Official Languages Maturity Model (OLMM)

Table of Contents

Official Languages
Maturity Model
Assess ■ Plan ■ Improve
 

What is a maturity model?

Maturity models have been recognized as effective tools for improving organizational processes. The various levels of maturity correspond to different stages of organizational maturity. Although the levels each represents a stage of development, they are mainly considered as steps toward organizational success. In addition to being a tool that helps organizations assess their situation relative to established standards, a maturity model also helps organizations to better define their strengths, identify their shortcomings and establish what they have to do to move forward and improve. The Official Languages Maturity Model (OLMM) is based on these principles.

 
 
 

The Official Languages Maturity Model

The OLMM is structured along three areas of activity:

The OLMM structure

 
 

These areas of activity are defined using 28 indicators grouped into 9 themes. Organizations can assess their level of maturity based on each of these indicators. This is how the OLMM helps organizations to determine the extent to which official languages are integrated into their entire decision-making process and business framework. With this knowledge, organizations can better identify current or potential compliance issues.

The OLMM is a practical, user-friendly tool that offers a framework that organizations can use to assess themselves. While its content is firmly based on the Official Languages Act (the Act), the OLMM uses the vocabulary of everyday management. This makes it easier for organizations to apply the principles of the Act to their daily operations and long-term strategic planning. The OLMM simplifies complex procedures by showing organizations exactly how their current policies and procedures help them to meet official languages obligations, and where there might be shortcomings.

The OLMM also does more than just help an organization better understand where it is in terms of its official languages maturity. In clearly stating what is expected of an organization at each level for each indicator, the OLMM provides a roadmap for continuous and steady improvement in integrating official languages into an organization. And by encouraging the sharing of best practices among organizations and the constant pursuit of innovative ways to serve Canadians, the OLMM can help create a culture of cooperation that values, defends and promotes official languages rights and obligations.

The Office of the Commissioner plays a supporting role throughout the OLMM process. The OLMM is flexible, can be adapted to the organization’s size and complexity, and can be used by individual directorates or sections, as necessary.

The Office of the Commissioner does not expect organizations to reach full maturity immediately, but hopes that they can show progress in their official languages maturity and identify the actions they will take in their efforts for continuous improvement.

 
 
OLMM promo video - Transcript/Captions

In order for the Official Languages Act to be fully implemented, all stakeholders need to have a shared vision of official languages.

Federal institutions must be able to identify their strengths and weaknesses and determine what they need to do to improve.

The government must have a complete portrait of the state of official languages within its institutions so that it knows where to target its interventions.

The Official Languages Maturity Model is a new approach developed by the Office of the Commissioner of Official Languages that explains the principles and obligations of the Act and makes them easier to apply.

This new tool helps assess the state of official languages throughout the federal government and develop a roadmap for improvement.

It is a flexible tool that can be tailored to each organization.

The Official Languages Maturity Model is structured along three areas of activity:

  1. Service delivery and communications with the public
  2. Governance, leadership and strategic direction, and;
  3. People management

These areas of activity are divided into a total of 9 capabilities, or themes, which are further subdivided into a total of 28 indicators. The indicators show the extent to which an organization possesses the capabilities.

Each indicator has 5 levels of maturity:

  • Organizations at the lower levels do not have formal or standard practices in the area described by the indicator.
  • In organizations at the higher levels, practices and processes are standard throughout, monitoring and evaluation mechanisms are in place, and innovation and leadership are strong in the area described by the indicator.

Using the Official Languages Maturity Model involves conducting a diagnostic assessment and developing an action plan:

  • First, the organization completes a self-assessment to measure its level of maturity within each of the 28 indicators.
  • Each year, the self-assessment results of selected organizations are validated by the Office of the Commissioner.
  • The last step is for the organization to develop an action plan to highlight the areas where it intends to focus its efforts and to explain the strategy it will use to achieve expected results.

The Official Languages Maturity Model does not simply help an organization better identify its strengths and weaknesses. It also provides a plan for continuous, ongoing progress in terms of integrating official languages into the organization and thus helps the organization improve its compliance with the Official Languages Act.

The Official Languages Maturity Model represents a new way of addressing official languages issues and focuses on processes in order to identify systemic solutions.

This will help to advance official languages in the federal public service and in Canadian society.

 
 
  
 
  • Assess ■
      
  • Plan ■
      
  • Improve
      
 
 
 
 


Self-assessment

The first step in the OLMM process is self-assessment, which organizations can conduct using the on-line tool. Self-assessment is done by collecting information from various sectors of the organization for each of the indicators and by selecting the level achieved based on guidelines provided by the Office of the Commissioner. Once this step is complete, the organization will have a detailed overview of its official languages maturity.

In a continuous improvement perspective, the OLMM is reviewed periodically. Please refer to this online version for the updated version.

Updated: June 2020

 

OLMM Structure

 

Macro A — Service Delivery and Communications with the Public

The organization takes into account its official languages obligations when delivering services to and communicating with the public.

Capability A1: Service delivery

The organization provides services to any member of the public, as well as federal employees, in both official languages, as required.

Indicator A1.1: Availability of services in both official languages

The organization provides services in both official languages.

 
Maturity Level 1

Employees are informed of the organization’s obligation to provide services in both official languages.

The documentation provided demonstrates the following:
  • All organization employees, at all levels and in all offices, are informed of this obligation.
  • A procedure is in place to support how this information is shared.
Examples of Documents
  • E-mails or other forms of communication directed to all employees
  • New employee orientation kit
  • Basic training on the obligation to serve the public in both official languages
  • Procedure supporting the sharing of information on the obligation
  • Other
Maturity Level 2

Level 1 Met + The organization has established an official approach to support its employees in providing services in both official languages.

The documentation provided demonstrates the following:
  • The organization has put in place tools and procedures.
  • The tools and procedures are made available to employees.
Examples of Documents
  • Tools facilitating service delivery in both official languages
  • Procedures for serving the public in both official languages
  • More advanced training on the obligation to serve the public in both official languages
  • Other
Maturity Level 3

Level 2 Met + Employees are accountable and assessed on the provision of services in both official languages.

The documentation provided demonstrates the following:
  • The performance agreements of all employees include objectives related to the provision of services in both official languages, in accordance with their duties and obligations.
Examples of Documents
  • Procedure for evaluating employees’ performance with regard to service delivery in both official languages
  • Wording of performance objectives in relation to service delivery in both official languages
  • Other
Maturity Level 4

Level 3 Met + Monitoring mechanisms are in place to confirm that employees provide services in both official languages. The information gathered through monitoring activities is used to correct shortcomings and improve awareness of the obligation and the provision of services in both official languages.

The documentation provided demonstrates the following:
  • The organization has tools to monitor the delivery of services in both official languages.
  • A procedure requires that the organization regularly monitor the delivery of services in both official languages.
  • A procedure requires that the organization analyze the results to identify what works and any shortcomings to correct, and make any necessary adjustments.
Examples of Documents
  • Client/user feedback mechanism (e.g. surveys)
  • Monitoring mechanism (e.g. observations, surveys, interviews, checklists)
  • Procedure for the use of monitoring mechanisms and the analysis of results
  • Action plan
  • Other
Maturity Level 5

Level 4 Met + The organization demonstrates leadership, innovation and creativity in providing services in both official languages. It shares best practices and publicly reports on its results.

The documentation provided demonstrates the following:
  • The organization demonstrates an exceptional level of creativity and innovation in implementing measures to deliver services in both official languages.
  • The organization shares its successes and expertise in this regard in public reports and informal or formal exchanges.
Examples of Documents
  • Documents showing that concrete measures or initiatives have been taken to ensure availability of services in both official languages
  • Public reports, presentations, etc.
  • Published articles, research projects, etc.
  • Documents showing that the organization has participated in informal exchanges (e.g. the Collection of Official Languages Resources)
  • Documents showing that the organization has participated in formal exchanges (e.g. Best Practices Forum on Official Languages)
  • Other
Indicator A1.2: Active offer

The organization makes an active offer of service in both official languages.

 
Maturity Level 1

Employees are informed of the obligation to make an active offer of service in both official languages.

The documentation provided demonstrates the following:
  • All organization employees, at all levels and in all offices, are informed of this obligation.
  • A procedure is in place to support how this information is shared.
Examples of Documents
  • E-mails or other forms of communication directed to all employees
  • New employee orientation kit
  • Basic training on the obligation to make an active offer
  • Procedure supporting the sharing of information on the obligation
  • Other
Maturity Level 2

Level 1 Met + The organization has established a formal approach to support its employees in actively offering services in both official languages.

The documentation provided demonstrates the following:
  • The organization has put in place tools and procedures.
  • The tools and procedures are made available to employees.
Examples of Documents
  • Tools facilitating an active offer (e.g. greeting by telephone, in person)
  • Procedures on active offer of services in both official languages
  • More advanced training on actively offering services in both official languages
  • Other
Maturity Level 3

Level 2 Met + Employees are accountable for and evaluated on their active offer of service in both official languages.

The documentation provided demonstrates the following:
  • The performance agreements of all employees include objectives related to the active offer of services in both official languages, in accordance with their duties and obligations.
Examples of Documents
  • Procedure for evaluating employee performance in terms of their active offer of service in both official languages
  • Wording of performance objectives in relation to the active offer of service in both official languages
  • Accountability framework
  • Other
Maturity Level 4

Level 3 Met + Monitoring mechanisms are in place to confirm that employees provide an active offer of service in both official languages. The information gathered through monitoring activities is used to correct shortcomings and improve awareness of the obligation and the provision of an active offer of service in both official languages.

The documentation provided demonstrates the following:
  • The organization has tools to monitor that employees provide an active offer of service in both official languages.
  • A procedure requires that the organization regularly monitor the active offer of services in both official languages.
  • A procedure requires that the organization analyze the results to identify what works and any shortcomings to correct, and make any necessary adjustments.
Examples of Documents
  • Client/user feedback mechanisms for services (e.g. surveys)
  • Monitoring mechanism (e.g. observations, surveys, interviews, checklists)
  • Procedure for the use of monitoring mechanisms and the analysis of results
  • Action plan
  • Other
Maturity Level 5

Level 4 Met + The organization demonstrates leadership, innovation and creativity in ensuring that employees are making an active offer of service in both official languages. It shares best practices and publicly reports on its results.

The documentation provided demonstrates the following:
  • The organization demonstrates an exceptional level of creativity and innovation in implementing measures to ensure that employees make an active offer of service in both official languages.
  • The organization shares its successes and expertise in this regard in public reports and informal or formal exchanges.
Examples of Documents
  • Documents showing that concrete measures or initiatives have been taken to ensure that employees are making an active offer of service in both official languages
  • Public reports, presentations, etc.
  • Published articles, research projects, etc.
  • Documents showing that the organization has participated in informal exchanges (e.g. the Collection of Official Languages Resources)
  • Documents showing that the organization has participated in formal exchanges (e.g. Best Practices Forum on Official Languages)
  • Other
Indicator A1.3: Capacity to provide services in both official languages

The organization ensures that it has adequate capacity in terms of human resources to provide services in both official languages in accordance with its obligations.

 
Maturity Level 1

Management has access to the information required for an overall awareness and understanding of the organization’s capacity to provide services in both official languages.

The documentation provided demonstrates the following:
  • For positions involving serving the public and federal employees, management knows:
    • the number of designated bilingual positions
    • their linguistic profile for each of these positions
    • the linguistic profile of their incumbents.
Examples of Documents
  • Database excerpt
  • Organization’s profile with regard to bilingual positions
  • Organization charts
  • Other
Maturity Level 2

Level 1 Met + Management objectively determines the number of bilingual positions (and their linguistic profiles) needed to reach sufficient bilingual capacity in order to fulfill the organization’s obligation to provide services in both official languages.

The documentation provided demonstrates the following:
  • Management takes measures to know the needs for service in both official languages (based on the obligations of different offices and points of service).
  • Based on an analysis of needs, management objectively determines the number of positions that must be designated as bilingual, their distribution and their linguistic profile to ensure sufficient bilingual capacity.
Examples of Documents
  • Analysis report on the evaluation of needs for bilingual positions
  • Documents showing the assignment of bilingual employees to different positions
  • Procedure for identifying the number of positions that must be designated as bilingual, their distribution and their linguistic profiles
  • Other
Maturity Level 3

Level 2 Met + The organization’s procedures for scheduling and assigning employees take into account employees’ linguistic profiles and the capacity needed to meet the obligation to provide service in both official languages.

The documentation provided demonstrates the following:
  • Procedures for managing day-to-day work and resource allocation take into account:
    • the need to consider linguistic profiles of employees
    • the need to provide service in both official languages.
Examples of Documents
  • Employee assignment and work scheduling procedures
  • Documents substantiating the work schedule and assignment of employees and resources
  • Other
Maturity Level 4

Level 3 Met + The organization periodically assesses needs and evaluates its capacity to provide services in both official languages. The information gathered through these activities is used to correct shortcomings and build the organization’s capacity to provide services in both official languages.

