HomeMy WebLinkAbout1991-0386.Booth.92-12-04 ON TAR.tO EMPI..OYE.S DE LA COUFIONNE
CROWN EMPLOYEES DE L'ONTARIO
GRIEVANCE C,OMMISSlON DE
SETTLEMENT REGLEMENT
BOARD DES GRIEFS
180 OUNOAS STREET WEST, SUITE 2~00, TORONTO, ONTARIO, M5G
?80, RUE ~UNDA5 OUEST~ BUREAU 2100, TORONTO ¢ONTA~IO) M5G
386/9[
IN THE MATTER OF AN ARBITRATION
Under
THE CROWN EMPLOYEES COLLECTIVE BARGAININ~ ACT
Before
THE GRIEVANCE SETTLEMENT BOARD
BE~EEN
OPSEU (Booth)
Grlevor
- and
The Crown in Right of Ontario
(Ministry of the Solicitor General)
Employer
BEFORE: M. Gorsky vice-Chairperson
G. Majesky Member
D. Halpert Member
FOR THE B. Ahad
UNION Grievance Officer
Ontario Public Service Employees Union
~OR THE D. Costen
EMPLOYER Counsel
Legal Services Branch
Management Board of Cabinet
HEARING August 22, 1991
January 27, 1992
June 8, 1992
DECISION
A. THE GRIEVANCE
The Grievor, Carol Booth, was at all material times employed
by the Ministry of the Solicitor General in the OPP Field B
Division in the Kanata Municipal DetaChment, being part of District
#11 whose headquarters is located at Long Sault. In her grievance,
dated February 25, 1991, Ms. Booth grieves the failure of the
Employer to grant her an interview for a bilingual Clerk/Steno
position, classified as OAGB, at the Kanata detachment. The Union
requests a rerun of the competition without its bilingual
designation and that Ms. Booth be granted an interview. The Union
further requests that if the grievance is allowed, and if Ms. Booth
is appointed as the successful candidate, that we order that she be
paid compensation in the nature, of lost wages, benefits and credits
that she would have been entitled to from the date that she would
have been appointed but for the failure' of the Employer to adhmre
to the provisions of Art. 4, and that we order that her seniority
date, in the circumstances described, be retroactive to the same
date. In the event that ~the grievance is allowed, both counsel
agreed that we should remain seized to deal with any difference
that might exist between the parties.
B. THE EVIDENCE
2
The Long Sault District (District 11), located at the eastern
end of the province, is the largest of sixteen OPP districts within
the province of Ontario, and provides police services to a
population of approximately 250,000 persons. It contains thirteen
detachments. Within the Regional Municipality of Ottawa-Carleton it
covers those areas where there is no regional municipal police
force.
Of the thirteen detachments in District 11, twelve, ~including
Kanata City, are designated under the French Language Services Act
(the "Act"). Within the Ottawa-Carleton region, there are
detachments responsible for policing in Ottawa, Kanata, Wes~
Carleton, Manotick, Rockcliffe Park and a portion of Rockland.
Superintendent David Klenavic, who has been a member of the
OPP for approximately 28 years, has been in charge of District 11
since June of 1987. Prior to that time he had been an Inspector in
the Burlington District of the OPP. Along with his other duties,
he has the overall responsibility to ensure that positions within
the District identified as bilingual are filled by persons with the
appropriate French language capability.
When Superintendent Klenavic took up his position at District
11 headquarters in Long Sault, there was only one full-time member
of the clerical staff in the Records Section of the Kanata
detachment, Ms. Maureen Weir, who was classified at the OAG8 level,
3
as a Clerk/Steno, In January of 1988, Ms. Booth, who was
classified as an OAG4, was appointed to a casual Clerk/Typist
position in the Records Section where she worked part-time hours of
21.25 hours per week. On July 9, '1990, when Ms. Weir left her
position in the Kanata detachment, the unclassified Clerk/Typist
position occupied by Ms. Booth, as an OAG4, was made permanent and
she was appointed to that position on a classified basis J.n October
of 1990. In fact, she never worked in that position as she had
previously assumed Ms. Weir's position, on an acting basis, in July
of 1990, and has continued to occupy the acting position since that
time.
Although Ms. Weir's position was classified as~ OAG8, Ms. Booth
has filled it, in an acting capacity, as an OAG6.
Belinda Norman a~sumed a contract position as Clerk/Steno,
classified as an OAG4, on November 1, 1990, working full-time hours
of 36.25 hours per week, being the position that had been awarded
to Ms. Booth.
Dennis Larouche, a Detective Sergeant with the OPP, was the
French Language Services Coordinator for the Ministry of the
Solicitor General between March of 1986 and April of 1989. In that
position he was responsible for ascertaining which positions in the
Ministry ought to be designated as bilingual. Prio~ to the
enactment of the Act, the Government of Ontario had a policy of
4
designating areas where French language services should be
available, and many of those areas are presently designated under
the Act. In order to ascertain whether its French language
services policy was being complied with, the Ministry, with Sergent
Larouche's involvement, conducted a province-wide survey. Sgt.
Larouche visited all detachments affected by the French language
services policy, including the Kanata detachment, in April and May
of 1986. In the course of his visits he advised Detachment
Commanders of the requirement, based on the policy, to provide
bilingual services even though no statutory mandate was then in
effect.
After the survey was conducted, a document was prepared by
Sgt. Larouche (Exhibit #8) entitled Proposed French Language
Services Act, (1986) - Assessment Survey of District ~11 {Long
Sault), dated April 15, 1986, which covered the Regional
Municipality of Ottawa-Carleton, including the City of Kanata. All
of the Regional Municipality was shown to be a designated area in
Appendix "A." At the time of the survey, using 1981 census data,
.5.5 per cent of the population of the City of Kanata was shown to
be francophone.
At page 26 of Exhibit 8, there is a synopsis of uniform staff
for District 11 which shows a total uniform staff of 30 in the
Kanata detachment. After speaking to the officers, Sgt. Larouche
concluded that six of them had a French language capability, being
5
able to read and carry on a conversation in French at a r~asonable
level. He recommended that eight uniformed staff have a French
language capability, based on the existence of four shifts, so that
there would always be two bilisgual Uniformed staff on each shift.
At page 26A of Exhibit 8 there is a synopsis of civilian
employees in District 11 with French language capability,
containing recommendation as to the number required tc achieve
compliance with the policy. For the Kanata detachment, there were
then no civilian staff with a French language capability at the
time, and the recommendation was for one, based on a civilian staff
of two.
At the time the survey was conducted, it was intended to be
unofficial and no immediate steps were taken to implement its
recommendations. Sergeant Larouche requested the then District
Superintendent of District 11, Inspector Fred Longchamp, to review
the findings of the survey in order' to obtain his feedback. He
also placed considerable reliance on his discussions with the
Detachment Commanders - the Detachment Commander of the Kanata
detachment at the material times was'Staff-Sergeant J.D. Chaplin.
Sergeant Larouche did not receive any negative comments relating to
his recommendations as contained in: the survey with respect to
bilingual non-uniformed staff in the Kanata detachment from either
the District Superintendent or from Sergeant Chaplin.
6
As French Language Services Coordinator, Mr. Larouche met
monthly in Toronto along,with approximately 30 French Language
Service Coordinators in the various ministries who provided input
prior to the drafting of the Act.
After the passage of the A_C_~, Sgt. Larouche made a
presentation to the Senior Management Committee of the Ministry of
the Solicitor General, which included an overview of 'the Act and
the expectations of management in providing French language
services. He was also involved in the appointment of key personnel
to another committee established by the Ministry: the French
Language Services Committee, of which he was the first chairperson.
After four meetings he appreciated the magnitude of the job to be
done if compliance with the ~ was to be achieved, and an ad hoc
committee, which he also chaired, was established to perform
another province-wide survey to identify all areas where services
were to be provided and how those services should be provided.
Exhibit 7 {annexed hereto as Appendix 1) outlines a number of
services, such as oral communications, written communications,
signs and public notices, forms and documents, information
services, hearings, human resources planning and supplies and
equipment, which was prepared by the Offiee of Francophone Affairs
established under the Act to assist Ministries to carry out their
stautory responzibilities, and to assisted the ad hoc committee in
becoming aware of what services had to be provided under the Act.
7
The ad hoc committee prepared f6rms (Exhibit 14) theft had to
be completed by every detachment in order to explain hew French
language services would be provided, And this included the clerical
position in the Kanata detachment. 'After the forms, which were
completed sometime in 1987 were reviewed, funding was obtained from
~he French Language Services Committee to further the
implementation of the statutory requirements.
A further committee was established by the OPP made utp of key
officers with responsibility for reviewing the forms com~.leted in
the variou~ detachments. Sgto Larouche was a member of both. the
main committee and the subsidiary committee of the OPP and., as the
Coordinator, received all forms completed in the detachments.
To assist detachment commanders, in completing Exhibit 14, and
to assist in the development of a uniform approach throughout the
province in the implementation of the Act, each detachment was
furnished with a package of explanatory material in the form of a
manual prepared by the Office of Francophone Affairs for use in all
ministries. Although the entire package was not filed with us,
Sgt. Larouche testified that E×hibitl 7 was part of the package.
Each person responsible for completing the forms attended a two-day
seminar in which the manual was reviewed. In addition, each
detachment had a copy of the initial survey performed in 1986
~Exhibit 8).
8
It was not made clear to us who had the primary
responsibility for completing Exhibit 14 in the Kanata detachment,
and we are left to conclude that it was completed either by or
under the supervision of the detachment commander, Staff Sergeant
Chaplin, who did not testify.
Exhibit 14 provides that the designated civilian clerk at the
K~nata detachment would have to have intermediate French language
capability. Ms. Weir was unilingual, and it was proposed that
French language training be provided to the person holding the
designated clerical position, and that a part-time clerical
assistant be hired during the incumbent's absence to handle the
"oral communications over the telephone" component of the services
designation in Exhibit 7. The "oral communications over the
counter" component states that the action required is: "Use
resources of Ottawa DET." The "in-person (interviews, visits,
meetings)" component of the oral communication section of Exhibit
7 only applies to uniformed staff.
Under "written communications - correspondence," reference is
made to training for the clerical person in the first year. The
same requirement is set out with respect to typing and approval.
The "signs and public notices" and the "forms and domuments
components of Exhibit 14 were not completed, and we assume that
they were not considered to be relevant.
