2016-2019 Results-based Action Plan for the Implementation of Part VII Section 41 of the Official Languages Act
Presentation
This Official Languages (OL) Action Plan follows from CanNor's first plan which covered the period 2011-16 and was designed to recognize the ongoing development of the Agency. It set outs the strategic direction and key planned commitments relating to official languages for 2016-19, ensures compliance with the Official Languages Act (OLA), and promotes respect for language rights and the creation of a work environment that is conducive to the use of both official languages.
By law, all federal institutions are responsible for compliance with OLA obligations. These obligations are found in the following parts of the OLA:
- Part IV sets out the responsibilities of federal institutions with respect to Communications with and Services to the public.
- Part V sets out the responsibilities of federal institutions with regard to Language of Work in designated bilingual regions and in regions designated as unilingual.
- Part VI sets out the responsibilities related to the Participation of English-speaking and French-speaking Canadians within federal institutions.
The Clerk of the Privy Council has established a working group on Official Languages which will put forward proposals and report by December 2016 on how to improve the use of both official languages in the workplace. CanNor recognizes that linguistic duality requires strong leadership and engagement from all. This Plan is a commitment toward moving beyond the requirements of the Official Languages Act and to creating an environment that endorses and respects linguistic duality.
Roles and responsibilities
Senior Management
- sets the example and oversees the planning and implementation of measures ensuring compliance with official languages requirements;
- provides leadership and ensures equitable use of both official languages in all sectors of the Agency.
Official Languages Champion
- enhances the visibility of the OL Program to employees, especially to Senior Management;
- supports the initiatives of the Official Languages Network and intervenes on important issues affecting the official languages program.
Managers
- are responsible for the promotion and implementation of the Official Languages Program;
- ensure the use of French and English in daily operations, the holding of bilingual meetings, the supervision of employees in the language of their choice and the provision of statutory language training and training for career development purposes.
Employees
- are informed of their rights and obligations and are able to respect the language rights of their colleagues and provide services to Canadian citizens in the official language chosen by the client;
- use the official language of their choice and are responsible to maintain proficiency in their second language by using it actively in their workplace.
Corporate Services / Human Resources
- promotes awareness of OL rights and obligations;
- provides advice and guidance on all aspects of the program, the establishment of linguistic profile, language training and interpretation of policies;
- supports the OL Champion, reviews and reports on official languages requirements, and coordinates the resolution of complaints.
Actions and Outcomes
| OLA - Part IV | ||
|---|---|---|
| Expected Outcome: CanNor communicates with, and provides services to members of the public, in the official language of their choice as required under Part IV of the Act. | ||
| Actions | Lead | Results / Indicators |
Information about CanNor programs and activities posted simultaneously in both official languages on its website. Public inquiries received by CanNor’s answered in the official language of requesters. |
Director, Communications | CanNor’s program information is available in both official languages on the Government of Canada website. The public inquiries 1-800 number and InfoNorth email are answered in the official language of the requester. |
| CanNor employees understand and respect the rights of members of the public to obtain services in the language of their choice under the Official Languages Act.. | All Managers | Employees apply the requirements of the OLA as it pertains to their work. The Agency’s performance regarding the use of both official languages in the workplace will be evaluated using the results of the Public Service Employee Survey. |
| Official Languages Regional Coordinators (in the Territories / non-bilingual regions) provide oral and written information in either official language to members of the public regarding CanNor’s programs and activities. | OL Regional Coordinators (YU, NWT, NU) | Knowledgeable, bilingual OL Regional coordinators* are identified and staffed within non-bilingual regions. The Agency is capable of providing information to members of the public in the official language of their choice. |
| *OL Regional coordinators shall be deemed to occupy 'CCC-CCC’ bilingual imperative positions while they have agreed to fulfill this role, regardless of the language profile of their substantive position. | ||
| OLA - Part V | ||
|---|---|---|
| Expected Outcome: CanNor maintains and promotes a work environment which respects employees’ rights to use either official language in accordance with Part V of the Act. | ||
| Actions | Lead | Results / Indicators |
| Key Leadership Competencies for Official Languages developed and supported for Agency managers (e.g. found on pages 14 to 17 of the Office of the Commissioner of Official Languages March 2011 study: "Beyond Bilingual Meetings"). | All Senior Managers | The majority of CanNor’s EXs are in non-bilingual positions. However, linguistic duality, language training, and bilingual communication to staff is encouraged in all regions. Individual managers’ competencies evaluated and supported via employee Performance Management Agreements (PMAs). |
| The Agency’s Official Languages Plan, pertaining to Parts IV, V, and VI of the Official Languages Act, is reviewed to ensure continued support for linguistic duality in the workplace. | Director, Corporate Services | Action items will be reviewed and updated further to results identified in the Public Service Employee Survey, as well as Report Cards and Annual Reports of the Commissioner of Official Languages. |
| Managers and supervisors who occupy bilingual positions are able to effectively supervise staff in the employee’s language of choice. | All Managers | Senior Management Committee meetings, and all other management/staff meetings in designated bilingual regions are conducted in both official languages. Departmental events and staff meetings that are chaired by the President and Vice-President are conducted in both official languages. Both official languages are promoted and employees are encouraged to work in the language of their choice. The learning and use of Inuktitut is encouraged at CanNor’s HQ in Iqaluit. |
| Personal and internal corporate services are provided to employees in their language of choice. | Director, Corporate Services | Corporate policies and guidance material is posted to the Agency intranet in both official languages. All-staff messages are drafted and disseminated to staff in both official languages. Records of governance decisions are translated and available on the Agency’s intranet. Corporate Services has the capacity to deliver all individual services in the employee’s official language of choice. |
| Ensure that linguistic profiles of Agency positions are appropriately designated. | Senior Managers; Manager, Human Resources | Language profiles are established or reviewed further to individual staffing action requests. Organisation and classifi-cation reviews include verification of language profile requirements. Official Languages Regional Coordinators are in designated bilingual positions. |
| All meetings in the National Capital Region are identified as bilingual. Meeting participants are encouraged to use their language of choice. | NCR Managers | The Agency’s performance regarding the use of both official languages in the workplace will be evaluated using the results of the Public Service Employee Survey. Both official languages are promoted and employees are encouraged to work in the language of their choice. |
| OLA - Part VI | ||
|---|---|---|
| Expected Outcome: CanNor provides equal opportunities and equitable participation of English-speaking and French-speaking Canadians. | ||
| Actions | Managers | Results / Indicators |
| Improve representation of minority linguistic communities. | Managers | Demographic reports of the Agency’s workforce produced bi-annually for review by senior management. Any issues of representation are addressed via the Agency’s staffing and people management plans. |
| If required, corporate objectives to improve community representation are incorporated into business and HR plans, as well as individual PMAs. | Senior Managers | Objectives are established, evaluated and updated through the business, HR planning, and performance management cycles. |
Notes:
This Official Languages (OL) Plan is internal to the Agency and covers Parts IV, V, and VI of the Official Languages Act (OLA).
CanNor also has responsibilities under Part VII of the OLA. A separate OL Plan for Part VII.