Commissioner's Directive

Communications

RESPONSIBILITIES AND PROCEDURES

1. The Assistant Commissioner, Communications and Engagement, will ensure that:
   1. communications activities comply with the Communications Policy of the Government of Canada
   2. communications products, activities and initiatives are led and guided by Communications and Engagement (CE) staff at National Headquarters (NHQ) and Communications staff at Regional Headquarters (RHQ)
   3. where possible, staff should identify opportunities for communicating with partners and stakeholders
   4. CE retains ultimate responsibility for all national-level communications products, activities and initiatives across the Correctional Service of Canada (CSC), and each Regional Deputy Commissioner has ultimate responsibility for all regional-level communications products, activities and initiatives that rest solely in his/her region
   5. he/she, or his/her delegate, will be the final sign-off for any product, activity or initiative that falls under the responsibility of CE.

National and Regional Headquarters

2. CE staff will:
   1. adhere to the Communications Policy of the Government of Canada, and ensure that all communications products, activities and initiatives follow the policy as well as all other related directives
   2. maintain ownership of and accountability for all national-level communications products, activities and initiatives
   3. provide strategic communications advice and support to all NHQ staff, as required
   4. provide strategic communications advice and support to RHQ Communications staff, as required
   5. lead the development and approval of products, activities and initiatives that fall under the responsibility of CE (refer to Annex B)
   6. provide advice and/or feedback to operational staff on products that do not fall under the responsibility of CE (e.g., corporate reports, tools used for operational requirements such as strategic planning posters, training materials, etc.)
   7. consult the appropriate staff in the development of communications products, and provide opportunities for input and feedback.
3. RHQ Communications staff will:
   1. adhere to the Communications Policy of the Government of Canada, and ensure that all communications products, activities and initiatives follow the policy as well as all other related directives
   2. maintain ownership of and accountability for communications products, activities and initiatives that are specific to their region
   3. provide strategic communications advice and support to regional staff, as required
   4. provide strategic communications advice and support to CE staff, as required
   5. lead the development and approval of products, activities and initiatives that fall under the responsibility of Communications staff in their region
   6. provide advice and/or feedback to operational staff on products that do not fall under the responsibility of Communications in their region (e.g., reports, tools used for operational requirements such as staff directives, memos, training materials, etc.)
   7. consult the appropriate staff in the development of communications products and provide opportunities for input and feedback
   8. seek guidance from CE staff as required.

Communications Planning

4. CE is responsible for strategic communications planning that reflects a sector, region, branch or directorate's needs on a short- and long-term basis.
5. Staff will contact their NHQ Communications Advisor or Regional Communicator when launching a new project, initiative, product or program, to determine if communications support is needed. This contact should occur at the beginning of the project, initiative, product or program.
6. With the exception of factual subject matter or content, staff will adhere to and comply with decisions made by their NHQ Communications Advisor, Regional Communicator or the Assistant Commissioner, Communications and Engagement, or his/her delegate regarding communications products. This includes decisions made on use of language, style, formatting and other communications-specific concerns.
7. CE is responsible for determining if a communications plan, strategy or approach is required. As well, CE is responsible for drafting the plan, strategy or approach, including all subsequent communications activities, in consultation with sector subject matter experts. Sector subject matter experts will verify content (i.e. ensuring factual accuracy).

Communicating During an Emergency

8. During an emergency situation, Communications (at both the NHQ and RHQ level) will establish and maintain functional support to ensure ongoing communications with internal and external audiences. Regional Deputy Commissioners will provide headquarters, institutions, CCRA section 81 Healing Lodges, districts, parole offices or Community Correctional Centres with direction regarding their responsibilities for communicating during an emergency. Site-specific (headquarters, institution, section 81 Healing Lodge, district, parole office or Community Correctional Centre) Business Continuity Plans contain more details. Senior management will ensure that the appropriate staff members have access to these Business Continuity Plans.

