French-Language Proficiency Assessments
Manitoba has approximately 1,500 healthcare positions that are designated bilingual (i.e., have a French-language qualification requirement). Candidates applying for designated bilingual positions must undergo a French-language proficiency assessment to ensure the language qualification is met. In order to simplify and standardize the process, Francophone Health is now offering centralized coordination of French-language proficiency assessments for eligible designated bilingual and Francophone service delivery organizations (SDOs) in Manitoba’s health care sector:
Designated Bilingual Health Authorities:
- CancerCare Manitoba (CCMB)
- Interlake-Eastern Regional Health Authority (IERHA)
- Prairie Mountain Health (PMH)
- Shared Health – Soins communs (SH-SC)
- Southern Health-Santé Sud (SH-SS)
- Winnipeg Regional Health Authority (WRHA)
Designated Bilingual and Francophone Independent Organizations and Agencies:
- Actionmarguerite (Saint-Boniface/Saint-Vital)
- Centre de santé Saint-Boniface
- Clinique Youville Clinic
- Sara Riel
- Hôpital St-Boniface Hospital
- Villa Youville
The centralized service will be managed by Francophone Health at Shared Health-Soins communs, with assistance from Francophone Health and French-Language Services (FLS) coordinators from the various SDOs. The new process will leverage artificial intelligence (AI) technology (Hallo.ai) to evaluate language proficiency using the Common European Framework of Reference for Languages (CEFR) standards, to create an easy-to-use process that will simplify the workflow, maximize resources, and increase turnaround times.
Process
Requesting a French-Language Proficiency Assessment
To request a French-language proficiency assessment, the involved hiring manager/HR consultant must complete the required web form. The following information must be provided:
- candidate’s name;
- candidate’s email address;
- candidate’s telephone number;
- the position/competition title the candidate is applying for;
- the position control number (PCN), or competition number the candidate is applying for;
- name of hiring manager/HR consultant (along with their email and telephone number);
- if they are requesting a Writing assessment (the Speaking assessment will be given as default);
- any accommodations the candidate requires;
- date by which the assessment is required.
Completing the Assessment
Following the submission of a request, there is no further action required by the hiring manager/HR consultant. An email will be sent to the candidate containing a link to the assessment on Hallo.ai, along with detailed instructions in both English and French.
Results
After completing the assessment, candidates will receive a follow-up email, with the hiring manager/HR consultant BCC’ed. This email will NOT advise if they have passed or failed the test, or if they have been hired or not, but will simply provide the CEFR scale grade they received from their assessment, along with a brief summary of what their CEFR grade represents (as listed below), a link to a brief survey regarding their experience, and links to various resources/materials to support the continual development of their French-language proficiency. The follow-up emails will come from Francophone Health exclusively.
Based on the recommendations from Hallo.ai and internal validation testing, a grade of B2 or higher is considered proficient and suitable for most designated bilingual positions. It is the responsibility of the hiring manager/HR consultant to provide the results to the health and human resources representative/department to proceed with the hiring process.
Retesting or Accommodation-Based Testing
Candidates are allowed up to two assessments per hiring process to achieve a proficient grade. Hiring managers/HR consultants can request for a candidate to be re-tested if their first Hallo.ai French-language assessment is not suitable for the specific employment for which they were tested. The involved hiring manager/HR consultant must complete a new request via the web form.
If a candidate requests for the French-language assessment to be provided in a different format, first confirm the candidate’s eligibility: accessibility needs, two previous assessments on Hallo.ai, or refusal to perform online AI assessment. If the candidate meets any of these criteria, send an email to [email protected] to request an in-person or virtual assessment with a member of the Université de Saint-Boniface personnel, along with the required information:
- candidate’s name;
- candidate’s email address;
- candidate’s telephone number;
- the position/competition title the candidate is applying for;
- the position number (or competition number) the candidate is applying for;
- name of hiring manager/HR consultant;
- the accommodations the candidate requires;
- whether the assessment is required to be virtual;
- date by which the assessment is required.
Francophone Health will forward the necessary information to the Université de Saint-Boniface, who will schedule the in-person or virtual assessment. The results will be sent to Francophone Health, who will forward them along to the hiring manager/HR consultant.
Platform Benefits
One website, one form, one easy process
Everything required for requesting a French-language assessment is available on this webpage, including instructions on what to do and link for requesting an assessment.
A simple system
Language proficiency testing on Hallo.ai is done completely virtually using AI technology. Managers can request an assessment virtually and candidates complete it by following a link, maximizing time and resources.
Accessible
The Hallo.ai platform can be accessed 24/7 via mobile phones, tablets, and desktop computers. Additionally, Francophone Health has secured Université de Saint-Boniface to perform any in-person or virtually assisted testing if required.
