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COMMUNICATION & COUNSEL

 

 

Subject:                                   Designation of Bilingual Positions

 

Prepared by:                           Monique E. Désormeaux, Division Manager, Planning & Governance

 

Prepared for:                          Ottawa Public Library Board

 

Meeting of:                              May 11, 2009

 

Date of preparation:               April 6, 2009

 

 

References

 

Background

On February 13, 2006, the Ottawa Public Library Board revised its Bilingual Services Policy. The policy confirms the Library’s commitment to providing services in both French and English in an equitable manner to both residents of the City of Ottawa and to OPL staff. The Library takes pride in branding itself as the largest bilingual (French-English) public library in all of North America.

 

At the time of amalgamation, the Library inherited a number of jobs that were designated bilingual under former library systems’ policies. In cases where there was no policy, no positions were designated as bilingual. With the harmonization of job descriptions, the adoption of the Library Board’s Bilingual Services Policy and the changing demographics within the City of Ottawa, the time was opportune to review and designate which unionized and management library positions should be designated as bilingual as well as to specify the level of bilingualism required for each designated position. To that end, the Library’s Senior Management Team struck a project team to complete this exercise. Team members include: Monique Désormeaux (team lead), Donna Clark, Line Gravelle, Joan Haire and Claire Renaud-Frigon.

 

The project team met with all managers to explain the project more fully. Supporting documentation included a PowerPoint presentation as well as an FAQ (Frequently Asked Questions). Adapting templates used at the city, managers were asked to fill in a form for each position within his/her scope of responsibility. Once completed, the respective division manager reviewed the templates.

 

New Avenues Linguistics was retained to work with OPL and do the necessary analysis. This is the same firm that helped the City in its designation process. Consultants were provided with not only the completed templates for each position, but also detailed organizational charts, job descriptions for each position, French language circulation data by branch catchment area along with 2006 census information regarding French, again, by each catchment area.

 

The consultants provided recommendations regarding which positions should be designated and at what level, based on the information provided. Factors considered in the development of the

 

recommendations include job requirements, language needs of the clientele served, as well as the degree and method of interaction with the public and staff.

 

The consultant’s report was reviewed and validated by respective managers in consultation with their division manager. Subsequently, the Library Senior Management Team reviewed the results in order to ensure corporate consistency across the library system (i.e. ensuring that those in designated positions were designated at a consistent level for the whole of the system, regardless of what part of town the position was located). The same was true for those positions designated as Day 1 Ready. Note: The Library has opted to adopt the same levels as those of the City of Ottawa. These are: Beginner 1, 2, 4; Intermediate 1, 2, 3; Advanced 1, 2, 3. (Definitions for each may be found in Appendix A).

 

 

There are three possible designations applicable for library positions:

 

  1. PBD1 (also referred to as “Day One Ready”): A Day One Ready designated bilingual position requires a specific and immediate level of proficiency in English or French as a second language at time of hire to meet service delivery requirements.

 

2.       PBIL (also referred to as “Designated Bilingual”):     A designated bilingual position requires a specific level of proficiency in English or French as a second language in order to meet service delivery requirements.

 

3.       No designation: A non-bilingual designated position requires no specific level of proficiency in English or French as a second language in order to meet service delivery requirements.

 

OPL designation results are as follows:

 

·         OPL currently has 754 positions (this is made up of full-time, part-time and casual positions)

·         Of these, 26 are management positions while 728 are unionized positions

·         272 of the 754 positions (or 36%) have been designated PBD1. The bulk of these positions are primarily found at the following branches: Alta Vista, Blackburn Hamlet, Cumberland, Elmvale Acres, Main Library, North Gloucester, Orléans, Rideau, Rockcliffe Park, St-Laurent and Vanier. (See Appendix B)

·         64 of the 752 positions (or 8%) have been designated PBIL. The majority of these positions are dispersed across the western part of the city. (See Appendix B)

·         With respect to the management positions 5 have been designated PBD1 while 5 have been designated PBIL (see Appendix C). It should be noted that while positions may have been designated, in many cases, the incumbents have French language skills or are currently enrolled in French language training.