Consent to be Identified

9. Staff and offenders will provide written consent for the use of their photographs or to be identified in internal and external broadcast or for publication purposes. This excludes photographs of individuals taken for official CSC records and operational purposes.
10. A photograph may only be used/published if all persons in the photograph have consented to be photographed and signed the form Consent to be Identified in CSC and PBC Publications (CSC/SCC 1305). The form will be witnessed and dated for every request, unless an unlimited release has been signed by the staff member. A copy of the completed consent form will be held by the NHQ Communications Advisor, Regional Communicator, or head of the headquarters, institution, section 81 Healing Lodge, district, parole office or Community Correctional Centre requesting consent.
11. For procedures on consent to be identified by the media, refer to CD 022 - Media Relations.

CSC Badge and Corporate Identity

12. The CSC badge is listed in the Public Register of Arms, Flags and Badges and registered as a trademark with the Canadian Intellectual Property Office.
13. For the purpose of this CD, the term "badge" refers to the specific graphic design image in the Public Register of Arms, Flags and Badges, and not to any metal/numbered/retired/cap/shoulder badges or other CSC uniform elements.
14. The badge is CSC's unifying symbol. It provides a consistent, recognizable brand for all publications, products and other items developed and owned by CSC.
15. The CSC badge will only be used on products targeted to staff and offenders. The Canada wordmark and departmental signature (see Annex E) will be the only identifier used on products targeted to external audiences (e.g., members of the public, partners, stakeholders, the media, etc.).
16. Staff are not permitted to alter the badge in any manner or conceal the badge with other design elements on a publication or on any other form of medium or product.
17. Staff are not permitted to develop or use logos, identifiers or symbols for their headquarters, institution, section 81 Healing Lodge, district, parole office, Community Correctional Centre, branch, directorate or sector. The existing CORCAN logo is exempt from this directive.
18. Staff are not permitted to use any logo, identifier or symbol on their publications and products, other than the CSC badge and/or the elements of the Federal Identity Program, which is described below.
19. All requests for use of the CSC badge in any format, on any item, or in any medium will be sent to the Chief of Protocol and to CE for review of compliance to Federal Identity Program standards.
20. CE will provide graphic design formats of the badge (e.g., jpegs) to staff for use as required.
21. CSC's motto is "Futura Recipere", which translates as "To Grasp the Future". The motto is permanent.
22. CSC's current slogan is "Changing Lives, Protecting Canadians". The slogan could change in the future to reflect a different direction for CSC.
23. All communications products and publications will adhere to the Federal Identity Program. This includes two main elements: the Canada wordmark and CSC's departmental signature (refer to Annex E for examples).
24. Corporate documents (e.g., Report on Plans and Priorities and Departmental Performance Report) which are produced and published according to Treasury Board Secretariat templates are not subject to this CD. All other products will use CSC's corporate identity templates to ensure a common look and feel.
25. Staff will submit non-communication products (corporate reports, strategic planning posters, etc.) to their Communications Advisor or Regional Communicator to ensure compliance with the Federal Identity Program.
26. CE and Regional Communications will review all communication and non-communication products to ensure that they meet the requirements of the Federal Identity Program.

Evaluation

27. CE and Regional Communicators will track the performance of their communications products, measuring results, and evaluating their effectiveness.
28. CE and Regional Communicators should use all available tools (e.g., media coverage, monitoring feedback from staff via internal inboxes, etc.) to evaluate communications activities. CE and Regional Communicators should also seek out new opportunities, where possible, to track and measure the impact of communications work.

Official Languages

29. All communications products and materials produced by CSC will adhere to the Official Languages Act.
30. All communications products and materials that are distributed nationally will be issued simultaneously in both official languages.
31. Regional Communicators, in consultation with Regional Official Languages Coordinators, will advise headquarters, institutions, section 81 Healing Lodges, districts, parole offices and Community Correctional Centres in their region on the language requirements pertaining to the distribution of communications products and materials.

Plain Language

32. All communications products and materials will adhere to the Communications Policy of the Government of Canada requirement for plain language. Products will be written in a clear, concise and accessible way, and at a grade level that is appropriate for the target audience.
    1. Material developed for offenders should be easily understood by a person reading at the grade 8 level (averaging 13-14 years of age).
    2. Material developed for staff, the public, media and stakeholders/partners should be no higher than the grade 10 level (easily understood by a person who is 15-16 years of age).
33. Products developed specifically for narrow target audiences (e.g., a media request from a technical/scientific journal) may, with the approval of the Assistant Commissioner, Communications and Engagement, use more sophisticated language than the standard grade 10 level.
34. CE and Regional Communicators will assess communications products and materials for plain language considerations, and to provide recommendations and feedback as part of the routine review and approval process.
35. CE and Regional Communicators can advise staff on plain language and provide assessment tools. Refer to Annex D for more information.