Rapid tests & results
Language proficiency assessments performed on Hallo.ai take anywhere from 7 to 30 minutes. The candidate will receive an email soon after, advising them exclusively of their grade, but not whether they have achieved an appropriate mark for a specific position.
Centralized workflow
All requests, emails, results, and questions will flow through Francophone Health, creating a clean, linear pathway that eliminates excess paperwork and emails.
Safe and secure
The Hallo.ai platform is GDPR, SOC 2 Type II, and ISO 27001 compliant, meaning all candidate information will be safely stored online for two years. Additionally, Francophone Health will keep a backup of all requests and results on a secure Shared Health – Soins communs server for seven years.
Frequently Asked Questions
Why is AI being used for French-language proficiency assessment?
This new system using Hallo.ai will centralize the process for the six designated health authorities and numerous independent SDOs, saving time and effort all while delivering an effective, efficient, and objective assessment service for a fraction of the cost.
How is the process simpler?
The new French-language proficiency assessment process is done completely virtually using Francophone Health’s website and AI technology, allowing managers to request assessments and candidates to complete them, all from the ease and comfort of their offices and home at any time, maximizing time and resources.
How do I submit a request for a French-language proficiency assessment?
Simply use the web form link in the PROCESS section and provide all the required information regarding the candidate. Francophone Health will handle the rest!
What do I do if the web form isn’t working?
The hiring managers/HR consultants can send an email to [email protected] with all of the required information as listed in the Requesting a French-Language Proficiency Assessment section.
How fast is the assessment process?
Language proficiency assessments performed on Hallo.ai take anywhere from 7 to 30 minutes, depending on the type of assessment (Speaking, Speaking/Writing). The candidate will receive a personalized email soon after completing the assessment, with the hiring manager/HR consultant included in the BCC field.
How easy is the process for the candidate?
Who has access to the website and results?
Only FLS coordinators or Francophone Health employees can access the administrator website to create links or view results. All communication should be done through the [email protected] email.
What do I do if a candidate claims they’ve already been successfully assessed?
If a candidate claims they have already completed a French-language proficiency assessment with Shared Health or one of the designated health authorities, please contact us at [email protected] with the following information:
- Candidate’s name;
- Date of previous assessment (if possible);
- Screenshots or supporting documents.
All French-language proficiency assessment results have a validity period that follow the required policy of that health authority.
What do I do if a candidate refuses to do the French-language proficiency assessment?
The candidate must complete a waiver attesting that they are choosing to forgo the completion of a French-language proficiency assessment. The candidate understands that this will result in a non-passing score that will be documented and filed, and that this may impact the hiring decision.
Where is all this information stored and is it secure?
The Hallo.ai platform is GDPR, SOC 2 Type II, and ISO 27001 compliant, meaning all candidate information will be safely stored online for two years. Additionally, Francophone Health will keep a backup of all requests and results on a secure Shared Health – Soins communs server for seven years.
Does this process conform with Shared Health – Soins communs’ AI policy?
Hallo.ai is best described as speech recognition AI and Natural Language Processing (NLP) evaluation; it does not produce any content. Approval was obtained from the Digital Health department for due diligence and to ensure Hallo.ai’s compliance with our policies.*
*Hallo.ai technically falls outside the Shared Health – Soins communs AI policy as it’s not considered Generative Artificial Intelligence or Large Language Model (LLM).
How will the success of this new process be monitored?
A survey link is included in all emails sent to candidates following successful completion of the French-language proficiency assessment. A review of the survey results will be conducted at the initial six-month post-implementation mark, involving hiring managers, users, FLS coordinators, and others. Any suggestions will be submitted to a working group for discussion and consideration of implementation into the Hallo.ai Standard Operating Procedure (SOP). A yearly review of the service with user feedback will then be implemented to ensure continual improvement.
Is there any quality control measures?
Shared Health – Soins communs will implement periodic monitoring of assessment results compared to our established grading system starting at the six-month mark (i.e. listening to random assessments and comparing hallo.ai grading versus personal gradings of three different impartial individuals).
Who can I contact if I have any questions or issues?
Please send an email to [email protected] with as much relevant information as possible, including:
- Candidate ID (if possible);
- Date of assessment;
- Type of issue (technical, scoring, access, etc.);
- Screenshots or supporting documents.
A response will be provided as soon as possible. If the matter is urgent, please indicate “URGENT” in the subject line. If the primary contact is unavailable, inquiries will be redirected to a designated backup to ensure timely support.
Are there any grants of subsidies to assist with hiring bilingual employees?
Yes, a Bilingual / French Requirement Nursing Position Grant is available to eligible candidates. The grant was created in response to a need for bilingual/Francophone nurses.
This grant underscores the importance of French language services, supports nursing staff, helps eliminate barriers to professional practice, and enhances quality and patient safety.