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Policies and Procedures — Consultation

Communications Standard (DRAFT FOR CONSULTATION)

This document has been reviewed extensively by select Group Commissioners and Scouts Canada staff, but it has not yet been formally approved, and does not yet represent requirements for Scouting adventures.

This is your opportunity to read the document and to provide your feedback—please use the form at the bottom of page, and share your thoughts by August 16. We value your feedback, and we will use your constructive criticisms, questions and ideas to make this resources as clear, sensible and robust as possible. Thank you in advance for your contributions.

Communications Standard (DRAFT FOR CONSULTATION)

Introduction

The purpose of the Communications Standard is to outline the minimum requirements for communicating information with external stakeholders, and internally between and within functions, councils and departments across Scouts Canada, in order to ensure the consistent transfer and understanding of information which may impact Scouts Canada mission, vision, strategic plan and/or the delivery of the five priorities.

Our Standards

  1. This Standard applies to all departments, functions, councils, staff and volunteers of Scouts Canada who are involved with initiating communications:
    • Via the use of video, printed materials and / or email distribution.
    • Regarding Scout Canada / functional goals, targets and business plans.
  2. The objective of this Standard is to ensure that:
    1. communication to staff and volunteers is accurate, timely and relevant, is delivered as intended, reflects the Scouts Canada brand and is coordinated to mitigate the risk of mixed messages.
    2. the process for communicating information to external stakeholders:
      1. Includes formal ownership for receiving, assessing and responding to inbound communications, queries and requests.
      2. Mitigates the risk of stakeholder intervention and project delays.
      3. Mitigates health, safety and environmental risks by ensuring two-way communication.
  3. Communications: A formal process is in place for identifying, generating, approving, and issuing information to appropriate stakeholders (internal and external). For external communications, the process includes formal ownership for receiving, assessing, and responding to inbound communications, queries, and requests and that: stakeholders, including local communities, government, regulatory, vendors and donors, are identified and relationships are proactively managed.
  4. Accountable volunteers and employees are responsible for ensuring:
    1. When generating Internal Communications: Scouts Canada employees and contractors must contact the Communications Team about their internal communications needs in the following cases:
      1. Email Distribution
        • The employee, volunteer or contractor (other than an NK3 member, Deputy National Commissioner, Executive Director or Executive Assistant) intends to send an email communication to any distribution for all of Scouts Canada or ED department (e.g. Scouting Experience, Business Services, etc.)
      2. Printed Material (including posters)
        • The employee, volunteer or contractor will use printed materials, including posters, to communicate with staff beyond those in their team. (e.g. Function, Council, Group)
      3. Video Production
        • The employee, volunteer or contractor intends to use video communication to share business information about services, programs, or initiatives.
      4. Social Media
        • Scouts Canada employees, volunteers or contractors who engage in dialogue about Scouts Canada on social media shall conform to all the requirements in the Code of Conduct.
      5. Media
        • If Scouts Canada employees, volunteers or contractors are approached by any media representatives they must direct them to Scouts Canada’s Media Relations representative or communications department.
    2. Communication about an incident (Safety / Child & Youth Safety), emergency incident, or a significant business disruption
      1. Scouts Canada employees, volunteers or contractors, shall follow the established communications procedures in the event that the Emergency Response Plan is invoked.
      2. Incidents with potential regulator or other legal liabilities must be reported to the Executive Director Business Services.
    3. Communication regarding strategy and culture
      1. Functional & Council Leadership shall have a plan to regularly communicate strategy and culture to their staff.
      2. Scouts Canada staff who communicate strategy and culture shall utilize approved content and/or contact the Director of Communications.
    4. Communication regarding goals, targets and business plans
      1. Formalized and documented communication channels must exist to communicate and report progress against enterprise and functional goals, targets, and business plans, as defined in Scouts Canada Standards: Goals & Targets and Planning.
    5. For external communications: The Director Communications, in conjunction with the affected function, department, Council, shall establish tools/processes to facilitate two-way communication of relevant information regarding Scouts Canada matters with identified stakeholders including local communities, government, regulators and donors.
    6. External presentations shall be allowed only upon completion of a review and approval by Scouts Canada’s Communications department.

Related Policies

Related Standards & Procedures

Resources / Guidelines / Tools

Feedback on the Communications Standard

Please provide your thoughts on the content above. Scouts Canada welcomes your suggestions, questions and concerns. All feedback provided will be read and considered, and we will do our best to incorporate the valuable advice and direction we receive to enhance this resource. Please indicate the specific section(s) you are commenting on. Be as specific as possible when providing your feedback. Thank you!

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