The documentation provided demonstrates the following:
  • The organization is required to periodically evaluate:
    • its needs with regard to service in both official languages (in particular, the obligations of its different offices and points of service)
    • the number and distribution of bilingual positions in all its offices and points of service, and the linguistic profiles of the incumbents of these positions.
  • The organization makes the necessary adjustments, using the information obtained from the periodic evaluations, to strengthen its capacity to provide services in both official languages in accordance with its obligations.
Examples of Documents
  • Formal documents attesting to the mechanisms for periodically evaluating needs
  • Formal documents attesting to the mechanisms for periodically evaluating the number and distribution of bilingual positions
  • Action plan
  • Needs analysis procedures
  • Formal documents attesting to the mechanisms for ensuring follow-up on the evaluation exercise
  • Other
Maturity Level 5

Level 4 Met + The organization demonstrates leadership, innovation and creativity in managing human resources to ensure that services are provided in both official languages. It shares best practices and publicly reports on its results.

The documentation provided demonstrates the following:
  • The organization demonstrates an exceptional level of creativity and innovation in human resources management to guarantee that services are provided in both official languages.
  • The organization shares its successes and expertise in this regard in public reports and informal or formal exchanges.
Examples of Documents
  • Documents showing that concrete measures or initiatives have been taken to improve the capacity to provide services in both official languages
  • Public reports, presentations, etc.
  • Published articles, research projects, etc.
  • Documents showing that the organization has participated in informal exchanges (e.g. the Collection of Official Languages Resources)
  • Documents showing that the organization has participated in formal exchanges (e.g. Best Practices Forum on Official Languages)
  • Other
Indicator A1.4: Understanding of the public’s official languages needs

The organization understands the public’s official languages needs and takes them into account when providing services.

 
Maturity Level 1

The organization has identified the official languages needs, including those of the official language minority community (OLMC), of the public that it serves at national and regional levels.

The documentation provided demonstrates the following:
  • In each of the regions that it serves (NCR and other), the organization has taken the necessary measures (e.g. consultations) to identify the official languages needs.
Examples of Documents
  • Report on official languages needs
  • Procedures for assessing official languages needs (e.g. consultations)
  • Other
Maturity Level 2

Level 1 Met + The organization has analyzed the impact of the substantive equality principle on its service design and delivery.

The documentation provided demonstrates the following:
  • The organization has assessed the need to adapt its services to the needs of the public and OLMCs.
Examples of Documents
  • Documents attesting to the assessment of public and OLMC needs (e.g. Treasury Board of Canada Secretariat analysis grid) and the need to adapt services
  • Procedures for analyzing the impact of the principle of substantive equality in service design and delivery
  • Other
Maturity Level 3

Level 2 Met + The organization stays abreast of the official languages needs of the public, including those of official language minority communities (OLMCs). In addition, the organization takes into account the public’s official languages needs when planning the provision of services.

The documentation provided demonstrates the following:
  • The organization is required to periodically take measures to maintain a current understanding of the official languages needs of the public and OLMCs.
  • The identified needs of the public are among the factors the organization takes into account when planning its services.
Examples of Documents
  • Strategy for staying abreast of the needs of the public and OLMCs
  • Formal documents attesting to the assessment of public and OLMC needs
  • Formal documents attesting to the delivery of services adapted to the official languages needs of the public and OLMCs
  • Other
Maturity Level 4

Level 3 Met + The organization evaluates the effectiveness of how it determines official languages needs (e.g. consultation process) as well as the processes it uses to ensure these are taken into account. The organization also identifies areas in need of improvement on an ongoing basis.

The documentation provided demonstrates the following:
  • The organization evaluates the measures it takes to adequately and effectively identify the official languages needs of the public.
  • The organization evaluates the processes it uses to ensure that needs are taken into account when planning services.
  • Based on the information obtained from these evaluations, it addresses the identified shortcomings.
Examples of Documents
  • Formal documents attesting to the evaluation mechanisms
  • Formal documents attesting to the mechanisms for ensuring follow-up on the evaluations
  • Action plan
  • Other
Maturity Level 5

Level 4 Met + The organization demonstrates leadership, innovation and creativity in understanding the public’s official languages needs and taking them into account when providing services. It shares best practices and publicly reports on its results.

The documentation provided demonstrates the following:
  • The organization demonstrates an exceptional level of creativity and innovation in the measures it takes to understand the official languages needs of the public and ensure they are taken into account in service delivery.
  • The organization shares its successes and expertise in this regard in public reports and informal or formal exchanges.
Examples of Documents
  • Public reports, presentations, etc.
  • Published articles, research projects, etc.
  • Documents showing that concrete measures or initiatives have been taken to improve analysis of the official languages needs of the public, including those of OLMCs
  • Documents showing that the organization has participated in informal exchanges (e.g. the Collection of Official Languages Resources)
  • Documents showing that the organization has participated in formal exchanges (e.g. Best Practices Forum on Official Languages)
  • Other
Indicator A1.5: Contracts and agreements with third-party service providers

The organization ensures that its language obligations are met when it provides its services through third parties.

 
Maturity Level 1

Contracts and agreements with third-party service providers clearly reflect the official languages obligations to which they are subject.

The documentation provided demonstrates the following:
  • The organization makes sure to include language clauses in service provider contracts and agreements.
Examples of Documents
  • Wording of obligations included in third-party service provider contracts and agreements.
  • Third-party service provider contracting process
  • Other
Maturity Level 2

Level 1 Met + Agreements with third-party service providers clearly identify the specific actions required of the third-party service providers, the performance monitoring mechanism and indicators, and the consequences of not fulfilling the official languages obligations.

The documentation provided demonstrates the following:
  • The agreements must include:
    • the organization’s language obligations to which the third-party service provider is subject
    • the measures the third-party service provider is required to take to ensure these obligations are met
    • the consequences of non-compliance by the third-party service provider
    • information on the monitoring mechanism to be used by the organization to ensure that the service provider fulfills its commitment, and the indicators that will be used to do so.
Examples of Documents
  • Process supporting the preparation and management of contracts and agreements with third-party service providers
  • Standard contracts and agreements with third-party service providers
  • Other
Maturity Level 3

Level 2 Met + The organization oversees or monitors third-party performance based on the language clauses in the contracts, by applying the mechanism detailed therein.

The documentation provided demonstrates the following:
  • The organization implements the mechanism as prescribed in the contract to monitor the performance of third-party service providers with regard to the language clauses in their contracts.
Examples of Documents
  • Formal documents supporting the implementation of monitoring mechanisms as prescribed in contracts
  • Accountability framework
  • Monitoring plan
  • Other
Maturity Level 4

Level 3 Met + The organization takes action to respond to the results of its monitoring activities in order to address shortcomings and ensure continuous improvement.

The documentation provided demonstrates the following:
  • The organization follows up on its monitoring activities.
  • The organization uses the information obtained through such activities to identify and correct any shortcomings on an ongoing basis.
Examples of Documents
  • Formal documents showing the monitoring follow-up process
  • Action plan
  • Other
Maturity Level 5

Level 4 Met + The organization demonstrates leadership, innovation and creativity in complying with its language obligations when providing its services through third parties. It shares best practices and publicly reports on its results.

The documentation provided demonstrates the following:
  • The organization demonstrates an exceptional level of creativity and innovation in respecting its language obligations when it uses third-party service providers.
  • The organization shares its successes and expertise in this regard in public reports and informal or formal exchanges.
Examples of Documents
  • Documents showing that concrete measures or initiatives have been taken to improve third-party service providers’ compliance with the organization’s official languages obligations
  • Public reports, presentations, etc.
  • Published articles, research projects, etc.
  • Documents showing that the organization has participated in informal exchanges (e.g. the Collection of Official Languages Resources)
  • Documents showing that the organization has participated in formal exchanges (e.g. Best Practices Forum on Official Languages)
  • Other

Capability A2: Public communications

The organization provides communications and information to the public in both official languages, as required.

Indicator A2.1: Media environmentFootnote 1

The organization considers its language obligations in its relations with the media.

 
Maturity Level 1

Language obligations are informally considered in the organization’s media relations.

The documentation provided demonstrates the following:
  • The organization takes some language considerations into account when choosing the media and formats to be used to inform the public.
Examples of Documents
  • Example of language considerations taken into account in media relations
  • Communications plans/strategies
  • Procedures for selecting media and format
  • Other
Maturity Level 2

The organization’s general communications approach fully incorporates language considerations in terms of the media and formats the organization uses to inform the public.

The documentation provided demonstrates the following:
  • The organization’s general communications approach clearly defines how the organization works to inform both language groups, including OLMCs, in accordance with its language obligations.
  • The people responsible for official languages (official languages unit, champions, Part VII coordinators, etc.) are consulted in the development of the communications strategy by determining the official languages obligations to take into consideration.
Examples of Documents
  • The organization’s general communications approach
  • Formal documents supporting the selection of media and formats
  • Communications accountability framework
  • Procedures for developing communications plans/strategies
  • E-mail exchange between the official languages team and the communications team
  • Other
Maturity Level 3

Level 2 Met + The organization has monitoring mechanisms to ensure that the methods set out in the general communications approach are effectively put in place.

The documentation provided demonstrates the following:
  • The organization implements mechanisms to verify that the methods set out in its general communications approach are in fact used in its activities aimed at informing the two language groups, including OLMCs.
Examples of Documents
  • Formal documents attesting to the monitoring mechanisms
  • Monitoring mechanism (e.g. observations, surveys, checklists)
  • Other
Maturity Level 4

Level 3 Met + To ensure continuous improvement, the organization periodically evaluates its capacity to provide information to both majority and minority official languages communities through its chosen media platforms and formats.

The documentation provided demonstrates the following:
  • The organization takes measures to evaluate its capacity to inform both language groups, including OLMCs, effectively, simultaneously, and with equal quality, in the media and formats chosen.
  • The organization redefines the means used based on any identified shortcomings.
  • The organization is required to periodically review the general communications approach.
Examples of Documents
  • Formal documents attesting to the evaluation mechanisms
  • Procedures supporting the evaluation mechanisms
  • Client/user feedback mechanisms for services (e.g. surveys)
  • Action plans
  • Other
Maturity Level 5

Level 4 Met + The organization demonstrates leadership, innovation and creativity in complying with its language obligations in its media relations. The organization shares best practices and publicly reports on its results.

The documentation provided demonstrates the following:
  • The organization demonstrates an exceptional level of creativity and innovation in complying with its language obligations when choosing the media and formats to be used to inform the public.
  • The organization shares its successes and expertise in this regard in public reports and informal or formal exchanges.
Examples of Documents
  • Documents showing that concrete measures or initiatives have been taken to improve how language obligations are taken into account in its media relations
  • Communications plans
  • Public reports, presentations, etc.
  • Published articles, research projects, etc.
  • Documents showing that the organization has participated in informal exchanges (e.g. the Collection of Official Languages Resources)
  • Documents showing that the organization has participated in formal exchanges (e.g. Best Practices Forum on Official Languages)
  • Other
Indicator A2.2: Special events

The organization considers its language obligations when organizing or participating in special events for the public (e.g. fairs, exhibitions, press conferences)

 
Maturity Level 1

Language obligations are informally considered when the organization organizes or participates in special events.

The documentation provided demonstrates the following:
  • Some language considerations are taken into account when organizing or participating in special events.
Examples of Documents
  • Example of language considerations taken into account when organizing or participating in special events
  • Communications plans/strategies
  • Procedures for organizing and managing special events
  • Other
Maturity Level 2

The organization’s general communications approach fully incorporates language considerations to enable the organization to organize or participate in special events while complying with its language obligations.

The documentation provided demonstrates the following:
  • The organization’s general communications approach clearly defines how it fulfills its language obligations when organizing or participating in special events.
  • The people responsible for official languages (official languages unit, champions, Part VII coordinators, etc.) are consulted in the development of the communications strategy for such events by determining the official languages obligations to take into consideration.
Examples of Documents
  • The organization’s general communications approach
  • Formal documents supporting the organization of special events or the participation in special events
  • Procedures for developing communications plans/strategies
  • Communications accountability framework
  • E-mail exchange between the official languages team and the other communications team
  • Other
Maturity Level 3

Level 2 Met + The organization has monitoring mechanisms to ensure that the methods set out in the general communications approach are effectively put in place.

The documentation provided demonstrates the following:
  • The organization implements mechanisms to verify that the means set out in its general communications approach are in fact used when it organizes or participates in activities.
Examples of Documents
  • Formal documents attesting to the monitoring mechanisms
  • Monitoring mechanism (e.g. observations, surveys, interviews, discussion groups, checklists)
  • Other
Maturity Level 4

Level 3 Met + The organization periodically evaluates its capacity to take its language obligations into account when organizing or participating in special events and corrects any identified shortcomings.

The documentation provided demonstrates the following:
  • The organization takes measures to evaluate its capacity to respect language obligations when organizing or participating in activities.
  • The organization redefines the methods used to address any identified shortcomings.
  • The organization is required to periodically review the general communications approach.
Examples of Documents
  • Formal documents setting out evaluation mechanisms
  • Procedures supporting the evaluation mechanisms
  • Participant feedback mechanisms for activities (e.g. surveys)
  • Action plans
  • Other
Maturity Level 5

Level 4 Met + The organization demonstrates leadership, innovation and creativity in complying with its language obligations when organizing or participating in special events. The organization shares best practices and publicly reports on its results.

