Services to the Minister's Office

Communications

Communications services are provided to you through the Communications Ministerial Liaison, who is responsible for coordinating ministerial events and announcements as well as weekly meetings with your Director of Communications to discuss upcoming events, announcements and communications issues and to seek guidance and approval for products and activities.

Ministerial events and announcements process

Your Director of Communications advises the Ministerial Liaison of announcements or events of interest based on a calendar of proposed communications activities. The Communications Branch then develops a message event proposal for your Director of Communications' approval. The Communications Branch works closely with your Director of Communications throughout the event planning process from logistics to products (speeches, scenario note, news release etc.) to meet his or her expectations.

The Communications Branch holds event planning meetings and organizes visits to event venues. It confirms logistics and develops communications products. Communications works with the department's branches and regions to develop and seek departmental approval of products prior to your Director of Communications' approval. It also provides on-site support for events, including briefings for you and media relations.

Media relations

The Media Relations Unit is the departmental point of contact for media enquiries. There are also Media Relations teams in each region to handle media calls on regional issues. The Unit receives calls from the media, coordinates responses and seeks approvals, notably from your Director of Communications.

Other Media Relations activities include:

  • delivering news clipping packages via email at 6 a.m. and 8:30 a.m.;
  • sending three daily reports (morning, noon and afternoon) via email to departmental senior officials, listing outstanding media enquiries;
  • monitoring news and reporting on them from 5 a.m. to 6 p.m., in addition to monitoring news (from newspapers and on the Web) and reporting on them during events that are important for the Department; and
  • providing media overviews, as required.

Senior management involvement

The Director General of Communications meets daily with the Deputy Minister and holds weekly bilateral meetings with your Director of Communications.

Moreover, all Communications Branch executives are in direct contact with your Director of Communications on a regular basis. Whether for strategic advice or an exchange of views on issues management, events, products or the Web, the Communications Branch encourages close contact as a means of ensuring the best support possible for you and your office.

Access to Information

The Access to Information Act and the Privacy Act establish legal rights for individuals to request and receive access to federal government records.

This means that people can ask to obtain any document (reports, notes, emails, etc.) held by departments, including Public Works and Government Services Canada.

It is important to note that the Minister's office is not considered part of Public Works and Government Services Canada for the purposes of the Access to Information Act. Therefore, records that are held exclusively in the Minister's office are not generally subject to the Act (e.g. documents related to constituency work). However, some records within a Minister's office could be subject to the Act if they related to a departmental matter and if it were reasonable for a senior official of the department to request them (e.g. an update note on the implementation of a departmental program).

The Department is responsible for the administration and application of the Access to Information Act and its regulations and related policies. For the purposes of the Act, the Minister of Public Works and Government Services is designated as the head of the government institution.

Ministers traditionally delegate these duties to departmental officials to facilitate compliance as well as enhance effective and uniform application of the legislation.

At this time, the exercise of full authority under the Act is restricted to the following positions: the Deputy Minister, the Associate Deputy Minister, the Assistant Deputy Minister of the Policy, Planning and Communications Branch, the Director General of Ministerial Services and Access to Information, the Director and the four managers of the Access to Information and Privacy Directorate. For your reference, during the last fiscal year, the Department received 691 formal requests as well as 178 informal requests under the Access to Information Act.

To keep senior management (including your office) well-informed—especially of sensitive issues related to releasing records through access to information requests—a report is sent by email every Thursday. In addition, communication specialists provide support to develop communication products in anticipation of the release of records related to sensitive issues.

People who have submitted an access to information request can complain to the Information Commissioner if they feel that the Department did not respect their rights under the Act (e.g. by responding to the request beyond the 30-day standard). The Information Commissioner is appointed by and reports directly to Parliament and provides arms-length oversight of the Government's access to information practices.

The Information Commissioner tables before Parliament an annual report on complaints, issues and trends from across the public service.

In the past, a briefing on access to information and privacy was provided to incoming ministerial staff. Departmental specialists will be available to provide you and your staff with a briefing should you so choose.

The full text of the Access to Information Act.

