Chapter 1: Introduction

1.1 Background and Rationale for the DEI PolicyRefugee Pathways & Integration Canada (RefPIC) is deeply committed to fostering a culture of diversity, equity, and inclusion. These principles form the cornerstone of our mission to empower refugees, displaced persons, and marginalized communities globally. Recognizing that every individual’s unique background and experiences contribute to a richer, more innovative organization, RefPIC ensures its workplace and programs are reflective of these values.

The DEI Policy is designed to eliminate systemic barriers and biases, promote equitable opportunities, and create an inclusive environment where all voices are heard and respected. As a humanitarian organization, RefPIC acknowledges its responsibility to model these principles within its workforce and across its operations.

1.2 Commitment to Diversity, Equity, and InclusionRefPIC’s commitment to DEI is woven into its operational fabric. This includes:(a) Actively promoting diversity in recruitment, program design, and stakeholder engagement.(b) Ensuring equity by addressing systemic imbalances in access to resources, opportunities, and representation.(c) Fostering an inclusive environment where all individuals—regardless of race, gender, age, disability, sexual orientation, or other protected characteristics—feel valued and supported.

This commitment is underpinned by RefPIC’s adherence to national and international frameworks, including human rights laws and the Global Compact on Refugees.

Chapter 2: Purpose and Scope

2.1 Objectives of the DEI PolicyThe DEI Policy is established to achieve the following objectives:(a) Create a workplace and operational framework that is free from discrimination and biases.(b) Enhance the inclusivity of programs and initiatives to reflect the diverse needs of the populations served.(c) Promote equity by ensuring fair resource allocation, decision-making processes, and opportunities for all stakeholders.

This policy also aims to embed DEI principles in every facet of RefPIC’s operations, from internal policies to external engagements.

2.2 Applicability to Programs and WorkplaceThe DEI Policy applies to all areas of RefPIC’s operations, including:(a) Internal workplace practices, such as recruitment, training, and employee relations.(b) Program design, implementation, and service delivery, ensuring that beneficiaries’ diverse needs are met inclusively.(c) Collaborations with partners, donors, and stakeholders to uphold DEI standards across all engagements.

It is mandatory for all staff, volunteers, and partners to understand and adhere to the DEI Policy, ensuring alignment with RefPIC’s mission and values.

Chapter 3: Definitions of Diversity, Equity, and Inclusion

3.1 Key Definitions and ConceptsRefPIC uses the following definitions to guide its DEI efforts:(a) Diversity: The presence of differences within a group, including but not limited to race, gender, ethnicity, age, sexual orientation, physical abilities, and socioeconomic status.(b) Equity: The practice of ensuring fairness and justice in processes, systems, and resource distribution to address systemic inequalities.(c) Inclusion: Creating environments where all individuals feel welcomed, valued, respected, and able to fully participate.

These definitions serve as the foundation for integrating DEI into RefPIC’s policies and practices.

3.2 Protected CharacteristicsRefPIC recognizes the following protected characteristics under its DEI Policy:(a) Race, ethnicity, and national origin.(b) Gender identity and expression.(c) Age and generational diversity.(d) Physical and mental abilities.(e) Sexual orientation.(f) Religion, beliefs, and cultural practices.(g) Socioeconomic background.

The organization commits to actively safeguarding these characteristics against discrimination, ensuring that all individuals can participate and thrive in its operations.

Chapter 4: Principles of Diversity, Equity, and Inclusion

4.1 Embracing Diversity in the Workplace(a) RefPIC recognizes that diversity strengthens organizational effectiveness and enriches workplace culture. It is committed to creating a workforce that reflects the diverse communities it serves.(i) Recruitment strategies will prioritize reaching underrepresented groups, ensuring equitable access to opportunities.(ii) Employee resource groups (ERGs) will be established to support diverse identities and foster inclusion.

(b) RefPIC values diversity not only in its workforce but also in its leadership. It will actively work to dismantle barriers to leadership opportunities for marginalized groups.(i) Leadership training programs will include modules on unconscious bias and fostering diversity.

4.2 Promoting Equity Across Programs(a) Equity is integral to RefPIC’s program design and delivery. This includes assessing systemic barriers that prevent equitable access to services and implementing corrective measures.(i) Needs assessments will be conducted to identify gaps in service delivery for marginalized groups, ensuring tailored interventions.(ii) Resources will be allocated proportionately to address disparities within vulnerable populations.

(b) Equity-focused key performance indicators (KPIs) will measure the success of initiatives aimed at reducing disparities.

