Disaggregate Employment Equity Census

Disaggregated data refers to identifying sub-groups or sub-categories within a broad “aggregate” group.

The additional level of detail from the disaggregated census data provides a deeper layer of analysis that helps to uncover more information about the experience of individuals and show disparities that may not be so obvious within the aggregate groups.

The nuanced data will enable a better understanding of the workforce and provide additional information for advancing equity, diversity, inclusion and belonging in the McMaster community. This would better position McMaster as an Employer of Choice.

Furthermore, the transition to disaggregation on the Employee Census is aligned with the Student Census, which will allow for comparative analysis across both groups (employees and students). It is important for the diversity of the student body to also be reflected in the workforce, because students (including those currently employed by the university) are also potential future McMaster employees.

There are new questions on Population Groups, Sexual Orientation (description) and Religion or Creed. Enhancements have also been made to existing questions on Indigenous Peoples (First Nations, Métis and/or Inuit), Two-Spirit identity, Disabled Persons or Persons with Disabilities, Women, and Gender Diversity.

• Alignment with the Employment Equity Act and guidelines from Statistics Canada, to allow for comparative analysis with the labor market data in Canada.
• Alignment with existing institutional diversity surveys at McMaster to allow for continued trend analysis based on historical data, and comparative analysis across the various groups (students, employees, and job applicants).
• Respect, inclusivity and psychological safety in the design and language of the questions, in recognition of the complexities and sensitivities with self-identification.
• Community engagement and input – It was of utmost importance that key stakeholders and members of the McMaster community were engaged and given the opportunity to provide input and feedback on the design and implementation of the revised census.

The Employment Equity team in Human Resources Services engaged with senior leaders, key stakeholders groups and community partners including the Indigenous Education Council, Employee Resource Groups (ACFAM, BIRS ERG, EAN), Employee Group Representatives, the Equity & Inclusion Office, Measurement of Equity and Inclusion Within the FHS Working Group, Employment Equity Facilitators, subject matter experts and interested community members to review the draft questions and provide feedback through a combination of individual meetings, facilitated group discussion sessions, and various mechanisms for asynchronous feedback.

Following these initial consultations, we launched engagement sessions for the broader McMaster community to learn more about the census questions, data collection and use of this information to support evidence-based decision making. Through facilitated discussions, we provided further information about the launch of the disaggregate census initiative and faculty and staff (including interim and student employees) were invited to contribute to the design and implementation of the disaggregate census.

Further revisions and enhancements were made based on feedback received, and a final draft of the questions was shared with the broader McMaster community. All employees were invited to share any additional questions, comments, or concerns through an anonymous survey or by contacting the Employment Equity team.

The overall implementation of the revised census was a very iterative process based on consultations and feedback from our community, and we would like to extend our sincere thanks and appreciation to everyone who participated and contributed to this process.

Most of the categories have been selected in direct alignment with the Employment Equity Act and current guidelines from Statistics Canada, to allow for comparative analysis with the labor market data in Canada. In some cases, additional (or enhancements to existing) categories were informed by feedback from consultations with key stakeholders in the McMaster community.

The disaggregated categories are designed in a manner that aims to collect additional information to enable more nuanced analysis, but not so specific or granular to the extent that the survey may become cumbersome or confusing for respondents – which could result in lower census completion rates.

However, self-identification within these broad categories could be complex and individuals may describe themselves differently from the listed options.

In recognition and acknowledgement of these sensitivities, there is an opportunity provided to specify a group(s) that better describes how the individual chooses to self-identify, if a suitable option is not included on the list.

• Each self-identification question provides the option to select “Another [applicable Identifier] not listed: ____” and respondents may specify by filling in the blank
• Each self-identification question also provides the option to select “Prefer not to answer” as a response

You can also update your previous responses at any time.

Consultations with the McMaster community showed that individuals have varying levels of comfort with disclosure, particularly for identities that are sensitive in nature. Taking this into consideration, these questions were intentionally designed in a tiered manner that allows the flexibility to disclose as much or as little information based on individual preference, and not place anyone in a position where they may feel constrained to disclose or provide a detailed response about their identity.

