Policy Bulletin 718

What has changed

The review of this policy takes into account the changing nature of communications and audience expectations with a goal of ensuring transparency, including providing journalists with timely access to information about federal corrections.

Sections throughout the policy document were amended and reorganized to clarify policy direction and to add roles and responsibilities to ensure consistency in processing media requests.

The following paragraphs outline the major clarifications/changes made to the policy document.

Added Responsibilities

The Assistant Commissioner, Public Affairs, Culture and Engagement (ACPACE), will inform the Commissioner about media events and activities in Correctional Service of Canada (CSC) facilities and ensure all designated spokespersons are provided with media training. The ACPACE also has the authority to develop additional guidelines to provide operational direction throughout the organization, in consultation with the Regional Deputy Commissioners (RDCs) and sector heads, as applicable.

The ACPACE and the RDCs will ensure best efforts are made to respect reporter’s deadlines based on the circumstances of each request.

The ACPACE is responsible for designating CSC spokespersons as per the Directive on the Management of Communications and the Government of Canada’s Policy on Communications and Federal Identity. Sector heads will designate national subject matter experts to speak to the media.

Institutional Heads will consult the RDC, who will consult with the ACPACE, prior to denying or suspending inmate interview requests.

The Manager, Issues Management and Media Relations, at NHQ will provide media relations advice and support to staff, coordinate the training of media relations spokespersons, consult staff, sectors and regions in the development of media relations activities, and designate a staff member for standby duty to respond to emergencies after regular work hours, on weekends, and on statutory holidays.

The Regional Managers, Communications, bring all media-related activities to the attention of the Manager, Issues Management and Media Relations, at NHQ, provide media relations advice and support to regional staff, and notify Regional Victim Services Managers of all known interview requests with an inmate or an offender with a Victim Notification Required flag.

Designated Spokespersons

The ACPACE can designate any staff members as spokespersons and will ensure proper training and support is offered.

Designated spokespersons must respect relevant legislation, such as the Privacy Act, and the security classification of information. They are to speak about their area(s) of expertise. As well, they must make themselves available to accommodate reporter’s deadlines as best as possible and within reason.

Responding to Media Requests

Clarification has been made with regard to how media calls are referred and reported should a staff member be approached by media.

Emphasis has been placed on the importance of respecting reporters’ deadlines and responding to queries in the language in which the request was made.

Timeframes have been established for responding to requests for media interviews with inmates and the opportunity to make representations.

Inmate Media Interviews

The Inmate Media Interviews section has been enhanced to provide greater guidance to staff, inmates, and offenders and includes clear decision-making criteria founded in law for granting or denying media interviews. These criteria allow Institutional Heads to determine if there are any safety and/or security concern to any person or the institution associated with the interview, whether the interview could infringe or deny a victim’s rights, or if there are any documented concerns or information in the Correctional Plan regarding the offender’s participation in a media interview.

Inmate’s Authorized Call List

Additional direction is provided to add media representatives to an inmate’s authorized call list.

Offender Media Interviews in the Community

This new section specifies the process for offender interviews in the community.

Media Access to CSC Institutions and Other Correctional Facilities

This new section details the process for media representatives to have access to CSC facilities and their grounds, as well as the roles and responsibilities of the Regional Managers, Communications.

Media Access During a Disturbance or Crisis

This new section provides guidance on the access to CSC institutions during a disturbance or crisis. It also specifies that site representatives and/or subject matter experts will be made available for media interviews during a crisis or an emergency.

Filming, Photography and Project Requests

This new section provides direction for media representatives on what can and cannot be filmed or photographed. The roles and responsibilities of the Regional Manager, Communications, in assessing these requests have been specified.

Media Project Request Form has been added.

News Releases

The News Releases section has been modified to ensure clarity between the regional and national responsibilities, specifically in cases of death, escape or recapture of an inmate.

A new approach for public disclosure of seizures of contraband and unauthorized items has been added for cases when the disclosure could jeopardize the safety and security of any institution or person or impact an investigation.

A clarification was made to define a major seizure of contraband or unauthorized items.

Escape of an Inmate 

The policy was clarified to outline a two-tiered approach for communicating about escapes and timeframes. In cases of escapes, CSC will issue a social media post as soon as possible followed by a news release (outlining additional details) within three hours of the confirmed escape.

Death of an Inmate

A paragraph was added to specify that next of kin will be informed that, as per policy, a news release will be issued. Any concerns raised will be conveyed to Regional Communications.

Disclosure of Information

The sections on information that may and may not be disclosed have been expanded to provide further clarity on the matter.

Contact for NHQ Media Relations and RHQ Communications

For ease of reference, a section has been added to provide the contact information for NHQ Media Relations and RHQ Communications

How was it developed?

This policy document was reviewed and modified by the NHQ Public Affairs Directorate, in collaboration with the regional communications teams and the Strategic Policy Division, as well as in consultation with the Office of the Correctional Investigator and the Office of the Privacy Commissioner.

Who will be affected by the policy?

All staff.

Accountabilities?

Roles and responsibilities are detailed in the policy document.

Contact:

Strategic Policy Division

Policy-Politiques.GEN-NHQ@csc-scc.gc.ca

Commissioner,
Anne Kelly