Privacy

The Privacy Act establishes legal rights for individuals to request and receive access to their personal information held in federal government records (e.g. an employee asking for a copy of his or her pay file). It is important to note that the Act places restrictions on when and how and for what reasons departments are allowed to collect, use and disclose information, and requires government institutions to have controls in place to protect personal information.

The Department is responsible for the administration and application of the Privacy Act and its regulations and related policies. For the purposes of the Act, the Minister of Public Works and Government Services is designated as the head of the government institution. Ministers traditionally delegate these duties to departmental officials to facilitate compliance as well as enhance effective and uniform application of the legislation.

At this time, the exercise of full authority under the Act is restricted to the following positions: the Deputy Minister, the Associate Deputy Minister; the Assistant Deputy Minister of the Policy, Planning and Communications Branch and the Director General of Ministerial Services and Access to Information (who is also the departmental Chief Privacy Officer). The Director and the four Managers of the Access to Information and Privacy Directorate have almost full delegated authority under the Act, with the exception of approving the disclosure of personal information without consent. For your reference, during the last fiscal year, the Department received 166 formal requests under the Privacy Act.

People who have submitted a privacy request can complain to the Information Commissioner if they feel that the Department did not respect their rights under the Act (e.g. by responding to the request beyond the 30-day standard). The Privacy Commissioner is appointed by and reports directly to Parliament and provides arms‑length oversight of the Government privacy practices. The Privacy Commissioner tables before Parliament an annual report on complaints, breaches of the Act, issues and trends from across the public service.

In the past, a briefing on access to information and privacy was provided to incoming ministerial staff. Departmental specialists will be available to provide you and your staff with a briefing should you so choose.

The full text of the Privacy Act.

Slide 1

Access to Information and Privacy

 

Slide 2

Purpose

  • Provide an overview of your responsibilities as Minister for the administration of the Access to Information Act and the Privacy Act within your mandate, with a focus on:
    • how the acts work
    • departmental procedures and practices
    • reporting requirements

Slide 3

Fundamentals

  • The Access to Information Act and the Privacy Act establish legal rights for Canadian citizens, permanent residents and corporations to request and receive access to federal government records, while protecting the security and confidentiality of sensitive and personal information.
  • Requesters can ask to obtain any document (report, notes, emails, etc.) held by a government institution, as well as their personal information (an employee asking for a copy of his or her pay file, for example).
  • The Privacy Act also establishes standards for the handling and protection of personal information collected by government institutions.

Slide 4

Access to Information Act

  • Adopted in 1983, the Access to Information Act gives Canadians the legal right to request access to information held by government institutions.
  • The Act serves the important public interest of strengthening the accountability of government to its citizens.
  • Core principle: Government information should be available to Canadians, subject to limited and specific exemptions.
  • The Act establishes an independent ombudsperson, the Information Commissioner, to oversee compliance with the Act.

Slide 5

Privacy Act

  • Also adopted in 1983, the Privacy Act protects the privacy of individuals' personal information held by government institutions.
  • The Act establishes an independent ombudsperson, the Privacy Commissioner, to oversee compliance with the Act.
  • Canadians' trust in how the government collects, uses and safeguards their personal information is key to their interactions with government and adoption of new services.

Slide 6

Roles and Responsibilities

  • The President of the Treasury Board of Canada has overall responsibility for the administration of these Acts across government.
  • As Minister, you are responsible for the administration of these Acts within your mandate, as the “head” of the institution under the Act.

Slide 7

Access to records held in a Minister's Office

  • The Access to Information Act currently applies only to records "under the control" of a government institution.
    • Generally, this means physical possession, but the Act can also apply to records held elsewhere on behalf of an institution (for example, by consultants or contracted service providers).
  • Currently the Act does not usually apply to records held in Ministers' offices because they are not part of the department. 
  • However, court decisions have found that records within a Minister's office will be considered “under the control” of the department if the records
    1. relate to a departmental matter and
    2. it would be reasonable for a senior official of the department to request them
    So, in some circumstances, the Access to Information and Privacy Directorate will task the Minister's Office to search for certain records to respond to a request.

