ONTARIO TRAINING AND ADJUSTMENT BOARD EMPLOYMENT EQUITY: A FRAMEWORK DOCUMENT FOR DEVELOPING A PROGRAM THAT IS: ♦ reflective of the principles of employment equity to enable the achievement of a workplace in which all designated groups are equitably represented; ♦ reflective of organizational needs; ♦ flexible and practical to accommodate organizational circumstances. Ministry of Education and Training Employment Equity Office ONTARIO TRAINING AND ADJUSTMENT BOARD EMPLOYMENT EQUITY FRAMEWORK DOCUMENT1 FISCAL YEAR KEY MINISTRY DELIVERABLES MANDATORY ELEMENTS EE ORGANIZATIONAL STRUCTURE WORKFORCE ANALYSIS AND DATA MANAGEMENT • fully dedicated EE office • direct reporting relationship to Deputy Minister 94/95 TIMEFRAME RESPONSIBILITY SUGGESTED BRANCH INITIATIVES • arrange for EE Office staff to meet with your staff for crossorientation • All Branches • ongoing • ensure familiarity with and support for OTAB's EE program and objectives • All Branches • ongoing • SMG1 level EE Team Leader • staff function in areas of data analysis. training, program implementation • procedures to maintain the integrity and security of workforce profile database • encourage staff to complete workforce profile survey • All Branches • ongoing • 95% documentation rate of all current and new employees •. monitor changes in designated group representation at the branch level • All Branches • quarterly • analyze and interpret changes in ministry workforce profile • All Branches • ongoing • determine rationale for earning disparities and take remedial action where appropriate 1 ONTARIO TRAINING AND ADJUSTMENT BOARD EMPLOYMENT EQUITY FRAMEWORK DOCUMENT FISCAL YEAR KEY MINISTRY DELIVERABLES MANDATORY ELEMENTS GOALS AND TIMETABLES EMPLOYMENT SYSTEMS REVIEW POSITIVE MEASURES 94/95 SUGGESTED BRANCH INITIATIVES TIMEFRAME RESPONSIBILITY • using current employment equity goals review progress towards equity in all ministry occupational groups at all levels, including SMG • set numerical goals based on opportunities for change (ie. developmental assignments, new hires, promotions, lateral moves) • All Branches • 1994 • revise current ministry goals including SMG goals where warranted, to reflect present context, i.e. reorganization, relocation etc. • ensure equitable representation of designated groups in all occupational groups and at all levels • All Branches • ongoing • apply to the ESR Fund by December 31, 1992 • • All Branches • ongoing • appoint taskforce and initiate ESR support the Employment Systems- Review project by encouraging staff to participate in focus groups interviews and an ad hoc task teams • identify designated group specific employment barriers • implement branchrelated initiatives resulting from the recommendations of the ESR project • All Branches • to be determined t provide pre-employment interview counselling and post-board interview counselling to increase employees' ability to successfully compete for vacancies. • All Branches • ongoing • develop recommendations for change • develop and implement organizational change strategy • identify appropriate positive measures, (following analysis of current workforce data and employment barriers) z ONTARIO TRAINING AND ADJUSTMENT BOARD EMPLOYMENT EQUITY FRAMEWORK DOCUMENT FISCAL YEAR MANDATORY _____ ELEMENTS POSITIVE MEASURES (CONTINUED) SUGGESTED BRANCH INITIATIVES KEY MINISTRY DELIVERABLES • as previously identified 94/95 TIMEFRAME RESPONSIBILITY • participate in the OPS EE funded programs, such as the Internship, Accommodation & EE Incentive Fund • All Branches • as available • create and foster a work environment that respects individual differences and values diversity • All Branches • ongoing • implement work and family initiatives, such as job sharing, compressed work week and flexible working arrangements • All Branches • ongoing • ensure that designated group members have an equitable share of developmental opportunities (eg. secondments and special projects) • All Branches • ongoing designate a specific position(s) for bridging, job rotation and cross training on a 6-12 month rotational basis to broaden employment skills of designated group members • All Branches • ongoing ONTARIO TRAINING AND ADJUSTMENT BOARD EMPLOYMENT EQUITY FRAMEWORK DOCUMENT FISCAL YEAR MANDATORY ELEMENTS POSITIVE MEASURES (CONTINUED) SUGGESTED BRANCH INITIATIVES KEY MINISTRY DELIVERABLES • as previouslyidentified 94/95 TIMEFRAME RESPONSIBILITY ensure that designated group members get a proportional share of the branch training dollars to facilitate career development needs • All Branches • annually provide designated group members with the opportunity to participate in all aspects of OTAB's operations including decision making and problem solving processes • All Branches • ongoing • ensure that selection criteria and interview questions are jobrelated and bias free • All Branches • ongoing • complete performance appraisals/contracts which include employee training and developmental plans • All Branches • annually • facilitate the development of an OTAB mentoring program • All Branches • ongoing ensure that selection "panels are comprised of a cross section of designated group members • All Branches • ongoing • ONTARIO TRAINING AND ADJUSTMENT BOARD EMPLOYMENT EQUITY FRAMEWORK DOCUMENT FISCAL YEAR MANDATORY ELEMENTS KEY MINISTRY DELIVERABLES 94/95 SUGGESTED BRANCH INITIATIVES TIMEFRAME RESPONSIBILITY POSITIVE MEASURES (CONTINUED) • as previously identified • ensure that equitable consideration is given to designated