656
edits
Important: The GCConnex decommission will not affect GCCollab or GCWiki. Thank you and happy collaborating!
Changes
Jump to navigation
Jump to search
Line 22:
Line 22: − + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + − 1. Planning + − + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + − + + Line 37:
Line 131: − + − + − + − + − + − + − + Line 56:
Line 150: − +
Equity in WFA & SERLO / Équité dans le RE et le SEMPMD (view source)
Revision as of 16:49, 22 December 2025
, 16:49, 22 December 2025no edit summary
* '''Organizational Needs:''' Strategic priorities of the organization.
* '''Organizational Needs:''' Strategic priorities of the organization.
| WFA Stage
'''Asset Qualifications:''' Barriers can be perpetuated based on how asset criteria is used in a SERLO process. If the Asset criteria requires previous experience completing a certain task, it may disadvantage groups which experiencing lower rates of promotion due to systemic discrimination. Asset criteria should focus on transferable skills and not on skills developed solely due to obtaining promotional assignments
=== Bias Controls Across the SERLO/WFA Lifecycle ===
{| class="wikitable"
!'''Step'''
!'''Process (official)'''
!'''Equity Risk (official framing)'''
!'''Safeguards (official requirements + good practice)'''
!'''Legal/Policy Requirements — Direct Quotes (with source)'''
|-
!'''1. Define the “Affected Part” of the Organization'''
|• Establish the '''affected part(s)''' as part of SERLO planning (current & future state). • Identify positions and affected employees. • Notify OCHRO/TBS, bargaining agents, and employees.
|If the affected part(s) are defined '''too narrowly''' without functional justification, selections can isolate specific employees or equity groups.
|• Document the '''functional rationale''' tied to business/HR plans before assessment. • Use structured notifications and records.
|“'''Step 2: Determine the affected part(s) of the organization'''.” (PSC, ''Selection of employees for retention or lay‑off: Guide for managers and HR specialists'') [[/www.ceiu-seic.ca/alternation faq|[ceiu-seic.ca]]] — “Where the deputy head determines… that '''some but not all of the employees in any part of the deputy head’s organization will be laid off''', the employees to be laid off '''shall be selected in accordance with the regulations of the Commission'''.” (PSEA, '''s.64(2)''') [[/www.justice.gc.ca/eng/abt-apd/pgbap-pacsp.html|[justice.gc.ca]]] — “Workforce adjustment… when it has been determined that a position is no longer required due to '''lack of work''', '''discontinuance of a function''', '''relocation''', or an '''alternative delivery initiative'''.” (Canada.ca WFA overview) [[/www.canada.ca/en/public-service-commission/services/publications/2025-2026-departmental-plan/gba-plus-supplementary-info-table.html|[canada.ca]]]
|-
!'''2. Establish Merit Criteria (SoMC)'''
|Deputy Head determines '''qualifications, requirements, and organizational needs''' for the SERLO: • '''Essential qualifications''' (including official language proficiency) • '''Asset qualifications''' • '''Operational requirements''' • '''Organizational needs'''
|• Over‑tailored '''asset qualifications''' or experience statements that act as '''proxies for tenure'''. • '''Operational requirements''' that create barriers.
|• Write qualifications in '''plain, neutral, assessable''' language; distinguish essential vs. asset. • Justify '''operational requirements''' and define '''organizational needs''' aligned to the current/future state. • Respect '''duty to accommodate''' and '''employment equity obligations'''.
|“The deputy head must determine '''(a) the essential qualifications… and any additional qualifications… as an asset'''; and '''(b) any relevant current or future operational requirements or needs of the organization'''.” (PSER, '''s.22(2)''') — “Deputy heads must '''respect the duty to accommodate throughout the appointment process''' [and] '''respect employment equity obligations throughout the appointment process'''.” (PSC ''Appointment Policy'') [[/syndicatafpc.ca/node/12432|[syndicatafpc.ca]]] — “'''Organizational needs – employment equity, placing employees affected by workforce adjustment,''' respecting a land claims agreement, when they apply.” (VAC, ''How to read a job advertisement'') — “Employers… have an obligation to '''adjust rules, policies or practices''' to enable everyone to participate fully… called the '''duty to accommodate'''.” (Canadian Human Rights Commission)
|-
!'''3. Conduct the Assessment'''
|• Determine assessment methods (e.g., review of past performance, interviews, exams). • '''Step 9: Identify biases and barriers''' before applying any method. • Assess employees using structured tools; ensure assessor qualifications and official languages obligations are met.
