Equal Opportunities Committee

Employment Equity

May 24, 2002

Present:

Elaine Courtney (CCRA)
Linda Nishikawa
Bonnie Lehman
Lina Ruel (UTE)

Purpose of the meeting:

To brief and discuss Employment Equity issues with the Union of Taxation Employees representative

SUMMARY OF DISCUSSION:

Canadian Human Rights Commission (CHRC)

The Employment Equity Section has just received the French translation to the CHRC audit questionnaire and the information is currently being verified. Management will try to have the information ready for dissemination in early June 2002.

See chart below for specific questions on the EE Audit Questionnaire.

Annual Report for 2000 – 2001

The Union raised concerns that the annual report makes reference to the Employment Equity Website and the Self-Identification forms. However, not all employees have access to the EE Website and/or do not have the time to access InfoZone.

Management informed the Union that while the Self- Identification form is available through the EE Website, it is not the only mechanism for employees to have access to a self-identification form. The forms can be accessed through the Human Resources Advisor, the Employment Equity Coordinator, as well as the Senior Employment Equity Coordinators. Management also invited the Union to play a role in this activity by having a stock available to provide to their representatives.

Employment Systems Review (ESR)

The Union requested a copy of the March 2001, Employment Systems Review conducted on the assessment tools developed for the technical competencies in audit. Management stated that this report needed to remain confidential because of the nature of the tool that was reviewed - the assessment tool for technical competencies. It is important to note that most of the changes identified during the Employment Systems Review for this assessment tool were not EE related.

Workshop - Duty to Accommodate

The Union requested an update on the Workshop on Accommodation. Management informed the Union that the Train-the-Trainer sessions had been provided to all regions, with the exception of Quebec, in the past fiscal year 2001-2002. In total, 27 employees received the training:

  • SORO    8
  • Atlantic    4
  • Pacific    5
  • NORO    5
  • Prairies    3
  • HQ    2

The facilitators had been comprised of trainers, staff relation’s advisors, national advisory members etc.

The French session of “Train-the Trainer” will be organized later this year and will be offered to the Quebec Region as well as French trainers from the other regions.

It is anticipated that the final Training package would be distributed in June. A copy would also be provided to the unions.

Once the regions receive a copy of their package, they will decide what their priorities are in terms of rolling out the training, as well as the decision to use external facilitators. Many regions have already included this workshop in their regional plan.

This is not a mandatory course nor does it replace the current awareness-training package entitled “Ability in Disability”.

Employment Systems Review (ESR)

The EE Section complied all the recommendations made during the ESR of November 1999 and January 2000 and submitted the information to Resourcing and Career Management Division for consideration. As a result of this ESR some changes have been made to the Program Statement of the Staffing Directives and submitted for approval to the Board of Management in the Fall of 2000. The recommendations on the Directives are now being considered along with input from other stakeholders in the context of a larger review. Management anticipates that the review could be completed by the end of this fiscal year.

Strategic Planning

The Union wanted to know if there had been any changes to the Strategic Planning document. Management stated that no changes had been made since the January 25, 2001 version. A copy of the document has since been put-up on the EE Website. The participants attending the September Conference will be given an opportunity to provide comments.

Workforce Analysis Results

The Union wanted to know the following:

  1. Are the results of the analysis dated March 31st the latest reports? – Yes, the March 31, 2001 Workforce Analysis are the most up to date.
  2. Is there a breakdown of terms less / over three months? – The workforce analysis is done with all employees of three months or more, as required by the Employment Equity Regulations, which supports the Employment Equity Act.
    An additional analysis was done on indeterminate versus term employees, which demonstrated that designated group members with the exception of women occupied indeterminate positions in a greater capacity than their general representation rates. This was good news because there was a myth that designated group members occupied mostly term positions.
  3. Are the results of the 2001Census available and will the WFA be amended to reflect the new data? According to Human Resources Development Canada, the Labour Market Availability results of the 2001 Census will not be available before the beginning of 2003. Once received, the new Labour Market Availability from the 2001 Census will be reflected in the Workforce Analysis, including the new National Occupational Classification (NOC) codes that are being introduced with the new survey data.

