Employer

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President / CEO / Deputy Minister

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Employer's Contact Name and Title

__________________________________

Address

__________________________________

Telephone Number

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E-mail

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Sector

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Number of Employees

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Headquarters

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Regional Locations

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Union representatives and percentage of employees represented by each union

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Date

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1. The employer has conducted a workforce survey by providing to each employee a survey questionnaire that asks whether the employee is

a) a member of a visible minority;
b) a person with a disability; or
c) an Aboriginal person.

Note: Information on gender will be taken from employee records.

YES / NO / NOT APPLICABLE:

SUBSTANTIATION:

2. The questionnaire contains the definitions set out in Section 3 of the Employment Equity Act or a description that is consistent with those definitions.

"Members of visible minorities" means persons, other than aboriginal peoples, who are non-Caucasian in race or non-white in colour.

"Persons with disabilities" means persons who have long-term or recurring physical, mental, sensory, psychiatric or learning impairment and who either consider themselves to be disadvantaged in employment by reason of that impairment, or who believe that an employer or potential employer is likely to consider them to be disadvantaged in employment by reason of that impairment, and includes persons whose functional limitations owing to their impairment have been accommodated in their current job or workplace.

"Aboriginal peoples" means persons who are Indians, Inuit or Metis.

Please provide a copy of the self-identification questionnaire.

YES / NO / NOT APPLICABLE:

SUBSTANTIATION:

3. The employer has informed each employee, either on the questionnaire or in a notice accompanying the questionnaire, that a person may be a member of more than one designated group.

YES / NO / NOT APPLICABLE:

SUBSTANTIATION:

4. The questionnaire indicates that:

a) responding to the questions on the questionnaire is voluntary; and
b) employees can change their information at any time.

Note: The employer can request that the return of the questionnaire be mandatory.

YES / NO / NOT APPLICABLE:

SUBSTANTIATION:

5. The questionnaire indicates that the information collected is confidential and will only be used by or be disclosed to other persons within the employer's organization in order for the employer to carry out its obligations under the Employment Equity Act.

Note: The employer may want to use the information gathered in the employment equity survey questionnaire for human resource planning, such as developmental training opportunities or identification for special programs. However, employees must be informed that providing this information is optional.

YES / NO / NOT APPLICABLE:

SUBSTANTIATION:

6. The questionnaire may include additional questions relating to employment equity.

Note: Information pertaining to sub-groups must be optional.

YES / NO / NOT APPLICABLE:

SUBSTANTIATION:

7. The employer has made every effort to require employees to return the questionnaire.

Indicators:

1. Lead-up communication strategy: pay stub inserts, letters from CEO/Deputy Head or HR, E-mails, postings on bulletin boards, information sessions
2. Follow-up communication strategy: a telephone call to the employee or follow-up correspondence, such as e-mail, encouraging the employee to return the self-identification questionnaire
3. Return rate: calculated by dividing the number of identifiable questionnaires which have been returned (completed or not) by the full population of the organization

YES / NO / NOT APPLICABLE:

SUBSTANTIATION:

8. The employer has ensured that, on the workforce survey questionnaire, there is a means of identifying the employee by name or otherwise. For example, identification may be done using the employee name or employee identification number.

YES / NO / NOT APPLICABLE:

SUBSTANTIATION:

9. The employer has kept the workforce survey results up to date by:

a) Providing a workforce survey questionnaire:

i. to employees when they begin employment;
ii. to employees who wish to change any information previously submitted on a questionnaire; and
iii. to employees who request it.

b) Making necessary adjustments to the survey results to take into account the responses to the questionnaires referred to under (a); and
c) Making necessary adjustments to the survey results to take into account members of designated groups who have been terminated.

YES / NO / NOT APPLICABLE:

SUBSTANTIATION:

1. Based on the information collected during the workforce survey, the employer has conducted an analysis of its workforce to determine the following:

a) number of Aboriginal peoples;
b) number of persons with disabilities;
c) number of visible minorities; and
d) number of women.

