CD16.3
REPORT FOR ACTION
Toronto Fire Services Inclusion Plan
Date:
To:
From:
Wards:
November 14, 2016
Community Development and Recreation Committee
Fire Chief and General Manager, Toronto Fire Services
All
SUMMARY
This report responds to City Council's request for the Fire Chief and General Manager,
Fire Services to report on the Toronto Fire Services (TFS) Diversity and Employment
Strategy, including data, benchmarks and strategies to improve equity goals. TFS
remains committed to building, and maintaining, a workforce that is welcoming,
inclusive, comprised of highly trained professionals, and reflective of the community it
serves. Through the Path to Diversity initiative, approved by Council in July 2013, TFS
demonstrated a strong commitment to equity in hiring, and fostering a diverse
workforce. The Path to Diversity provided a foundation for change in TFS, achieving a
diversity rate (as self-disclosed and self-reported by the candidates) of 30 per cent in
Operations firefighter recruit classes.
Through the development and introduction of the new TFS Inclusion Plan, TFS will build
on the Path to Diversity successes expanding the focus and scope of TFS' recruitment
efforts to support all TFS divisions. The new TFS Inclusion Plan will improve recruitment
processes, optimize staffing in key areas, identify areas susceptible to systemic or
unconscious bias, improve data collection, introduce performance measures, and
enhance the supports available to TFS staff.
Preliminary work to date has resulted in the development of the strategic framework of
the TFS Inclusion Plan which includes five pillars:
• Conduct focused community outreach and education on TFS career opportunities;
• Develop optimized and enhanced recruitment and hiring practices;
• Identify and eliminate systemic biases and barriers within TFS processes;
• Develop a comprehensive post-recruitment support network; and,
• Foster an increasingly inclusive and welcoming culture across TFS.
Over the next several months, TFS will work with our partners to define success
measures, finalize data collection tools, and refresh TFS community outreach materials
and website content. TFS anticipates providing a detailed TFS Inclusion Plan to the
Community Development and Recreation Committee by the end of the second quarter
of 2017.
TFS Inclusion Plan
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RECOMMENDATIONS
The Fire Chief and General Manager, Toronto Fire Services, recommends that:
1. City Council receive this report for information.
FINANCIAL IMPACT
There are no financial implications resulting from the adoption of the recommendation in
this report. Any financial implications associated with the implementation of the TFS
Inclusion Plan and changes that may be implemented as highlighted in this report will
be considered either through separate reporting to the Standing Committee, or
considered as part of future year Capital and Operating Budget processes.
The Deputy City Manager & Chief Financial Officer has reviewed this report and agrees
with the financial impact information.
EQUITY IMPACT STATEMENT
TFS remains committed to building and maintaining a workforce that is welcoming and
inclusive, comprised of highly trained professionals and reflective of the community it
serves. TFS is in the preliminary stages of developing the TFS Inclusion Plan and will
conduct an Equity Impact Assessment to ensure the five pillars of the TFS Inclusion
Plan are developed and implemented in accordance with the findings of the
Assessment.
The Assessment will include:
• The identification of barriers experienced by equity-seeking or vulnerable
populations in seeking and securing employment with TFS and the strategies for the
removal of these barriers;
• The identification of systemic barriers within TFS processes and the strategies for
the removal of these barriers;
• Success measures; and,
• Strategies for continuous improvement.
The Equity Impact Assessment will inform the development of the Equity Impact
Statement.
DECISION HISTORY
At its meeting of September 17, 2015, the Community Development and Recreation
Committee requested the Fire Chief and General Manager, Fire Services report on the
TFS Diversity and Employment Strategy, including 2015 data, benchmarks and
strategies to improve equity goals. The Committee also requested TFS work with the
Equity, Diversity and Human Rights Office to improve equity goals.
http://app.toronto.ca/tmmis/viewAgendaItemHistory.do?item=2015.CD6.4
TFS Inclusion Plan
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The TFS Path to Diversity initiative was adopted by City Council at its meeting of July
16, 2013.
http://app.toronto.ca/tmmis/viewAgendaItemHistory.do?item=2013.EX33.12
COMMENTS
TFS remains committed to building and maintaining a workforce that is welcoming and
inclusive, comprised of highly trained professionals, and reflective of the community it
serves. Through the Path to Diversity initiative, which was approved by Council in July
2013, TFS demonstrated a strong commitment to equity hiring and fostering a diverse
workforce.
Path to Diversity provided a foundation for change in TFS, facilitated by goals which
included increasing the number of community outreach contacts with under-represented
populations who did not traditionally consider careers as Operations firefighters, and
increasing the percentage of these populations in the TFS applicant pools and recruit
classes for Operations firefighters.
TFS had an applicant pool of 762 candidates which provided the recruits for the
Operations Firefighter recruit classes graduating in 2015 and 2016. Ten per cent (80) of
the applicant pool self-identified as female and 14 per cent (107) of the applicant pool
self-identified as a visible minority.
