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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., nonGovernment 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 the
questions 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, MarcAndré; 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/4152262
Instructions 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 11:20
To: NRN.O
Subject: 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 for
partisan 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 extent
possible. As well, any participation in government-related events should be carried out in a low-profile
manner.
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