Proactive Communications

36. Staff should, whenever possible and where appropriate, contact their NHQ Communications Advisor or Regional Communicator with ideas or proposals for proactive communications.
37. Regional Communicators will review and develop proposals received from regional staff members, and will provide these proposals to CE when appropriate (e.g., if the proposal is national in scope, or for an external audience).
38. CE will review and develop proposals from NHQ staff, as well as provide oversight and advice/support to Regional Communicators as required.

Use of CSC's Legal and Applied Titles

39. As per section 2 of the CCRA, the "Correctional Service of Canada" is the Service's legal title. This legal title appears in the enabling legislation (i.e., the CCRA), proclamation, order in council, or other instrument used to create a branch of government.
40. The applied title is the approved name commonly used to identify a department, program or activity. CSC's applied name, as approved by the President of the Treasury Board, is "Correctional Service Canada".
41. Commissioner's Directives (CDs), bulletins and other official documents (e.g., documents related to CSC's policy and legal framework, Exchange of Service Agreements, Memoranda of Understanding, corporate reports, etc.) will use the legal title.
42. In all other cases, while the applied title may be used, the legal title is strongly recommended in order to maintain consistency and ensure proper translation.

Use of GEDS and Official Signature Block

43. The email signature blocks of all CSC staff members will adhere to the Government of Canada's Standard on Email Management.
44. All CSC staff members should ensure their personal contact information with the Government Electronic Directory Services (GEDS) 2.0 is up-to-date. Refer to the GEDS 2.0 Intranet page for more information.

Intranet

45. Each sector and region will develop, approve and upload content to CSC's Intranet site, using the established standard page layout. Each headquarters, institution, section 81 Healing Lodge, district, parole office and Community Correctional Centre will appoint an editor who will manage its Intranet site.
46. CE will coordinate, with the Intranet team, training for any individual who has been appointed to the role of editor.
47. CE is also responsible for providing advice on and reviewing Intranet content developed by a headquarters, institution, section 81 Healing Lodge, district, parole office or Community Correctional Centre.
48. CE is not responsible for generating new content; however, staff should consult their NHQ Communications Advisor or Regional Communicator when developing new content as well as when making updates to previously posted content, to obtain advice on plain language and other communications-specific concerns.
49. Intranet content will be up-to-date, concise, clear and considered necessary for staff roles or responsibilities. The Intranet should not be used as a repository for all documents created by staff. Wherever possible, new content should link to existing content, rather than creating duplication.
50. The governance model for Intranet publishing outlined in this section will be centralized with the Intranet Renewal Project. This CD will be updated once the project is finalized.
51. GCconnexis the Government of Canada's professional social networking platform. The purpose of GCconnex is to enable public servants to connect and collaborate based on shared interests, knowledge, and experience.
52. GCconnex is to be used for activities related to the workplace and should not be used as a replacement for personal social networks. There are several CSC-related GCconnex groups and all employees are free to join or open a group and invite their colleagues.
53. For a comprehensive guide on how to use GCconnex, refer to the GCpedia Learning Resources page or contact the e-Communications team.

Internet

54. All Internet content will be developed by the applicable sector in consultation with CE.
55. Staff will contact the NHQ Communications Advisor as the first step in developing proposed new content for the Internet or updating current content.
56. Internet content will be up-to-date, concise, clear, easy to understand and navigate, and provide information that is of value to Canadians (e.g., on CSC's outward-facing programs, initiatives and services).
57. CE retains ownership of all content developed for the Internet. The Assistant Commissioner, Communications and Engagement, is accountable for all information posted on CSC's Internet site.
58. All content developed for CSC's Internet site will meet the Standard on Web Accessibility.

