Federal Economic Development Agency for Southern Ontario

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?

• No

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

In March 2021, the Federal Economic Development Agency for Southern Ontario (FedDev Ontario) developed a Framework and Action Plan to implement, monitor and deliver an effective values and ethics program for Agency employees. This led to a renewed Code of Conduct and set out:

• Clear performance measures to ensure the Agency’s commitment to its values and ethics practices;
• A process for monitoring the Code and internal disclosure procedures; and
• Established a review protocol for the Code.

Following the creation of the Deputy Minister Task Team on Values and Ethics in September 2023, the Agency outlined a strategy, supported by four pillars to ensure alignment with the Task Team’s Report:

• Engagement
• Training
• Communication
• Tool Development

As part of the Training pillar, the Agency has outlined and implemented an Agency-specific training plan that will provide practical opportunities for employees and managers to reflect on what it means to be a public servant from a values and ethics perspective. For example, information sessions related to values and ethics were held by the Deputy Minister and Values and Ethics champion to promote discussions on this topic.

In addition, Our training approaches include for all employees to take the Canada School of Public Service (CSPS) mandatory values and ethics course (for employees, FON301; and for managers, FON302) as a refresher and updating our Mandatory Training Road Map to include the Canada School of Public Service (CSPS) Values and Ethics learning path. The training strategy will be complemented by the facilitation of scenario-based discussions from CSPS with our executives and management team. FedDev Ontario will implement an all staff training program in Fall 2024, which will involve a series of situational-based learning opportunities focused on values and ethics.

The target timeframe for the implementation and completion is Winter 2024.

Part II. Codes of conduct

Question 3

Has your organization reviewed its code of conduct?

• Yes, my organization has reviewed 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?

N/A

Question 5

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

• Yes, my organization updated 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.

FedDev Ontario’s Code of Conduct was recently updated in March 2021, with a commitment in the Values & Ethics Framework and Action Plan to update the Code every 5 years. Updates included ensuring alignment with the Directive on Conflict of Interest.

More recently, the Agency’s Code of Conduct has been refreshed, which allowed for further alignment with the emerging context and to clarify consequences of non-compliance. These updates include incorporating items raised in the Deputy Minister’s Task Team recommendations such:

• Guidance on social media;
• Guidance and use of artificial intelligence;
• A commitment to anti-racism, indigenous reconciliation, diversity and inclusion;
• Increasing awareness and inclusion on accessibility, 2SLGBTQIA+; and
• Supporting official languages.

In addition, FedDev Ontario has also incorporated additional language regarding:

• Management of public funds and conflict(s) of interest as it relates to purchasing, contracting and travel; and
• Maintaining impartiality in selection processes.

These updates will ensure that the code is reflective of the Government of Canada’s evolving climate and will serve as guidance to reinforce expected behaviours. 

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?

• Dedicated discussions at executive and management committee meetings
• All-staff engagements (e.g., town halls)
• Engagement sessions with equity groups, employee groups, networks and communities
• Inclusion in employees’ performance and talent management cycle discussions
• Specific values and ethics communications campaigns

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

As noted, following the creation of the Deputy Minister Task Team on Values and Ethics in September 2023, the Agency outlined a Values & Ethics strategy, supported by four pillars to ensure alignment with the Task Team’s Report:

• Engagement
• Training
• Communication
• Tool Development

Under each pillar, there have been several activities undertaken or are underway to promote conversations at all levels on personal accountability to uphold our public service values and ethics.

• Engagement
  • Sessions between FedDev Ontario’s Extended Management Committee, the Deputy Clerk, and new Ombuds.
  • Sessions with FedDev Ontario executives and CSPS on Values and Ethics scenarios.
  • Presentations and discussions on values and ethics at executive and management committee meetings, and all staff through town halls. These sessions included:
    • Values and ethics-focused town halls led by the Values and Ethics Champion; and
    • All-staff discussions with the Ombuds
  • In May 2024, the Deputy Minister and Values and Ethics Champion hosted a series of discussions with each of the Champion networks and committees to gain a better understanding of what is important to the staff in relation to renewing the discussion on values and ethics. These networks communities included:
    • Diversity, Equity and Inclusion;
    • Official Languages;
    • Accessibility;
    • Wellness;
    • Youth Professional Network;
    • Manager’s Forum and;
    • Admin Forum. 
• Training
  • Mandatory Agency-specific training plan (planned implementation for Fall 2024).
  • Values and ethics scenario-based discussions with the CSPS and FedDev Ontario executives.
  • Branch level training sessions on values and ethics (planned for Fall/Winter 2024).
• Communication
  • A robust values and ethics communications strategy that promotes FedDev Ontario initiatives and those external to the Agency, such as CSPS learning events.
  • Joint values and ethics champion and Deputy Minister all staff communications which includes messaging on values and ethics.
  • Promotion of values and ethics events (e.g. from Canada School of Public Service – Ontario Federal Council/Federal Youth Network discussion with the Deputy Clerk, the fall symposium, etc.) to our management committees and employees.
• Tool development
  • Promotion of available tools to FedDev Ontario employees, such as:
    • The Employee Assistance Program;
    • The Informal Conflict Management System;
    • The FedDev Ontario Policy on Workplace Harassment and Violence Prevention;
    • Support for questions regarding political activities; and
    • Support on Conflict of Interest and Post-Employment.
  • Development of a Values and Ethics Placemat, identifying the various resources and supports available to staff to promote ethical practices and integrity in the workplace.
  • Addition of a Ombuds, allowing an additional safe space for employees to raise workplace concerns.
  • Annual review and update of disclosures and confidential reporting

Our pillars of engaging, training, communication and developing tools were instrumental in fostering conversations on all levels on personal accountability as it relates to public service values and ethics.

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.

As part of FedDev Ontario’s strategy on values and ethics, the Agency has refreshed its comprehensive orientation and onboarding process for new employees in line with the pillars on Engagement and Communication.

As part of the onboarding process, new employees are invited to attend an onboarding session, which includes an overview of values and ethics in the public sector, information regarding the Code of Conduct, and the requirement to declare and submit situations that are, may lead or be perceived as conflicts of interest.

For all new employees, they are required to attest that they have reviewed the Values and Ethics Code for the Public Sector, FedDev Ontario’s Code of Conduct and submit any declaration(s) of conflict of interest(s) before joining the Agency. Every time a change occurs in their personal affairs or official duties, they are required to declare it to Human Resources. By signing their letter(s) of offer and marking a check box, the employee(s) declare that they satisfy this requirement and have disclosed as appropriate. 

Under the Engagement and Communications pillar, Managers will be reminded of the importance to have conversations regarding the public service values and ethics upon onboarding new employees as well as regular ongoing conversations in team meetings with existing employees.

Lastly, as outlined in the Training pillar, conversations on personal accountability are incorporated annually in employees’ professional development and mandatory learning plans. The Agency has also implemented an Agency-specific training plan that will provide practical opportunities for employees and managers to reflect on what it means to be a public servant from a values and ethics perspective.

As noted, our training approach includes for all employees to take the Canada School of Public Service (CSPS) mandatory Values and Ethics course (for employees, FON301; and for managers, FON302) as a refresher every three (3) years; and updating our Mandatory Training Road Map to include the Canada School of Public Service (CSPS) Values and Ethics learning path. This requirement will be incorporated into employee's Performance Management Mandatory learning plans for fiscal year 24-25. Finally, the training strategy will be complemented by the facilitation of scenario-based discussions with our executives and management team followed by all staff branch level training session(s) in the Fall/Winter 2024.

It is anticipated that these efforts will result in greater personal accountability in upholding public service values and ethics on a continuing basis.

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?

FedDev Ontario has identified the following themes that have emerged from various conversations across our organization:

• Governance and ethics
  • Balancing evidence-based recommendations with the political expectations in managing public funds
  • Stewardship of public funds
  • Conflict of interest declarations: gifts and hospitality; familial relationships
• Personal integrity and public perception
  • Balance between being a Public Servant and personal beliefs and values
    • Implementing decisions / policies against personal views
  • Erosion of public trust
  • Appropriate use of social media & posting on public platforms (e.g. LinkedIn) / navigating through disinformation
• Workplace culture and innovation
  • Making impactful contributions through one's role; embracing the meaning of being a Public Servant
  • Artificial Intelligence
  • Greater integration of diversity, equity and accessibility groups into our workplace
  • The dichotomy between wellness (mental health) and productivity
• Training
  • The need for practical application through scenario based discussions

These insights will help inform and guide our future learning activities planned for Fall 2024 and will allow us to adjust our FedDev Ontario’s strategy on Values & Ethics

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)?

As a result of our engagement sessions with our networks and communities, we have identified recurring themes under governance and ethics; personal integrity and public perception; workplace culture and innovation; and training. With this, we have adjusted our learning activities, which now include:

• Community engagement and leadership
  • Values and ethics scenario-based discussions with executives and managers
• Professional development and training
  • Branch all staff level training sessions are being planned for Fall/Winter 2024
  • Exploring options for facilitated discussions with the Canada School of Public Service

These themes will shape the basis of our these scenario-based discussions with executives, managers and all 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)?

As part of the Engagement pillar of the Agency’s Values & Ethics strategy, the following actions and learning activities have been incredibly successful in fostering conversations within FedDev Ontario:

•  Small group sessions, facilitated by the Values and Ethics Champion and the Deputy Minister, with networks and communities of practice. These sessions have been instrumental in collecting insights and gauging the organizational climate, and fostering essential dialogues across different sectors within the organization.
• All staff meetings with the Deputy Minister and Values and Ethics Champion to lay the foundation with FedDev Ontario employees on the importance of values and ethics as a public servant.
• Direct conversations with the Deputy Clerk on Values & Ethics with managers and executives to reinforce the importance of the work led by the Deputy Minister Task Force and how management teams have a key role to play.

We hope that the conversations within our organization can continue with all staff at the management level as the above learning activities have effectively paved a way forward.

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)?

As part of the Engagement pillar of the Agency’s Values & Ethics strategy, employee awareness was identified as a key area of success. In addition, the following qualitative indicators were and will be used to measure additional awareness from employees:

• Anonymous polls taken at the onset of engagement sessions to measure awareness;
• Quarterly check-ins with champion network communities;
• Pulse surveys with all staff;
• Public Service Employee Survey results;
• Results from the Agency’s annual report on disclosures and confidential reporting; and
• Orientation and Onboarding feedback.

As noted, managers will be encouraged to operationalize and host ongoing discussions with their teams as it relates to values and ethics. The intent and goal is to understand employees' concerns, create safe spaces to discuss the “grey zone” and to better enhance awareness. Qualitative data will be gathered by the Human Resources Branch on the outcome(s) of these discussions.

These indicators will help inform the Agency’s strategy on Values & Ethics and allow us to pivot and adapt as necessary.  

Question 12

Will these indicators be disaggregated by identity factors?

• Yes

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)?

In addition to the Values & Ethics Strategy, refresh of the Agency’s Code of Conduct, and additions to training for employees, FedDev Ontario has developed a Values and Ethics placemat that identifies various resources and supports available to employees to promote ethical practices and integrity in the workplace. We have also proactively established an Ombuds service as an additional support for confidential and impartial services to resolve workplace-related issues.

The activities and actions FedDev Ontario have taken thus far on engaging staff in values and ethics have laid a foundation on which our Agency hopes to build further upon. We have heard from our employees and there is a keen interest in tangible scenarios and practical application of values and ethics in their day to day work as is there a need for continued engagement with our employees. It is a key time to engage with staff and most importantly, for the Agency to be nimble in it’s response to employee feedback as it adapts to the emerging climate and environment.