|Use of '''subjective factors''' (e.g., undefined “fit” or “visibility”) introduces '''affinity bias''', undermining fair selection among already‑qualified employees.
|• Apply '''structured''' tools (structured interviews, structured reference checks, standardized scoring). • '''Document the bias/barrier review''' prior to assessment. • Provide and implement '''accommodations'''; ensure assessor competence and official language capacity.
|“The deputy head may… use '''any assessment method'''… such as a '''review of past performance and accomplishments, interviews and examinations'''.” (PSER, '''s.22(4)''') — “Before using an assessment method, the deputy head '''must conduct an evaluation to identify whether the assessment method… includes or creates biases or barriers'''… and '''make reasonable efforts to remove''' or '''mitigate''' [them].” (PSER, '''s.22(5)''') — “'''Step 9: Identification of biases and barriers.'''” (PSC ''SERLO Guide'') [[/www.ceiu-seic.ca/alternation faq|[ceiu-seic.ca]]] — “Ensure that those conducting the assessment '''have the necessary competencies…''' to assess the qualifications.” (PSC ''Appointment Policy'') [[/syndicatafpc.ca/node/12432|[syndicatafpc.ca]]]
|-
!'''4. Determine Organizational Needs (Representation Analysis)'''
|• Establish '''organizational needs'''; Employment Equity can be applied when justified. • Perform a '''representation gap analysis''' using current availability/representation.
|Reliance on '''outdated 2021 workforce availability''' can misstate current gaps and embed bias in selections.
|• Use '''current EE data''' (availability & representation) when defining organizational needs. • Where only older data exist, apply '''documented projection methodology''' (internal) to avoid fettering discretion; decisions must still rest on '''PSER s.22(2)''' and PSC '''Appointment Policy''' obligations.
|“The deputy head must determine… '''operational requirements or needs of the organization'''.” (PSER, '''s.22(2)(b)''') — “'''Organizational needs – employment equity'''… when they apply.” (VAC) — “Deputy heads must… '''respect employment equity obligations''' throughout the appointment process.” (PSC ''Appointment Policy'') [[/syndicatafpc.ca/node/12432|[syndicatafpc.ca]]] — “Public service‑wide initiatives on equity… '''representation and workforce availability''' reporting to address gaps.” (TBS ''Employment Equity Annual Report 2023–24'') [[/www.canada.ca/en/public-service-commission/services/publications/2025-2026-departmental-plan/gba-plus-supplementary-info-table.html|[canada.ca]]]
|-
!'''5. Selection and Notification'''
|• Conduct SERLO selection; establish merit list and determine the '''cut‑off''' for retention vs. lay‑off. • '''Provide written notice''' to laid‑off and retained employees. • '''Record reasons''' for selection. • Administer '''priority entitlements'''.
|A '''cut‑off line''' that produces '''adverse impact''' on a protected group without mitigation may contravene EE obligations and fairness principles.
|• Conduct a '''GBA Plus/adverse impact review''' before issuing letters. • Use current EE data to confirm no disproportionate impact. • Issue '''PSER s.21''' compliant notices; '''record the reasons''' for the selection (SERLO guide Step 14). • Manage '''priority entitlements''' per PSC (order of precedence).
|“'''Provide written notice'''… Step 13; and '''record the reasons for the selection'''… Step 14.” (PSC ''SERLO Guide'') [[/www.ceiu-seic.ca/alternation faq|[ceiu-seic.ca]]] — “A deputy head must, '''before laying off an employee''', provide a '''written notice'''… including: '''(a) statement'''; '''(b) reason'''; '''(c) right to complaint'''; '''(d) date'''; '''(e) lay‑off date or later advice'''.” (PSER, '''s.21(1)(a)–(e)''') [[/www150.statcan.gc.ca/n1/daily-quotidien/240209/dq240209a-eng.htm|[www150.statcan.gc.ca]]] — “Priority for appointment… shall be given… to a person '''laid off pursuant to subsection 64(1)'''.” (PSEA, '''s.41(4)''') [[/psacunion.ca/sites/psac/files/2025-psac-wfa-members-guide.pdf|[psacunion.ca]]]
|-
!'''6. Alternation'''
|• Administer '''alternation''' for eligible '''opting''' or '''surplus''' employees within the '''core public administration'''. • Verify '''essential qualifications''' and official languages for the position to be alternated into; apply '''equivalency''' rules.