Film and Video

59. For any proposed film or video requests, staff will consult the CE Sector via their NHQ Communications Advisor or Regional Communicator. Requests from external sources will be assessed by Media Relations as per CD 022 - Media Relations.
60. CE and Regional Communications will identify potential film and video opportunities to foster innovation and meet their communications needs as part of the regular, ongoing communications planning process, and will ensure that resources and funding will be available from the requesting sector.

Social Media

61. Refer to CD 227 - Use of Web 2.0 Technology and CD 226 - Use of Electronic Resources for directives on individual social media use.
62. Staff will not use the CSC badge or any other CSC identifier as their image on their personal social media accounts.
63. Staff who wish to have messages sent through CSC's corporate Twitter accounts (@CSC_SCC_en and @CSC_SCC_fr) to promote an event, initiative, report, etc. will consult CE.
64. Staff will provide any proposed tweets to their NHQ Communications Advisor or Regional Communicator for review prior to approval by their sector's Assistant Commissioner or Regional Deputy Commissioner.
65. Once the sector's Assistant Commissioner or Regional Deputy Commissioner approval is received, proposed tweets will be submitted to the NHQ Communications Advisor or Regional Communicator.
66. Regional Communicators will provide all tweets approved by Regional Deputy Commissioners to the Regional Liaison contact at NHQ Strategic Communications.
67. Once tweets have been submitted, CE will finalize approvals with the Assistant Commissioner, Communications and Engagement, or his/her delegate, and post them through the corporate account.
68. Media requests made through social media will be processed as per CD 022 - Media Relations.

Communicating with Offenders

69. All communications products, activities and initiatives developed for offenders, both in institutions and in the community, will recognize their specific circumstances. Products will be developed in a hard copy format that is easy to print on demand for distribution by staff.
70. Communications products, activities and initiatives for offenders should be developed to provide information on issues that may impact them or may be of interest/value to them, such as the implementation of new legislation, the launch of new initiatives and programs, and operational changes.
71. All communications products and materials developed for offenders will be approved by CE prior to distribution to inmate committees, community parole offices and other venues as appropriate.

Communicating with Partners and Stakeholders

72. Where possible and appropriate, action should be taken by Communications at both NHQ and RHQ to communicate with partners and stakeholders. These include but are not limited to:
    1. victim organizations
    2. volunteers
    3. educational organizations
    4. advisory committee members
    5. offender advocacy/service organizations.
73. Where feasible, communication with partners and stakeholders should respect and accommodate the specific language, cultural and other needs of the audience.
74. Where appropriate, CE should partner with Public Safety and its portfolio agencies for communications activities and initiatives.

Communicating with Visitors

75. Where possible and appropriate, efforts should be made by Communications at both NHQ and RHQ to communicate specifically with visitors and families of offenders. Where feasible, the communication should respect and accommodate the specific language, cultural and other needs of the audience.

Copyright

76. All requests to reproduce intellectual property (e.g., photographs, articles, reports) will be processed through CE, who will consult Legal Services. Staff will send any external copyright requests to ecomms@csc-scc.gc.ca.
77. Refer to CSC Badge and Corporate Identity for direction on requests to reproduce the CSC badge.

Events and Announcements

78. CE will lead communications support on events that involve the Minister, or parliamentarians representing the Minister (e.g., members of Parliament) and/or the Commissioner (e.g., recognition ceremonies, opening of new facilities, etc.). If an event is being proposed, staff will contact CE at the beginning of the planning process.
79. For ministerial events that occur at a location within a region, Regional Communicators will coordinate logistics and develop communications products as appropriate. In these cases, planning will be led by CE and division of responsibilities will be determined based on discussions between NHQ and RHQ. CE will manage approvals up to Public Safety and the Minister's Office.
80. For regional-level events (e.g., a Regional Deputy Commissioner change of command ceremony), Regional Communicators will plan and coordinate logistics as well as develop communications products.
81. For institutional- or district-level events, such as routine change of command ceremonies, staff (i.e., the event OPI) will coordinate logistics and develop communications products. Staff will consult their Regional Communicator to ensure that all communications products meet national standards. Staff will also consult with CSC's Chief of Protocol for ceremonial events.

