Equal Opportunities Committee

EE As a Placement Criteria

February 2, 2007

EE As a Placement Criteria

Addendum A

The following are explanations for several of the items raised during the all unions meeting on Employment Equity of February 2, 2007

1)  Most posters identify EE as a placement criterion whether it is used or not.  The union was wondering if it would be advisable to only advertise the possible use of “EE as a placement criteria” only when staffing is done in areas of under-representation.

  • It is a requirement of our Staffing Program that all the placement criteria that may be used during the validity period of the pool are listed when the process is posted.
  • Hiring managers have no obligation to use all the placement criteria listed on the job notice. Their responsibility is to select the most appropriate criteria at the time the nomination is being made, based on the operational requirements at that time.  This also includes the use of EE as a placement criteria. 
  • Considering that a pool may be valid for a few years after its establishment, it is not always possible to predict one or two years or even more down the road what the area of under-representation will be. For example, the EE representation may fluctuate over time. It is possible there may be an under-representation in a given EE group at the time a process is advertised but it may no longer be the case, when a given position is being filled. In fact, because of this fluctuation, we recommend that the EE criterion be included on all job notices.
  • This practice was also recommended by the four employment equity National Advisory Committees.

2) Currently, candidates applying for a job are asked to self-identify on the application form and then if the manager decides to use “EE as a placement criteria”, they are asked again to self-identify.  Why are they asked to self-identify twice?

Application stage:

  • At application stage, candidates are asked to self-identify
  • This information is used for two purposes: 
    1. To provide us with statistical information on our applicant base.  In order to ensure that we are recruiting a diverse workforce, we need to look at the composition of our application base.
    2. If the recruitment process was targeting one specific designated group (i.e. visible minorities), the self-identification information on the application will be used as a “screening tool”.  Only candidates that have self-identified as being a member of a “visible minority” group will be retained for further consideration.

Placement stage:

  • At the placement phase of the process, if the hiring manager decides to use “EE as a placement criteria”, all qualified candidates are asked if they wish to self-identify for the purpose of using EE as a placement criteria.
  • At this stage, the qualified candidate can elect to self-identify for the use of this criteria.  If he/she decides to self-identify, in accordance to the Privacy Act, he/she is informed that the information will be shared with the Employment Equity Section to be included in the self-identification data base. 
  • In addition, the candidate is also informed that other pre-qualified candidates who are not selected for placement must be informed, in writing, of the names of the persons selected and the placement criteria used.  This of course will lead to other candidates knowing that the candidate is from one of the four designated groups. 
  • This process provides the designated group member with the choice of being placed because he/she is a member of a designated group or not.
  • A Staffing bulletin was developed to provide clarification on the use of EE as placement criteria as well as on the self-identification process for placement purposes.  This bulleting is effective July 27, 2005 and is on the Info Zone.  A copy of the bulletin was provided to the unions. 
  • The National EE Division is currently exploring ways of simplifying this process but taking into consideration the various legal requirements (Privacy Act, Employment Equity Act, Canadian Human Rights Act) and the Staffing Programs requirements (Recourse), we have not found any other solutions.  We are hopeful that with the E-Resourcing tool that is currently being explored, we will succeed in simplifying this process.