The PDF version 
U.S. Department of Energy POLICY
Washington, D.C. DOE P 1210.1
7-29-94
SUBJECT: PUBLIC PARTICIPATION
PUBLIC Public participation is open, ongoing, two-way
PARTICIPATION: communication, both formal and informal, between the
Department of Energy and its stakeholders. This steady,
interactive communication enables each party to learn about
and better understand the views and positions of the other.
The Department recognizes the many benefits to be derived
from public participation, for both stakeholders and DOE.
Public participation provides a means for the Department to
gather the most diverse collection of opinions,
perspectives, and values from the broadest spectrum of the
public, enabling the Department to make better, more
informed decisions. Public participation benefits
stakeholders by creating an opportunity to provide input and
influence decisions.
POLICY: Public participation is a fundamental component in program
operations, planning activities, and decision-making within
the Department. The public is entitled to play a role in
Departmental decision-making.
PURPOSE: This policy is intended to ensure that public participation
is an integral and effective part of Departmental activities
and that decisions are made with the benefit of important
public perspectives. This policy provides a mechanism for
.bringing a broad range of diverse stakeholder viewpoints
and values early into the Department's decision-making
processes. This early involvement enables the Department to
make more informed decisions, improve quality through
collaborative efforts, and build mutual understanding and
trust between the Department and the public it serves.
SCOPE: This policy is designed to function as a general framework
within which all Department programs shall operate. While
it applies to all levels of DOE, its intent is development
and implementation of effective public participation
programs at each site. In conjunction with its stakeholders
and field manager, each site shall develop and implement a
public participation program that promotes openness and
two-way communication and is tailored to meet specific
program, site, and stakeholder needs. This policy is not
intended to affect legal requirements imposed by law,
regulation, or contractual agreement; neither does it modify
any legal rights available to the public under current law.
DEFINITION: Under this policy, the Department actively seeks, considers,
and incorporates or otherwise responds in a timely manner to
the views of its stakeholders, thereby providing them an
opportunity to influence decisions. Stakeholders are
defined as those individuals and groups in the public and
private sectors who are interested in and/or affected by the
Department's activities and decisions. Public participation
is defined as open, ongoing two-way communication, both
formal and informal, within the DOE Complex and between the
Department and its stakeholders. This communication will
vary widely in nature and scope and may include, but is not
limited to, informal conversations, scheduled meetings and
workshops, legally required hearings, and
Federal-State-local-Tribal agreements.
GOALS: The goals of the Department's Public Participation Policy
are:
I. The Department actively seeks and considers public input,
and incorporates or otherwise responds to the views of its
stakeholders in making its decisions.
II. The public is informed in a timely manner about and
empowered to participate in the Department's decision-making
processes, which are open, understandable, and consistently
followed. Access points for public input are clearly
defined from the earliest stages of a decision process and
provide adequate time for stakeholders to participate.
III. Credible, effective public participation processes are
consistently incorporated into the Department's program
operations, planning activities, and decision-making
processes, at headquarters and in the field. Every employee
within the DOE Complex shares responsibility to promote,
practice, and improve public participation.
CORE VALUES: Though program-specific public participation activities may
vary throughout the DOE Complex, each program will be
characterized by the following core values:
Accessibility: Known avenues to Department leaders who are available,
approachable, and open to the public.
Accountability: Responsibility to the public for its decisions and a
willingness to provide explanations for the rationales
behind its decisions.
Accuracy: Commitment to the truth.
Communication: Open, two-way exchange of information, knowledge, and
perspectives between the Department and its
stakeholders.
Consistency: Stakeholder interactions marked by regularity and
continuity.
Fairness: Objectivity and freedom from favor toward any side.
Honesty: Commitment to fairness, trustworthiness, and
straightforwardness.
Innovation: Introduction of new ideas, methods, and approaches.
Openness: Ready accessibility and a willingness to listen to,
consider, and respond to stakeholders.
Peer review: Reexamination of key issues and decisions by internal
and external peers.
Respect: Consideration and deference in the treatment of
stakeholders.
Responsiveness: Timely and empathetic consideration of and response to
the needs, wants, and concerns of stakeholders.
Scientific Credibility: Commitment to the pursuit of sound,
dependable, leading edge science.
Sincerity: Openness, frankness, and truthfulness in all
stakeholder communications.
Time/Timeliness: Adequate amount of time for stakeholders to participate
in Department decision-making processes. Timely
responses to stakeholder input and requests. Timely
Departmental decision-making processes supported but
not hindered or delayed by public participation.
ACCOUNTABILITY: Senior departmental, program, and field managers are
accountable for assuring that public participation
activities meet the goals of this policy and the needs of
stakeholders; are fully coordinated; and reflect
Departmental principles and values. Managers are
responsible for implementing plans that assure that public
participation needs for their programs or projects are
identified and satisfied in the decision-making process.
