Staff Census

A Foundational Equity Tool

A Staff Census is a voluntary and confidential survey designed to collect demographic information from each employee in your organization. It provides a clear picture of which equity-deserving groups are represented and where gaps may exist compared with the community served. It’s the first step to identifying barriers to hiring, advancement, and full inclusion of the equity-deserving groups.

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Data is critical for informed decision-making. A Staff Census provides the data your organization needs to identify gaps and measure your progress towards your equity, diversity, and inclusion goals. It can identify gaps in representation among groups who have historically faced systemic barriers in the labour market, including women, racialized people, Indigenous Peoples, persons with disabilities and 2SLGBTQ+. It can also capture broader information about your workforce and your organization’s capacity to serve an increasingly diverse client population.

Our process is easy, fast, and secure. We collect and analyze sensitive workforce data, supporting your ability to build strategies with confidence.

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Equity Empowered
by Accurate Workforce Data

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Reliable Data Starts with
Strong Participation

Accurate workforce data depends on strong participation from your employees. We aim for a 100% survey distribution rate and 80% response rate. These goals are aligned with benchmarks established by the Canadian Human Rights Commission for valid workforce data.

We support your team with a rollout plan and practical tools to boost engagement. When employees understand the purpose of the survey, how the data will be used, and how the confidentiality of their responses will be maintained, they are more likely to participate in the census. Higher participation rates provide a more accurate picture of your workforce, giving you a Staff Census that can become the foundation for your equity, inclusion, and diversity strategies.

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Tools For Your Staff Census

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Online Census Tool

Our online census tool provides a secure and user-friendly way to conduct your Staff Census. Employees can complete the survey from any location and any device, making participation convenient for everyone and increasing the response rate. Our tool is also fully accessible, ensuring everyone is included.

For those without computer access or who prefer a traditional format, we offer paper-based surveys. This flexibility ensures that every team member can participate comfortably.

Communication Tools

We offer a range of customizable communications tools to help you engage with employees, including email templates, posters, newsletter content, and speaking notes for managers. Each resource is designed to make rollout simple and smooth.

We can support you by developing an external website or content for your intranet. This hub can serve as a one-stop destination where your employees can learn about the purpose of the Staff Census, understand how their privacy is protected, and find answers to frequently asked questions.

Staff Census Infographic and Report

We analyze and summarize the Staff Census results into an infographic and report to identify key trends and issues, and make recommendations for change.

Each report includes easy to understand analysis and recommendations to inform your organization’s policies, strategies, and initiatives, including mentoring programs, professional development, recruitment and succession planning.

Designing Your Staff Census Together

We collaborate with your Human Resources team, EDI Team, and staff Advisory Committees to co-develop the Staff Census questions and survey administration strategy. With our experience in equity-informed data collection, our team ensures compliance with privacy legislation and Human Rights Commission guidelines.

We guide you through the key decisions that impact survey success so you can gather quality data that supports meaningful analysis and sustainable equity, diversity, and inclusion initiatives. We understand the implications of these decisions, and stay available throughout the process to explain how each decision will influence survey rates, response rates, and the depth of analysis possible.

If you’re required to comply with the federal Employment Equity Act or Federal Contractors Program, we’ll ensure compliance with federal requirements without compromising your organization’s unique goals. Our role is to be your guide and partner, making complex requirements feel manageable.

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We make this process straightforward, secure, and tailored
to your organization, turning data into a roadmap for change.
Are you ready to begin your Staff Census journey?