group members for developmental and promotional opportunities • All Branches • annually PARTNERSHIPS • establish joint labour/management committee on employment equity • identify/nominate staff to participate on the committee or on ad hoc task teams as required • All Branches • 1994 • develop terms of reference • • All Branches • ongoing • implement new collective agreement requirements (OPSEU) identify issues, strategies and recommendations for consideration by the joint labour/management committee ONTARIO TRAINING AND ADJUSTMENT BOARD EMPLOYMENT EQUITY FRAMEWORK DOCUMENT FISCAL YEAR ACCOUNTABILITY FOR EE AT LINE MANAGERS LEVEL • establish performance management goals for EE with all management and supervisory staff • monitor and evaluate performance and progress • develop and implement incentives, rewards and sanctions RESPONSIBILITY SUGGESTED BRANCH INITIATIVES KEY MINISTRY DELIVERABLES MANDATORY ELEMENTS 94/95 TIMEFRAME • ensure all management performance contracts include EE commitments • All Branches • annually • monitor EE progress in the branch and submit quarterly/annual reports to the EE Office • All Branches • quarterly/ annually 9 ONTARIO TRAINING AND ADJUSTMENT BOARD EMPLOYMENT EQUITY FRAMEWORK DOCUMENT FISCAL YEAR MANDATORY ELEMENTS EE ACCOMMODATION FOR PERSONS WITH DISABILITIES • WORKPLACE DISCRIMINATION AND HARASSMENT PREVENTION SUGGESTED BRANCH INITIATIVES KEY MINISTRY DELIVERABLES • provide employment accommodation for persons with disabilities in a timely and appropriate fashion implement policy and program guidelines • appoint co-ordinator, advisors and investigators • track, monitor and report on number and disposition of cases • develop and implement ministry specific communication and training initiatives for employees RESPONSIBILITY TIMEFRAME • ensure accessibility to workplace for persons with disabilities • All Branches • timely and appro­ priate • implement recommendations of Employment Accommodations Fund project on systemic barriers in Training Consultant positions/hiring • Apprenticeship Branch • ongoing • ensure that during the recruitment and selection process, accommodation is provided for persons with disabilities • All Branches • ongoing • ensure that the workplace is free from discrimination and harassment through education and information on the policy • All Branches • ongoing • promptly respond to and address WDHP policy issues • All Branches • ongoing • support staff during complaints/ investigation process and encourage them to file complaints and/or to be cooperative in an investigation • • All Branches • ongoing co-ordinate individual and systemic funding requests to employment accommodation fund • 94/95 ONTARIO TRAINING AND ADJUSTMENT BOARD EMPLOYMENT EQUITY FRAMEWORK DOCUMENT FISCAL YEAR MANDATORY ELEMENTS SENIOR MANAGEMENT GROUP INITIATIVES SUGGESTED BRANCH INITIATIVES KEY MINISTRY DELIVERABLES • implement SMG program initiatives • report to EDC on SMG employment equity achievements through Executive Reports • review developmental opportunities for designated groups • prepare training and developmental plans for designated groups • monitor/track use of Equitysource inventory for all SMG level competitions • assess systemic barriers at senior management level using MBS model 94/95 • • TIMEFRAME RESPONSIBILITY increase designated group representation in feeder group position (MCP 17 and above) • All Branches • annually designate SMG position(s) for 6-12 month rotational developmental assignments • All Branches • to be determined engage in outreach/inreach recruitment initiatives as appropriate • All Branches • as appro­ priate 7 ONTARIO TRAINING AND ADJUSTMENT BOARD EMPLOYMENT EQUITY FRAMEWORK DOCUMENT FISCAL YEAR MANDATORY ELEMENTS COMMUNICATIONS TRAINING KEY MINISTRY DELIVERABLES • develop ministry specific employment equity communications and marketing strategy (building on corporate strategy) 94/95 SUGGESTED BRANCH INITIATIVES RESPONSIBILITY TIMEFRAME • participate in developing EE communication strategy • All Branches • 1994 • discuss EE issues at staff meetings • All Branches • ongoing • support EE special events (eg. Filmfest) • All Branches • ongoing • implement plan • develop and distribute materials/tools to employees • develop training strategy for: - team leaders - non-supervisory, bargaining unit staff • purchase cross-cultural training package to be developed by an Aboriginal consultant group • Policy Branch • to be determined • deliver training using MBS core curricula • • Apprenticeship Branch • ongoing • track, monitor and evaluate training provide sensitivity training for all staff to improve interaction with Ontario's diverse population • work in partnership with bargaining agent(s) to develop/deliver training related to bargaining unit employees • encourage and release staff to attend EE and other EE related training sessions, such as Valuing Diversity and Anti-racism • All Branches • ongoing • provide input on EE training needs and content of training modules and materials • All Branches • ongoing • participate in EE and other workplace equity training courses • All Branches • ongoing • ONTARIO TRAINING AND ADJUSTMENT BOARD EMPLOYMENT EQUITY FRAMEWORK DOCUMENT FISCAL YEAR 94/95 MANDATORY ELEMENTS KEY MINISTRY DELIVERABLES 1 SUGGEST ED BRANCH INITIATIVES RESPONSIBILITY TIMEFRAME ONTARIO TRAINING AND ADJUSTMENT BOARD EMPLOYMENT EQUITY FRAMEWORK DOCUMENT FISCAL YEAR 94/95 MANDATORY ELEMENTS KEY MINISTRY DELIVERABLES SUGGESTED BRANCH INITIATIVES RESPONSIBILITY TIMEFRAME