4.3 Fostering an Inclusive Environment(a) RefPIC is dedicated to creating an inclusive environment where all stakeholders—employees, volunteers, beneficiaries, and partners—feel valued and respected.(i) Regular training on cultural competence and inclusive practices will be provided to all staff and volunteers.(ii) Feedback mechanisms, such as anonymous surveys, will ensure everyone has a voice in improving inclusivity.

(b) Inclusive practices will extend to communication strategies, ensuring all materials are accessible and culturally sensitive.

Chapter 5: Anti-Discrimination and Equal Opportunity

5.1 Zero Tolerance for Discrimination(a) RefPIC maintains a zero-tolerance policy for any form of discrimination, harassment, or exclusion based on protected characteristics.(i) Clear guidelines will define unacceptable behaviors and the consequences for violations.(ii) Immediate and impartial investigations will be conducted for any reported incidents.

(b) Discrimination prevention will be a priority in all areas of operation, including hiring, promotions, and service delivery.

5.2 Equal Opportunity Employment Practices(a) RefPIC is committed to providing equal employment opportunities to all individuals, ensuring that hiring and promotion decisions are based solely on merit and qualifications.(i) Job postings will use inclusive language and avoid criteria that may unintentionally exclude marginalized groups.(ii) Hiring panels will undergo bias training to ensure fair candidate evaluations.

(b) Affirmative action policies will be explored to promote equitable representation in the workforce, particularly in leadership roles.

Chapter 6: Recruitment and Hiring Practices

6.1 Inclusive Recruitment Strategies(a) RefPIC will adopt recruitment practices that prioritize diversity and inclusivity. This includes expanding outreach efforts to ensure job opportunities reach underrepresented communities.(i) Partnerships with community organizations will help identify diverse candidate pools.(ii) Recruitment materials will highlight RefPIC’s commitment to DEI, ensuring that candidates understand its inclusive workplace culture.

(b) Hiring policies will incorporate specific targets for diversity representation, aligning with the organization’s DEI objectives.

6.2 Addressing Bias in Hiring(a) RefPIC will implement procedures to identify and mitigate unconscious biases in the hiring process.(i) Structured interview questions will ensure consistency and fairness in candidate evaluations.(ii) Blind resume screening will be introduced where feasible to focus on qualifications rather than personal characteristics.

(b) Continuous training for hiring managers will emphasize the importance of objectivity and equity in recruitment decisions.

Chapter 7: Training and Capacity Building

7.1 Mandatory DEI Training for Staff(a) All employees and volunteers will be required to participate in regular training sessions on diversity, equity, and inclusion. These sessions will focus on:(i) Understanding systemic discrimination and its impact on marginalized communities.(ii) Developing cultural competence to navigate diverse work environments.

(b) RefPIC will employ a mix of in-person workshops and online modules to ensure accessibility and flexibility for all staff.

7.2 Awareness Programs for Volunteers and Partners(a) Awareness programs will be designed to educate volunteers and external partners about RefPIC’s DEI standards and their role in upholding them.(i) Orientation sessions for new volunteers will include comprehensive DEI training.(ii) Partner organizations will be encouraged to adopt similar DEI principles in their operations.

(b) Awareness initiatives will include storytelling and case studies that highlight the positive impact of DEI on organizational success and community well-being.

Chapter 8: Program Implementation and Service Delivery

8.1 Ensuring Inclusivity in Program Design(a) RefPIC is committed to designing programs that address the unique needs of diverse populations, ensuring no group is excluded or underserved.(i) Community consultations will be conducted during the planning phase to understand the specific needs of marginalized groups.(ii) Programs will incorporate universal design principles to ensure accessibility for individuals with disabilities and other vulnerabilities.

(b) DEI metrics will be integrated into program objectives to measure inclusivity and equity in service delivery.

8.2 Monitoring DEI Standards in Service Delivery(a) RefPIC will establish mechanisms to monitor and evaluate the adherence to DEI standards in program implementation.(i) Regular feedback from beneficiaries will inform adjustments to ensure equitable access and participation.(ii) Independent audits will assess the effectiveness of DEI measures in achieving program goals.

(b) Partnerships with local organizations will enhance the cultural relevance and inclusivity

Chapter 9: Addressing and Reporting Discrimination

9.1 Reporting Mechanisms for Discrimination Cases(a) RefPIC ensures accessible, confidential, and secure channels for reporting discrimination or exclusion incidents, empowering employees, volunteers, and stakeholders to come forward without fear.(i) Reporting channels include designated email addresses, phone lines, and in-person reporting to a DEI Officer or committee.(ii) Anonymous reporting options will be available to encourage reporting, with clear assurances of confidentiality and follow-up.