|Opaque or informal matching ('''“hidden job market”''') excludes eligible employees; inconsistent equivalency application produces unfair access.
|• '''Centralize and transparently post''' alternation opportunities (departmental and GC‑wide forums). • Apply '''equivalency''' consistently; verify '''essential qualifications''' and official language profile before approval. • Offer meeting to explain '''denials'''.
|“'''All departments or organizations must participate in the alternation process.'''” (NJC WFAD, '''s.6.3.1''') [[/www.canada.ca/en/public-service-commission/services/public-service-hiring-guides/workforce-adjustment-federal-employees.html|[canada.ca]]] — “'''An alternation occurs when an opting employee… exchanges positions with a non‑affected employee'''… under Part VI.” (NJC WFAD, '''s.6.3.2''') [[/www.canada.ca/en/public-service-commission/services/public-service-hiring-guides/workforce-adjustment-federal-employees.html|[canada.ca]]] — “The opting employee moving into the unaffected position '''must meet the requirements for appointment'''… including '''language requirements'''.” (NJC WFAD, '''s.6.3.7''') [[/www.canada.ca/en/public-service-commission/services/public-service-hiring-guides/workforce-adjustment-federal-employees.html|[canada.ca]]] — “Alternation should normally occur at the '''same group and level'''… or '''equivalent''' (max rate of pay '''no more than 6% higher''').” (NJC WFAD, '''s.6.3.9''') [[/www.canada.ca/en/public-service-commission/services/public-service-hiring-guides/workforce-adjustment-federal-employees.html|[canada.ca]]] — “An alternation '''must occur on a given date'''… no ‘domino’ or ‘future considerations’.” (NJC WFAD, '''s.6.3.10''') [[/www.canada.ca/en/public-service-commission/services/public-service-hiring-guides/workforce-adjustment-federal-employees.html|[canada.ca]]] — “Employees not in receipt of a '''GRJO''' have '''120 days''' to consider the three options.” (NJC WFAD, '''s.6.1.2''') [[/www.canada.ca/en/public-service-commission/services/public-service-hiring-guides/workforce-adjustment-federal-employees.html|[canada.ca]]]
|}
----
== Expanded, step‑specific guidance (official terms only) ==
'''Asset Qualifications:''' Barriers can be perpetuated based on how asset criteria is used in a SERLO process. If the Asset criteria requires previous experience completing a certain task, it may disadvantage groups which experiencing lower rates of promotion due to systemic discrimination. Asset criteria should focus on transferable skills and not on skills developed solely due to obtaining promotional assignments
=== Step 1 — Scope and notifications ===
* '''Define affected part(s)''' against '''current/future state'''; keep scope functional, not personal. [[/www.ceiu-seic.ca/alternation faq|[ceiu-seic.ca]]]
* '''Authority to lay off:''' “Where the services of an employee are no longer required… the deputy head may… '''lay off the employee'''.” (PSEA, '''s.64(1)''') [[/www.justice.gc.ca/eng/abt-apd/pgbap-pacsp.html|[justice.gc.ca]]]
* '''If only some employees:''' selection '''must''' follow PSC regulations. (PSEA, '''s.64(2)''') [[/www.justice.gc.ca/eng/abt-apd/pgbap-pacsp.html|[justice.gc.ca]]]
=== Step 2 — Merit criteria (SoMC) ===
* '''Define''' essential & asset qualifications; '''operational requirements'''; '''organizational needs'''. (PSER, '''s.22(2)''')
* '''Employment equity & accommodation''' obligations apply. (PSC ''Appointment Policy'') [[/syndicatafpc.ca/node/12432|[syndicatafpc.ca]]]
* '''Operational requirements''' (e.g., travel, shift work) must be justified and not used to '''circumvent accommodation'''; apply the '''duty to accommodate'''.
