ARCHIVED - Rating Guide

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2008-2009 Rating Guide

1) Official Languages Program Management (15%)

The institution has an updated action plan that includes targeted and appropriate measures to address the shortcomings identified in investigations, previous report cards or audits by the Office of the Commissioner of Official Languages. The targeted measures to correct these shortcomings are being implemented. Senior management monitors the status of the situation to ensure progress is being made. (10%)

The institution always provides the documentation required to process complaints without delay. The institution fully cooperates with the Office of the Commissioner during investigations. (5%)

2) Service to the Public - Part IV of the Official Languages Act

The results of the observations of service in person made by the Office of the Commissioner confirm the presence of a visual offer and an active offer by staff in both official languages and the availability of service in the official language of the linguistic minority. (10%)

The results of the Office of the Commissionerís observations regarding service on the telephone confirm the presence of an active offer of service in both official languages by staff or by the automated telephone system and the availability of such service in the language of the linguistic minority. (10%)

The results of observations regarding service by e-mail confirm that service is available equally in both official languages, and is provided within comparable time periods for both linguistic groups. (10%)

3) Language of Work - Part V of the Official Languages Act

The results of a language of work survey conducted by Statistics Canada on behalf of the Office of the Commissioner of Official Languages confirm the satisfaction of employees in a linguistic minority situation who are working in designated bilingual regions for language of work purposes with regards to the language of work regime within their institution. The survey included the following five elements:

The material and tools provided for my work, including software and other automated tools, are available in the official language of my choice. (5%)

When I prepare written materials, including electronic mail, I feel free to use the official language of my choice. (5%)

When I communicate with my immediate supervisor, I feel free to use the official language of my choice. (5%)

During meetings in my work unit, I feel free to use the official language of my choice. (5%)

The training offered by my work unit is in the official language of my choice. (5%)

4) Participation of English-speaking and French-speaking Canadians - Part VI of the Official Languages Act (10%)

The institution must demonstrate that Anglophones and Francophones are represented equitably. The percentage of Canadaís population that is French speaking is presently 23.6%. The percentage of the English-speaking population in Quebec, excluding the National Capital Region (NCR), is 13.4% (according to the 2006 Census).

Percentage of Francophone participation throughout Canada

Each institutionís specific circumstances are examined. In general, if the rate of participation by Francophones for the country as a whole is between 18% and 30%, the maximum rating of 5 out of 5 is assigned.

If the participation rate for Francophones is greater than 30% or less than 18%, we examine whether there are factors that could explain the situation, notably the institutionís mandate, the location of its offices or the public it serves. If the participation rate can be explained by these factors, the institution is assigned a rating of 5. If these factors do not appear to justify the participation rates, the institution is assigned a lower score based on the discrepancy.

Note 1: When an institution has only one office, and this office is located in the NCR and offers its services mainly to the local population, e.g., the National Arts Centre, the linguistic composition of the Ottawa–Gatineau Census Metropolitan Area (CMA), which is 34.9% Francophone, is used for comparison purposes.1

Note 2: When an institution has only one office, and this office is located outside the NCR and serves Canada as a whole, e.g., the Canadian Tourism Commission, the linguistic composition of the country as a whole, which is 23.6% Francophone, is used for comparison purposes.

Percentage of Anglophone participation in Quebec

The Anglophone population of Quebec, excluding the NCR, represents 13.4% of the total population. Each institutionís specific circumstances are examined. In general, if the rate of participation by Anglophones in Quebec, excluding the NCR, is equal to or greater than 9% but less than 15%, the maximum rating of 5 out of 5 is assigned.

For Anglophone participation in Quebec, scores have been assigned as follows: Rate equal to or greater than 7% but less than 9%: 4 out of 5
Rate equal to or greater than 4% but less than 7%: 3 out of 5
Rate equal to or greater than 2% but less than 4%: 2 out of 5
Rate less than 2%: 1 out of 5

If the participation rate for Anglophones in Quebec is greater than 15%, we examine whether there are factors that explain this high rate, notably the institutionís mandate, the location of its offices or the public it serves. If the participation rate can be explained by these factors, the institution is assigned a rating of 5. If these factors do not appear to justify such a high rate, the institution is assigned a lower score based on the discrepancy.

5) Development of Official Language Minority Communities and Promotion of Linguistic Duality – Part VII of the Official Languages Act (20%)

The institution has developed tools or procedures to take into account the impact of its major decisions, such as the addition, elimination or modification of policies or programs (permanent mechanism, Part VII reflex) on official languages minority communities (OLMCs) and on the promotion of linguistic duality. In addition, the institution has established one or more procedures to determine the needs of OLMCs in order to foster their development. (7.5%)

The institution has taken measures to foster the development of OLMCs and promote the equal status and use of both English and French in Canadian society. (12.5%)

The following scale has been used to assign a rating to each institution for its management of the official languages program and its implementation of Part VII:

5:      All the expected elements are present

4:      Almost all the expected elements are present

3:      Some expected elements are present

2:      Most of the expected elements are missing

1:      No expected element is present

Rating scale used for the five sections of the report card and the overall rating:

Exemplary   A   90% - 100%

Good           B    80% - 89%

Fair             C    70% - 79%

Poor            D    60% - 69%

Very Poor    E    59% and under

 


1Data for the entire NCR are not readily available. Since the data on the makeup of the Ottawa–Gatineau CMA are similar to those for the NCR, they were used for the purposes of this exercise. According to this data, Francophones make up 34.9% of the population of the NCR as a whole (according to the 2006 Census).