BLGF Communication Policy

January 12, 2016 BLGF MEMORANDUM CIRCULAR NO. 002-16 TO : All BLGF Officials and Employees SUBJECT : BLGF Communication Policy The Bureau of Local Government Finance (BLGF) is committed to the implementation of an effective Communication Policy that serves as a guide to all BLGF officials and employees in the disclosure of information to its stakeholders and the public in general. All BLGF Central and Regional Directors, Officials and Employees, including contractual personnel and job orders, are hereby instructed to adopt and abide by the instructions set under this policy: COMMUNICATION POLICY Disclosure of Information I. Purpose This policy sets the guidelines on information and communications management of the Bureau, specifically in the dissemination and posting of material information for the general public, media, clients and stakeholders. II. Scope This policy applies to all BLGF personnel with regard to all information (general, confidential, or material) in whatever form or means that is shared between and among the Bureau, its personnel, and other concerned parties. III. Objectives A well-defined set of guidelines for communication is very important, specifically in disclosing information, thus this policy is aimed at achieving the following: 1. To ensure that official or material information is disclosed in a timely, consistent, and appropriate manner through identified means, pursuant to all applicable legal requirements; 2. To provide direction for all Bureau personnel in the appropriate treatment of material, confidential and general Bureau information; and 3. To avoid improper use or premature disclosure of confidential material information. It is emphasized that the Bureau has an obligation to ensure that the information relative to its official functions, mandate and affairs is disclosed to the public in an appropriate manner. This policy will assist the Bureau in satisfying the objectives above, and in assigning responsibility for the creation of an oversight group, if necessary, for the effective implementation of these policies and procedures. IV. Definitions 1. BLGF Personnel any person employed with the BLGF, both officials and rank and file, including contractual personnel and job orders; 2. Bureau the BLGF including its Regional Offices; 3. Confidential Information information which is restricted, of privileged nature, and not widely disseminated within or outside of the Bureau, such that if disclosed would be unduly detrimental to the Bureau's interest or may interfere in the attainment of the Bureau's objectives; 4. General and Routine Information information that is classified as material information, and which is not required to be kept confidential because of privacy laws; 5. Material Information any information relating to the official business and affairs of the Bureau, such that when publicly disclosed would significantly affect, or reasonably expected to have a significant effect, or value to the Bureau, the general public, its clientele and stakeholders; and CAIHTE 6. Executive Committee refers to the committee composed of all BLGF Central Office Directors, who shall have the oversight responsibilities in the implementation of an effective disclosure controls and procedures. The Execom shall review and approve all information for disclosure and non-disclosure. V. Disclosure of Information The Bureau is committed to timely, accurate, and reasonable disclosure of material information in an appropriate manner. The Bureau recognizes that it must meet the disclosure expectations of its external stakeholders thus it is important that the information authorized to be disclosed is free of inaccuracies. In the normal course of business, the Bureau will have its official websites as the main medium of disclosing information to the public. Such information includes, but is not limited to, quarterly and annual financial and physical reports, annual reports, opinions and rulings, circulars, directives, and other information related to assessment and treasury, statement of revenues and expenditures, and press/media releases, which are considered by the Bureau as material information. Material information which is considered confidential will not be disclosed. In the Regional Office, the Regional Director shall review and approve all their information for disclosure, or as the need may be, shall refer the information to the Executive Committee of the Central Office for approval. A. Confidential Information. Confidential material information of the Bureau is subject to strict confidentiality restrictions and care shall be ensured. Access to confidential information is restricted to authorized persons only. Whenever applicable or necessary, confidential material information should be: 1. Categorically identified as confidential; 2. Stored in locked cabinets to which access is restricted; 3. Removed promptly from meeting rooms at the conclusion of meetings; 4. Not to be discussed openly or in places where the discussion of the information may be overheard; and 5. Not to be copied or discarded where others can easily retrieve it. B. Material Information. If the Bureau chooses to disclose material information, it will be broadly published; provided, however, that such information has been processed by concerned office/division, and cleared and approved by a Director for disclosure or publication. C. Materiality Determinations. There is no simple standard for determining the materiality of information. When assessing, however, whether any particular material should be disclosed, a number of factors may be considered, but the nature of the information itself, and the consequences of releasing such information are paramount consideration. D. Release of Information 1. Material Information Disclosure. When releasing material information, the Bureau will adhere to the following: a. Concerned Divisions shall prepare and process the material information to be disclosed or published and identify the format in which these will be presented. It is necessary to have these discussed with the Disclosure Committee to determine whether such information should be disclosed/published or not. The Division Chief shall fill up the request form DC Form 1 and submit it together with the materials for disclosure, to the Executive Committee for review and approval. The originating offices must ensure that information to be disseminated or published meets quality standards including objectivity, utility, and integrity in both presentation and substance. (See Annex 1). b. Where a determination has been made to disclose material information, such material information shall be widely disseminated or published. c. The material information shall be submitted together with the Approval Form-DC Form 2, which reflects the approval of the Executive Committee through its Committee Head, to the Information System and Management Division (ISMD) for uploading to the website and/or to the Public Information for dissemination to stakeholders, or the Division/Office concerned may opt to upload the approved material information on their own, however, the Division will provide the ISMD a copy of the Approval Form signed by the Head of the Executive Committee. It is