DASHBOARD ON THE STATUS OF THE LANGUAGE OF WORK RECOMMENDATIONS OL INNOVATION CHALLENGE EXECUTIVE LEADERSHIP

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1 LONG TERM MID-TERM SHORT TERM OL INNOVATION CHALLENGE Lead: PCO In collaboration with the Translation Bureau (PSPC) The and Innovation Unit (PCO) is partnering with the Translation Bureau to explore how artificial intelligence can enhance the efficiency of communicating in both OL. 1 EXECUTIVE LEADERSHIP Lead: TBS, Federal Institutions 2 An interdepartmental senior-level working group is considering performance management and policy changes so that executives show greater accountability and support employees towards a change of culture. EXPEDITED SECOND LANGUAGE EVALUATION Lead: PSC - in consultation with TBS 3 The Public Service Commission is conducting a pilot project on second language evaluation, allowing managers to assess oral interaction skills at the B-level. BUILD AWARENESS Lead: TBS, PSC, PCH 4 PCH, PSC, TBS will launch an awareness campaign, develop a recruitment strategy that is aligned with the DM Champions for universities, and integrate an OL component into all orientation programs for new staff to familiarize them with their language rights and obligations. DASHBOARD ON THE STATUS OF THE LANGUAGE OF WORK RECOMMENDATIONS OL PORTAL Lead: PSC, CSPS, PCH, TBS In collaboration with the Translation Bureau (PSPC) CADMOL agreed to position the Language Portal of Canada as a one-stop shop for showcasing official languages tools. 5 TRAINING: OL ANNUAL PLAN Lead: TBS, Federal Institutions 6 The Interdepartmental Official Languages Learning Task Team, a grassroots initiative, has developed a decision tree that can be used by federal institutions to establish an annual OL learning plan. TRAINING: STUDY AND TOOLS Lead: CSPS, PSPC 7 The CSPS and PSPC are renewing language training procurement tools with a particular focus on the needs of employment equity groups. TRAINING: PERSONAL ACCOUNT 8 Lead: TBS, Federal Institutions, PSPC (in collaboration with NRC) The Technical Advisory Committee on Procurement Tools for Language Training is developing comprehensive language learning approaches, leading to individualized employee plans for learning English/French or an indigenous language. MAINTAIN SECOND LANGUAGE COMPETENCIES Lead: TBS in collaboration with Federal Institutions 9 An interdepartmental meeting will identify best practices and innovative approaches towards avoiding language skill attrition while emphasizing individual responsibility for skills maintenance. INTER-INSTITUTIONAL SECOND LANGUAGE PROGRAM Lead: TBS, PCH 10 CADMOL discussed an existing second-language internship program between the public service and linguistic minority communities for more broadly-based roll-out. RECEPTIVE BILINGUALISM Lead: TBS, Federal Institutions Until a funding source is identified for the modernization of Language Standards, a PSC-TBS working group is developing alternatives to the implementation of receptive bilingualism. 11 BILINGUALISM BONUS Lead: TBS (in collaboration with the NJC) 12 Repurposing the bilingualism bonus for language training requires negotiations with bargaining agents and the National Joint Council (NJC). TBS will lead the analysis of issues and options for such discussions. LANGUAGE STANDARDS Lead: TBS, PSC 13 Until a funding source is identified for a comprehensive review, a PSC-TBS working group is developing alternatives to the modernization of Official Languages Qualification Standards. PCH s new mobile language learning tool will yield useful data for aligning the public service proficiency scale with a Canada-wide standard. SUPERVISORS: CBC PROFILE Lead: TBS, PSC 14 Initial analysis of financial, operational and other impacts on federal institutions has been completed. Focus groups are exploring timing and implementation for policy changes.

2 Timeline: Short term ( ) 1 Official Languages Challenge For reference, see p. 22 of report - Theme: Tools Lead: PCO In collaboration with the Translation Bureau (PSPC) Status Recommendation Progress/Results Next Steps Additional Information (challenges/considerations) That the Privy Council Office s Innovation Hub launch an Official Languages Challenge to encourage innovative ideas to improve translation and learning tools. Under the auspices of the Deputy Ministers Task Force on Public Sector Innovation, PCO s and Innovation Unit is collaborating with the Translation Bureau to explore the use of Artificial Intelligence (AI) to integrate emerging AI technologies into the translation workflow. PCO and Translation Bureau presented an update on progress at the May 2018 meeting of CADMOL Pressure is increasing for costeffective translation of large volumes of text (Open by Default, ATIP). As a result, PCO and the Translation Bureau will determine feasibility of deploying AI-powered machine translation through pilots or other initiatives, while ensuring that the necessary language quality gates are included before publication. Tools must comply with accessibility standards and the Official Languages Act.