Information Sharing with Other Departments

82. CE will provide, as appropriate, communications products (e.g., news releases, media lines, etc.) regarding an upcoming announcement or report to the Communications Branch of Public Safety Canada a minimum of 10 days before the event takes place or the report is published.
83. Staff will notify their NHQ Communications Advisor or Regional Communicator about upcoming external consultations and/or events. This information will be provided by CE to Public Safety Canada for the Privy Council Office's planning calendar.
84. As required, CE will coordinate and liaise with other government departments to share communications products for consultation and/or to request information. CE staff will obtain the approval of the Assistant Commissioner, Communications and Engagement, or his/her delegate prior to sharing products external to CSC.

Media Relations

85. Refer to CD 022 - Media Relations.

Public Notices

86. When a public notice is required, staff will complete the public notice template, as well as the associated media planning template.
87. Regional staff will prepare the public notice and the media plan, and seek approval from the Regional Deputy Commissioner. Regional Communications will then submit the approved public notice and media plan to CE for review and approval. After this is completed, the documents will be sent back to the Regional Communicator for processing and publication.
88. NHQ staff will submit the public notice and the media plan to their sector's Assistant Commissioner for approval, and then submit the documents to CE.
89. Staff who place public notices will be contacted by CE on an annual basis to verify information for a yearly report.

Public Opinion Research

90. Any proposed internal or external survey, questionnaire or similar initiative will be sent to the NHQ Communications Advisor or Regional Communicator for assessment.
91. CE will review each initiative to determine if it is public opinion research. CE will provide advice to RHQ Communications, as required, on the assessment of potential public opinion research initiatives.
92. If the initiative is deemed to be public opinion research, CE will seek the necessary approvals from Public Safety, the Privy Council Office, and the Minister of Public Safety and Emergency Preparedness.

Site Visits

93. Regional Communications will plan and coordinate visits to their institutions and community sites involving media, photographers, filming or the participation of Communications staff.
94. Regional Communications will provide a "heads up" notice to Parliamentary Relations for site visits by parliamentarians and senators, as well as a summary of the visit after the event.
95. Staff who wish to arrange such a site visit will consult RHQ Communications.

Speakers Bureau

96. Regional Communications will coordinate any requests received from external individuals for a speaker, through the Speakers Bureau.
97. Staff who wish to participate in the Speakers Bureau's activities will consult their Regional Communicator or Citizen Engagement at NHQ.

Speeches and Speaking Notes

98. CE will develop speeches and speaking notes for the Commissioner. Staff who wish to request a speech or speaking notes for the Commissioner will consult their NHQ Communications Advisor or Regional Communicator.
99. Parliamentary Relations will draft opening remarks for the Commissioner's appearances before the House of Commons and Senate committees.
100. As appropriate, CE will develop speaking notes of a national scope for other staff (e.g., Wardens and District Directors) for specific projects. This may include speaking notes to brief staff members on changes to legislation, new operational procedures, the launch of a new initiative, etc. Staff who wish to have speaking notes developed will consult their NHQ Communications Advisor or Regional Communicator. The final decision on developing speaking notes for staff rests with CE.
101. Regional Communications will develop speeches and speaking notes for their Regional Deputy Commissioner and other regional senior management. Staff who wish to request a speech or speaking notes for their Regional Deputy Commissioner will consult their Regional Communicator.

Internal Messages - Commissioner's Messages and General Communiqués

102. Commissioner's Messages are sent on significant issues, such as major events that impact all staff, the implementation of some new legislation, or the observance of special days or events. CE will determine if a Commissioner's Message is required.
103. CE, in conjunction with subject matter experts, will develop all Commissioner's Messages.
104. Sectors will provide a list of special days/events that impact their sector to CE for message coordination.
105. Time-sensitive or important general communiqués (gen-comms) will be sent by email as required. The decision to send a gen-comm is made by the Assistant Commissioner, Communications and Engagement. These messages may include but are not limited to:
     1. staff and public safety
     2. ministerial events
     3. significant policy changes
     4. certain human resources messages that staff will be made aware of due to legal or health reasons
     5. security and/or routine operational messages regarding cancellations, certain Information Technology system issues and/or communications outages.
106. All other messages are sent via This Week at CSC. These include:
     1. human interest items
     2. announcements about publications and resources
     3. policy changes and Case Management Bulletins
     4. calls for nominations.
107. Messages for This Week at CSC drafted by non-CE staff will be reviewed by their NHQ Communications Advisor or Regional Communicator prior to approvals.
108. This Week at CSC items will be approved by the Assistant Commissioner or the Regional Deputy Commissioner and translated prior to being submitted to the NHQ Communications Advisor. The NHQ Communications Advisor will ensure the items are reviewed and approved by the Associate Assistant Commissioner, Communications and Engagement.