The documentation provided demonstrates the following:
  • The organization demonstrates an exceptional level of creativity and innovation in complying with its language obligations when organizing or participating in special events.
  • The organization shares its successes and expertise in this regard in public reports and informal or formal exchanges.
Examples of Documents
  • Documents showing that concrete measures or initiatives have been taken to improve how the organization takes language considerations into account when organizing or participating in special events
  • Communications plans
  • Public reports, presentations, etc.
  • Published articles, research projects, etc.
  • Documents showing that the organization has participated in informal exchanges (e.g. the Collection of Official Languages Resources)
  • Documents showing that the organization has participated in formal exchanges (e.g. Best Practices Forum on Official Languages)
  • Other
Indicator A2.3: Publications

The organization considers its language obligations when developing and delivering information for the public. This includes reports, guides, forms, tweets, chat, etc., in print or electronic format (e.g. Web sites, social media).

 
Maturity Level 1

Language obligations are informally considered when the organization develops and delivers information for the public.

The documentation provided demonstrates the following:
  • Some language considerations are taken into account when developing and delivering information for the public.
Examples of Documents
  • Example of language considerations taken into account when developing and delivering information for the public
  • Communications plans/strategies
  • Procedures for developing and delivering information to the public
  • Other
Maturity Level 2

The organization’s general communications approach fully incorporates official languages elements to enable the organization to develop and deliver information for the public, including OLMCs, in accordance with its language obligations.

The documentation provided demonstrates the following:
  • The organization’s general communications approach clearly defines how it works to meet its language obligations when developing and delivering information for the public, including OLMCs, effectively, simultaneously, and of equal quality in both official languages.
  • The people responsible for official languages (official languages unit, champions, Part VII coordinators, etc.) are consulted in the development of the communications strategy by determining the official languages obligations to take into consideration.
Examples of Documents
  • The organization’s general communications approach
  • Formal documents supporting the development and delivery of information for the public
  • Communications accountability framework
  • Procedures for developing communications plans/strategies
  • E-mail exchange between the official languages team and the communications team
  • Other
Maturity Level 3

Level 2 Met + The organization has monitoring mechanisms to ensure that the methods set out in the general communications approach are effectively put in place.

The documentation provided demonstrates the following:
  • The organization implements mechanisms to verify that the means defined in its general communications approach are in fact used when developing and delivering information for the public, including OLMCs.
Examples of Documents
  • Formal documents attesting to the monitoring mechanism
  • Monitoring mechanism (e.g. observations, surveys, checklists)
  • Other
Maturity Level 4

Level 3 Met + The organization periodically evaluates its capacity to take its language obligations into account when developing and delivering information for the public and corrects any identified shortcomings.

The documentation provided demonstrates the following:
  • The organization takes measures to evaluate its capacity to fulfill its language obligations when developing and delivering information for the public, including OLMCs.
  • The organization redefines the methods used to address any identified shortcomings.
  • The organization is required to periodically review the general communications approach.
Examples of Documents
  • Formal documents attesting to the evaluation mechanisms
  • Procedures supporting the evaluation mechanisms
  • Public feedback mechanisms (e.g. surveys)
  • Action plans
  • Other
Maturity Level 5

Level 4 Met + The organization demonstrates leadership, innovation and creativity in complying with its language obligations when developing and delivering information for the public, including OLMCs. The organization shares best practices and publicly reports on its results.

The documentation provided demonstrates the following:
  • The organization demonstrates an exceptional level of creativity and innovation in complying with its language obligations when developing and delivering information for the public, including OLMCs.
  • The organization shares its successes and expertise in this regard in public reports and informal or formal exchanges.
Examples of Documents
  • Documents showing that concrete measures or initiatives have been taken to improve how language obligations are taken into account when developing and delivering information for the public
  • Communications plans
  • Public reports, presentations, etc.
  • Published articles, research projects, etc.
  • Documents showing that the organization has participated in informal exchanges (e.g. the Collection of Official Languages Resources)
  • Documents showing that the organization has participated in formal exchanges (e.g. Best Practices Forum on Official Languages)
  • Other
Indicator A2.4: Advertising

The organization considers its language obligations in its advertising campaigns (e.g. advertisements, purchasing ad space or airtime in any media).

 
Maturity Level 1

Language obligations are informally considered in the organization’s advertising campaigns.

The documentation provided demonstrates the following:
  • Some language considerations are taken into account when planning and implementing advertising campaigns.
Examples of Documents
  • Example of language considerations taken into account when planning and implementing advertising campaigns
  • Communications plans/strategies for advertising campaigns
  • Procedures for advertising campaigns
  • Other
Maturity Level 2

The organization’s general communications approach fully incorporates language considerations to enable the organization to plan and implement advertising campaigns that meet its language obligations.

The documentation provided demonstrates the following:
  • The organization’s general communications approach clearly defines the means by which it fulfills its language obligations when planning and implementing advertising campaigns.
  • The people responsible for official languages (official languages unit, champions, Part VII coordinators, etc.) are consulted in the development of the communications strategy for such campaigns by identifying official languages obligations to be taken into consideration.
Examples of Documents
  • The organization’s general communications approach
  • Formal documents regarding advertising campaigns
  • Communications accountability framework
  • Procedures for developing communications plans/strategies
  • E-mail exchange between the official languages team and the communications team
  • Other
Maturity Level 3

Level 2 Met + The organization has monitoring mechanisms to ensure that the methods set out in the general communications approach are effectively put in place.

The documentation provided demonstrates the following:
  • The organization implements mechanisms for verifying that the methods defined in the general communications approach are in fact used in each advertising campaign.
Examples of Documents
  • Formal documents attesting to the monitoring mechanisms
  • Monitoring mechanism (e.g. observations, surveys, checklists, etc.)
  • Other
Maturity Level 4

Level 3 Met + The organization periodically evaluates its capacity to take its language obligations into account in its advertising and corrects any identified shortcomings.

The documentation provided demonstrates the following:
  • The organization takes measures to evaluate its capacity to respect language obligations when planning and implementing advertising campaigns.
  • The organization redefines the methods used based on the identified shortcomings.
  • The organization is required to periodically review the general communications approach.
Examples of Documents
  • Formal documents attesting to the evaluation mechanisms
  • Procedures supporting the evaluation mechanisms
  • Public feedback mechanisms (e.g. surveys)
  • Action plan
  • Other
Maturity Level 5

Level 4 Met + The organization demonstrates leadership, innovation and creativity in complying with its language obligations when planning and implementing advertising campaigns. The organization shares best practices and publicly reports on its results.

The documentation provided demonstrates the following:
  • The organization demonstrates an exceptional level of creativity and innovation in complying with its language obligations when planning and implementing advertising campaigns.
  • The organization shares its successes and expertise in this regard in public reports and informal or formal exchanges.
Examples of Documents
  • Documents showing that concrete measures or initiatives have been taken to improve how language obligations are taken into account in advertising campaigns
  • Communications plans
  • Published articles, presentations, etc.
  • Documents showing that the organization has participated in informal exchanges (e.g. the Collection of Official Languages Resources)
  • Documents showing that the organization has participated in formal exchanges (e.g. Best Practices Forum on Official Languages)
  • Other

Macro B — Governance, Leadership and Strategic Direction

Official languages obligations are embedded into the governance of the organization and integrated into its strategic direction. In addition, leaders foster, support and promote official languages as a core value of the organization, and ensure the respect of official languages obligations.

Capability B1: Leadership and organizational culture

Official languages are fully integrated into the organizational culture, and leadership is strong.

Indicator B1.1: Leadership and commitment to official languages

The organization’s leaders lead by example and show their commitment to official languages in order to promote and foster respect for official languages across the organization and ensure the proper management of official languages.

 
Maturity Level 1

The organization has basic mechanisms (e.g., official languages champion or unit) for managing its official languages responsibilities.

The documentation provided demonstrates the following:
  • The organization has a formal structure and basic mechanisms, such as an official languages champion or unit, to manage official languages responsibilities.
Examples of Documents
  • Documents showing the mandate of the official languages champion or unit
  • Accountability framework
  • Documents showing the management of official languages responsibilities (e.g., agenda, meeting minutes)
  • Other
Maturity Level 2

Level 1 Met + The required conditions (support, leadership and approval authority) are in place to enable the official languages champion to fulfill the role. The mandate and responsibilities of the official languages unit must help the champion to advocate for official languages in all disciplines and at all levels of the organization.

The documentation provided demonstrates the following:
  • The official languages champion is a member of senior management.
  • The mandate and responsibilities of the official languages unit help to support the official languages champion in the role. This role involves:
    • supporting the deputy head in developing an integrated vision for the official languages program within the institution;
    • promoting official languages; and
    • seeking to have official languages considered in all decision-making processes.
Examples of Documents
  • Documents showing the hierarchical level of the official languages champion
  • Action plan for managing official languages responsibilities
  • Procedures relating to champion visibility
  • Documents describing the mandate and responsibilities of the official languages unit and its staff
  • Work descriptions of official languages unit staff
  • Procedures for managing official languages responsibilities
  • Other
Maturity Level 3

Level 2 Met + Mechanisms are in place to ensure that the official languages champion and unit develop and conduct activities that foster respect for and use of both official languages across the organization at the executive, management and employee levels.

An official languages vision is developed and shared with all employees.

The documentation provided demonstrates the following:
  • The official languages champion and unit have mechanisms in place to develop and conduct activities within the organization and at all levels of the hierarchy that will help promote respect for official languages.
  • The official languages champion and unit use interdepartmental networking opportunities to promote respect for official languages.
  • A process is in place to support the development of an official languages vision and its promotion across the organization.
Examples of Documents
  • Action plans
  • Accountability framework
  • Delegation of authority chart
  • Official languages development and promotion procedures
  • Documents showing that the official languages champion and unit participate in interdepartmental committees
  • Documents showing that the official languages champion and unit network and participate in exchanges with external stakeholders
  • Documents showing the process for developing the official languages vision and for sharing it with employees
  • Other
Maturity Level 4

Level 3 Met + The activities conducted by the official languages function (official languages champion and unit) and the strategies used to promote the official languages vision are monitored periodically and adjusted to correct identified shortcomings.

The documentation provided demonstrates the following:
  • The organization is required to periodically evaluate the activities and strategies used to promote the official languages vision.
  • Mechanisms are in place to ensure that adjustments are made to correct any identified shortcomings.
Examples of Documents
  • Documents showing the evaluation of activities conducted by the official languages function
  • Action plans
  • Other
Maturity Level 5

Level 4 Met + The organization demonstrates leadership, innovation and creativity in the measures taken by its leaders to lead by example and show their commitment to official languages, in order to promote respect for official languages. It shares best practices and publicly reports on its results.

The documentation provided demonstrates the following:
  • The organization demonstrates an exceptional level of creativity and innovation in the measures implemented to advocate for and promote both official languages within the organization.
  • The organization shares its successes and expertise in this regard in public reports and informal or formal exchanges.
Examples of Documents
  • Documents showing that concrete measures or initiatives have been taken to improve advocacy for official languages
  • Public reports, presentations, etc.
  • Published articles, research projects, etc.
  • Documents showing that the organization has participated in informal exchanges (e.g., the Collection of Official Languages Resources)
  • Documents showing that the organization has participated in formal exchanges (e.g., Best Practices Forum on Official Languages)
  • Other
Indicator B1.2: Official languages governance instruments

The organization uses governance instruments such as, guidelines, directives, policies and committees, to ensure that its official languages obligations are taken into account when programs and activities are implemented.

 
Maturity Level 1

Through its governance instruments, the organization recognizes its official languages obligations with respect to the implementation of programs and activities.

The documentation provided demonstrates the following:
  • The organization recognizes its language obligations.
  • The organization takes them into account by using existing tools (Treasury Board of Canada Secretariat or other).
Examples of Documents
  • Document stating the organization’s commitment to the Treasury Board of Canada Secretariat’s official languages policy
  • Procedures for using existing instruments (e.g., Treasury Board of Canada Secretariat)
  • Other
Maturity Level 2

Level 1 Met + The organization has guidelines, directives and policies that govern its programs and activities and help it to take its official languages obligations into account.

The documentation provided demonstrates the following:
  • The organization has developed its governance instruments and made them available.
Examples of Documents
  • Guidelines (specific to the organization)
  • Directives (specific to the organization)
  • Policies (specific to the organization)
  • Delegation of authority chart
  • Documents attesting to the creation or existence of official languages support committee(s)
  • Other
Maturity Level 3

Level 2 Met + The organization has accountability mechanisms in place to ensure that the official languages obligations included in its governance instruments are integrated in the implementation of its programs and activities.

The documentation provided demonstrates the following:
  • Accountability mechanisms (e.g., action plan, complaint report) are in place to ensure that the language obligations included in the organization’s governance instruments are integrated in the implementation of its programs and activities. These mechanisms:
    • include a description of the planned measures and the units/positions responsible for their implementation; and
    • provide for following up on the progress made and reporting to senior management.
Examples of Documents
  • Documents showing the accountability mechanisms
  • Action plan
  • Accountability framework
  • Follow-up or accountability procedures
  • Other
Maturity Level 4

Level 3 Met + The organization periodically reviews its governance instruments and accountability mechanisms, and makes any necessary adjustments.

