IRCC Minister Transition Binder 2023: Logistics and Reference Information

Overview

This presentation will provide you with logistical and reference information to assist you with gaining a high-level understanding of key corporate services and responsibilities:

  1. Security: Practices and protocols
  2. Corporate Services: Services available to you and your office
  3. Access to Information and Privacy: Overview of the acts and recent statistics
  4. Proactive Disclosure: New requirements and progress to date
  5. Managing information: Duty to maintain records
  6. Financial Authorities: Delegation of Spending and Financial Authorities requirements
  7. Governor in Council Appointments: Roles and responsibilities

Security: Safeguards in Place For Your Safety

IRCC Corporate Security and the RCMP

There are a number of security protocols in place to ensure your security. An in-person briefing on these measures will be held soon after your arrival.

IRCC Corporate Security coordinates with the Royal Canadian Mounted Police (RCMP) Protective Services on security matters. This requires sharing your agenda and travel schedule with IRCC Corporate Security in a timely manner.

Corporate Services at Your Disposal…

DMO-21

The Deputy Minister’s Office has a dedicated executive and a team of departmental resources to support you in all day-to-day operations and in your key interactions with the Department. Led by the Departmental Assistant, DMO-21 is comprised of three teams:

Advisors – your first stop for policy and program needs

Corporate Services – your dedicated resource for issues related to human resources, finance, security, IT and accommodations

Travel and Protocol Services Unit (TPS) – your support for all requests related to meetings with stakeholders, as well as international and domestic engagements

Briefings Unit

To ensure high quality briefing products, the team coordinates, edits and packages all briefing materials provided to you by the Department. This includes memoranda for your information, decision or approval, as well as briefing binders to support you for meetings, events, trips, and parliamentary committee appearances.

Parliamentary Affairs Unit

A multiservice team at your disposal through regular consultation on all parliamentary-related issues, including strategic advice on committee appearances, debates, the legislative process, tabling information in Parliament, as well as other parliamentary processes.

Logistics and Reference

Corporate services at your disposal cont’d…

Ministerial Enquiries Division (MED) – Ministerial Correspondence

Receives, triages, records and responds to correspondence addressed to you.

Provides statistical reports on correspondence volumes, trends, and service standard adherence rates.   

About 1% of responses (nearly 400 last year) are drafted in close collaboration with key areas of expertise throughout the Department for your consideration and signature. These are VIP correspondents, including elected officials at all levels, foreign governments, stakeholders, partners, and your constituents.

Logistics and Reference

MED provides 99% of the answers sent directly to clients and correspondents (more than 35,000 last year). The majority of these are case enquires from IRCC clients.

Access to Information and Privacy (ATIP)

Access to Information Act :

Provides access to corporate records (e.g., memoranda, briefing notes, reports, etc.)

Privacy Act:

Provides individuals access to their own personal information.

The Office of the Information Commissioner (OIC) and the Office of the Privacy Commissioner (OPC) are responsible for overseeing compliance with the Acts.

IRCC has collaborative working relationships with both the OIC and the OPC.

Logistics and Reference

Areas of focus:

Proactive Disclosure

Since 2019, all federal departments must publish the following materials online:

Departments must also proactively publish other components according to timelines:

Logistics and Reference

Managing Information

Electronic Documents

Classified And Designated Information

MS teams

Paper Documents

ATIP & Litigation

Personal Email Address

For more information on Managing Information in the Minister’s Office, click here

Financial Authorities

Immediate requirements

As per the Treasury Board Directive on Delegation of Spending and Financial Authorities requirements, we will send you the Departmental Delegation of Spending and Financial Authorities Instrument within 90 calendar days of your appointment for your approval.

Governor in Council Appointments

Appointment Requirements

An open, transparent, and merit-based selection process for Governor in Council appointments was established in February 2016.

The process supports ministers in making appointment recommendations of high-quality candidates who reflect Canada’s diversity for positions within their portfolio.

As a Member of the Queen’s Privy Council of Canada and responsible Minister, you will be asked to recommend to Cabinet Governor in Council appointments for two organizations under your portfolio:

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