Table 1 provides details of the 2015 and 2016 firefighter recruit classes. On average,
over 26 per cent of all fire fighter recruits in 2015 and 2016 self-reported as members of
under-represented populations.
Table 1: 2015 and 2016 Fire Fighter Recruit Classes
Recruit Class
Start Date
Class Total
# of recruits from
% of recruits from
under-represented under-represented
populations
populations
Jan 5, 2015
39
13
33.33%
Apr 27, 2015
39
12
30.77%
July 27, 2015
42
5
11.90%
Nov 16, 2015
38
10
26.32%
Mar 14, 2016
45
14
31.11%
Total
203
54
26.6%
TFS Inclusion Plan
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TFS Inclusion Plan - Strategic Framework
TFS assessed the Path to Diversity, the results of that initiative and the potential for
additional sustained success. Through the development and introduction of the new
TFS Inclusion Plan, TFS will build upon the successes of the Path to Diversity initiative
and will significantly expand the focus and scope of TFS' recruitment efforts as follows:
• Identify streamlined and increasingly equitable opportunities for recruitment into all
TFS divisions, in comparison to the Path to Diversity initiative which had as the sole
focus Operation division recruitment efforts;
• Improve processes that include all aspects of TFS outreach and recruitment from the
initial community outreach contact through to recruitment, recruit training and
continued employment;
• Optimize TFS resource and staffing allocations in the community outreach and
recruitment functions;
• Introduce meaningful and increasingly robust performance measures;
• Improve data collection methodologies; and,
• Improve the quality of data and the analysis and reporting of that data.
In consultation with the Equity, Diversity and Human Rights office as well as Human
Resources, TFS anticipates presenting the new TFS Inclusion Plan to the Community
Development and Recreation Committee by the end of the second quarter of 2017.
Preliminary work to date has resulted in the development of the strategic framework for
the TFS Inclusion Plan which includes five strategic pillars:
• Conduct focused community outreach and education on TFS career opportunities;
• Develop optimized and enhanced recruitment and hiring practices;
• Identify and eliminate systemic biases and barriers within TFS processes;
• Develop a comprehensive post-recruitment support network; and,
• Foster an increasingly inclusive and welcoming culture across TFS.
1. Conduct focused community outreach and education on TFS career
opportunities
The Toronto Public Service (TPS) recognizes that the citizens of Toronto are best
served by a public service which reflects the diversity of the community it serves.
Approximately 19 per cent of the candidates applying for firefighter candidate testing
indicate that they are Toronto residents. Through focused community outreach and
education with regards to all TFS career opportunities, TFS' goal is to attract a greater
number of Toronto residents to TFS career opportunities in the Operations Division as
well as the Fire Prevention, Public Education, Mechanical Maintenance,
Communications, and Administrative Services Divisions.
The Inclusion Plan will focus on partnerships with community representatives and
stakeholders as well as other City Divisions, such as an expanded partnership with
Toronto Employment and Social Services (TESS) that will enhance accessibility to a
number of career opportunities within TFS not previously considered in the Path to
Diversity initiative.
TFS Inclusion Plan
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At present, TFS has one full time equivalent (FTE) allocated to community outreach
activities and a very limited community outreach program. By comparison, the Toronto
Police Service, who are appropriately regarded as a model of excellence in diversity
and inclusion, has a well-defined "Ambassador Program", where every member of the
Toronto Police Service is able to efficiently respond to questions about employment
opportunities and can assist with the provision of specific expertise, guidance and
mentorship to potential employment candidates.
TFS is continuing to survey and research the best practices in the areas of community
outreach and education. As well, TFS will leverage existing staff with a view to
increasing focused community outreach, and review the feasibility of programs similar to
the Toronto Police Service Ambassador Program.
TFS will be re-launching the Fire Chief's Council on Access, Equity, and Diversity in
order to leverage the wealth of expertise available from our stakeholders, and
community partners.
2. Develop optimized and enhanced recruitment and hiring practices
TFS is committed to fairness and equity in employment, and recognizes its obligations
and responsibilities as an employer, and in the community.
TFS aims to operate transparent, consistent, and equitable processes for all recruitment
processes. TFS continues to research best practices in the areas of leading edge
equitable recruitment, to leverage the knowledge and experience of other jurisdictions
and to ensure that best practices in equity, transparency and consistency are included
in all recruitment practices and programs.
In finalizing the TFS Inclusion Plan, TFS will review the allocation of resources and staff
to recruitment and recruitment activities. TFS currently has one FTE allocated full-time
to recruitment and recruitment activities and one FTE allocated primarily to community
outreach. Based on a preliminary review of best practices, a team of staff allocated fulltime to recruitment and recruitment activities is required for successful community
outreach.
In partnership with Human Resources, a review of all aspects of TFS recruitment
processes is underway, including the content of job postings, required and preferred
qualifications, job responsibilities, composition of interview panels, and best practices in
the conduct of recruitment interviews.
