Draft Employment Equity Work Plan

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Draft Employment Equity Work Plan Powered By Docstoc
					Employment Equity Work Plan -- 2002

Preamble

Through its Employment Equity Policy, The University of Western Ontario has recognized that
Employment Equity is a value at the core of the University’s mandate as a community leader and
an institution of higher learning. As such, the University seeks to recognize the value and
dignity of each individual and ensure that all individuals have genuine, open and unhindered
access to employment opportunities.

In accordance with The University’s commitment in the Employment Equity Policy, and in
furtherance of its obligations under the Federal Contractors Program, the University has
established, through the President’s Standing Committee on Employment Equity (PSCEE), the
following Work Plan. The Work Plan consists of numerous goals under seven broad objectives
designed to enable the University to achieve a more representative and equitable workplace.

Although there are assigned responsibilities and time lines in the Work Plan, it should be noted
that all members of the University community play a role in the success of Employment Equity.
Implementing Employment Equity is not a quick or static process. The Work Plan is intended to
be flexible and responsive to changing circumstances. It will be the responsibility of PSCEE to
monitor the University’s progress towards the objectives and goals in the Work Plan, and to
recommend changes where and when necessary.

Links:

Objective #1 –Communication and Education

Objective #2 – Policies and Practices

Objective #3 – Increase Participation of Designated Group Members

Objective #4 – Create a Supportive Work Environment

Objective #5 – Promotion and Retention

Objective #6 – Monitor Programs and Work Plan

Objective #7 – Collect and Analyse Data, Conduct Employment Systems Reviews
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Objective #1 –Communication and Education

It is the objective of The University of Western Ontario to inform and educate all members of the
University community about the value and importance of fostering diversity at the University
and about Western’s Employment Equity goals and this Work Plan.
Responsibility: Equity Services, Joint Faculty/Administration Employment Equity Committee,
President’s Standing Committee for Employment Equity, Professional and Managerial
Association Equity Committee, University Police Department, Human Resources
1.              Provide information and training to staff, faculty, employee groups and students
                on the following issues:
                • harassment and discrimination in all their forms
                • the importance of diversity in the workplace and the university
                • Employment Equity, the Federal Contractors Program and this Work Plan
                • the nature of barriers to Employment Equity at all levels, from Appointment
                    through Promotion and Tenure and in merit assessment.
2.              Provide information and training to those members of the community responsible
                for recruiting, hiring and promoting staff and faculty on the following issues:
                • Employment Equity, the Federal Contractors Program and this Work Plan
                • strategies for ensuring a diverse candidate pool for any position
                • selecting candidates for interview and interviewing candidates in a fashion
                    which honours diversity and is free of bias and discrimination
                • understanding and celebrating diversity in the workplace, creating a
                    comfortable work environment and valuing the contributions of a diverse
                    workforce
                • understanding and valuing alternative career paths and recognizing that some
                    traditional conceptions of “the necessary professional profile” may no longer
                    be tenable. In particular, it will be understood that legitimate life choices (such
                    as on-gong involvement in family) shall not result in disadvantage to any
                    person, in appointment and promotion contexts, through their impact on the
                    professional record of that person
                • the nature of barriers to Employment Equity at all levels, from Appointment
                    through Promotion and Tenure and in merit assessment.
3.              Offer personal safety training for all staff and faculty.
4.              Sponsor guest speakers from diverse backgrounds and on diverse issues, including
                Employment Equity.
5.              Prepare comprehensive Employment Equity Annual Reports to the President
                which would be released to the community.
6.              In order to help to address the problem of under-representation of Designated
                Group members in the faculty, conduct or have conducted a dedicated study to
                determine why the professional school and PhD pool often differs markedly from
                the Bachelor’s and Masters’ populations when it comes to the representation of
                members of the Designated Groups, focussing on why Designated Group members
                “decide” not to continue in those fields where they evidently have the ability.
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Objective #2 – Policies and Practices

