HR info RH Bulletin

Download the MonEDSC-MyESDC App now!

It's here! The MonEDSC-MyESDC mobile application (App) is now available to download free from GooglePlay (Android) and the App Store (iOS) for both personal and work issued mobile devices.

Shortly after the start of the COVID-19 global pandemic, many offices across ESDC closed and much of our workforce moved to a remote work situation. Every effort was made to keep employees informed and provide a healthy, safe and productive work environment. This unprecedented situation highlighted the need to communicate with employees off the ESDC network in the event of network disruptions or other unforeseen circumstances such as office closures.

Although most of our workforce can now access the network from home on employer issued devices, off-network communication is still a useful resource. To address this need the Human Resources Services Branch and the Innovation, Information and Technology Branch worked jointly to develop the MonEDSC-MyESDC App. It is a single-window, off-network, one-way communications channel that requires no login or password. It enables ESDC to communicate with employees, providing them with access to important tools and services at any time, such as:

• Employee Assistance Program;
• VPN status;
• ESDC social media channels;
• ESDC Watch – videos from ESDC leaders on policy, programs and career opportunities; and
• COVID-19 employee active screening tool.

Note that at this time, the app does not have the ability to access the ESDC network, nor can employees send or reply to messages.

The MonEDSC-MyESDC App has a feedback function where employees can submit their input on the functionality of the app and suggest additional features that they would like in the future.

For more information, please visit the MonEDSC-MyESDC App iService page.

Still need help or require additional information? Please contact us at monedsc-myesdc@hrsdc-rhdcc.gc.ca.

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It's here! The 2021 Student Exit Survey (SES)

Managers, the Student Exit Survey (SES) is back again this year! The 2021 SES launched on August 10 and will run until September 10, 2021. The results will help ESDC to improve the student recruitment and orientation process, and ensure that students are provided with meaningful learning opportunities.

The SES is an online survey and takes about 10-15 minutes to complete. An email invitation including the survey link was sent to students on August 10, 2021. Student employees who are leaving at the end of the summer work term, have received an extension, or have been rehired are all eligible to participate.

It is key that you inform your student employees about the SES, and allow them time to complete the survey during working hours.

If your student has not yet received an email invitation to participate in the survey, please contact the HRSB survey team at nc-sondages-surveys-gd@hrsdc-rhdcc.gc.ca.

To view the 2020 SES results or for more information about the Student Exit Survey, please visit 2020 Student Exit Survey - Canada.ca or contact the TBS Surveys Team at pses-saff@tbs-sct.gc.ca.

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New and innovative initiatives for recruiting, retaining, and advancing Indigenous talent at ESDC

Employment and Social Development Canada (ESDC) is recognized as a leader in advancing Reconciliation with Indigenous Peoples by actively engaging with First Nations, Inuit, and Métis communities to promote the department's recruitment strategy. ESDC is committed to implementing strategies to improve Indigenous representation at all levels within the department. As part of this commitment, we are pleased to inform you of the ESDC Indigenous initiatives that are available to assist hiring managers in their efforts to recruit, retain, and advance Indigenous talent.

The Human Resources Services Branch's (HRSB) Indigenous Recruitment, Retention and Advancement (IRRA) team's engagement with various Indigenous organizations and post-secondary institutions to enhance recruitment and outreach of Indigenous Peoples has resulted in an influx of interest to join the department. ESDC's Indigenous Recruitment, Retention, and Advancement Team is continuing to advance the department as an employer of choice. The IRRA team is responsible for the recruitment, retention and advancement of Indigenous Peoples, and engages with regions and branches to ensure a comprehensive approach to informing human resource planning.

As part of its tailored outreach initiatives, the IRRA team has developed the following resources for hiring:

• AS 01-04 Indigenous Human Resource Personnel Inventory that will provide an opportunity for external Indigenous candidates to access entry level to mid-career opportunities at ESDC.
  • As of June 2021, there are currently 218 partially assessed candidates available for an opportunity in your team(s)!
• Database of External Candidates in response to resumes received from outreach activities.
  • As of June 2021, there are currently 115 candidates available at various groups and levels for an opportunity in your team(s)!
• Partnership with the Public Service Commission to remain a leader in Indigenous Student hiring from various student recruitment programs such as the Federal Student Work Experience Program (FSWEP), the Post-Secondary Co-op/Internship Program, and the Research Affiliate Program (RAP).
  • The Indigenous Student Employment Opportunity is now available year round through the Federal Student Work Experience Program.
  • As of June 2021, there are currently 2,067 Indigenous students available for an opportunity in your team(s)!
    • All you have to do is select "Aboriginal Person" in the Employment Equity (EE) section of your FSWEP request to obtain a list of available Indigenous students.

