Framework for external DND/CAF conduct and culture related engagement

Table of Contents

1. Introduction
2. Vision
3. Application
4. Objectives
5. Principles
6. Professional and Expert Services
7. Values and Ethics
8. Roles and Responsibilities
9. Results and Reporting

I Introduction

The Department of National Defence and the Canadian Armed Forces (DND/CAF) are committed to addressing the significant gap between our desired culture and the lived experience of our personnel, both military and civilian. Comprehensive efforts are now underway to create a healthier, safer, and more inclusive organizational culture. These efforts must be informed by meaningful and continuous engagement with Defence Team members (civilians and military) and partners outside of the organization, including those with lived experience and/or specific expertise in the domains of organizational culture change and professional conduct.

This Framework establishes the initial vision, objectives, and requirements to support a renewed approach to external engagement in support of DND/CAF culture evolution. Previous attempts to address challenges related to professional conduct and culture were not sufficiently inclusive or collaborative, and as a result did not achieve the desired impact. This time, DND/CAF are committed to getting it right, and to do things differently. This approach begins with the recognition that there is no adequate substitute for bringing strong, independent, and expert voices to the table to offer a different perspective on our institution.

The implementation of this Framework will feature the stand-up of a dedicated Engagement and Strategic Partnerships team, which will be responsible for facilitating, tracking, and aligning all conduct and culture related engagement across the DND/CAF. This team will also ensure the resources are in place to facilitate access to engagement opportunities, including making information available through various communications channels, proactively communicating about these opportunities, and directly liaising with partners as needed to provide additional support.

II Vision

Establish DND/CAF as a strong and dependable partner in the broader Government of Canada effort to create healthier and more inclusive organizations through meaningful and continuous engagement. 

III Application

This Framework seeks to establish foundational requirements applicable to all of the Defence Team in relation to any activity that meets all of the following criteria:

1. Relates to engagement;
2. Includes one or more partners/stakeholder community external to DND/CAF;
3. Pertains to professional conduct and organizational culture evolution; and,
4. Not supported by an existing framework that establishes guidelines and principles that meet or exceed those set out in this Framework.

1. Engagement

Engagement includes all activities intended to involve partners, directly or indirectly (e.g., seeking support), in the development, design, delivery, or implementation of organizational initiatives, programs, and policies. This includes all levels of engagement, outreach, or consultation activity – including informing, consulting, collaborating, co-developing, and tasking – as well as the provision of timely feedback throughout the process.

Figure 1

• Feedback: Providing timely feedback to stakeholders throughout the engagement process
• Inform: Inform partners on ongoing or planned initiatives, policies, programs, or other activities.
• Consult: Seek feedback from partners on ongoing or planned initiatives, policies, programs, or other activities.
• Collaborate: Involve partners in the design, delivery, or implementation of ongoing or planned initiatives, policies, programs, or other activities.
• Co-Develop: Partners are responsible for part of the design, delivery, or implementation of ongoing or planned initiatives, policies, programs, or other activities.
• Task: Partners are involved in the design, delivery, or implementation of ongoing or planned initiatives, policies, programs, or other activities.

Figure 2

• Feedback methods: E-mail, roundtable, consultation, and website.
• Inform - Examples: Roundtable, speech or conference, targeted bulletin or newsletter, technical briefing.
• Consult - Examples: Workshop, public meeting, virtual/written feedback, focus group, interview, survey.
• Collaborate - Examples: Forum, advisory body, committee, workshop.
• Co-Develop - Examples: Working group, partnership, training, support.
• Task - Examples: Training, research, grant, contracted solution

4. Existing Framework or Policy

This Framework does not supersede any existing framework, policy, directive, or regulation which establishes principles, guidelines, and/or principles applicable to activities described in this section. However, this Framework is intended to serve as a model for engagement. It is therefore encouraged to integrate its principles into existing frameworks, as appropriate.

Organization Accountability

All DND/CAF organizations should review their existing engagement mechanisms to ensure compliance with the Framework’s principles, and to communicate these to their personnel. All DND/CAF organizations are responsible to ensure compliance within their respective organizations, and to ensure requirements are well understood. This strategic level Framework and its broad requirements should be adapted, when necessary, to suit organization specific objectives for conduct and culture related external engagement at all levels, including the base, wing, and unit levels.