For example, someone may self-identify on the census as part of the LGBTQIA+ community by answering “Yes” on the applicable question, without necessarily specifying which identity. For someone else who is more comfortable with disclosure, they have the option to be more specific in the subsequent question. In both cases, the university would have the information about individuals who identify as part of this community, irrespective of the additional detail around which specific identity.

If the data collection was consolidated in a single question, an individual who is not comfortable with disclosing their specific identity may just select “Prefer not to answer”, and then the university has no information at all.

This approach of layering the question(s) in two or more parts, as applicable, creates a balance of providing flexibility and psychological safety for respondents, while reducing the possibility of having less data for reporting and analysis because of the specific nature of the data now collected due to the transition from aggregate to disaggregate information.

In alignment with McMaster’s student census and ongoing efforts to further advance inclusion and belonging, the census also collects data on Religion or Creed.

This information can help the University to develop employment equity strategies that eliminate additional barriers to employment. The information is reported in an anonymized aggregate form at an institution-wide level only.

This data will help to evaluate the potential impact of religious identity in the workplace. It will also inform additional programming and supports to foster inclusion and belonging in the McMaster community.

Great care has been taken to ensure the options for self-identification on each question are as inclusive as possible, and individuals have complete autonomy on how they choose to self-identify based on the categories or groups provided.

However, self-identification within these broad categories could be complex and individuals may describe themselves differently from the listed options.

In recognition and acknowledgement of these sensitivities, there is an opportunity provided to specify a group(s) that better describes how the individual chooses to self-identify, if a suitable option is not included on the list.

• Each self-identification question provides the option to select “Another [applicable Identifier] not listed: ____” and respondents may specify by filling in the blank
• Each self-identification question also provides the option to select “Prefer not to answer” as a response

Based on the scope and complexity of changes, as well as the availability of new technology with additional functionality and features that would enhance the experience of completing the census in Mosaic, the technical solution selected for implementation was to develop a new census instead of changes to the existing census. This was the preferred approach so as to avoid adverse impact on data quality and mitigate further complexities with reporting and analysis afterwards.

As a result, it has become necessary for ALL employees (including those who have previously engaged with the census in any capacity) to provide a response on the new census after it is launched (in Fall 2023) in Mosaic.

Your support in ensuring the university has current and up-to-date information by participating in this initiative is very much appreciated.

Note the data from the now-previous census is still securely stored and kept for historical reporting and trend analysis.

The census now collects additional information on self-identification as a result of the transition to disaggregated data. For applicable questions, the response in those areas requesting additional information would effectively be blank/incomplete, or default to a “No”, which may not necessarily be how the individual self-identifies. This has a direct impact on data quality and compromises the accuracy of reporting and analysis.

Furthermore, there were enhancements made and further clarifications, as needed, to the language and other aspects of the census that could have an impact on previous responses. This makes it critical for employees to engage with the revised census, because it is a great opportunity to review and ensure their previous responses are up to date and provide the disaggregate information now being requested.

Responses from the previous census were not transferred to the new census, due to considerations for data quality and other factors as noted. Your support in ensuring the university has current and up-to-date information by participating in this initiative is very much appreciated.

The census now collects additional information on self-identification as a result of the transition to disaggregated data. For more accurate reporting and analysis, it is essential for employees to indicate a response on the additional questions (note that selecting “Prefer not to answer” is a valid response), and ensure their previous responses are still accurate or update as necessary based on the enhancements and further clarifications on existing questions.

Responses from the previous census were not transferred to the new census, due to considerations for data quality and other factors as noted. Your support in ensuring the university has current and up-to-date information by participating in this initiative is very much appreciated.

• Should you wish to opt out of completing the census, please select “No” on the “Do you want to complete the census” question

Responses from the previous census were not transferred to the new census, due to considerations for data quality and other factors as noted. Your support in ensuring the university has current and up-to-date information by participating in this initiative is very much appreciated.

• If you do not wish to answer a specific question, please select “Prefer not to answer” as a response

We do not anticipate significant changes to the Applicant Diversity Survey at this time. However, the survey will be reviewed to ensure alignment with the new disaggregated census and explore opportunities for enhancements. Any revisions or updates as determined necessary will unlikely be to the same extent as the changes to the Employment Equity Census.