9
The information furnished under "information services,"
dealing with "news releases, speeches and statements," indicates
that the clerical position would require French language training
in order to carry out functions in this area. This is also stated
to apply to "media liaison services" but there is no reference to
the balance of the items covered under "information services," and
we assume that they were not thought' to be applicable.
No entries were made with respect to "hearings" add "human
resources planning," and we assume that this was because this area
was not considered relevant for the performance of the clerical
functions for which French language capability was considered to b~
necessary.
Sgt. Larouch~ testified that the OPP's and the Ministry's
French Language Services Committees reviewed Exhibit 14, to make
certain that plans for the introduction of French language
services, as monitored by the Office of Francophone Affairs under
the Act, were being adhered to.
After the entire process had been completed, no change was
made to the recommendation with respect to the creation of the
civilian, bilingual clerical position in the Kanata detachment.
In accordance with the policy of ~he Ministry, where an
incumbent, such as Ms. Weir, did not have a French language
10
capability, the bilingual position would not be filled until he or'
she left the position. Steps were only taken to fill the position
as bilingual when Ms. Weir left it in May of 1989.
In cross-examination, Sergeant Larouche was asked why the
Manotick detachment, which served a francophone population
approximately the same size as that served by the Kanata
detachment, was required to have only three bilingual uniformed
staff, whereas the Kanata detachment had a recommended complement
of eight bilingual uniformed staff. He stated that this was not a
result of his recommendation but was based on the recommendation
of the detachment commanders, approved of by the District
Superintendent. This is consistent with the significant role of
detachment commanders testified to by Sgt. Larouche, who stated
that he did not have sufficient first-hand information and had to
rely, to a considerable extent, on their judgment. As the French
Language Service Coordinator, Sergeant Larouche had a
responsibility to oversee the implementation of the Act and
acknowledged that any relevant information would likely have been
brought to his attention by persons, such as detachment commaders,
who had first hand knowledge of the facts. As a result, he was
frequently unable to assist us by e~p~aining apparent discrepancies
in material filed, such as in Exhibit 8, that he acknowledged
existed. His evidence was that the main committee had carefully
examined the recommendations of the detachment commanders
carefully, and he believed that any apparent discrepancies were
11
resolved before final decisions were made, and that no
recon~endation was made to change the designation of a position as
bilingual because of an apparent disCrepancy.
In cross-examination, Sergeant Larouche explained that the
high proportion of uniformed staff in the Ottawa detachment who had
to have a bilingual capability, was attributable to the fact that
the West Carleton and Manotick detachments only had two shifts.
The Ottawa detachment would have to be available to provi6~e French
language services at times when no ~one was on duty in the West
Carelton and and Manotick detachments. In addition, he referred to
the location of the Ottawa detachment which was conveniently
located to deal with the public coming off the highway, which
situation did not exist in the case of the West Carleton and
Manotick detachments.
Further in cross-examination, it was brought to Sergeant
Larouche's attention that the recommendation with respect to the
Rockcliffe Park detachment was that there be one bilingual officer
although the francophone population was shown to be 12.1 per cent.
This was compared with the WincheSter detachment, where the
francophone population was shown to be 3.5 per cent, and the
complement of bilingual officers was shown to be two. When asked
to explain the apparent discrepancy, Sergeant Larouche stated that
the Rockcliffe Park detachment had a direct line to the Ottawa
detachment and that there was a practi~e for the two detachments to
12
share resources. In addition, the Rockcliffe Park detachment did
not operate 24 hours a day.
Sergeant Larouche was also asked to explain why, in such
detachments as West Carleton with a 3.7 per cent French speaking
population and with a total civilian staff of two, no
recommendation was made to designate a civilian positions as
bilingual. He stated that only one of the civilian staff was
clerical. While acknowledging that where a detachment.was in a
designated area there always had to be at least one employee with
French language capability regardless of the frequency of requests
or the size of the population served, Sgt. Larouche stated that h~
concluded that the detachment commander in West Carleton was of the
view that he could provide services in French without a bilingual
clerical position by using the resources of the Ottawa detachment
which was only eight kilometres away.
Sergeant Larouche also testified that where a particular
service was lacking in one detachment, that service, if available
in another detachment, could be accessed through the use of instant
radio communication linking the detachments. He was unable to say
whether detachment commanders assessed the needs for bilingual
positions at their detachment by examining the French language
capability of uniformed and civilian staff in a global fashion, but
he believed that detachment commanders, in assessing the need to
designate a position as bilingual, considered the availability of
13
bilingual resources at other detachments which were rc~asonably
close by.
Joyce Irvine, who had been a senior policy analyst in the
Office of Francophone Affairs from August of 1987 to April of 1989,
assumed the position of French Language Services Coordinator on
April 24, 1989 after Sergeant Larouche left that position. As part
of her responsibilities, she was required to oversee the
implementation of the Ac__~t in the Ministry of the Solicitor General,
which included the OPP, to verify the'~state of readiness to deliver
French language services upon the coming into force of the Act, and
to report to the Deputy Minister and to the Office of Francophone
Affairs. She also received complaints concerning the quality of
French language services which were directed to her from a
complainant or through the Office of Francophone Affairs.
On an annual basis she sends district superintendents a list
of designated positions, by detachment, with the status; of the
positions, and she requests verification of the lists and
recommendations for change.
Exhibit 3 is the position specification and class allocation
form with respect to the position of Clerk/Steno bilingual occupied
by Ms. Booth on an acting basis in the Kanata Detachment Records
Section, which is annexed hereto as Appendix 2.
14
Exhibit 4 is the position specification and class allocation
form with respect to the Clerk/Steno position, with a class
allocation of OAG4, which was awarded to Ms. Booth, which she did
not occupy because of her acting assignment to the Clerk/Steno
position formerly occupied by Ms. Weir. Exhibit 4 is annexed
hereto as Appendix 3.
The list of positions designated as bilingual, which she
described as a master list, was used when new positions were
posted. The original posting for the position which led to the
grievance before us (Exhibit 15) occurred when she was on holidays
in September of 1990. It was her evidence that she was unaware of
the fact that the posting, annexed hereto as Appendix 4, ~id not
designate it as a bilingual position.
After she returned from vacation, she had occasion to speak to
Superintendent Klenavic, at which time she discovered that Exhibit
15 had been posted in error because it did not indicate that it was
a bilingual position. A decision was then made by Superintendent
Klenavic, concurred in by Ms. irvine, to withdraw the original
posting and to re-post it as a bilingual one.
Ms. Irvine discussed the possibility of having the Clerk/Steno
position (Exhibit 4) designated as the bilingual civilian position
in the Kanata detachment. She could not remember with whom she
discussed this possibility and believed that it was either with the
Detachment Comman, der, Staff Sergeant Chaplin or with Superintendent
Klenavic. She believed that the reason for not designating the
OAG4 position as bilingual was to be fair to Ms. Booth who had
previously performed the duties of the position on a contract basis
for several years, and who had been awarded the position after her
appointment, on an acting basis, to the position formerly occupied
by Ms. Weir.
Reference was made to a number of complaints that had been
brought to Ms. Irvine's attention concerning the lack of
availability of service in the French language within the Kanata
detachment. Almost all of the cases she described involved members
of the public who resided in the Regional Municipality of Ottawa
Carleton, although she did not make it clear whether the complaints
were from persons residing in the ~Cit¥ of Kanata. She also
referred to a complaint made by a resident of Gatineau, Quebec. It
does not appear that any of the complaints related to the Records
Section where the Grievor was employed.
Ms. Irvine testified that although the percentage of
francophones in the Regional Municipality of Ottawa-Carleton
remained stable at 20 per cent between 1981 and 1986, a fact not
known to Sgt. Larouche was that that the francophone population in
the City of Kanata grew from approximately 5.5 per cent to
approximately 6.8 per cent between that period. One of the reasons
for her continuing to support the designation of the position in
16
issue before us as bilingual is that, in her view (which view was
also shared by Sgt. Larouche), demand followed the introduction of
a service. She therefore regarded the fact that there was no
evidence of persons being dissatisfied with the absence of French
language capability in the Records Section at the Kanata detachment
as being a result of the fact that there had been no such service
available there in the past. Her experience was that people would
not request a service that they knew did not exist, but would
request it if it was known to be available.
when questioned, in cross-examination, as to whether she would
have raised an objection if the OAG4 position, to which the Grievor
had been appointed, had been designated as the French language
position in the Records Section at the Kanata detachment, Ms.
Irvine stated that she was not sure whether she would have done so.
We conclude from the evidence of Ms. Irvine, Sergeant Larouche
and Superintendent Klenavic, that the OAG8 positions with which we
are concerned was designated as the bilingual civilian position
because there was no other member of the civilian staff in the
Kanata detachment with a French language capability at the relevant
time, and because it was the senior civilian position.
Superintendent Klenavic, Sergeant Larouche and Ms. Irvine,
were pressed as to why it was necessary to designate a civilian
position in the Kanata detachment Records Section as bilingual when
17
Ms. Diane Raymond, who was hired in May of 1990 as a receptionist
assigned to the Ottawa detachement, who also routed calls to the
Kanata detachment, was bilingual and made this fact [{nown to
callers by the way in which she answered the phone. It was
suggested to them that Ms. Raymond's services could be utilized to
transmit any information in French to persons requesting French
language services from the Records Section at the Kanata
detachment. Their response was that Ms. Raymond already had as
much work as she could handle, that she was assignd to the Ottawa
detachment, and that she was a contract person who could not 'be
used for the purpose suggested because the Ministry was obliged to
provide a guaranteed French language service.
Ms. Irvyne also was of the opinion that Ms, Raymond was not a
suitable person to designate to provide French language capability
for the Records Section in the Kanata detachment because she did
not have direct access to the files where the information was kept.
Superintendent Klenavic testified that the mistake in posting
Exhibit 15 as a unilingual position was his and resulted from the
fact that at the time of the posting he had been heavily involved
in certain other urgent responsibilities. He had passed on
instructions to the Human Resources Department that the position be
advertised as a bilingual one. For some reason his message did not
reach those responsible for the posting.
18
After Exhibit 15 was posted and applications received, he
became aware of the fact that his instructions had not been
followed. He therefore decided to cancel the competition with
instructions to post the position as a bilingual one. Exhibit 1t,
annexed hereto as Appendix 5, is the re-posted position. An
examination of Exhibits 11 and 15 indicates that not only did
Exhibit i1 add a bilingual requirement, but a good many other
duties were added as well.