ESDC's Indigenous tailored initiatives are now available to match your hiring needs with available candidates specialized in administration, human resources, project management, economics, finance, computer science, and many more disciplines. You and your management teams now have an opportunity to benefit from the rich resources key to the recruitment, retention, and advancement of Indigenous Peoples.

Associated Links:

• AS 01-04 Indigenous Human Resource Personnel Inventory
• FSWEP's Indigenous Student Employment Opportunity

For enquiries or to access any of the resources, please contact: ESDC's Indigenous Recruitment, Retention, and Advancement Team via edsc.dgsrh.rraa-irra.hrsb.esdc@hrsdc-rhdcc.gc.ca.

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Not sure about English or French positions? Let's demystify it!

English or French – Either/Or – Reversible. Does it all mean the same thing?

Yes! "English or French" is one of the four linguistic requirements: "Bilingual", "English Essential", "French Essential" and "English or French". We use different terms to designate this type of requirement.

What's the difference between English Essential, French Essential and English or French?

Such a good question! The "English or French" position is actually a unilingual position. The difference with a unilingual position is that for this requirement, the incumbent can choose the official language he will use as per his language of work. The incumbent will work fully in English or fully in French based on their preferred language. It therefore entails that the work can be performed 100% of the time in English or 100% of the time in French.

Really, the incumbent can choose their language of work?

We swear, it's true! BUT (you expected that, right!), the language chosen will remain the same as long as the incumbent occupies the position. Because the language of work is chosen by the incumbent, this type of requirement should always be used in offices designated as bilingual for language of work purposes.

Can we apply this requirement to any type of position?

Actually, no! Due to the mandate of the department, there are few English or French positions. This type of requirement should only be used where communication requirements are minimal. Little hint: when thinking about this requirement, ask yourself this, if the incumbent chooses French (or English):

• Would I need to rearrange functions within my team?
• Would I have to put administrative measures in place for some functions to be carried out?

If the answer is yes, this requirement is probably not suitable!

If I want to create a reversible position, what do I need to consider?

Two important factors:

1. Bilingual Capacity
2. Supervision and language of work rights

Bilingual capacity is when we organize our resources for developing and maintaining a linguistic capacity within the work unit to fulfill linguistic obligations to the public and to other employees. We therefore need to take into account all the positions in the work unit providing the same services and see if there is enough bilingual capacity to deliver the business. For example, if all employees in a reversible position decide to work in the same language, would you be able to provide the services?

In bilingual regions, employees occupying a reversible position can be supervised in the language of their choice and work in the language of their choice. For example, the incumbent may choose to work in French, but be supervised in English. The supervisor must therefore be bilingual and all work tools and meetings must be available in the language of their choice.

Of course, we recommend that you discuss with a classification advisor through the Human Resources Service Centre before proceeding with any change or creation with this requirement.

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Taking Action to Address Potential Barriers in Staffing: Public Service Employment Act Amendments

The Government of Canada has recently amended the Public Service Employment Act (PSEA) to address systemic barriers facing equity-seeking groups in public service staffing. The Public Service Employment Act amendments represent foundational work that will help departments take measures in their staffing actions to reduce barriers and encourage more inclusive recruitment practices.

A significant change from a staffing perspective is that permanent residents now have the same preference as Canadian citizens when appointments are made through external advertised hiring processes (i.e. jobs open to the public). What this means is that after applying the preference for veterans, a Canadian citizen or permanent resident who meets the essential qualifications must be appointed ahead of other qualified candidates. This new expanded preference provision applies to any advertised external appointment process posted/advertised on GC Jobs as of June 29, 2021.

These PSEA amendments form one part of a set of initiatives and activities to increase diversity and inclusion in the public service, including at Employment and Social Development Canada. This will help the public service be reflective of the Canadian population it serves and a place where all public servants feel a true sense of belonging.

If you have any questions about this change, please contact your Human Resources Advisor via the Human Resources Service Centre.

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Classification Conversion – Tips on Creating Trust

With classification renewal taking place across the Government of Canada with the Computer Systems (CS) group, the Program and Administrative Services (PA) group, as well as the Financial Management (FI), Internal Audit (AS) and Auditing (AU) groups, your employees will likely have questions and may require further guidance.

Managers, did you know that there are tips on creating trust during the conversion process available on the Conversion page on iService? Visit today to learn more.

Note: Refer to past editions of the HR info RH bulletin for information on communicating conversion related change and tips on change management.

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New Official Language Learning Strategy: Helping Executives Meet SLE Requirements!

Have you heard about the new Official Language learning strategy for executives? The College@ESDC is launching it in September 2021.

This strategy will help you keep your language levels up to date. Thinking about your Second Language Evaluation (SLE) results before they expire will allow you to:

• Plan the time needed to work on your language learning requirements
• Identify the support needed to complete SLE learning

Participation is easy!