Language Training as a barrier for designated groups – Quebec Region

This item is specific to the Quebec Region and should be addressed within the region.

Note: While language training could be beneficial to designated group members, it is not addressing a barrier unique to designated group members. There are other avenues for designated group members, as well as for all other employees, to obtain language training. For example, when employees develop their training plan with their managers, they can identify the need to enhance their language skills and decide how best to achieve this goal.

Person with Disabilities

The Union asked if the Agency had any statistics available concerning persons with disabilities (are there more persons with disabilities leaving CCRA than being hired, what do the exit interviews reveal etc.). Management informed the Union that the statistical analysis had only recently been undertaken and therefore this type of data is not yet available.

The Union asked to discuss “best practices” in some regions where leave is granted to employees when their “seeing-eye dog is sick” or when a person needs to have their wheel-chair repaired etc. Management replied that information of this nature is not shared, as it would reveal confidential information about person with disabilities.

Employment Equity Policy and Accommodation Policy

The comments received on the EE Policy and the supporting guidelines have been incorporated, where appropriate. The Policy and guidelines are scheduled to go to the Board of Management for approval in June 2002. The Guideline for accommodation of designated group members continues to be worked on and may be ready by the Fall.

Policy and Guidelines on CCRA Documents in Alternate Format

Management informed the Union that the comments provided by UTE had been shared with the Publishing Directorate, along with comments from other stakeholders. Upon verification of the Policy and Guidelines, the majority of the Union’s comments had been taken into consideration.

Note : Providing Alternate Formats is only one tool in providing accommodation. There were many other types of accommodation that could also meet the need of the client, for example, if an auditor needed to access information from a Bank statement, a reader could be provided.

SUMMARY OF COMMITMENTS

TO BE ACTIONED BY

1. Management will share the CCRA's response to the CHRC audit questionnaire with the unions. Human Resources Branch
(EE Section)
2. Management will provide the Union with the names of the twenty-seven trainers that received the Just-Ask-Me training. Human Resources Branch
(EE Section)
3. Management will provide the unions with a copy of the final Workshop on accommodation training package entitled "Just-Ask-Me". Human Resources Branch
(EE Section)
4. Provide the Union with a copy of the Alternate Format document. Human Resources Branch
(Staff Relations and Compensation)

Prepared by: Bonnie Lehman

Senior Labour Relations Advisor

CHRC Audit Questionnaire

QUESTION

RESPONSE

(1.2) What response was provided to CHRC concerning the different tools available within CCRA for employees to self-identify?

Employees are able to obtain information on:

· The EE Website

· Letter of Offer

· Self-Identification Kits

· Local Kits

(1.7) Application Screening / Selections

No data is being captured at this time on those elements.

(2.4) Union wanted clarification on the clustering

Labour Market Compared to Hiring, promotions, terminations and clustering. All that information is provided in the Annual Report with the exception of clustering. CHRC had requested additional analysis on clustering but unfortunately, their methodology for clustering analysis is not appropriate for CCRA. CCRA has not received any additional information on this subject matter.

(3) Employment Systems Review - What information was provided?

ESRs have been completed on the following:

· Competency catalogue

· Competency Policy

· Staffing Directives

· Dispute Resolution Officer Powers

· Human Resources Transition Policy

· The Learning Map

· Employee Assistance Program

In addition, information was provided on the ESR for the technical assessment tools.

(5) Accommodation Policy on Persons with Disabilities

 

The Agency has adapted the Treasury Board Policy until the CCRA policy is finalized and approved.

(6) Positive Policies and Practices

National perspective as well as regional accomplishments provided.

· Annex "M"

· Annex "C"

· ESR - Atlantic (AU)

· Pacific and Atlantic - inventory of designated selection board members available

(7) Hiring and Promotion Goals

· National: Three-year Strategic Direction

· Region: Plans for hiring and promotion based on their under-representation of groups within their region.

(10) Information on Workforce - How are employees informed?

 

· National - Strategic Direction, consultation with stakeholders, EE Websites

· Region - Websites, regional plans, consultation with stakeholders

(11) Consultation - How is it done?

· National, Regional, Local meetings with unions

· Ad Hoc Meetings

· Conference

· Distribution of Minutes

· Networking through NAC, unions