed Heads of HR on the upcoming launch of the 7th APEX Executive Work and Health Study (EWHS). She emphasized the critical need to maintain focus on the insights gathered from the 2021 EWHS.

The current EWHS is in the second year of a three-year cycle. The team is gearing up to distribute an online questionnaire to all executive-level (EX) employees on May 22. All organizations are therefore encouraged to share their EX and equivalent updated lists to ensure the study’s completeness.

Conducted in partnership with the University of Ottawa, this study aims to expand upon the findings from the 2021 EX Health Study. The prior study revealed ongoing trends, such as a high prevalence of exhaustion among 75% of EX employees, suggesting a significant risk of burnout. This concern transcends individual issues and points to systemic problems where work demands exceed human capacity.

The 2021 data also highlighted distinct disparities in experiences among different executive levels, with lower levels like EX-01 and EX-02 experiencing significantly less inclusion compared to higher levels like EX-04 and EX-05. Inclusion is defined as feeling a sense of belonging, having a voice at the table, participating in decision-making, and receiving investment in one’s professional development. Yet, a quarter of EX employees do not feel included, and this figure rises to one-third among equity-seeking groups.

Furthermore, there is a strong correlation between organizational climate, culture, and employee inclusion, with supervisor support and psychological safety serving as key indicators of an inclusive environment. Notably, psychological safety has been identified as the most critical factor in team performance, as evidenced by Google’s 2012 study.

Another concern is the effort/reward imbalance, with 69% of EX employees and 74% of those in equity-seeking groups reporting insufficient recognition for their contributions. Additionally, negative work-home interference significantly impacts health outcomes, highlighting the necessity of establishing clear operational hours and defining what constitutes emergencies.

By 2027, the goal is to achieve noticeable improvements by addressing these challenges and continuing to apply the valuable lessons learned from ongoing research and feedback. This dedicated effort is crucial for enhancing the well-being and performance of our executive cadre.

For more information, please refer to the PowerPoint presentation.

Item 4: Organizational Wellness Leadership Approach

Jennifer Feeney-Svab, Director, Wellness and Mental Health, People and Culture (PC), Office of the Chief Human Resources Officer (OCHRO), Treasury Board of Canada Secretariat (TBS), shared an update on the Organizational Wellness Leadership (OWL) horizontal approach.

The OWL approach aims to foster a federal public sector leadership that is characterized by respect, inclusivity and psychological well-being. This vision is guided by three key principles: an enterprise-wide focus on organizational wellness, a commitment to leadership at all levels and support for diverse populations. For more details about OWL’s context and rationale, please refer to the PowerPoint presentation from the HRC Meeting on November 21, 2023.

The framework for achieving Enterprise-wide Organizational Wellness encompasses four pillars of action. These four pillars and corresponding actions are designed to function independently; they can be enacted simultaneously rather than one after another. Progress is being made concurrently across various areas, with collaboration from a diverse range of partners, both within and beyond OCHRO-TBS.

The first pillar focuses on setting clear expectations. This involves ensuring that both employees and executive staff understand their roles in promoting workplace wellness. Collaborations with OCHRO and the Privy Council Office (PCO) are in place to refine leadership competencies and facilitate discussions on mental health priorities with government leaders.

The second pillar aims to improve supports and training. In partnership with Canada School of Public Service (CSPS), we are integrating organizational wellness into training and onboarding processes to enhance mental health literacy among executives without adding extra burdens. Initiatives include developing a pocket guide for executive supports and expanding Health Canada’s decompression program to offer mental health training and coping strategies for stressed executives.

The third pillar addresses the incentive structure and accountabilities. Organizational wellness is being integrated into key systems like recruitment, promotion, and performance management to strengthen accountability and incentive structures.

Finally, the fourth pillar is to build the evidence/data base. Enhancements to the Mental Health Dashboard are underway to provide detailed insights into workplace psychosocial factors. This tool helps pinpoint areas for improvement and supports the ongoing development of indicators by the Workplace Mental Health Performance Measurement Committee, expected to launch this fall.

