Self-declaration Form of Members of Designated Employment Equity Groups

The Public Service of Canada is committed to selection based on merit by ensuring full participation of the four groups designated in the Employment Equity Act (EEA): women, Aboriginal Peoples, persons with disabilities and members of visible minorities groups.

The self-declaration form is used to indicate that you are a member of one or more of the employment equity (EE) designated groups. The collected information helps the Public Service fulfill its obligations under the EEA, the Canadian Human Rights Act (CHRA), and the Public Service Employment Act (PSEA).

Your response to the self-declaration questions is voluntary and will be used for statistical purposes, as well as in considering you in selection processes where belonging to one or more of the EE groups is a screening or selection criterion.

Note: Selection processes are processes where candidates are assessed and selected for appointment to a job in the Public Service of Canada. It includes processes aimed at selecting employees for retention or lay-off (SERLO) that may come from workforce adjustment decisions.

Please refer to the attached Annex for further information.

Privacy Notice Statement

The collection and use of personal information for the EE Self-Declaration Form is authorized and under the authority of the Public Service Employment Act (PSEA), the Employment Equity Act (EEA), and the Canadian Human Rights Act (CHRA), in accordance with the federal Privacy Act (PA). Information may be disclosed without consent during the course of an investigation under the PSEA, by the deputy head of the organization or by the Public Service Staffing Tribunal. Such disclosures are in accordance with section 8(2) of the PA. The EE information provided may be used for selection purposes, and statistical purposes related to selection and workforce representation by the employing department or agency, the Public Service Commission and the Office of the Chief Human Resources Officer (OCHRO) and Treasury Board. The personal information collected on this form is included in Personal Information Banks such as the organization's Staffing Data Bank (PSE902) and Employment Equity Bank (PSE 918), and the Treasury Board of Canada Secretariat EE Data Bank TBS PCE 739 as described in Info Source. Questions or comments regarding the administration of the PA may be directed to the Access to Information and Privacy Office of your employing organization or to the Office of the Privacy Commissioner.

Collection Purposes Explanations

If you choose to self-declare, the collected information will be used for one of the two following purposes:

  • Purpose 1 – Selection processes and statistics related to selections and EE workforce representation. By selecting this purpose, you are consenting that your information may be used for:
    • Determining eligibility for selection processes where belonging to an EE group is a requirement for submitting an application, or where it may be used as a criterion in the screening or selection of candidates for appointment or employees in a SERLO process; and
    • Statistics related to selection and EE workforce representation, as defined in Purpose 2.
  • Purpose 2 – Statistics related to Selections and EE Workforce Representation. By selecting this purpose you are consenting that your information may be used in reports, analysis and studies intended to:
    • Help the Public Service analyze information on candidates and employees in a SERLO process who belong to EE groups, to measure the success rate of EE groups through the selection process, and monitor and report on the number of EE candidates appointed and employees retained in a SERLO process; and
    • If you are selected as a result of this process, your self-declaration information will be considered as voluntary self-identification for statistical reporting on the representation of EE groups within the Public Service workforce.

Notes:

  • To be considered for jobs where belonging to an EE group is a condition for eligibility, or a screening or selection decision, you must belong to an EE group and select Collection purpose 1 above.
  • Sub group details are optional. If provided this information will not be used for selection decisions.

Consent

Having read and understood the above mentioned Privacy Notice Statement and Collection Purposes Explanations, I hereby authorize the Public Service Commission and federal hiring organizations and agencies in the Public Service of Canada, to collect and share the information I submit with hiring managers and human resources personnel for the purposes selected below:

  • Purpose 1 – Selection processes and statistics related to Selection and EE Workforce Representation.
  • Purpose 2 – Statistics related to Selections and EE Workforce Representation.

Selection process number: ____________

Name: ___________________________________

Signature: ________________________________

Date: ____________________________________

Self-declaration

Complete the appropriate fields.

Note the following points:

  • You may self-declare as belonging to more than one EE designated group.
  • You may self-declare as belonging to both the Aboriginal Peoples group and the visible minorities group only if you are of mixed ancestry such as having a parent who is Aboriginal and a parent who belongs to a visible minority group.

1. Gender: Women are members of a designated group under the Employment Equity Act.

Please specify:

  •   Male
  •   Female

2. Aboriginal Peoples: An Aboriginal person is a North American Indian or a member of a First Nation, Métis, or Inuit. North American Indians or members of a First Nation include status, treaty or registered Indians, as well as non-status and non-registered Indians.

Are you an Aboriginal person?

Please specify:

  •   No
  •   Yes

Optional: If you wish to provide further details, please specify the group to which you belong.

Please specify:

  •   Inuit
  •   Métis
  •   North- American Indian/First Nation

3. Visible Minority: A person in a visible minority group in Canada is someone (other than an Aboriginal person as defined above) who is non-Caucasian in race or non-white in colour, regardless of place of birth.

Are you a member of a visible minority group?

Please specify:

  •   No
  •   Yes

Optional: If you wish to provide further details, please select the box(es) that best describes your origin.

