Archived — 2012–13 Integrated Action Plan
Message from the President of the Federal Economic Development Agency for Southern Ontario (FedDev Ontario)
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This Official Languages Integrated Action Plan contains information about the activities we intend to undertake during the 2012–13 fiscal year.
The Plan shows an increased understanding of the requirements of section 41 with respect to executives and employees as well as the working relationships among the organizations that represent official language minority communities (OLMCs). We are targeting specific results to support the increased contribution of OLMCs to a flourishing southern Ontario economy. Furthermore, an accountability framework engages Agency executives and employees alike in the Action Plan's implementation.
I am therefore pleased to present this Action Plan to you, and I am confident that with the leadership of our Official Languages Champion, Jeff Moore, we will successfully accomplish the activities identified in the Plan.
B.A. (Bruce) Archibald, Ph. D.
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The FedDev Ontario Official Languages Integrated Action Plan has been developed to summarize the various activities the Agency intends to focus on during the 2012–13 period and will also serve as a tool for reporting on progress.
The report is structured in three main categories: Introduction; Official Languages Accountability Framework and Governance Structure at FedDev Ontario; and the FedDev Ontario Integrated Action Plan on Official Languages.
The Official Languages Act (OLA) provides a legislative basis for official languages (OL) policies. Its purpose is to:
- Ensure respect for English and French and ensure equality of status and equal rights and privileges as to their use in federal institutions;
- Support the development of English and French linguistic minority communities; and
- Advance the equal status and use of English and French.
The Act applies to federal institutions: offices, Crown Corporations and federal departments. Part IV also applies to third party delivery agents (funding agreements where services are provided or made available by another person or organization on its behalf, e.g., bilingual Community Futures Development Corporations).
The obligations under the Act are described below:
- Part IV – Communications with and Services to the Public
- Any member of the public has the right to use English or French to communicate with federal institutions (head office, National Capital Region and offices where there is significant demand). Note that the Official Languages (Communications with and Services to the Public) Regulations set out the rules determining which offices must offer services in both official languages. For FedDev Ontario, all of its offices need to ensure that services are available in both official languages.
- Part V – Language of Work
- Federal public servants have the right to work in the official language of their choice in designated regions. For the purposes of the Act, designated regions include: the National Capital Region, New Brunswick, parts of northern and eastern Ontario, Montreal, the Eastern townships, and other parts of Quebec. As such, FedDev Ontario's Ottawa office is the only designated workplace where this would apply.
- Part VI – Participation of English-speaking and French-speaking Canadians
- The Government of Canada commits to ensuring that English- and French-speaking Canadians have equal opportunities for employment and advancement in federal institutions.
- Part VII – Advancement of English and French (section 41 of the Act)
- The Government of Canada commits to supporting and assisting the development of official language minority communities (OLMCs). The intention is to enable these communities to thrive and to enjoy the same benefits as the rest of the population.
- The Act prescribes the need to consult OLMCs to determine their needs, in the context of policy and program development
- It also sets out the duty of all federal institutions to take positive measures in order to fulfill these commitments.
Official Languages Accountability Framework and Governance Structure at FedDev Ontario
In 2011, FedDev Ontario implemented a policy framework for official languages. The framework is designed to mobilize resources within the Agency and commit it to respect official languages as one of its core values. The policy framework identified the following goals:
- Members of the public are informed of their right to communicate in either English or French, by actively offering services in both official languages;
- There is sufficient capacity in the Agency for communication in both official languages, including the "right" staff for the "right" positions; and
- Agency programs and services satisfy the principle of substantive equality in English and French.
In addition, the policy reflects the need to meet the needs of OLMCs by entering into a dialogue with them, to understand their specific needs and to consider these needs when implementing Agency activities and services. It commits FedDev Ontario to undertake positive measures to enhance these OLMCs.
In addition, an Accountability Framework was developed in 2011 to lend greater definition to specific roles and responsibilities of all FedDev Ontario personnel. The Agency's governance structure is outlined below.
Governance Structure FedDev Ontario Official Languages (OL)
The President of FedDev Ontario, in his capacity as Deputy Head, is ultimately responsible for the Agency's compliance with the obligations set out under the OLA.
Reporting to the President, the OL Champion, as senior manager at the executive level, is responsible for providing leadership in the development of policies and the implementation of measures to comply with the Agency's OL obligations.
The Executive Committee, chaired by the President, ensures that regular discussions take place regarding the OL file. The OL Champion who sits on Executive Committee is the link between senior management and the OL Working Group and provides it with strategic direction. The working group's mandate is to provide advice and recommendations to the OL Champion in the context of the Agency's OL obligations. This group meets quarterly.
The OL Working Group, chaired by the OL Coordinator, develops and implements initiatives in support of the Agency's OL obligations; discusses the most recent and relevant issues pertaining to the implementation of government OL policy at the Agency (including the complementary issues that link Parts IV and VII), and provides direction on policy development.