Together, these pillars are designed to foster a sustainable and effective framework for supporting the mental and organizational health of the workforce.

For further details, please refer to the PowerPoint presentation.

Item 5: Federal Public Service Workplace Mental Health Dashboard

Jennifer Feeney-Svab, Director and David Bean, Project Officer, Wellness and Mental Health, PC, OCHRO, TBS showcased the Mental Health Dashboard. This PowerBI tool is designed to enhance psychological safety in organizations by pinpointing areas that require improvement. It identifies critical psychological factors that need attention, allowing organizations to benchmark against others who perform better and facilitate outreach. Additionally, this tool alleviates the workload of mental health teams.

For more details about this Power BI tool, please visit the landing page and consult the accompanying PowerPoint presentation.

Item 6: TBS Action Plan Following the Auditor General’s Report on Inclusion in the Workplace for Racialized Employees

Paola Rossell, Director, Inclusion, Diversity, Equity, Anti-racism, OCHRO, TBS along with Michelle-Sophie Roberge, Manager, Integration, Policy and Leadership Development, and, Nicolino Frate, Executive Director, Workforce Business Intelligence Services, provided information on OCHRO’s commitments to support inclusion for racialized employees in the workplace. This initiative comes in response to the 2023 Office of the Auditor General’s Report on Inclusion in the Workplace for Racialized Employees, which provided four key recommendations for TBS. To address these recommendations, TBS has developed a comprehensive action plan.

The plan includes Recommendation 25, which focuses on assisting organizations in establishing common indicators for measuring and reporting on inclusion and equity. This will involve a modernized approach to self-identification. Recommendation 66 ensures that any complaints of racism are managed by employees who are specifically trained in this area. Additionally, the action plan includes a commitment to review and improve training programs to close gaps in the prevention and resolution of workplace racism.

Recommendation 67 aims to support the collection of information to uncover the root causes of harassment faced by racialized employees, ensuring that these employees are involved in the consultation process. There is also a pledge to provide enhanced resources for the prevention of harassment.

For Recommendation 79, there is an effort underway to define the expected behaviors that characterize an inclusive workplace. This definition will serve as a benchmark to evaluate the performance of all employees, with full implementation expected by February 2026.

Furthermore, TBS is preparing to release several supportive resources. These include a guide on values and ethics within the context of performance management, as well as a guide for organizations on how to establish performance indicators, expected to be available in May 2024. There will also be an information session in the fall 2024 focusing on data sources, followed by the launch of modernized approach to self-ID in December 2024. This launch will include a session to assist departments in accessing and effectively managing their data, ensuring they are equipped to foster an inclusive work environment.

Further information may be found in the PowerPoint presentation.

Item 7: Break – Networking

Item 8: Update on Second Language Proficiency Requirements for Supervisory Positions in Bilingual Regions for Federal Employees

Carsten Quell, Executive Director, Official Languages Centre of Excellence, OCHRO, TBS, in preparation for the Public Service Management Advisory Committee (PSMAC) meeting in May 2024, provided updates and highlighted the support measures to address concerns about the forthcoming implementation of the CBC second language proficiency requirements for supervisors of employees in bilingual positions within bilingual regions. This proposed requirement is scheduled for potential implementation in June 2025.

Following the 2021 proposed language policy reforms and the Royal Assent of the Official Languages Act (OLA) amendments on June 20, 2023, Section 36 mandates that from June 20, 2025, employees in bilingual regions are entitled to be supervised in the official language of their choice, irrespective of the language profile of their position.

Given the implications of this provision on supervisory roles, TBS-OCHRO has been engaging with Heads of Human Resources (HHR) to explore the viability of synchronizing the implementation date of the CBC requirements with the activation of the Section 36 amendment on June 20, 2025.

Feedback from the consultations reveal strong support for the June 2025 deadline, with proactive changes already underway in many organizations. Concerns regarding equity, diversity, and inclusion have been addressed in the new framework, which includes provisions for training all employees to meet the new standards.

