Civil Aviation Directive (CAD) No. ADM-001

Communications and Stakeholder Engagement

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Issuing Office: Civil Aviation
Secretariat
Document
No.:
CAD ADM-001
File Classification No.: Z 5000-31 Issue No.: 01
RDIMS No.: 6971386-V11 Effective Date: 2013-07-03
  1. Introduction
    • 1.1 Applicability
  2. References and Requirements
    • 2.1 Reference Documents
    • 2.2 Cancelled Documents
    • 2.3 Definitions and Abbreviations
  3. Background
  4. Policy statement
  5. Roles and Responsibilities
  6. Information management
  7. Document history
  8. Contact office

1.0 Introduction

  1. Effective communications is essential to achieving program goals. The goals of this directive are to:
    1. Ensure communications across Civil Aviation are well-coordinated, effectively managed and responsive to the diverse information needs of interested parties; and
    2. Foster a culture of open communications and engagement.

1.1 Applicability

  1. This directive applies to all Transport Canada Civil Aviation (TCCA) employees, nationally, as well as to those individuals or organizations that are exercising or performing any powers, duties or functions granted to them under subsection 4.3(1) of the Aeronautics Act.
  2. This directive is meant to complement overarching departmental and Government of Canada communications policies.

2.0 References and Rquirements

2.1 Reference Documents

  1. It is intended that the following reference materials be used in conjunction with this document:
    1. Aviation Safety Program Manual for the Civil Aviation Directorate (RDIMS 7081753);
    2. Communications Policy of the Government of Canada;
    3. Official Languages Act;
    4. Staff Instruction SI ADM-002 – Responses to High Profile Aviation Occurrences (RDIMS 632312);
    5. Staff Instruction SI QUA-004 – Civil Aviation Project Management Framework (RDIMS 2202950);
    6. Staff Instruction SI QUA-016 – Civil Aviation Integrated Business Planning and Reporting (RDIMS 4562142); and
    7. Transport Canada Definition of a Publication (RDIMS 436307).

2.2 Cancelled Documents

  1. As of the effective date of this document, the following documents are cancelled:
    1. Civil Aviation Directive No. 28 – April 14, 2005–Civil Aviation Issues Reporting System;
    2. Civil Aviation Directive No. 33 – August 22, 2002–Participation and Presentations at Non-Governmental Conferences;
    3. Civil Aviation Directive No. 42 – March 8, 2006–Civil Aviation Publishing Policy;
    4. A Guide for the Public on How to Raise Issues to the Civil Aviation Program(RDIMS 914842);
    5. Civil Aviation Issues Reporting System (CAIRS): An Employee Guide to Report Issues (RDIMS 914853);
    6. CAIRS: Procedures for Managers (RDIMS 914882); and
    7. CAIRS: Report Coordinators Procedures (RDIMS 914872).
  2. Unless otherwise stated, the publication of a new issue of a Civil Aviation directive automatically revokes any earlier version of the same document.

2.3 Definitions and Abbreviations

  1. The following abbreviations are used in this document:
    1. CAD: Civil Aviation Directive
    2. CAMX: Civil Aviation Management Executive Board
    3. DGCA: Director General, Civil Aviation
    4. NCAMX: National Civil Aviation Management Executive Board
    5. RDGO: Regional Director General’s Office
    6. RDIMS: Records Document and Information Management System
    7. TC: Transport Canada
    8. TCCA: Transport Canada Civil Aviation
  2. The following definitions are used in this document:
    1. Branch: An organizational unit of which the head is a NCAMX Director.
    2. Complaint: An expression of discontent with services or products provided by TCCA.
    3. Concern: A matter that affects the ability of a TCCA employee/delegate in performing his or her duties, or a situation that may affect the safety of the civil aviation transportation system but that does not pose an immediate threat to safety.
    4. Delegate: A person who has been authorized under subsection 4.3(1) of the Aeronautics Act to perform or exercise any of the Minister’s powers, duties or functions.
    5. Designated translation service: A translation service provider contracted by the department or the Civil Aviation Secretariat.
    6. Functional authority: The authority to provide direction on a specific field of expertise within TCCA; issue and monitor compliance with CADs and Staff Instructions (SI); and provide guidelines and advice on the interpretation and implementation of these directives and instructions. (On an organization chart, this relationship is represented by a dotted line.)
    7. High-profile issue: A matter that may trigger or has triggered interest and attention from interested parties (e.g. media, industry, elected officials, employees, unions, and ministers).
    8. Senior Departmental Official: A member of the Transport Canada Management Committee (TMX).
    9. Supervisor: An employee (e.g. technical team lead, manager, chief, associate director, director) who leads human resources to accomplish activities assigned by a TC superior.
    10. Transport Canada Civil Aviation (TCCA): The TC national program responsible for aviation safety regulatory framework and oversight activities.