Internal Engagement

Internal engagement is understood to mean engagement activity, as defined in this Framework, aimed at current DND/CAF members, as well as personnel representing organizations and institutions that are directly affiliated with DND/CAF. This Framework does not prescribe the requirements for internal engagement, recognizing the need for all organizations, from Commander/ADM down to each unit or team, to develop a tailored engagement approach that will meet the needs of their people.

The Deputy Minister and Chief of the Defence Staff Initiating Directive for Professional Conduct and Culture requires DND/CAF to adopt an approach of “Listen, Learn, Act,”, and to be guided by the perspectives and experiences of CAF members and DND employees. It is strongly encouraged to integrate the principles of this Framework into internal engagement activities, as appropriate. In this regard, the Engagement and Strategic Partnerships team will be mandated to provide advice to DND/CAF regarding the applicability of these principles to internal engagement activity.

IV Objectives

There is an important community of external persons with lived experience, experts, and other potential partners from which we have much to learn because of their history with DND/CAF. Many of these individuals and organizations have attempted to share their expertise and knowledge in the past, only to experience frustration and, in some cases, further harm as a result of a departmental approach that has been plagued by a lack of coordination and transparency.

This Framework seeks to address these issues and ensure DND/CAF adopts clear and consistent practices related to engagement that maximize the contributions of external partners and offers a transparent, meaningful, and respectful experience. This will be achieved by making meaningful and consistent progress against five primary objectives.

Figure 3

Engagement Objectives

• Rebuild Trust
• Support and Safety
• Strengthen the Community
• Alignment and Coordination
• Fair and Ethical Approach

1. Rebuild trust in the institution by fostering an environment of collaboration and transparency and eliminating the current information silos that are impeding our ability to profoundly integrate a diversity of perspectives and experiences.
2. Support safety for all partners/stakeholder communities throughout any engagement activity by providing the necessary support resources and promoting trauma-informed and individual practices. Creating the conditions to foster and facilitate respectful discussions – for instance, setting respectful boundaries during engagements to help cultivate safe dialogue. The approach for safety will differ when dealing with different groups and communities.
3. Strengthen the community of persons with lived experience, practitioners, and experts by ensuring they are supported and enabled to make meaningful contributions to organizational culture change and continue to grow the expertise and resources that DND/CAF can learn from moving forward.
4. Establish and maintain processes, mechanisms, and tools required to achieve alignment and coordination of engagement efforts across DND/CAF. This will also allow us to better understand and manage expectations during the different engagement activities.
5. Outline clear guidelines and principles to ensure an ethical, fair, and transparent approach to engagement.

V Principles

Figure 4

Framework principles: Collaborative, Accountability, Transparency, Safe environment, Respect, Inclusive

Engagement objectives: Rebuild Trust, Support and Safety, Strengthen the Community, Alignment and Coordination, Fair and Ethical approach.

CAF members and DND civilians will adopt and abide by a set of common principles when engaging externally to the Department. In doing so, Defence Team members will adjust and adapt their processes to build in opportunities to proactively engage with relevant external to DND/CAF partners/stakeholder communities.

At any time, DND/CAF personnel undertaking any activity described in this Framework, may be required to demonstrate that they have fully considered and, as warranted, integrated the Framework principles into their planning and implementation.

1. Collaboration: Defence Teams members will ensure that all engagement work is undertaken in a collaborative manner, recognizing the shared goal of improving culture across DND/CAF through open and honest conversations. At all times, CAF members and DND civilians should consider the potential contributions of external to DND/CAF partners. When in doubt, the Engagements and Strategic Partnerships team will be consulted. In considering opportunities to engage, Defence Team members should consider the possible contributions and input of the following groups and individuals:
   • Persons with lived experience, particularly those that have suffered harm in the course of their employment or service within DND/CAF;
   • Civil society, including organizations committed to awareness and advocacy related to equity, human rights, combatting racism and discrimination, and LGBTQ2S rights;
   • The academic and research sector, including those experts already working in support or organizational priorities through programs such as Mobilizing Insights in Defence and Security (MINDS);
   • Experts in organizational culture change, health, safety, diversity, equity, and inclusion across private industry;
   • Grassroots and community-level organizations;
   • Indigenous leadership and community representatives;
   • The care and support sectors, including experts in fields such as Military Sexual Trauma, psychological safety, and other key care and support functions; and,
   • Departments and agencies across the Government of Canada, as well as international allies, particularly those organizations that share many of the same challenges and operational realities as DND/CAF.