The data indicates that the enactment of Section 36 might affect 4,573 supervisory roles that are presently designated as unilingual. However, current incumbents are protected in their positions. Regarding the CBC initiative, it appears that the language requirements for 9,879 bilingual supervisory positions will need to be updated. Of these, 3,132 incumbents already fulfill the CBC language criteria. The remaining 6,747 incumbents might be affected, although this would only occur if they transitioned to another supervisory role.

Looking ahead, next month will feature further consultations with PSMAC and communication with the Commissioner of Official Languages. Guidance and tools to assist in this transition will be rolled out over the course of the year, with the final approval required from the President of TBS. This initiative marks a significant step towards strengthening language rights in the Canadian public service.

For more information, please refer to the PowerPoint presentation.

Item 9: How Official Languages Barriers Impact Indigenous Employees in the Federal Public Service

Carolyn Laude, Senior Policy Analyst, Knowledge Circle for Indigenous Inclusion and Andrew Pawluch, Analyst, People Management Analytics and Measurement, Strategic Directions and Digital Solutions, OCHRO, TBS, shared insights from their research on fostering a more inclusive approach to Official Languages (OL) that incorporates Indigenous linguistic and cultural competencies into job roles.

Their findings highlighted the significant underrepresentation of Indigenous employees in bilingual positions and the importance of reframing our thinking to reduce biases and remove barriers that contribute to this issue. One of the stark revelations was the high turnover rate of Indigenous employees, who are leaving the public service as quickly as they are being recruited. This attrition is partly attributed to a knowledge gap in OL among these employees, particularly noted in First Nations communities which are less likely to be bilingual compared to Metis and non-Indigenous counterparts.

The research further uncovered evidence of discrimination in Second Language Evaluation (SLE) testing, which dispels the myth that the issue is due to a lack of effort on the part of Indigenous candidates. A trauma-informed approach to these evaluations and to policy development is thus deemed crucial.

The need for reconciliation is positioned at the intersection of various initiatives, including the Many Voices One Mind Action Plan (MVOM Action Plan), Clerk’s Call to Action, Official Languages Act (OLA) modernization, Indigenous Languages Act (ILA), Truth and Reconciliation Commission of Canada (TRC) and the Employment Equity Act (EEA) Reforms. The research suggests that it’s time for a significant overhaul of the OL policy, one that is viewed through the lens of the United Nations Declaration on the Rights of Indigenous Peoples Act (UNDRIP) and underscores the importance of self-identification for Indigenous peoples in this process.

The use of Indigenous languages in public service does not fully align with their use across Canada, a gap that demands attention. To address this, the Knowledge Circle for Indigenous Inclusion (KCII) plans to work closely with partners at various levels, including the Public Service Commission (PSC), Treasury Board Secretariat (TBS), Canadian Heritage (PCH), Employment and Social Development Canada (ESDC)-Labour, the Privy Council Office (PCO)-Public Service Renewal, and the Public Service Management Advisory Committee (PSMAC). Their collaboration aims to carve out a space for Indigenous languages within the framework of OL and tackle systemic barriers in a meaningful way.

For more information, please refer to the PowerPoint presentation.

Item 10: Classification Program: Oversight Strategy and Talent Management Placement Initiative

This agenda item will be presented at a future HRC meeting.

Item 11: Hybrid Departmental Review Panels

Patricia Phee, Senior Director, Employer Representation in Recourse, Employee Relations and Total Compensation (ERTC), OCHRO, TBS provided a status update on the departmental joint telework review panels.

In the context of recent negotiations, the Professional Institute of the Public Service of Canada (PIPSC) and the Employer signed a letter of agreement regarding telework at the national bargaining table, which is the same as those signed by Public Service Alliance of Canada (PSAC), Canadian Association of Professional Employees (CAPE) and the Professional Association of Foreign Service Officers (PAFSO). 

