New Zealand Aid Tools Annex 4: Internal and external consultation: Recommended detailed steps  

Annex 4: Internal and external consultation: Recommended detailed steps

Annex 4: Internal and external consultation: Recommended detailed steps

Getting materials out for external consultation

  1. The Policy Team will need to develop a list of key stakeholders and their contact details.

  2. The Policy Team Leader prepares a cover note to accompany the document or documents, specifying:

    • the purpose of the consultation
    • when comments are due. A period of 10 - 12 weeks is recommended
    • the name and postal / electronic contact details of the person at NZAID who comments should be sent to (generally the Policy Team DPA).

  3. The DPA

    • sends a cable to all AID Posts notifying the upcoming consultation period and when materials can be circulated to key stakeholders. The DPA sends a follow up email referring to the cable and attaching copies of the consultation documents. Ideally, the cable should reach posts a week ahead of commencement of the consultation period
    • sends other NZ Government Departments and the Council for International Development copies of the consultation materials a day ahead of other stakeholders
    • ensures the cover note and consultation document are loaded onto the NZAID internet in time for commencement of the consultation period
    • mails or emails copies of the cover note and consultation document to other stakeholders on the consultation list (remembering not to disclose email addresses to others on the list).

  4. The DPA files a copy of all materials above (including the consultation list).

Processing feedback from internal and external consultations

  1. The DPA collates all feedback (summarised if lengthy) into a single document with two columns: summarised feedback (left hand column); and Policy Team decision (right hand column). Where possible, feedback is clustered under common themes and headings.

  2. The Policy Team meets and systematically works through and records a decision next to each point or cluster of points raised, e.g.

    • “agreed” and noting specific change to be made
    • “already addressed in section x”;
    • “disagree because…”).

  3. The DPA transfers all changes that the Policy Team agrees to make to a separate document that will be included in subsequent submission to AIDMGT and the Minister, and can form the basis of feedback to stakeholders later on about any key changes to consultation documents.

  4. The Policy Team Leader makes proposed amendments to consultation documents (using tracked changes or other method that highlights changes), and prepares a cover submission to AIDMGT:

    • attaching the proposed final policy or strategy document
    • attaching the document summarising feedback from consultation and Policy Team decisions on feedback
    • highlighting recommended changes to the policy or strategy
    • recommending next steps (eg for Ministerial and Cabinet Committee consideration / communicating changes with staff)
    • seeking AIDMGT approval to changes and process from here.

  5. Following AIDMGT approval, the Policy Team Leader (in consultation with the Policy Team) prepares any final submissions to the Minister and Cabinet Committee (if required).

Informing stakeholders of the outcome of internal or external consultation (once approved by AIDMGT and, where relevant, the Minister and Cabinet)

  1. The Policy Team Leader prepares a short cover note:

    • thanking those who provided feedback
    • noting the policy or strategy has now been approved (and attaching it)
    • noting any substantive changes made to the document following consultation.

  2. Following conclusion of internal consultation, the DPA circulates the note to all NZAID staff and relevant MFAT Divisions/Government Departments. Following external consultation, the DPA circulates the note to:

    • NZAID and relevant MFAT Divisions (by email)
    • AID Posts by cable (note only with a request to circulate to in-country stakeholders), followed up by an email attaching the revised policy and cover note for circulation to stakeholders
    • other New Zealand Government Agencies and CID
    • any others who commented during the consultation.

  3. The DPA ensures the cover note and final policy or strategy are included on the NZAID website and asks the webmaster to remove the cover note after a month.