Figure 5

1. Graphic of a clipboard with a colourful chart and yellow sticky notes.

Text: Strategic level collaboration - Examples: Consultation on policy or regulations, co-development of a support program, technical briefing on departmental initiative, roundtable with partners at national level.

2. Graphic of three simplistic outlines of people joined by white lines in a triangular formation.

Text: Engagement at all levels - Partners listed above often have a keen interest in bringing their expertise to DND/CAF initiatives from the strategic to tactical and unit level. Collaboration will be integrated at all levels of the organization, and Command teams across DND/CAF will ensure the application of engagement principles at unit level.

3. Graphic of a chess piece surrounded by an X and an O, each with an arrow pointing away from them in a circular fashion.

Text: Tactical level collaboration - Examples: Consultation on local operations/activities, unit-level training or awareness session, briefing to local/Indigenous community, roundtable with base/wing command team.

2. Safe Environment: Can be defined as a concept that includes all measures and practices taken to preserve the life, health, and bodily integrity of individuals; providing a sound and inviting environment. It not only encompasses both physical and psychological safety, but it also includes considering the power dynamics that may exist within a group or community and how it impacts others’ behavior.

The safety of our stakeholder communities and Defence Team members is paramount. All those participating in engagement activities will be offered the support and flexibility to do so in a way that allows them to protect their personal and professional well-being and, when appropriate, confidentiality. DND/CAF will establish an environment free from discrimination, reprisal, and re-traumatization to promote thoughtful information-sharing and protect the integrity of engagement efforts. Supporting a trauma informed dialogue and establishing the conditions to foster a safe environment are key in ensuring that real and intentional change occurs.

The Engagement and Strategic Partnerships team will provide advice and, where appropriate, resources to support safe engagement activity. Defence Team members will make the necessary resources available to participants, both internal and external, when engagement activities have a high likelihood of being activating, distressing, sensitive, or otherwise harmful. Available resources will include:

• A comprehensive list of DND/CAF resources, including Employee Assistance Program, Members Assistance Program, and the Sexual Misconduct Support and Resource Centre;
• Support of a CAF Padre; and/or,
• Support of a trained social worker or care and support professional.

Different topics can affect groups and individuals differently, depending on a multitude of factors. Defence Team members should consult with all participants as part of planning efforts to determine if supports are required. Dealing with survivors/victims/those with lived experience, is distinct from other types of engagements. These require a tailored approach.

3. Transparency: Engagement activity will have a well-defined purpose, scope, and process. Partners will be engaged in manner that clearly sets out where and why their contributions are needed and valued, activities will be focused and clearly define the expectations of partners, and commitments to follow up and inform partners of outcomes will be established at the outset. Providing feedback to stakeholders in a timely fashion, throughout the engagement process is essential in fostering trust and creating a transparent relationship. This should include what we have learned from sessions and other context related to their input.
4. Accountability: Opportunities for engagement will be communicated openly and widely to foster participation from a diversity of partners, as appropriate. Defence Team members will be open and transparent about partnerships and share as much information as possible regarding the outcomes of its engagement activities. This will include, when possible, direct feedback to partners regarding the impacts of their contributions, as well as broader public communication on engagement activities. Furthermore, stakeholder community members should minimize the possibility of conflicts of interest arising by avoiding and preventing situations that could create conflicts of interest.

The Engagement and Strategic Partnerships team will track, monitor, and report publicly on the overview of engagement activities under this Framework. No personal attributes will be included in such information. Likewise, DND/CAF organizations are to ensure consistent internal reporting in support of this activity.