Superintendent Klenavic rejected the possible use of a
uniformed officer to provide French language services in the
Records Section at Kanata because the officer would not be familiar
with the applicable administration, filing and policy procedures.
For the same reason, he also rejected the use of a
uniformed officer at the Ottawa detachment or Ms.Raymond for the
same purpose. He also regarded it as inappropriate for an OAG4 to
be the designated civilian employee rather than her supervisor, who
was an OAGS. In his view, the position had been properl~ designated
because the incumbent would be privy to many confidential issues,
both internal and external, and was required to establish a liaison
with a number of Quebec agencies, police forces and insurance
companies, along with other interested partie's and the general
public.
19
Ms. Booth testified that the Clerk/Steno (OAG4) who worked
under her direction was responsible for taking calls directed to
the Records Section by the receptionist (Ms. Raymond). The only
time that she would answer the phone would be when the Clerk/Steno
(OAG4) was not available. She estimated that, on average, she
would take less than one call a day.
Ms, Raymond testified.that on the basis of her assessment of
the callers whose calls she transferred to the Kanata de~achment,
there would be between four and five calls a week from francophones
directed to the Records Section, Which persons might wish to
receive service in French.
Ms. Booth, who said that her clerical and admistrative duties
took up approximately 90 to 95 per cent of her time, agreed that
her duties and responsibilities, as, set out in Exhibit 3, were
accurate, although she did not provide any service in French. She
also testified that, on average, she made fewer than one call a
day. She identified the kind of information provided by her as
almost always being limited to furnishing occurrence and traffic
accident numbers, although she also dealt with requests for copies
of occurence and traffic accident reports prepared by uniformed
officers. Requests were also made for the names of persons involved
in traffic accidents and the names of their insurance companies.
Conversations were said to be very brief, usually taking only a few
minutes. She was not responsible for ,interpreting legislation, did
2O
not perform counter duties, and did not meet the.public directly on
an appointment basis.
Ms. Booth could only recall one request in French having been
made to the Records Section, being one relating to a traffic
accident and stated that she photocopied the report, attached the
template, which contains an explanation as to what the numbers in
the b~xes on the form mean, and stapled them to the original letter
which was then forwarded to the enquirer.
She had never been involved in initiating a formal response in
French. If it was necessary to obtain information in French
relative to the matters that she was responsible for, she felt that
she would be able to transfer the call to Ms. Suzanne Wilson, a
Clerk/Typist/Steno (Bilingual') in the Records Section at the
Manotick detachment, whose position had been designated bilingual.
Manotick is 18 kilometres from Kanata, and there is a direct
telecommunication link between the two offices, that would permit
French speakers to communicate with Ms. Wilson who could furnish
them with the information that would be given by the Grievor to
English speakers, with the delay resulting from the form of
communication being insignificant. Ms. Booth regarded this as a
viable means of providing French language services because the
kinds of information that she was responsible for communicating,
and the amount of detail she could furnish .furnish was limited. If
21
any elaboration was sought, it would have to be furnished must by
the uniformed staff.
In cross-examination, Ms. Booth was asked questions concerning
the duties and related tasks under paragraph 3.1 in the position
specification: "Composing and typing standard or routine
correspondence on own initiative or based on brief verbal or
written instructions .... " She stated that she rarely dealt with
correspondence that was intended to go out of the department,
although she did identify infrequent occasions when she wculd have
to write to members of the public, including insurance companies,
lawyers, and applicants for Ontario Government positions. She also
acknowledged that in dealing with duties and related tasks
(paragraph 3.2) she did, on rare occasions, deal with police
forces in Quebec.
Ms. Booth testified that the overwhelming majority of the
written requests made to the Records Section could be dealt with by
filling out standards forms, attaching them to the request and
mailing them to the person making the request. Given the nature of
the telephone inquiries received by the Records Section, it was her
opinion that the information requested could be given by her to a
bilingual uniformed officer, to the receptionist in Ottawa or to
Ms. Wilson, in the Manotick detachment, and that any of these
persons could then communicate it to the person requesting it
without any significant delay or inconvenience to anyone.
~22
Belinda Norman, who served under Ms. Booth as the Clerk/Steno
(OAG4) in the Kanata detachment between November 1, 1990 and March
28, 1991, testified that the list of duties and responsibilities in
Exhibit 4 were essentially accurate. She supported Ms. Booth's
evidence that the information given over the phone was largely in
the form of accident and occurrence numbers. She took most of the
calls and supported the Grievor's evidence that they were not
permitted to give other than the limited information described by
Ms. Booth. Such matters as an officer's comments could not be
passed on by them to the inquiring party. Whether the contacts
were by letter or by telephone, the information would be furnished
as described: accident number, occurrence number, documen~
requested, with the requesting letter being sent back with the
information requested, along with templates. Ms. Norman, who is
not bilingual, supported Ms. Booth's evidence that they had never
had to deal with a caller who addressed them in French.
Ms · Wilson, who has the position title of
Clerk/Typist/Receptionist - Bilingual in the Manotick detachment,
and is classified as an OAG8, testified that most of her duties and
responsibilities, as set out in Exhibit 5, are the same as those
performed by the Grievor. She testified that her office receives
50 to 60 telephone calls a day and that she has occasion to use
French in carrying out her responsibilities approximately five
times a week. She stated that with the inter-communication system
23
that exists between the Kanata and Manotick detachments,
transferring a call would take about two seconds.
In cross-examination, Ms. Wilson was asked whether there were
any occasions when a bilingual officer might not be present to deal
with a call from a person who wished to be served in the French
language. She first stated that, in her experience, there would
usually be at least one such officer present, however she later
acknowledged that there might be occasions when this would not be
the case.
Ms. Wilson stated that durinq the three years that she has
held her position it has always been bilingual and the number of
calls requesting service in the French language has remained
constant, i
As part of her responsibilities, Ms. Wilson has occasion to
deal with insurance companies, some of which were in Quebec,
although correspondence with Quebec based insurance companies was
an infrequent occurrence. She testified that on rare occasions She
has dealt with Quebec police officers as an interpreter or
translator for the Manotick detachment. She did not recall wheter
she had ever dealt with members of the public from Quebec.
Ms. Raymond, who has been employed as a receptionist on a
contractual basis, testified that her French language skills had
been tested when she was with the Ministry of Natural Resources and
she was placed in the advanced category. Her duties involved
answering the telephone, greeting the public, typing and several
clerical responsibilities. Although she is assigned to the Ottawa
detachment, she carries out her duties as a receptionist for the
Ottawa and Kanata detachments as well as for the Communications
Centre. On average, she receives 150 to 200 calls per day and her
greeting is in both English and French so as to indicate to callers
that service can be provided in either language.
Ms. Raymond testified that between two and four per cent of
the calls received for the Kanata detachment request French
language services. She testified that very few of the callers who
might request French language services from the Kanata detachment
require information from the Records Section.
Ms. Raymond confirmed that calls for the Records Section were
transferred to the Clerk/Steno (OAG4,) and were transferred to Ms.
Booth only if the OAG4's line was busy.
Although the situation had never arisen, Ms. Raymond believed
that if information was requested from the Records Section of the
Kanata detachment by a person requiring French language services,
she could easily assist the caller by first requesting the
information from the Records Section then furnishing it to the
caller. Where information, was not immediately available, she
25
believed that prompt and efficient service could still be provided
by obtaining the name and telephone number of the caller and then
calling him/her back with the information a short time later. She
believed that the kinds of information furnished by the Records
Section involved occurrence and accident numbers. The basis for her
opinion was her experience performing this service for the Ottawa
detachment. Her identification of Callers who might wish French
language services from the Records Section was based on such
matters as the caller's accent. She had no recollection of any
person complaining because of the lack of French language services
in the Kanata detachment Records Section.
In cross-examination, Ms. Raymond acknowledged that there were
many persons in the Ottawa-Carleton area who were fluently
bilingual and she could not be certain, when they spoke to her in
English, that they might not prefer service in French.
Ms. Raymond acknowledged that th~ area where she w6rks is very
busy and that there might be occasions when it'would take some time
for her to get back to a caller requiring information in French.
However, she added that if she could access one of the civilian
employees in the Records Section at 'the Kanata detachment, this
would considerably reduce the delay in getting back to the caller.
26
Ms. Raymond also acknowledged that when she identified a
person calling the Records Section at the Kanata detachment as a
French speaker, she would inform them that noone there spoke
French.
C. THE LAW
A statement of the ]aw relevant to the issue before us is
contained in Beck, 196/89 (Watters) at pp.14-15:
There is no doubt that the Employer may initially
establish the qualifications required for a job pursuant
to it's management rights which are reserved by section
18(1) of the Crown Employees Collective Bargaining Act,
R.S.O. 1980, Chapter 108, as amended. It is similarly
clear that decisions taken pursuant to such right are
reviewable. The Board concurs with the standard .of
review as stated in the following excerpt from R_~e
ReynQkds Aluminum Co. Ca~ada Ltd. and International
Molders and Allied Workers. Union, Local 28, 5 L.A.C. (2d)
251 (Schiff, February 1974):
"In the ordinary exercise of management functions
employers may determine in the first instance what
specific qualifications are necessary for a
particular job and what relative weight should be
given to each of the chosen qualifications. After
an employer has made the determination, arbitrators
should honour the managerial decisions except in
one or both of two circumstances: First, the
employer in bad faith manipulated the purported job
qualifications in order to subvert the just claims
of employees for job advancement under the terms of
the collective agreement .... Secondly, whether or
not the employer had acted in good faith, the
c~hosen qualifications bear no reasonable relation
to the work to be done." (page 254)
The Union did not assert a claim of bad faith in this
instance, The sole issue confronting us, therefore was
whether the qualification was reasonably related to the
work to be performed. In this regard, we agree with the
statement found at page 2 of the MacKenzie [1243/87,
(Ratushny)] award that this test is premised on a
27
criterion of "related" as opposed to "necessary" and that
the evidence in respect of such relationship must be
"more than tenuous or speculative." Additionally, we
would concur with the comment of the Board therein that
the dictates of the ~rench Language Services Act, 9_~,
which establishes the right to receive available services
in French from government offices in designated areas,
provides an "important context for assessing the
reasonableness of the relationship of the qualification
to the position" {page 5).