=== Step 3 — Assessment methods + bias/barrier review ===
* '''Methods:''' review of past performance, interviews, examinations. (PSER, '''s.22(4)''')
* '''Bias/barrier requirement:''' conduct '''evaluation''' to identify and '''remove/mitigate''' biases or barriers '''before''' use. (PSER, '''s.22(5)''')
* '''Second official language assessment:''' must use the same methods as '''appointments'''. (PSER, '''s.22(6)''')
=== Step 4 — Organizational needs (representation analysis) ===
* '''Authority:''' deputy head may set '''needs of the organization''' (including EE). (PSER, '''s.22(2)(b)''')
* '''EE as organizational need:''' acknowledged in GC staffing context. (VAC, ''How to read a job advertisement'')
* '''Use current EE data:''' align with TBS '''availability/representation''' reporting. [[/www.canada.ca/en/public-service-commission/services/publications/2025-2026-departmental-plan/gba-plus-supplementary-info-table.html|[canada.ca]]]
* '''Projection methodology (internal, not prescribed by law):''' When only 2021 data exist, some organizations use '''documented projections''' (e.g., Attainment Rate ÷ '''1.25''' for racialized groups; ÷ '''1.10''' for Indigenous peoples) to approximate '''2025 availability'''. Decisions must remain grounded in '''PSER s.22(2)''' and '''PSC Appointment Policy''' obligations. [[/syndicatafpc.ca/node/12432|[syndicatafpc.ca]]]
=== Step 5 — Selection, notice, reasons, priority ===
* '''Selection''' and '''recording reasons''' are explicit SERLO steps. (PSC ''SERLO Guide'', Steps 12–14) [[/www.ceiu-seic.ca/alternation faq|[ceiu-seic.ca]]]
* '''Written notice content''' requirements (statement, reason, right to complaint, date, lay‑off date or later written advice). (PSER, '''s.21(1)''') [[/www150.statcan.gc.ca/n1/daily-quotidien/240209/dq240209a-eng.htm|[www150.statcan.gc.ca]]]
* '''Priority entitlements''' for laid‑off persons. (PSEA, '''s.41(4)'''; PSER priority provisions) [[/psacunion.ca/sites/psac/files/2025-psac-wfa-members-guide.pdf|[psacunion.ca]]]
=== Step 6 — Alternation (Part VI, NJC WFAD) ===
* '''Participation is mandatory''' across departments. (NJC WFAD, '''s.6.3.1''') [[/www.canada.ca/en/public-service-commission/services/public-service-hiring-guides/workforce-adjustment-federal-employees.html|[canada.ca]]]
* '''Eligibility:''' opting or surplus employees; same group/level or '''equivalent'''; must '''meet essential qualifications''' and '''language''' requirements for the position they enter. (NJC WFAD, '''s.6.3.2, s.6.3.7, s.6.3.9''') [[/www.canada.ca/en/public-service-commission/services/public-service-hiring-guides/workforce-adjustment-federal-employees.html|[canada.ca]]]
* '''Process integrity:''' alternation '''occurs on a single date'''; if denied, '''meeting to explain rationale''' at employee request. (NJC WFAD, '''s.6.3.10, s.6.3.8''') [[/www.canada.ca/en/public-service-commission/services/public-service-hiring-guides/workforce-adjustment-federal-employees.html|[canada.ca]]]
* '''Opting period:''' '''120 days''' to choose options where no GRJO. (NJC WFAD, '''s.6.1.2''') [[/www.canada.ca/en/public-service-commission/services/public-service-hiring-guides/workforce-adjustment-federal-employees.html|[canada.ca]]]
----
== Additional compliance highlights managers should document ==
* '''Official languages as essential:''' “The essential qualifications… '''including official language proficiency'''.” (PSER, '''s.22(2)''')
* '''Assessment competence:''' “Ensure that those conducting the assessment '''have the necessary competencies''', including official language(s).” (PSC ''Appointment Policy'') [[/syndicatafpc.ca/node/12432|[syndicatafpc.ca]]]
* '''Duty to accommodate (disability/family status):''' “Employers… have an obligation to '''adjust rules, policies or practices'''… called the '''duty to accommodate'''.” (CHRC)
* '''GBA Plus in staffing/assessment:''' SERLO guide embeds '''Step 9: Identification of biases and barriers''', and PSC planning commits to integrating '''GBA Plus''' to mitigate systemic barriers. [[/www.ceiu-seic.ca/alternation faq|[ceiu-seic.ca]]], [[/bunelaw.com/family-status-accommodation-in-ontario-human-rights-law/|[bunelaw.com]]]
----
=== Bias Controls Across the SERLO/WFA Lifecycle ===
=== Want this as a manager‑ready tool? ===
I can deliver this chart as a '''Word''' or '''Excel''' template with fill‑in fields for: affected part(s), SoMC, assessment
{| class="wikitable"
{| class="wikitable"
!Stage
!Stage
|1. Planning
|1. Planning
|Determine the desired current and future state of the organization; determine the affected part(s); identify positions and affected employees; notify OCHRO/TBS, bargaining agents, and employees.