5. Inclusive: DND/CAF will adopt an approach to engagement that maximizes opportunities and reduces barriers to participation. Engagement activities should be communicated clearly, in plain language, and through a variety of mediums. Opportunities for participation should remain flexible to encourage meaningful participation from interested parties, while balancing the need for timely decision making.

Specifically, Defence Team members will ensure engagement activities take into account the following:

• Social and cultural needs of partners: Partners should be consulted on the need for tailored support and process, as appropriate (e.g., presence of an Elder when working with Indigenous partners, relevant spiritual support, language barriers, mental health support).
• Official language requirements: Participation in engagement activity must be possible in both official languages.
• Persons with disabilities: Engagement activity must be accessible to persons with disabilities, when requested, by including alternative formats, accessible facilities, and accommodations for other required supports.
6. Respectful: DND/CAF recognizes that partners with lived experience are not a homogenous group and may have to balance advocacy and expertise with what is best for them in their recovery. Competing priorities and professional obligations are to be considered to ensure that our stakeholder communities are not over-burdened and negatively impacted.

Defence Team members will recognize and value the expertise of partners. When required under applicable policies, remuneration is being explored in recognition of the benefit obtained by the organization because of the expertise and services of partners. Remuneration will be in line with all applicable guidelines, policies, and legislation. See the following section for additional details.

Recommended Approach

VI Professional and Expert Services



Figure 6
1. Reflect: Consider the value that external partners can offer to your activity. Is there a benefit to an external perspective, or is your activity likely to be of interest to external partners? Develop specific objectives to be achieved through engagement (and not simply a check in the box).
2. Plan: Give due consideration to these principles and how they might strengthen the engagement experience for you and for partners. Consult with the Engagement and Strategic Partnerships team on how to include framework principles into your activity.
3. Organize: Dedicate the necessary time, people, and resources to support a successful engagement activity. Consider the needs and capacities of your external partner(s).
4. Engage: Structure and deliver your engagement activity in a manner that reflects positively on the institution, and leaves partners feeling that they have been treated with respect and provided a fair and genuine opportunity to provide insights or expertise.
5. Assess: Review the outcomes of your engagement activity, and consider how it can enrich your work. Identify opportunities to share feedback with partners, when appropriate.
1. General Application:

DND/CAF partners represent a broad range of professionals and experts who dedicate their personal and professional lives to advancing culture change, diversity, inclusion, and equity. In line with the objectives and principles outlined in this Framework, it is critical to recognize that the pace and volume of engagement that will be pursued as part of growing culture evolution efforts will place an additional burden on individuals, experts, and organizations, many of which already provide critical services.

When an engagement activity requires the provision of professional services, and results in a direct benefit to the organization, DND/CAF will ensure the appropriate contracting or compensation mechanisms are employed, including sole source and competitive contracts, as appropriate. All contracting activity will be in line with Government of Canada policies and principles of access, fairness, transparency, and value for money.

When appropriate, the DND/CAF will communicate specific requirements to partners in advance to ensure common and consistent awareness and afford equal opportunities to offer services or expertise.

2. Other Compensation:

In line with the objectives and principles outlined in this Framework, DND/CAF is committed to creating a level playing field for all partners. The capabilities and resources of individuals or organizations are not a reflection of their ability to contribute meaningfully to engagement activities. Accordingly, in circumstances where participation in an activity captured in the scope of this Framework is on a volunteer basis but incurs a cost for an individual or organization (e.g., travel, accommodations, etc.), and is not considered to be a service or provision of goods, consideration should be given to appropriate forms of compensation. This will be determined on a case-by-case basis, based on input from partners and in accordance with Government of Canada policies.

3. Grants and Contributions:

This Framework is intended to support and grow the capabilities of the community of external practitioners, experts, and persons with lived experience. These organizations and individuals have done important work to raise awareness, develop and improve services, and grow knowledge and understanding of the impacts of toxic organizational cultures, including within DND/CAF. Many have done so on a volunteer basis, with minimal resources and while balancing other personal priorities.