Slide 8

Delegation

  • Ministers traditionally delegate their duties related to the administration of both the Access to Information Act and Privacy Act to officers or employees of the institution.
  • Under the department of Public Works and Government Services' current delegation order, the exercise of authority under the Acts is restricted to the following positions:
    • Deputy Minister, Associate Deputy Minister, Assistant Deputy Minister of the Policy, Planning and Communications Branch, the Director General of Ministerial Services and Access to Information: FULL
    • Director and Managers, Access to Information and Privacy: FULL, except 8(2)(m) of the Privacy Act
  • If the Minister does not sign a delegation order, paragraph 24(2)(d) of the Interpretation Act authorizes Public Service employees working within the institution to perform duties. 
  • Since a Minister's office is considered separate and distinct from the government institution, Minister's exempt staff are not considered employees or officers of the institution, and therefore cannot hold delegated authority under the current Act. 

Slide 9

Departmental Process and Time Limits

calendar days, the long description follows the image

Long Description: Calendar days

0 -- 10 -- 20 -- 30* * Institutions have 30 calandar days to respond to a request. A time extension may be taken for a large volume of records or if consultations are required.

  • Request Receipt
    • Communications' Weekly Meeting with DMO, Parliamentary Affairs and Branch representative**** To identify ATI requests and consultations that may require Communications products.
  • Branch Document Retrieval (10 calendar days)
    • ATIP Document Review and Approval (14-16 calendar days + time extension)
      • Notification****** Senior Management Notificiation: MO, DMO, Lead ADM, Communincations. (4 working days)
        • ATIP Document Disclosure

Slide 10

Investigations by the Commissioners

  • A requester not satisfied with an institution's response to a request for government or personal information can complain to the Information Commissioner or the Privacy Commissioner. 
  • Departmental officials and the Minister may be called to give evidence during an investigation.
  • Following an investigation, the Commissioners may recommend disclosure of a document and, if that recommendation is not followed, may seek judicial review of an institution's decision not to disclose a record in the Federal Court of Canada (with a requester's consent).

Slide 11

Offences

Obstructing the right of access (s. 67.1 ATIA)

  • No person shall, with intent to deny a right of access:
    • destroy, mutilate or alter a record;
    • falsify a record or make a false record;
    • conceal a record; or
    • direct, propose, counsel or cause any person in any manner to do anything mentioned above.
  • Penalties of up to 2 years imprisonment and/or fine of up to $10,000 may be assessed on indictment; or up to 6 months imprisonment and/or a fine up to $5,000 on summary conviction.

Slide 12

Material Privacy Breaches

  • The Privacy Act requires that institutions protect personal information under their control.
  • Directive on Privacy Practices requires that Heads of government institutions or their delegates establish plans and procedures for addressing privacy breaches, including the mandatory reporting of material privacy breaches.
    • A material breach is one that involves sensitive personal information and could reasonably be expected to cause serious injury or harm to the individual.
  • Institutions must
    • report material privacy breaches to the Treasury Board of Canada Secretariat and the Office of the Privacy Commissioner; and
    • determine follow up based on risk assessment.

Slide 13

Reporting

  • Government institutions are required by law (Section 72 of the acts) to publish Annual Reports that outline the yearly access to information and privacy activities of each institution.
    • includes number of requests received, pages processed, the disposition of requests, response times, and exemptions invoked.
    • must be tabled in each House of Parliament within three months of the end of the fiscal year, or, if not, on any of the next 15 sitting days.
  • Institutions are also required to update annually an online catalogue of information (“Info Source”) about their programs and functions, information holdings (including personal information), and contact information to make a request for government information.

Slide 14

Conclusion

  • The departmental Access to Information and Privacy process ensures that :
    • the Minister's office is informed of the access to information requests that may require communications products;
    • the Department maintains a high performance rate for responding to Access to Information and Privacy requests;
    • the collection, use, protection and disclosure of personal information complies with the principles of the Privacy Act and related policies;
    • Annual reports to Parliament and the update Info Source are prepared in accordance with the Act and Treasury Board Secretariat requirements; and,
    • the employees are aware of their legal obligations and responsibilities under the acts.

