There are seven key consultation and engagement principles that should always be adhered to when undertaking consultation:
PROPORTIONALITY
The type and scale of the consultation or engagement you carry out should be proportionate to the potential impacts of the proposed scheme or decisions being made. Consultation forms part of a wider engagement plan and decisions about if or how to consult will depend on the wide engagement taking
TIMESCALES
You should undertake consultation or engagement when plans are still fluid so that views and opinions can be taken into account. As a general guide, formal consultation should last between four and eight weeks In the case of large-scale schemes, multiple stages might be required. Be flexible in your planning to allow for possible further stages and remember to allocate time for publicising consultations in advance.
DEFINING THE AUDIENCE
Clearly identify which communities, passengers or stakeholder groups need to be consulted or engaged with, and whether there are any hard-to-reach groups. The method of consultation you undertake will often depend on who needs to be consulted, as well as the available time and resources.
ACCESSIBILITY
Clearly define the purpose and process of the consultation or engagement. Highlight any aspects of the scheme that are not subject to change. You should only seek views on proposals that are deliverable (e.g. consider cost, engineering impacts and necessary outputs).
CONSULTATION AND ENGAGEMENT METHODS
Formal consultation is digital by default, using Network Rail’s online consultation tool. Howevver, we urge that all consultations are multi-channel. Depending on the scale and impact of the investment, use other methods, such as exhibitions and meetings.
PRACTICAL CONSIDERATIONS
Where possible, avoid launching consultations and wider passenger engagement during local or national election periods, or public or school holidays. .Involve Route Communication leads with the planning of activity before formal consultation or widespread engagement starts.
In addition to the principles and guidance set out above, you can use the following codes of practice, regulations and frameworks to help formulate a consultation strategy:
- Transport and Works (Applications and Objections Procedure) (England and Wales) Rules 2006 and the associated Guide to Procedures for Applications
- The infrastructure Planning (Applications: Prescribed Forms and Procedure) Regulations 2009
- The Gunning Principles of consultation
- The Cabinet Office Guidance on Consultation Principles, Jan 2016
- The National Planning Policy Framework and relevant planning practice guidance
- Town and Country Planning (Environmental Impact Assessment) Regulations 2011
- Guide to the General Data Protection Regulation
- UK Data Protection Act 2018