D. ARGUMENT OF THE UNION
Although the Union did not argue that the decision to make the
position bilingual was made in bad faith, it submitted that the
French language requirement was not reasonably related to the needs
of the position. It relied on the fact that an English-speaking
person had satisfactorily occupied the position in question for
over seven years and that services within that period have not been
offered, nor apparently requested,' in French. It was also
submitted that reasonable alternative methods existed for
delivering the service in French. Reference was made to: (1) a
number of bilingual uniformed personnel within the Kanata
detachment; (2) the availability of Ms. Raymond, the bilingual
receptionist who served both of the Ottawa and Kanata detachments;
and (3) to the availability of a bilingual member of the civilian
staff in Manotick, Ms. Wilson, who could be reached by a direct
communications link and who was familiar with the way in which the
kinds of information requested of the Records Section would be
communicated to a caller.
2~
The Union also noted that written communications with persons
was similar to the limited kind of oral communication: furnishing
occurrence and accident numbers, and accident and occurence
reports. In the case of written communication, the document
requested, along with the template, was attached to the letter of
request and returned to the sender.
E. ARGUMENT OF THE EMPLOYER
The Employer submitted that the imposition of the French
language requirement to the position sought by Ms. Booth was made
in good faith and the requirement was reasonably related to the
position even absent the existence of the requirements imposed by
the Act. It was argued that members of the public would have made
more extensive use of a French language service if they knew that
it existed. It was also submitted that the evidence of the numbers
of known Erench speakers who called the Records Section at the
relevant time should not be regarded'as a significant f~ctor. Even
if a small number of francophones were unable to be served in
French, the purposes of the Act would be undermined.
The Employer referred to many of the duties and
responsibilities listed in the position specification, and argued
that with knowledge that a French language capability existed there
would be more need to serve persons in French, both orally and in
writing.
29
It was also submitted that although Ms. Raymond was bilingual,
she had more than enough work of her own to look after and would
not have an opportunity to efficiently intervene by providing
French language services for the Records Section. It was also
argued that there was no assurance that a French language speaker
would always serve as receptionist, and that the receptionist would
not have adequate access to the files of the Records Section from
which the information was to be obtained.
It was also argued that there was no assurance that a
bilingual officer would: (1) be available to furnish French
language services for the Records Section; (2) be familiar with the'
filing system; or would have enough time to furnish French language
services, given his/her primary responsibilities.
It was also submitted that the bilingual
Clerk/Typist/Receptionist assigned to the Manotick detachment was
located too far away from Kanata and would not have reasonable
access to the files from whence the information requested was to be
obtained.
Counsel for the Employer relied on the Act and submitted that
the designation of the position was consistent with its intent, as
it served to promote the extension of French language services. It
was argued that the population of the city of Kanata had grown
between the 1981 census and 1986 and that all of the Regional
30
Municipality of Ottawa-Carleton had been designated under the Act.
Reliance was had on the careful and rigorous process employed by
the Ministry in addressing the requirements of the Act.
Counsel for the Ministry also submitted that it would be
inappropriate to have made the junior OAG4 position bilingual
because the senior position, being the leadership one in the Kanata
detachment as far as non-uniformed staff was concerned, should have
this responsibility.
F. DISCUSSION
We accept the above quotation from the Be~k case as
representing the law that we ought to follow. Also, as in the Beck
case, we are satisfied that the process described by Sergeant
Larouche, "which led to the establishment of the qualification, was
comprehensive and based on considerations which were directly
related to the demands of both the legislation and the position.
Throughout, a major objective of the Employer was to arrive at a
result which would enhance the existing level of French language
services" within the Kanata detachment (see Beck at p.15). As in
the Beck case (at p.15) the Employer, here, wished, "to ensure that
a reasonable level of service would be provided to those persons
who wished to communicate with government in French."
In the ~ case, at pp.15-16, the Board went on to say:
31
... We think it reasonable for the Employer to isolate
positions having a significant degree of public contact
as such would likely serve to maximize the opportunity
for service delivery in that language. More
specifically, we find that the Employer properly
considered the nature of the responsibilities exercised
by the Purchasing Supervisor. Persons in the position
would have substantial contact with contractors and
suppliers, often on issues of some complexity. The
evidence presented suggested that between twenty five and
thirty percent (30%) of this group of individuals, who
may be regarded as consumers of the service, we~e French
speaking and might wish to avail themselves of the
opportunity to speak in their native language. While
demand for such a service had not been great in 'the past,
it is a reasonable inference that it would increase if
the service actually was available. This seems to be
borne out by the evidence of the present incumbent and,
indeed, such likelihood was conceded by Mr. Silvestri.
The demographics of the District would also suggest that
services in French would likely be utilized by those
persons in contact with the Purchasing Supervisor. The
Board has been further persuaded that it was preferable
to apply the qualification to the position with the
higher base of technical knowledge. While the Clerk-
Typist has a certain amount of technical expertise by
virtue of the job they perform, the majority of their
time is devoted to typing"and clerical functions. We
find it understandable wh~ the Employer would wish to
integrate a French language capacity in the position
which has the primary responsibility for the
administration of the tendering and purchasing process.
Further in the BeQk case, at pp,16-17, the Board stated:
... The Board .is unable to find that the alternatives
suggested by the Union would provide for a more effective
use of such capacity. We were not given much evidence as
to the abilities of other bilingual staff within the
Distr~ct, nor were we left with any firm understanding of
the bilingual service centre located in Toronto. Lastly,
we think it was reasonable for tke Employer to ilmplement
the French Language Services Act,1986 in such a way as to
minimize disruption to existing staff. This ~oal was
readily achievable in this case given the retirement of
Mr. Silvestri.
32
In the cases that were cited to us, persons who, "may be
regarded as consumers of the service [who] were French speaking and
might wish to avail themselves of the opportunity to speak in their
native language" represented a much larger percentage than in the
case before us. In Beck the figure was between 25 and 30 per cent.
In MacKenzie, 1243/B7 (Ratushny), there was evidence that: "if a
French speaking capacity were available, from 15 to 20 per cent of
the clientele would take advantage of that opportunity as their
preference. This view certainly corresponds with what little data
was presented but which indicated that well over 20 per cent of the
population in the Temiskaming area and the smaller area serviced by
the New Liskeard office was francophone." I.n MacLean, 782/84
(Gorsky), the area out of which the grievor worked {the Vankleek
Hill Patrol Yard) had a service area, including the Town of
Prescott, whose population having French as a mother tongue was
approximately 75 per cent, and the County of Glengarry,' where the
percentage was approximately 40 per cent.
In the MacKenzie case, at p.3, it was noted that:
Approximately 80% of the work of the office involves direct
contact with the public. This includes dealing with all
inquiries by telephone and at the counter. For example,
questions are asked by the public about the Highway Traffic
Act, applications are received and permits and licenses are
issued and modified. Written examinations are administered
and appointments are made for road tests ....
In the ~acKenzi9 case, the grievance was in relation to the
position of Driver Examiner Supervisor in the New Liskeard office
of the Ministry of Transportation and Communications. C?here was
one additional position in this office described a~ Inside
Examiner. The Supervisor position was full-time while the Inside
Examiner was employed on a contract for 24 hours per week. The
grievor was an Inside Examiner in the Sudbury office of the same
Ministry where, in addition to the Supervisor, there were three
full-time Outside Examiners and from three to four full-time Inside
Examiners including the grievor. The Supervisor and one of the
Outside Examiners were able to provide road examination in French
when requested. There was no such: flexibility at New Liskeard
since the Supervisor was the only Outside Examiner.
In MacKenzie, at p.6, the Regional Manager, who was the
ultimate decision maker in designating the position bilingual,
testified that among the factors that were considered in
determining whether a position would be designated as bilingual
were (at p.6): "There would be no other French language capability
with respect to road testing if the position were not bilingual"
and: "There was no reasonable alternative for provid, ing the
service."
At p.8 of the MacKenzie case, the Board noted, in considering
whether the employer acted reasonably in concluding that
alternative means of providing French language service in the
office in question were not available:
The nearest office to New Liskeard at which such services
are available is North Bay. This is almost a two hour
drive and for that reason would not provide an adequate
level of service, It was also suggested that a bilingual
outside examiner could be assigned to New Liskeard on
certain days. However, that.would disrupt the operation
of that examiner's home office (particularly its French
speaking services) and would result in significant
expenditures for travel costs and lost. time due to
travel.
Although we would agree with the submission of counsel for
the EmPloyer that the availability of a French language capability
in the Records Section of the Kanata detachment would likely lead
to an increase in resort to the service, the evidence disclo, sed
that there were, at the relevant time, four to five of such calls
a week. Assuming all of them would request service in the French
language and even anticipating a 100 per cent increase in requests
for French language services, there would not likely be more than
ten such inquiries a week. There was no attempt to provide expert
evidence that would give the Board any idea as to the likely
increase in requests for French language services and we do not
think that we are being unfair to the Employer in our projections.
The evidence of Ms. Booth and Ms. Norman was' that almost all
of the telephone inquiries made to the Records Section involved
simple requests for accident or occurrence numbers, which could be
attended to in a few minutes, and this evidence was not undermined.
On the basis of the evidence presented, we regard the expedient
suggested by the Union that with the assistance of the one
bilingual civilian staff at the Manotick detachment, requests for
these services in French could be handled without any noticeable
35
disruption or inefficiency beinq introduced. The record sections
in both detachments are linked by an almost instantaneous
communication system. Although we agree with counsel for the
Employer that it would not be efficient to utilize the services of
the receptionist, whose workload appeared to be too great to allow
her to serve as the French language resource for the Kanata
detachment, and also agree that it would not be appropriate to use
a uniformed officer in these circumstances, as one might not be
available when required, we regard the use of the bilingual
employee in the Records Section at the Manotick detachment as being
a practical and reasonable means of providing French language
services for the Records Section at the Kanata detachment.
In the case before us, it would appear that the Detachment
Commander, Staff-Sgt. Chaplin, was the person with the greatest
knowledge of why the position was designated bilingual, and whose
input in Exhibit 14 was likely the most important factor in
maintaining the designation. Unfortunately, he was not ~alled as a
witness, and the Union did not have an opportunity to cross-examine
him. All of the other witnesses called, who supported the position
of the Employer, while they were very knowledgeable about how the
Ministry went about designating positions, were some steps removed
from how individual positions were assessed by detachment
commanders.
