Directive on Employment Equity, Diversity and Inclusion

Provides guidance to managers and designated senior officials on the implementation of the employment equity programs and processes to comply with the Employment Equity Act and its Regulations.

Date modified: 2020-04-01

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Policy:

People Management, Policy on

Topic:

People management

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People Management, Policy on
- Directive on Employment Equity, Diversity and Inclusion

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1. Effective date

1.1This directive takes effect on April 1, 2020.
1.2This directive replaces the Treasury Board’s Employment Equity Policy dated July 1, 1999.

2. Authorities

2.1This directive is issued pursuant to the same authorities indicated in section 2 of the Policy on People Management.

3. Objectives and expected results

3.1The objectives indicated in section 3 of the Policy on People Management apply to this directive.
3.2The expected results of this directive are as follows:
- 3.2.1An equitable, diverse and inclusive workplace where no person is denied employment opportunities or benefits for reasons unrelated to ability or job requirements;
- 3.2.2Management demonstrates effective leadership by promoting and contributing to employment equity, diversity and inclusion in the workplace; and
- 3.3.3Organizational policies and practices respect and promote equity, diversity and inclusion.

4. Requirements

4.1The senior official designated by the deputy head is responsible for the following:
- 4.1.1Engaging, consulting and collaborating with employees who are members of designated groups under the Employment Equity Act, managers, departmental bargaining agents and other employees in all aspects of employment equity, diversity and inclusion, including plans, systems, policies, practices and processes for the purposes of:
  - 4.1.1.1Obtaining and providing information;
  - 4.1.1.2Defining, clarifying and discussing roles and responsibilities;
  - 4.1.1.3Identifying progress and areas of concern; and
  - 4.1.1.4Developing strategies;
- 4.1.2Consulting and collaborating with employee representatives, including bargaining agents, with regard to:
  - 4.1.2.1Facilitating implementation and communication of employment equity, diversity and inclusion plans and activities;
  - 4.1.2.2Implementing:
    - The self‑identification questionnaire;
    - The workforce analysis;
    - The employment systems review;
    - The review of current and future systems, policies, programs, processes and practices to identify and eliminate barriers; and
    - The departmental employment equity plan;
- 4.1.3Overseeing the department’s employment equity obligations in accordance with the requirements of the Employment Equity Act, the Employment Equity Regulations and the mandatory procedures in the appendix to this directive, including:
  - 4.1.3.1Collecting workforce information through self‑identification questionnaires;
  - 4.1.3.2Conducting a workforce analysis;
  - 4.1.3.3Completing an employment systems review; and
  - 4.1.3.4Making recommendations or proposing strategies to the deputy head with regard to under‑representation, policies, programs or practices;
- 4.1.4Collaborating with the Office of the Chief Human Resources Officer, Treasury Board of Canada Secretariat, for the purposes of sharing and reconciling data;
- 4.1.5Proactively reviewing systems, policies, programs, processes and practices as they are developed and implemented to ensure that they will not create barriers to employment equity designated groups;
- 4.1.6Developing an employment equity plan in accordance with section 10 of the Employment Equity Act;
- 4.1.7Ensuring that employment equity planning is incorporated into the human resources / business planning exercise;
- 4.1.8Gathering, maintaining and safeguarding employment equity data and personal information; and
- 4.1.9Monitoring and reporting on employment equity as outlined in the Employment Equity Regulations.

5. Roles of other government organizations

5.1The roles of other government organizations in relation to this directive are described in section 5 of the Policy on People Management.

6. Application

6.1This directive applies to the persons employed and organizations listed in section 6 of the Policy on People Management.

7. References

7.1Legislation
7.2Related policy instruments
- Policy on People Management
- Directive on Duty to Accommodate

8. Enquiries

8.1For interpretation of any aspect of this directive, contact Treasury Board of Canada Secretariat Public Enquiries.

Appendix: Mandatory Procedures for Employment Equity, Diversity and Inclusion

A.1 Effective date

A.1.1These procedures take effect on April 1, 2020.
A.1.2In conjunction with the Policy on People Management and the Directive on Employment Equity, Diversity and Inclusion, these procedures replace the following Treasury Board policy instrument:
- Employment Equity Policy (July 1, 1999)

A.2 Procedures

A.2.1These procedures provide details on the requirements set out in subsection 4.1 of the Directive on Employment Equity, Diversity and Inclusion.
A.2.2Mandatory procedures are as follows:
- A.2.2.1When conducting a workforce self‑identification survey, the senior official designated by the deputy head must:
  - A.2.2.1.1Respect the requirements of the Employment Equity Regulations in developing and administering workforce self‑identification questionnaires;
  - A.2.2.1.2Consult with bargaining agents and other employee representatives throughout the process and on the results;
  - A.2.2.1.3Communicate to all employees the purpose and importance of self‑identification;
  - A.2.2.1.4Disseminate self‑identification questionnaires in accessible formats to all employees;
  - A.2.2.1.5Request that all employees return a completed form, whether or not they identify themselves as members of one or more employment equity designated groups;
  - A.2.2.1.6Develop and implement an effective strategy to assess the outcome of the workforce self‑identification questionnaire; and
  - A.2.2.1.7Ensure that information gathered for the purposes of self‑identification is kept confidential and safeguarded appropriately, in accordance with the Employment Equity Regulations.
- A.2.2.2In order to maintain up‑to‑date workforce survey results, the senior official designated by the deputy head must provide a workforce self‑identification questionnaire to persons employed:
  - A.2.2.2.1When they begin or change employment;
  - A.2.2.2.2Who wish to change information previously submitted; or
  - A.2.2.2.3Who otherwise request it.
- A.2.2.3When conducting a workforce analysis, the senior official designated by the deputy head must respect the process prescribed in the Employment Equity Regulations; and
- A.2.2.4When completing an employment systems review, the senior official designated by the deputy head must respect the process prescribed in the Employment Equity Regulations.