The Health Canada Policy Toolkit for Public Involvement in Decision Making

Level 1 Technique:
Call for Briefs/Request for Proposals

What Is It?

A call for briefs is an invitation to the public to address a project or policy idea by formulating alternative and creative solutions and submitting these in a formal presentation. A call for briefs may be preliminary to further consultation or another public involvement activity. Generally, within the government context, this is a process that asks for briefs to be submitted for a legalistic procedure such as a Standing Committee. However, in an extended form it could be a call for papers or presentations to be given during a symposium or conference (the procedures are virtually the same).

How It Works

Call for the submissions:
Generally, a call for briefs is used when a conference or meeting has been scheduled to take place.

• The first step is to determine the issue at hand. Once the issue has been determined and if it is fairly general (e.g. Information Systems), sub-topics can be suggested.
• The second step is to determine what type of briefs are required - research papers, alternative ideas, or a form which is filled out by individuals.
• If it is decided that only research that has not yet been published or presented at other conferences will be accepted, or if the subject is complex, approximately one year's notice must be given for people to submit briefs. Also, the topics and the desired form of the brief must be made clear and available to potential submitters.

After submissions have been received:

• Once a brief is submitted, a timely review and response should take place to help ensure the use of that brief.
• When the event arrives, and/or all briefs are to be reviewed, they should all be made available electronically or at a viewing centre.
• Moreover, to help encourage submissions, a formal paper should be prepared to show how the briefs will be used.

When Is It Most Useful?

• receive input at any stage of the planning and decision-making process
• receive carefully researched and well-considered positions
• supplement less formal consultation techniques
• when an issue has received public attention and academic support
• to encourage research and ideas on a topic of importance that has not yet been addressed.

Logistics and Limits

Background information must be gathered and communicated in the preparation of the call for briefs.

Submissions will need to be collected, collated and analysed - it will be necessary to assign personnel to these functions. There is a likelihood that responses may be limited to interest groups, so "horizontal" issues may not be addressed. Moreover, when a call for submissions is put out, adequate information about when the submissions must be submitted and the proper form for submission must be provided to ensure the fullest response.

Cost Implications

Costs can vary a great deal depending on the complexity of the issue and the expectations of the host. The cost of an event is similar to other hosted events and might include room fees, the production and reproduction of materials, etc. There is usually no expectation of payment for briefs, although if the person is asked to come from out of town to present it, travel costs are usually covered.

Expectations for Feedback or Follow-up

A summary of how the briefs will be used and a collection of the briefs that were accepted should be compiled and distributed. Also, all those whose briefs were accepted should receive information as to the outcome of the event and/or the use of the briefs. If appropriate, the event could be published and results forwarded to the media and those whose submissions were not accepted.

Timelines

While it may not be an intensive public involvement technique, calls for briefs can be a very long process. Ideas and topics must be determined, the proper information communicated to the public, an event organized (if applicable), and enough time given to participants to respond. The timing on briefs for a government process, such as a Standing Committee, can be very tight, often less than three months. If asking for papers for a conference or a publication, the timelines may be much longer, sometimes as much as six months to one year.

Potential Pitfalls

• The briefs and submissions received could be off topic.
• Very few are received.
• Too many are received, making the review process arduous.