[Federal Register Volume 59, Number 167 (Tuesday, August 30, 1994)]
[Unknown Section]
[Page 0]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 94-21372]


[[Page Unknown]]

[Federal Register: August 30, 1994]


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DEPARTMENT OF ENERGY
 

Office of Public and Consumer Affairs; Public Participation 
Policy and Secretarial Guidance

AGENCY: Department of Energy.

ACTION: Notice of Publication of Public Participation Policy and 
Guidance.

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SUMMARY: Today's notice publishes the Department's Public Participation 
Policy and Secretarial Guidance which the Secretary approved and issued 
to all DOE employees on July 29, 1994. This policy formally expresses 
the Department's fundamental philosophy, core values, and goals for 
public participation and is a key component, in the Department's 
efforts to operate under a new culture of openness and accountability 
to the public it serves. This policy is applicable to all elements and 
activities within the Department.

FOR FURTHER INFORMATION CONTACT:
Elizabeth A. Nolan, director, Consumer and Public Liaison, PA-2, U.S. 
Department of Energy, 1000 Independence Avenue, SW, Washington, DC 
20585 or telephone (202) 586-5373.
Michael G. Gauldin,
Director, Public and Consumer Affairs.

Public Participation Policy

Public Participation

    Public participation is open, ongoing, two-way 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 process. 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.

Definitions

    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.

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.
    Witin this policy framework, each site will develop its own public 
participation program and plan 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 critieria 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 commitment 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.

[FR Doc. 94-21372 Filed 8-29-94; 8:45 am]
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