It is the objective of The University of Western Ontario to review all employment systems and
practices with the goal of eliminating or modifying any systems or practices which may create
inappropriate barriers to Employment Equity.
Responsibility: Barrier Free Access Committee, Department of Physical Plant, Staff Relations,
Faculty Relations
1.              Continue to ensure that all advertisements for positions state the University’s
                commitment to Employment Equity.
2.              Based upon an analysis of the Employment Equity data, conduct Employment
                Systems Reviews of all recruitment and hiring practices in those areas where
                under-representation is found to identify and remove unnecessary barriers.
3.              Identify those areas of the university workforce where outreach recruitment is
                necessary to improve representation of Designated Group members and design and
                implement a plan to carry out the necessary outreach recruitment.
4.              Consider and make recommendations regarding the possibility of implementing
                Preferential or Limited Hiring procedures where data indicate severe under-
                representation, under-promotion or under-compensation of members of specific
                Designated Group in a specific area of the University workforce or where analysis
                indicates Employment Equity efforts will be inhibited by factors such as limited
                hiring possibilities in the near future, homogeneity of current workforce in that
                area, homogeneity of hiring committees in that area or past resistance to
                Employment Equity in that area of the workforce.
5.              Continue to review advertisements and “minimum requirements” for new
                positions (both academic and staff) to ensure that they do not contain unnecessary
                barriers to the employment of members of Designated Groups.
6.              Provide information to all employees who are in a position to fill temporary and
                part-time positions to ensure that members of Designated Groups are properly
                represented (neither under-represented nor over-represented) in temporary and
                part-time employment.
7.              Increase the presence of the Barrier Free Access Committee to work with the
                Department of Physical Plant to increase efforts to make all University buildings
                and facilities accessible to persons with disabilities.
8.              Continue efforts to make all University websites, employment advertisements and
                employment applications processes accessible to persons with disabilities.
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Objective #3 – Increase Participation of Designated Group Members

It is the objective of The University of Western Ontario to increase the participation of members
of the Designated Groups at all levels and in all areas of the University workforce so that the
Western workforce is reflective of the surrounding community from which it draws its
employees.
Responsibility: Vice-Provost (Policy Planning and Faculty), Equity Services, Staff Relations,
Faculty Relations, Institutional Planning and Budgeting, President, Vice-Presidents
1.              Continue to set University-wide goals for appropriate increases in the
                representation of Designated Groups in occupational categories where data show
                such Designated Groups are under-represented.
2.              Provide support to units in their efforts to meet the University’s Employment
                Equity goals.
3.              Carry out outreach recruitment efforts where data show Designated Groups are
                seriously under-represented.
4.              Consider establishing proactive procedures to identify, contact and recruit specific
                individuals for particular roles.
5.              Establish a University fund, administered by the President’s Standing Committee
                for Employment Equity, to support Employment Equity initiatives, which fund
                would provide money to support creative Employment-Equity-enhancing projects,
                including money to hire available high calibre candidates who are members of
                Designated Groups even when positions for those candidates may not be currently
                available, money to cover the costs of work place accommodation and adaptation
                for new employees with disabilities, etc.
6.              Communicate to the community the availability of funds to support creative
                Employment-Equity-enhancing projects, including money to hire available high
                calibre candidates who are members of Designated Groups even when positions
                for those candidates may not be currently available, money to cover the costs of
                work place accommodation and adaptation for new employees with disabilities,
                etc.
7.              Develop procedures to provide positions or job-search support for spouses or life
                partners of qualified members of Designated Groups whom the University wishes
                to hire.
8.              Improve child-care support for all employees.
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Objective #4 – Create a Supportive Work Environment

It is the objective of The University of Western Ontario to provide a supportive, comfortable and
positive work environment, free from harassment and discrimination in any form, so that all
members of our community are able to meet their full potential in their employment.
Responsibility: Learning and Development, Equity Services, Employee Groups, President’s
Standing Committee for Employment Equity, Institutional Planning and Budgeting, President,
Vice-Presidents
1.              Continue to provide orientation sessions for all new and existing employees,
                including information on Employment Equity, Harassment and Discrimination and
                Diversity policies and consider making such sessions mandatory for all.
2.              Continue to provide a safe and confidential service to meet the needs of employees
                who encounter harassment or discrimination.
3.              Continue to provide support for Equity Services in its efforts to process complaints
                under harassment and discrimination policies and to ensure that Panels of Inquiry
                are properly trained and are able to handle their responsibilities fairly and
                efficiently.
4.              Continue efforts to incorporate harassment/discrimination and equity clauses into
                collective or employment agreements with employee groups.
5.              Publicise the University’s policies, education and training efforts with regard to
                diversity, Employment Equity, harassment and discrimination.
6.              Provide training to all employees on issues of diversity, Employment Equity,
                harassment and discrimination, including training for all persons in supervisory
                positions in how to meet the needs of employees who encounter harassment or
                discrimination.
7.              Create a permanent “prayer space” on campus wherein employees may
                comfortably carry out the practices of their faiths.
8.              Facilitate social, professional and developmental activities for employees who are
                members of Designated Groups.
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Objective #5 – Promotion and Retention