The documentation provided demonstrates the following:
  • The organization is required to periodically review its governance instruments and accountability mechanisms and to adjust them, as needed.
  • The organization analyzes the information gathered on the governance instruments and accountability mechanisms to determine their suitability and capacity for meeting the organization’s official languages needs and requirements in accordance with internal changes (e.g., staffing, service delivery, priorities).
Examples of Documents
  • Formal documents attesting to the way in which governance instruments and accountability mechanisms are evaluated
  • Documents showing the process for evaluating governance instruments and accountability mechanisms
  • Other
Maturity Level 5

Level 4 Met + The organization demonstrates leadership, innovation and creativity in developing governance instruments and implementing measures to promote compliance with its official languages obligations. It shares best practices and publicly reports on its results.

The documentation provided demonstrates the following:
  • The organization uses general governance models and adapts them to official languages.
  • The organization uses its own experiences and those of other organizations with similar mandates to be innovative in developing governance instruments and implementing measures to promote compliance with official languages obligations.
  • The organization shares its successes and expertise in this regard in public reports and informal or formal exchanges.
Examples of Documents
  • Documents attesting to the integration of innovative governance approaches into the official languages governance approach
  • Documents showing the processes for integrating innovative governance approaches into the official languages governance approach
  • Documents showing that concrete measures or initiatives have been taken to improve official languages governance instruments
  • Public reports, presentations, etc.
  • Published articles, research projects, etc.
  • Documents showing that the organization has participated in informal exchanges (e.g., the Collection of Official Languages Resources)
  • Documents showing that the organization has participated in formal exchanges (e.g., Best Practices Forum on Official Languages)
  • Other

Capability B2: Strategic and operational planning

Official languages obligations are incorporated into the organization’s priorities and long-term planning.

Indicator B2.1: Resource allocation

The organization ensures that sufficient resources (e.g., financial, human) have been allocated to comply with its official languages obligations.

 
Maturity Level 1

Official languages resources within the organization are allocated informally, and all planning is done informally and on an ad hoc basis.

The documentation provided demonstrates the following:
  • The organization allocates resources that concern certain aspects of official languages (e.g., budget, language training, translation, recruitment of bilingual employees).
Examples of Documents
  • Documents related to the allocation of resources that concern certain aspects of official languages
  • Procedures for allocating resources for official languages within the organization
  • Other
Maturity Level 2

The people responsible for official languages within the organization are consulted on an ad hoc basis when planning for resources.

The documentation provided demonstrates the following:
  • The people responsible for official languages (e.g., official languages unit, champions, Part VII coordinators) are not automatically involved in resource planning, but rather on an ad hoc basis. They participate only at the end of the process, rather than at the beginning.
Examples of Documents
  • Documents showing the allocation of official languages resources (e.g., e-mail exchange, meeting agenda)
  • Documents showing the planning and consultation processes for allocating official languages resources
  • Other
Maturity Level 3

The people responsible for official languages within the organization actively participate in the resource planning cycle. In addition, there are formal links between official languages objectives and the allocation of resources to achieve these objectives. In other words, the organization can demonstrate that it plans effectively to achieve its official languages objectives.

The documentation provided demonstrates the following:
  • A procedure is in place requiring the people responsible for official languages (e.g., official languages unit, champions, Part VII coordinators) to participate in the resource planning process. This means they are systematically consulted and play an active role in all stages of planning.
  • The resource planning process takes into account official languages objectives.
Examples of Documents
  • Formal documents attesting to the roles of the people responsible for official languages in the planning process
  • Framework for planning accountability
  • Documents showing the planning and consultation processes for allocating official languages resources
  • Other
Maturity Level 4

Level 3 Met + The organization evaluates whether it has sufficient official languages resources to meet its needs.

The documentation provided demonstrates the following:
  • A procedure is in place requiring the organization to assess its official languages resources to determine whether they are sufficient to meet its objectives and its official languages needs.
  • Mechanisms are in place to ensure that adjustments are made to correct any identified shortcomings, in order to improve respect for language rights and compliance with official languages obligations.
Examples of Documents
  • Formal documents attesting to the process to evaluate resource allocation
  • Documents showing the follow-up process for determining whether sufficient resources have been allocated
  • Other
Maturity Level 5

Level 4 Met + The process for allocating resources for official languages is reviewed periodically so that it reflects the organization’s approach to resource planning. The organization shares best practices and publicly reports on its results.

The documentation provided demonstrates the following:
  • The same standards that are applied to organizational resource planning are also applied to official languages resource planning.
  • The organization uses its own experiences and those of other organizations with similar mandates to be innovative in planning and allocating resources to meet its official languages needs.
  • The organization shares its successes and expertise in this regard in public reports and informal or formal exchanges.
Examples of Documents
  • Documents showing the organization’s strategic resource planning process
  • Action plan
  • Documents showing how the organization has coordinated with other organizations regarding resource allocation (e.g., forums, meetings)
  • Documents showing that concrete measures or initiatives have been taken to improve resource allocation
  • Public reports, presentations, etc.
  • Published articles, research projects, etc.
  • Documents showing that the organization has participated in informal exchanges (e.g., the Collection of Official Languages Resources)
  • Documents showing that the organization has participated in formal exchanges (e.g., Best Practices Forum on Official Languages)
  • Other
Indicator B2.2: Planning processes and alignment with activities

Strategic and operational planning takes official languages fully into account. Official languages obligations are adapted and incorporated into the strategic planning process, such as the budget, operational planning, resource allocation, and performance measurement.

 
Maturity Level 1

Any alignment between official languages obligations and strategic planning processes is coincidental.

The documentation provided demonstrates the following:
  • The organization’s planning process considers certain aspects of official languages (e.g., training, bilingual tools, bilingual staff).
Examples of Documents
  • Documents related to the aspects of official languages that are part of the planning process
  • Other
Maturity Level 2

There is an official languages strategy, but it is not fully integrated into strategic and operational planning.

The documentation provided demonstrates the following:
  • The organization has an official languages strategy, but it was developed independently of the organization’s strategic planning or strategic direction.
Examples of Documents
  • Official languages strategy
  • The organization’s strategic plan for official languages
  • Documents showing the process for developing the official languages strategy
  • Other
Maturity Level 3

Level 2 Met + The official languages strategy is fully integrated into the organization’s overall strategic and operational planning process.

The documentation provided demonstrates the following:
  • The organization’s official languages strategy is incorporated into its strategic and operational planning process.
Examples of Documents
  • The organization’s strategic plan for official languages
  • Documents showing the organization’s strategic plan and operational activities for official languages
  • Procedures for integrating official languages obligations into the planning process
  • Documents showing the organization’s strategic and operational planning process for official languages
  • Other
Maturity Level 4

Level 3 Met + The organization periodically assesses its official languages needs and follows up in order to adjust the official languages strategy.

The documentation provided demonstrates the following:
  • A procedure is in place requiring the organization to periodically assess its official languages needs so that it can meet the objectives set out in its strategic and operational planning.
  • Mechanisms are in place to ensure that adjustments are made to correct any identified shortcomings, in order to improve respect for language rights and compliance with official languages obligations.
Examples of Documents
  • Documents showing the evaluation of the organization’s official languages needs
  • Action plan
  • Performance measurement documents
  • Documents showing the evaluation mechanism for assessing the organization’s official languages needs
  • Documents showing the processes for following up on and evaluating the official languages strategy
  • Other
Maturity Level 5

Level 4 Met + A single planning process is in place for overall strategic planning and for official languages strategic planning. Official languages issues are an integral part of the organization’s reflections on its strategic directions. The organization shares best practices and publicly reports on its results.

The documentation provided demonstrates the following:
  • Official languages planning is an integral part of strategic and operational planning.
  • The organization shares its successes and expertise in this regard in public reports and informal or formal exchanges.
Examples of Documents
  • The organization’s strategic plan and official languages plan
  • Documents showing the planning process
  • Procedures for reflecting on the organization’s strategic directions for official languages
  • Documents showing that concrete measures or initiatives have been taken to improve the activity planning and adaptation process
  • Public reports, presentations, etc.
  • Published articles, research projects, etc.
  • Documents showing that the organization has participated in informal exchanges (e.g., the Collection of Official Languages Resources)
  • Documents showing that the organization has participated in formal exchanges (e.g., Best Practices Forum on Official Languages)
  • Other

Capability B3: Public policies and programs

Policies and programs take official languages obligations into account.

Indicator B3.1: Public policy design

The organization takes official languages into account when designing programs or initiatives, when modifying or eliminating them, and particularly when requesting authorization or funding for implementing them (Cabinet, Treasury Board or equivalent).

 
Maturity Level 1

The people responsible for official languages are consulted on an ad hoc basis when programs or initiatives are being designed, when they are being modified or eliminated, and when authorization or funding requests are being prepared for them.

The documentation provided demonstrates the following:
  • The people responsible for official languages are consulted when programs or initiatives are being designed and when they are being modified or eliminated.
Examples of Documents
  • Documents showing that the people responsible for official languages have been consulted (e.g., e-mail exchange, meeting agenda)
  • Documents showing the process for designing programs or initiatives, and for modifying or eliminating them
  • Other
Maturity Level 2

The people responsible for official languages are actively and systematically involved in the process of designing programs or initiatives, of modifying or eliminating them, and of preparing authorization and funding requests for them. Official languages considerations that are retained are documented and costed.

The documentation provided demonstrates the following:
  • A procedure is in place requiring the people responsible for official languages (e.g., official languages unit, champions, Part VII coordinators) to be systematically consulted during all activities related to designing programs or initiatives, to modifying or eliminating them, and to requesting authorization and funding for them.
  • Official languages considerations resulting from these consultations are documented and are part of the factors to be examined.
Examples of Documents
  • Formal documents attesting to the activities related to designing programs or initiatives, and to modifying or eliminating them
  • Documents showing requests for authorization and funding for programs or initiatives
  • Accountability framework for designing programs or initiatives, and for modifying or eliminating them
  • Documents showing the process for designing programs or initiatives, and for modifying or eliminating them
  • Documents showing the processes for requesting authorization and funding for programs or initiatives
  • Other
Maturity Level 3

Level 2 Met + The organization has tools and mechanisms to ensure that official languages considerations are included when designing programs or initiatives, when modifying or eliminating them, and when preparing authorization and funding requests for them. Monitoring mechanisms are in place.

The documentation provided demonstrates the following:
  • The organization has implemented tools and mechanisms to systematically include official languages considerations in the process of designing programs or initiatives, of modifying or eliminating them, and of preparing authorization and funding requests for them.
  • Monitoring mechanisms are in place to ensure that the tools and mechanisms are used systematically.
Examples of Documents
  • Delegation of authority chart
  • Checklist
  • Consultation or request templates
  • Procedures for including official languages considerations in the processes of designing programs or initiatives, of modifying or eliminating them, and of preparing authorization and funding requests for them
  • Documents showing the monitoring mechanisms for ensuring that the tools and mechanisms are used systematically (e.g., observations, surveys, interviews, checklists)
  • Other
Maturity Level 4

Level 3 Met + The organization evaluates its processes for designing programs or initiatives, and for modifying or eliminating them, in order to optimize its capacity for integrating official languages considerations. Adjustments are made to correct identified shortcomings.

The documentation provided demonstrates the following:
  • The organization is required to periodically conduct evaluations of its processes to ensure that they enable it to systematically integrate official languages considerations.
  • Mechanisms are in place to ensure that adjustments are made to correct any identified shortcomings, in order to improve respect for language rights and compliance with official languages obligations.
Examples of Documents
  • Documents attesting to the evaluation of the organization’s capacity to systematically integrate official languages considerations
  • Action plans
  • Documents showing the performance measures
  • Documents showing the evaluation mechanism for measuring the organization’s capacity to systematically integrate official languages considerations
  • Documents showing that the organization monitors and evaluates its processes for designing programs or initiatives, and for modifying or eliminating them, in order to optimize its capacity to integrate official languages considerations
  • Other
Maturity Level 5

Level 4 Met + The organization demonstrates leadership, innovation and creativity in taking official languages into account when designing programs or initiatives, and when modifying or eliminating them. It shares best practices and publicly reports on its results.

The documentation provided demonstrates the following:
  • The organization demonstrates an exceptional level of creativity and innovation in taking official languages into account when designing programs or initiatives, or when modifying or eliminating them.
  • The organization shares its successes and expertise in this regard in public reports and informal or formal exchanges.
Examples of Documents
  • Documents showing that concrete measures or initiatives have been taken to better incorporate official languages considerations when designing programs or initiatives, and when modifying or eliminating them
  • Public reports, presentations, etc.
  • Published articles, research projects, etc.
  • Documents showing that the organization has participated in informal exchanges (e.g., the Collection of Official Languages Resources)
  • Documents showing that the organization has participated in formal exchanges (e.g., Best Practices Forum on Official Languages)
  • Other
Indicator B3.2: Decision-making processes for programs

The organization takes official languages into account when it makes decisions for program implementation (e.g., changes to eligibility criteria or to service points, how information is communicated to a target group).

 
Maturity Level 1

Official languages are either not considered or are considered on an ad hoc basis when decisions are made for program implementation.

The documentation provided demonstrates the following:
  • The decision-making processes for program implementation either do not include or do not systematically include official languages considerations.
Examples of Documents
  • Documents showing the decision-making processes for program implementation
  • Other
Maturity Level 2

Decision-making rules are in place to ensure that all program decision-making processes include official languages considerations.