3 Timeline: Short term ( ) Leadership : Increase the use of both official languages in the workplace 2 For reference, see p. 18 of report - Theme: Leadership Lead: TBS, Federal Institutions Detailed Information APPROACH Status Recommendations Progress/Results Next Step Require federal institutions to include in their official languages plan elements on the promotion of bilingualism with ambitious and measurable objectives for official languages, in particular, language of writing and of meetings. Include language training as part of the employee learning plan template. Include a language component in the Performance Management Program for Executives and establish that a senior executive can only achieve a higher score in their performance appraisal when the language targets have been achieved and maintained. Include text in the letter of offer for executives that they must at all times comply with the language requirements of their position (i.e., achieve and maintain). Increase accountability for investments in training. Leadership recommendations reviewed and discussed with OL Champions and working level departmental representatives responsible for official languages in November 2017 and February Challenges, opportunities and solutions were identified, leading to the establishment of a Leadership working group and the development of a long-term strategy and framework to guide ongoing progress. Leadership working group discussion of long term strategy for advancement of recommendations was in early May Leadership working group to meet again in May to further explore options, also in light of PSMAC members insight (presentation on May 25). Additional Information (challenges/considerations) Successful implementation of leadership recommendations will require culture change within institutions with senior leaders leading by example to ensure that the concerns raised in the report are addressed. Support employees who demonstrate a commitment to learning and promoting bilingualism in the workplace.

4 Timeline: Short term ( ) Expedite the process of assessing second language skills 3 For reference, see p. 19 of report - Theme: Policy Lead: PSC, TBS consultation Detailed Information APPROACH Status Recommendations Progress/Results Next Steps Additional Information (challenges/considerations) Conduct an "OL reference check" to incorporate input from an employee s superiors and colleagues in their language evaluation. The PSC proposed that reference checks be used to assist in maintaining skills in order not to jeopardize the objectivity of language evaluation. An alternative approach was suggested by the PSC at the May meeting of CADMOL. Interdepartmental meeting to be organized in June 2018 with persons responsible for OL for follow-up discussions to clearly define opportunities. Carry out a pilot project delegating authority to hiring managers to assess oral proficiency at the B level. A PSC-led pilot project with managers from three institutions (ESDC, PCH and PSC) is underway. Evaluation of the pilot project to occur between May and July The PSC will share results with CADMOL in fall / winter Employees will continue to have the option of being assessed by the PSC. Implementation will require a substantial effort.

5 Timeline: Short term ( ) 4 Awareness For reference, see p. 20 of report - Theme: Culture Lead: TBS, PSC, PCH Detailed Information Status VISION Recommendations FOR CHANGE Progress/Results APPROACH Next Steps Additional Information (challenges/consideration) Launch an awareness campaign to raise the number of students who know and support federal language of work requirements and are taking concrete steps to improve their second language skills. Develop a recruitment strategy to increase recruitment of bilingual employees, and promote official languages on Public Service recruitment sites to make it easier for job seekers to find positions with language profiles that correspond to their current or future skills. The PSC has a recruitment program in place (ongoing) and already conducts a number of outreach activities with official language minority communities. A more integrated and rigorous approach to be developed in the upcoming months. The PSC continues to promote bilingualism among students and recruitment for bilingual positions. More focus will be put on linguistic minorities, job fairs, networking with academic institutions through Deputy Ministers champions of universities and enhancing promotion of existing tools, such as online assessment and videos developed by the Council of the Network of Official Languages Champions. To ensure consistency in the information shared with audiences internally and externally to the Public Service regarding language of work, it s important to : Review content used by PSC and PCH regarding language of work in their awareness /promotion programs and Determine if current content should be revised to reflect tools/content gathered and selected by TBS. PCH to liaise with organizations promoting linguistic duality. Design and implement a mandatory component for all orientation programs for new staff to familiarize them with their language rights and obligations. Dependent on the next steps identified. After selecting tools, TBS in collaboration with the PSC and CSPS - will determine the best way to use content within orientation and/or training programs designed for public servants. Incorporate automated prompts and reminders on the rights and linguistic obligations of public servants in IT tools that they routinely use. TBS is currently identifying what exists in institutions. Members of the OL functional community were invited to share their tools and best practices on GCcollab. TBS will review the material received and select one or two tools. Work being done by TBS will lay the groundwork for broader collaboration with the PSC, PCH, the Translation Bureau/Language Portal and possibly the CSPS to determine the best way to integrate this content into awareness and promotion activities intended for internal and external audiences.