This letter of agreement rests outside of the Collective Agreement but carries the same three commitments: Departmental Review Panels, Information Sharing and Joint Consultation Committees, being led by the People and Culture sector at TBS. PIPSC has also emphasized the significance of maintaining their members’ privacy.

OCHRO has developed tools, in consultation with PIPSC, to assist departments in their discussions with local PIPSC representatives to implement the departmental joint review panel. These tools, which are very similar to those used for PSAC and CAPE, were shared with Chiefs of Labour Relations and include:  

  • A graph of the departmental Organizational Review Panel depicting the process as it relates to the grievances process.
  • As the terms of reference are to be developed by the department and union, key considerations have been developed to assist departments in developing these terms of reference.
  • The Panel Form to record the meetings and decisions.
  • The Panel Case Files Data to track data on the cases that are reviewed by the joint panel.

In addition, Patricia Phee wanted to clarify that the “Requests for accommodation that fall under the Canadian Human Rights Act must continue to follow the normal departmental procedures and processes” and do not go to the Joint Review Panels (JLP). This means that when an employee makes a request for accommodation to address a workplace barrier, the normal organizational Duty to Accommodation (DTA) processes and recourse options apply. In instances where an employee has requested telework as an accommodation measure, it is the delegated manager who is responsible for determining the reasonable accommodation measure, which may be telework or another reasonable measure.

The JRP are to addresses 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.

As noted in the tools, when a “grievance” is filed related to telework, the Joint Departmental Review Panels are to addresses 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. 

The goal is to implement these review panels promptly, and an email will be circulated in the forthcoming weeks to gather updates on their establishment.

Item 12: Updates from Central Agencies and Partners

Innovation, Science and Economic Development Canada (ISED)

Dennis Caravoulias, Head of HR at ISED presented the Equity, Diversity, and Inclusion (EDI) Calendar, developed within ISED, which features commemorative dates and events. Numerous consultations preceded the calendar’s release. It provides ISED employees the opportunity to recognize and learn about special commemoration days. Additionally, it acts as a reminder of best practices, such as avoiding scheduling meetings or events on specific religious dates.

Vinita Ambwani noted that within ISED, there’s an effort underway to explore the possibility of integrating the EDI calendar into the Outlook calendars of all employees.

PSC

Robert McSheffrey, Director General, Professional Practicesprovided updates on the following two points:

Veterans and Armed Forces Data Refresh

On March 21st, the PSC wrote to all impacted organizations regarding a data transfer issue affecting preference and mobility entitlements for Veterans and Canadian Armed Forces members. Collaboration of departments and agencies in completing many of the applicant status refreshes in the GC Jobs system is essential to ensuring preference and mobility rights are respected going forward. Those who have outstanding status refreshes should complete them as soon as possible. As always, it is crucial that the data be refreshed prior to making any appointments, as the status of candidates with priority entitlement and preference (Canadian citizens, permanent residents, Veterans and Canadian Armed Forces members) may have changed.

PSC Audit on the application of the order of preference for veterans

The PSC wrote to 64 organizations on March 25th to advise them that it will be conducting an audit on the application of the order of preference for veterans. The scope of the audit will include the 2,485 external advertised processes from across the system to which more than 3,000 veterans applied. The audit will examine whether each veteran met the essential qualifications for positions they applied to and whether the preference provision was applied for those who did. Following validation of the audit approach by an independent third party, the PSC will be reaching out to organizational contacts to commence the gathering of information. The PSC anticipates reporting on the findings this summer.

OCHRO

Mélanie Laflèche, Executive Director, Enabling Talent Programs, People and Culture OCHRO provided updates on the following six points:

ADM Talent Management

The 2023-24 ADM Talent Management cycle is progressing well. The cluster discussions and the calibration table are now completed and again this year, the conversations have been rich. In total, deputies have invested 33 hours in collective ADM talent management and discussed approximately 294 ADMs. The next step is the presentation of the results to the Committee of Senior Officials (COSO) in May for final endorsement. Deputies Heads will be able to confirm talent map placements to their ADMs after COSO. Communications to that effect will be sent later in Spring.