The documentation provided demonstrates the following:
  • The organization has established rules to support decision making for the implementation of its programs. These rules specify:
    • when the rules apply;
    • which official languages considerations to take into account;
    • that the work done during the design stage must be taken into account;
    • that the people responsible for official languages must be consulted; and
    • that the considerations taken into account and the decisions made must be documented.
Examples of Documents
  • Framework document
  • Guidelines or procedures
  • Internal policies
  • Other
Maturity Level 3

Level 2 Met + The organization monitors the way in which the decision-making rules are used to incorporate official languages considerations into all of its program decision-making processes.

The documentation provided demonstrates the following:
  • A monitoring mechanism is in place to ensure that the decision-making rules to incorporate official languages considerations into program decision-making processes are followed.
Examples of Documents
  • Accountability framework
  • Documents showing the monitoring mechanism for ensuring that decision-making rules are used systematically (e.g., checklists, analysis of decision-making processes, analysis of documented decisions)
  • Other
Maturity Level 4

Level 3 Met + The organization periodically evaluates the extent to which its decision-making rules enable it to take official languages considerations into full account in all of its program decision-making processes. Adjustments are made to correct identified shortcomings.

The documentation provided demonstrates the following:
  • The organization is required to periodically conduct evaluation exercises to ensure that its decision-making processes are effective.
  • Mechanisms are in place to ensure that adjustments are made to correct any identified shortcomings, in order to improve respect for language rights and compliance with official languages obligations.
Examples of Documents
  • Action plan
  • Documents attesting to the evaluation of the organization’s decision-making processes
  • Documents attesting to performance measures
  • Documents showing the evaluation mechanism for measuring the organization’s capacity to take official languages considerations into account in its decision-making processes (e.g., surveys, consultations with program users)
  • Documents showing the follow-up and evaluation processes for the organization’s decision-making rules to optimize its capacity to incorporate official languages considerations
  • Other
Maturity Level 5

Level 4 Met + The organization demonstrates leadership, innovation and creativity in ensuring that program implementation takes official languages into full account. It shares best practices and publicly reports on its results.

The documentation provided demonstrates the following:
  • The organization demonstrates an exceptional level of creativity and innovation in ensuring that its program implementation takes official languages into full account.
  • The organization shares its successes and expertise in this regard in public reports and informal or formal exchanges.
Examples of Documents
  • Documents showing that concrete measures or initiatives have been taken to improve how official languages considerations are incorporated into program decision-making processes
  • Public reports, presentations, etc.
  • Published articles, research projects, etc.
  • Documents showing that the organization has participated in informal exchanges (e.g., the Collection of Official Languages Resources)
  • Documents showing that the organization has participated in formal exchanges (e.g., Best Practices Forum on Official Languages)
  • Other
Indicator B3.3: Positive measures within programs

The organization’s programs support the development of official language minority communities (OLMCs) and foster the full recognition and use of English and French in Canadian society.

 
Maturity Level 1

The organization recognizes that it has an obligation to support OLMC development and to foster the full recognition and use of English and French in Canadian society. It is committed to taking positive measures to meet this obligation through its programs.

The documentation provided demonstrates the following:
  • The organization has formally acknowledged its obligation.
  • The organization has committed to meeting this obligation.
Examples of Documents
  • Formal documents recognizing the organization’s obligation to support OLMC development and foster the full recognition and use of English and French in Canadian society
  • Documents attesting to the organization’s commitment to support the development of OLMCs and promote the full recognition and use of English and French in Canadian society
  • Procedures for implementing OLMC development programs
  • Other
Maturity Level 2

Level 1 Met + The organization has identified the relevant OLMC stakeholders in relation to its mandate or programs. It makes sure to identify OLMC needs in relation to its programs. It also considers how its programs can promote the full recognition and use of English and French in Canadian society.

The documentation provided demonstrates the following:
  • The organization has drawn up a list of relevant OLMC stakeholders.
  • The organization has mechanisms in place to identify the needs of OLMCs (e.g., consultation mechanism).
  • Structures are in place to ensure that the organization considers ways in which its programs can support the implementation of Part VII of the Official Languages Act.
Examples of Documents
  • List of OLMC stakeholders consulted on official languages issues
  • Procedures for identifying OLMC needs (e.g., consultations)
  • OLMC program implementation procedures
  • Other
Maturity Level 3

Level 2 Met + Decision-making rules are in place to ensure that the program decision-making processes include criteria for taking OLMC needs into account and to define how its programs (e.g., contribution programs, programs administered by third parties) can support OLMC development and foster the full recognition and use of English and French in Canadian society. The defined means are included in the program action plans. This includes identifying measures and developing a “Part VII reflex”.

The documentation provided demonstrates the following:
  • The organization has established rules stating that:
    • OLMC needs must be considered in decision-making processes; and
    • the measures that will be taken within the various programs to meet the identified OLMC needs and to support the implementation of Part VII of the Official Languages Act must be specified in an action plan.
Examples of Documents
  • Framework document
  • Guidelines or procedures
  • Internal policies
  • Documents showing the decision-making processes for taking OLMC needs into account
  • Procedures for developing a Part VII reflex
  • Other
Maturity Level 4

Level 3 Met + The organization monitors the way in which the decision-making rules are used to ensure that OLMC needs are considered and how the measures defined in program action plans that aim to support OLMC development and foster the full recognition and use of English and French in Canadian society are implemented. Adjustments are made to correct identified shortcomings.

The documentation provided demonstrates the following:
  • A mechanism is in place to ensure that all program decision-making processes include criteria for considering OLMC needs.
  • A mechanism is in place to ensure follow up on the measures specified in program action plans to verify that they have been implemented and that they meet the OLMCs’ needs effectively.
  • Mechanisms are in place to ensure that adjustments are made to correct any identified shortcomings, in order to improve respect for language rights and compliance with official languages obligations.
Examples of Documents
  • Accountability framework
  • Documents showing the monitoring mechanisms for ensuring that the decision-making rules are systematically used (e.g., checklists, analysis of decision-making processes, analysis of documented decisions)
  • Formal documents attesting to the procedure for following up on action plans
  • Strategy for evaluating the impact of activities on OLMCs
  • Documents showing the monitoring mechanism for ensuring that the positive measures identified are implemented and meet the OLMCs’ needs effectively (e.g., observations, surveys, interviews, checklists)
  • Documents showing the follow-up process for evaluating activities affecting OLMCs
  • Action plans
  • Other
Maturity Level 5

Level 4 Met + The organization demonstrates leadership, innovation and creativity in taking positive measures. It shares best practices and publicly reports on its results.

The documentation provided demonstrates the following:
  • The organization demonstrates an exceptional level of creativity and innovation in taking positive measures in all its programs.
  • The organization shares its successes and expertise in this regard in public reports and informal or formal exchanges.
Examples of Documents
  • Documents showing that concrete measures or initiatives have been taken to improve support for OLMC development and promotion of linguistic duality through the implementation of programs
  • Public reports, presentations, etc.
  • Published articles, research projects, etc.
  • Documents showing that the organization has participated in informal exchanges (e.g., the Collection of Official Languages Resources)
  • Documents showing that the organization has participated in formal exchanges (e.g., Best Practices Forum on Official Languages)
  • Other

Capability B4: Reporting

The organization’s reporting activities have an “official languages lens.”

Indicator B4.1: Performance management

The organization has a performance management program that includes annual performance objectives for all employees and managers that are specific to their official languages obligations (e.g., bilingual supervision, bilingual service to the public and employees, active offer, bilingual meetings) in relation to their positions, pursuant to the Official Languages Act.

 
Maturity Level 1

Performance agreements include objectives related to the official languages obligations of employees and managers on an ad hoc basis.

The documentation provided demonstrates the following:
  • Few or no employees or managers have objectives related to official languages obligations, beyond those included in the Key Leadership Competency profile, in their performance agreement.
Examples of Documents
  • Documents showing the wording of official languages objectives in performance agreements
  • Documents showing the process for developing performance agreements
  • Other
Maturity Level 2

The organization defines official languages performance objectives for each employee category. It also defines the resources needed to meet those objectives.

The documentation provided demonstrates the following:
  • The organization has defined official languages performance objectives for each employee category, based on the category’s function and obligations.
  • The organization has identified resources to support the achievement of these objectives.
Examples of Documents
  • Documents showing the wording of official languages objectives in the performance agreements for each employee category
  • Tools for facilitating the achievement of official languages performance objectives (e.g., learning plans, training, guides)
  • Procedures for reaching official languages performance objectives
  • Employee orientation documents
  • Documents showing the process for assessing employee performance on official languages objectives
  • Documents showing the process for developing learning plans to reach official languages performance objectives
  • Other
Maturity Level 3

Level 2 Met + Mechanisms are in place to ensure that official languages performance objectives are included in each employee’s performance agreement and that the resources needed to meet those objectives are allocated.

The documentation provided demonstrates the following:
  • Mechanisms are in place to ensure that official languages performance objectives, beyond those included in the Key Leadership Competency profile, are systematically included in performance agreements, taking into account employees’ functions and obligations.
  • Mechanisms are in place to ensure that the resources to reach these objectives are allocated.
Examples of Documents
  • Formal documents attesting to the requirements to include official languages performance objectives in performance agreements and to allocate the necessary resources
  • Documents showing the plans for allocating resources to support the achievement of official languages performance objectives
  • Documents showing the planning process for official languages performance objectives
  • Other
Maturity Level 4

Level 3 Met + The organization periodically reviews the official languages performance objectives and resources and makes adjustments to correct any identified shortcomings.

The documentation provided demonstrates the following:
  • Mechanisms are in place to ensure that official languages performance objectives and resources are periodically reviewed.
  • Mechanisms are in place to ensure that adjustments are made to correct any identified shortcomings, in order to improve respect for language rights and compliance with official languages obligations.
Examples of Documents
  • Documents showing the analysis of official languages performance objectives and resources
  • Documents showing the mechanism for reviewing official languages performance objectives and resources
  • Documents showing the follow-up and evaluation processes for official languages performance objectives and resources
  • Other
Maturity Level 5

Level 4 Met + The organization demonstrates leadership, innovation and creativity in defining and including official languages objectives in its performance management program. It shares best practices and publicly reports on its results.

The documentation provided demonstrates the following:
  • The organization demonstrates an exceptional level of creativity and innovation in implementing measures to define and include official languages objectives in its performance management program.
  • The organization shares its successes and expertise in this regard in public reports and informal or formal exchanges.
Examples of Documents
  • Documents showing that concrete measures or initiatives have been taken to incorporate official languages objectives in the performance management program
  • Public reports, presentations, etc.
  • Published articles, research projects, etc.
  • Documents showing that the organization has participated in informal exchanges (e.g., the Collection of Official Languages Resources)
  • Documents showing that the organization has participated in formal exchanges (e.g., Best Practices Forum on Official Languages)
  • Other
Indicator B4.2: Program evaluation

The organization uses an “official languages lens” when conducting program evaluations.

 
Maturity Level 1

The program evaluation unit recognizes the organization’s official languages obligations.

The documentation provided demonstrates the following:
  • The program evaluation unit formally acknowledges the organization’s official languages obligations.
Examples of Documents
  • Formal documents attesting to the program evaluation
  • Frames of reference
  • Other
Maturity Level 2

Level 1 Met + The program evaluation unit takes measures to identify official languages issues related to some evaluations but does not do so systematically.

The documentation provided demonstrates the following:
  • Practices or tools are in place in order to identify official languages issues as part of the organization’s program evaluations.
Examples of Documents
  • Published reports regarding official languages issues
  • Evaluation plan specifically on official languages
  • Evaluation procedures for identifying potential official languages issues
  • Other
Maturity Level 3

Level 2 Met + Respecting and promoting official languages are components the organization uses in developing its periodic evaluation plan. For all evaluations conducted under the plan, mechanisms are in place for identifying potential official languages issues. In other words, the organization plans all evaluations using an official languages lens.

The documentation provided demonstrates the following:
  • The approach used to define the evaluation plan includes rules for examining opportunities to conduct evaluations specifically on official languages.
  • Mechanisms are in place to ensure that official languages are taken into consideration in the planning of all evaluations, regardless of their primary objective.
Examples of Documents
  • Formal documents attesting to the program evaluation
  • Documents showing the process for planning program evaluations
  • Frames of reference
  • Procedures for ensuring that all evaluations conducted under the plan incorporate criteria or practices for identifying official languages issues and propose effective or model solutions
  • Other
Maturity Level 4

Level 3 Met + When the organization publishes the results of its evaluations, it highlights the findings related to official languages issues and ensures that action plans specify measures to resolve these issues so that it can follow up to ensure that the measures are implemented.

The documentation provided demonstrates the following:
  • The evaluation reports include findings related to official languages.
  • The organization is required to develop action plans to identify specific and measurable actions that will be taken to resolve official languages issues.
  • The organization is required to follow up on the implementation of the action plans.
Examples of Documents
  • Formal documents attesting to the publication of evaluation results
  • Procedures for evaluating official languages issues
  • Documents showing the process for following up on action plans and evaluating them
  • Other
Maturity Level 5

Level 4 Met + The organization demonstrates leadership, innovation and creativity in using an official languages lens when conducting program evaluations. It shares best practices and publicly reports on its results.