It is the objective of The University of Western Ontario to encourage the retention, promotion
and advancement of members of the Designated Groups by giving them opportunities to enhance
their skills and knowledge and by ensuring that procedures for training, development and
promotion are free from bias or discrimination.
Responsibility: Staff Relations, Faculty Relations, Equity Services, University of Western
Ontario Faculty Association
1.              Consider creating a mentorship program for new and existing employees,
                especially those new employees who are members of the Designated Groups.
2.              Establish exit surveys for employees who choose to leave the University in order
                to ascertain their reasons for leaving and how the University can work to improve
                the environment in the future.
3.              Continue to make the Educational Assistance Program for credit and non-credit
                courses available to all regular full-time administrative employees.
4.              Consider re-establishing a position dedicated to working on issues associated with
                the improvement of employment opportunities and representation of persons with
                disabilities and consider the possibility of expanding the position (or creating
                similar positions) to represent all four Designated Groups.
5.              Continue to provide job descriptions and position requirements for positions
                within the University to enable employees to plan and train for career changes.
6.              Continue to offer “English as a Second Language” training for employees.
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Objective #6 – Monitor Programs and Work Plan

It is the objective of The University of Western Ontario to continue to develop, test and
implement appropriate systems to collect and analyse Employment Equity data at all stages of
employment and in all areas and all levels of the University, to monitor the effectiveness of
Employment Equity programs at the University, as well as to monitor the effectiveness of this
Work Plan and its implementation.
Responsibility: President’s Standing Committee for Employment Equity, Human Resources
Information Systems, Equity Services, Vice-Provost (Policy Planning and Faculty), Institutional
Planning and Budgeting
1.              Seek input into the University’s Employment Equity planning from all members
                of the University community, including Administrative leaders, Faculty, staff, and
                members of the Designated Groups.
2.              Continue to update and maintain the Employment Equity database through
                frequent Employment Equity survey updates.
3.              Conduct a periodic review of the University’s programs and work plan, which
                review should include a comparison with the Employment Equity efforts of other
                Canadian Universities.
4.              Improve current Employment Equity collection, analysis and warehousing systems
                to allow for maximum flexibility in the availability and sorting of data
5.              Develop and institute methods of monitoring the hiring of part-time and temporary
                staff from an Employment Equity perspective.
6.              Develop and institute methods to monitor and influence faculty hiring processes,
                including the addition of an Employment Equity representative to all hiring
                committees or similar efforts in use at other Canadian Universities.
7.              Develop and implement appropriate systems to collect, monitor and analyse flow
                data on employees.
8.              Develop and implement a single, unified annual Report to replace the current
                PSCEE, Provost, Faculty Employment Equity and Institutional Planning and
                Budgeting Reports and transmit Employment Equity information to the
                community.
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Objective #7 – Collect and Analyse Data, Conduct Employment Systems Reviews

It is the objective of The University of Western Ontario to institute and carry out procedures to
ensure that Employment Equity data are updated regularly, that such data are analysed regularly
and that Employment Systems Reviews are conducted where the analyses indicate they are
required on a regular basis.
Responsibility: President, Vice-Presidents, Human Resources Information Systems, Institutional
Planning and Budgeting, Equity Services
1.              Establish procedures whereby the Employment Equity database is updated by way
                of a survey of all new employees twice per year.
2.              Establish procedures and assign personnel to ensure that the data in the
                Employment Equity database is sorted according to the requirements of the
                Federal Contractors Program and the results compared to the appropriate external
                workforce data every year. This initiative could include seeking sources for more
                useful comparison data for the external workforce and candidate pools than is
                currently available.
3.              Establish procedures and assign personnel to collect applicant and interview data
                for Employment Equity purposes, for both staff and faculty.
4.              Establish procedures and assign personnel to analyse the results of the reports
                discussed in (2.) above to establish where the University workforce is not
                representative of the external workforce with regard to the Designated Groups.
5.              Establish procedures and assign personnel to conduct Employment Systems
                Reviews of areas of the University workforce where under-representation is found
                to occur.
6.              Establish procedures and assign personnel to ensure that the results of the
                Employment Systems Reviews are made available to PSCEE and the University
                Administration and that the University’s Work Plan is adjusted and other
                University policies, procedures and practices are amended to address the problems
                identified by the Employment Systems Reviews.