Let's Talk Express

109. Staff may submit articles or ideas to CE via GEN-NHQ Let's Talk Express - Entre Nous Express. CE will assess each proposed story and submitted article for potential publication and retains full editorial control of all content for Let's Talk Express.
110. Staff may be approached for interviews or to provide other information for Let's Talk Express articles. Staff are not required to take part in this process if they do not wish to do so. If a staff member decides to participate, he/she will give consent in writing and have an opportunity to review the article for accuracy before approvals and publication.

Graphic Design

111. Staff will consult the CE Sector via their NHQ Communications Advisor or Regional Communicator for any graphic design requests that fall outside the resources provided by CSC's corporate identity.
112. If resources are available, graphic design requests will be completed by CE. If resources are not available, the NHQ Communications Advisor or Regional Communicator will obtain quotes from the list of approved contractors to complete this work. In this case, the branch, directorate, sector or region will secure the budget for the graphic design work.
113. CE will liaise with the contractors and lead any graphic design projects.

Photography and Photo Requests

114. Staff who request photography support at an event (i.e., have no internal capacity to take photos) will contact their NHQ Communications Advisor or Regional Communicator at least 10 working days prior to the event. CE or Regional Communications will provide this support if possible.
115. Staff who request photos for use in products will consult their NHQ Communications Advisor or Regional Communicator. CE will provide any photos from the CSC NHQ photo bank that are available to meet staff's request.
116. See the Consent to be Identified section in this CD.

Promotional Items

117. Promotional items purchased with Government of Canada funds will be appropriate, useful and cost-effective, and should be produced as part of an overall communication strategy or initiative.
118. Any proposed promotional item will meet at least one of the following criteria:
     1. be part of a communications plan and support its objective(s)
     2. have a direct correlation to the program or service and the target audience
     3. help sustain a communications message.
119. To propose a promotional item:
     1. the Request for Promotional Item Purchase Form will be completed for all requests
     2. staff will complete the form in collaboration with their NHQ Communications Advisor or Regional Communicator
     3. the completed form will be forwarded to their sector head/Regional Deputy Commissioner for approval and funding, and then to CE for NHQ approvals
     4. the Assistant Commissioner, Communications and Engagement, will present the submission and recommendations to the Commissioner, for his/her approval
     5. CE will inform the sector or region if the item has been approved.

Publishing

120. Any product developed for printing will follow Treasury Board's Procedures for Publishing, including the following guidelines:
     1. on-demand printing (i.e., printing only the number of copies required) will be used in almost all circumstances; bulk printing is only allowed by exception
     2. content will also be available on the Internet
     3. refer to CSC's Printing and Publishing guidelines for more information.
121. If bulk printing is proposed, the sector's Assistant Commissioner or Regional Deputy Commissioner will approve the project in principle, including required funding. The NHQ Communications Advisor or Regional Communicator will then fill out the Request for Volume Printing template for approval by the Assistant Commissioner, Communications and Engagement.
122. Once the request is approved, staff will consult CE to secure quotes and select an external printer. CE will liaise with contractors and oversee any bulk printing initiative.
123. CE is also responsible for applying for an International Standard Book Number, International Standard Serial Number and/or catalogue number, and for providing the publication to the Depository Services Program once it is completed.