 

Next Steps:

Staff has now entered Phase II of the project, which looks to implement the results to date. This includes:

·         Informing staff of the specific designation allocated to their position

·         Including the designation by position number in the HR management system

·         Ensuring job descriptions are updated to include the designation

·         Continue to build the necessary mechanisms to support staff in providing library services in both French and English

 

           

 

 

 

 

 

Appendix A – Second Language Proficiency Levels

 

Second Language Proficiency Levels

Échelle des niveaux de compétence en langue seconde

Beginner 1(B1)

Uses a few isolated words and memorized expressions of two or three words with little accuracy.

Understands a few isolated words and simple short sentences on personal topics, spoken slowly, with frequent repetitions in face-to-face situations. Reads/understands words on familiar topics. Writes words on personal topics with little accuracy.

Débutant 1 (D1)

Utilise quelques mots isolés et expressions mémorisées de deux ou trois mots avec beaucoup d’erreurs.  Comprend quelques mots isolés, des phrases simples et courtes sur des sujets personnels énoncés lentement, avec répétitions fréquentes en face à face.  Lit et comprend des mots sur des sujets familiers.  Écrit des mots, avec beaucoup d’erreurs, sur des sujets personnels

Beginner 2 (B2)

Uses a few simple, unconnected sentences on personal and general topics with little accuracy.  Understands slow and simple speech on personal and general topics, with frequent repetitions in face-to-face situations.  Reads/Understands words and simple/complex sentences in short general texts.  Writes words and simple sentences on personal and general topics with little accuracy.

Débutant 2 (D2)

Utilise quelques phrases simples, indépendantes, avec beaucoup d’erreurs, sur des sujets personnels et généraux.

Comprend des phrases simples sur des sujets personnels et généraux, énoncées lentement, avec répétitions fréquentes en face à face.  Lit et comprend des mots et phrases simples et complexes dans des textes généraux courts.  Écrit des mots et phrases simples sur des sujets personnels et généraux avec beaucoup d’erreurs.

Beginner 3 (B3)

Uses linked simple and complex sentences on personal and general topics with frequent errors.  Understands slow and simple speech on personal, general and some work-related topics, with frequent repetitions in face-to-face situations.  Reads/understands short paragraphs on general and some work-related topics with clarification.  Writes simple and complex sentences to form paragraphs on personal and general topics with little accuracy.

Débutant 3 (D3)

Utilise des phrases simples et complexes sur des sujets personnels et généraux avec erreurs fréquentes.

Comprend un discours simple et lent sur des sujets personnels et généraux, de même que sur quelques sujets liés au travail, avec répétitions fréquentes en face à face.  Lit et comprend de courts paragraphes sur des sujets d’ordre général et quelques sujets liés au  travail, avec clarification.  Écrit des phrases simples et complexes sous forme de paragraphes sur des sujets personnels et généraux avec beaucoup d’erreurs.

Intermediate 1 (I1)

Uses linked simple and complex sentences on personal/general and simple work-related topics with frequent errors.  Understands simple speech spoken at close to normal rate on personal/general and some work-related topics with frequent repetitions in face-to-face situations.  Reads/understands paragraphs made up of simple and complex sentences on general and some work-related topics with some clarification.  Writes simple and complex sentences to form paragraphs on general and some work-related topics with frequent grammatical and spelling errors.

Intermédiaire 1 (I1)

Utilise des phrases simples et complexes liées entre elles sur des sujets personnels et généraux ainsi que sur des sujets simples liés au travail avec erreurs fréquentes.  Comprend un discours simple énoncé  à une vitesse proche de la normale sur des sujets personnels et généraux ainsi que sur quelques sujets liés au travail avec répétitions fréquentes en face à face.  Lit et comprend des paragraphes composés de phrases simples et complexes sur des sujets généraux et quelques sujets liés au travail avec clarification.  Écrit des phrases simples et complexes sous forme de paragraphes sur des sujets généraux et quelques sujets liés au travail avec des erreurs de grammaire et d’orthographe fréquentes

 

Intermediate 2 (I2)

Uses complex sentences on general and work-related topics with frequent errors. Makes self understood in some routine work situations. Understands speech delivered at normal rate on personal, general and routine work-related topics in different situations, with frequent repetitions.  Reads/understands the gist of texts on general and some work-related topics.  Writes simple and complex sentences on general and work-related topics with frequent grammatical and spelling errors.

