NATIONAL CAPITAL COMMISSION Narrative Report on Employment Equity 2013 1
General Overview The National Capital Commission (NCC) is pleased to submit its annual report as required under the Employment Equity Act for the 2013 calendar year reporting on the representation of women, Aboriginal peoples, persons with disabilities and members of visible minorities. The NCC is a Crown corporation that reports to Parliament through the Minister of Foreign Affairs. The NCC was created by Parliament in 1959 as the steward of federal lands and buildings in the National Capital Region (NCR). The National Capital Act identifies the NCC s mandate to prepare and implement plans for the development, conservation and beautification of Canada s capital region. The NCC mandate encompasses the following activity sectors: setting the long-term planning direction for federal lands in Canada s Capital Region; guiding and controlling the use and development of federal lands in Canada s Capital Region; managing, conserving and protecting NCC assets (including Gatineau Park, the Greenbelt, the NCC real property portfolio, and other assets such as bridges, pathways and parkways); maintaining heritage sites in Canada s Capital Region, such as the official residences and commemorative sites; organizing, sponsoring and/or promoting, in Canada s Capital Region, public activities and events that enrich the cultural and social fabric of Canada and reflect the federal nature of the country, equality of status of Canada s official languages, and Canadian heritage. Note that the latter responsibility was transferred to Heritage Canada on September 30, 2013, under the 2013 federal budget. 2
An organization s health is anchored firmly in its personnel. Since the NCC is a small agency, it requires specially skilled people, such as architects, engineers, planners, real property managers and biologists to ensure its effectiveness. The NCC is committed to creating a stimulating work environment and having a representative workforce. When dealing with the public, the NCC strives to be an open and transparent organization that achieves excellence in client service and public engagement. At the NCC, employees come first this is a key element of NCC corporate culture. It is imperative that NCC employees be able to work in a fair and equitable environment where differences are embraced and regarded as one of the many strengths of the organization. The NCC is also committed to serving the people of Canada with a workforce that is representative of the Canadian cultural mosaic. That said, increasing the representation of visible minorities is an ongoing challenge. Measures to Implement Employment Equity and Results Achieved a) Measures to Remove Barriers RECRUITMENT In 2013, the NCC posted 40 temporary and/or permanent competitions through a variety of networks, including federal public service websites (www.jobs-emplois.gc.ca and Publiservice) and LinkedIn. We are careful to indicate on all job notices that individuals who are deaf or hard-ofhearing can reach us by using a telecommunications device for the deaf (TDD/TTY). We also have a selection process and workplace that is inclusive and barrier-free. We ask any candidate who requires accommodation to inform us in advance to ensure that he or she receives a fair and equitable evaluation. Exit Interviews In its ongoing effort to fulfill its mandate, the NCC has adopted an employee-driven system of values. These values have become an integral part of the way the NCC workplace environment evolves. To eliminate every possible obstacle or unfair treatment, the NCC conducts voluntary exit interviews. The questionnaire deals with such topics as working conditions, work environment (relationships with supervisors and colleagues, physical working conditions, equipment, sense of belonging, etc.), training and development, pay and benefits, supervision (equitable treatment of employees, flexible work schedule, etc.), and reasons for departure (work-life balance, 3
illness, etc.). In particular, this information enables us to address situations of inequity, if any. REASONABLE ACCOMMODATION Obligation to accommodate The NCC has policies and guidelines in place to ensure equitable treatment for employees who require accommodation. We also ensure that, at hiring and while employed, employees meat with a representative from Facilities Management to ensure that the work station is ergonomically adapted to the employee s needs. In 2013, 50 ergonomic assessments were conducted. As a result, we purchased two sit-stand keyboard systems and one chair for an employee with special needs. The NCC also provides parking for employees who require accommodation. COMMUNICATIONS The NCC is committed to ensuring that Canadian youth will be heard across the nation through the Raise Your Voices! National Student Banner Contest, which is designed to draw attention to a topic or issue of significant importance to young Canadians. Participants are asked to create a unique design for a banner that represents a topic that is significant to Canadian youth. Seven banners were selected from among some 1100 submissions. Many of the submissions reflected Canada s diversity and multicultural character. The NCC collaborates with Algonquin communities in the region on various projects. As part of the events surrounding the 75th anniversary celebrations for Gatineau Park, events on September 28 and 29, 2013, were coordinated by the Kitigan Zibi Anishinabeg Cultural Education Centre. The Algonquin Summer activities offered an opportunity to promote Algonquin culture to Park visitors. The events reflected certain facets of traditional and contemporary Algonquin culture. With the cooperation of the NCC s Liaison Officer, Aboriginal Affairs, the planned programming featured traditions as well as aspects of contemporary Algonquin culture. The Artisan portion represented the communities of Kitigan Zibi and Pikwàkanagàn. The liaison officer s role is to liaise and act as a resource person on behalf of the NCC with respect to Aboriginal peoples (First Nations- Métis-Inuit) in an effort to encourage them to play an active role in NCC programs and activities. 4