The documentation provided demonstrates the following:
  • The organization demonstrates an exceptional level of creativity and innovation in implementing measures to conduct evaluations using an official languages lens.
  • The organization shares its successes and expertise in this regard in public reports and informal or formal exchanges.
Examples of Documents
  • Documents showing that concrete measures or initiatives have been taken to conduct program evaluations using an official languages lens
  • Public reports, presentations, etc.
  • Published articles, research projects, etc.
  • Documents showing that the organization has participated in informal exchanges (e.g., the Collection of Official Languages Resources)
  • Documents showing that the organization has participated in formal exchanges (e.g., Best Practices Forum on Official Languages)
  • Other

Macro C — People Management

The organization takes into account its official languages obligations when optimizing the workforce and the work environment to enable high productivity and performance, effective use of human resources and increased employee engagement.

Capability C1: Human resources practices

Official languages are integrated into human resources practices.

Indicator C1.1: Linguistic profiles of positions

The organization establishes accurate linguistic profiles of positions by objectively determining the required level of second language proficiency after having objectively established that a position requires the use of both official languages.

 
Maturity Level 1

The linguistic profiles of bilingual positions within the organization are established informally.

The documentation provided demonstrates the following:
  • The linguistic profiles of bilingual positions are established at the discretion of managers.
Examples of Documents
  • Work descriptions and linguistic profiles of positions
  • Other
Maturity Level 2

Managers have tools and procedures to establish accurate linguistic profiles of bilingual positions according to official languages requirements.

The documentation provided demonstrates the following:
  • Tools and procedures are made available to managers to properly establish language needs related to the duties of a position in keeping with official languages requirements.
  • Managers are required to use these tools and procedures to establish the linguistic profiles of bilingual positions.
  • Managers are asked to consult human resources experts or the people responsible for official languages (e.g., official languages unit, official languages champion, Part VII coordinator) to support them in this task.
Examples of Documents
  • Documents showing the tools used to establish the linguistic profile of bilingual positions
  • Procedures for analyzing language needs related to the duties of positions
  • Documents showing the processes for consulting human resources or official languages experts in relation to the duties of positions
  • Other
Maturity Level 3

Level 2 Met + Monitoring mechanisms are in place to ensure that managers use the tools and follow the procedures for establishing the linguistic profiles of bilingual positions.

The documentation provided demonstrates the following:
  • The organization has mechanisms, such as checklists, an accountability framework or a delegation chart, to ensure that the tools and other resources available are used and that procedures are followed by all managers when establishing the linguistic profiles of bilingual positions.
Examples of Documents
  • Accountability framework
  • Delegation chart
  • Checklists
  • Documents showing the monitoring mechanism
  • Procedures related to the establishment of linguistic profiles
  • Other
Maturity Level 4

Level 3 Met + The organization periodically evaluates the linguistic profiles of bilingual positions, including the related tools and procedures, and corrects any identified shortcomings.

The documentation provided demonstrates the following:
  • The organization is required to periodically review the linguistic profiles of its bilingual positions to ensure that they take the positions’ duties and tasks into account and that all positions with the same work description have the same linguistic profile.
  • The organization is required to review the linguistic profiles of its bilingual positions when work descriptions change.
  • The organization has measures in place to periodically evaluate its tools and procedures for establishing linguistic profiles of bilingual positions.
  • A procedure is in place that requires the organization to analyze the results in order to identify what works and what shortcomings to correct, and to make any necessary adjustments.
Examples of Documents
  • Formal documents attesting to the review of linguistic profiles of bilingual positions
  • Analysis or evaluation reports on the establishment of linguistic profiles of bilingual positions
  • Action plan
  • Documents showing the follow-up and evaluation processes for the tools and procedures used to establish the linguistic profiles of bilingual positions
  • Other
Maturity Level 5

Level 4 Met + The organization demonstrates leadership, innovation and creativity in objectively establishing the linguistic profiles of bilingual positions. It shares its best practices and publicly reports on its results.

The documentation provided demonstrates the following:
  • The organization demonstrates an exceptional level of creativity and innovation in the measures to guarantee that appropriate linguistic profiles are established for bilingual positions.
  • The organization shares its successes and expertise in this regard in public reports and informal or formal exchanges.
Examples of Documents
  • Documents showing that concrete measures or initiatives have been taken to improve the way in which linguistic profiles of bilingual positions are established
  • Public reports, presentations, etc.
  • Published articles, research projects, etc.
  • Documents showing that the organization has participated in informal exchanges (e.g., the Collection of Official Languages Resources)
  • Documents showing that the organization has participated in formal exchanges (e.g., Best Practices Forum on Official Languages)
  • Other
Indicator C1.2: Staffing bilingual positions

The organization takes the necessary measures to ensure that the established language requirements are met when staffing bilingual positions.

 
Maturity Level 1

Imperative staffing of bilingual positions is the norm within the organization.

The documentation provided demonstrates the following:
  • The trend within the organization is to always staff bilingual positions on an imperative basis.
Examples of Documents
  • Generic directives for imperative staffing of bilingual positions
  • Procedures for imperative staffing of bilingual positions
  • Other
Maturity Level 2

Level 1 Met + The organization’s approach to staffing bilingual positions includes rules on imperative staffing. Rules are also in place so that the necessary measures are taken to ensure that the position’s language requirements are met in exceptional cases of non-imperative staffing.

The documentation provided demonstrates the following:
  • The organization has its own rules that define and reiterate that the norm is to staff bilingual positions imperatively.
  • For exceptional cases where it has to staff a position non-imperatively, the organization has rules or measures in place to ensure that:
    • the incumbent has the resources necessary to attain the required second language level within the prescribed time frame, and
    • administrative measures are in place to ensure that the bilingual duties and tasks of the position are performed in the meantime (e.g., the human resources sub-delegation tool stipulates that non-imperative staffing must be approved by senior management).
Examples of Documents
  • Guidelines
  • Directives
  • Policies
  • Memos
  • Human resources sub delegation tool
  • Delegation chart
  • Procedures for imperative and non-imperative staffing of bilingual positions
  • Other
Maturity Level 3

Level 2 Met + Monitoring mechanisms are in place to ensure that the rules on non-imperative staffing of bilingual positions are applied.

The documentation provided demonstrates the following:
  • Monitoring mechanisms are in place to ensure that the rules for staffing bilingual positions are applied.
Examples of Documents
  • Formal documents attesting to the monitoring mechanisms
  • Accountability framework
  • Documents showing the monitoring mechanism (e.g., quarterly analysis, checklists)
  • Procedures for applying the rules for staffing bilingual positions
  • Other
Maturity Level 4

Level 3 Met + The organization periodically evaluates the effectiveness of its rules for non-imperative staffing and its capacity to staff imperatively. It analyzes any identified shortcomings and makes adjustments to correct them. The rules are modified, as needed.

The documentation provided demonstrates the following:
  • The organization is required to periodically evaluate both the effectiveness of its rules for non-imperative staffing and its capacity to staff bilingual positions imperatively.
  • A procedure is in place that requires the organization to analyze the results in order to identify what works and what shortcomings to correct, and to make any necessary adjustments.
Examples of Documents
  • Formal documents attesting to the follow-up and evaluation processes
  • Analysis or evaluation reports on the effectiveness of the rules and on the organization’s capacity to staff positions imperatively
  • Action plan
  • Other
Maturity Level 5

Level 4 Met + The organization demonstrates leadership, innovation and creativity in staffing bilingual positions. It shares its best practices and publicly reports on its results.

The documentation provided demonstrates the following:
  • The organization demonstrates an exceptional level of creativity and innovation in developing its capacity to staff positions imperatively and in setting rules for non-imperative staffing.
  • The organization shares its successes and expertise in this regard in public reports and informal or formal exchanges.
Examples of Documents
  • Documents showing that concrete measures or initiatives have been taken to improve the staffing of bilingual positions
  • Public reports, presentations, etc.
  • Published articles, research projects, etc.
  • Documents showing that the organization has participated in informal exchanges (e.g., the Collection of Official Languages Resources)
  • Documents showing that the organization has participated in formal exchanges (e.g., Best Practices Forum on Official Languages)
  • Other
Indicator C1.3: Recruitment measures

The organization takes measures to promote the equitable participation of English- and French-speaking Canadians in its recruitment processes. Recruitment processes refers to all activities intended to recruit new employees, such as job fairs, booths, competitions, etc.

 
Maturity Level 1

The organization acknowledges its language obligations regarding recruitment measures. The organization takes measures informally and on an ad hoc basis to promote the equitable participation of both language groups.

The documentation provided demonstrates the following:
  • The organization acknowledges its obligations with regard to equitable participation (official languages policy or equivalent).
  • In some cases, measures are taken to promote the equitable participation of both language groups.
Examples of Documents
  • Documents attesting to the organization's commitment to the Treasury Board of Canada’s Policy on Official Languages
  • Documents showing the recruitment processes for supporting the equitable participation of both language groups
  • Other
Maturity Level 2

Level 1 Met + Human resources advisors are aware of the language obligations related to recruitment measures. They have the necessary expertise in this area and provide advice to managers and supervisors.

The documentation provided demonstrates the following:
  • All human resources advisors are informed of the language obligations related to recruitment processes.
  • Managers and supervisors are required to consult human resources advisors in this regard.
Examples of Documents
  • Procedures for informing all human resources advisors about the language obligations related to recruitment processes (e.g., training, orientation, communications)
  • Procedures for consulting human resources advisors about the language obligations related to recruitment processes
  • Procedures related to recruitment processes
  • Other
Maturity Level 3

Level 2 Met + Monitoring mechanisms are in place to ensure that managers systematically consult human resources advisors regarding recruitment measures to ensure equitable participation of both language groups.

The documentation provided demonstrates the following:
  • Monitoring mechanisms are in place to ensure that managers and supervisors consult human resources advisors about recruitment measures.
Examples of Documents
  • Formal documents attesting to the monitoring mechanisms
  • Accountability framework
  • Documents showing the monitoring mechanism for ensuring that managers and supervisors consult human resources advisors on recruitment measures
  • Other
Maturity Level 4

Level 3 Met + The organization periodically evaluates its recruitment processes and the measures it takes to ensure equitable participation of both language groups. It corrects any identified shortcomings.

The documentation provided demonstrates the following:
  • • The organization is required to periodically review:
    • its recruitment processes, and
    • the measures it takes to encourage equitable participation of both language groups.
  • A procedure is in place that requires the organization to analyze the results in order to identify what works and what shortcomings to correct, and to make any necessary adjustments
Examples of Documents
  • Formal documents attesting to the evaluation process
  • Directives on recruitment and on measures to encourage equitable participation of both language groups
  • Documents showing the evaluation process for reviewing recruitment processes and the measures taken to encourage equitable participation of both language groups
  • Documents showing the follow-up and evaluation processes for recruitment processes and measures to encourage equitable participation of both language groups
  • Other
Maturity Level 5

Level 4 Met + The organization demonstrates leadership, innovation and creativity in recruiting to ensure equitable participation of both official language groups. It shares its best practices and publicly reports on its results.

The documentation provided demonstrates the following:
  • The organization demonstrates an exceptional level of creativity and innovation in the measures it takes to encourage equitable participating of both language groups in recruitment processes.
  • The organization shares its successes and expertise in this regard in public reports and informal or formal exchanges.
Examples of Documents
  • Documents showing that concrete measures or initiatives have been taken to improve recruitment measures
  • Public reports, presentations, etc.
  • Published articles, research projects, etc.
  • Documents showing that the organization has participated in informal exchanges (e.g., the Collection of Official Languages Resources)
  • Documents showing that the organization has participated in formal exchanges (e.g., Best Practices Forum on Official Languages)
  • Other

Capability C2: Learning, training and development

Learning, training and development activities take the needs of the organization and its employees into account in order to meet language obligations.

Indicator C2.1: Language training and language maintenance

The organization understands its needs and its employees’ needsFootnote 2 in terms of language training and language maintenance, and takes the necessary measures to meet them.

 
Maturity Level 1

The organization identifies its language training and language maintenance needs—as well as the measures to meet those needs—informally and on an ad hoc basis.

The documentation provided demonstrates the following:
  • The organization provides language training and supports language maintenance on a case-by-case basis.
Examples of Documents
  • Documents related to language training activities
  • Documents related to language maintenance activities
  • Procedures for identifying and managing language training needs
  • Other
Maturity Level 2

Some of the organization’s units have a formal approach for periodically identifying their needs in terms of language training and language maintenance and for taking the necessary measures to meet them.

The documentation provided demonstrates the following:
  • Some of the organization’s units have rules and procedures in place for periodically identifying and managing language training and language maintenance needs:
    • to fulfill their language obligations, and
    • to support employees’ professional development.
Examples of Documents
  • Formal documents attesting to the evaluation and management of language training and language maintenance needs
  • Procedures for periodically identifying and managing language training and language maintenance needs
  • Other
Maturity Level 3

A formal and comprehensive approach is in place across the organization to identify its needs in terms of language training and language maintenance and to take the necessary measures to meet them.

The documentation provided demonstrates the following:
  • Rules and procedures are in place that apply across the organization for periodically identifying and managing language training and language maintenance needs:
    • to fulfill its language obligations, and
    • to support employees’ professional development.
Examples of Documents
  • Formal documents attesting to the evaluation and management of language training and language maintenance needs
  • Procedures for periodically identifying and managing language training and language maintenance needs across the organization
  • Other
Maturity Level 4

Level 3 Met + The organization periodically reports on language training and language maintenance to ensure accountability.