 

Intermédiaire 2 (I2)

Utilise des phrases complexes sur des sujets généraux et quelques sujets liés au travail avec erreurs fréquentes.  Se fait comprendre dans quelques situations de travail routinières. Comprend un discours énoncé à vitesse normale sur des sujets personnels, généraux et quelques sujets lies au travail avec répétitions fréquentes dans des situations diverses.  Lit et comprend le sens général de textes sur des sujets généraux et quelques sujets liés au travail.  Écrit des phrases simples et complexes sur des sujets généraux et des sujets liés au travail avec des erreurs de grammaire et d’orthographe fréquentes.

Intermediate 3 (I3)

Uses complex sentences in general and work-related situations with frequent errors.  Makes self understood in most routine work situations.  Understands speech delivered at normal rate on personal, general and routine work-related topics in different situations with occasional repetition.  Reads/Understands some details in texts on a variety of general and work-related topics.  Writes simple and complex sentences on general and work-related topics with frequent grammatical or spellings errors.

Intermédiaire 3 (I3)

Utilise des phrases complexes sur des sujets généraux et liés au travail avec erreurs fréquentes.  Se fait comprendre dans la plupart des situations de travail routinières.  Comprend un discours énonce à vitesse normale sur des sujets personnels, généraux et des situations de travails routinières dans des situations différentes avec répétitions occasionnelles.  Lit et comprend certains détails de textes sur une variété de sujets généraux et liés au travail.  Écrit des phrases simples et complexes sur des sujets généraux et liés au travail avec de fréquentes erreurs de grammaire ou d’orthographe.

Advanced 1 (A1)

Uses complex structures in general and some unexpected and complex work situations with frequent errors.  Makes self understood in all routine work situations.  Understands speech delivered at normal rate in different situations on personal, general and work-related topics and some rapid speech on personal and general topics.  Reads/understands most details in texts on a variety of general and work-related texts.  Writes complex sentences on general and work-related topics with occasional grammatical and spelling errors

Avancé (A1)

Utilise des structures complexes sur des sujets généraux et quelques situations de travail inattendues et complexes avec erreurs fréquentes.  Se fait comprendre dans toutes les situations de travail routinières.

Comprend un discours énoncé à vitesse normale sur des sujets personnels, généraux et liés au travail et parfois un discours rapide sur des sujets personnels et généraux.  Lit et comprend la plupart des détails de textes sur divers sujets généraux et liés au travail.  Écrit des phrases complexes sur des sujets généraux et liés au travail avec erreurs occasionnelles de grammaire et d’orthographe.

Advanced 2 (A2)

Uses complex structures in general and all work-related situations with frequent errors but always makes self-understood.  Understands most rapid speech on personal, general and work-related topics in different situations.  May experience some difficulty with work-related topics when slurred speech is involved. Reads/understands details in a variety of complex texts on general and work-related topics.  Writes complex sentences with detailed reasoning on general and work-related topics with occasional grammatical or spelling errors.

Avancé 2 (A2)

Utilise des structures complexes dans des situations générales et toutes les situations de travail avec erreurs fréquentes mais se fait toujours comprendre. Comprend une très grande partie d’un discours rapide sur des sujets personnels, généraux et liés au travail dans diverses situations.  Peut faire face à quelque difficulté quand il s’agit de sujets liés au travail énoncés de façons peu claire.  Lit et comprend les détails dans des textes complexes de nature générale et liée au travail.  Écrit des phrases complexes avec un raisonnement détaillé sur des sujets généraux et liés au travail avec erreurs occasionnelles de grammaire ou d’orthographe.