Briefing, Correspondence and Governance

As Minister of Public Works and Government Services you will be receiving information that will assist you in your role in various ways, including through (1) verbal and written briefings, (2) letters and electronic correspondence—including the management of Parliament Hill flag distribution—and (3) structured meetings and committees (i.e. governance).

Briefings

The Deputy Minister will regularly provide you with information and recommendations for decisions in the form of memorandums, decks or charts on the status of departmental programs and activities. Working through the Deputy Minister's office, the Department will support you in your decision-making role by allowing you to receive clear, timely and evidence-based briefing notes for your consideration. Through the Departmental Assistant, you will also be supported with regard to any follow-up actions that you or your staff deem necessary.

Correspondence

Ministerial Correspondence services include the management of incoming communications from outside the Department, including letters and emails to the Minister's departmental email account (minister@tpsgc-pwgsc.gc.ca). From the moment you were sworn in, these started coming in from citizens, stakeholders and VIPs (e.g. elected representatives of all levels of government, senators, heads of Crown corporations, aboriginal leaders). For your reference, in 2014–2015, your predecessor received 218 memorandums and 198 letters for signature. In addition, 215 letters and email replies were signed on the Minister's behalf by assistant deputy ministers. Also included are member of Parliament enquiries addressed to your staff.

The Department will support you in the following ways:

  • We will register ministerial documents for tracking and reporting purposes;
  • We will receive and register incoming mail addressed to you at the Department and at your Parliament Hill office, provide document messenger services to and from the Hill and other local destinations and have a backup driver available to you.
  • We will forward your non-departmental correspondence, such as mail of a personal or political nature, to the designated contact in your office; and
  • We will prepare high-quality draft responses and provide recommendations for invitations for your review and signature for various types of correspondence, such as thank you letters.

As Minister of Public Works and Government Services, you will be receiving a unique type of request via correspondence. Through the Parliament Hill Flag Initiative, flags flown from the Peace Tower, the East Block and the West Block are distributed to members of the general public from across the country who submit a request. As you are the custodian of the Parliamentary Precinct, the Department manages this very popular service, as well as the distribution of Peace Tower flags to dignitaries, on your behalf.

Governance

During your term of office, you will be leading or participating in numerous committees and working groups as well as bilateral meetings with the Deputy Minister and your respective staffs. We will assist you by providing departmental briefing material as well as planning, administrative, coordination, communications and logistical services for any specified meetings that you may attend in your capacity as Minister of Public Works and Government Services. We will also provide support to your parliamentary secretary as appropriate in his or her work to assist you with your parliamentary duties.

Following are two suggested regular meetings that can be held with you and your staff:

  • A weekly Minister/Deputy Minister meeting, at which key departmental business files and issues are discussed between you, the Deputy Minister, your staff and senior departmental officials; and
  • A weekly Look Ahead Meeting involving the Deputy Minister / Associate Deputy Minister, your staff and key departmental senior officials to discuss important upcoming business activities that fall under the Department's mandate. These include upcoming memorandums to Cabinet, Treasury Board submissions, program activities that will impact civil society and communications activities.

Slide 15

Support to the Minister: Providing Advice and Information

Correspondence and written briefings

Slide 16

Overview

A significant volume of correspondence and briefing material flows through the office of the Minister. In 2014–2015, a total of 6,496 letters and emails and 218 briefing notes to the Minister were processed.

Correspondence

  • Letters from the Prime Minister and Cabinet colleagues
  • Correspondence from members of Parliament referring to constituents concerns
  • Correspondence from stakeholders about matters related to the mandates of the Minister, the Department and other departments
  • Letters from agents of Parliament, senators, premiers, provincial ministers, mayors, the Auditor General and the Commissioner of Official Languages
  • Invitations for meetings and events and congratulations letters
  • Requests for flags flown on the Parliament Hill

Written briefings from the Department

  • Memorandums providing the Department's advice on delivering the Minister's mandate
  • Various reports and communications material for the Minister's consideration
  • Memorandums providing information or briefing material in response to a request from the Minister's office
  • Briefings to support the Minister's role at a meeting or an event

Slide 17

Correspondence addressed to the Minister

Received via the mailroom, or provided to the Department by the Minister's office

  • Mail is opened by the Ministerial Correspondence Unit, date stamped, processed and tracked according to the level of delegation and standards established with the Minister's office.

and

Received through the Minister's corporate email account, or forwarded to the Department by the Minister's office

  • The Ministerial Correspondence Unit monitors the Minister's email account for processing and tracking purposes (spam is deleted).

