Canadian Heritage

Part I. Values and ethics training plans

Question 1

Has your organization developed department-specific values and ethics training plans down to the divisional level?

• Yes

If not, to what level have department-specific values and ethics training plans been developed and what is your target time frame for completing this work?

At the Department of Canadian Heritage, a mandatory training plan has been developed for 2024-2025 and 2025-2026 regarding values ​​and ethics. It includes the following two mandatory training courses:

• Values and Ethics Leadership at Canadian Heritage. This mandatory training for all managers and executives will last 2.5 hours and will be offered three times during the 2024-2025 fiscal year (one session in French, one session in English and one bilingual session). The sessions will be offered twice in 2025-2026. It will include case studies relevant to our different lines of business.
• Values and ethics: more than a dialogue, a commitment. This mandatory training for all employees from Canadian Heritage will last 1.5 hour and will include case studies relevant to our different lines of business.
   
  This training could be offered virtually or in person according to the needs of the audience. It will be offered six times during the 2024-2025 fiscal year (two sessions in French, two sessions in English and two bilingual sessions) and at least three times in 2025-2026. This training will be offered in addition to the following sessions:
  • Ad hoc workshops (on request from units or branches);
  • Lunch and learn;
  • Canadian Heritage trainings -  SC205-Fraud and wrongdoing; GC102 - Managing a Grants and Contributions file from open to close.

Question 2

Has your organization fully implemented department-specific training plans?

• No

If not, what is your target time frame for completing this work?

At the Department of Canadian Heritage, the implementation of our mandatory values ​​and ethics training plan is ongoing.

Part II. Codes of conduct

Question 3

Has your organization reviewed its code of conduct?

• My organization is in the process of reviewing its code of conduct.

Question 4

If your organization is in the process of reviewing its code of conduct, what is your target time frame for completing the review?

The Office of Ombuds, Well-Being and Ethics, which has responsibility for the Department of Canadian Heritage’s Code of Values ​​and Ethics (Code), expects to have completed the review of the Code by the end of December 2024.

The Department will be undertaking an audit of values and ethics to provide senior management assurance that processes are in place to support a values-based ethical workplace and to assist ongoing efforts to foster an ethical culture and a safe environment for the disclosure of wrongdoing.

The Code is included in the audit’s preliminary scope of all relevant activities within the Department to support a values and ethics-based workplace. Results of the audit are scheduled for presentation to the department’s audit committee in January 2025.

Question 5

If your organization has completed the review of its code of conduct, did this review lead to updates?

• My organization is in the process of updating its code of conduct.

Please briefly describe the nature of any updates made (e.g., to clarify expected behaviours, to align with the emerging context, to include emerging risks) or explain why no updates were deemed necessary.

The Code’s updates could include:

• Adding missing elements (2020 Directive on conflicts of interests, managers' responsibilities, Public Servant Disclosure Protection Act departmental guidelines, use of social media),
• Clarifying recourse mechanisms and the following processes:
  • Public Servant Disclosure Protection Act departmental disclosure of wrongdoing flowchart;
  • Allegation process and flowchart for perceived breach to the Code of values and ethics of Canadian Heritage.
• Aligning with current context (Canadian Heritage cultural statement). 

Part III. Discussions on personal accountability in upholding public service values and ethics

Question 6

What activities or actions has your organization undertaken to foster a conversation at all levels on personal accountability to uphold our public service values and ethics?

• Dedicated discussions at executive and management committee meetings
• All-staff engagements (e.g., town halls)
• Focused engagement sessions for specific functional areas (e.g., operations, finance, communications, policy, human resources)
• Focused engagement sessions on specific topics (e.g., conflicts of interest, social media, emerging technologies)
• Engagement sessions with equity groups, employee groups, networks and communities
• Inclusion in employees’ performance and talent management cycle discussions
• Specific values and ethics communications campaigns

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

Training workshops in values and ethics ​​are offered by the Office of Ombuds, Well-Being and Ethics which adapt content, examples and situational exercises according to the needs and characteristics specific to each of the groups making the request of a training workshop.

As of April 1st, 2024, there is a new mandatory annual attestation exercise, developed by the Office of Ombuds, Well-Being and Ethics, which clarifies the responsibilities of employees and managers about the values ​​and behaviors expected of the Code of Values ​​and Ethics from Canadian Heritage (Code).

A department-wide reset exercise has also been initiated in April 2024 to ensure all situations representing a risk of conflict of interest have been declared and assessed. As such, all employees who submitted a confidential declaration form for conflicts of interest between April 1, 2019 and July 1, 2023, will be required to resubmit their declaration to the Office of the Ombuds, Well-being and Ethics for reporting and re-evaluation purposes. Updated declarations are also required whenever there is a major change in employees’ personal affairs or official duties.

Since April 2024, discussions on values ​​and ethics have taken place during certain management, leadership and all staff meetings within many sectors of the Department. These discussions on values ​​and ethics have:

• made it possible to establish concrete links between the values ​​and ethics and the operational reality of the Department’s employees;
• gave rise to open questions and answers and a nuanced dialogue on concrete scenarios;
• allowed us to emphasize the role of the manager in raising awareness of the Code and adherence to it among employees to make improvements to practices and integration tools.

Question 7

Has your organization taken any actions to ensure that conversations on personal accountability to uphold our public service values and ethics occur on a continuing basis?

• Incorporated in employees’ professional development and mandatory learning plans

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

Mandatory training on values ​​and ethics offered by the Canada School of Public Service is included in the Canadian Heritage learning plan.