In the events it organizes, the NCC continues to ensure a means to celebrate the diversity of Canada s population. This year, the following shows were offered: Canada Day Parliament Hill Hélène Campbell (Francophone from Ontario) Remesha Drums (several Francophone members from Ontario) Radio Radio (Francophone band from Nova Scotia) Canada Day Major s Hill Park Cellos on Fire (Anglophone group from Quebec) Nomadic Massive (Anglophone group from Quebec) Cathy Mitchell (Anglophone from Quebec) Kitigan Zibi Cultural Centre (Anglophone group from Quebec) Ingrid Joseph (Francophone from Ontario) Canada Day Jacques Cartier Park Stéphane Guertin (Francophone from Ontario) Théo Marin and Mario Bélisle (Francophones from Ontario) Christmas Lights Across Canada Parliament Hill Dalelle Mensour (Francophone from Ontario) Finally, pursuant to our Employment Equity action plan, we send quarterly statistical reports to the branches regarding their employment equity data for each of the EE groups. 5
EQUITY ENVIRONMENT The NCC Executive Management Committee approved the 2013-2016 Employment Equity Plan in March 2013. Activities for the current year include a review of employee training and efforts to encourage managers to implement the key employment equity objectives. The NCC s strategy is designed to ensure that NCC human resources are representative and able to fulfill the NCC mandate. Employment equity objectives will be achieved by promoting sound employment practices that increase employment options for all EE groups by utilizing specific efforts and means, implementing reasonable measures to accommodate diversity, and programs designed to remove obstacles. b) Special Measures In an effort to decrease the discrepancy among representation by EE groups, the NCC continues to communicate with the communities involved. All external employment opportunities are forwarded to these 28 communities (see Appendix 1). Furthermore, the NCC encourages the hiring of students in an effort to develop a pool of candidates, representative of today s Canadian society, for future NCC positions. Thus, through the Bridging Mechanism detailed in its Student Employment policy, as much as possible, the NCC facilitates the incorporation of students into the permanent NCC workforce. In 2013, the NCC hired 107 students, most recruited through the Federal Student Work Experience Program with notices posted on the Government of Canada website. Student job postings were also listed on the NCC and University of Ottawa websites and sent to all interested communities representing the EE groups identified in Appendix 1. We also prepared a list of 24 educational institutions to whom we sent certain student job postings depending upon their fields of study relating to a specific post (see Appendix 2 for a comprehensive list of these institutions). 6
c) Positive Policies and Practices TRAINING AND DEVELOPMENT Diversity at Work As indicated in the 2013-2016 Employment Equity action plan, the NCC is committed to providing diversity training to all of its employees. In 2013, 56 employees took part in the sessions, bringing to 381 the number of employees who have received this training since 2010. The half-day course includes definitions and components of a diverse workforce, rights and responsibilities in a diverse workplace, legal foundations, accommodation, promoting diversity in the workplace, analyzing real-life diversity scenarios and resolving them with fair, innovative and equitable solutions. Attendance Management Program In January 2014, the NCC launched its attendance management program. In December 2013, we held three mandatory information sessions for all middle managers (89% of the managers participated), one information session for executives (58% participation rate), and three sessions for employees (12% participation rate). The attendance management program is designed to promote dialogue between managers and employees. This way, when an employee s absence is due to a disability, including a handicap, lines of communication remain open and discussions regarding accommodation are encouraged. Also under this program, both managers and employees are trained and made aware of accommodation requirements and the responsibilities of each party in the process. Accommodation Requirement The organization is currently developing a telework program to remove obstacles and include employees who require accommodation. At present, we allow telework, where possible and favourable, for situations involving disability. Work schedules are also adjusted to fulfil accommodation requirements where operational obligations allow. 7