36
Although the position specification with respect to the
position before us contains a list of duties and responsibilities
involving the preparation of written documentation, including
letters, there was no clear evidence that would persuade us that an
incumbent would have to compose letters, correspondence, etc. in
French or be required to translate from English into French on a
significant number of occasions. It was acknowledged that the
carrying out of the functions of the position while dealing with
government employees, would not require a French language
capability. It was su'ggested, however, that such a capability
would be required in dealing with members of the ~public who might
seek service in French. There was no evidence to indicate that
members of the Records Section have anything to do with the
preparation of occurrence reports or accident reports, which are
the responsibility of uniformed staff. The evidence was that the
civilian staff of the Records Section are not permitted to give any
information to persons making requests except for those that can be
answered by furnishing occurrence and accident numbers, or by
furnishing copies of reports.
Although Ms. Booth agreed that Exhibit 3 accurately
represented her duties and responsibilities, except for the
inclusion of the French language capability, there was no evidence
that would cause us to conclude that the incumbent in the position
would be called upon to compose documents in French or to translate
documents into French. There was no evidence that would lead us to
37
the conclusion that there would be other than isolated written
requests made in French, and the nature of these requests could be
translated for Ms. Booth by her counterpart in Manotick or by a
bilingual uniformed officer at the Kanata detachment without
significantly affecting the level of service to those requ~esting it
and without significantly affecting the efficiency of either
detachment. The evidence satisfies us that when requests for
reports were answered, it was unnecessary to do anything more than
attach the document requested to the letter of request along with
a template. There would be no reason to change this practice
merely because an inquiry had been received in French. As we
noted, above, if a document was requested, and required translation
into French, this was something that would be expected to be
handled by tha officer who prepared the report, and if he was
unable to do so by a bilingual officer.
There was also some evidence about the responsibility of Ms.
Booth in relation to the receipt of applications from the public
for bargaining unit positions. These requests were forwarded to
the recruitment centre in Toronto along with a form letter.
In arriving at our decision, we are also affected by 'the fact
that there was no satisfactory explanation why the expedient's
followed whereby the Rockliffe Park and the West Carleton
detachments were able to use bilingual services provided by the
Ottawa detachment did not apply in the circumstances before us
38
which were not markedly different. The francophone population of
Rockliffe Park is about twice as large as that of the City of
Kanata and its proximity to the Ottawa detachment is not as
significant as would be the case if the ~anata detachment did not
possess an almost instantaneous communication, capability with the
Manotick detachment.
G. DECISION
In the result, the grievance is allowed and the Employer is
ordered to carry out a rerun of the competition without the
bilingual designation and to grant an interview to the Grievor. In
the event that Ms. Booth is the successful candidate, she should be
entitled to compensation with respect to lost wages, benefits and
credits from the date that she would'have been appointed to the
position but for .the Employer's failure to grant her an interview,
with seniority from the latter date. In the event that the parties
experience difficulty in implementing this award, we retain
jurisdiction to deal with matters that cannot be resolved between
them.
Dated ,~t Toronto th~.~ 4r.h day ~f December,
D. Halpert - Member
IN THE MATTER OF ARBITRATION
Before
THE GRIEVANCE SETIZEMENT BOARD
OPSEU (BOOTH) 386/91
MINISTRY OF THE SOLICITOR GENERAL
ADDENDUM
I have reviewed the award of the board and support the
decision in its entirety. Though there is one issue which should
be commented on with respect to the Ontario Provincial Police (OPP)
French Language Services (FLS) steering committee, which was
constituted to identify FLS job positions within the OPP, and a
requirement under the French Language Services Act.
In the course of the evidence, we heard Mr. Larouche describe
the committee composition and the process it undertook to fulfil
the statutory requirements of designating French Language Service
positions within the civil service, it struck this nominee as odd
that the committee had no representation from the Office and
Administration Group (OAG) in order to provide a fuller
understanding of the workplace, especially in matters related to
designating OAG's positions requiring French language capability.
It also appeared that the constabulary were amply represented
on the OPP FLS steering committee. Yet the clerks and other
support staff had no window on the designation process, and as a
result, no meaningful input. I believe that the committee process
was not a bad model, except for the fact that there was no OAG
representation on this province wide initiative. That I believe
is fundamental to sound labour relations.
I would recommend in any future undertakings, where a
multiplicity of constituencies are being invited and represented
in similar types of government initiatives, that there be full
consideration and participation of an OAG representative. In many
instances, they have a vast understanding of the operational
realities of the workplace.
Finally, it is important to note that in the union's opening
and closing remarks, the trade union unequivocally took no issue
with the intent of the French Language Services Act, or the
principle of bilingualism. The union's concerns were tc, ensure
that moves taken by the employer to increase french ].anguage
services were effected in a rationale manner. The union was not
challenging the purpose of the policy, but rather the
implementation of the policy, on the facts of this grievance.
Res~ct~l~ s~bmitted by,
GM/mg
MARKHAM, Ontario
November 1992
1, ,~ERVICE5
The French Language, Services Act defines SERVICE as "any se~,,ce or procedure that is pro-
vided to the public by a government agency or institution of the Legislature and includes ail
communications for that purpose". Services are provided through the following:
1. ORAL COMMUNICATIONS
1.1 -- telephone Appendix 1
1.2 -- over.the-counter
1.3 -- in person (interviews, visits, meetings}
2. WRITTEN COMMUNICATIONS -- CORRESPONDENCE: 2.1 -- drafting
2.2 -- typing
2.3 -- approval
3. SIGNS AND PUBLIC NOTICES
3.1 -- interior (desk, counter, door, wail, etc.)
3.2 -- exterior (government buildings and other facilities, projects, temporary facilities,
exhibitions, vehicles and highways, plaques, etc.)
3.3 -- uniforms and I.D. badges
3.4 -- calling cards (for appropriate staff)
4. FORMS AND DOCUMENTS
4.1 -- stationery
4.2 -- all forms used for identification, certification, application, etc. (e.g. licences, certifi-
cates, jobs and grants applications, etc.)
4.3 -- any document for use with the public
5. iNFORMATION SERVICES
5.1 -- news releases, speeches and statements
5.2 -- media tiaison services
5.3 -- publications intended for public distribution including Commission and Task Force
reports
5.4 -- publications intended for specific groups (e.g. professional, business, non-profit
associations, etc.)
5.5 -- advertisements (ministry services, programs, tender ads, notices, telephone listings,
etc.)
5.6 -- promotional materials (e.g. information kits, posters, buttons, banners, etc.)
5.7 -- audio-visual material (e.g. s~ide presentations, films, broadcasts, etc.)
5.8 -- exhibits and displays
6. HEARINGS 6.1 -- presence of French-speaking members on boards
6.2 -- simultaneous inte~retation
7. HUMAN RESOURCES PLANNING 7.1 -- hiring process (including evaluation and interviews)
7.2 -- language training and upgra(/ing
7.3 -- skills development in French
8. SUPPLIES AND EQUIPMENT 8.1 -- word processors
8.2 -- typewriters with French keyboards and elements
8.3 -- software
8.4 -- other office equipment
8.5 -- dictionaries and reference documents
Managers witl, with the cooperation of their French language services coordinators, review
the specific services offered within their areas of responsibility and determine what additional
human and financial resources are necessa~/ to ensure that those services are provided in
French. The concept of pro-active provision of service will be of importance to the French
Language Services Commission as it reviews the ministries~ services and their implementation
plans under Section 15(3) of the Act.
1.1
For instance, .as soon as a unit or branch is in a position tO offer its sen4~ in French,
whether this occurs at end of the three year period or before, it .' dd make that fa¢l known
tO its clients. This can ue done by using bilingual telephone gr~-~tings, displaying counter
plaquee'in both English and French, ensuring that telephone listings and boar~ts giving direc.
tion are in both languages, etc,
Questions of intemretation arising out of the determination of appropriate service levels will
be referred to the Office of Francophone Affairs.
As a general guideline, a brief definition of the basic requirements, of service is given 13elow.
On the telephone ,
Service in Frencl3 on the telephone means that the person answering must De able to under-
stand the request of the caller, to take down the required information, to give an aJ~13ropriate
response, and to relay messages correctly. Receptionists must also be able to receive and
direct visitors, and answer routine questions in French. A guicle wilt be 0repared by the Human
Resources Secretariat to ensure consistency of bilingual greetings over the phone throughout
the government.
Over the counter
For service in French to be adequate, at least one of the staff serving at the counter must be
able to perform all duties of the position in French. Ail printeq materials uses or distributed at
the counter must be available in French, and the counter must bear a Sign indicating that ser-
vices am avaiiabte in both Engtish and French. if only one of the counter staff can provide
service in French, arrangements must be macle for another Frencl~ speaking staff membe:r in the
office to be on call during the breaks, sick leave and vacation time of the counter staff person
who usuaily provides services in French.
In pemon
tn every program where clients and suppliers pay perSonat visits to the officers handling their
requests or flies, as wei{ as where officers visit those whose requests or files they handle, there
must be at least one officer apie to perform all the Outies of the position in French, inctuding
consultation, interviews/meetings and correspondence. Communications Branches must also
have at least one senior French language communicator as well as a support person with
superior knowleqge of spoken and wdtten French.
Because of tl~e written communications aspect of the wort(, each program must also nave on
staff at least one typist/word processing operator who can type correctty in French an~t one per-
son able to approve draft correspondence in French. Of those persons, at least one must
possess superior know~edge of French grammar ancl spelling. The reslx)nsibitity of those
employees is to gJve service. Should the need for translation arise, the policy found in the
Management Board of Cabinet Directives will be fotlowecL
Translation which ministries may purchase directty should be purcl~asecl only from pemons
or agencies which ars members of the Association of Translators and Inte~rsters of Ontario,
the Soci~& des Traducteum du Quebec or another Canadian translators' association, or whose
names appear on the list which will be develol~ed by the Ministry of Government Services. The
Office of Francophone Affairs will issue a specific directive to that effect at a later date..
The policy regarding correspondence remains that any correspondence received in French by
a government office (whether in a designates area or not) must be answeeect in Fcench.