All invitations, personal and political mail are forwarded to the Minister's office.

  • Correspondence that does not fall within the Department's mandate is referred to the appropriate department.
  • Correspondence is assigned to a branch within the Department to prepare a draft response or for information purposes.

Copies are brought to the Minister's office each day.

Slide 18

Written briefings

The Minister or the Minister's office requests a written briefing

The Department proactively initiates written briefings on matters under the Minister's mandate

The Department develops, tracks and performs quality control of written briefings prior to forwarding them to the Minister for consideration

Briefings generally fall into two categories:

  1. Decision
    • Recommend the Minister's signature on a letter or a document for approval
    • Seek a decision or concurrence from the Minister
  2. Information
    • Provide contextual information on departmental activities and incoming correspondence
    • Provide support to the Minister in his/her role at an upcoming meeting or an internal or external event

Slide 19

Expertise in support of the Minister

Best advice

Written briefings and proposed responses to correspondence are the Department's best advice, signed off by the Deputy Minister.

Via the
Departmenal Assistant

All written briefings and responses to the Minister's incoming correspondence processed by the Ministerial Correspondence Unit are forwarded to the Minister's office via the Departmental Assistant. Any follow-up questions or requests for related verbal briefings are to be routed through the Departmental Assistant.

Quality control and record keeping

The Ministerial Correspondence Unit performs quality control and record keeping (filing and archiving) functions and ensures that the Department and Government of Canada information management policies are followed.

Slide 20

Areas for discussion

  1. The Minister's preferred format and communication style, including:
    • Format of replies
    • Style of phrasing
    • Signature block
    • Transmittal folders
    • Service standards and timelines
  2. Given the volume of files and other considerations, the Minister may wish to delegate the responsibility for responding to correspondence pertaining to, namely:
    • Questions and concerns from the general public and companies on routine and/or technical matters (e.g. pensions and benefits, security clearance), by delegating to departmental officials
    • Matters that do not fall under the Department's mandate, by referring them to the appropriate departments and agencies

Minister's Regional Offices

As Minister of Public Works and Government Services, you are responsible for offering the Ministers' Regional Offices Program. Ministers' regional offices offer shared, secure accommodations to senior government officials who need administrative and logistical support as they conduct government business outside the National Capital Region.

These offices are not intended to duplicate the functions of the constituency offices and other support provided by the House of Commons. They are in place for the use of the Prime Minister, Cabinet ministers and their staff.

There are currently 16 offices operating across the country at a cost to the Department of approximately $7 million annually. These offices are located in: Whitehorse, Vancouver, Yellowknife, Edmonton, Calgary, Regina, Winnipeg, Kitchener, Toronto, Montréal, Iqaluit, Québec, Fredericton, Charlottetown, Halifax and St. John's.

Overview

The Privy Council Office provides guidance to the Ministers' Regional Offices Program on service offerings, security requirements and the general application of the policy.

Public Works and Government Services Canada is responsible for the management and operations of the Program, the construction and fit-up of offices and establishing and maintaining services provided to our clients.

Your Chief of Staff acts as a liaison with other ministers' offices in receiving and responding to inquiries about the Program.

The Director General, Ministerial Services and Access to Information, is the minister's point of contact for program support and for preparing responses to the enquiries received by your Chief of Staff.

The Department supports you with regard to the Ministers' Regional Offices Program.

Some Cabinet ministers are assigned regional responsibilities. These ministers can employ exempt staff to work full-time in the ministers' regional offices. The Director General, Ministerial Services and Access to Information signs a memorandum of understanding with the Chief of Staff of the minister who wishes to employ exempt staff. This agreement sets the terms and conditions of the services offered in the offices.

