From: Santos O'Keefe, Carla On Behalf Of Hirsch, Kelvin

Sent: August 12, 2015 12:26

To: Anderson, Kerry; Bhatti, Jagtar; Boylen, Diana; Brett, Roger; Cahill, Ian; Carr, Richard; Castilla, Guillermo; Christianson, Amy; Cooke, Barry; Crumbaugh, Joe; Darwent, Ray; Doornbos, John; Edwards, Jason; Elofson, Jon; Errington, Ruth; Gartrell, Michael; Ghebremichael, Asghedom; Hall, Ron; Hammond, James; Hogg, Ted; Hook, Trisha; Krygier, Richard; Kuhnke, Dieter; Kull, Stephen; Laishley, Brenda; Langor, David; Li, Edith; Macnab, Bruce; McFarlane, Bonita; McNalty, Catherine; McVittie, Dawn; Michaelian, Michael; Myrholm, Colin; Naydenov, Erin; Parisien, Marc-André; Pinno, Brad; Pohl, Greg; Price, David; Ramsfield, Tod; Sankey, Stacey; Shaw, Cindy; Simpson, Brian; Thompson, Daniel; Voicu, Mihai; Wang, Yonghe; Watson, David; Weber, Jim; Wiens, Brian; Williamson, Tim; Dabros, Anna; Brown, Kendrick; Metsaranta, Juha; Lapointe, Renée

Cc: Rankin, Moira

Subject: Engagement with External Stakeholders - INFORMATION REQUIRED by Noon Thursday (each week)

Hello Everyone

As a follow up to Carla’s August 6 email, we are continuing to learn more about the types of information and details that have been required by CFS and NRCan senior executives related to engagement with external stakeholders. The NoFC Event Participation spreadsheet: https://gcdocs.gc.ca/nrcan-rncan/llisapi.dll/overview/4152262 needs to be completed no later than Thursday at Noon so it can be reviewed locally and then forwarded to headquarters where it is reviewed by the ADM prior to forwarding it up the line. Note that this will be a recurring request each week but items can be submitted any time (ie you don’t have to wait for the deadline).

There have been quite a few questions about this and we hope the following will help provide some clarity.

1. What events need to be included?

Any regular or planned activities that involve discussions with external parties (i.e., non-Government of Canada) such as meetings (including those at NoFC), workshops, conferences,teleconferences, video conferences, and field work (where you are working with external parties), etc., should be entered on the spreadsheet.

2. How do I enter the information?

To add information to the spreadsheet in GCDocs, open the document using the “edit” button and then be sure to click “save” when you have completed your update.

3. What level of detail is needed?

The following document has instructions for spreadsheet completion: https://gcdocs.gc.ca/nrcan-rncan/llisapi.dll/overview/4048871. You are asked to carefully complete all of the categories up to and including considerations, with particular attention to thequestions listed in the considerations category. If the event is open to the public or may have media present, please flag this via an email to your director.

4. Do we have to send in items that arise unexpectedly during the week?

Yes, please do.

5. Why do we have to do this?

This relates to us being in an election period. Please see Mike’s blog entry from July 29th blog (http://intranet.nofc.cfs.nrcan.gc.ca/blog/posts/view/16) for more details.

This is a learning exercise for all of us both here at NoFC and at headquarters so your understanding, patience, and cooperation are greatly appreciated. If you have any questions please speak with your Director or the DG Office staff.

Thank you

Kelvin

From: Santos O'Keefe, Carla

Sent: August 6, 2015 15:11

To: Lapointe, Renée; Anderson, Kerry; Bhatti, Jagtar; Boylen, Diana; Brett, Roger; Cahill, Ian; Carr, Richard; Castilla, Guillermo; Christianson, Amy; Cooke, Barry; Crumbaugh, Joe; Darwent, Ray; Doornbos, John; Edwards, Jason; Elofson, Jon; Errington, Ruth; Gartrell, Michael; Ghebremichael, Asghedom; Hall, Ron; Hammond, James; Hogg, Ted; Hook, Trisha; Krygier, Richard; Kuhnke, Dieter; Kull, Stephen; Laishley, Brenda; Langor, David; Li, Edith; Macnab, Bruce; McFarlane, Bonita; McNalty,Catherine; McVittie, Dawn; Michaelian, Michael; Myrholm, Colin; Naydenov, Erin; Parisien, Marc-André; Pinno, Brad; Pohl, Greg; Price, David; Ramsfield, Tod; Sankey, Stacey; Shaw, Cindy; Simpson,Brian; Thompson, Daniel; Voicu, Mihai; Wang, Yonghe; Watson, David; Weber, Jim; Wiens, Brian; Williamson, Tim; Dabros, Anna; Brown, Kendrick; Metsaranta, Juha

Cc: Hirsch, Kelvin; Wiens, Brian; Norton, Michael (Michael.Norton@NRCan-RNCan.gc.ca); Rankin, Moira; Macnab, Bruce

Subject: INPUT REQUIRED BY Friday (Aug 7) @ 10am Re: Engagement with External Stakeholders

Hello,

As Mike mentioned in his July 29th blog entry, the Government of Canada is entering into an election period. During this time, NRCan senior public servants will be requesting information regarding public servant interactions with external stakeholders. Attached you will find the Stakeholder engagement spreadsheet for NoFC. Please enter any events, meetings (including local), or conferences that include external parties (non-government of Canada). Video conferences and field work involving external parties should also be included.

Please note, this is not an approval mechanism. The spreadsheet is being reviewed by ADMs and DMs to see what interactions are occurring. Please ensure that you provide enough information in the “considerations” category, especially the reason for the meeting and why it is important).

To add information to the spreadsheet please make sure that you open the document using the “edit” button and save when you have completed your update.

All updates should be added by 10am tomorrow morning (Friday Aug 7). If you have any questions please do not hesitate to contact your director or the DG office.

Thank you,

Carla

NoFC Event Participation spreadsheet: https://gcdocs.gc.ca/nrcan-rncan/llisapi.dll/overview/4152262Instructions for spreadsheet completion: https://gcdocs.gc.ca/nrcan-rncan/llisapi.dll/overview/4048871

(Photos of instructions, reference material and confirmation from the deputy minister's office appears on pages 4, 5 and 6, below)

(Final photo and confirmation from the deputy minister's office appears on pages 5 and 6, below)

(Confirmation from the deputy minister's office appears on the last page, below)

From: Deputy Ministers / Sous-ministres Sent: August 5, 2015 11:20To: NRN.OSubject: Guidance to NRCan Employees during the Federal Election Campaign / Directives aux employés de RNCan au cours de la période électorale

(le français suit)

As you know, the Department will be operating in the context of a federal election campaign over the course of the next few weeks.

During this period, government and public service activities must focus on essential operations and activities that are limited to those that are routine, non-controversial, or urgent and in the public interest. Specifically, this means that the resources of the department and portfolio must not be used forpartisan purposes and that policy decisions, new spending and initiatives, such as announcements, Governor in Council appointments, web postings, social media activities, etc., are deferred to the extentpossible. As well, any participation in government-related events should be carried out in a low-profilemanner.

We ask you therefore to exercise heightened diligence and prudence in all activities during the election period. If you have a question about how this guidance applies to a contemplated activity, please take the time to discuss it with your manager.

A message detailing your rights and responsibilities as federal employees regarding political activities during an election campaign will be forthcoming from the Corporate Management and Services Sector.

We thank you for your continued cooperation.

Bob Hamilton Michael Keenan

Deputy Minister Associate Deputy Minister