Multiple Offices
Only in cases where a ministry or Crown agency has several offices offering the same service
in an area can a ministry apply to Ca~inet to have one or more of those offices designateq to
give its services in French. When sucl~ applications are appropriate in order to avoid costly and
unnecessary duplication of service, it must be ascer~ainecl that the francophone public will have
reasonable access to the chosen office. For example, the Ministry of Transportation anti Com-
munications offers testing services for drtvers' licenses in French at its Scarborough c,ffice.
Given that the al0plicants am generally ddven to the testing centre, its location is appropriate for
all Metro residents. On the other hanoi, should the Ministry of Con'ectional Services wish to
designate sbacific locations for i~atole and probation sauces in French, it would have to take
into account the fa~ that ail parolees do not drive to their interviews and that the interviews am
compulsory at certain times and dates. In that case, one office for the Metro ama would not
tikely be considered sufficient.
1.2
k
When a ministry Wishes to have one or more such office desigr~,ted it will:
-- Inform the Office of Francophone Affairs of its intention to do so.
-- Prepare a report indicating which office or offices ~have been chosen, why and how it has
been ascertained that the francophone population will be adequately served.
-- Transmit the report to the Office of Frapcophone Affairs which will then work with the
ministry on the preparation of the submission to Cabinet for the signature of l~oth the line
minister and the Minister responsible for Francophone Affairs.
Exemptions
The French Language Services Act states that:
8.- (1) The Lieutenant Governor in Council may mal<e regulations...
(d) exempting services from the application of sections 2 and 5 where, in the opinion of
the Lieutenant Governor in Council, it is reasonable and necessary to do so, and where
the exemption does not derogate from the general purpose and intent of this Act.
and
10.-(1) This section applies to a regulation,
(a) exempting a service under ciause 8 (1) (d);
(b) revoking the designation of a pubtic service agency;
(c) amending a regulation designating a public service agency so as to exclude or
remove a service from the designation.
(2) A regulation to which this section applies shait not be made until at teast forty-five days
after a notice has been published in The Ontario Gazette and a newspaper of general circu-
lation in Ontario setting forth the substance of the proposed regulation and inviting com-
ments to be submitted to the Minister resoonsible for Francophone Affairs.
(3) After the expiration of the forty-five day period, the regulation with such changes as are
considered advisable may be made without further notice.
if after careful consideration of the intent of the Act a ministry wishes to present a submis-
sion to Cabinet requesting an exemption, it will:
-- inform the Office of Francophone Affairs of its intention to do so.
-- Prepare a report indicating which service it wishes to see exempted, why and how it was
ascertained that this exemption does not derogate from the purpose and intent of the
Act.
-- Transmit'the report to the Office of Francophone Affairs and the Frenctt Language Ser-
vices Commission. If the Commission concurs with the ministry's rel3Ort, then the Office
of Francophone Affairs will work with the ministry on the preparation of the submission
to Cabinet for the signature of both the line minister and the Minister responsible for
Francophone Affairs.
1.3
2. HUMAN RESOURCES
Each ministry as well as its agencies, boards and commissions is required by th(: French
Language Services Act to provide a full range of services in French, in order to meet this
requirement:
Step 1
Managers shalt identify in their areas of responsibility how many support, professional and/or
management positions will need a French ~anguage capability in serving the public an~: at what
level (see Appendix "D" for description of levels). These positions will be those of persons deal.
ing with the public on the telephone, over the counter or in person, either at main office or in
field/regional/district offices located in or serving designated areas. In case of doubt, the
ministry French language services coorc~inator should be consulted.
Step 2
Managers will identify what resources already exist in their areas of resi3onsibitity and iden-
tify which of the positions determined {n Step 1 are already filled by persons I~aving the ~'equired
language capacity (see section on Linguistic Evaluation for details).
Step 3
Managers will recommend measures to countervail the tack of linguistic capability where it
occurs and ensure that the requirements of the Act are met.
Ministries wiil also ensure that their Personnel Branch has at least one officer able to write
job ads, review applications, interview and inform applicants of their status in French. It is
understood that this personnel officer must have access to a support person with superior
knowledge of written French.
Every service does not necessarily have to be provided by staff. In certain cases .'~uctq as
translation, simultaneous interpretation, welting, editing, proofreaciing, pro~essionat services,
clerical, technical, consulting and others, services may.be purchased on a fee for service basis;
Designation of Positions
Ministries wiqich already have designated positions will continue to do so. Other ministries
have not designated positions in the past and may choose not to designate positions a~t this
stage. Ministries which choose not to designate positions will have their French language ser-
vices audited by the French Language Services Commission during the course of 1988-89. if the
Commission is satisfied with the results achieved by the ministry, that ministry will be allowed
to proceed with the practice, tf the Commission is not satisfied, it will recommend that the
ministry designate positions and make its recommendation public as per Section 15{3) (d) of the
Act.
Ministries which wilt not be designating positions wilt use the appropriate form in "Appendix
"A" to record their Human Resources Plan. Other than disregarding the references to
designated positions in the following procedure, these ministries will proceed in the sarr. e man-
ner as other ministries. The service delivery requirements will be approached in the same way,
the determination and evaluation of linguistic capability will follow the same norms, alternative
arrangements to remedy a tack of linguistic capability where it occurs will be indicated as well,
and job ads will indicate the level of linguistic cap~3ility required in each case.
Procedure for the Planning of Human Resources and the
Designation of Positions
For the purpose of tills procedure, a position can become designated onty if it is filled by a
person having the required language skitls or is vacant,
It is understood that alt positions will not require the same degree of proficiency in .~;poken
and written French. At present, various systems and definitions are in use. A single system of
linguistic classification has been developed by the Human Resources Secretariat in c(:opera-
tion with the Office of Francophone AffairS. This system, designed so as to be standard and
usable througtqout all personnel functions and data recording systems, constitutes Appendix
"D" of the present document.
Jncumbents who have stated they are bilingual wilt be evaluated as described on pa,3e 2.2.
Those whose evaluation results match the proficiency requirements already identified ca~ have
their positions designated immediately. Those who, in the opinion of the evaluation centre, can
2.1
with normal training m~,,t the proficiency recluirements before Nov-tuber 1989 should be given
priority by their minist ~r linguistic training. Their positions caf identified on the I~uman
resources plan aa feasible for designation before the end of the three year period.
In al~ cases where a sufficient number of incumbents cannot meet the linguistic recluire-
manta nor wlil be able to meet them within three years, ministries shall ma~e temporary
arrangements to ensure that service is available to the francophone pubtic. Such temporary
arrangements would be approached in a corporate manner, for example, the creation of a
regional or central direct service unit linked by telel~hone and telecopier to various small field
offfices lacking sufficient French language services personnel; the hiring on contract of
trainees who could, when a vacancy occurs, fil~ ~ position identified in the bilingual human
resources plan; the sharing of a bilingual staff member with a near0y branch or unit.
Managers will have one year to complete the initial human resources plan and designation of
positions. All decisions will have to be justified in writing. The ministry French language
services coordinator shall be consulted in ail cases an~l the deputy minister shall approve all
decisions.
The list thus drawn shall assist in the final determination of what additional resources are re-
quired between now and the date the guarantee comes into force and form part of the plan ~e
ministry will eventually submit to the French Language Services Commission. After approval
has been received from the deputy minister, each director (or e~luivalent) shall transmit to Per-
sonnel Branch the human resources plan for French tanguage services of eecn of his/her sec-
tions/unitS (see forms in Appenclix "A") and ensure that the job descriptions for all positions
which can be immediately designated are amencled accordingly.
When the final determination has been made, the forms recording the adclitional human ancl
financial resources requirements for years two and three of the implementation process will be
amended if necessary by managers and transmitted to the Office of Francophone Affairs by the
deputy minister.
As stated previously, all types of positions reduiring contact with/or delivering a product to
francophones, t~oth at head office ancl in the designated areas, must be identified as nee, ling to
be filled by incumbents having the reduired linguistic proficiency;, and each program must en-
sure that all aspects of the work are covered aaecluately.
~t-~.Jure for the Staffing of Positions
When a position recluirtng a degree of competence in French is to be recruited for, Personnel
Services will ensure that the fluency level is described in the job advertisement. Additionally,
Personnel Services witl ensure that the advertisement appears in both English and French in
TOPICAL/jOB MART an~i that the advertisement appears in the most appropriate French media.
Acknowledgement letters will be sent out in the ~anguage used by the al~piicant.
Pemonnel ,~ervices will ensure the review of applications by a Staffing Officer capable of per-
forming this function in French.
CarMidatea retained for furttler consideration as determinecl by the review of applications will
have their coml:mtence (ved3al, wrttten or both) evaluated by the Provlnci~l Language School.
Only candiclate~ meeting the linguistic requirements of the job aa stated in the advertisement
will be allowecl to proceed to the stage of intewiewa.
At least one member of the Selection Scar~ shal( be able to interview in French to ensure, that
part of the interview is conclucted in French.
The use of an Underftll Assignment will be limited to those situations where, in the opinion of
the Provincial Language School, the person will be able to reach the required fluency within one
year.
UnguiM~ Evaluation
The Human Resources Secretariat will shortly be setting up a linguistic evaluation centre
where app|icante to designated poaitions will be tested by specialists prior to intewiewe.
Managers will thus be able to determine which of the applicants can best perform the duties of
the position in Francis.
2.2
The centre will also t~,,, a~l incumbents who have stated they are ~ .,ngual and are referred by
their managers in order to determine their actual level of knowledge and assist in planning their
further linguistic training/upgrading. '
No one will be obliged to undertake linguistic training nor will his/her job be jeopardized
because the position he/she occupies has been designated bilingual Nonetheless, m~anagers
will ensure through other means that the service is provided in acco~ance with the Act.
Linguistic Training
Linguistic training wilt continue to be available through the Human Resources Secretariat's
Provincial Language School. Ministries will make arrangements to repiace all staff during their
periods of language training so as to not be left without a French language service cal~acity at
any time. Program officers away from thei~ offices two hours at a time do not need to be re-
placed for such periods.
Language training experts agree that no one, no matter t~ow gifted, can become bilingual
overnight. In their particular field, training time is calculated in hours. It takes a minimun~ of 700
hours for a unilingual person to be abte to hold a halting conversation in French. It takes a
minimum of 1,000 hours for such a person to be able to take Dart in a meeting or hold a
reasonable conversation in French, and it takes a minimum of 1,200 to 1,300 hours for a f3erson
to attain complete fluency.