Policies and codes

Treasury Board Policies for Ministers' Offices is the overarching policy document for the program.

Supporting the Minister in Cabinet and at Treasury Board

The structure and membership of Cabinet committees is determined by the Prime Minister. The Minister of Public Works and Government Services is always part of the full Cabinet, which normally meets monthly. Cabinet committees traditionally meet on a weekly basis while Parliament is sitting. To date, decisions taken by Cabinet committees are reviewed and ratified by the Priorities and Planning Committee, chaired by the Prime Minister. The recent structure of Cabinet committees has consisted of: Priorities and Planning, Economic Prosperity, Operations: Social Affairs, and Foreign Affairs and National Security. In recent years, the Minister has, at various times, been a member of the Priorities and Planning Committee, the Economic Prosperity Committee and the Operations Committee.

Cabinet committees review proposals submitted by a minister within his/her mandate. The proposals (memorandums to Cabinet, decks, aide-mémoires) are submitted to:

  • advance a new policy or initiative,
  • implement priorities that were announced in the Speech from the Throne or Budget or were requested by the Prime Minister,
  • propose a substantive change to an existing program or policy,
  • advance a proposal that involves other ministers' responsibilities or other jurisdictions or that may be controversial,
  • seek approval of legislative proposals, or
  • respond to a parliamentary committee or private members' bill or motion.

The minister also sponsors submissions to the Treasury Board (approximately 50 to 70 annually). A Treasury Board submission is an official Cabinet document seeking specific authorities or approvals from the Treasury Board, usually to authorize the implementation of a program or project or to execute a major procurement in support of government operations. The objective of the submission process is to ensure that initiatives are aligned with the priorities of the Government of Canada and that they are designed, implemented and delivered to realize their intended results, while achieving value for money. The most frequent types of authorities sought from the Treasury Board are:

  • to allocate resources previously approved by another Cabinet committee or included in a federal budget;
  • to enter into a contract when the contract value exceeds departmental contracting approval limits;
  • to carry out an initiative exceeding a minister's existing authority;
  • to be exempted from a Treasury Board policy or to seek an exception to a Treasury Board directive;
  • to obtain approval of a business plan, an investment plan, a Crown corporation corporate plan or operating and capital budget; and
  • to recommend approval of an order-in-council.

Cabinet support

To support you in presentations to Cabinet, departmental staff prepares the Cabinet documents, as well as questions and answers and speaking points. The Department further supports you in your participation in Cabinet committee discussions, with briefing notes summarizing the agenda's presentations and an analysis of possible implications or impacts for Public Works and Government Services Canada. The Department also monitors Cabinet documents going to most other Cabinet committees, to maintain a whole of government awareness and to identify Cabinet proposals that may have an impact on your portfolio.

In preparation for your appearance before a Cabinet committee, the Department will:

  • coordinate the development of speaking points, questions and answers and briefing materials for your presentation, in both official languages;
  • ensure that a senior official accompanies you to the committee meeting to answer detailed questions, as necessary; and
  • assign a departmental official to manage the electronic projection of the presentation.

Treasury Board support

Departmental staff supports you by managing the relationship with the Treasury Board Secretariat and other stakeholders to prepare fully developed, high quality and well-timed submissions. The Department also tracks and monitors adherence to any conditions that are attached to Treasury Board decisions.

Parliamentary Affairs

Parliamentary Affairs provides coordination and strategic advice in relation to your portfolio business in Parliament as Minister of Public Works and Government Services. On a regular basis, Parliamentary Affairs works closely with your office to ensure timely support in the following areas:

Question Period

Parliamentary Affairs will help prepare you for Question Period by:

  • communicating daily with the your staff to review and identify issues that may be raised;
  • coordinating the preparation of new or revised Question Period notes and providing approved versions to your office between 11 and 11:30 a.m., Monday to Thursday, and at 10 a.m. on Fridays;
  • monitoring and reporting on issues raised in Question Period and ensuring follow-up; and
  • coordinating the preparation of speeches for adjournment debates, also known as “late shows.”

