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DEIA Templates and Guides

​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​Disclaimer: The resources provided on this website are meant to educate the user on various DEIA-related topics; they are not to be interpreted as a directive from or policy of the California Department of Human Resources (CalHR). Always consult with your department’s leadership, human resource office, and/or in-house counsel before adopting any of the ideas expressed on this website. Many resources link to third-party websites that are not under the control of CalHR. CalHR is not responsible for the contents of any third-party sites, links in third-party sites, or any changes or updates to third-party sites.


Purpose: Use the sample templates and guides to streamline processes, ensure consistency, and improve efficiency within your Department. Remember to implement a version control system to ensure everyone uses the latest version.

​​TEMPLATES

​Asterisks denote recently added resources​


DEIA Pulse Survey Template


A great way to decide where your department wants to go on its DEIA journey is to find out where it currently stands. The DEIA Pulse Survey template is a good tool to assess​ how employees feel about the department's culture related to DEIA. Download the Word document template and make it your own! ​
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Pro tips: 

  • Keep the survey anonymous for more participation.
  • Run the survey by your department's leadership team before launching it.
  • Refrain from open-ended questions as it leaves room for people to make complaints, such as EEO or workplace bullying. If the survey is anonymous, it is nearly impossible to follow up with the complainant.
Image of "DEI Pulse Survey" Template​
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​How to Add Pronouns to an Email Signature Block

  1. In Microsoft Outlook click “File.”

  2. Click “Options.”

  3. When the options box opens, click “Mail.”

  4. On the mail screen click “Signatures.”

  5. On the signatures and stationary box click “New.”

  6. A dialog box should appear where you can type in the name for your signature, then click “Ok.”

  7. In the “Edit Signature” field type your signature in accordance with your department’s style guide.
    1. Example: ID pronouns
  8. On the same line as your name, type your pronouns in parenthesis
    1. Example: Jane Doe (She/Her/Hers)
  9. To bring more awareness to the topic of pronouns, add a website that informs the reader, such as Pronouns.org​.*​

  10. To do this, go to the website that you choose, highlight the web address and copy it.

  11. Return to editing your signature, click the “Insert Link” icon in the edit signature box.

  12. The “Insert Hyperlink” dialogue box should open, in the “Text to display” field type: ‘Learn more about pronouns.’

  13. In the “Address” field paste the web address, your link should appear as shown in the example below.
    1. Example: Jane Doe (She/Her/Hers) (Learn more about pronouns.)
  14. Click “Save.”

  15. In the “Choose default signature” section, select the name of the signature you just created for “New messages”, this way every new message you begin will include the pronouns signature.

  16. Repeat the step 16 if you want the apply the signature to “Replies/forwards.”

  17. Click “Ok.”​
*DISCLAIMER: Third party sites are not under the control of CalHR. CalHR is not responsible for the contents of any third party sites, any links contained in third party sites, or any changes or updates to third party sites.
​​GUIDES

​​​Asterisks denote recently added resources.​​


Inclusive Language Guide​

Overview

This guide provides key considerations and resources to use inclusive language in the work place.

Inclusive Language: 

Considerations and Resources​

​

Inclusive language refers to word choices that avoid excluding groups of people especially based on factors like gender, race, ethnicity, sexual orientation, disability, or age. Using inclusive language is just one part of advancing Diversity, Equity, Inclusion, and Accessibility (DEIA) efforts, but has many benefits. Inclusive language highlights the value of social and cultural diversity. It promotes equity by using words that have a positive impact. Inclusive language also contributes to an inclusive, accessible environment where everyone can take part and feel a sense of belonging.

In general, inclusive language is:

  • Accessible
  • Gender-neutral
  • Person-first
  • Welcoming​​

​Here are three considerations when using inclusive language. You can also review the resources below for more information. Check with your department's Equal Employment Office (EEO), Legal team, and/or Human Resources Office before putting any of these considerations into practice.

Considerations 

  • Commit to Organizational Development - Provide professional development learning opportunities in cultural humility such as Implicit Bias, DEIA, and EEO trainings.

  • Be Responsive and Accountable - Engage focus groups made up of staff, stakeholders, and the public who can inform the department of exclusionary or culturally insensitive language.

