Changes

This evergreen document has been developed collaboratively by Government of Canada Employment Equity (EE) Networks to provide a comprehensive and equity‑informed interpretation of the 14‑step Selection of Employees for Retention or Lay‑Off (SERLO) process established by the Public Service Commission (PSC). Its purpose is to support departments and agencies in carrying out SERLO exercises that meet all legislative and policy requirements while also aligning with best practices in equitable workforce management.

This evergreen guide was developed using various Workforce Availability (WFA) references and Selection of Employees for Retention or Lay‑Off (SERLO) guides from across the public service. It was drafted with the support of AI to improve clarity, consistency, and plain‑language readability, and it was reviewed and validated by employee network members to check for accuracy, accessibility, and equity considerations. The result is a practical resource that reflects current policy practices while centring fairness, transparency, and representativeness throughout all 14 SERLO steps.

'''Workforce adjustment''' is a formal situation that occurs when a deputy head decides that the services of one or more permanent (indeterminate) employees will no longer be required beyond a specific date. This statement establishes the legal and organizational trigger for workforce adjustment and underscores that the decision relates to indeterminate employees and a defined date after which their services are no longer required. It calls for early planning, rigorous documentation, and consistent communication because employee rights, notice periods, and entitlements depend on that date.

'''Workforce adjustment''' is a formal situation that occurs when a deputy head decides that the services of one or more permanent (indeterminate) employees will no longer be required beyond a specific date. This statement establishes the legal and organizational trigger for workforce adjustment and underscores that the decision relates to indeterminate employees and a defined date after which their services are no longer required. It calls for early planning, rigorous documentation, and consistent communication because employee rights, notice periods, and entitlements depend on that date.

=== STEP 10: Inform Employees in Writing ===

=== STEP 10: Inform Employees in Writing ===

* '''The "no surprises" principle in notifying employees. A major equity gap occurs when employees are graded on "hidden" expectations that were not listed in the notification letter.'''  Expanded guidance: Letters must mirror Step 7 criteria and Step 8 methods exactly. No additions or changes are permitted after notice is issued, unless applied to all and re‑communicated.  The letter must match the Step 7 criteria exactly, and no informal additions are permitted. Furthermore, employees must be given a reasonable "preparation window" so that those with family responsibilities or accessibility needs have the same opportunity to succeed as everyone else.  Implementation detail: Include clear contacts for accommodations and union support, specify timelines, and retain delivery confirmations.

* '''The "no surprises" principle in notifying employees. A major equity gap occurs when employees are graded on "hidden" expectations that were not listed in the notification letter.'''  Expanded guidance: Letters must mirror Step 7 criteria and Step 8 methods exactly. No additions or changes are permitted after notice is issued, unless applied to all and re‑communicated.  The letter must match the Step 7 criteria exactly, and no informal additions are permitted. Furthermore, employees must be given a reasonable "preparation window" so that those with family responsibilities or accessibility needs have the same opportunity to succeed as everyone else.  Implementation detail: Include clear contacts for accommodations and union support, specify timelines, and retain delivery confirmations.

* '''Ensuring the decision path is traceable for external review. An external reviewer should be able to pick up the file and trace every step from the "Future State" in Step 1 to the final layoff in Step 13 without having to guess at the manager's intent.'''  Expanded guidance: The Individual Reasons Record must cite the relevant documents from Steps 1 through 13, link to assessment evidence and scores, and show the selection logic applied.  The "Individual Reasons Record" must map each decision directly to the assessment scores and the selection logic. This "paper trail" is the department's primary defense against claims of bias and ensures the organization remains accountable for its treatment of employees.  Implementation detail: Use a file completeness checklist and conduct a peer review of a sample of files for consistency.

* '''Ensuring the decision path is traceable for external review. An external reviewer should be able to pick up the file and trace every step from the "Future State" in Step 1 to the final layoff in Step 13 without having to guess at the manager's intent.'''  Expanded guidance: The Individual Reasons Record must cite the relevant documents from Steps 1 through 13, link to assessment evidence and scores, and show the selection logic applied.  The "Individual Reasons Record" must map each decision directly to the assessment scores and the selection logic. This "paper trail" is the department's primary defense against claims of bias and ensures the organization remains accountable for its treatment of employees.  Implementation detail: Use a file completeness checklist and conduct a peer review of a sample of files for consistency.

== Consolidated execution checklist (for clarity and accuracy) ==

=== Consolidated execution checklist ===

* Step 1: Document Future State, data vintage, adjusted availability, attainment ratios, geographic snapshot, language justifications, and projected representation; record risks and mitigations.

* Step 1: Document Future State, data vintage, adjusted availability, attainment ratios, geographic snapshot, language justifications, and projected representation; record risks and mitigations.