  •   Black
  •   Chinese
  •   Filipino
  •   Japanese
  •   Korean
  •   Non-White Latin American (including: indigenous persons from Central and South America, etc.)
  •   Non-White West Asian, North African or Arab (including: Egyptian; Libyan; Lebanese; Iranian; etc.)
  •   Other Visible Minority Groups
  •   Person of Mixed Origin (with one parent in one of the visible minority groups)
  •   South Asian/East Indian (including: Indian from India; Bangladeshi; Pakistani; East Indian from Guyana, Trinidad, East Africa; etc.)
  •   Southeast Asian (including: Burmese; Cambodian; Laotian; Thai; Vietnamese; etc.)

If you are a member of a Visible Minority group not listed above, please specify (optional):  ________________________________

4. Person with a disability: A person with a disability has a long-term or recurring physical, mental, sensory, psychiatric or learning impairment, and

  1. considers himself/herself to be disadvantaged in employment by reason of that impairment, or,
  2. believes that an employer or potential employer is likely to consider him/her to be disadvantaged in employment by reason of that impairment, and includes persons whose functional limitations owing to their impairment have been accommodated in their current job or workplace.

Are you a person with a disability?

Please specify:

  •   No
  •   Yes

Optional: If you wish to provide further details, please select the boxes that apply to you.

  •   Blind or Visual impairment (unable to see or difficulty seeing)
  •   Co-ordination or dexterity (difficulty using hands or arms, for example, grasping or handling a stapler or using a keyboard)
  •   Deaf or hard of hearing (unable to hear or difficulty hearing)
  •   Mobility (difficulty moving around, for example, from one office to another or up and down stairs)
  •   Other Disability (including: learning disabilities, developmental disabilities and all other types of disabilities)
  •   Speech impairment (unable to speak or difficulty speaking and being understood)

If you have other disabilities not listed above, please specify (optional):  ________________________________

Annex

The Public Service (PS) of Canada is committed to selection based on merit and to employment equity (EE) objectives, including maintaining or increasing the representation of the four EE designated groups through appointment processes where belonging to an EE group is a criterion for eligibility, screening or selection. The PS's strong commitment to merit and EE extends beyond appointments to include processes aimed at selecting employees for retention or lay-off (SERLO) that may come from workforce adjustment (WFA) decisions.

This document will provide you with relevant information concerning EE and self-declaration as a member of one of the four groups designated in the Employment Equity Act: women, Aboriginal Peoples, persons with disabilities, and members of visible minority groups.

Information on legal authorities for the collection of EE information and consent to its use is also available.

Notes: For self-declaration purposes, the term “Selection processes” refer to processes where candidates are assessed and selected for appointment to a job in the Public Service of Canada. It includes processes aimed at selecting employees for retention or lay-off (SERLO) that may come from workforce adjustment decisions.

A. Why should any EE group member complete the self-declaration form in a selection process?

Completing an EE self-declaration form is always voluntary.

The information you provide will help the PS maintain the level or representativeness of the four EE designated groups in the public service. Where gaps remain, special measures may be used to maintain or increase the representation of EE groups.

With your consent, the self-declaration information may be used in appointment processes where belonging to an EE group is an eligibility, screening or selection criterion: an area of selection may be restricted to target specific EE groups, or expanded to include additional EE group members, and belonging to an EE group can be established as an organizational need in the merit criteria. Moreover, when the representation of one or more of the EE groups has been identified as a need in the organization’s HR or EE plan, being a member of one of the respective EE groups may be established as an organizational need in the merit criteria for SERLO processes in workforce adjustment (WFA) situations. In those situations, you may be selected for retention based partly on the fact that you have self-declared as a member of an EE group.

B. EE Self-Declaration and Self-Identification

What is the difference between self-declaration and self-identification?

Self-declaration is the term the Public Service Commission (PSC) and organizations and agencies use for the collection of EE data from candidates in selection processes and employees in a SERLO process under the authorities of the Public Service Employment Act (PSEA), the Employment Equity Act (EEA), and the Canadian Human Rights Act (CHRA), to determine eligibility, screen or select candidates in appointment or employees in SERLO processes, and for statistical purposes (reports, analysis and special studies). The self-declaration information collected from employees in selection processes may also be used for compiling workforce representation figures to report to Parliament.

Self-identification is used for the collection of EE data from employees outside of selection processes, under the authority of the EEA, for the statistical purposes of analyzing and monitoring the progress of EE groups in the federal public service and for reporting workforce representation figures to Parliament.

Do I have to fill out the self-identification form if I am selected?

If you are selected for appointment to a position with the Public Service of Canada, the EEA requires that upon hiring and at any time an employee requests it, he or she be given a self-identification form. Similar to the self-declaration form, the self-identification form asks if you belong to one or more EE groups.

Completion of the self-identification form is voluntary. You are encouraged to use the organization's self-identification form to self-identify, when hired, for statistics on workforce representation.

If I am selected, what is my EE self-declaration information used for?