(b) The DEI Officer or committee will oversee the reporting process to maintain transparency and impartiality.(i) Complaints will be acknowledged promptly, and the complainant will be informed about the subsequent process.(ii) All reports will be recorded and stored securely to maintain confidentiality and comply with legal standards.

9.2 Procedures for Handling Complaints(a) Complaints will be addressed promptly and fairly, ensuring that all parties involved are treated with dignity and respect.(i) Upon receiving a report, the DEI Officer or committee will conduct a preliminary assessment to determine the course of action.(ii) If necessary, an independent investigation team will be formed to gather evidence, conduct interviews, and ensure unbiased findings.

(b) Resolutions will align with RefPIC’s zero-tolerance policy for discrimination.(i) Substantiated complaints may result in disciplinary actions, such as warnings, suspensions, terminations, or the termination of partnerships.(ii) Restorative measures, such as mediation or additional training, may be implemented to address underlying issues.

(c) Retaliation against complainants is strictly prohibited.(i) Individuals reporting discrimination or participating in investigations will be safeguarded through appropriate protective measures.(ii) Legal or emotional support resources will be made available to all affected parties.

Chapter 10: Monitoring and Evaluation of DEI Efforts

10.1 DEI Metrics and Performance Indicators(a) RefPIC will implement measurable indicators to track the success and impact of its DEI initiatives.(i) Metrics will include data on workforce diversity, promotion equity, and participation rates in DEI training programs.(ii) Community feedback from beneficiaries and stakeholders will also serve as a qualitative measure of inclusivity.

(b) Annual DEI reports will be published to ensure transparency and demonstrate progress toward diversity, equity, and inclusion goals.(i) These reports will highlight achievements, challenges, and areas requiring improvement.(ii) Stakeholders will be invited to review and provide input on these reports to foster accountability.

10.2 Regular Audits and Assessments(a) Periodic audits will evaluate the implementation of DEI practices in workplace policies, recruitment processes, and program delivery.(i) Internal assessments will be conducted quarterly to ensure compliance with established DEI standards.(ii) External audits may be commissioned to provide unbiased evaluations and identify gaps in the policy framework.

(b) Continuous improvement will be encouraged through feedback loops and lessons learned.(i) Feedback from staff, volunteers, and beneficiaries will inform updates and revisions to DEI policies.(ii) Best practices from other organizations will be reviewed and integrated into RefPIC’s strategy to maintain alignment with global DEI standards.

By maintaining robust monitoring and evaluation mechanisms, RefPIC ensures that its DEI efforts are effective, sustainable, and aligned with its mission of fostering diversity, equity, and inclusion across all operations.

Chapter 11: Roles and Responsibilities

11.1 Organizational Roles in Promoting DEI(a) RefPIC’s leadership, including the board of directors and senior management, will actively champion DEI principles across all organizational functions.(i) Develop and approve policies that uphold diversity, equity, and inclusion.(ii) Allocate resources for DEI initiatives, including training, audits, and program adjustments.

(b) The Human Resources Department will oversee the implementation of DEI practices in recruitment, training, and workplace culture.(i) Ensure compliance with DEI-related policies and legal requirements.(ii) Provide regular updates on DEI progress to leadership.

11.2 Individual Responsibilities(a) All employees, volunteers, and partners are expected to actively contribute to a culture of inclusivity and equity.(i) Attend mandatory DEI training sessions.(ii) Report incidents of discrimination or exclusion through established reporting mechanisms.

(b) Managers and team leaders will be responsible for fostering an inclusive environment within their teams.(i) Encourage open discussions about diversity and inclusion.(ii) Address bias or discrimination immediately and effectively.

Chapter 12: Review and Continuous Improvement

12.1 Policy Review Schedule(a) RefPIC will conduct a comprehensive review of its DEI policy every two years to ensure its relevance and effectiveness.(i) The review will include input from staff, volunteers, partners, and beneficiaries to capture diverse perspectives.(ii) Outcomes of the review will inform updates to address emerging challenges and opportunities in DEI practices.

12.2 Incorporating Feedback and Best Practices(a) Feedback from internal and external stakeholders will be systematically gathered through surveys, focus groups, and program evaluations.(i) Suggestions for improvement will be documented and reviewed by the DEI committee.(ii) Lessons learned from past initiatives will shape future policies and programs.

(b) RefPIC will benchmark its DEI practices against industry standards and best practices.(i) Collaborate with peer organizations to share insights and strategies.(ii) Adopt innovative approaches to enhance DEI efforts continuously.

By embedding a culture of review and improvement, RefPIC ensures that its DEI efforts remain impactful and aligned with evolving societal and organizational needs.