“GCPE may set standards to mandate the use of specific communications and public engagement services or practices (i.e. advertising, research, online development, etc.). Ministries must follow these standards in the execution of all activities listed on GCPE’s website, unless an exemption has been approved by GCPE. Exemptions will be time-bound and reviewed regularly. Any materials prepared for public consumption, regardless of the medium used, must be approved by GCPE, through the Communications Director assigned to the ministry.”
Section 22.3 of the Communications and Public Engagement Core Policy
The Citizen Engagement Team’s role has changed over the years, to reflect the provincial government’s commitment to citizen-centred services. The team began as an advisory group that offered professional development, support and advice to all Ministry staff. Now, the mandate is to work with ministries to plan, implement and approve all citizen engagement approaches across government, while ensuring corporate technologies, approaches and standards are used as outlined in the Communications and Public Engagement Core Policy. For citizen engagement projects, the Citizen Engagement Team will do much of the heavy lifting and will help to guide ministries throughout the process.
GCPE has several teams all with different roles, and all who become part of the engagement. The Citizen Engagement Team in most cases will:
- Lead and facilitate design of the engagement;
- Create and authorize the engagement plan and project plan;
- Negotiate budget and partnership agreement;
- Manage access to vendors available through GCPE's Citizen Engagement Corporate Supply Agreement;
- Get approval from Joint Working Group on URLs;
- Help to initiate other approvals that may be required;
- Facilitate the privacy impact assessment;
- Set up the tool (for example blogs, surveys etc);
- Liaise with GCPE graphics department, GCPE social media teams and GCPE marketing department;
- Facilitate posting and tweets on govTogetherBC;
- Support Ministers with social media content (if needed or in tandem with GCPE Shops);
- Moderate comments from citizens and export data for review;
- Provide weekly engagement results;
- Prepare a final themes report and do a preliminary analysis on the comments received;
- Close down and archive the web content; and
- Facilitate and prepare the Lessons Learned.
The Ministry GCPE Communications Shop will have an integral role in a public engagement:
- Participate in planning meetings as they deem appropriate;
- Facilitate approvals from the Minister and Minister’s Office;
- Identify proactive communications opportunities to promote the engagement;
- Identify risks and issues, and managing responses to the media;
- Sign off on all publicly facing materials related to the engagement, including web site content;
- Lead and arrange any launch events and news releases;
- Sign off the engagement plan;
- Manage any media issues that come up during the engagement;
- Arrange any closing activities, like news conferences, news releases; and
- Participate in the Lessons Learned.
The GCPE Graphics Department will prepare the graphics, infographics and social media graphics for the engagement in concert with the Citizen Engagement Team, and Ministry GCPE shops.
The GCPE Marketing Team will be involved in an engagement if there is any paid advertising (traditional print, radio plus social media) during the course of the engagement.
The GCPE Social Media Team will be informed of all engagements so they can help promote the engagement through government social media channels.
The Ministry's role in a public engagement will include:
- Participate in planning meetings;
- Secure budget and resources;
- Provide subject matter expertise;
- Identify audience and stakeholders;
- Assist to facilitate approvals from the Minister and Minister’s Office;
- Identify proactive communications opportunities to promote;
- Identify risks and issues;
- Feedback analysis;
- Policy development and implementation.
- Assist to draft publicly facing materials related to the engagement, including web site content;
- Assist to manage any issues that come up during the engagement; and
- Participate in the Lessons Learned.