Constraints Following adoption of the 2013 federal budget, slightly more than 80 employees from the NCC Capital Experience branch were transferred to the department of Canadian Heritage on September 30, 2013. Among other things, this transfer affected our pool of available positions. Consultation Diversity Committee The Diversity Committee met twice in 2013 to discuss activities related to employment equity and promotional announcements to publicize its activities to all NCC employees. We posted an intranet notice to mark the International Day of Persons with Disabilities and a message to inform employees of the various cultural and artistic events celebrating the 50th anniversary of Korea-Canada diplomatic relations. The purpose of the diversity committee is to help increase diversity and inclusiveness of the NCC so that the organization more accurately reflects the population of Canada that it serves. Government of Canada Workplace Charitable Campaign (GCWCC) As part of the 2013 GCWCC, the team organized a potluck meal and invited employees to participate and contribute a dish. The potluck featured selections from a wide variety of cultures, with French, Indian, Japanese, French-Canadian and Caribbean dishes on the menu. Description of Future Strategies Related to Employment Equity HIRING, RETENTION AND PROMOTION The NCC will continue to strive to reduce discrepancies in representation by EE groups by implementing various initiatives in its recruitment and staffing process and pursuing its program to hire and incorporate students into its workforce. In 2013, 58 % of the NCC workforce was 45 years or older and we expect our turnover to increase over the next 5 years. For a small organization such as the NCC, this represents an opportunity to increase our representativeness through recruitment among all EE groups. 8
The NCC is also pursuing its exit interview process to gain information in an effort to identify options that would enable us to remain competitive. CAREER TRAINING AND DEVELOPMENT The NCC will continue to provide employment equity and diversity training for all employees, including managers responsible for hiring, according to its action plan. ACCOMMODATION MEASURES The NCC will continue to implement strategies, support mechanisms, and tools for managers and employees to ensure that they understand their roles and responsibilities with respect to the Duty to Accommodate policy. As noted above, implementation of the attendance management program and mandatory information sessions are an excellent example. COMMUNICATIONS AND AWARENESS The NCC will continue to meet with new employees to discuss the importance of voluntary self-identification to one or more of the EE groups and will monitor outstanding voluntary self-identification forms to maintain a high rate of response. 9
Appendix 1: Organizations from designated groups Organization / Organisme French Minorities / Minorités francophones Association de la presse francophone (APF) Assemblée de la francophonie de l'ontario (AFO) Fédération de la jeunesse franco-ontarienne (FESFO) Fédération de la jeunesse canadienne-française (FJCF) Fédération des communautés francophones et acadienne du Canada (FCFA) Regional Association of West Quebecers (RAWQ) / L'association régionale des West Quebecers (ARWQ) Canadian Parents for French (CPF) Le Mouvement d'implication francophone d'orléans (MIFO) The Canada Mauritius Cultural Association of Ottawa / Association culturelle Canada Maurice d Ottawa Visible Minorities / Minorités visibles Service Intégration Travail Outaouais (SITO) Carrefour jeunesse emploi de l Outaouais (CJEO) Blog Magazine Clés en main Ottawa Chinese Commununity Service Centre (OCCSC) LASI World Skills / LASI Compétences mondiales Federal Internship for Newcomers Program Citizenship and Immigration Canada (CIC) / Programme fédéral de stage pour les nouveaux arrivants - Citoyenneté et Immigration Canada (CIC) Aboriginal Peoples / Autochtones Congress of Aboriginal Peoples / Congrès des peuples autochtones Native Women s Association of Canada / Association des femmes autochtones du Canada Persons with disabilities / Personnes handicapées Active Living Alliance for Canadians with a disability / Alliance de vie active pour les Canadiens/Canadiennes ayant un handicap Ontario March Of Dimes Arthritis Society / La société de l'arthrite Coopérative Horizon Emploi The Ottawa-Carleton Association for Persons with Developmental Disabilities (OCAPDD) / L'Association d'ottawa-carleton pour personnes ayant une déficience intellectuelle (AOCPDI) Canadian Mental Health Association / Association canadienne pour la santé mentale 10
United Way / Centraide Y's Owl Maclure Co-operative Centre Autism Ontario - Ottawa / Autisme Ontario - Ottawa Causeway Work Centre Women / Femmes Option Femmes Emploi 11
Appendix 2: List of educational institutions School / Établissement Algonquin College (Ottawa, ON) Bishop's University Université Bishop's (Sherbrooke, QC) Carleton University (Ottawa, ON) CÉGEP de l Outaouais (Gatineau, QC) Cité collégiale (Ottawa, ON) Concordia University Unviersité Concordia (Montreal, QC) Dalhousie University (Halifax, NS) École nationale d'administration publique (ENAP) (Gatineau, QC) École Polytechnique de Montréal (Montreal, QC) Fanshawe College (London, ON) McGill University Université McGill (Montreal, QC) McMaster University (Hamilton, ON) Queen's University (Kingston, ON) Trent University (Peterborough, ON) Univerité du Québec en Outaouais (UQO) (Gatineau, QC) 12
Université de Montréal (Montreal, QC) Université de Sherbrooke (Sherbrooke, QC) Université du Québec à Trois-Rivières (UQTR) (Trois-Rivières, QC) Université Laval (Québec, QC) University of British Columbia (Vancouver, BC) University of Guelph (Guelph, ON) University of Ottawa L'Université d'ottawa (Ottawa, ON) University of Toronto (Toronto, ON) University of Winnipeg (Winnipeg, MB) 13