Changes

=== Bias Controls Across the SERLO/WFA Lifecycle ===

=== Bias Controls Across the SERLO/WFA Lifecycle ===

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{| class="wikitable"

!'''Step'''

!'''Step'''

!'''Process (official)'''

!'''Process (official)'''

!'''Equity Risk (official framing)'''

!'''Equity Risk'''  

!'''Safeguards (official requirements + good practice)'''

!'''Safeguards'''  

!'''Legal/Policy Requirements — Direct Quotes (with source)'''

!'''Legal/Policy Requirements'''  

|-

|-

!'''1. Define the “Affected Part” of the Organization'''

!'''1. Define the “Affected Part” of the Organization'''

|If the affected part(s) are defined '''too narrowly''' without functional justification, selections can isolate specific employees or equity groups.

|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.

|• 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]]]

|“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)'''

!'''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'''

|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.

|• 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'''.

|• 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)

|“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'''

!'''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.

|• 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.

|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.

|• 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]]]

|“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)'''

!'''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.

|• 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.

|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.

|• 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]]]

|“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'''

!'''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'''.

|• 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.

|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).

|• 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]]]

|“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'''

!'''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.

|• 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.

|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'''.

|• 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]]]

|“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]]]

|}

|}

== Additional compliance highlights managers should document ==

== Additional compliance highlights managers should document ==

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!Stage

!Stage