Commissioner,

Original signed by:

Don Head

ANNEX A

CROSS-REFERENCES AND DEFINITIONS

CROSS-REFERENCES

• CD 022 - Media Relations
• CD 023 - Citizen Advisory Committees
• CD 083 - Inmate Committees
• CD 226 - Use of Electronic Resources
• CD 227 - Use of Web 2.0 Technology
• FD 350-3 - Contracting
• CD 559 - Visits
• CD 701 - Information Sharing
• CD 767 - Ethnocultural Offenders: Services and Interventions
• Corrections and Conditional Release Act (CCRA)
• Communications Policy of the Government of Canada
• Directive on Official Languages for Communications and Services
• Directive on the Implementation of the Official Languages (Communications with and Services to the Public) Regulations
• Procedures for Publishing
• Standard on Email Management
• Depository Services Program (ISBNs and Catalogue Numbers)

DEFINITIONS

Communications product/activity/initiative: refer to Annex B for a list of responsibilities that fall under CE.

External communications: communications products, activities and/or initiatives that are specifically targeted towards external audiences (i.e., the public, media, partners, stakeholders and offenders). This includes Internet content, social media, media lines/questions and answers, fact sheets for offenders, etc.

Event: any noteworthy activity or gathering that takes place outside of routine operations. This includes, but is not limited to ministerial announcements, changes of command, award ceremonies and visits by dignitaries.

Federal Identity Program: the Government of Canada's corporate identity program. Federal Identity Program requirements are made mandatory through policies and standards approved by Treasury Board Ministers. (definition courtesy of the Federal Identity Program)

Internal communications: communications products, activities and/or initiatives that are specifically targeted towards staff. This includes Intranet content, internal newsletters, fact sheets and frequently asked questions for staff, etc.

Internet: CSC's external Web site that is publicly accessible.

Intranet: CSC's internal Web site that is accessible only to staff and specific partners.

Logo or identifier: a symbol that is used to identify an organization. It appears on communications products.

Media: any organization, group or individual engaged in the business of gathering or transmitting information for publication or broadcast, including print, radio, and television broadcasting and electronic/webcasting.

National-level communications: any product or message that is targeted to, or affects all staff, or staff in at least two regions.

NHQ Communications Advisor: the Communications staff member from CE Sector, operating out of NHQ, who will provide communications support and advice to staff from NHQ sectors, branches and directorates.

Proactive communications: undertaking outreach to internal and external audiences (e.g., media, partners and stakeholders) with communications products, activities and initiatives that promote CSC and its programs, mission, mandate or successes. This can include outreach to media in the form of proposals and ideas for publication or broadcast.

Promotional items: articles of merchandise (such as pens, USB keys and note pads) that are part of a communications strategy. Promotional items are given away to promote institutions and programs of the Government of Canada. Promotional items do not include print publications with ISBN numbers, exhibits, displays, posters and flyers.

Public notices: paid announcements such as those regarding tenders, sales, public hearings, information sessions, offers of job-specific employment (not generic recruitment), business hours and addresses, office moves, and other matters of routine business. The Government also uses public notices for national advisory campaigns to alert Canadians to changes in regulations and for health advisories.

Public opinion research: the planned gathering, by or for a government institution of opinions, attitudes, perceptions, judgements, feelings, ideas, reactions, or views that are intended to be used for any government purpose, whether that information is collected from persons (including employees of government institutions), businesses, institutions or other entities, through quantitative or qualitative methods, irrespective of size or cost. (definition courtesy of the Communications Policy of the Government of Canada)

Regional Communicator: a Communications staff member, operating out of an RHQ, who will provide communications support and advice to staff in his/her region.

Regional-level communications: any product or message that is targeted to, or affects staff in only one region.

Social media: online platforms that allow for participants to have a distinct user profile and to create, share and interact with user-generated content, which can include text, images, video and audio (e.g., Facebook, Twitter, and YouTube).

Speakers Bureau: a tool used by CSC to create public awareness regarding the federal correctional system, by connecting members of the public with federal corrections experts who can speak at their events, classrooms or community groups.

Staff: for the purpose of this Commissioner's Directive, staff includes all indeterminate, term and casual employees, contractors, as well as students and volunteers.