The Accountability Framework also outlines the roles of all Agency personnel, including roles of branches and managers.
|1. Governance of Official Languages (OL)|
|1.1||Develop 2012–13 Action Plan addressing Official Languages Act (OLA) obligations.||OL Coordinator||Define activities for the application of the OLA.|
|1.2||Hold meetings of the OL Working Group (at least twice a year).||OL Coordinator||The Agency is aware and is able to meet its OLA obligations.|
|1.3||Promote OL Awareness within Agency.||OL Champion||The Agency is aware and is able to meet its OLA obligations.|
|1.4||Review FedDev Ontario 2011 OL policy statement to ensure that governance framework adequately incorporates Part IV, V, VI and VII of the OLA and supports this plan. Communicate plan to all employees.||
||The Agency is better able to meet all of its OLA obligations.|
|1.5||Implement awareness sessions regarding OLA obligations and/or training sessions.||
||All employees understand the stategies, and impact of CALDECH decision in the context of the implementation of the OLA.|
|2. Monitoring of Official Languages|
|2.1||Develop strategy to periodically measure whether employees (in regions designated as bilingual for language-of-work purposes) can use their language of choice in the workplace.||HR||Employees in regions designated as bilingual for language of work purposes can work in the language of their choice.|
|2.2||Ensure that performance agreements of executives and managers contain clear performance objectives related to Parts IV, V, VI and VII (section 41) of the OLA.||All Agency executives||Executives prioritize OLA obligations.|
|2.3||Review the Active Offer toolkit provided to Agency employees.||
||Active offer is understood and used in interactions with public.|
|2.4||Develop an evaluation process for the OL Action plan, that will include a component to assess to what extent official languages obligations are implemented in the Agency (e.g., services offered by bilingual CFDCs).||
|2.5||Develop performance measurement and monitoring plan for EDI.||
|3. Communications with and Services to the Public in Both Official Languages|
|3.1||Review the evaluation grid for all Agency programs and services.||OL Coordinator||Agency programs and services address the needs of OLMCs.|
|3.2||Develop Agency's capacity in terms of bilingual employees.||HR||Enhanced capacity to deliver services in both official languages.||FedDev Ontario OL Training Guidelines came into force in February 2012.|
|3.3||Review Agency information on Burolis to ensure that information remains current.||HR||Burolis information is accurate and public is kept informed of capacity to offer services in both official languages at various Agency offices.||Last update was done in May 2011. Currently awaiting access to Burolis to update.|
|3.4||Ensure bilingual signage is available in FedDev Ontario offices.||Communications||Public is aware that services are available in the official language of choice.|
|4. Language of Work|
|4.1||Provide additional tools for bilingual employees (software, keyboard, etc.).||
||Employees are equipped to work in the language of their choice.|
|4.2||Update Agency intranet OL page to provide a virtual library and resources in both official languages.||
||Staff have easy access to tools that will enhance effective communication in both official languages.|
|4.3||Provide additional reference documents (physical library) in both official languages.||
||Staff has ease of access to tools that will enhance effective communication in both official languages.||Resource materials were provided to each office and floor in Kitchener.|
|4.4||Ensure that working documents for program delivery are available in both English and French (i.e., PSFs, etc.).||OL Working Group||Documents are available in the employee's official language of choice.|
|5. Human Resources Management|
|5.1||Integrate OL needs into operational HR plans and staffing strategies.||HR||The Agency is in a position to meet its OLA obligations.||HR Plan to be kicked off in fall 2012 as part of operational planning exercise.|
|5.2||Promote, manage and assess the part-time second language training program.||
||Language training opportunities are made available, are communicated to employees, and are being effectively utilized.||Currently offering 5th session of PT French language training. Call-out was sent to all staff in August 2012. A 6th session is planned to begin in winter 2013.|
|6. Development of Official Language Minority Communities and promotion of English and French in Canadian Society|
|6.1 Development of OLMCs, and sharing of ideas and information with OLMCs|
|6.1.1||Adapt programs and services as needed in light of the analysis grid provided by the Office of the Chief Human Resources Officer, following the Supreme Court of Canada's decision on Caldech/Desrochers.||
||The Agency's programs reflect the principle of substantive equality.|
|6.1.2||Identify success stories in OLMCs.||
||OLMC success stories are developed and communicated.|
|6.1.3||Integrate OL strategy into overall Agency engagement strategy.||
||OLMCs form part of the Agency's engagement strategy.||OL Roundtable with OLMC stakeholders completed in late September.|
|6.1.4||Continue to monitor take-up of programs by OLMCs to ensure that all programs and services offered by FedDev Ontario are accessible to OLMCs.||BICD||All FedDev Ontario programs and services are accessible and available to OLMCs.|
|6.2 Awareness (In house activities)|
|6.2.1||Promote special days such as Linguistic Duality Day.||
||Agency employees are aware of unique events that promote linguistic duality.|
|6.3 Coordination and Liaison|
|6.3.1||Participate in the national network of OL coordinators.||OL Coordinator||Cooperation and coordination with other federal organizations on official languages matters.|
|6.3.2||Participate in OL governance committees (e.g., Ontario OL Interdepartmental Network, Committee of Assistance Deputy Ministers on OL, etc.).||
||Cooperation and coordination with other federal organizations on official languages matters.|
|6.4 Roadmap for Linguistic Duality – Economic Development Initiative|
|6.4.1||Delivery of Economic Development Initiative (EDI).||BICD||Encourage innovation, diversification, and development of OLMCs.|
|6.4.2||Participate in the EDI implementation committee with Industry Canada and Regional Development Agencies.||BICD||Sharing of best practices and reporting on initiatives/projects undertaken under the EDI.|
|6.4.3||Participate in Roadmap renewal discussions and process lead by PCH (Canadian Heritage).||
||Ensure that the possible "renewal of the Roadmap" takes FedDev Ontario's views into consideration.|
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