Part IV. Additional information

Question 8

What recurring themes (e.g., social media, emerging technology, conflicts of interest) have emerged from conversations with employees (e.g., students, new public servants, front-line service providers, managers, executives, members of functional/horizontal communities/employee networks) across your organization?

• Conflicts of interest - external activities, gifts, preferential treatment, political activities unrelated to a candidacy;
• Social media - expression of personal views amongst staff;
• Respect for people - discrimination, harassment, racism;
• Ministerial role in the context of program delivery decisions;
• Balancing of one’s obligations as a public servant with employees’ sense of allegiance to their communities;
• Challenges for management to engage constructively with staff on this topic when trust, confidence in senior management is under strain with the hybrid workplace (3 days);
• Importance of bringing a Reconciliation lens to this work.

Question 9

How have you adjusted your learning activities to address recurring themes (e.g., adjusted training plans, developed specific case studies, invited expert speakers to focus on emerging themes)?

The Office of Ombuds, Well-Being and Ethics, which develops learning activities in values ​​and ethics at Canadian Heritage, adapts certain learning elements and situational exercises according to the needs and the type of work accomplished by the audience.

Question 10

Are there any actions or learning activities that have been particularly successful in fostering conversations within your organization (e.g., new tools, creative approaches that have resonated well with employees and managers, meeting with small groups, equipping managers to lead conversations, equipping values and ethics office/practitioners)?

Non applicable.

Question 11

What indicators will be used to measure increased employee awareness of the role of values and ethics in their daily work (e.g., Public Service Employee Survey, pulse surveys, engagement with focus groups)?

A survey on culture of values and ethics at Canadian Heritage is planned in the 2024-2025 action plan of the values ​​​​and ethics team of the Office of Ombuds, Well-being and Ethics and it should take place last quarter of the 2024-2025 fiscal year.

Question 12

Will these indicators be disaggregated by identity factors?

• Yes

Question 13

Is there any additional information that you would like to share regarding your organization’s work on values and ethics (e.g., to advance particular recommendations of the Deputy Ministers’ Task Team on Values and Ethics Report)?

Two new departmental guidelines are being developed:

• Ethical Use of Social Media – Canadian Heritage Guidelines (subject to guidelines from the Office of the Chief Human Resources Officer);
• Canadian Heritage Policy and Guidelines Related to Internal Disclosure by Public Servants.

These, along with new flowcharts on the processes for disclosures of wrongdoing (according to the Public Servant Disclosure Protection Act) and the allegation for a perceived breach to the Department of Canadian Heritage Code of Values and Ethics (Code) will be integrated into our updated Code.

Actions to make executives involved in a dialogue on values and ethics at Canadian Heritage.

Ongoing – Throughout the year

• Messaging as appropriate on different topics, workshops or trainings offered to all Canadian Heritage on values and ethics, including conflict of interest.
• Ad hoc messaging, including a few reminders on the reset exercise for the conflict-of-interest declarations.
• Information sessions on values, ethics and wrongdoing offered as part of the following: PCH trainings: SC205-Fraud and wrongdoing; GC102 - Managing a Grants and Contributions file from open to close (approximately twice a month).
• Workshops on values and ethics, including conflict of interests, to sectors, branches and units.

April 2024

• Attestation Exercise and the Reset Exercise for the declarations of conflict of interest - Launch to all Canadian Heritage.
• Ombuds’ blog on Canadian Heritage intranet – My reflection on being a public servant.

May 2024

• Information sessions offered to managers on expectations and obligations regarding the Annual Attestation Exercise and the Reset Exercise for the declarations of conflict of interest.

June 2024

• All-staff meeting held by the Deputy Ministers for a Town Hall on Values and Ethics.

September 2024

• Values and Ethics Leadership training (mandatory): for all Assistant Deputy Ministers to be delivered by the Ombuds from Canadian Heritage.
• Communication’s initiative to foster reflection and actions regarding our obligations related to the Code of Values and Ethics of Canadian Heritage.

October 2024

• Ethics Week at Canadian Heritage (from October 14 to 18, 2024). Events planned during the week:
  • Launch of the ‘’Ethics Week at Canadian Heritage’: Video with the Canadian Heritage Ombuds and her values and ethics team. The video will feature a structured conversation on how values and ethics guided our career progression was meaningful for us as human beings.
  • Global Ethics Day (Thursday, October 16, 2024):  Panel discussion with the Canadian Heritage Deputy Minister and Associate Deputy Minister on Values and Ethics. The PCH Ombuds will moderate the conversation.
• Video capsules on each of the 5 values of the Code of Values and Ethics of Canadian Heritage to be launched by the end of October.

November 2024

• Information session to all Canadian Heritage employees: Information session on "Gifts, hospitality and other benefits". Followed by questions and answers.

February 2024

• Implementation of the revised the Code of Values and Ethics of Canadian Heritage (Code) (February 1, 2025) including a communications strategy.

Other activities - 2024

• Dedicated discussions at executive and management committee meetings;
• All-staff engagements (example: town halls);
• Focused engagement sessions for specific functional areas (examples: operations, finance, communications, policy, human resources);
• All Assistant Deputy Minister’s convened sector discussions supported by either the Ombuds, the Assistant Deputy Minister and Champion of Values and Ethics or the Assistant Deputy Minister and Champion of Diversity and Inclusion, and held further discussions at various levels within their teams. Those discussions total:
  • 33 conversations to date (12 management-level, 21 all-staff);
  • 17 other conversations planned (2 management-level, 12 all-staff and 3 with functional communities).