|Determine the desired current and future state of the organization; determine the affected part(s); identify positions and affected employees; notify OCHRO/TBS, bargaining agents, and employees.
|Defining the affected part(s) at a level that is not functionally justified can isolate specific employees
|Defining the affected part(s) at a level that is not functionally justified can isolate specific employees
|Document the '''functional rationale''' for the affected part(s) and link to business/HR plans; issue required '''written notifications''' to OCHRO/TBS, bargaining agents, and employees per SERLO steps
|Document the '''functional rationale''' for the affected part(s) and link to business/HR plans; issue required '''written notifications''' to OCHRO/TBS, bargaining agents, and employees per SERLO steps
|-
|-
|2. Merit criteria
|2. Merit criteria
|Establish the '''Statement of Merit Criteria''': '''essential qualifications''', '''asset qualifications''', '''operational requirements''', '''organizational needs'''
|Establish the '''Statement of Merit Criteria''': '''essential qualifications''', '''asset qualifications''', '''operational requirements''', '''organizational needs'''
|Over‑tailored '''asset qualifications''' or experience statements that function as '''proxies for tenure''' can distort merit and exclude already‑qualified employees
|Over‑tailored '''asset qualifications''' or experience statements that function as '''proxies for tenure''' can distort merit and exclude already‑qualified employees
|Write qualifications in '''plain, neutral, assessable language'''; distinguish '''essential''' vs '''asset'''; justify '''operational requirements'''; define '''organizational needs''' aligned to current and future state
|Write qualifications in '''plain, neutral, assessable language'''; distinguish '''essential''' vs '''asset'''; justify '''operational requirements'''; define '''organizational needs''' aligned to current and future state
|-
|-
|3. Assessment
|3. Assessment
|Determine '''assessment methods'''; complete '''Step 9: Identification of biases and barriers'''; conduct assessments with qualified assessors and respect duty to accommodate
|Determine '''assessment methods'''; complete '''Step 9: Identification of biases and barriers'''; conduct assessments with qualified assessors and respect duty to accommodate
|Use of subjective factors (e.g., undefined “fit” or “visibility”) introduces '''affinity bias''' and undermines fair assessment
|Use of subjective factors (e.g., undefined “fit” or “visibility”) introduces '''affinity bias''' and undermines fair assessment
|Apply '''structured''' tools (structured interviews, structured reference checks, standardized scoring) and accommodation guidance; ensure assessor competency and official language capacity; document the bias/barrier review before assessment
|Apply '''structured''' tools (structured interviews, structured reference checks, standardized scoring) and accommodation guidance; ensure assessor competency and official language capacity; document the bias/barrier review before assessment
|-
|-
|5. Selection, notice, reasons
|5. Selection, notice, reasons
|Conduct selection for '''retention or lay‑off (SERLO)'''; provide '''written notice'''; '''record reasons for selection'''; then administer '''Priority Administration''' for surplus/lay‑off entitlements in the proper order of precedence
|Conduct selection for '''retention or lay‑off (SERLO)'''; provide '''written notice'''; '''record reasons for selection'''; then administer '''Priority Administration''' for surplus/lay‑off entitlements in the proper order of precedence
|Relying on '''outdated workforce data''' to justify that representation meets '''organizational needs''' can misalign decisions with current '''Employment Equity Act''' obligations
|Relying on '''outdated workforce data''' to justify that representation meets '''organizational needs''' can misalign decisions with current '''Employment Equity Act''' obligations
|Use '''current employment equity workforce availability and representation''' data to inform '''organizational needs'''; ensure compliance with Appointment Policy obligations (employment equity, official languages, duty to accommodate); respect PSC '''priority entitlements''' and order of precedence
|Use '''current employment equity workforce availability and representation''' data to inform '''organizational needs'''; ensure compliance with Appointment Policy obligations (employment equity, official languages, duty to accommodate); respect PSC '''priority entitlements''' and order of precedence