Continuing to promote these efforts and develop the capabilities of these individuals and organizations is critically important to making DND/CAF a leader in matters of diversity, equity, inclusion, and healthy organizational culture. DND/CAF will enable support for the partner activities of partners, even when these do not directly relate to organizational programs or services, or do not result in a direct benefit to the department.

The Engagement and Strategic Partnerships team will maintain a list of all relevant programs, including grants and contributions program, and help communicate any relevant changes or upcoming opportunities.

VII Values and Ethics

This Framework does not supersede any applicable guidelines, policies, directives, or other obligations related to ethical and legal conduct. Defence Team members are governed by the terms of the Department of National Defence and Canadian Armed Forces Code of Values and Ethics. Current and former Defence Team members wishing to engage with the organization on activities or initiatives captured within the scope of this Framework should consider any potential conflict of interest that may arise as well as limitations imposed by post-employment conditions. 

When contemplating engagement activities, Defence Team members will consider all potential issues, real or perceived, which may contribute to feelings of favoritism and inequity from partners, or otherwise undermine the credibility of the organization and compromise the objectives set out in this Framework. Safeguarding the credibility of DND/CAF’s engagement effort is the shared responsibility of all Level Ones.

VIII Roles and Responsibilities

In implementing this Framework, the following roles and responsibilities are assigned to DND/CAF Level One organizations:

• All DND/CAF Organizations: Support the successful implementation of this Framework by monitoring and ensuring compliance with its principles across their respective organizations. Seek support and guidance from the Chief – Professional Conduct and Culture (CPCC) Engagement and Strategic Partnerships team as required.
• CPCC: Working with all DND/CAF organizations, will be responsible for the successful development and implementation of this Framework. This includes, but may not be limited to:
  • Maintain the existence of a dedicated Engagement and Strategic Partnerships team;
  • Coordinate the development of all supporting products, including any applicable guidance to Defence Team members, communications, and web products;
  • Monitor and ensure compliance with Framework principles at the Level One;
  • Develop the tools and processes necessary for comprehensive tracking and reporting;
  • Serve as a central point of access, or “single-window” for both internal and external partners;
  • Maintain open, collaborative, and fruitful relationships with partners; and,
  • Provide guidance and advice to DND/CAF, including guidance related to safety, diversity, equity, inclusion, and transparency in all engagement.
• Assistant Deputy Minister (Public Affairs) (ADM(PA)):
  • In accordance with the Government of Canada Directive on the Management of Communications, ADM(PA) as the DND/CAF Head of Communication is the authority for:
    • Ensuring compliance with Public Opinion Research (POR) policies, including determination that DND/CAF engagement activity constitutes POR;
    • Providing communications advice, support, and guidance at all stages of consultations and public engagement initiatives; and,
    • Ensuring that information about external consultations and public engagement initiatives is posted on the Government of Canada’s web presence.
  • Support CPCC in the timely development of communication and web products, and ensure alignment with broader engagement and communication priorities and activities across DND/CAF;.
• Sexual Misconduct Support and Resource Centre (SMSRC):
  • Provide advice related to safety, supports, and best practices related to engagement with persons with lived experience of sexual misconduct, including those who are at high risk of re-traumatization; and,
  • Provide advice related to the disposition, capabilities, and needs of the affected persons community to ensure activities carried out under this Framework are balanced, fair, and represent a community of voices.

IX Results and Reporting

Stakeholders and partners want to know that their contributions are valued and impactful. DND/CAF is committed to regular and open communication on the outcomes of engagement activities. A conduct and culture engagement Internet page will be launched and regularly updated to provide information about upcoming engagement activity and updates on key initiatives and programs along with highlighting partners’ contributions which are critical to our success.

The Engagements and Strategic Partnerships team will carefully track all activity captured within the scope of this Framework. This will be done in a manner that protects the confidentiality and privacy of partners, while allowing DND/CAF to plan and allocate its engagement resources in a manner that is fair, transparent, inclusive, and accessible.

This Framework will continue to evolve as we further develop our engagement activities and processes as well as strengthen our relationships with the various partners and stakeholder communities.