No action is required on your part. The College@EDSC will reach out to you.

Our goal is to contact you 18 months prior to the expiry of your SLE results, but we may experience delays as we begin to implement the strategy. We will prioritize those whose results are expired, as well as those who do not meet the language requirements of their current position.

Did you know…

The new internal requirement for the Performance and Talent Management for Executives will require up to date SLE levels in order to be eligible for:

• Performance ratings above a "Succeeded" level (starting in FY 2022-2023)
• Assessment as "ready for advancement" or "ready for lateral movement"

The new Official Language learning strategy will help you meet those requirements by supporting you in your SLE learning.

Do you have questions?

For more information on the new Official Language learning strategy, please contact the College@ESDC at college-language-training_formation-linguistique-college@servicecanada.gc.ca.

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Pay Bulletin from ESDC's Compensation Services Directorate

This bulletin will provide you with information on compensation and benefits and the resources available to you regarding the Phoenix pay system, including important information and tips to avoid pay issues.

Transportation Expenses Related to Overtime (Extra Duty Pay)

We invite employees to visit our new iService page for information on the reimbursement of extra duty transportation expenses, such as mileage, parking, taxi rides, etc. that may have been incurred during a period of overtime. Requests for reimbursement are submitted via Phoenix Self Service or using an Extra Duty Pay/Shiftwork Report and Authorization GC-179 if expenses were incurred more than six months prior to current date. Phoenix Self-Service can be accessed from the Compensation Web Applications website. To access to Phoenix Self-Service, the user must have a myKEY. If you do not have access, please create or reactivate your myKEY.

Leave without Pay and Terminations

Reminder: To avoid processing delays, managers must provide timely documentation including a personal email address for employees when submitting Leave without Pay or Terminations requests via the Human Resources Service Centre.

For more information on Leave without Pay or Terminations, managers are encouraged to reference the Compensation Services Directorate's Glossary.

epost Connect

If you or someone you know is currently on extended leave without access to the Compensation Web Applications, access this video off the network to learn how you can get your pay stub or tax slip sent to you using epost Connect: Try epost Connect: a fast secure way to help you get pay info.

Leave with Income Averaging

If you're interested in a special work arrangement allowing you to take an extended leave without pay while averaging your income over a 12-month period, access this video off the network for information on how to make that happen: Leave with income averaging.

If you find yourself without pay on payday or encounter other pay issues

If you are experiencing a pay issue, follow the steps outlined on our How to submit a Pay Escalation page, and we will ensure it is reported to the Pay Centre accurately.

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ESDC's Guide to Returning to the Workplace

ESDC's Guide to Returning to the Workplace has the latest pandemic-related information for employees, managers and other facilitators.

Guide updates include:

• A new FAQ to assist with understanding the impact of easing provincial/territorial restrictions on ESDC workplaces;
• Two additional Active Screening FAQs to assist managers and supervisors;
• An additional travel FAQ on claiming travel expenses from their remote work location; and
• New FAQs related to supplies and expenses for employees working remotely.

Additionally, a new Hazard Alert: Hand Sanitizer has been posted to reflect guidance related to potential hazards involving hand sanitizer.

Site Leads and Health and Safety Committee Co-chairs are reminded that the Toolkit for Occupational Health and Safety (OHS) Committees and Representatives has been updated to better reflect their responsibilities during the pandemic. Committee members and representatives should review the training video titled Workplace Health and Safety Committees and Health and Safety Representatives: Responsibilities during the Coronavirus Pandemic (eight (8) minutes).

All managers are reminded that as provincial or territorial restrictions begin to ease, Departmental guidance remains in effect and continues to reflect the advice of the Public Health Agency of Canada, Health Canada, and Treasury Board of Canada Secretariat.

Managers with case-specific enquiries can also contact their Regional OHS Advisors through the Human Resources Services Centre.

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Managing at a Distance

Are you a team leader or manager who wants to deepen your knowledge about performance management in a virtual environment?

The Labour Relations team is pleased to offer the next series of training sessions on Managing Unsatisfactory Performance. These sessions will provide participants with a better understanding of management's obligations and key steps to take when managing performance, particularly in the virtual work environment. Among other things, the training will help participants prepare for mid-year performance reviews and answer the following questions:

• How do managers establish work objectives that allow for performance management in a virtual context?
• What are the standards of professional conduct and personal behaviours in the context of working from home?
• Can managers use technology (Skype, Teams, etc.) as a way to monitor employee engagement or presence?

Experienced Labour Relations Advisors will lead this 1.5-hour interactive session and work through real case-inspired scenarios. At the end of this training, managers will be able to identify the behavioural and situational indicators of unsatisfactory performance as well as address them in a proactive and practical way.

Register via SABA today for one of the sessions available from August 30 to October 6.

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