understood that the concerned division or office through its Head or Chief has reviewed the material information and is free of any errors and ready for disclosure or publication. (See Annex 1) d. For the Regional Offices, concerned units or staff shall prepare and process the material information to be disclosed or published and identify the format in which these will be presented. The Unit Head or staff shall fill up the request form DC Form 1-A and submit it together with the materials for disclosure, to the Regional Director for review and approval. Upon approval, the concerned Unit Head or staff shall have the information disclosed or published through approved means. DETACa e. All information posted in the websites must be updated regularly by concerned offices or divisions. f. Disclosure through the Bureau's website does not by itself constitute adequate disclosure of material information, it may be necessary to have the information published through other medium as may be authorized by the Executive Committee. g. Any material information with errors which are inadvertently disclosed or published to the public should be corrected immediately. 2. Media Relations and Designated Spokesperson/s a. Media Relations i. All media relations activities shall be coordinated accordingly through the Public Information Officer or the authorized Bureau personnel. ii. Unless otherwise authorized by the Executive Director, public affairs and/or media-relations activities and media interviews are restricted to the Executive Director, Deputy Executive Directors, Office and Regional Directors or the designated spokesperson for the Bureau on matters of organizational importance. iii. Unless in conflict with the business requirements of the Bureau, media deadlines for request of information shall be respected wherever possible. iv. BLGF personnel who are not authorized to serve as spokespersons will not respond on behalf of the Bureau to any inquiry from, or initiate any communication with the media. v. All media inquiries must be referred to the Executive Director or the Regional Director for regional offices, as soon as possible for follow up by a designated spokesperson of the media. b. Roles and Responsibilities of the Designated Spokesperson. The designated spokesperson has the duty to speak truthfully and openly to the best of his/her knowledge regarding the Bureau, subject to the disclosure restrictions as discussed in the previous section. 3. Public Comments in Private and Public Meetings and Conferences. BLGF personnel who are invited to make speeches or presentations about BLGF to public or private groups, conferences, public meetings as part of their normal area of responsibility, or functions should receive the approval of their Office or Regional Directors (use DC Form 3) prior to accepting such invitations and aptly disclosing the contents of the presentation (See Annex 2). The approved presentation is a requirement for the preparation of Office or Travel, hence this must be attached to the request for Office or Travel Order and cleared with the approving authority. (for approval by the Executive Director) Should such an opportunity be pursued, the roles and responsibilities of the designated spokesperson stipulated above will apply. 4. Public Statements of Personal Opinion. BLGF personnel should refrain from making public statements of personal opinion regarding the Bureau and from presenting a personal opinion regarding BLGF. Loyalty to the organization is paramount, thus employees should not compete with their organization, and not to disclose using confidential information to the organization's detriments. The Bureau extends this responsibility to all its employees, and requires everyone to act with good faith, honesty, and loyalty, and to avoid placing their own personal interests above those of the Bureau. BLGF employees should from time to time reflect on the Bureau's core values and Pledge of Commitment. 5. Press Releases . Press releases containing material information will be issued as soon as possible through appropriate media that provide wide circulation and will be posted in the Bureau websites. Press Releases should be coordinated with the Bureau's Public Information Officer and whenever possible with the media team of the Department of Finance, for proper monitoring and dissemination of information releases. 6. General Information Requests. Queries from the public for general information can be answered by the appropriate employee/or Chief of the Division if the information requested is contained in records or publications previously released for public dissemination. Queries from the public cannot be answered if the query is regarding Bureau activities that are confidential in nature. If such query is made, the employee will respectfully decline the request. (See Annex 3) 7. Responding to Rumors. In general, no comment will be made in response to rumors or speculation regarding the Bureau's official affairs. However, certain exceptions may be made under the direction of the Executive Director. 8. Electronic Communication and the BLGF Website. All communications, including electronic communications, must comply with the BLGF IT Policies and standards. This includes email and the internet, where proper use and precautions must be observed when using electronic communications to discuss confidential and material information relative to the BLGF. 9. Internet Discussion Forums, Chat Rooms, Bulletin Boards, and Electronic Mail. For reason of the immediacy of electronic information, Bureau personnel are discouraged from participating in discussions about the Bureau on internet discussion forums, chat rooms, or bulletin boards except when authorized. Posting on official BLGF social media forums by Bureau personnel is restricted to authorized staff only. Wherever practicable the Executive Director (for the Central Office) and the Regional Director shall (for the Regional Office) designate or assign a BLGF personnel who will be responsible in communicating through electronic means. aDSIHc VI. Reporting Significant Events Legal Actions, Deaths, and Unusual Incidents. The Executive Director, Office/Regional Directors and the Public Information Officer and other officials of the Bureau must be immediately informed of all deaths and unusual incidents, damage or harm involving the Bureau including all legal actions concerning the Bureau for proper action. VII. Consequences for Non-Compliance with this Policy All Bureau personnel shall be responsible for assessing, understanding, and complying with this policy. There is no circumstance in which any regulation should be ignored in the conduct of the Bureau's business operations. Failure to comply with this policy shall be a ground for instituting disciplinary action, as may be warranted. VIII. Annual Review of Policy The Bureau's Executive Committee will review and update, if necessary, this policy on an annual basis or as needed to ensure compliance with changing requirements of the law. Strict compliance for the implementation of this Circular is hereby enjoined. (SGD.) JOCELYN T. PENDON OIC-Executive Director ANNEX 1 Material Information Disclosure ANNEX 5 DC-FORM 2 Disclosure of Information Approval Form (Central Office)