3. Identify and eliminate systemic biases and barriers
TFS is committed to providing equality of opportunity to all individuals, and to the
identification and removal of any artificial or systemic barriers to employment. Through
the development and implementation of the Inclusion Plan, TFS will work to remove
barriers and biases, and will monitor recruitment outcomes in order to ensure that
employees are hired and promoted on the basis of merit and potential, absent of
systemic or unconscious bias.
TFS Inclusion Plan
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The implementation of the TFS Inclusion Plan is expected to include a third-party expert
review of all aspects of TFS recruitment processes. The costs associated with
implementing this aspect of the Inclusion Plan will be assessed and addressed as
required through future budget processes.
4. Develop a comprehensive post-recruitment/hiring support network
Post-recruitment support is key to ensuring employees, in the early stages of a TFS
career are provided with the tools, support and training required for success.
As part of TFS specific training provided to new employees, TFS senior staff conduct
on-boarding sessions to review City policies related to components of the Public Service
By-law such as Public Service Values and Conflict of Interest and Confidentiality.
Additional policies such as Human Rights and Anti-Harassment/Discrimination,
Workplace Violence and Social Media Use are also reviewed.
While these existing training initiatives provide new employees with a clear overview of
expectations, there is a need for the provision of structured and consistent opportunities
for staff to discuss issues they face in a safe and comfortable environment is required.
A key component of the TFS Inclusion Plan is to ensure that employees are provided
with a venue to discuss their concerns and challenges in a confidential and objective
forum which encourages dialogue, mentorship, sharing of best practices and ultimately,
success.
In turn, the knowledge and information gained through this process enables TFS to
proactively identify and address areas of concern, improve staff training and enhance
the overall recruitment and employment experience within TFS.
5. Foster an increasingly inclusive and welcoming culture across TFS
The City of Toronto supports the creation of a welcoming environment that is based
upon a climate of understanding and mutual respect for each individual. Through the
Inclusion Plan, TFS is committed to working with employees, the Toronto Professional
Firefighters' Association (TPFFA), representatives from community organisations, and
subject matter experts to develop strategies and initiatives promoting equity in the
workplace, and educating and informing employees on equity principles.
In partnership with the TPFFA, TFS has recently launched the TFS Inclusion Working
Group. The TFS Inclusion Working Group reports jointly to the Fire Chief and the
TPFFA President and will proactively identify opportunities and suggestions that will
inform the development and implementation of the TFS Inclusion Plan. Members of the
TFS Inclusion Working Group will develop and recommend solutions to the issues
identified, and will have an opportunity to provide valuable input into the development of
significant TFS policies and practices on both a strategic and operational level.
TFS Inclusion Plan
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TFS Inclusion Plan in Action
The TFS Inclusion Plan expands on the work identified in the Path to Diversity and is in
line with the City's Strategic Actions, City's Vision Statement on Access, Equity and
Diversity. The TFS Inclusion Plan supports the goals and objectives set out in the TFS
Master Fire Plan, and the new TFS Transformation Plan.
Actions already underway include:
• The redesign and expansion of the former Firefighter Career Access Program
(FCAP) to better leverage CTS processes and eliminate duplication in the
application processes is underway. FCAP processes will be optimized to include all
TFS entry level positions;
• A comprehensive review of TFS recruitment selection matrices and related
processes is underway;
• Commissioned kick-off meetings with our partners (TESS, HR, EDHR);
• Research on best practices is under development (outreach and recruitment); and,
• The TFS Inclusion Plan Working Group, which includes a broad cross-section of
TFS staff, has been commissioned in partnership with the TPFFA.
Next steps in the development of the TFS Inclusion Plan include:
• Leverage existing TFS staff and resources to increase focused community outreach
with the primary goal of increasing the number of Toronto residents applying for
careers with TFS;
• Review the Toronto Police Service Ambassador Program and identify opportunities
to leverage current staff to champion outreach activities;
• Undertake comprehensive recruitment process reviews to ensure equitable and
transparent practices are in place;
• Review of Ipsos Reid survey results related to the marketing of information;
• Identify opportunities to better leverage communication tools and social media; and,
• Develop surveys and focus group discussion topics to engage potential candidates.
Over the next several months, TFS will work with our partners to define success
measures, finalize data collection tools that will be used from the initial outreach contact
through recruitment, hiring and continued employment, and refresh outreach materials
and website content.
TFS anticipates presenting a detailed TFS Inclusion Plan to the Community
Development and Recreation Committee by the end of the second quarter of 2017.
TFS Inclusion Plan
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CONTACT
Toni Vigna
Division Chief
Tel.: (416) 338-9550
E-mail: [email protected]
Mary Lorenzoni
Policy and Planning Advisor
Tel.: (416) 338-9026
Email: [email protected]
SIGNATURE
Matthew Pegg
Fire Chief & General Manager, Fire Services
TFS Inclusion Plan
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