Equity and Inclusion Lens

When should I use the Equity and Inclusion Lens and Handbook?

Use the Equity and Inclusion Lens and Handbook when developing new initiatives to avoid excluding certain groups. During planning for a new project, program or policy, the Lens will help you become aware of potential impacts of exclusion to certain groups, and help remedy this unintentional barrier.

Use the Lens to review and improve existing programs, and services.  Using it can help identify potential areas of exclusion in various programs, services, initiatives and policies and help identify ways to reduce and eliminate these barriers to inclusion.  With this knowledge, the needs of equity seeking groups are incorporated into new or existing programs and services.

Using the Lens can support and enhance existing and future relationships within the community, and ensure that future programs and services are relevant and inclusive.

Consider Diversity

Recognizing diversity within ourselves and others can help us understand how multiple factors influence the way we provide services, design policies and programs, or interact with staff and residents.  Diversity is dynamic, and can change over time with new populations moving to the community.  Keep this in mind when planning periodic reviews to ensure that programs and services stay current with the population it serves.

Check Assumptions

When we question our own ideas, beliefs and biases, we can open up to new ways of understanding historic perspectives that contribute to systemic barriers. Keep in mind it is possible to identify with more than one group, and that individual traits make each person unique. Broadening our view will welcome more diverse perspectives for more inclusive projects.

Ask About Inclusion

By always asking three questions, we can thread equity and inclusion throughout our work.

1. Who is not included in the work that I am doing?
2. What could contribute to this exclusion?
3. What can I do differently to ensure inclusion?

The following section includes questions related to the Strategic Directions contained within the City of Oshawa’s Diversity and Inclusion Plan.

Consider these questions to help align your work with the Plan.

Leadership

• What steps have been taken to create respectful and inclusive environments for coworkers, volunteers and community members of equity seeking groups?
• How are policies and procedures reviewed and addressed to ensure that they do not unintentionally limit participation by those who have barriers?
• What support systems are in place to ensure that harassment and discrimination is addressed effectively and in a timely manner?
• How are equity seeking populations supported to acquire experience for advancement?
• How is equity and inclusion incorporated into staff performance reviews and branch business planning?
• How are all departments engaged in fostering the goals of the Diversity and Inclusion Plan towards inclusion and equity of all staff?
• How is equity incorporated in procurement and outsourcing?

Community Engagement and Participation

• What approaches and outreach opportunities could ensure that everyone, including persons from equity seeking groups is able to participate?
• What opportunities could be created to support those voices that are least likely to be heard?
• Is our work team representative of the diversity of the Oshawa population we serve? How can we bring the missing perspectives to the table?
• Is plain language being used to ensure the message is easily understood by diverse audiences?
• What else can be done to support engagement (transportation, child care, translation services, multiple formats, accessible location etc.)?
• How can we make the environment welcoming to participants who may be reluctant to participate and share their views?

Community Development

• How do we ensure that equity groups are consulted and involved in program development?
• How are long term needs of residents from all equity groups considered in long term planning? (e.g. aging populations, new cultural groups moving to Oshawa, retention of students populations)
• How can promising practices by leading equity municipalities be adopted to expedite development of inclusive programming and services?
• How are diverse populations engaged in policy and program development?
• How can community development positively impact the engagement of residents in the everyday business of the City?

Human Resource Development

• How do the employees and volunteers reflect the residents of Oshawa? How can representation be improved?
• Do job requirements and selection criteria unnecessarily limit who would qualify (e.g. driver’s licence for jobs that do not require driving)?
• How can job postings be easily accessible by equity seeking groups? How can we connect with audiences that we have not yet reached?
• What efforts are made to ensure a diverse panel for interviews?
• How can we be responsive to candidates whose interview behaviours are different from what we expect, but still have the skills to do the job?
• How are equity experiences built into job descriptions to attract a broader representation of community members?

Education and Awareness

• Have all possible target audiences been considered? Which equity seeking groups are at risk of being excluded?  How can that be addressed?
• What strategies are needed to reach equity populations (stakeholders, newspapers, social media, and direct invitation)?
• How does messaging intentionally foster inclusion, respect and equity?
• Are terms accessible to those who have cultural differences and abilities?
• Has translation and/or interpretation been considered?
• Are images used representative of all Oshawa residents?

Assessment and Accountability

• How are the initiatives reflective of the needs of diverse populations? How are we measuring what is important to different populations?
• What data would help us understand communities that face systemic barriers?
• Who else needs to be consulted to be positively impacted by our efforts?
• How does reporting include findings on specific equity and inclusion concerns?
• How will we report findings to those involved in the initiatives?

The content below includes questions intended to help inform your writing to make it more inclusive. Use the guidelines when creating or reviewing materials.  Consider these questions when you are writing a policy, webpage content instructions, training materials, speaking notes, bullet points for a news release, social media messages or a report, etc. Your focus will vary depending on your audience.

The Inclusive Writing Guidelines can help to ensure that the broadest possible audience is engaged. The guidelines can also be used hand in hand with the City of Oshawa Inclusive Language Manual to access more background on different equity seeking populations, a broad glossary of terms, and direction for further research.

Before you write, consider the following questions.  After you have completed a draft, revisit these questions and have another read with inclusion in mind. This practice will broaden the reach of your materials, and serve to include all members of our community.

The Guidelines draw your focus to consider: who is included; who is excluded; and is the writing respectful. 

How can you make your writing gender neutral?

Use broad terminology to welcome a diversity of people.  Challenge assumptions that your topic is only relevant to one gender (e.g. only men are interested in a certain sport, or job). Avoid using gendered pronouns that exclude others. Instead of he or him, or she or her, consider more inclusive terms such as they or their, or use names or titles. The use of “he/she” still excludes transgender members of the community.

How can you use a variety of examples to represent the diversity of the population served?

Include examples and/or images of people from a variety of abilities, cultures, and ages, etc., in order to be inclusive of all members in the community.  Ensure your examples are varied and refreshed regularly.  Consider what populations are not portrayed.  Consider who is active or passive. Be mindful to avoid stereotypes and aim to portray people in a positive light that promotes inclusion.

How can you ensure that references reflect how individuals want to be described?

Consider using terms that come directly from the individual or equity seeking group, rather than speaking as an outsider.  What might be common terminology for you may not be respectful from another’s point of view.  Invite feedback and include your audience in the wording choice when you are unsure about appropriate language.

How can you make your document more easily accessible?

If you are writing a public document, consider simplifying language in order to include those who may not have English as their first language, or for those with literacy challenges.  For example, web standards are generally written at a Grade Five level for comprehension.  Clear and simple terminology invites more people to be part of your audience.

What can you do to bring more clarity to your writing?

Avoid the use of acronyms, abbreviations, or terms that are used exclusively by an inside group.  Choose words that are descriptive to illustrate your ideas.  Provide relevant background when using an example so that more people can relate to your statement.  For example, assuming everyone knows the rules when describing an activity can leave out people who are not familiar.

How can you be more respectful in your descriptive terminology?

Stay clear of stereotypes, colloquialisms, or metaphors.  Meaning is not the same for all people as language and culture influences interpretation. For example, “walk a mile in your shoes” does not translate well for cultures where it is disrespectful to wear someone else’s shoes.

How does your writing increase opportunities and remove barriers?

Invite others when doing research for a writing project.  This broader participation increases opportunities and reduces isolation for groups that have not been included in the past.  Think about who is excluded in your materials and aim to include them where relevant. Ask the group you are including for feedback on your project to ensure you represent them appropriately.