Parliamentary Committee (House of Commons and Senate)

Parliamentary Affairs primarily monitors the two committees that are most regularly of interest to Public Works and Government Services Canada: the Standing Committee on Government Operations and Estimates and the Standing Committee on Public Accounts. Both of these committees are required to be chaired by members of the Official Opposition. Other parliamentary committees are also monitored, as required.

House of Commons Standing Committee on Government Operations and Estimates

This committee is mandated to primarily study:

  • the effectiveness of government operations;
  • the expenditure budgets of central departments and agencies;
  • the format and content of all estimates documents;
  • cross-departmental mandates, including programs delivered by more than one department or agency;
  • new information and communication technologies adopted by the Government; and
  • statutory programs, tax expenditures, loan guarantees, contingency funds and private foundations deriving the majority of their funding from the Government of Canada.

The Committee is also mandated to conduct studies related to a specific list of government organizations that perform centralized functions, including Public Works and Government Services Canada.

House of Commons Standing Committee on Public Accounts

This committee has oversight responsibilities for the activities of the Auditor General of Canada. As such, it examines and reports on the various audits conducted by the Auditor General. Its mandate also includes the study of the Public Accounts of Canadaand other matters that the House of Commons shall, from time to time, refer to the Committee.

Parliamentary Affairs will help prepare you for an appearance before a parliamentary standing committee by:

  • coordinating the development of opening remarks and briefing materials;
  • providing parliamentary procedural advice; and
  • preparing a summary report on the standing committee proceedings and ensuring the departmental coordination of responses to standing committee information requests and motions for the production of papers.

Legislation and Private Members' Business

While this department has not historically developed a high volume of legislative initiatives, other government departments and members of parliament (via Private Members' Business bills or motions) often initiate legislation that has an impact on the portfolio.

When such legislation is introduced, Parliamentary Affairs will support you by coordinating the development of briefing materials and communications products, organizing briefings for standing committee members and other interested members and senators, and monitor and report on legislation of interest.

Parliamentary debates

The Department will work with your office to develop speeches and other communications products for debates in the House of Commons or the Senate where portfolio-related matters are implicated.

Parliamentary information requests

The Department will provide you with proposed responses to all parliamentary returns. Upon your approval of a response, Parliamentary Affairs will ensure it is tabled or provided to Parliament in the appropriate manner, within the prescribed timeline.

Parliamentary Secretary

Parliamentary secretaries are appointed by the Prime Minister to assist Cabinet ministers with their parliamentary duties. Under the direction of their ministers, parliamentary secretaries handle routine matters in the House of Commons and engage in committee work. They can also assume some extra-parliamentary responsibilities such as making government announcements and appearing at public events on behalf of the Minister.

Formal role of parliamentary secretaries

Under the Standing Orders of the House of Commons, which remain permanently in place across parliaments, parliamentary secretaries may:

  • make a statement during the time devoted to statements by members (whereas ministers may not);
  • table documents in the House on behalf of a minister;
  • speak on behalf of a minister during adjournment proceedings;
  • act on behalf of a minister during consideration of the main estimates of a department in committee of the whole; and
  • act on behalf of a minister during debate on a motion for the production of papers.

Traditional informal role of parliamentary secretaries

Because parliamentary secretaries work under the direction of ministers, their role outside of what is prescribed in the standing orders and the approach used to carry it out has varied over time and governments.

With respect to their House and public duties, parliamentary secretaries have often been a fundamental link between ministers and Parliament. They have historically helped ministers maintain contacts with senators and other members of the House of Commons in order to promote effective parliamentary decision making and to assist in the development of the Government's legislative agenda.

Parliamentary secretaries often play a liaison role within the caucus, the House of Commons and the Senate and their committees. In committees, they can help in sharing departmental information, and work with committee chairs to plan appearances of ministers and departmental officials.

Parliamentary secretaries may also be called upon to answer questions during question period in the minister's absence. However, they do not ask questions during question period.

Parliamentary secretaries may not introduce their own private members' bills, motions or Government bills.

Parliamentary Affairs support

Working in consultation with your office, the Department will ensure that the parliamentary secretary is supported to discharge House-related duties.