Advanced 3 (A3)

Uses complex structures in all types of situations with occasional errors.  Understands all rates of speech and slurred speech on general and work-related topics in all situations.  Reads/understands all types of texts. Writes general and work-related texts with few errors

Avancé 3 (A3)

Utilise des structures complexes dans toutes les situations avec erreurs occasionnelles.  Comprend le discours rapide et peu clair sur des sujets d’ordre général et lié au travail dans toutes les situations.  Lit et comprend tous les types de textes.  Écrit des textes généraux et liés au travail avec quelques rares erreurs.

Appendix B – Breakdown of Designation by Branch/Department*

* Excludes management team

Branch/Department

Day 1 Ready

(PBD1)

 

Designated Bilingual

(PBIL)

Not Designated

Total

Access, Outreach & Volunteer Services

6

3

20

29

Adult & Readers’ Advisory

15

 

2

17

Alta Vista

25

 

 

25

Beaverbrook

 

 

24

24

Blackburn Hamlet

14

 

 

14

Borrower Services

22

 

30

52

Business & Strategic Planning

 

 

 

 

Carlingwood

 

2

35

37

Carp

 

 

9

9

Centennial

 

2

17

19

Children & Teen Services

13

1

7

21

Collection Access

11

2

19

32

Collection Development

3

5

12

20

Community Partnership & Programming

1

 

6

7

Constance Bay

 

 

2

2

Cumberland

30

 

 

30

Elmvale Acres

11

4

 

15

Emerald Plaza

 

 

17

17

Fitzroy Harbour

 

 

2

2

Greenboro District

7

16

14

37

Greely

 

1

2

3

Hazeldean

 

1

21

22

Library Web Services & Systems

 

1

9

10

Manotick

 

 

6

6

Metcalfe

 

2

2

4

Munster

 

 

3

3

Nepean Centrepointe

 

2

47

49

North Gloucester

17

 

 

17

North Gower

 

 

3

3

Orléans

23

 

 

23

Osgoode

 

 

5

5

Reference & Information Services

23

 

 

23

Richmond

 

 

3

3

Rideau

13

2

 

15

Rockcliffe Park

2

1

6

9

Rosemount

 

 

16

16

Ruth E. Dickinson

 

4

22

26

St-Laurent

23

2

 

25

Stittsville

 

 

12

12

Sunnyside

 

1

23

24

Vanier

5

5

 

10

Vernon

 

1

2

3

 

 

 

            Appendix C – Designation of Bilingual Management Positions

 

POSITION

DESIGNATION

City Librarian

PBIL

Division Manager, Centralized and Information Services

 

Division Manager, Library Operations & Facilities

 

Division Manager, Planning & Governance

PBD1

Division Manager, Public & Support Services

 

Manager, Access, Outreach & Volunteer Services

 

Manager, Adult & Readers’ Advisory Services

 

Manager, Alta Vista, Elmvale Acres & North Gloucester

PBD1

Manager, Beaverbrook, Carp, Constance Bay, Fitzroy Harbour & Hazeldean

 

Manager, Borrower Services

 

Manager, Carlingwood, Rosemount & Sunnyside

 

Manager, Centennial & Ruth E. Dickinson

 

Manager, Children & Teen Services

 

Manager, Collection Access

PBIL

Manager, Collection Development

 

Manager, Community Partnerships & Programming

PBD1

Manager, Cumberland, Blackburn Hamlet & Orléans

PBD1

Manager, Emerald Plaza & Nepean Centrepointe

 

Manager, Greenboro District, Greely, Metcalfe, Osgoode, Vernon

PBIL

Manager, Information Services

 

Manager, Library Systems & Web Services

 

Manager, Main Library

PBIL

Manager, Manotick, Munster, North Gower, Stittsville, Richmond

 

Manager, Rideau, Rockcliffe Park, St-Laurent & Vanier

PBD1

Planning Consultant

PBIL

Planning Consultant (I)