Public Participation is a performance element for these
managers.
BY ORDER OF THE SECRETARY OF ENERGY:
ARCHER L. DURHAM
Assistant Secretary for
Human Resources and Administration
The Secretary of Energy
Washington, DC 20585
July 29, 1994
MEMORANDUM FOR: ALL DOE EMPLOYEES
FROM: HAZEL R. O'LEARY
SUBJECT: GUIDANCE ON IMPLEMENTATION OF THE DEPARTMENT'S PUBLIC
PARTICIPATION POLICY
Public participation must be a fundamental component of the Department's
program operations, planning activities, and decision-making. The business
of the Department must be open to the full view and input of those whom it
serves, consistent with applicable laws, regulations, and contracts.
To ensure that we operate in this manner, the Department's Public
Participation Policy was developed by a cross-cutting team that included
field representatives. This policy marks a clear break with past practice
by challenging the Department and its contractors to perform to a new
standard of openness and service.
Within this policy framework, each site will develop its own public
participation program and plans in consultation with stakeholders and with
the concurrence of appropriate Headquarters program offices. In achieving
the goals of public participation, managers are responsible for:
* identifying, planning, funding, supporting, and implementing the
appropriate level and scope of public participation activities in their
programs;
* ensuring that public participation principles, values, and processes
are fully understood and practiced within their programs and at their
sites;
* providing necessary human, information, systems, and financial
resources; and,
* ensuring that their staff receive basic communication and public
participation training, and where appropriate, advanced public
participation training.
To promote teamwork, share the benefits of experience and innovation at
individual sites, and avoid unreasonable demands on site personnel or
stakeholders, program and staff offices will coordinate public participation
activities through the Office of Public and Consumer Affairs at Headquarters
or with its counterpart in the field. This coordination in no way limits or
dilutes field managers' authority to implement effective public
participation programs or program managers' responsibility to plan, fund,
and support appropriate levels of public participation in their programs.
The effectiveness with which each site/program implements the Department's
Public Participation Policy will be assessed annually, and these assessments
must include the views and recommendations of stakeholders. Stakeholders
will also be invited to participate in the processes used to develop
criteria and measures for judging effectiveness. The Director of Public and
Consumer. Affairs will evaluate these annual assessments and recommend
changes to improve the effectiveness of the Department's public
participation efforts.
While public participation processes must be tailored to meet specific site,
program, and stakeholder needs, the following broad guidance provides a
framework to assist management in implementing this policy Department-wide.
Using the following critical policy elements and implementing actions as a
guide, Headquarters and Field Elements should consult with stakeholders to
develop appropriate public participation programs and activities.
CRITICAL POLICY ELEMENTS:
I. The Department recognizes that honesty and forthrightness in
dealing with stakeholders, and consistent, credible, quality
performance are the bases upon which to build public understanding
and trust.
Implementing Actions:
* Department officials will be open, honest, and accurate in
their public statements and accountable for diligent follow-up and
timely results from the commitments they make.
* Department officials will engage in an open and on-going
communication process and consistently listen and respond to
suggestions made by the public. The Department will incorporate
public input into its decisions where appropriate and feasible and
will provide feedback to the public on its reasoning.
* Department officials will recognize and reward leadership and
results in the area of public participation.
II. Departmental program development, planning, and decision-making
processes will be clearly defined, with regular, easily identified
access points for public input.
Implementing actions:
* Senior management will ensure that Department personnel, other
Federal, State, and local officials, Tribes, and other
stakeholders are appropriately integrated into their planning
activities and decision-making processes.
* Stakeholders and field managers will determine and identify
pre-decisional access points for public input.
III. Headquarters, field offices, laboratories, and facilities will
operate as an integrated team in planning local and national
public participation programs by combining resources, sharing
information, and coordinating activities.
Implementing actions:
* Headquarters Elements will coordinate their planning of public
participation activities with the Office of Public and Consumer
Affairs and with affected sites, including the site Public
Affairs/External Relations director.
* Field managers, as those closest to affected communities and
stakeholders, will facilitate accommodation between local and
national interests.
IV. The Department will establish and support training and education
programs to meet evolving public participation needs, both
internally and externally.
Implementing actions:
* Senior management, at Headquarters and in the field, will
identify and coordinate communication and public participation
training on a priority basis until all appropriate headquarters
and site personnel are trained.
* In consultation with stakeholders, field managers will make
recommendations on the timing and content of needed external
education/training programs.
V. The Department will foster candid information exchanges and
ongoing two-way communication using a variety of mediums.
Implementing actions:
* Whether formal or informal, all public participation activities
will be conducted in a spirit of openness, respect for different
perspectives, and a genuine quest for a diversity of information
and ideas.
* The Department will work to establish, announce, and manage
topical data bases of reliable, timely information available to
the public through telephone and computer access.
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