6 Timeline: Medium term ( ) 5 Establish an OL: What Works portal for the Public Service For reference, see p. 18 of report - Theme: Leadership Lead: PSC, CSPS, PCH, TBS In collaboration with the Translation Bureau (PSPC) Detailed Information APPROACH Status Recommendation Progress/Results Next Steps Additional Information (challenges/considerations) That the Public Service Commission of Canada, the Canada School of Public Service and the Treasury Board Secretariat build on existing work to establish an OL: What Works portal for the Public Service to coordinate the dissemination and exchange of best practices and intervention tools that are currently in use. Following presentations by the Translation Bureau to persons responsible for OL in institutions and to CADMOL, both the Translation Bureau and CADMOL agreed to position the Language Portal of Canada as a one-stop shop for showcasing official languages tools. PCH presented progress made on a mobile tool for learning English or French (Minister Joly mandate letter commitment). This tool will eventually be accessible on the Language Portal and will link to many linguistic tools across the Portal s different modules. Explore links with CSPS content as well as with content on the Council of the Network of Official Languages Champions Osez- Dare! Website. Establish a working group to determine which elements to transfer to the Portal.

7 Timeline: Medium Term ( ) 6 Training Annual Official Language Plan For reference, see p. 21 of report - Theme: Training Lead: Federal Institutions, TBS Detailed Information APPROACH Status Recommendation Progress/Results Next step (challenges, considerations) That all federal institutions be required to have an annual Official Languages Plan to improve the language skills of its employees, including employees at offices based in unilingual regions and those who belong to employment equity groups. Prior to the launch of the language of work report, an Interdepartmental Official Languages Learning Task Team was established to share best practices and develop tools to address common language training needs, including the needs of regions. Since its inception, the Task Team has expanded to include 35 departments. A decision tree template was developed to better prioritize language training (the who and when, with several options for each). The Task Team presented an overview of its findings and work underway to CADMOL on March 14, CADMOL agreed to support the Task Team and to foster opportunities to build on their results. The Task Team will explore possibilities with the CADMOL for use of the decision tree across the public service. A gradual approach to implement this recommendation should be adopted to allow institutions to assess associated costs, effort and resource requirements.

8 Timeline: Medium term ( ) 7 Training Study and Tools For reference, see p. 21 of report - Theme: Training Lead: CSPS, PSPC Status Recommendations Progress/Results Next Steps Additional Information (challenges/considerations) That the Canada School of Public Service conduct a comparative effectiveness study of the various second language teaching methods that are or could be offered to employees, particularly taking into account the needs of members of employment equity groups. A language training study is being conducted in conjunction with the work of the Technical Advisory Committee on Procurement Tools for Language Training. The CSPS and PSPC are working together to renew language training procurement tools to meet the needs of public servants. Technical Advisory Committee will provide an update to CADMOL on both recommendations in spring or fall TBS to facilitate a meeting between the CSPS, PSPC, PSC and the TBS-OCHRO Diversity and Inclusion team to identify next steps towards conducting a comparative study. The Interdepartmental Official Languages Learning Task Team will also be consulted. The CSPS works in collaboration with PSPC and the Technical Advisory Committee to ensure that future procurement tools will take into account the needs of employment equity groups. That Public Services and Procurement Canada work collaboratively with the Canada School of Public Service to develop tools and offer language training in all regions of Canada, including the adoption of new approaches and innovative technologies. Representatives from CSPS and PCH are also working to link this initiative to the mobile tool for learning English or French. Technical Committee meets regularly. Subgroups established to explore specific issues and to provide insight to the committee at large.

9 Timeline: Medium Term ( ) 8 Training Personal account For reference, see p of report - Theme: Training and Tools Lead: All institutions, PSPC (in collaboration with NRC) Status Recommendations Progress/Results Next step That all federal institutions be required to create a personal language training account, enabling all employees to receive a certain number of hours of language training, in French or English, as a first or second language. For some employees, this could also include American sign language, langue des signes québécoise, or an Indigenous Language. Ensuring that all employees have access to a spell checker and grammar checker on their computer that is integrated with word processing and software to improve their writing in both official languages. Work has been initiated with the Technical Advisory Committee on Procurement Tools for Language Training and the Official Languages Learning Task Team to consider various aspects of language training. A presentation of the work undertaken by the Interdepartmental OL Learning Task team was made to CADMOL in March CADMOL agreed to support the Task Team and continue to foster opportunities to build on their results. A subgroup will be created to specifically examine the personal language training account. (challenges, considerations) The two established language training working groups include employees from TBS, PCH and the Translation Bureau.

