Work Plan for Employment Applications
Work Plan for Employment Applications document sample
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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 2 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. 3 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. 4 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. 5 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. 6 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. 7 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. 8 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.