President meeting with Ms. Leslie Weir, Librarian and Archivist of Canada of the Library and Archives of Canada October 21, 2019

Introduction

Deputy Head

Ms. Leslie Weir was appointed as the Librarian and Archivist of Canada of the Library and Archives of Canada (LAC) on August 30, 2019.

As Ms. Weir is appointed from outside the public service, please refer to the enclosed deck for important information to convey about roles and responsibilities as they relate to staffing.

Ms. Weir is exercising the Public Service Commission’s (PSC) authority for the first time as Deputy Head (DH). A copy of the New Direction in Staffing (NDS) highlights for DHs is attached as Annex A.

Organizational Context

Mandate

LAC combines the holdings, services and staff of both the former National Library of Canada and the National Archives of Canada. As outlined in the Preamble to the Library and Archives of Canada Act, LAC’s mandate is as follows:

Challenges

According to LAC’s Departmental Plan 2019-2020, the organization will continue to implement its digital strategy. There is a risk that this digital strategy will not be integrated seamlessly, potentially negatively impacting its efficiency. For this reason, LAC will take into account the interdependencies of systems and processes and will also ensure that proposed new technological solutions are analyzed by their Project and Architecture Review Committee to ensure their compatibility with organizational architecture.

In addition, based on its learning framework, LAC will offer its employees training and development opportunities related to organizational needs. In particular, it will put in place a new career development program for librarians. LAC will also work to promote risk-and results-based staffing to attract and retain a diverse, skilled and high-performing workforce. To this end, it will develop innovative strategies to improve the efficiency of its recruitment processes in collaboration with the PSC.

Population and Staffing Activities

Population

LAC is a medium organization that has a population of 986 employees (as of March 31, 2019).

Staffing Activities

In 2018-2019, LAC proceeded with a total of 694 staffing activities:

Regarding the use of PSC targeted programs:

Please refer to Annex B for additional details on staffing activities.

Time to Staff

LAC has a median time of 145 days for internal advertised appointments, which is lower than the median of the public service, which is 176 days.

Due to the limited amount of external advertised appointment processes conducted by LAC in 2018-2019, there is insufficient data to provide information about LAC’s time to staff.

Staffing Framework

New Direction in Staffing (NDS) Implementation

LAC worked collaboratively with the Staffing Support Advisor (SSA) during the development of their new staffing framework and has completed all of the mandatory requirements following the NDS. LAC is operating on a risk and results-based approach to staffing, consequently shaping their staffing framework according to their specific needs and taking advantage of the flexibility that the Public Service Employment Act was intended to provide. The organization implemented this new framework on January 31, 2017.

As of April 1, 2016, all attestation forms had been signed by sub-delegated managers. They have updated their sub-delegation instrument to align it with new Appointment Delegation and Accountability Instrument and PSC Appointment Policy. It was approved in March 2017.

LAC has shared their appointment framework with the PSC.

LAC Staffing Monitoring Framework has been approved by the Librarian and Archivist of Canada on April 29, 2018, and implementation is ongoing.

Appointment Delegation and Accountability Instrument Annex D Reporting

Use of the Public Service Official Languages Exclusion Approval Order and the Public Service Official Languages Appointment Regulations

LAC reported that the organization has not approved any new exemption under the Public Service Official Languages Exclusion Approval Order(PSOLEAO) but they extended one exemption under the Public Service Official Languages Appointment Regulations. This exemption had been originally approved from April 14, 2016 to April 13, 2018 and has subsequently been extended until April 13, 2020. As the extension period is still within the PSOLEAO timelines, no action is required from the PSC at this point.

Approved Deputy Head Exceptions to the National Area of Selection Requirements for External Advertised Appointment Process

LAC has not approved exemptions to the National Area of Selection.

Results of Organizational Cyclical Assessment

LAC has not reported on their cyclical assessment, which is due by May 1, 2021.

Inquiries and Trends

LAC consulted the SSA at many occasions in order to discuss various subject matters. Main questions were related to the Public Service Employment Regulations, the assessment, the use of advertised and non-advertised, as well as questions on PSC website and systems (for example, the Public Service Resourcing System).

Oversight

Audits

The organization is among the 30 organizations selected for the Audit of Employment Equity Representation in Recruitment that is currently underway.

Investigations

From April 1, 2017, to August 28, 2019, the PSC received one investigation case, at the LAC DH’s request. This investigation was founded.

Table 1 - Investigations

Nature of Issue

Cases Received

Cases Referred by Organization

Closed - Not Accepted

Completed Unfounded

Completed Founded

Ongoing

s.67.2 Internal Appointments (at Deputy Head’s request)

1

1

0

0

1

0

Total

1

1

0

0

1

0

Note: The numbers may not add up as discontinued cases, and cases resolved via early intervention are not included in this table.

Staffing and Non-Partisanship Survey Results

Overall, LAC’sStaffing and Non-Partisanship Survey (SNPS) results are similar in comparison with other medium organizations.
Below are key findings from LAC’s 2018 SNPS results:

Diversity Profile 

The workforce availability (WFA) estimates in the public service for 2019 have been updated in the Diversity Profile although new estimates for organizations will only be released in the coming month. Using data from 2017-2018, LAC is doing well beyond the workforce availability for women. It is also doing well with the representation of Aboriginal peoples and persons with disabilities. However, the organization is below workforce availability for members of visible minorities. These findings will be revised when new estimates are released.

Table 2 - Diversity Profile

Designated Group

Public Service

Work Force Availability (WFA) – 2018

Library and Archives Canada

Representation across the
Public Service of Canada

Public Service
Work Force Availability (WFA) – (2019)

Women

52.5%

62.0%

54.8%

52.5%

Aboriginal Peoples

3.4%

3.9%

5.1%

4%

Persons with Disabilities

4.4%

4.5%

5.3%

9%

Members of Visible Minorities

13.0%

8.6%

15.7%

15.3%

Source: Employment Equity in the Public Service of Canada 2017- 2018
Treasury Board of Canada Secretariat

Priority Entitlements and Veterans

As of August 15, 2019, there were 4 Persons with Priority Entitlements (PPE) in LAC. They all held Leave of Absence Returnee entitlements. From April 1, 2018, to August 22, 2019, LAC appointed 3 PPEs from the PSC Priority System. The 3 PPEs came from their own organization and held Leave of Absence Returnee entitlements.

LAC has not appointed any Canadian Armed Forces (CAF) statutory PPEs (attributable to service) and CAF regulatory PPEs (not attributable to service) since the coming into force of the Veterans Hiring Act on July 1, 2015.

From April 1, 2018, to August 22, 2019, LAC submitted 418 priority clearance requests.

Table 3 - Priority Entitlements and Veterans

Period

attributable to service (statutory)

not attributable to service (regulatory)

2015 (July 1) - 2016

0

0

2016 - 2017

0

0

2017 - 2018

0

0

2018 – 2019

0

0

August 2019

0

0

Total

0

0

Source: PSC Priority Information Management System.

Non-Partisanship in the Public Service

Since April 1, 2015, the PSC has not processed any candidacy requests from that organization.
The 2018 SNPS results indicate that LAC employees’ level of awareness regarding their legal rights and responsibilities for engaging in political activities is 81%, compared to 80.1% for the public service as a whole.

Public Service Commission Initiatives

LAC is not participating in any PSC initiatives.

Staffing Support

Public Service Commission Representatives and Organizational Contacts

The SSA assigned to this organization is Véronique Geoffroy, the primary organizational contact is Nathalie Des Rosiers, Director, Human Resources (HR) Programs and Policies, and the Head of HR is Nancy Taillon, Director General and Chef Security Officer.

Prepared by:

Véronique Geoffroy,
Staffing Support Advisor

Annexes:

Annex A

A New direction in Staffing – A merit-based system that is effective, efficient and fair

Appointment Policy

New focus on core requirements to provide sub-delegated persons greater discretion in making an appointment

Delegation

All PSC monitoring and reporting requirements now found in the Appointment Delegation and Accountability Instrument

Monitoring and Reporting

Monitoring built by organizations, targeted to their needs

PSC Oversight

System wide-focus

This document should be read in conjunction with the Public Service Employment Act, the Public Service Employment Regulations, the PSC Appointment Policy and the PSC Appointment Delegation and Accountability Instrument.

Annex B

Figure 1 - Population by tenue as of March 31
Text version
Table 4 - Public Service Employment Act population by tenure as of March 31

Year

Indeterminate population

Term population

Casual population

Student population

Total population

As of March 31, 2014

776

113

135

18

1 042

As of March 31, 2015

776

126

105

18

1 025

As of March 31, 2016

744

111

71

9

935

As of March 31, 2017

767

92

91

17

967

As of March 31, 2018

780

104

48

17

949

As of March 31, 2019

808

92

64

22

986

Figure 2 - Population by language requirements as of March 31, 2019
Text version
Table 5 - Public Service Employment Act population by language requirements of the position for fiscal year 2018 to 2019

Linguistic requirements of the position

Population as of March 31, 2019

Percentage of population as of March 31, 2019

Bilingual

580

72%

Unilingual

230

28%

Unknown

176

0%

Figure 3 - Population by occupational group as of March 31, 2019
Text version
Table 6 - Top occupational groups, as a percentage of the Public Service Employment Act population for fiscal year 2018 to 2019

Occupational group

Population as of March 31, 2019

Percentage of population as of March 31, 2019

EC – Economics and Social Science Services

224

23%

AS – Administrative Services

135

14%

HR – Historical Research

135

14%

CR – Clerical and Regulatory

106

11%

CS – Computer Systems

90

9%

Other

274

28%

Figure 4 - Population by region as of March 31, 2019
Text version
Table 7 - Distribution by region, as a percentage of the Public Service Employment Act population for fiscal year 2018 to 2019

Region

Population as of March 31, 2019

Percentage of population as of March 31, 2019

National Capital Region (NCR)

942

96%

Non-NCR

43

4%

Unknown

1

0%

Figure 5 - External indeterminate hires by occupational group 2018-19
Text version
Table 8 - External indeterminate hires by top occupational groups, for fiscal year 2018 to 2019

Occupational group

Number of indeterminate hiring activities

Percentage of all indeterminate hiring activities

CS – Computer Systems

6

23%

CR – Clerical and Regulatory

5

19%

AS – Administrative Services

4

15%

HR – Historical Research

4

15%

Other

7

27%

Total

26

100%

Figure 6 - Staffing by region
Text version
Table 9 - Percentage of staffing activities in the National Capital Region compared with all other regions by fiscal year

Fiscal year

Percentage of staffing activities in the National Capital Region (NCR)

Percentage of staffing activities in all other regions (Non-NCR)

2014 to 2015

93%

7%

2015 to 2016

93%

7%

2016 to 2017

93%

7%

2017 to 2018

98%

2%

2018 to 2019

96%

4%

Figure 7 - Staffing by process type
Text version
Table 10 - Number and percentage of staffing activities by type of process and fiscal year

Fiscal year

Non-advertised processes (excludes unknowns)

Advertised processes

% of Non- advertised processes

2014 to 2015

35

171

17%

2015 to 2016

29

102

22%

2016 to 2017

36

98

27%

2017 to 2018

45

117

28%

2018 to 2019

95

158

38%

Figure 8 - Staffing by appointment type
Text version
Table 11 - Staffing activities by appointment type and fiscal year

Fiscal year

Promotions

Lateral and downward movements

Appointments to the public service (includes casuals and students)

Acting appointments (excludes appointments of less than 4 months)

Total

2014 to 2015

70

111

396

123

700

2015 to 2016

48

68

240

105

461

2016 to 2017

95

128

297

39

559

2017 to 2018

75

77

255

35

442

2018 to 2019

122

145

306

121

694

Figure 9 - Staffing by tenure
Text version
Table 12 - Staffing activities by tenure and fiscal year

Fiscal year

Indeterminate staffing activities

Term staffing activities

Casual staffing activities

Student staffing activities

Total staffing activities

2014 to 2015

284

144

221

51

700

2015 to 2016

193

105

140

23

461

2016 to 2017

253

78

177

51

559

2017 to 2018

178

98

122

44

442

2018 to 2019

389

119

146

40

694

Key findings - Staffing and non-partisanship survey (2018)

Figure 10 - Student program hires
Text version
Table 13 - Student staffing activities by recruitment program and fiscal year

Fiscal year

Federal Student Work Experience Program

Post-Secondary Co-op/Internship Program

Research Affiliate Program

Total

2014 to 2015

29

22

0

51

2015 to 2016

19

4

0

23

2016 to 2017

30

21

0

51

2017 to 2018

28

16

0

44

2018 to 2019

29

11

0

40

Figure 11 - External indeterminate and term hiring activities: Post-Secondary Recruitment Program and former student hires
Text version
Table 14 - External indeterminate and term hiring activities: Post-Secondary Recruitment Program and former student hires by fiscal year

Fiscal year

Post-Secondary Recruitment Program hires

Hiring of former students

2014 to 2015

3

28

2015 to 2016

0

9

2016 to 2017

4

15

2017 to 2018

5

9

2018 to 2019

12

22

Hiring of former students includes indeterminate and term hires with experience in a federal student recruitment program within the last 10 years.

Figure 12 - Internal time to staff Public service median = 176 days 2018-19
Figure 13 - Internal time to staff Library Archives Canada = 145 days 2018-19
Text version
Table 15 - Internal and External time to staff

Number of calendar days

The number of internal appointments for which the TTS-IA was within the specified number of calendar days  for organizations subject to the Public Service Employment Act

The number of internal appointments for which the TTS-IA was within the specified number of calendar days for the specified organization

The number of external appointment processes for which the TTS-EA was within the specified number of calendar days for organizations subject to the Public Service Employment Act

0 calendar days

0

0

0

0 to 29 calendar days

15

0

49

30 to 59 calendar days

130

2

82

60 to 89 calendar days

277

2

124

90 to 119 calendar days

391

8

160

120 to 149 calendar days

367

5

181

150 to 179 calendar days

322

3

179

180 to 209 calendar days

278

4

160

210 to 239 calendar days

241

1

139

240 to 269 calendar days

165

0

84

270 to 299 calendar days

134

2

73

300 to 329 calendar days

107

0

61

330 to 359 calendar days

77

0

41

360 to 389 calendar days

61

0

43

390 to 419 calendar days

53

0

49

420 to 449 calendar days

51

0

35

450 to 479 calendar days

42

0

22

480 to 509 calendar days

40

2

27

510 to 539 calendar days

32

0

17

540 to 569 calendar days

24

0

15

570 to 599 calendar days

21

0

14

600 to 629 calendar days

11

0

12

630 to 659 calendar days

19

1

7

660 to 689 calendar days

3

0

5

690 to 719 calendar days

13

0

7

720 to 749 calendar days

6

0

11

750 to 779 calendar days

5

0

3

780 to 809 calendar days

8

0

7

810 to 839 calendar days

4

0

2

840 to 869 calendar days

10

0

2

870 to 899 calendar days

4

0

0

900 to 929 calendar days

5

0

3

930 to 959 calendar days

5

0

1

960 to 989 calendar days

3

0

0

More than 990 calendar days

23

1

0

Internal time to staff is calculated as the number of calendar days between the opening date of the advertisement and the date of the first notification
The median internal time to staff for the public service (organizations subject to the Public Service Employment Act) for fiscal year 2018 to 2019 is 176 days

Internal time to staff for fiscal year 2018 to 2019

Library and Archives Canada’s median internal time to staff for fiscal year 2018 to 2019 is 145 days

Technical notes:

Sources:

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