10 Timeline: Medium Term ( ) 9 Maintain second language competencies For reference, see p. 18 of report - Theme: Policy Lead: All institutions and TBS Status Recommendation Progress/Results Next steps (challenges, considerations) That federal institutions take measures to ensure that all employees in bilingual positions maintain their second language skills and meet the requirements of their positions. Best practices and insights for innovative approaches to the implementation of this recommendation were shared during discussion with persons responsible for OL in departments in February TBS will continue to work with institutions to create links between the various working groups involved in language training with a view to finding solutions. Interdepartmental meeting to be organized in June 2018 with persons responsible for OL for follow-up discussions to clearly define opportunities. The Interdepartmental Official Languages Learning Task Team will be invited to the meeting of persons responsible for OL in June.

11 Timeline: Medium Term ( ) 10 Inter-institutional second language practice program For reference, see p. 21 of report - Theme: Training Lead: PCH, TBS Status Recommendation Progress/Results Next steps (challenges, considerations) That the Treasury Board Secretariat and Canadian Heritage support the improvement and maintenance of employees French or English skills by creating and managing an inter-institutional second language practice program. This program should enable employees of an institution to participate in short exchanges (micro-assignments) in offices where the predominant official language is different from their own, and enable employees to take part in a structured language mentoring or coaching system. PCH, Atlantic Region, has created an interorganizational internship program between federal employees and community groups. Federal employees benefit from in-the-field and practical experience in their second language, while community groups benefit from their expertise. PCH is currently mapping these types of initiatives through federal institutions reports. A presentation was given to CADMOL in May 2018 to consider the creation of such a program at a government-wide level. PCH will build on it s Interdepartmental network in regions and Federal Councils to reproduce the success. The exchange program could be rolled out across the Public Service. Youth networks could be solicited

12 Timeline: Long Term (as of 2021) 11 Receptive bilingualism For reference, see p. 20 of report - Theme: Culture Lead: TBS and federal institutions Status Recommendation Progress/Result Next step (challenges, considerations) That federal institutions promote receptive bilingualism by hiring people who demonstrate a basic ability to follow conversations and read documents in their second official language, or by offering and encouraging employees to participate in basic language training to achieve this level of comprehension. Alternatives are being explored by PSC/PCH/TBS but true implementation of receptive bilingualism requires the Official Languages Qualification Standards to be modernized. This recommendation will be included as part of the discussions of the working group on the modernization of the Official Languages Qualification Standards (see #13). Challenge: A funding source needs to be identified for the modernization of Official Languages Standards.

13 Timeline: Long Term (as of 2021) 12 Repurpose the bilingualism bonus for the development of language skills For reference, see p. 21 of report - Theme: Training Lead: TBS, NJC Status Recommendation Progress/Result Next step (challenges, considerations) That the Treasury Board Secretariat initiate discussions with the National Joint Council to repurpose the bilingualism bonus to establish a new fund to be used exclusively for the development of non-executive employees language skills, and co-managed with the bargaining agents. CADMOL discussed the complexity of the issues and timelines associated with implementing this recommendation. TBS to develop a plan and a strategy for discussions with the NJC and bargaining agents. Challenge: May be conditional on additional financial resources. Challenge: May be conditional on NJC s and bargaining agents willingness to discuss.

14 Timeline: Long Term (as of 2021) 13 Modernization of the Official Languages Qualification Standards For reference, see p. 19 of report - Theme: Policy Lead: TBS, PSC Detailed Information APPROACH Status Recommendation Progress/Result Next steps (challenges, considerations) That the Treasury Board Secretariat, in consultation with the Public Service Commission of Canada: modernize the language qualification standards for bilingual positions to ensure that the standards align with the functional expectations for daily tasks, and allow a distinct measure for basic oral and written comprehension. Until a funding source is identified for a comprehensive review, a joint TBS-PSC working group has been established to discuss impacts and possible solutions. Challenge: May be conditional on identifying a source of funding.

15 Timeline: Long Term (as of 2021) 14 Increase the linguistic profile for supervisory positions For reference, see p. 19 of report - Theme: Policy Lead: TBS Status Recommendation Progress/Results Next step (challenges, considerations) That the Treasury Board Secretariat, in consultation with the Public Service Commission of Canada take action to increase the linguistic profile for bilingual supervisory positions to a superior proficiency level (e.g., CBC or equivalent). TBS organized a one-day interdepartmental forum in April 2018 to assess financial, operational and other impacts on departments of varying sizes and mandates. A focus group was established to continue the analysis and identify steps towards phased implementation if policy changes are made. TBS to consult and collaborate with ESDC. Interdepartmental OL Learning Task Team noted that ESDC (as some other dept s) has already taken the initiative to raise linguistic profiles for supervisors, thus providing implementation experience. Implementation of this recommendation would impact approximately 9,000 bilingual supervisors and managers. Challenge: May be conditional on additional financial resources.