Note:

1) Only information on gender is to be taken from employment records
2) Only those employees who identify themselves to an employer, or agree to be identified by an employer, as Aboriginal peoples, members of visible minorities or persons with disabilities are to be counted as members of those designated groups for the purposes of implementing employment equity

YES / NO / NOT APPLICABLE:

SUBSTANTIATION:

2. The employer has conducted an analysis of its workforce to determine the degree of under-representation of designated groups by comparing their representation in each occupational group to their representation in each occupational group in the labour market, using whichever of the following is the most appropriate as a basis of comparison, namely:

a) The Canadian workforce as a whole; or
b) Those segments of the Canadian workforce that are identifiable by qualification, eligibility or geography, and from which the employer may reasonably be expected to draw employees.

Note: In accordance with Employment Equity Regulations Section 6(2), the employer shall use available labour market information or information from other sources that is determined by the Minister to be relevant labour market information.

Indicators:

1) Flow data analysis (share of recruitment, promotion and termination of designated group members)
2) Clustering analysis (an analysis of under-represented occupational groups completed to determine whether designated group members are clustered in the lower levels of these groups)

YES / NO / NOT APPLICABLE:

SUBSTANTIATION:

3. The employer has prepared a summary of the results of its workforce analysis for the preparation of its Employment Equity Plan.

YES / NO / NOT APPLICABLE:

SUBSTANTIATION:

1. Based on the results of the workforce analysis, the employer has conducted a review of its existing employment systems, policies and practices to determine whether any of these constitutes barriers for designated group members.

Indicators:

1) Review of all relevant policies and practices (e.g. recruitment, selection, hiring, development, training, promotion, retention, termination and accommodation)

YES / NO / NOT APPLICABLE:

SUBSTANTIATION:

2. The employer has, for each occupational group in which under-representation has been identified, reviewed its existing employment systems, policies and practices with respect to the:

a) recruitment, selection and hiring of employees;
b) development and training of employees;
c) promotion of employees;
d) retention and termination of employees; and
e) reasonable accommodation of the special needs of members of designated groups.

Indicator:

1) Employment System Review report explaining probable causes for under-representation

YES / NO / NOT APPLICABLE:

SUBSTANTIATION:

3. The employer has a system in place to review new systems, policies and employment practices.

YES / NO / NOT APPLICABLE:

SUBSTANTIATION:

1. The employer has prepared an Employment Equity Plan that specifies the positive policies and practices to be instituted in the short term (between 1 and 3 years) for the hiring, training, promotion and retention of designated group members to correct their under-representation as identified by the workforce analysis.

Indicator:

1) Existence of an Employment Equity Plan that contains special measures aimed at correcting substantial areas of under-representation

YES / NO / NOT APPLICABLE:

SUBSTANTIATION:

2. The employer has prepared an Employment Equity Plan that specifies measures for the making of reasonable accommodations up to the point of undue hardship for persons in designated groups.

Indicators:

1) Existence of an accommodation policy and procedures
2) Workplace accessibility
3) Communication of accommodation policy
4) Availability of funding for accommodation

YES / NO / NOT APPLICABLE:

SUBSTANTIATION:

3. The employer has prepared an Employment Equity Plan that specifies the measures to be taken by the employer in the short term (between 1 and 3 years) for the elimination of any employment barriers.

YES / NO / NOT APPLICABLE:

SUBSTANTIATION:

4. The employer has prepared an Employment Equity Plan that establishes a timetable for the implementation of each of the measures identified in the plan.

YES / NO / NOT APPLICABLE:

SUBSTANTIATION:

5. The employer has prepared an Employment Equity Plan that, where under-representation has been identified, established one- to three-year numerical goals for the hiring and promotion of persons in designated groups. The Employment Equity Plan is to include measures to be taken in each year to meet these goals.

In establishing short-term numerical goals, the employer has considered:

a) the degree of under-representation of persons in each designated group in each occupational group;
b) the availability of qualified persons in designated groups within the employer's workforce and in the Canadian workforce;
c) the anticipated growth or reduction of the employer's workforce during the period in respect of which the numerical goals apply;
d) the anticipated turnover of employees within the employer's workforce during the period in respect of which the numerical goals apply;
e) any other factor that is prescribed by the Employment Equity Act Regulations.

YES / NO / NOT APPLICABLE:

SUBSTANTIATION:

6. The employer has prepared an Employment Equity Plan including long-term goals (more than 3 years) for increasing the representation of designated groups in the workforce.

YES / NO / NOT APPLICABLE:

SUBSTANTIATION:

7. The employer has ensured that its Employment Equity Plan would, if implemented, constitute reasonable progress toward implementing employment equity.