ANNEX B

COMMUNICATIONS PRODUCTS AND TOOLS

Products and tools may include (but are not limited to):

• Brochures (electronic and hard copy)
• Communications plans
• Commissioner's Messages
• Frequently Asked Questions (FAQs)
• Information/fact sheets
• Let's Talk Express
• Media lines/Questions and Answers (Qs&As)
• Message Event Proposals
• Messages to partners and stakeholders (from Commissioner only)
• News releases
• Photo requests
• Posters
• Promotional items
• Public notices
• Public opinion research
• Quick Facts
• Reports
• Signage, backdrops and exhibition stands (not facility signage)
• Social media
• Speaking notes
• This Week at CSC
• Videos
• Web content

ANNEX C

COMMUNICATIONS APPROVAL LEVELS

External Communications

Product	Approving authority
Web content	Associate Assistant Commissioner, Communications and Engagement
Social media content (Twitter, YouTube)	Associate Assistant Commissioner, Communications and Engagement
Reports	Assistant Commissioner, Communications and Engagement
Publications	Assistant Commissioner, Communications and Engagement
Marketing collateral (brochures, posters, bookmarks, etc.)	Assistant Commissioner, Communications and Engagement
All graphic identifiers/logos	Assistant Commissioner, Communications and Engagement
Corporate videos	Assistant Commissioner, Communications and Engagement

Internal Communications

Product	Approving authority
Commissioner's Message	Assistant Commissioner, Communications and Engagement
General communiqué	Sector head
Regional communiqué	Regional Deputy Commissioner
National event	Assistant Commissioner, Communications and Engagement
Regional event	Regional Deputy Commissioner
National poster campaign	Assistant Commissioner, Communications and Engagement
Regional poster campaign	Regional Deputy Commissioner
Intranet content	Sector head, Regional Deputy Commissioner or designate
Printed reports or publications	Sector head, Regional Deputy Commissioner or designate
All graphic identifiers/logos	Assistant Commissioner, Communications and Engagement

ANNEX D

PLAIN LANGUAGE GUIDELINES

"An institution's duty to inform the public includes the obligation to communicate

effectively. Information about policies, programs, services and initiatives will be clear,

relevant, objective, easy to understand and useful.

To ensure clarity and consistency of information, plain language and proper

grammar will be used in all communication with the public.

This principle also applies to internal communications, as well as to information

prepared for Parliament or any other official body, whether delivered in writing

or in speech."

Communications Policy of the Government of Canada

Plain language is simply using words your audience can understand. It has little to do with how much you can write on a subject, it has everything to do with what your audience WANTS and NEEDS to know.

It also:

• gives them useful information
• covers only 3 to 5 points per section
• organizes information clearly
• uses short words and sentences
• uses common words, not jargon or idioms
• uses graphics, point form, and bold type to highlight the most important points.

A detailed guide on writing using plain language is posted on Intranet.

ANNEX E

EXAMPLES OF THE CANADA WORDMARK AND DEPARTMENTAL SIGNATURE

Canada Wordmark

Departmental Signature (English)

Departmental Signature (French)

CSC Badge

High-resolution versions can be provided by your NHQ Communications Advisor.

ANNEX F

COMMUNICATIONS PRODUCT DEVELOPMENT AND APPROVAL CHECKLIST

Creation/Review

• OPI contacts CE or Regional Communications to request communications support for upcoming initiative/project

or

• CE contacts OPI to offer communications support
• OPI provides content/information
• NHQ Communications Advisor or Regional Communicator develops draft product
• OPI reviews content and provides feedback to NHQ Communications Advisor or Regional Communicator
• Sector approval (OPI's Manager, Director and/or Director General) - confirms factual content, provides feedback about OPI's communication objectives

Formal Approvals

• Strategic Communications Manager or regional equivalent approval
• OPI's sector Assistant Commissioner or Regional Deputy Commissioner approval
• Relevant sector Assistant Commissioner/Regional Deputy Commissioner approval (if subject impacts more than one sector/region)
• Associate Assistant Commissioner, Communications and Engagement approval
• Assistant Commissioner, Communications and Engagement, approval (as mandated by the Commissioner)
• Commissioner approval (if required)

Implementation

• NHQ Communications Advisor or Regional Communicator sends the product(s) for translation (where required)
• NHQ Communications Advisor or Regional Communicator arranges for printing/production (where required)
• NHQ Communications Advisor or Regional Communicator provides products to OPI for distribution (usually electronic, in PDF format)
• NHQ Communications Advisor or Regional Communicator ensures electronic filing of final versions and approvals, as well as non-transitory project records