Executive Performance Management Program

The 2024-25 Performance Agreement module in the Executive Talent Management System (ETMS), which includes updated Government-Wide Corporate Priorities, will be released early this year. In addition, the 2023-24 year-end cycle for executive performance management and pay administration will also be launched shortly. Heads of HR will be provided with key dates, tools, and instructions to complete the requirements for this cycle. Information on training sessions to equip teams in departments will be shared with Performance Management Program delegates in the coming weeks. Stay tuned for upcoming messages!

EX Classification – Conversion Update

A message was sent on April 8, 2024, to all CPA organizations to obtain information on the EX-Conversion work completed to date. Although only six months have elapsed since the launch of the conversion period, it is important to gather this information at this time to align with future reporting cycles, specifically the Organizational Health Reports which are to be sent out later this spring/early summer.

Joint Review of Employment Equity, Diversity, and Inclusion (EEDI) Training

Departmental collaboration is requested to assist in informing OCHRO and the Public Service Alliance of Canada’s joint review of existing Employment Equity, Diversity, and Inclusion (EEDI) training courses in the core public administration to identify gaps and inform the next round of collective bargaining.

Heads of HR will shortly receive an email from OCHRO requesting collaboration to complete, by early May, an inventory of EEDI training courses within their own organizations. The Canada School of Public Service will provide information about the courses they deliver to all organizations.

Policy on People Management

The Policy on People Management assigns the responsibility of making decisions about periods of specified term employment used to determine eligibility for conversion to indeterminate status as well as determining to exclude periods of specified term employment from the calculation of the cumulative working period. The latter is colloquially referred to as “stop-the-clock” or ‘suspension of term roll-over’.

The Appendix C of the Policy on People Management requires Deputy Heads to ensure that employees concerned, the responsible bargaining agent(s) and OCHRO are informed in writing of decisions to suspend the accumulation of time towards the conversion to indeterminate status.

The Directive on Term Employment specifies additional  responsibilities related  to the management of term employees, including for Heads of HR and managers.

Directive on Telework

Mélanie Laflèche thanked the 47 organizations that provided feedback on the Directive on Telework. Organizations insight is invaluable to the review. OCHRO started the analysis of the feedback and are looking forward to presenting an update of their findings at the June HRC meeting.

CSPS

Marie-Josée Gosselin, Director, Community Development and GC Learning Priorities, CSPS, informed Heads of HR that the CSPS updated the Values and Ethics Learning Path. It includes valuable information such as the recording of the Conversation with the Clerk on Values and Ethics, several courses, and videos. The CSPS is also developing a V&E discussion toolkit. One scenario per value has been developed. Another set of scenarios will be released in May. Additionally, they are organizing a Fall symposium on V&E. Lastly, two new staffing courses were launched last week: COR112 and COR132.

APEX

Gillian Campbell, APEX Executive, Engagement and Membership, reminded Heads of HR to send their list of Executives to APEX as their updated list will be used for the study to be launched in May. She also reminded everyone to register and promote the APEX Leadership Summit on May 14 and 15.

She informed participants that APEX is in the process of developing a playbook to assist in Executive onboarding, not only for new Executives but also for individuals transitioning from outside the Public Sector. It’s tailored for Executives and their Managers. The playbook will soon be shared for feedback.

The Induction Ceremony for Executives appointed between July 1, 2023 and June 30, 2024, will take place in November 2024. APEX asks organizations to provide their list of newly appointed executives on a monthly basis.

Gillian highlighted the role of APEX Ambassadors, such as onboarding new Executives and encouraged Heads of HR to support Ambassadors in this role. The list of Ambassadors is updated monthly on the APEX website.

Item 12: Closing Remarks

Darlène de Gravina, HRC Chair and ADM, HR Services Branch, ESDC, thanked presenters and attendees and mentioned that the next HRC meeting will be held virtually on May 21, 2024.

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