Subject

Policy Letter on Consultative Framework for General Aviation

Reference

1. Flight 2005 - A Civil Aviation Safety Framework for Canada
2. Civil Aviation Integrated Management System Standard (IMS) (RDIMS # 114849 v.9 - English version)

Purpose

The purpose of this policy letter is to define an internal and external consultative framework for the development of regulations, standards, policy and guidance material for General Aviation programs.

Application

This policy shall apply only to policy, program and regulatory initiatives within General Aviation that affect stakeholder consultation. It does not apply to any initiatives or amendments to existing internal documents that will not have any regulatory or service delivery impact on our clients or stakeholders.

Background

The development of General Aviation programs must be based on a sound consultative framework. This requirement is identified in the operating principles in Flight 2005 as well as IMS.

In reference to Flight 2005, some of the key principles pertaining to a consultation framework includes:

1. maintaining open communication and sharing information with each other, the aviation community and the public;
   
   
2. consulting early and throughout the rule making process.

The application of these operating principles will result in a continued improvement in the high level of aviation safety in Canada and a high level of public confidence in our Civil Aviation program.

Under the IMS there are three areas that speak to the need for a stakeholder consultation framework.

1. Part 2 - Stakeholder Focus mentions that management shall ensure that stakeholder needs and expectations are determined and converted to program requirements.
   
   
2. Part 4 - Program Design and Delivery mentions that program design should take into consideration stakeholder focus.
   
   
3. Part 5 - Measurement and Analysis mentions that the organization shall establish procedures for communicating with stakeholders and use stakeholder information to develop and monitor standards.

An effective consultation framework will result in the following benefits:

• allow for better stakeholder recognition;
• improve the quality of relations with stakeholders;
• satisfy stakeholder expectations;
• enhance stakeholder support of program changes and resultant outcomes;
• avoid potential conflict with program changes;
• ensure stakeholders are informed on the issues affecting them.

Consultation Policy

To establish an effective consultative framework, General Aviation shall be guided by the following principles:

1. Informing stakeholders - stakeholders shall have access to and be informed of all relevant documents on proposed changes to regulations, standards and policies.
   
   
2. Identifying stakeholders - General Aviation shall maintain a list of external stakeholders that could be affected by any program changes.
   
   
3. Consulting early - the consultation process shall begin at the earliest stage, as early input from the stakeholder is helpful to identify issues that are pivotal to the development of the final product.
   
   
4. Seeking information from stakeholders - General Aviation shall establish a communication plan to ensure stakeholders are advised of any proposed program or regulatory changes in sufficient time to allow for the receipt of stakeholder comments prior to any Canadian Aviation Regulation Advisory Council (CARAC) presentation or program implementation.
   
   
5. Developing clear objectives - clear objectives shall be established for consultation so that the process is open and transparent.
   
   
6. Seeking comments - an appropriate format such as face-to-face meetings, teleconference or electronic mail shall be used to get feedback from the stakeholders.

Consultation Procedures

The following procedures shall be followed by the Office of Primary Interest (OPI) for initiating new policy, programmes or making changes to existing programmes.

1. The OPI shall develop a draft discussion paper in both official languages detailing the proposal, including all relevant background information.
   
   
2. The OPI shall identify all relevant internal and external stakeholders. The principal stakeholders normally are:
   
   
• General Aviation in Headquarters and Regions;
• other Civil Aviation branches;
• Canadian aviation industry associations and representatives.

3. The OPI shall send the draft proposal to all identified internal stakeholders providing at least three weeks for receiving comments.
   
   
4. The OPI shall consider all internal comments and develop and distribute an amended proposal to internal and external stakeholders, giving at least three weeks for their comments.
   
   
5. The OPI shall review the comments to finalize the proposal or schedule meetings with the stakeholders to address any concerns.
   
   
6. If the document is produced within General Aviation as one of the communication documents i.e., Functional Directive, Advisory Circular or Policy Letter, it shall be produced in a final bilingual format and sent for promulgation by the Director of General Aviation.
   
   
7. In compliance with the Civil Aviation IMS standard, the OPI shall ensure that the final document is readily available to all users and a process implemented to ensure its content remains current.

Effective Date

This policy letter is effective upon receipt.

Manzur Huq
Director
General Aviation