Telefilm Canada

Part I. Values and ethics training plans

Question 1

Has your organization developed department-specific values and ethics training plans down to the divisional level?

• Yes

If not, to what level have department-specific values and ethics training plans been developed and what is your target time frame for completing this work?

N/A

Question 2

Has your organization fully implemented department-specific training plans?

• Yes

If not, what is your target time frame for completing this work?

N/A

Part II. Codes of conduct

Question 3

Has your organization reviewed its code of conduct?

• My organization is in the process of reviewing its code of conduct.

Question 4

If your organization is in the process of reviewing its code of conduct, what is your target time frame for completing the review?

The review process, including the approval of recommended changes, is expected to be completed during the summer of 2024.

Question 5

If your organization has completed the review of its code of conduct, did this review lead to updates?

• My organization is in the process of updating its code of conduct.

Please briefly describe the nature of any updates made (e.g., to clarify expected behaviours, to align with the emerging context, to include emerging risks) or explain why no updates were deemed necessary.

Our organization is currently reviewing its code of conduct. To date, the section of the code of conduct corresponding to our organization's code of values has been updated to reflect the revision of our institutional values.

Part III. Discussions on personal accountability in upholding public service values and ethics

Question 6

What activities or actions has your organization undertaken to foster a conversation at all levels on personal accountability to uphold our public service values and ethics?

• Focused engagement sessions on specific topics (e.g., conflicts of interest, social media, emerging technologies)

Please provide additional details on activities that you have undertaken, including those not listed above.

Various initiatives to foster a culture of personal accountability and respect for values and ethics are implemented within our organization. These include:

• New employee training - All new employees undergo mandatory live training, which includes a specific module on ethics-related topics. These sessions encourage new employees to consult designated Legal Services staff for any questions or uncertainties.
• Annual staff training - All staff members must complete annual training that includes a section on the code of conduct. This section features a multiple-choice questionnaire which include various scenarios, helping to clarify expected behaviors and encouraging discussions with designated personnel on potential issues.
• Annual compliance declaration - Each year, all employees must sign a declaration form stating that they have read and understood the organization's code of conduct, commit to adhering to it, and acknowledge that compliance with its terms is a condition of their employment. They also commit to reporting any conflict of interest situations to the Vice President − Legal Services.

These initiatives are part of a comprehensive approach aimed at continuous awareness and active engagement, thereby promoting personal accountability among employees, managers, and executives of the organization.

Question 7

Has your organization taken any actions to ensure that conversations on personal accountability to uphold our public service values and ethics occur on a continuing basis?

• Included as part of the onboarding process for new employees
• Incorporated in employees’ professional development and mandatory learning plans

Please provide details on activities that you have undertaken, including those not listed above.

Our organization has measures in place to promote ongoing conversations about personal accountability, integrated into the employee journey.

New employee onboarding process

• Pre-hire risk analysis - Every shortlisted candidate undergoes a risk analysis regarding conflicts of interest. If mitigation measures are necessary, the candidate must agree to comply with them before being hired.
• Declaration form - New employees must sign a declaration form stating that they have read and understood the organization's code of conduct, commit to adhering to it, and recognize that compliance with its terms and requirements is a fundamental condition of their employment.

Mandatory learning plans

• Initial training - Every new staff member receives live training covering various aspects, including a module on ethics, which includes the organization's code of conduct.
• Annual mandatory training - All employees must complete annual mandatory training, which includes, among other things a section reminding them of their responsibilities and the expected behaviours in relation to the organization's code of conduct.

Employment conditions and sanctions

• Compliance with the code of conduct - Adherence to the organization's code of conduct is a condition of employment. Any violations may result in sanctions, up to and including termination.

These measures aim to maintain an ongoing dialogue and promote a culture of personal accountability aligned with the values and ethics of the federal public sector. They also ensure that each employee understands and adheres to our organization's ethical principles from the outset of their employment and throughout their tenure.

Part IV. Additional information

Question 8

What recurring themes (e.g., social media, emerging technology, conflicts of interest) have emerged from conversations with employees (e.g., students, new public servants, front-line service providers, managers, executives, members of functional/horizontal communities/employee networks) across your organization?

The recognition, prevention, reporting, and resolution of conflicts of interest (real, potential, or perceived) are recurring themes in ethical discussions with staff members, both in individual conversations and during training sessions.

The application of ethical standards and rules regarding conflicts of interest in specific technological contexts, including the use of social media, is also addressed in these discussions.

Question 9

How have you adjusted your learning activities to address recurring themes (e.g., adjusted training plans, developed specific case studies, invited expert speakers to focus on emerging themes)?

The annual mandatory training is reviewed every year, including the questionnaires used to assess employees' awareness and understanding, which can help incorporate emerging themes related to ethics and the use of new technologies, such as social media. This review ensures that the core values of the code of conduct and other relevant policies are well understood and applied by the entire staff.

By adapting our learning activities in this way, we aim to develop and maintain well-informed, ethical, and responsive employees.

Question 10

Are there any actions or learning activities that have been particularly successful in fostering conversations within your organization (e.g., new tools, creative approaches that have resonated well with employees and managers, meeting with small groups, equipping managers to lead conversations, equipping values and ethics office/practitioners)?

Our organization has implemented learning activities and other measures to encourage conversations and strengthen engagement around values and ethics :

• Mandatory training for new employees - New employees receive live mandatory training that encourages them to consult designated Legal Services staff. This creates a conducive environment for questions and discussions from the outset of their onboarding.
• Interactive annual training - All staff members must complete annual training via an interactive platform. This format helps integrate training into their work and covers scenarios to foster a better understanding of expected behaviours. Employees are encouraged to discuss any questions or issues with designated staff.
• Annual conflict of interest declaration - The mandatory annual conflict of interest declaration process allows employees to review their individual situations and consult designated staff. This ensures ongoing transparency and open discussions on ethical matters.

In conclusion, these measures have not only promoted a better understanding and application of values and ethics within our organization but have also strengthened employees' sense of belonging and engagement, contributing to a more collaborative and ethical work environment.

Question 11

What indicators will be used to measure increased employee awareness of the role of values and ethics in their daily work (e.g., Public Service Employee Survey, pulse surveys, engagement with focus groups)?

To gauge employees' awareness of their obligations in this regard, the primary indicator used is the questionnaire incorporated into each of the training modules. This indicator helps evaluate the effectiveness of the training and initiatives implemented to raise awareness among employees of the fundamental aspects of the code of conduct.

Question 12

Will these indicators be disaggregated by identity factors?

• No

Question 13

Is there any additional information that you would like to share regarding your organization’s work on values and ethics (e.g., to advance particular recommendations of the Deputy Ministers’ Task Team on Values and Ethics Report)?

Continuous learning activities and other measures, such as the annual declaration process, serve to promote dialogue, reflection, and engagement among all employees. They also ensure that the obligations outlined in the organization’s code of conduct are clear and upheld. This approach aims to systematically and consistently integrate the principles of the code into our organizational culture, fostering ongoing commitment and accountability to uphold values and ethics across the organization’s workforce.

This work aligns with the recommendations of the Report, particularly in terms of maintaining ongoing dialogue and enhancing accountability and awareness at all levels, and directly contributes to their advancement."