Level 1: Inform
To provide the public with balanced and objective information to assist them in understanding the problem, alternatives, opportunities and/or solutions.
Completing your Engagement and Communications Plan
So, you've got a project in the works. At this point, you're a subject matter expert on it, but you need some community perspective. Maybe, you know exactly what you want, but if you aren't sure, this page will help you get the most out of your community engagement.
Checklist
Engagement level checklist
First, we need to determine what level of engagement your project needs. There are five IAP2 engagement levels, each one increasing the impact the community has on the decision.
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Level 2: Consult
To obtain public feedback on analysis, alternatives and/or decisions.
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Level 3: Involve
To work directly with the public throughout the process to ensure that public concerns and aspirations are consistently understood and considered.
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Level 4: Collaborate
To partner with the public in each aspect of the decision including the development of alternatives and the identification of the preferred solution.
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Level 5: Empower
To place final decision making in the hands of the public.
Instructions
Click "Enable Content" at the top of the Engagement Level Checklist. It is required for the document to work properly.
Review each of the checklist question and select the most applicable response by ticking the box at the start of each line item.
The responses will be automatically tallied by the form. If it isn't, tally the responses to determine the recommended engagement level. The points assigned to each answer are as follows: Option 1 = 1 point, Option 2 = 2 points, Option 3 = 3 points.
The form will tell you what engagement level your project is. If it doesn't, reference the relevant engagement level in the Guidance Notes to assist with the completion of your Project’s Engagement and Promotion Plan template.
Once you complete the Engagement and Promotion Plan temple, please send them to the Community Engagement Officer for review.
- Assign Points:
- For each question, assign points based on the selected response:
- First option (e.g., Localised, Minimal impact): 1 point
- Second option (e.g., Multiple areas, Moderate impact): 2 points
- Third option (e.g., City-wide, High impact): 3 points
- Combine the points across all questions (range: 11–33 points). Recommended Engagement Level:
- 11–15 points: Level 1: Inform – Minimal impact or urgency; focus on providing information.
- 16–20 points: Level 2: Consult – Moderate impact or interest; seek community feedback.
- 21–25 points: Level 3: Involve – Significant impact or strategic alignment; work directly with the community.
- 26–30 points: Level 4: Collaborate – High impact, interest, or community-driven; partner in decision-making.
- 31–33 points: Level 5: Empower – Community-led or high capacity; delegate decision-making authority.
- For each question, assign points based on the selected response:
Guide to level of Council endorsement required
Second, we need to determine what level of Councillor endorsement your engagement needs. As a rule, indicated levels are guides only. Advice should be sought from the Manager Communication, Media and Engagement whether the proposed engagements needs to be escalated to a higher level of Councillor approval.
There are three levels of Councillor approval: advising via the weekly briefing report, seeking Councillor approval via a workshop, and going to a Council meeting for endorsement.
Instructions
Answer the questions using the same responses you selected in the Engagement Level Checklist.
Check your overall result: if the recommendation is red, plan for a Council meeting; yellow indicates a workshop is likely; green can proceed with weekly briefing notification.
Submit the Engagement Level Checklist to the Community Engagement Officer for review.
| Question | Answer | ||
|---|---|---|---|
| 1A: What is the geographic scope of the project or decision? | 1 | 1 | 2 |
| 1B: What is the duration of the project’s impact? | 1 | 1 | 2 |
| 2A: How significantly will the project affect the community’s quality of life, environment, or access to services? | 1 | 2 | 3 |
| 3A: Has the community already expressed interest or concern (e.g., through petitions, complaints, or media)? | 1 | 2 | 3 |
| 3B: Is the project likely to generate significant community interest or controversy? | 1 | 2 | 3 |
Additional considerations
- If specific groups are disproportionately affected, prioritise targeted engagement methods (e.g., multilingual materials, accessible formats) and consider elevating the engagement level (e.g., from Consult to Involve).
- Balance the engagement level with available resources and project scale to avoid over- or under-engagement.
- Identify key stakeholders (e.g., residents, businesses, community groups) to tailor engagement methods (i.e. reach them where they are).
- Record the checklist results, rationale, and chosen engagement level in project planning documents for transparency and accountability.
- Post-engagement, provide any relevant feedback to the engagement team so that the engagement plan can be evaluated.
Part A
Engagement Plan
The Engagement Plan helps the team understand your project and help you convey the relevant details to the community in an accessible way that encourages responses which best capture community sentiment. Below, we outline what each section means and gives sample responses.
Based on the IAP2 spectrum of public participation, each level specifies engagement and communication actions to ensure effective community engagement, aligned with transparency, inclusivity and responsiveness.
Using the score from the Engagement Checklist, refer to the corresponding guiding actions to assist with the completion of your Engagement and Promotion Plan template.
The actions across all levels should be treated accumulatively not exclusively, for example, if your score equates to Level 3 engagement, the actions from Levels 1-3 should be considered. Ensure engagement methods address accessibility needs (e.g., multilingual materials, disability-friendly formats) for all triggers, especially those involving equity and inclusion.
Why this project, and what we’ve done so far.
- Context and need: What problem or opportunity are we addressing? What triggered it (e.g. asset condition, safety, growth, policy change, funding)?
- Mandate and scope: Who asked for this work (Council decision, grant, strategy), what area it covers, and what’s in/out of scope.
- Work done so far: Research, site audits, feasibility, options analysis, internal workshops, and any early stakeholder or community input. Link to previous reports where available.
- What we learned: Key insights from the work to date (e.g. constraints, risks, equity considerations, heritage/environment obligations) that shape today’s options.