For a selection process where EE was used to determine eligibility, or where being a member of an EE group is established as an organizational need in the merit criteria, if you have selected Purpose 1 – Selection processes and statistics related to selection and EE Workforce Representation:

  • Your self-declaration information will be considered as voluntary self-identification for the purposes set out in the EEA and will be used for statistical reporting on the representation of EE groups within the Public Service workforce.
  • Since the self-declaration information has been used for your selection, the information may be verified.

If you have selected Purpose 2 – Statistics related to Selection and EE Workforce Representation:

  • Your self-declaration information will be considered as voluntary self-identification for the purposes set out in the EEA and will be used for statistical reporting on the representation of EE groups within the Public Service workforce.
  • You may change your self-identification information at any time by informing the hiring organization in writing or by requesting and completing the organization's self-identification form.

C. Collection Purposes, Consent & Confidentiality

What will the public service do with the information collected?

Self-declaration information is always collected for statistical purposes related to selection and workforce representation. For processes where EE is an eligibility, a screening or selection criterion, the information may be used for selection purposes. With respect to transparency, it is important that you understand and specifically agree to these uses by selecting one of the two purposes in the Collection Purposes section on the self-declaration form.

If you decide to self-declare, you are asked to choose between two collection purposes:

Purpose 1: Selection processes and statistics related to Selections and EE Workforce Representation: Your voluntary consent to this purpose allows us to use the information to determine your eligibility for selection processes aiming at increasing the representation of EE groups with the Public Service for:

  1. Area of Selection eligibility: When the area of selection has been restricted or expanded for EE purposes in an appointment process. This requirement is identified in the section Who Can Apply of advertisements for appointment processes and specifies or includes one or more of the EE groups.
  2. Screening or selection based on EE as a merit criterion: When belonging to one or more of the EE groups has been established as an organizational need in the statement of merit criteria, EE may be applied as a merit criterion in an appointment process and used for screening or selection. In addition, in workforce adjustment situations, when EE is an organizational need in the merit criteria, belonging to one or more EE group may be used for the selection of employees for retention or lay-off (SERLO).

When consenting to this purpose, you are also giving permission for your self-declaration information to be:

  • disclosed to human resources personnel or hiring managers administering appointment processes to staff similar positions based on the results of this process, for possible future appointments. Note that if the information is provided for a SERLO process, it will be used only for the SERLO process for which it was provided.
  • used for statistical purposes related to selection and EE workforce representation as described in Purpose 2.

Note:

  • Sub-group details are optional. If provided this information will not be used for selection process purposes.
  • If you do not select Purpose 1, you cannot be considered for jobs where belonging to an EE group is a condition for eligibility, or a screening or selection criterion, even if you are a member of that group.

Purpose 2: Statistics related to Selections and EE Workforce Representation. With your consent, the collected information is used for:

  1. Statistics related to Selections
    • For all selection processes, self-declaration information is collected for Statistics related to selections (reports, analysis and special studies) to analyze information on candidates who belong to EE groups and employees in a SERLO process, to measure the success rate of EE groups through the selection process, to monitor and report on the number of EE candidates appointed and employees retained in a SERLO process.
    • The information collected will be stored in organizations' Personal Information Banks such as the Staffing Data Bank (PSE 902).
  2. Statistics related to EE Workforce Representation
    • The self-declaration information collected is also used to compile statistics on the composition of EE groups in the Public Service workforce, and for reporting to Parliament under the EEA at an aggregate level. Your response is voluntary.
    • The information will be retained in the Employment Equity Data Bank (EEDB) of the Treasury Board Secretariat (CPSA PCE 739). It may also be stored in the Standard Departmental Employment Equity bank (PSE 918).
    • Pursuant to section 12 of the Privacy Act, you have the right to review and correct information about yourself; please contact the EEDB Administrator at the Treasury Board Secretariat, 7th floor, L'Esplanade Laurier, West Tower, Ottawa, Ontario K1A 0R5, or the departmental EE coordinator.

Protection of personal information

The personal information collected during this process is protected under the Privacy Act and you can be assured that it will not be used for unauthorized purposes.

Please note that information regarding the fact that EE has been used as merit criterion (organizational needs) may be shared during the selection process.

D. Legal Authorities and Additional Information

What are the legal authorities for the collection of EE self-declaration information?

Self-declaration information is collected in accordance with the Privacy Act and under the authority of the Public Service Employment Act (sections 11, 23, 30, 34, 36, 64), the Employment Equity Act (subsection 4(4) and sections, 5 and 9), and the Canadian Human Rights Act (section 16), and is protected under the Privacy Act.

Where can I find additional information?

Additional information on EE and the role of the Public Service Commission can be found on the PSC's website page “The role of the Public Service Commission in Employment Equity” located at the following address: http://www.psc-cfp.gc.ca/plcy-pltq/eead-eeed/index-eng.htm

Information on the data banks held by federal government institutions can be found in Info Source at the following address: http://www.infosource.gc.ca/index-eng.asp.