  • Take Action - Review internal and external department communication for instances of exclusionary or culturally insensitive language. Revise communications to include culturally sensitive and inclusive language. Some examples are listed below; see the Work​ Hu​man resource for additional examples.

Examples

  • Accessible - When discussing race, ethnicity, culture, etc., ensure the audience approves of the terms used. For example, use “underrepresented" instead of “minorities"
  • Gender-neutral - When referring to a title or position, avoid gendered terms. For example, use “police officer" instead of “policeman"
  • Person-first - When communicating about a group with disabilities, focus on the people. For example, use “persons with disabilities" instead of “disabled people"
  • Welcoming - When communicating with a general audience, avoid terms that may exclude and make some feel unwelcome. For example, use “the public" instead of “Americans"

Resources  

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Plain Language Guide​​

This guide provides key considerations and resources to use inclusive language in the work place.


Plain Language: 

Best Practices and Resources​​

Overview

Plain language makes government communications easy to read and understand. California law (Government Code 6219) requires state agencies to use clear, simple language. This includes all communications from state agencies.

The Office of Data and Innovation (ODI) created California's statewide plain language equity standard. The standard:          

  • Helps state workers understand what “plain language" means    
  • Defines what is expected of state agencies    

You can find plain language training, tips, and tools at ODI's Inno​vation Hub.

The California Department of Human Resources (CalHR) created this list of plain language best practices. Before applying these practices, consult with your department.​

Best practices

  • Choose words that are common and easy to understand. Avoid jargon, technical terms, and complex words.
  • Keep sentences as short as you can. Aim for no more than 20 words long. Short sentences are easier to read. They are also easier to understand.
  • Organize the content well. Present information in a logical order. Use headings, subheadings, and bullet points. They break up the text and guide the reader.
  • Be concise. Remove unnecessary words. Get straight to the point to make your message clear and concise.
  • Define abbreviations and acronyms. The first time you use one, spell it out and give the abbreviation in parentheses. For example: Federal Bureau of Investigation (FBI).    
  • Test your text's readability. Use tools to check the text meets the standard of grade 8 reading level or below.
  • Program-specific terms or proper nouns (like California Citizens Compensation Commission) may give your text a higher reading level. Test your text both with and without these terms and nouns. If they're needed and why your text is above grade 8, that's OK.

Resources  

  • Hemingway Editor (without artificial intelligence) - Heming​way​

Psychological Safety Guide​

The guide below provides key practices and resources to create a psychologically safe work place.

​Psychological Safety​: Best Practices and Resources​

Overview

Psychological safety is key for healthy teams. Dr. Amy C. Edmondson​ coined the term "psychological safety" in 2019. “Psychological safety describes an environment of low interpersonal fear." It is everyone's responsibility. This is especially true for leaders and decision-makers.  

The Center for Creative Leadership (CCL) says workplace psychological safety is a shared expectation. Team members expect teammates not to shame, reject, or punish them. They expect this for "sharing ideas, taking risks, or seeking feedback." Using hateful language or actions is not part of "sharing ideas, taking risks, or soliciting feedback."

Sometimes, team members do not feel comfortable speaking up. They may fear sharing their perspective. Team members may fear raising concerns. They may also fear asking tough questions.

The CCL also says studies show that companies do well with people who think differently. Diverse groups can spot issues better. They can also invent better solutions. This is in contrast to groups where everyone has similar experiences. A 2019 Gallu​p​ poll​​ found that only about 30% of employees feel that their opinions are valued at work.

According to Dr. Timothy Clark, founder and CEO of LeaderFactor​, there are four stages of psychological safety for employees to navigate. They must move through these stages before feeling free to fully express themselves at work.

  • Stage 1: Inclusion Safety - Feel safe to be yourself and belong. Accepted for who you are, including unique attributes. 
  • Stage 2: Learner Safety: Feel safe to learn and grow. Exchange in the learning process through questions, feedback, experimenting, and making mistakes. 
  • Stage 3: Contributor Safety: Feel safe to make a difference. Use skills and abilities to make a meaningful contribution. 
  • Stage 4: Challenger Safety: Feel safe to make things better. Speak up. Challenge the status quo when there's an opportunity to change or improve. ​
Organizations that focus on psychological safety:

  • retain their workforce
  • effectively navigate change
  • proactively respond to setbacks
These organizations have resilience and solution-oriented approaches.  