- Alignment: How this project supports Council plans, legislation and partner initiatives.
One sentence on why we are engaging and what decision this will inform. It should name the project, the decision to be made, the IAP2 level, and the expected use of input.
For example, “To inform the final design of the Richmond Village Green upgrades by testing options with the community at IAP2 Consult and understanding trade-offs.”
3–5 specific outcomes that describe what we need to learn or achieve through engagement (audiences, insights, and influence). Use action verbs and keep them time-bound.
For example, “Confirm priorities for shade, seating and paths; identify access issues for older residents and families; test support for two layout options; and gather local risks and opportunities for staging.”
Measurable indicators that show we met the objectives. Make them SMART (who/what/by when).
Examples of success measures:
- Participation volume: 100 surveys completed
- Reach: At least 60% of directly affected households receive the info
- Representation: Participant profile matches suburb and age distribution, with a minimum of 25% of responses from key suburbs, 15% youth, and 10% CALD participation.
- Diversity of input: At least 30% of submissions come from priority groups.
Who needs to be involved and who is affected. List core groups (e.g. residents by suburb, businesses, landowners, service users, community groups, First Nations stakeholders, agencies) and target demographics (age, access needs, language, interest). Note any equity groups we must reach.
When engagement will run and why. State the open and close dates and explain timing choices (e.g. avoids school holidays, aligns with council cycles, allows mail-out lead time, supports on-site events). Include any blackout periods.
The whole project timeline at a glance. Show steps before, during and after consultation (prep and approvals, launch, reminders, close, analysis, “What we heard,” decision, delivery). Include who is responsible for each step where relevant.
What has already happened and what people know. Summarise previous activities, main themes, and how they shaped the current materials. Link to any published reports.
What the community can genuinely influence. List the decisions open to change (e.g. options, priorities, staging, locations, design refinements, conditions of rollout). Be specific.
What is fixed. Name items set by law, safety, budget, or prior decisions (e.g. statutory requirements, funding scope, deadlines). Explain the constraint in plain language.
The one takeaway we want everyone to remember. Write a single, positive sentence that states the purpose and benefit in plain English.
Known issues and risks that could affect engagement. Note potential sensitivities (e.g. heritage impacts, cost, safety, loss of parking, perceived pre-decision), how we will address them, and any supports (FAQs, spokespeople, escalation path).
What are the key documents for this project? Are there any other strategies, policies, or public documents which relate to this project?
Upload them into the form, or if that doesn't work, send them with the completed Engagement and Communication Plan.
Describe what activities will your community engagement involve. Include the timing of each item and, where applicable, the person or department responsible.
- Preparation and planning
- Example: Prepare Your Say
- Engagement activities
- Example: Community survey, drop-in sessions
- Reporting
- Example: Review survey report, publish Consultation Report on Your Say, etc.
Any information we should know about why you are choosing these tools.
Engagement tools you can use include, but aren't limited to:
- Your Say page
- Community survey – complete proposed survey questions in Attachment 2.
- Pop-up information sessions
- Community Reference Groups
- Face-to-face engagement
- Engagement with Elected Members
- Direct stakeholder engagement
- Other engagement tool
- Proposed Your Say Clarence website content is Attachment 1.
- Draft questions for the Community Survey are Attachment 2.
Part B
Engagement Promotion Plan
Proposed Plan - Standard
Standard promotions for all projects include:
- One feature in Onsight Insight during the engagement period.
- Two posts on Facebook, one at engagement start and one reminder.
- If engagement falls within the timing of Clarence News, it will be featured.
- If engagement falls within publication of ESS, it will be included as part of the monthly “Community Engagement” ad.
Identify whether you would like any of the following and identify the timing, who is responsible for the action, and any comments.
- Coreflute signage
- Social media
Extended Promotional Plan for high risk/interest projects
The below activities will need to be reviewed and approved by the Communications, Media and Engagement Manager.
Identify whether you will require any of the following and identify the timing, who is responsible for the action, and any comments.
- Media
- Social media (paid advertisement)
- Printed communication
- Stakeholder engagement
- In-person/onsite promotions
- Stand-alone print advertising
Attachment 1
Proposed Your Say content
This is what you want people to know about the project in plain language. It will be the first and only thing many people see.
This is all the information about the project that people need to know in greater detail. It will break down the key information that people need to know to make an informed decision. This could include images, graphs, data, maps, before and after photos, key objectives, and more. The aim of background is to help the community understand the who, what, where, when, why, and how of the project.
- The first stage of your project and information around it. For example, Initial research: The project team did this thing and sought support from the Councilors to engage the community in helping us identify more information.
- The second stage of your project and information around it. For example, Phase 1 Consultation: The consultation runs from ## MONTH to ## MONTH YEAR and seeks your input on the thing you are seeking input on.
- Additional steps.
Attachment 2
Engagement tools
Your Say tools
These are the tools you can use to create interest and drive engagement on your project's Your Say page.
Demographics
Identify what demographic data you want to collect from your engagement. Consider why you need this information and how it influences your project. There are four standard ones we will always aim to gather for reporting purposes:
- Suburb
- Gender
- Age
- Ethnicity (CALD/ATSI)
Survey questions
There are multiple elements you can use in your survey. Learn more about each one here.
Start by inserting your survey question. Then choose how this question is to be answered.
- Open text
- Single choice
- Multiple choice
- Ranking
- Matrix
- Rating/Slider
- Map
If single or multiple choice, add options. If a slider, indicate options, such as overwhelmingly against to overwhelmingly support, 1 to 5, etc.
FAQ
In FAQ, think of any questions which may be asked by the public and insert the question and answer.
