Monitoring Report on Official Languages Qualifications in Staffing 2013-2014
Insert Organization Name

The purpose of this template is to gather information on the application of the Public Service Official Languages Exclusion Approval Order (PSOLEAO) and the application of the Second Language Evaluation (SLE) confirmation measure for the purpose of monitoring organizations subject to the Public Service Employment Act.  The information gathered with this template will serve to provide feedback on indicator 8 (official languages qualifications in staffing) of the Staffing Management Accountability Framework (SMAF).

Reporting requirements
Your filled-out template for 2013-2014 is to be forwarded directly to the Public Service Commission (PSC) at CFP.DELO-EAO.PSC@cfp-psc.gc.ca no later than April 17, 2014.  
You are to complete this template with your data on the application of the PSOLEAO and of the SLE confirmation period.  We will verify that there is consistency in the responses given this year and with previous years. 
You are encouraged to discuss your draft or refer any questions associated with the template to the PSC Official Languages Policy Advisor, Marie-Hélène Rony,                  (819) 420-6492 or at marie-helene.rony@cfp-psc.gc.ca.

Completing the reporting template 
Some questions require a check mark or yes/no response; others require narrative answers.  These answers are used to obtain qualitative information to understand the organization’s performance and to minimize the need for supplementary questions during the assessment. While responses should be concise and complete, they may extend beyond the spaces provided.   
If you answer “yes” to question 2, you also must answer question 9.  If you wrote a number at question 11a, you also must answer question 13.
This report must include all new situations for which the initial exclusion period has expired, cases indicated in previous years that remain unresolved, as well as situations that have been missed previously.
Questions 9 and 13: senior management is defined as Directors General or higher for large organizations or Deputy Head direct reports for other organizations. Supporting documents may include a monitoring report to senior management, a presentation to an executive committee, an email to senior management with results, minutes of an executive meeting where monitoring results were presented or this monitoring report on official languages qualifications in staffing approved and signed by senior management.  

The total of cases at question 11a should be equal to the number at question 11b plus the number of cases listed at question 12.
.
Organizational reporting - PSOLEAO
1.	a) How many persons have been appointed on a non-imperative basis to a bilingual position in 2013-2014? ___________________________________________

b) How many of these did not meet the language requirements of the position upon appointment? ___________________________________________________

2.	Do you have cases where persons were appointed to a bilingual position and are excluded from the application of merit with respect to proficiency in both official languages either because they signed an agreement to become bilingual or they submitted an irrevocable resignation (regardless of the year of appointment)?  Yes  □       No □ 

3.	Please list below all outstanding situations in which the initial two –year period referred to in a person’s agreement to become bilingual has expired before April 1, 2014, regardless of the year of appointment.  In the columns that are shaded, please answer “yes” or “no”.  

Name	Group and level of position	Date of written agreement of appointment (letter of offer) or effective date of appointment – last date 	Position profile English/ French	Initial end of two-year exclusion period
Date	Extension approved under PSOLAR 2005	Extension approved under former PSOLEAO 1981	Level of approval for extension (specify DH, ADH, PSC)	Period(s) of leave 
•	Of more than 60 consecutive days  – appt under current PSOLEAO
•	Of more than 30 consecutive days – appt under former PSOLEAO
since beginning of exclusion period
Amount of time(e.g. # months)	Current end of exclusion period
Date	Exceeds four years under former PSOLEAO	Exceeds four years under current PSOLEAO	

												

												

4.	Please list below all the situations noted above where the two-year period referred to in the person’s agreement to become bilingual has expired, and no extension of the exclusion period has been approved.  For each case, please indicate what is being done to correct the situation.

Name	Action plan	

		

5.	Please explain below how you are managing your situations exceeding four years under the former PSOLEAO (1981).  
________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

6.	Please list below all situations exceeding four years under the current PSOLEAO (2005).  For each situation, please indicate what is being done to correct the situation.

Name	Action plan	

		

7.	How many people did you deploy in 2013-2014 because they did not meet the linguistic requirements of their position within the specified period to become bilingual? 

_____________________________

8.	Please list below all situations where the incumbent does not meet the linguistic profile of the bilingual position because he or she is eligible for an immediate annuity within two years after the non-imperative appointment and has submitted an irrevocable resignation taking effect no later than the end of that two-year period.

Group & Level – Including EXs	Name	Date of DH’s (or delegate’s) approval of resignation	Date of appointment	Planned departure date	Actual departure date	If exceeds two-year period - Action plan	

							
							
9.	How does your organization report to senior management monitoring results on the use of the PSOLEAO?
Please attach and reference relevant documents. Provide a short narrative outlining the current status/context below if your organization has not achieved this expectation or if full evidence cannot be submitted. 
______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

10.	 If your organization obtained a rating of “Opportunity for Improvement” or “Attention Required” on indicator MER-2 on their Staffing Management Accountability Framework performance summary for 2012-2013, how did it improve its performance and report results to Deputy Head? 
Please attach and reference relevant documents. Provide a short narrative outlining the current status/context below if your organization has not achieved this expectation or if full evidence cannot be submitted. 
________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

 Organizational reporting – SLE confirmation measure 
Between April 3, 2012 and March 31, 2015, for alternating employees and for employees with a surplus priority or persons with a lay-off priority, Second Language Evaluation (SLE) tests results that are over 5 years old are deemed valid, subject to confirmation within 12 months of the alternation or priority appointment.

11.	a) How many employees made use of the SLE confirmation measure in 2013-2014 in your organization?_____________________________________________ (if not used, please indicate NIL)

b) How many of these cases appointed or deployed in 2013-2014 have been addressed? __________________________________________________________________________

12.	Please list below all employees who have made use of the SLE confirmation measure in 2013-2014 but who have not obtained new, valid SLE test results confirming that they meet the linguistic profile of their new position by March 31, 2014 (or reporting deadline). 

Name	Group and level of position	Position profile English/ French	Date of appointment (surplus, lay-off, alternation) or Date of deployment (alternation)	Period(s) of leave of more than 60 consecutive since appointment or deployment
Amount of time(e.g. # months)	Current end of 12-month period
Date	

						

13.	How does your organization report to senior management monitoring results on the use of the SLE confirmation measure?
Please attach and reference relevant documents. Provide a short narrative outlining the current status/context below if your organization has not achieved this expectation or if full evidence cannot be submitted. 

______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Name:_____________________________________		Signature: ________________________________     	Date: _______________________________