Research shows that when safety is low, employee engagement drops. So does momentum to carry out new plans. Work productivity also dips.  

The CalHR DEIA Office has listed five best practices and three questions to ask for psychological safety. For more information, see the resources listed below from top industry leaders. Follow all your departmental policies and procedures before you implement these best practices.

Best Practices 

  • Define Psychological Safety: Define psychological safety in the organization. Create guidelines. Base meetings and workplace interactions on them. 
  • Illustrate with Practical Examples: Provide real examples. Encourage open communication, acknowledge mistakes without blame, and promote diverse perspectives without interpersonal labeling. 
  • Prioritize psychological safety at work: Reinforce it to keep the staff aware.
  • Develop Core Competencies: Employees can learn to foster safety. They can do this through practice and continuous improvement. 
  • Train and Evaluate Leadership: Conduct training on making and keeping psychological safety.​

Questions to Ask 

  • "Can my team members engage freely without focusing on self-protection?"
  • “Is it safe? Is there enough safety for me to risk my job, relationships, and reputation by speaking up?" 
  • “Is it worth it? Do I perceive that speaking up will yield a useful, positive impact?" ​

Resources

​Dig​ital Accessibility Gu​i​​​de

The guide below showcases supportive, inclusive policies and practices that benefit employers and employees alike. Additionally, it details:

  • Key principles and concepts for creating accessible digital content.
  • Practical tips and techniques for making your websites, documents, and multimedia more inclusive.
  • A curated list of tools and resources to aid your digital accessibility journey                                          

Digital Accessibility: Be​st Practices and Resources


Overview

According to the Perkins School for​ the Blind, digital accessibility refers to “how usable a website, app or other digital experience is by all possible users, regardless of their ability or disability." To increase digital accessibility, organizations should practice inclusivity by removing barriers that may impede access to digital tools, websites, and other technology. Additionally, careful consideration should be given to the user experience.

The World Wide Web Consortium, or W3C for short, developed the Web Content Accessibility Guidelines (WCAG) to provide standardized technical specifications to improve digital accessibility across all devices for people with a wide range of disabilities. WCAG has outlined four principles for digital accessibility:

  • Perceivable - Web content and user interface components must be presentable to users in ways they can perceive.
  • Operable - Users with disabilities must be able to navigate the user interface components.
  • Understandable - Web content and its operation should be easily readable and understandable by web users.
  • Robust - Web content must be interpretable by various user agents, including assistive technologies.​

​​Based on our research, the CalHR Diversity, Equity, Inclusion, and Accessibility (DEIA) Office has listed five best practices to consider when creating accessible digital tools. For more information, please review the resources provided by leading digital accessibility organizations. As always, all digital products should comply with your departmental Information Technology (IT) policies.

Best Practices

  • Practice Inclusive Design: Ensure equal access to services, products, and environments through thoughtful, inclusive planning.

  • Keep it simple: Prepare documents and websites with simple features for all types of audiences.
  • Seek guidance and use relevant resources: Consult with your departmental Language Access Coordinator while adhering to your current departmental IT policies.
  • Provide tools for greater participation: These tools include screen readers, closed captioning, and sign language interpreters.
  • Maintain products regularly: Build in time for testing and review. Be prepared to remediate items that are inaccessible.

Resources

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Transgender Resources for the Workplace​

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The documents below may be helpful when an employee has disclosed that they are transgender and plan to transition in the workplace. The information is meant to assist transgender employees, HR professionals, EEO Officers, supervisors, managers, and allies. ​When you click the image of the documents below, the PDF version will open in a new window. 

NOTE: These resources are not to be interpreted as a directive from CalHR. Always refer to your departmental policies and consult with your in-house counsel and/or HR Office if you have questions. 

 Image of "Employees Transitioning at Work Creating an Action Plan" Guide​


Image of "Transgender Employees Practices, Guidance, and Tools" Guide​​

  Updated: 11/6/2024
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