The documentation provided demonstrates the following:
  • The organization is able to report on the general state of language training and language maintenance within the organization (e.g., which employees have requested training, which have received it, and at what levels).
  • The organization is required to periodically analyze the state of the situation and modifies its approach, as needed.
Examples of Documents
  • Information extracted from a database
  • Profile of the organization regarding language training and language maintenance
  • Documents attesting to the general status of language training and language maintenance (e.g., training management system, database)
  • Action plan
  • Documents showing the follow-up and evaluation processes for language training and language maintenance within the organization
  • Other
Maturity Level 5

Level 4 Met + The organization demonstrates leadership, innovation and creativity in identifying language training needs and providing that training to employees. It shares its best practices and publicly reports on its results. Language training is also an integral part of professional development programs and of short- and medium-term succession planning.

The documentation provided demonstrates the following:
  • The organization’s language training needs are integrated into its professional development programs.
  • The organization takes these needs into account in succession planning.
  • The organization demonstrates an exceptional level of creativity and innovation in the measures it takes to identify and manage language training needs.
  • The organization shares its successes and expertise in this regard in public reports and informal or formal exchanges.
Examples of Documents
  • Documents detailing the organization’s professional development programs
  • Documents showing that concrete measures or initiatives have been taken to improve language training and language maintenance
  • Public reports, presentations, etc.
  • Published articles, research projects, etc.
  • Documents showing that the organization has participated in informal exchanges (e.g., the Collection of Official Languages Resources)
  • Documents showing that the organization has participated in formal exchanges (e.g., Best Practices Forum on Official Languages)
  • Documents showing the processes for integrating the professional development program into organizational succession planning
  • Other
Indicator C2.2: Training on language rights and obligations

The organization provides training to managers and employees on their language rights and obligations.

 
Maturity Level 1

The organization informs managers and employees of their language rights and obligations on an informal and ad hoc basis.

The documentation provided demonstrates the following:
  • Managers and employees are informed informally of their language rights and obligations.
Examples of Documents
  • Orientation kit for new employees
  • Reminders and correspondence regarding managers’ and employees’ language rights and obligations (e.g., e mail, message/section on the intranet, poster)
  • Documents showing the orientation for new employees regarding language rights and obligations
  • Other
Maturity Level 2

Level 1 Met + The organization provides training to managers and employees on their language rights and obligations.

The documentation provided demonstrates the following:
  • Formal training or information sessions are provided across the organization for all employees and managers in all work units.
  • A procedure is in place for sharing information on this training.
Examples of Documents
  • Documents showing the training tools for managers’ and employees’ language rights and obligations
  • Documents from the training or information sessions on managers’ and employees’ rights and obligations
  • Documents showing the processes for accessing training or information sessions on managers’ and employees’ language rights and obligations
  • Documents showing the processes for planning training or information sessions on managers’ and employees’ rights and obligations
  • Other
Maturity Level 3

Level 2 Met + Monitoring mechanisms are in place to ensure that managers and employees complete training on their language rights and obligations.

The documentation provided demonstrates the following:
  • The organization has mechanisms for identifying the number of managers and employees enrolled and participating in the training provided.
Examples of Documents
  • Documents showing the monitoring mechanisms for identifying the number of managers and employees enrolled in the training provided
  • Procedure for training managers and employees on official languages
  • Documents showing the monitoring mechanism for ensuring that managers and employees take training on their official languages rights and obligations (e.g., dashboard, surveys, checklists)
  • Other
Maturity Level 4

Level 3 Met + The organization periodically monitors the training provided and adjusts the allocated resources and monitoring mechanisms, as needed.

The documentation provided demonstrates the following:
  • The organization is required to periodically analyze the data gathered using its monitoring mechanisms to plan for future training and adjust the resources allocated.
  • A procedure is in place that requires the organization to use the results of the analysis to evaluate its monitoring mechanisms and modify them, as needed.
Examples of Documents
  • Formal documents attesting to the follow-up of training provided
  • Action plan
  • Documents showing the follow-up and evaluation processes for training provided
  • Other
Maturity Level 5

Level 4 Met + The organization demonstrates leadership, innovation and creativity in providing training to managers and employees on their language rights and obligations. It shares its best practices and publicly reports on its results.

The documentation provided demonstrates the following:
  • The organization demonstrates an exceptional level of creativity and innovation in the training it provides to managers and employees on their language rights and obligations.
  • The organization shares its successes and expertise in this regard in public reports and informal or formal exchanges.
Examples of Documents
  • Documents showing that concrete measures or initiatives have been taken to improve training on language rights and obligations
  • Public reports, presentations, etc.
  • Published articles, research projects, etc.
  • Documents showing that the organization has participated in informal exchanges (e.g., the Collection of Official Languages Resources)
  • Documents showing that the organization has participated in formal exchanges (e.g., Best Practices Forum on Official Languages)
  • Other

Capability C3: Language of work and people management

The organization takes the necessary measures to meet its language-of-work obligations.

Indicator C3.1: Supervision

The organization ensures that supervision is consistent with language-of-work requirements.

 
Maturity Level 1

The organization informs managers and supervisors with employees working in regions designated as bilingual for language-of-work purposes of their responsibility to use the official language of the employees’ choice when carrying out their supervisory role.

The documentation provided demonstrates the following:
  • Measures are taken across the organization to regularly inform managers and supervisors of their supervision-related language obligations.
  • A procedure is in place for sharing this information.
Examples of Documents
  • Documents showing that managers and supervisors are notified of their responsibility to supervise employees in the official language of the employees’ choice (e.g., information sessions, training, e mail, during meetings)
  • Training kit for managers and supervisors specifically addressing official languages as they relate to employee supervision
  • Procedures for notifying managers and supervisors of their supervision-related language obligations (e.g., information sessions)
  • Other
Maturity Level 2

Level 1 Met + Managers and supervisors have tools and resources to help them supervise employees working in regions designated as bilingual for language-of-work purposes in the official language of the employees’ choice.

The documentation provided demonstrates the following:
  • Tools and resources are made available to managers and supervisors to ensure that they are able to supervise their employees in accordance with their language obligations.
Examples of Documents
  • Guides or manuals specifically covering official languages as they relate to employee supervision
  • Training documents for managers and supervisors to ensure that they are able to supervise their employees in accordance with their language obligations
  • Other
Maturity Level 3

Level 2 Met + The performance agreements of managers and supervisors with employees working in regions designated as bilingual for language of work purposes include objectives tied to supervision-related official languages obligations.

The documentation provided demonstrates the following:
  • The organization has defined and included performance objectives related to bilingual supervision in the performance agreements of managers and supervisors.
  • The organization is required to periodically verify that its managers and supervisors meet their supervision-related language obligations.
  • A procedure is in place that requires the organization to analyze the results in order to identify what works and what shortcomings to correct, and to make any necessary adjustments.
Examples of Documents
  • Wording of objectives in managers’ performance agreements
  • Documents showing the allocation of resources related to bilingual supervision
  • Procedure for evaluating the performance of managers and supervisors in terms of bilingual supervision
  • Other
Maturity Level 4

Level 3 Met + The organization periodically verifies that its managers and supervisors meet their supervision-related official languages obligations. It conducts a detailed analysis of the results and corrects any identified shortcomings.

The documentation provided demonstrates the following:
  • The organization is required to periodically verify that its managers and supervisors meet their supervision-related language obligations.
  • A procedure is in place that requires the organization to analyze the results in order to identify what works and what shortcomings to correct, and to make any necessary adjustments.
Examples of Documents
  • Formal documents attesting to the monitoring mechanisms
  • Action plan
  • Documents showing the monitoring mechanism for ensuring that managers and supervisors fulfill their supervision-related language obligations (e.g., observations, surveys, interviews, checklists)
  • Documents showing the follow-up and analysis processes
  • Other
Maturity Level 5

Level 4 Met + The organization demonstrates leadership, innovation and creativity in ensuring that employees who work in regions designated as bilingual for language of work purposes are supervised in the official language of their choice. It shares its best practices and publicly reports on its results.

The documentation provided demonstrates the following:
  • The organization demonstrates an exceptional level of creativity and innovation in identifying and developing measures to ensure bilingual supervision of employees in regions designated as bilingual for language-of-work purposes.
  • The organization shares its successes and expertise in this regard in public reports and informal or formal exchanges.
Examples of Documents
  • Documents showing that concrete measures or initiatives have been taken to ensure that supervision is consistent with language-of-work requirements
  • Public reports, presentations, etc.
  • Published articles, research projects, etc.
  • Documents showing that the organization has participated in informal exchanges (e.g., the Collection of Official Languages Resources)
  • Documents showing that the organization has participated in formal exchanges (e.g., Best Practices Forum on Official Languages)
  • Other
Indicator C3.2: Workplace

The organization creates a workplace that respects official languages rights and obligations.

 
Maturity Level 1

The organization is committed to creating a workplace that respects language-of-work requirements and fosters the use of both official languages. Managers and employees are aware of this commitment.

The documentation provided demonstrates the following:
  • The organization is committed to creating a workplace that respects language-of-work requirements and fosters the use of both official languages
  • A procedure is in place for sharing this information.
Examples of Documents
  • Guidelines
  • Directives
  • Policies
  • Memos
  • Procedures for creating a workplace that respects language-of-work requirements and fosters the use of both official languages
  • Documents showing the process for informing managers and employees of the organization’s commitment
  • Other
Maturity Level 2

Level 1 Met + The organization has established an official approach for supporting managers, supervisors and employees in creating a workplace that respects language-of-work requirements and fosters the use of both official languages.

The documentation provided demonstrates the following:
  • The organization has tools or procedures in place to support its employees to create a workplace that respects language-of-work requirements and fosters the use of both official languages.
  • The organization has made tools, guides or procedures available to managers, supervisors and employees.
Examples of Documents
  • Guides or manuals on creating a workplace that respects language-of-work requirements and fosters the use of both official languages
  • Training documents on creating a workplace that respects language-of-work requirements and fosters the use of both official languages
  • Procedures for creating a workplace that respects language-of-work requirements and fosters the use of both official languages
  • Other
Maturity Level 3

Level 2 Met + The organization has accountability mechanisms in place to ensure that measures are taken to create a workplace that respects language-of-work requirements and fosters the use of both official languages.

The documentation provided demonstrates the following:
  • Accountability mechanisms are in place to ensure that managers, supervisors and employees take specific measures to create a workplace that respects language-of-work requirements and fosters the use of both official languages.
Examples of Documents
  • Documents showing the accountability mechanisms
  • Accountability framework
  • Wording of objectives in performance agreements
  • Other
Maturity Level 4

Level 3 Met + The organization periodically evaluates its capacity to create a workplace that respects language-of-work requirements and fosters the use of both official languages. It conducts a detailed analysis of the results and corrects any identified shortcomings.

The documentation provided demonstrates the following:
  • The organization is required to periodically evaluate its workplace and analyze the results.
  • Mechanisms are in place to ensure that adjustments are made to correct any identified shortcomings in order to improve respect of language rights and obligations.
Examples of Documents
  • Documents showing the evaluation mechanisms
  • Action plan
  • Documents showing the follow-up and evaluation processes
  • Other
Maturity Level 5

Level 4 Met + The organization demonstrates leadership, innovation and creativity in creating a workplace that respects language-of-work requirements and fosters the use of both official languages. It shares its best practices and publicly reports on its results.

The documentation provided demonstrates the following:
  • The organization demonstrates an exceptional level of creativity and innovation in creating a workplace that respects language-of-work requirements and fosters the use of both official languages.
  • The organization shares its successes and expertise in this regard in public reports and informal or formal exchanges.
Examples of Documents
  • Documents showing that concrete measures or initiatives have been taken to create a workplace that respects language-of work requirements and fosters the use of both official languages
  • Public reports, presentations, etc.
  • Published articles, research projects, etc.
  • Documents showing that the organization has participated in informal exchanges (e.g., the Collection of Official Languages Resources)
  • Documents showing that the organization has participated in formal exchanges (e.g., Best Practices Forum on Official Languages)
  • Other
Indicator C3.3: Learning activities in both official languages

The organization respects language-of-work requirements in terms of learning activities.

 
Maturity Level 1

The organization recognizes that it has an obligation to ensure that in regions designated as bilingual for language of work purposes, professional training is provided in the official language of each employee’s choice.

The documentation provided demonstrates the following:
  • The organization officially acknowledges its obligation.
  • The organization is committed to fulfilling this obligation.
Examples of Documents
  • Formal documents recognizing the organization’s obligation to ensure that in regions designated as bilingual for language of work purposes, professional training is provided in the official language of each employee’s choice
  • Documents attesting to the organization’s commitment to ensure that in regions designated as bilingual for language of work purposes, professional training is provided in the official language of each employee’s choice
  • Procedure for accessing professional training
  • Other
Maturity Level 2

Level 1 Met + Managers inform employees of their right to receive training in the official language of their choice. Managers also ensure that each employee’s needs in this regard are effectively identified.