Indicator:

1) Sufficient and appropriate measures to be taken to eliminate barriers and support numerical goals

YES / NO / NOT APPLICABLE:

SUBSTANTIATION:

1. The employer has made all reasonable efforts to implement its Employment Equity Plan.

Indicators:

1) Measures taken in the short term for the elimination of any employment barriers identified
2) Institution of positive policies and practices in the short term (between 1 to 3 years) for the hiring, training, promotion and retention of designated groups and for the making of reasonable accommodations up to the point of undue hardship for designated groups
3) Achievement of short-term numerical goals
4) Achievement of longer-term goals
5) Communicating the Employment Equity Plan
6) Consultations with employee representatives including bargaining agents
7) Management accountability

YES / NO / NOT APPLICABLE:

SUBSTANTIATION:

2. The employer monitors implementation of its Employment Equity Plan on a regular basis to assess whether reasonable progress toward implementing employment equity is being made.

Indicator:

1) Developed and implemented a process or practice to monitor its Employment Equity Plan

YES / NO / NOT APPLICABLE:

SUBSTANTIATION:

1. The employer has updated its short-term numerical goals at least once during the three-year period covered by those goals.

YES / NO / NOT APPLICABLE:

SUBSTANTIATION:

2. The employer has made any other changes to its Employment Equity Plan that are necessary at least once during the three-year period. These changes may be necessary as a result of the employer's regular monitoring of its Employment Equity Plan or as a result of changing circumstances.

YES / NO / NOT APPLICABLE:

SUBSTANTIATION:

1. The employer provides information to its employees explaining the purpose of employment equity.

Employees are informed that information can be made available in alternative formats.

YES / NO / NOT APPLICABLE:

SUBSTANTIATION:

2. The employer keeps its employees informed about the measures it has undertaken or is planning to undertake to implement employment equity.

YES / NO / NOT APPLICABLE:

SUBSTANTIATION:

3. The employer keeps its employees informed about the progress it has made in implementing employment equity.

YES / NO / NOT APPLICABLE:

SUBSTANTIATION:

1. The employer has consulted with the employee representatives, including bargaining agents where they exist, by inviting them to participate in consultations and provide their views concerning:

a) the assistance that they could provide to facilitate the implementation of employment equity in the workplace and the communication to employees of matters relating to employment equity; and
b) the preparation, implementation and revision of the employer's Employment Equity Plan.

YES / NO / NOT APPLICABLE:

SUBSTANTIATION:

2. The employer and its employees' representatives, including bargaining agents, have collaborated in the preparation, implementation and revision of the employer's Employment Equity Plan. The bargaining agents have participated in the consultation.

Consultation and collaboration are not forms of co-management.

Indicators:

1) Correspondence inviting employee representatives and/or bargaining agents to consult
2) Minutes of meetings
3) Existence of an employment equity consultation mechanism which includes employee representatives and/or bargaining agents
4) Consultation must be meaningful and appropriate

YES / NO / NOT APPLICABLE:

SUBSTANTIATION:

1. The employer has established and maintained the following records:

a) a record of each employee's designated group membership, if any;
b) a record of each employee's occupational group classification;
c) a record of each employee's salary and salary increases;
d) a record of each employee's promotion;
e) a copy of the workforce survey questionnaire that was provided to the employees and any other information used by the employer to conduct its workforce analysis;
f) the summary of the results of the workforce analysis;
g) a description of the activities undertaken by the employer in conducting its employment systems review,
h) the employer’s Employment Equity Plan;
i) a record of the employer's monitoring of the implementation of its Employment Equity Plan;
j) a record of activities undertaken by the employer and information provided to employees on employment equity.

Note:

Records referred to under (a) through (d) in respect of terminated employees shall be kept for two years after the date of their termination.

Records referred to under (e) through (j) shall be kept for two years after the period covered by the Employment Equity Plan to which the records relate.

Where a private-sector employer has generated its annual employment equity report to Human Resources and Social Development Canada (HRSDC) using specially designed computer software such as the Employment Equity Computerized Reporting System (EECRS), the employer shall maintain a copy of the database or other computer record used to generate the report for two years after the year in respect of which the report is filed.

YES / NO / NOT APPLICABLE:

SUBSTANTIATION: