Global Affairs 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?

In addition to the mandatory training provided by the School of Public Service of Canada, Global Affairs Canada (GAC) offers supplementary values and ethics training that is mandatory for all department employees, including our locally engaged staff (LES). This training aims to enhance departmental employees’ understanding of the values and expected behaviors within the organization, as well as the obligations of Canada-based staff (CBS) and their responsibilities as public servants and our LES as employees of GAC. It provides tools and resources to support ethical decision-making and promote a respectful and ethical work environment.

Mandatory departmental training is also provided to managers. It enables managers to better understand the foundations of values and ethics and learn how to apply them in managing conflicts of interest, ethical dilemmas, harassment situations, and workplace well-being issues. Through practical exercises and case studies, participants are called upon to identify and apply key principles and policies related to public sector values and ethics, while discussing.

Specific values and ethics training is provided annually to all our heads of mission and program managers who are leaving on assignment abroad. In 2024, the training was revised, taking into account the findings of the report to the Clerk of the Privy Council.

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?

September 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.

The current Code of Conduct for Canadian Representatives Abroad applies only to Canadian employees assigned abroad and their dependants. However, the new Code of Conduct will extend to all department employees, including our locally engaged staff. This updated Code of Conduct will provide clearer definitions of expected behaviors, standards, rules, responsibilities, and practices for all employees. It will become a condition of employment for everyone at the department, including our LES in our missions abroad. 

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)
• Focused engagement sessions for specific functional areas (e.g., operations, finance, communications, policy, human resources)
• Engagement sessions with equity groups, employee groups, networks and communities
• Specific values and ethics communications campaigns

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

Several sessions specifically focused on values and ethics have been conducted by the Deputy Ministers. During these sessions, discussions centered around values and ethics.

Multiple communications have been shared with employees on various topics related to values and ethics, including political activities, social media, and conflicts of interest.

Targeted consultations were carried out with equity groups and specific GAC employee groups. Employees also had the opportunity to participate in open sessions. A virtual board was also created to allow employees to provide anonymous feedback.

GAC also consulted with departmental employees on the creation of the North Star Statement, which was launched in February 2024. The North Star statement is a vision of GAC’s organizational culture as defined by its employees, and projects behaviours that we hold ourselves to. As such there is considerable cross-over with Values and Ethics and in the months of consultations across GAC, employees and managers discussed the many aspects of 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
• Integrated in career succession planning (e.g., supervisor, manager, director)

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

GAC has developed a Guide for Managers to equip them for discussions within their teams about values and ethics and how to apply them in daily work.

GAC published its first annual misconduct and wrongdoing report in 2023 to enhance trust in our accountability systems by increasing transparency in handling reported misconduct or wrongdoing cases and how the department addresses substantiated cases. GAC will soon release its second report.

The department has also conducted consultation sessions on the development of the North Star statement as well as on Values and Ethics.

Currently, the department is developing procedures related to employee social media use, focusing on duty of loyalty obligations and conflicts of interest. These procedures will be distributed to all department employees.

New employees, including our LES, must follow the mandatory values and ethics training within their first three months. 

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?

During consultations on the North Star statement and the Code of Conduct, several themes were frequently addressed:

1. Social Media Use and Employee Freedom - The use of social media and employees’ freedom to post messages were key topics. Ensuring that employees understand the boundaries around social media use is crucial.
2. Gift Acceptance - Particularly for employees in missions abroad, discussions centered on gift acceptance.
3. New Employees - It was emphasized that informing new employees about values and ethics is vital. The signing of a letter of offer should not be taken as a full understanding of the obligations in this respect.
4. Clarifying Expected Behaviors - The need to clarify expected behaviors within the Code of Values and Ethics was highlighted.
5. Management Accountability and Consequences - Ensuring that consequences for violations are well-defined and applied fairly and transparently was also discussed

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 department has reviewed its training to include discussions on Values and Ethics and on the report to the Clerk of the Privy Council (what they heard and the recommendations). We have also developed new case studies that address recurring themes (conflict of interest, social media, gifts, and hospitality). Once the revision of the Code of Values and Ethics will be completed and the new Code of Conduct is implemented, the department will offer new training on the codes, targeting specific groups, including young employees, deputy directors, and program managers/Heads of Mission in our missions abroad, as well as with Employment Equity (EE) groups and with Locally engaged staff (LES).

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 consultation on the revision of the Code of Values and Ethics and the development of the Code of Conduct, we organized consultation sessions with groups of 6 to 9 employees. These sessions allowed for in-depth discussions on values, ethics, and specific departmental issues. During the consultations, employees were also given the opportunity to provide their views or anonymous feedback through a virtual whiteboard using the Mentimeter application.

We also developed and distributed a Guide for Managers to equip them for discussions within their teams on values and ethics and how to apply them in daily work. The guide includes scenarios (conflict of interest, gifts, acceptable behavior) to facilitate team discussions.

Additionally, the department conducted several consultation sessions for the development of the North Star statement.

Finally, the department published a wrongdoing and misconduct report to increase employees’ confidence in procedures and the enforcement of measures related to inappropriate behavior.

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)?

The department will assess employees’ knowledge levels by using the Federal Employees Survey and the department’s Anti-Racism Survey. Additionally, the department will implement an annual requirement for all employees to attest to their understanding of the Code of Values and Ethics and the Code of Conduct, as well as their commitment to adhere to them. 

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)?

GAC has appointed the Associate Assistant Deputy Minister of People and Talent Management as the Champion of Values and Ethics.