The documentation provided demonstrates the following:
  • Managers take the necessary measures to ensure that employees are aware of their rights in this regard.
  • Managers take the necessary measures to identify demand.
Examples of Documents
  • Orientation kit for new employees
  • Documents showing that regular reminders are given to employees regarding their right to receive professional training in the official language of their choice in regions designated as bilingual for language-of-work purposes (e.g., e-mails, posters)
  • Documents showing requests for professional training
  • Documents showing the procedures related to employees’ right to receive professional training in the official language of their choice in regions designated as bilingual for language-of-work purposes
  • Procedures related to employees’ right to receive professional training in the official language of their choice in regions designated as bilingual for language-of-work purposes
  • Procedures for identifying employees’ needs for professional training in the official language of their choice
  • Other
Maturity Level 3

Level 2 Met + The organization determines the resources needed to uphold its employees’ right to receive training in the official language of their choice.

The documentation provided demonstrates the following:
  • The organization has a mechanism in place to ensure that the necessary resources are allocated based on the identified demand.
Examples of Documents
  • Documents showing the allocation of resources related to employees’ right to receive training in the official language of their choice
  • Procedures for allocating resources to uphold employees’ right to receive training in the official language of their choice
  • Documents showing the monitoring mechanism for ensuring that in regions designated as bilingual for language-of-work purposes, employees can receive training in the official language of their choice
  • Other
Maturity Level 4

Level 3 Met + The organization periodically evaluates its capacity to ensure that in regions designated as bilingual for language-of-work purposes, employees can receive training in the official language of their choice. Adjustments are made to correct any identified shortcomings.

The documentation provided demonstrates the following:
  • The organization is required to regularly conduct evaluations to measure its capacity to meet the demand for training in both official languages, in accordance with its obligation.
  • Mechanisms are in place to ensure that adjustments are made to correct any identified shortcomings in order to improve respect of language rights and obligations.
Examples of Documents
  • Documents showing the evaluation mechanisms
  • Action plan
  • Documents showing the follow-up and evaluation processes for reporting on the training taken by the organization’s employees according to the official language in which it was requested and received
  • Other
Maturity Level 5

Level 4 Met + The organization demonstrates leadership, innovation and creativity in providing learning activities to employees in both official languages. It shares its best practices and publicly reports on its results.

The documentation provided demonstrates the following:
  • The organization demonstrates an exceptional level of creativity and innovation in identifying needs and providing training to employees in both official languages.
  • The organization shares its successes and expertise in this regard in public reports and informal or formal exchanges.
Examples of Documents
  • Documents showing that concrete measures or initiatives have been taken to improve learning activities in both official languages
  • Public reports, presentations, etc.
  • Published articles, research projects, etc.
  • Documents showing that the organization has participated in informal exchanges (e.g., the Collection of Official Languages Resources)
  • Documents showing that the organization has participated in formal exchanges (e.g., Best Practices Forum on Official Languages)
  • Other
Indicator C3.4: Internal government communications

The organization ensures that communications within the organization and with other organizations respect language-of-work requirements. This applies to official communications made on behalf of a unit, branch or the organization as a whole and intended for a group of employees.

Excluded: one-on-one communications between employees, communications between managers and employees, etc.

 
Maturity Level 1

The organization informs its employees about language-of-work requirements that have to be met for internal government communications.

The documentation provided demonstrates the following:
  • All employees are informed of this obligation.
  • A procedure is in place for sharing this information.
Examples of Documents
  • Orientation kit for new employees
  • E-mails or other communications to all employees about the obligation
  • Documents from training or information sessions on language-of-work requirements that have to be met in internal communications
  • Procedure for sharing information on the obligation
  • Other
Maturity Level 2

Level 1 Met + The organization has established an official approach to support its employees in internal communications.

The documentation provided demonstrates the following:
  • The organization has put tools and procedures in place.
  • The organization has made tools and procedures available to employees.
Examples of Documents
  • Documents showing the tools used to help employees meet language-of-work requirements for internal communications (e.g., templates)
  • Documents showing the procedures for meeting language-of-work requirements for internal communications
  • Documents from training or information sessions about language-of-work requirements that have to be met in internal communications
  • Other
Maturity Level 3

Level 2 Met + Monitoring mechanisms are in place to ensure that the tools and procedures for internal government communications are used.

The documentation provided demonstrates the following:
  • Monitoring mechanisms are in place to ensure that the tools and procedures are used across the organization.
Examples of Documents
  • Documents showing the monitoring mechanisms for ensuring that the tools and procedures for internal government communications are used (e.g., observations, surveys, interviews, checklists)
  • Other
Maturity Level 4

Level 3 Met + The organization periodically evaluates the extent to which its tools and procedures enable it to ensure that its language-of-work requirements are met for internal communications. Adjustments are made to correct any identified shortcomings.

The documentation provided demonstrates the following:
  • The organization is required to regularly conduct evaluations to ensure that its tools and procedures are appropriate.
  • Mechanisms are in place to ensure that adjustments are made to correct any identified shortcomings in order to improve respect of language rights and obligations.
Examples of Documents
  • Action plan
  • Documents supporting performance measures
  • Documents showing the evaluation mechanism for measuring the organization’s capacity to meet its language-of-work requirements for internal communications
  • Documents showing the follow-up and evaluation processes to ensure that the tools and procedures are appropriate
  • Other
Maturity Level 5

Level 4 Met + The organization demonstrates leadership, innovation and creativity in taking language-of-work requirements into account for internal government communications. It shares its best practices and publicly reports on its results.

The documentation provided demonstrates the following:
  • The organization demonstrates an exceptional level of creativity and innovation in taking language-of-work requirements into account in its internal communications.
  • The organization shares its successes and expertise in this regard in public reports and informal or formal exchanges.
Examples of Documents
  • Documents showing that concrete measures or initiatives have been taken to ensure that communications within the organization and with other organizations respect language-of-work requirements
  • Public reports, presentations, etc.
  • Published articles, research projects, etc.
  • Documents showing that the organization has participated in informal exchanges (e.g., the Collection of Official Languages Resources)
  • Documents showing that the organization has participated in formal exchanges (e.g., Best Practices Forum on Official Languages)
  • Other
Indicator C3.5: Procurement and development of tools and technologies

The organization takes language-of-work requirements into account when acquiring or developing tools and technologies to help employees in their daily tasks.

 
Maturity Level 1

The organization takes language-of-work requirements into account on an informal basis when acquiring or developing tools and technologies to help employees in their daily tasks.

The documentation provided demonstrates the following:
  • In some cases, measures are taken to consider language-of-work requirements when acquiring or developing tools and technologies.
Examples of Documents
  • Documents showing that language considerations are taken into account when acquiring or developing tools and technologies
  • Other
Maturity Level 2

The organization has established an official approach for taking language-of-work requirements into account when acquiring or developing tools or technologies to help employees in their daily tasks.

The documentation provided demonstrates the following:
  • The organization has put tools and procedures in place.
  • The organization has made tools and procedures available to employees.
Examples of Documents
  • Documents showing the tools used to facilitate adherence to language-of-work requirements when acquiring or developing tools or technologies (e.g., templates)
  • Reminders and correspondence about acquiring or developing tools or technologies
  • Procedures for acquiring or developing tools or technologies
  • Documents from the training or information sessions on language-of-work requirements
  • Other
Maturity Level 3

Level 2 Met + Monitoring mechanisms are in place to ensure that the tools and procedures for acquiring or developing tools and technologies for employees are used.

The documentation provided demonstrates the following:
  • Monitoring mechanisms are in place to ensure that the tools and procedures are used across the organization.
Examples of Documents
  • Accountability framework
  • Documents showing the monitoring mechanism for ensuring that tools are used and procedures are followed across the organization (e.g., observations, analysis, checklists)
  • Other
Maturity Level 4

Level 3 Met + The organization periodically evaluates its procurement and development processes for tools and technologies for employees and corrects any identified shortcomings.

The documentation provided demonstrates the following:
  • The organization is required to regularly conduct evaluations to ensure that its tools and procedures are appropriate.
  • Mechanisms are in place to ensure that adjustments are made to correct any identified shortcomings in order to improve respect of language rights and obligations.
Examples of Documents
  • Action plan
  • Documents showing the evaluation mechanism for ensuring that the tools and procedures are appropriate
  • Documents showing the follow-up and evaluation processes for the procurement and development process for tools and technologies for employees
  • Other
Maturity Level 5

Level 4 Met + The organization demonstrates leadership, innovation and creativity in taking language-of-work requirements into account in its procurement or development processes for tools and technologies for employees. It shares its best practices and publicly reports on its results.

The documentation provided demonstrates the following:
  • The organization demonstrates an exceptional level of creativity and innovation in taking language-of-work requirements into account when acquiring or developing tools or technologies for employees.
  • The organization shares its successes and expertise in this regard in public reports and informal or formal exchanges.
Examples of Documents
  • Documents showing that concrete measures or initiatives have been taken to ensure that language-of-work requirements are considered when acquiring or developing tools or technologies for employees
  • Public reports, presentations, etc.
  • Published articles, research projects, etc.
  • Documents showing that the organization has participated in informal exchanges (e.g., the Collection of Official Languages Resources)
  • Documents showing that the organization has participated in formal exchanges (e.g., Best Practices Forum on Official Languages)
  • Other

Footnotes

Footnote 1

Media: Television, radio, social media, national, regional, weekly and daily newspapers, including minority media.
Formats: Print or digital

Return to footnote 1 referrer

Footnote 2

The organization’s language training needs are not necessarily the same as those of its employees (e.g. employees’ professional development for career advancement purposes vs. the organization’s need to fulfill its language obligations).

Return to footnote 2 referrer

 
 
 
 


Validation

Each year, the Office of the Commissioner will validate the self-assessment results of a selected number of organizations by reviewing the documents and data provided by the organizations to justify the level at which they have ranked themselves. The results will help the organizations and the Office of the Commissioner to better understand the level of maturity of official languages within these organizations.

 
 
 
 


Action plan

Although assessment is a key element that establishes the foundation for the OLMM process, the action plan is the critical part of the exercise. In an action plan, an organization can highlight the areas on which it wishes to focus its efforts and describe the strategy it has chosen to achieve the expected results. Ultimately, this step of the process supports the ongoing approach of progress and improvement that is central to the OLMM.

 
 
 
  
 

Tools and ressources

OLMM structure

 

Overview

Detailed

 

OLMM user guide

 
 
 

OLMM promotional poster

 
 
 

List of proposed federal
   institutions for the OLMM cycle

 

The Office of the Commissioner of Official Languages has established a three-year cycle for the Official Languages Maturity Model (OLMM). This cycle is composed of three annual exercises that will be undertaken by selected institutions. Each exercise is scheduled to begin in May and end the following April. Selected institutions are required to complete a self-assessment, which is then validated by the Office of the Commissioner. The institutions finish their exercise by developing an action plan. Exercise 1 began in May 2019. Given the current situation with the COVID 19 pandemic, the timeline for submitting the action plans has been extended. Exercise 2, which was scheduled to begin in May 2020, has been postponed. The Office of the Commissioner is monitoring the situation in order to decide when it is appropriate to resume the exercise and what the impact will be on Exercise 3, which is scheduled to begin in May 2021.

  • Exercise 1 (12 institutions)

    • Portfolio: Health Canada
      • Health Canada (department)
      • Canadian Institutes of Health Research
      • Public Health Agency of Canada
      • Canadian Food Inspection Agency
    • Portfolio: Innovation, Science and Economic Development Canada
      • Innovation, Science and Economic Development Canada (department)
      • Natural Sciences and Engineering Research Council of Canada
      • Social Sciences and Humanities Research Council of Canada
      • National Research Council Canada
      • Statistics Canada
      • Business Development Bank of Canada
    • Natural Resources Canada
    • Canada Revenue Agency
  • Exercise 2 (14 proposed institutions)

    • Portfolio: Public Safety Canada
      • Public Safety Canada (department)
      • Canada Border Services Agency
      • Correctional Service Canada
      • Canadian Security Intelligence Service
    • Portfolio: Transport Canada
      • Transport Canada (department)
      • Canadian Air Transport Security Authority
      • Air Canada
      • VIA Rail Canada Inc.
    • Portfolio: Immigration, Refugees and Citizenship Canada
      • Immigration, Refugees and Citizenship Canada (department)
      • Immigration and Refugee Board of Canada
    • Elections Canada
    • Infrastructure Canada
    • Veterans Affairs Canada
    • National Defence
  • Exercise 3 (17 proposed institutions)

    • Portfolio: Public Services and Procurement Canada
      • Public Services and Procurement Canada (department)
      • Public Service Commission of Canada
      • Shared Services Canada
    • Portfolio: Canadian Heritage
      • Canadian Heritage (department)
      • Library and Archives Canada
    • Portfolio: Treasury Board of Canada Secretariat
      • Treasury Board of Canada Secretariat (department)
      • Canada School of Public Service
    • Portfolio: Employment and Social Development Canada
      • Employment and Social Development Canada (department)
      • Canada Mortgage and Housing Corporation
    • Portfolio: Fisheries and Oceans Canada
      • Fisheries and Oceans Canada (department)
      • Canadian Coast Guard
    • Portfolio: Environment and Climate Change Canada
      • Environment and Climate Change Canada (department)
      • Parks Canada
    • Agriculture and Agri-Food Canada
    • Global Affairs Canada
    • Crown-Indigenous Relations and Northern Affairs Canada
    • Department of Justice Canada

The Office of the Commissioner of Official Languages reserves the right to change this list at any time, at its sole discretion, without notice.

 
 
 
Date modified:
2020-06-19