Refresher courses for francophone emptoyees who have not previously been called (JDon to
work in French w{{I also be made available through the Provincial Language School.
2.3
Appendix 2 Position Specification & C' ~s AIIocatlo.-CSC 61 )
(Refer to beck of for,,. ,or completion instructions)
~'tia~ For C~C Olll ~li~ Prevlaul IIHll ~u~ N~ .rt~ nu~r
u~ only
1, Polilion title I Position ~l
C~erk Ste~ I 41-t[61-06 /~'~~
sup~,: n~ ~sition n/a n/a
BranCh and ~ction t~ti~
~. 11 District, Ka~ ~c~nt ga~, ~rio ~ 15502
~NO.O'~T~.~ NO.O,p~ I.~i't' $*~'z't tit'' ~ S,~i,or's po.ilion c~.
I - - ] ~c~nt C~er I 4t-tl61-Ol
G~ouo Le~r~i~ The tkill lKt~ i~itionafly l~lu~s the foil~i~g: Wo~ Pr~i.ing, Touch lyp~ng, ShOr~hlnd. Dicta. Ling~itfic. P~hions bein~
d~ri~ thouid relict the. com~n~bll l~tors w~lrl
2. P~r~ of ~i~ofl Iwhv d~ thi; ~ticlon
3. Put|Il Iltd ;llltKI tl~kl (whit ii WTl~)lQy# r~luired tO do, how Ind w~¥? indite berc~ of tlmt tplnt o~ ~ach d~t¥}
x. Performs stenographic and typing duties by:
( - transcribir~ from dictaphone ~pes and typing into proper format
documents such as court briefs, m~moranda; re~x)rts, etc.;
- copytypi~g a variety of reports, fo~s, doc%i~ents and
correspondence such as fingerprint identification forms,
statistical reports, major occurrence reports, occurrence cards,
press releases, other law erLforcement forms;
45%- - c0rnLoosing and typing basic correspondence on own initiative or
frc~ brief verba! or written instructions;
- copytyping confidential re[~orts s~ch as Personnel Evaluation
Reports, cc~plaint and discipline re~orts;
- proofreading ali typed mterials to ensure accuracy and
completeness including proper use of spelling, grammar,
punctuation and format,
ISEE OVERLEAF)
4. Skilll arid knowl~d~ rlquimd to perfo~n je~ It fu# workin~ bvgL Ilndl"lTe mmkdltO,'y mldontiila Ot lice.cal, it e~0ollcableJ
Typing and dictal:~',one to Ministry standarcte, Knowledge of relevant E'occe/
Ministry ~anuais, procedures, policies and g~idelines and of office and filing
procedures bo perfom assigne~ clerical tasks acco~ing to st~z~lards.
_ os l_o,
· ~.
· s/$gt. 9~D. ChapJin ~oeri~tend~nt D.W, Klenavic
6. Clw lltomi(m Clem titM IClIM codl OC~P/iiQnM ~rQUP number ] Elfecttvl cia*ii;
i
Knamla~e ~(111 ~ud~i~int Aeeo~mlbaltty L#derwhtp Point Total
/'-/ /
q 2 h 3b 4 I Z -
/ 85 / ~5-20- 10 - ~70
/ Points / Point1 / Poin~ / Point1 / Point1
r 2 -- Tobch Wping 3b -- OLtte
Instructions for completing form C$C-6150 - (OAG)
Uae ~is to~m al indicaled below k,r po~itionl corm'eli by The Office Administratio~ Group.
Classified Full and Pad-time positions: Fo~m ~ ~e ~e<l ~ ~+.S e~'~ &x~ lot ~e Funcfiona~ Code box in Sect~ t.
Unclassified Seasonal Positions (Group 3): complete 5actions I a~d 6 except tot ine Fu~ctie~m~ Code. box in Section 1. an~t the
Ah~ other positions: Completion of Ihil Iol'~ in tulJ c~ ,-. ~ei~ out above foe U~=li~wlwct ~ason~ PWtionS, ~ ~,
- Fns~ructions for coding Poslt~n Identifier [nst~u~ns for c~in9 Ses~al Wo~ Pe~od
(as a~li~le) ~ 1 2 3 4
Clasmfi~ Po~t~n~ ~nl ~ntit Sp~ SummM Fall
P~-Ilme 2 ~ t~if ~, M~, JuM
~n~ J~. Apr, JuL
UKia~di~ P~ ~d~. F~. May A~ N~.
Grip 3
m~ M m~e buk ~ than 12 m~t~ 4
~her C~n 7
Instructions for c~ing ~h. H~. Wo~ 1. In~t*
· Complafe Ihis ~x for R+PT Po~t~n~ ~ly. 2, In~ c~ M ~
NOTE: ~m a~ of l~ ectu~ h~ ~ (le~ Mn~e) ~ 4 ~1 ~t~ ~ ~ ,~ ~ ~ 3
m~ ~e wan ~ ~ H~m ~ W~ ~ ~
th~ ~. ~ ch~ ~ ~ ~ H~ Of W~ ~
~mt~.
DU~IE~ A~E) RituallY) ~ (CO~t'cl) 41-1161-06
retr~ ~ at~chi~ ~levant fil~ ~ ~rre~enc~;
~in~ini~ a dia~ti~ ~ for office f~tions a~
ins~a~ ~ies, D.~.Q.,. ot~r ~c~nts a~/or pD]ice
p~si~ traffic ~re~e r~s ~i~ ~ es~blish~
p~ as assig~ ~ p~ssi~ ~r~e ~t~stic~ as
~i~, i~exi~ traffic a~ ~ral ~r~ re~rts on
law tic.ts ~ e~ t~ly a~ a~rate r~al a~ fo~ing
ro~ti~ files a~ thi~i~ out files as ~es~, shr.~di~
DUTIES A~)REIATED TASKS (Cont'd) 41-1161-06
3. Performs other related duties such as:
- assisting with office workload;
15~ - photocopying documents as required;
- as assigned.
SKILLS AND KNiI~FF~iE (cont'd)
Oral and written communication skills to respond factually to
inquiries, com[x)se routine correspondence and proofread typed
documents. Knowledge of OMPPAC procedures to perfo]~ input tasks.
Arithmeiic skill to verify the accuracy of operational and
administrative reports. Organization skills to complete assigned tasks
accurately and as instructed.
ONTARIO PROVINCIAL POUCF.
· --- RECEIVED
XANATA (FA) DETACHMENT
A~pen~±× ~ Position Specification & ¢' ~ AIIoc~llon-CSC $1~0 - (~)
(Refer to back of for,,. ,or completion Ins~ons)
~tar~ D~le r~ei~ Pr~viou~
For~
u~ ~ly
1 P~ition mil IPosltlo~
'
~h. Hrf. Work JR.P.T. P~. only)
~olili~ title I Poflti~
OfEice Ad~inisgra[ion 8 080~
sup,.~,; ClerR Siena ] 41-1161-08
Solicitor General O,P,P, Field B D1visi~n
District No. ll, Kanata Municipal Oe~. Kanata, Ogtario m ,.02 .
I N°'°f~it''l t I ~teehment Colander r 41-1161~1
No~e: ~ha O~ Siln~
d~ri~ Ihouid r~l~t thl~ c~le f~orl
2, Pur~N of ~litJon [why
To ~ovlde stenographic. ~ordprocessing, clerlca1 supporL and bitingu,~] receptlon
se~ices at the ~afla[a (H) Det~c~en~ o~ the 0ntar2o ~roYl~c~al Fo[2ce.
3. Out~o~ end releted f~kl ~wh~t i, ~ovN r~i~ to do~ how .~ ~y ? I~m ~ ~ ~ ~t ~ ~ ~uty ~
1. Perfo~ stenosraphtc and typt~ duties, using word processi~ sof~:vare such as
/ word~erfect, by:
~ - transcribi~ from dictaphone tapes and typin~ tn~o proper fo~t a variety of
do~ents such ~ m~randa, and reports for Spec~a[ Services mernber~ on ~Jor
investigations;
~ - copy~p~ a variety of doc~ents such ~ fin~erpr~nt ldentifica~:ion fo~,
court briefs, s~ate~nts, s~onses, subpoena, statistical repo~ts, ~jor
occurrence reports, occurrence cards, expense accounts, other lau enforcement
~O~f~ compos~ and typinE standard or routine corresgondenca ou o~ i~itiativ~
based on brief verbal or ~ritten ~nsL~ct~ons; pass~ correspondence for
signature or ~i~ d~scretion to si~n on behalf of uni[o~ membe~'~
~/- copyc~pl~ c~n[ideut~al re~r~s such ~ Personnel ~valuation ~eports,
co~plaints and disci~l~ne ~eports, etc,;
~- stor~, retr~ev~ and edi~i~ Wped documents us~ns advanced ca~abilities of
~ord process~ such ~ refom~, p~nati~, ~lobaI 'sea,ch and replace,
p
roofread~ all typed doc~ents to e~ure accuracy and cO~lete~es~, in~ludl
p~oper use of ~r~f, spell~, fo~t, punctuation, e~c,
Zypl~ ~d dlctaphoue to ~lstry Standard~. Advanced oral French la~.u~e
and prooCread ty~d docents. Knovledae o~ ~.~ly prog;~abie ~rd pzocesst~
type, edit ~ fo~t a var/e~of doc~en~s. (SEE A~ACHED)
Staff Sergeant G.D. Chapl/n D.~. Klenavtc. Superintendent
I
] OeV MOnth Yllr
! 2 ~ ~ 4 500
Instructions for completing form CSC.6150 - (OAG)
Use this lorn as ffidieated belc~ ~' po~ilion,, coyotes l)y The Office A4'~m~nielralioh
Classified Full and Part.time positions: Fo~m to be complete(t Jn its entirety exc~.31 lot the Functional Code box In Section 1.
Unclassified Seasonal Positions (Group 3): Complete Sections 1 and 6 except for trw Fur~tlonal Code box In Section 1, Md the
lion ralionale in Seclto~ 6.
All other positions: Completion of 1his ~orm in full or as ~I out e13~3%,~ fo~' Un¢la~ified ~t'lonal Po~iitone, ie o~po~-I.
Instructions for codin9 Position Identifier Instructions for codin9 Seasonal Work Redod
(a9 applicable) C<~de I 2 3 4
Cla~ifi~ Positton9 ~ne Winter Spring Summe~ Fail
Full-time t
Pan-lime 2 ~ thei~ Dec. Mar. June See.
c~secuUve Jan. Apr. JuL O~t.