3.0 Background

  1. Given the size of the civil aviation organization and the difficulties inherent therein for managing information, the Civil Aviation Secretariat was established to support the Director General in the areas of issues management, stakeholder communications and engagement, as well as strategic analysis and advice.
  2. The branch serves as a liaison with the offices of senior departmental officials in the department to share information in a timely manner on issues likely to draw attention from the public, media, and parliamentarians.
  3. The branch also manages the headquarters centralized translation budget, is the focal point for designated translation services, and maintains a glossary of terminology for consistent usage in aviation safety documentation.

4.0 Policy statement

  1. It is  TCCA policy to:
    1. Maintain open and professional communications and share information in accordance with the roles and responsibilities outlined in this directive;
    2. Consider communication requirements at the beginning of initiatives/projects and outline those requirements in communication action plans for the intended audiences, describing expected reactions and key messages;
    3. Create opportunities for effective internal two-way communication and engage and consult employees on ways to improve the TCCA Program;
    4. Plan, coordinate and develop communications products for external audiences that are clear, objective, relevant and timely, reflecting TC policy, programs, regulations, procedures and services;
    5. Provide a variety of means to raise issues to management; and
    6. Use designated translation services and respect applicable official language requirements in communication products.

5.0 Roles and Responsibilities

  1. Director General, Civil Aviation is the official TCCA spokesperson and is responsible for sharing information with interested parties. This role may be delegated to another NCAMX member or subject matter expert.
  2. Director, Civil Aviation Secretariat is responsible for the strategic management of high-profile issues affecting TCCA by providing timely and consistent messaging while achieving workload efficiencies. The director exercises this authority through division chiefs and Regional Civil Aviation Secretariats in consultation with the Office of the Assistant Deputy Minister, Safety and Security and the Communications and Marketing Group (see figure 1). The director is responsible for meeting the intent of this CAD, evaluating it and reporting results annually.
  3. NCAMX members are responsible for adherence to the policies outlined in this CAD and promoting their use within their areas of responsibility.
  4. Supervisors are responsible for:
    1. building a common understanding of and shared commitment to the TCCA Program;
    2. creating linkages between their daily work and TCCA priorities;
    3. engaging staff in shaping the future direction of the TCCA Program;
    4. ensuring that all staff have the information they need to carry out their role effectively; and
    5. creating a culture of open dialogue where issues can be raised and solutions found collaboratively.
  5. Employees are responsible for staying informed and providing feedback to management on processes and procedures.
  6. Communications and Marketing Group exercises, on behalf of the department, an oversight role in all communications areas, including externally focused plans/strategies supporting departmental/ministerial announcements or high-profile issues, and communications with the media. Communication with the media/press is the exclusive responsibility of Communications and Marketing (see Media Contacts ).
Figure 1 - Functional Authority Diagram

Figure 1

6.0 Information Management

  1. All communications and engagement decisions and supporting documentation must be saved in RDIMS using the appropriate subject file classification.
  2. Protected information is categorized as Protected A, Protected B or Protected C. It is imperative that such information is given appropriate protection when its unauthorized disclosure, removal or modification could reasonably be expected to cause injury to an individual, organization or government which lies outside the national interest.
  3. Protected B information includes: a person’s performance evaluation and character references, criminal records, solicitor-client privileges, medical records and departmental risk assessments, among others.

7.0 Document History

  1. Not applicable.

8.0 Contact Office

For more information, please contact:
Office of the Director, Civil Aviation Secretariat
Phone: 613- 991-9964
Email: AARCBCommunications@tc.gc.ca

Suggestions for amendment to this document should be submitted to the Director, Civil Aviation Secretariat.

Martin J. Eley
Director General, Civil Aviation

Transport Canada documents or intranet pages mentioned in this documents are available upon request through the Contact Office

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