From time to time various government departments invite non-governmental
organizations to consultations in order to share information and to receive advice
and input from NGOs.
Usually there are provisions for only a certain number of NGOs to attend these
sessions,
therefore the Network will provide a democratic and transparent
Delegate Selection Process
for the government.
Delegate Selection for Government Consultations
Delegate Selection Committee
The Coordinator of the Network will ask for volunteers from the membership base
to act for 6 months on the Delegate Selection Committee. From the set of
volunteers, the Coordinator will select 5 people representing, in so far as is
possible, a geographical, language, ethnic and expertise diversity. The majority of
the Committee will be NGO members.
For any one Call for Delegates, 3 of the above 5 standing members will sit on the
active Committee. This will allow other members of the committee to apply for the
consultation if they wish.
Committee members can act for more than 6 months if they are willing and asked
by the Coordinator.
Note: The information on this page is an example of the activities and procedures
that are characteristic of the Delegate Selection Process. Please understand that,
due to differing requirements, not all of these activities occur with every
consultation.
Basic Criteria for Delegates
Prospective Delegates must meet the following basic requirements to be
considered:
- Be a member of the CNHHE and represent a health-based Canadian NGO
- Be willing to commit the time necessary to contribute effectively to the
consultation, including preparation and reporting time
- Be able to participate effectively in a collaborative multistakeholder setting
- Will disclose any conflict of interest
Conflict of Interest
Conflict of interest can be deemed to occur if:
- A person is on a Selection Panel when another person from their
organization is a contender
- A delegate intends to use the consultation venue to promote a product or
their organization for financial gain
- A delegate, either paid or unpaid, promotes third party interests during the
consultation (ie. Uses the venue to promote pharmaceuticals or other
products or benefits for an outside interest)
Disclaimer
It is the viewpoint of the CNHHE that delegate selection through this process does
not limit participation in government consultations through other means. Venues
for delegate invitation and selection are determined by the government department
conducting the consultation.
Delegate Selection Process
- A government department contacts CNHHE with a request for delegates
(electronically and in both official languages) for a specific consultation or
workshop, at least 4 weeks in advance.
- The government department provides the selection criteria specific to their
needs (knowledge level, representativeness parameters). CNHHE and
government negotiate for equity in representation for all delegate groups.
- CNHHE and government department negotiate for support, including
translation and simultaneous interpretation needs, and funding for NGO
participation. Delegates may refuse honouraria if they so wish.
- CNHHE prepares a Call for Delegates in French and English, with the
details of the consultation and then distributes it to the members by email
and on the web site.
- CNHHE and government negotiate whether a position paper or other
deliverable is required, and any other particulars.
- CNHHE collaborates with RCEN to ensure parity of support for the
consultation and any issues relating to delegates applying through both
networks
- CNHHE activates the Delegate Selection Committee.
- Responses to the Call for Delegates are collected and acknowledged
- Applications are assessed by the CNHHE to determine if they meet the
basic criteria.
- After the deadline for applications, the list of applicants is distributed to the
Delegate Selection Committee. A conference call for the Committee is
arranged.
- The Delegate Selection Committee discusses the applicants and makes a decision based on the selection criteria provided by the government department. Alternate delegates are identified for use in the case of a delegate being unable to attend.
- All applicants are notified of the Committee's decision.
- The government department is provided with the list of delegates.
- The names of the selected delegates and their relevant contact information
are posted to the CNHHE web site.
- Government department communicates directly with the selected delegates
regarding travel arrangements and travel support, possibility of honorarium,
further information about the particulars and background of the consultation,
providing as much lead time as possible.
- CNHHE coordinates an opportunity for the selected delegates and
interested members of CNHHE to exchange information prior to the
consultation (either via email or via conference call).
- Delegates attend the workshop and provide a brief report for sharing with
the network. This report can be the same report as one requested by the
government.
- The report from the consultation is posted in French and English on the
web site.
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