Uncta~ifi~ Portions o~ler~ Feb. May Au~. Nov~
Group 3
a) Seasonal work period 8 consecutive
weeks or more bul le~ Ihan 4 months 3 Buil~ code a~ lellewe:
hI Seasonal work ~iod 4 consecutive · Single ~eason. i.e., Spring E~mplee
months or mo~ but leas than 12 m~nlr~ 4
2. insert apolic, code
Group I 6 in left hand box. S~r~ [] ~ []
Other C;own 7
· MulSpte seasons, I.t. Summer, 'Fell, Winter
Instructions for coding Soh. He. Work t. ;ndicete se~.
· Complete this bo, I~ R.P.T. Positions only. 2. Insert Cooke ~ IMrl
· Include Ix~ione of hour~ to 2 decim~ ~lacea, 3. Follow with code~ ol
NOTE: The average of IM actue hmJea .wq:w~ (le~ overtime) over 4 subse~lUent comlecullve ~ r-I ~ 3
consecutive weeks ~ R,P.T, ~ptoy~e~ a~.slg~od to · I~t~q sea~Kme,
mutt coincide with the Scl~du~cl Hour~ Of Work id~qtihsd fca'
thai p~Nti~'t. Any clllllg~ ~0 fill S~l~)ul~d Hour~ Of Work will
require the i~teMlehml~t ~ d~'~nel~a~ Of a. set,state NOTE: Mukql:~e seasons mu~t be c~r~mJttve to qualify aa o~e p~tlon.
DUT:[E~ AND ~E[~kTED TASKS (CON?~D)
2· Prov:~des rece~t:~on serv~.ces, ~n ~.n~].~sh and Prench..~or De:achment and
[dent~.f'~cat].on Un:Lt by:
&- ansver~n~ ~nqu~,r~,es ~rom ~nsurance companies, poH. ce stenches, a~d the ;e~er~!
puh~.c and rep[yt.n& ~o ~ha~Lr concerns verbai~y, in memo or ma~l~.n~
requested, ta~:L~.~ messages or ~e~err~ ca~ls ~or the Identification
~ Co.unity Se~ces O~cers;
, - co=~ac~ various ~e~c~es such ~ cou;t clerk, Cro~ A~orney,
He~4quar~ers, o~he~ detac~e~s and/or police forces, H~an Besources,
and other Mercies as required ~o ex~h~e
~o;~- record~ ~o~ d~s~ance phone ca~s and reco~c~[ln~ monthly phone
~- rece~v~ ~ncom~n; metZ, da~e sLamp~;, reading, sor~n;+ ~ach~n~ app~opr~aLe
[~les and bac~rou~d mater~a~ and d~str~but~
: m~n~a~n~M a br~ ~o~ard system o~ cor;espondence ~nd reports;
~- reco~'a~d d~spa~ch~n~ ou~$o~ ~, e~ur~ necessary a~ac~en~s are
- ~t~at~ a~d ~nt~n~ personnel ~]es l~c~d~n; those [or ne~ or
t;a~[erre4 e~oyees; cootac~ previous deLac~ent ~o~ m~ss~n; doc~en~s~
- =~ta~n~ a b;~ fows~ system o~ employee ~n~versa~y d~Les, per[o~ance
- recei~ and rev~ewi~ a~n~en~s ~o Police Orders, br~ng spec~
~o ~he a~en~on of un~fo~ members, en~er~ ~endmen~s ~n manual;
- ~nden~i~ for off,ce supplies and orf~ce equ~p~n~;
~ - upds~ clo~h~ cards upon receip~ o~
- con~roll~ and ~n~ain~ records per~a~n~ ~o pe~y c~h end rep~enish~
~ ~ecessary;
- ~in~a~n~ a~endance records for uni~o~ members, upda~ and
~o~als of sh~f~ prem~ hours, pa~d/banked over~e, vaca~ion and s~ck leave;
- check,ns the accuracy o~ ~orkera~ compe~at~on ~o~ ~a~t a~tendance
records;
- pFepar~ attendMce st_~rtes for s~8natuFe, p~ovi~ pMt data to Oetac~ent
Co~der to usist in ~orecast~ overt~me ~e;
(SEE A~ACH~)
DUTIES AND RELATED TASKS (CONT*D) 41-1161-08
- assisting Court Officer by filing and pulling tickets, recording court dates,
sorting tickets according to type and entering disposition, providing factual
information from file to insurance personnel and occasionally to Crown and
lawyers, alerting uniform member of unresolved files;
- controlling processes by maintaining a ledger of incoming and outgoing
processes, completing processes routing fo~n (LE68), directing completed form
to appropriate party;
- assisting with the maintenance of records for liquor seizures by maintaining a
bring forward file for disposition, recording disposal;
- compiling statistics from ledgers, reports and/or tickets, maintaining running
totals on reported statistics;
- processing expense claims based on brief instruction and/or receipt~; provided,
maintaining ledger and compiling summary of Detachment expenses, checking
arithmetic accuracy of completed'work;
- processing and coordinating monies and/or money orders for Warrants of
Committal and forwarding to appropriate agencies;
- assisting wish the maintenance of detachment library; ~
- preparing update of vital services directory;
- maintaining clipping scrap book;
- filing routine correspondence/documents and confidential materials such as
cvmplaintsg discipline and Personnel Evaluation Reports.
4. Processes traffic/occurrence reports and operates OHPPAC and CPIC terminals by:
- checking traffic/occurrence reports for completion, opening new files whenever
appropriate, entering and amending information on reports;
- completing appropriate forms in response to requests for copies of reports.
distributing copies of reports as designated in Police Orders, alerting uniform
member of pending reports and missing information;
- processing data on occurrences, criminal, traffic and/o~ radar by ci~ecking
arithmetic accuracy, preparing reports based on draft5 submitted;
15X - adding, modifying and removing data on CPIC terminal;
- indexing traffic reports, occurrences and LES8 forms on OHPPAC;
- using OHPPAC and CPIC terminal to make routine/special queries when requested,
e.g. checking names, addresses, zones, etc.;
- assuming responsibility for accuracy of CPIC/OHPPAC activities by checking
monthly edit listings against register and original files, detecting and
correcting errors on own initiative, bringing errors to the attention of
another person;
- keeping up-to-date with all changes and additions to OHPPAC/CPIC manuals and
procedures.
5. eerforms related tasks such as:
- acting as a technical resources person in the unit. organizing work and
determining priorities, assigning duties to casual staff and explaining
procedures, bringing any problems to the attention of supervisor;
iX - assists in file~ and CPI¢ audits by ~iling, checking and updating records after
court appearance;
- occasionally providing training to new support staff for other detachments;
- as assigned.
8KILL~ AND i~O{{ZSD6B (CONT'D)
~novled~e o! of[lee and filing procedures and o~ relevant OPP/ffinistry manuals,
policie~ and procedures to perform assigned clerical tasks. ~nowledge of OMPPAC and
CPIC operations/procedures to perform input/output tasks in an accurate m~nner,
Orgsnization skills to prioritize own work'asaignments and complete tasks in
accordance with established standards and deadlines. Arithmetic skill to verify the
accuracF of operational/administrative reports.
Appendix 4 · CLERK STE140 ONTARIO
Office Administration 8
$14.84 - $I6.35 per hour
"OPEN"
The Ministry of the Solicitor General, Ontario Provincial Police,
is seeking an efficient and accurate individual to provide
stenographic, typing, word processing and clerical support services
at Kanata Detachment. You will: utilize microcomputer to
transcribe a variety of documents from dictaphone or handwritten
notes; ~ompose/tyDe/proofread routine correspondence; perform
receptionist/filing duties; handle incoming/outgoing mail; answer
general enquiries; control Petty Cash; and compile statistics.
Location: Kanata
QUALIFICATIONS:
Typing and dictaphone to Ontario Government standards. Knowledge
WordPerfect, Lotus 123 and dbase III. Knowledge of filing/office
procedures. Good communication/interpersonal/mathematical skills.
Ability to provide group leadership to staff.
Resumes must be received in this office by October 5, 1990. Send
to: File S.G. 96/90, The Superintendent, Ontario Provincial Police,
#11 District, P.O. Box 430, Mille Roches Road, Long Sault, Ontario,
KOC 1PO.
DEDICATED TO EMPLOI~MENT EQUITY
Posting Date: Septe_m. ber 14, 1990 ~ ........... ---'-
Closing Date: October 5, 1990 ..... .~,~_,,.~ .........
ONTARIO PRO,VIHI~I,&L POLICE
~ RECEIVED
SEP
KA~ATA (lVl) DETACHMENT
The Ministry of the $olicl=or General, On=ario Provincial Police,
i~ seekiaq an efficie~ and accura=e individual ~o provide
s=enographic, word processing, clerical an~ reception se~lices in
both official languages at Kana=a De:achuenn. lout will: utilize
Wor~perfec= to co~y~ype and =ranscrlbe a variety of ~ocumen=s from
dictaphone =ape=; compose and =y~e rou=ine correspoudence;
advanced ~or~ process,lng ca~a~i!ities; ensure accuracy an~
com~!e=eness of =~ed documents; answer general =~lephone
en~airias; handle incoming and ou=going mail; ~!n=aia
=-._ccess ex=ense, c!a!=s an~ ==affi=/occurrence. re=or=s;_
,tachnhca! resources person;--e~hs~=lon su~:~!ies a:d e~l~me~::; and
c~era=e OMPPAC and CPiC ~erninals.
LOCATION: Kana:a
A~% CF ~RCH: Wi=~in 40 ~ radius of Kanaka
==a Enq!ish. Knowledge of and experience in operatlno' fully
pr~qra~m~i~ wcr~ processing ~ackaqe such as
Eno~iedge c~ office and =~llng proced~es. Good .~.~rganiza=icnal,
. . i.ncarpersona! an~ ari=P~etlc skills.
Resumes mus="be received in this office by February ~5, 199I. Send
to: ~ile e.G. 13BL/~0, The Superin=en~en=, Ontario Provincial
Police, ~I Dis=rio=, ?.O.'Box 430, Mille Roches Road, Long
Cn~ario, KOC 1~0.
DEDICATED TO EM~LO.VM. ENT EGUiTY "
Posting Date: January 26, !991
Closing Dat~: F~bruary 15, 199I.